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StewartPolicy and Procedures Handbook

Table of Contents1


Table of Contents

1. Demographics…………………………………………………………….pg. 4

2. Mission Statement………………………………………………………..pg. 5

3. Philosophy Statement:………………………………………..…………pg. 5

4. Public Relations Policy………………………………………………….pg. 6

5. Selection Policies and Procedures…………………………………….pg. 6

6. Donated Materials Policies and Procedures………………………….pg. 7

7. Reconsideration Policy………………………………………………….pg. 8

8. Collection Management…………………………………………………pg. 11

9. Technical Services………………………………………………………pg. 18

10. Qwik Start Guide to Destiny…………………………………………….pg. 20

11. Collaboration Resources-Reconsideration of Materials Procedures…pg. 67

12. Instruction/Inservice/Staff Development……………………………...pg.69

13. School Website/Video Streaming/GPB Educational Resources…..pg. 70

14. School TV News…………………………………………………………pg. 70

15. Scheduling of LMC……………………………………………………..pg. 70

16. Floor Plans, Maps, Diagrams………………………………………….pg. 70

17. Appendices……………………………………………………………..pg. 72

Appendix A (Ordering Procedures)……………………………….pg. 72

Appendix B (Material Request Forms)..………………………….pg. 73

Appendix C (Websites)………………………………………….…pg. 73

Appendix D (Companies) …………………………………………pg. 74

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Appendix E (Services/ Jobbers/ Suppliers).………………….…pg. 75

Appendix F (LMC Scheduling Form)………………………………pg. 77

Appendix G (Sample In-Service Planning Form)…………………pg. 78

Appendix H (Request for Consideration of Instructional Resources) pg. 79

Appendix I (Specific Steps when mending and repairing books) pg. 80

18. References……………………………………………………………….pg. 83

Purpose StatementI. Purpose Statements

Demographics

Preface

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Located on a ten-acre campus within the historic West Georgia town of Mirror Lake, a thriving “golfing community” of Villa Rica , Georgia, Miner Elementary School provides an educational setting that is rich in tradition and resources. The 2000 Census reports a population of 6,940 for Mirror Lake, which is a phenomenal 80% growth since 1970. The school community has a lower- to middle-class population and is one of ten elementary schools in Stewart County.Ownership produces cooperation among staff in meeting the instructional needs of all students. Miner’s teachers make learning meaningful and productive while allowing children to move at their own pace. Resource and special area teachers are an important part of the delivery of a strong, innovative curriculum. Technology includes system sponsored and in-house training programs for staff; the utilization of two portable computer labs for instructional assistance; and the network of programs and information access from the media center to the classrooms. This provides the school with a solid technological foundation as we move forward into a new century.

Student and Community Demographics – Miner Elementary School

Student/Community Data 1996-97 1997-98 1998-99 1999-00 2000-01Students – School Average Enrollment

Total number of students 483 517 545 555 537Students – Racial BackgroundAfrican – American 0% 0.8% 0% 0% 0.6%Asian 0.4% 0.2% 0.2% 0% 0.2%Caucasian (White) 98.3% 97.3% 97% 97.8% 96.9%Hispanic .8% 1.2% 2.3% 1.3% 0.9%Multi-Racial .4% .6% .4% .7% 1.5%American Indian or Alaskan Native

0% 0% 0.2% 0.2% 0%

Student/Family CharacteristicsLow Income (free/reduced lunch)

50.4% 46.1% 46.2% 46.3% 53%

ESOL 0.1% 0.1% 0.4% 0.4% 0.4%Average Daily Attendance 452.87 485.33 516.18 527.99 511.76

(Table 1: Student and Community Demographics-Miner Elementary School) (Library media services handbook 2008)

Stewart County Media Program Philosophy

The primary purpose of the Stewart County Media Program is to ensure that every student has the opportunity to become an independent, effective, responsible, and creative user of ideas and information.

Stewart County Media Program Mission Statement

The mission of the Stewart County Public Schools media center program is to assist students and staff in becoming effective users of ideas and information, which is the mission of the American Association of School Librarians. Additionally, the focus of the media center program is to aid in the development of information-literate students and life-long learners.

From the Georgia Department of Education (GaDOE) Web site:

THE SCHOOL MEDIA PROGRAM supports and strengthens the curriculum, bridges the digital divide and puts state and national standards into action.

The SCHOOL LIBRARY MEDIA SPECIALIST encourages reading for learning, reading for pleasure and reading for life.

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©2009 Tracy Stewart. Use with permission.


THE SCHOOL LIBRARY MEDIA SPECIALIST is a teacher, an instructional partner, an informational specialist, a school media specialist and a school media program administrator. School library media specialists directly affect student achievement by collaborating and planning with teachers, teaching information literacy, designing assessment procedures and providing supplemental curriculum material (Library Media Services, 2008).

Miner Elementary School Media Center Mission Statement

The mission of the Miner Elementary School Media Center is to provide an environment which awakens in each student a life-long interest in and enjoyment of reading and learning.

Goals:

1. To teach the students the necessary skills to be effective and efficient information users.

2. To support the Miner curriculum and the teachers’ classroom programs by providing necessary materials and appropriate guidance and instruction to all library patrons.

3. To acquire and maintain a balanced collection of media center resources which meet the needs and interests of the users (Library media services handbook, 2008).

Public Relations Policy

Public Relations is an important part of the media program. Successful public relations can be achieved through advertisement of all services and programs available through the media center.

Advertisement Guidelines:Flyer for activities and programs should be set home with students for viewing by parents.Brochures listing all services for school faculty and staff should be provided year round.Brochures listing and detailing all services for students should be provided year round. Activities and programs should be advertised as they come up through the announcement program.

Press Release Guideline:Activities that are open to the public may be advertised through the county office. The public relations contact is Elena Schulenburg.

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Selection Policies and ProceduresSelection CriteriaThe Georgia State Department of Education rule 160-4-4.01 requires that all counties establish a media program that allows for the creation of a media policy for selecting materials locally (Georgia DOE, 1998).

Materials added to the collection should have positive reviews and conform to policy IFBD-R (1). Every media center should have access to a core collection development tools such as:

Print Resources:

Elementary School Library Collection (Brodart) Children’s Catalog (Wilson) Middle and Junior High School Catalog (Wilson) Senior High School Collection (Wilson) Award lists (Newberry, Caldecott, Georgia Children’s Book Award, Coretta Scott King,

etc.)

Online Resources:

www.btsb.com www.titlewave.com www.ala.org

The media specialist is responsible for the selection of library media resources and the maintenance of the library collection as follows:a. Reading reviews from journals and online resources. Possible journals might include:

School Library Journal Booklist Bulletin of the Center for Children’s Books Hornbook Media and Methods Emergency Librarian School Library Media Activities Monthly School Library Media Quarterly Wilson Library Bulletin Library Journal Library Media Connection Kirkus Reviews VOYA

b. A consideration file will be kept that will include requests from teachers (see form in Appendix – p. , staff, and students. A teacher’s professional needs, advice, and recommendations will be solicited by the media specialist in the decision making process. The following guidelines apply:

The school media center collection should be systematically developed to support the State Mandated Curriculum objectives.

There shall be a balance in coverage of subject, types of materials and variety of content.

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The materials represent various reading levels for the enlightenment of all students in the community and shall include multicultural materials.

The materials should be current and up to date. Materials shall meet high standards of quality in factual content, artistic and literary

value, and presentation. Local, regional, and national agencies should supplement the collections.

In the selection of materials, the media specialist and the school media committee should work together. However, final selection rests with the media specialist (Douglas County Board of Education, 2003).

Donated Materials Policies and Procedures Gifts and Unsolicited MaterialsThe Georgia State Department of Education rule 160-4-4.01 requires that all counties establish a media program that allows for the creation of a media policy for the consideration of gifts of instructional resources (Georgia DOE, 1998).-Items will be judged on the same basic selection standards and criteria as purchased media.-Gifts and unsolicited materials must meet standards of quality in factual content, artistic and literary value, and presentation.-They must support the adopted curriculum, philosophy, and instructional objectives of the school.-Instructional materials provided by businesses shall not be designed to promote a business or product. Materials shall be donated as a community service rather than as an advertisement.-Gifts and unsolicited materials must be appropriate for the subject area and for the age, emotional development, ability level, learning styles, and social development of students for whom materials are selected. Materials shall be previewed and approved prior to anticipated use to determine instructional relevance and appropriateness.-The individual school reserves the right to reject gifts or unsolicited materials that do not meet the criteria for selection policy.-In no instance shall media and/or equipment be used in such a manner as to violate the Stewart County School Board policy or the law. Adherence to fair use guidelines and other relevant copyright stipulations shall be assured. (Douglas County Board of Education, 2003)

Reconsideration of Materials PolicyThe Georgia State Department of Education rule 160-4-4.01 requires that all counties establish a media program that allows for the creation of a media policy for handling requests for reconsideration of materials (Georgia DOE, 1998).

This procedure shall be adhered to when a request for reconsideration of media center or other instructional resources are submitted. No action shall be taken except as described.

Reconsideration requests shall be accepted only from complainants who maintain a primary residence in Stewart County.

Committee meetings shall be conducted in an atmosphere of respect and confidentiality. (Douglas County School System, 2000)

Challenged Materials

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The procedure for handling challenged materials is clearly defined in Board Policy #IFBD-R (2). This is a brief description of the procedure:

Give a copy of form IFBD-E, Request for Reconsideration of Instructional Resources, to the person seeking who is challenging the item. (Having copies of form #IFBD-E on file for such a situation is suggested. See the County Policy Manual or Appendix page 77 for the form.)

Locate reviews of the challenged resource and ensure that the material meets county selection standards.

Gather enough copies of the resource to enable every member of the media committee to review it.

The principal will decide how the material will be handled while it is under reconsideration.

The completed form is returned to the principal who calls a meeting of the school media committee following board policy guidelines.

The entire process must be completed within 10 working days after receipt of the completed form, so remember that time is of the essence. (Douglas County Board of Education, 2003)

Media Services Lost Books, Damaged Books, Weeding, Mending:

In every school there is a media center and students are allowed to check out materials, but for some reasons not all students bring materials back in the condition that they were left in or not brought back at all. In the Official Code of Georgia Annotated law 20-2-1013 states that:

(b) All textbooks, library books, and media materials purchased by local units of administration with state Quality Basic Education Program funds or any other means of acquisition shall remain the property of the local unit purchasing or acquiring them. Each local unit of administration shall establish such policies as it deems necessary for the care and protection of its textbooks, library books, and media materials as a condition to receiving all or part of the state contributed Quality Basic Education Program funds allotted to the local unit. Such policies may include any of the following sanctions against a pupil who fails or refuses to pay for a lost or damaged textbook, library book, or media material at the replacement cost: (1) Refusal to issue any additional textbooks, library books, or media materials until restitution is made; or(2) Withholding of all grade cards, diplomas, or certificates of progress until restitution is made. No local unit of administration shall require any pupil or parent to purchase any textbook, library book, or media material except in cases where the pupil damages, loses, or defaces such item either through willful intent or neglect. (Justia, n.d.)

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Damaged BooksIn the policy IFA-R(1) for DeKalb County Schools it states that:

A. Students who lose, destroy, or otherwise damage media center materials shall be required to reimburse the DeKalb County Board of Education for the replacement value of the item.

1. The price charged for a lost book or other material shall be determined by the replacement value of the material. A processing charge of $1.00 shall also be assessed.

2. If the material was in very poor condition and so noted on the material’s record when checked out, the media specialist may use personal judgment in prorating the price to be charged.

B. In the media center, from which grades are not issued, students who owe for lost, destroyed, or damaged materials shall be denied the privilege of checking out additional materials until the school system is compensated. Students may continue to use the learning resources within the confines of the media center.

1. It is important that students, who owe for lost, destroyed or damaged materials not be denied the use of any leaning resources within the media center facility.

2. The media specialist shall follow all accountability procedures set forth by the Department of Student Information Systems, in cooperation with the Department of Educational Media, as follows:

Obtaining and reporting information on all students who have not compensated the school system for lost, destroyed, or damaged media center materials: and

Report the students who owe restitution to school personnel and notify parents/guardians at the time of grade reporting and/or the withdrawal of the student from school or system. (Administrative regulations instructional materials IFA-R(1), Issued 9/11/2000; Revised 2/10/2003)

Lost BooksIn the Douglas County policy IFA it states that:

The student will be charged full replacement cost for any textbook lost, regardless of condition.

The amount to be charged for a textbook damaged by a student will be the responsibility of the principal. The principal will use the state board web site for information on current pricing. (Board policy instructional materials IFA, Adopted 1976; Revised 2008)

Weeding Books

In the Paulding County Policy IFA it states that:

1. An annual inventory of the entire media center collection shall be taken.2. Instructional materials shall be removed from inventory as they become worn

beyond repair, out-dated, or expended. Equipment shall be removed from inventory

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when it is no longer functional or needed. Discarding shall be in compliance with state and local policy, state and federal law, and any restrictions related to the source of the funds.

3. Media specialists shall keep a record of discarded materials for a minimum of three years. (Board policy instructional materials IFA, Adopted 2001; Revised 2005)

Mending and Repairing Print Material

In the Carroll County Policy IFBC-R it states that:

Each media specialist shall be responsible for preventive maintenance of materials at the building level. Procedures should be established for the repair of materials. (Administrative regulations of media programs, 2007)

Collection ManagementThe Georgia State Department of Education rule 160-4-4.01 requires that all counties establish a media program that allows for the creation of a media policy for a media committee that makes recommendations and decisions related to planning, operation, evaluation and improvement of the media program. This committee shall annually evaluate media services and develop a multi-year media plan for budget and services priorities (Georgia DOE, 1998).

Consideration FileEach school media center is allotted state money each year for the purchase of books, periodicals, audiovisual materials, software, supplies, and equipment. This amount is based on a specific dollar amount per FTE count. The media specialist is responsible for placing orders and following through on shipped orders.Procedures for purchasing may include the following:

Complete requisition/order form. Turn in to school secretary/bookkeeper. Keep a copy of requisition/order form on file.

Keep a running record of expenditures, so that an accounting of remaining funds in each account is easily accessed.

Present ideas for major purchases to the building level media committee for their approval.

Procedures for requesting materials:Students:Students will complete the Student Materials Request Form (see appendix A) and present it to a staff member of the media center. Teachers:Teachers will complete the Teacher/Administrator Materials Request Form (see appendix A) and present it to a staff member of the media center.Administrators:Administrators will complete the Teacher/Administrator Materials Request Form (see appendix A) and present it to a staff member of the media center.All Material Request Forms will be evaluated and the materials requested will be considered by the media staff.Fair Use of CopyrightOne of the rights accorded to the owner of copyright is the right to reproduce or to authorize others to reproduce the work in copies or phonorecords. This right is subject to

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certain limitations found in sections 107 through 118 of the Copyright Act (title 17, U. S. Code). (U.S. Copyright Office, 2006)For any request for copies of materials by students, teachers, or administrators the Fair Use Copyright Guidelines will be enforced:

Single Copy:

A single copy may be made of any of the following by or for a teacher at his/her individual request for scholarly research, use in teaching or preparation to teach a class:

a. A chapter from a book

b. An article from a periodical or newspaper

c. A short story, short essay or short poem

d. A chart, graph, diagram, drawing, periodical or newspaper

Multiple Copies for a classroom:

a. Multiple copies (not to exceed in any event more than one copy per pupil in a course) may be made of the following:

(1) A complete poem if less than 250 words

(2) An excerpt from a longer poem, but not to exceed 250 words

(3) A complete article, story or essay of less than 2,500 words or 10%, whichever is less

b. Copying should be done on the initiative of the teacher when time for copyright permission is reasonable.

c. Copying should be done for one course:

(1) Only one work from a single author may be copied.

(2) No more than three (3) authors from a collective work may be copied.

(3) No more than nine (9) instances of copies for one course shall take place during one class term.

d. No copying of consumable work, i.e. workbooks and standardized tests shall take place.

e. The same item may not be reproduced from term to term.

f. No charge should be made to students beyond the actual photocopying cost. (Carroll County Board of Education, 2007)

Procedures for Ordering Materials:

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Accurate recordkeeping and following the county procedures in a step-by-step manner will facilitate the process of ordering and acquiring resources for the library media center.All district-level purchase orders must follow the steps below.1. Once an item is wanted for purchase all ordering information is put onto a form. Required information includes:

Name of publisher/producerFull addressTelephone numberContact name, if knownName of itemFormat of itemOrder number of itemCost of itemNumber of items Shipping and handling costsProcessing costsProcessing instructions, including barcode, if needed

2. Sign form and submit to your administrator for approval3. School bookkeeper enters the order into the district accounting systemAt this point the purchase order is generated and then sent for approval by the level director [elementary, middle, or secondary] and by two other directors. Once these signatures are obtained, then the original copy of the order is sent to the vendor and the color copies are sent to the building bookkeeper until the order is closed.4. Place a copy of the order into a folder for on-order items.5. When the materials arrive, verify that the order is complete and notify the school

bookkeeper.6. When the final PAID copy of the order is received by the school bookkeeper, get a

photocopy of it for your records. This information enters into the end-of-the-year annual report.

7. Note the difference between the order cost and the final paid amount. Use this to maintain a running balance for your media funds.

Grant funds are handled in much the same way, but require specific codes and may require specific categories of materials and/or vendors. Each grant will have accompanying information for you to follow.Forms Needed for Purchasing1. Internal Accounts Form2. Barcode Form to document which publishers will use what barcode numbers/range3. List of Vendors used successfully by DC SLMS4. Teacher/Parent/Student Request for Purchase Form5. Lost Books Monies Form6. Check Request Form [for the building bookkeeper to issue a check for locally purchased items].7. Budget Summary Form with budget code numbers for each line item8. Budget Change Form [for moving funds from one line item account to another, for example, from equipment repair to books, periodicals)9. Financial summary {running balance, Excel document)10. End-of-year Financial Summary Forms [2] (Douglas County Board of Education, 2003)3. Receiving Procedures: Bar Code Treatment/Physical Process for Materials

New Materials and EquipmentA well-organized collection is the first step toward providing an effective library media program. To ensure this, the media center should practice a uniform method of processing materials. All circulating materials and equipment should be bar-coded.

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Books and Other Print Materials1. Check new materials against the purchase order and the company’s invoice or

packing slip.2. Indicate items received and note discrepancies on all copies. Notify the company of

any discrepancies or defective items.3. In three places, stamp the material with your school’s media center stamp. 4. Import data disk into catalog program or create your own MARC record. 5. Indicate source of funds.6. If possible, barcode and spine labels should be ordered with materials. However, if

not, print information on appropriate labels.7. The location of the barcode number should be consistent throughout the local school

collection. (Locating the bar code label vertically on the back, or front, of the book near the spine speeds the inventory process when using a handheld portable device.)

8. If spine labels and barcode labels are not attached, attach them and add label protectors to the books and any other locally used items, such as Accelerated Reader label, date due slip, etc.

9. Shelve the materials or place in New Book display.

Equipment1. Check new equipment against purchase order and the company’s invoice or packing

slip.

2. Indicate items received and note discrepancies on all copies. Notify the company of any discrepancies or defective items.

3. Label the equipment with a permanent marker, engraver, or paint pen, and indicate any special source of funds on the equipment and/or in the MARC record.

4. Add new equipment to your inventory records and include the following: Type of equipment Brand name Model number Company where purchased Date received Serial number Price and funding source Barcode number Warranty Information Funding source

5. If you keep inventory records in catalog program, attach barcode number to equipment and store. If equipment circulates through catalog program, create a MARC record

Other Materials1. All materials, (books, cassettes, teacher’s guide), that constitute one unit of

materials should be processed and housed together in a kit if practical, using the appropriate call number where practical.

2. Charts on a roller, maps on a roller, slides, etc, should be processed as a set with each item bearing the media center stamp. Where practical, barcode information should be placed on each item. If you circulate serials, treat them, as you would print materials. (Douglas County Board of Education, 2003)

Barcode TreatmentBarcodes are placed on all items inventoried through the Media Center. The barcode is placed on the back of the item. It is placed sideways in the top right hand corner. The

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Barcode


name of the school goes closest to the spine. The barcodes are placed in such a way to make inventory easier. The person doing the inventory with the hand held device simply has to tip the book of the shelf to scan. (Please see barcode placement example.)

(Douglas County Board of Education, 2003)

Video Download the MARC record into Follett (refer to Follett manual). If a MARC record was not purchased for the item, fill in the Catalog worksheet as

completely as the information packet will allow ((see the MARC reference sheets in the Appendix for help with tags specific to different forms of media).

Create a MARC record for the item using the information recorded on the Catalog Worksheet.

Place a school ownership sticker on the videotape with the title information. Place a school ownership sticker on the case as well.

Place the barcode on the tape with the title information. Place the processed videotapes on the shelving cart to be shelved in the AV Room.


Place the call number label on the outside binding of the videotape case (same place as for books).

For DVDs, place the ownership sticker on the title side of the DVD (not on the shiny side!).

DVD – place the barcode and call number information on the bottom front cover of the DVD case.

For Filmstrips – Place the barcode, ownership sticker, and call number label in a prominent location on the container.

Sound Recordings Download the MARC record into Follett (refer to Follett manual). If a MARC record was not purchased for the item, fill in the Catalog worksheet as

completely as the information packet will allow (see the MARC reference sheets in the Appendix for help with tags specific to different forms of media).


Place the barcode, ownership information, and call number label in a prominent location on the container.

For CD-ROMs, follow the same labeling procedure required for DVDs. Sound Recordings are shelved in the AV Room.

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Call Number Label

School ownership sticker

Barcode

**Warning! Do not place any stickers on the side of the videotape where the flap lifts up to reveal the tape.


Computer FilesDownload the MARC record into Follett (refer to Follett manual). If a MARC record was not purchased for the item, fill in the Catalog worksheet as completely as the information packet will allow ((see the MARC reference sheets in the Appendix for help with tags specific to different forms of media).Create a MARC record for the item using the information recorded on the Catalog Worksheet. Place the barcode, ownership sticker, and call number label in a prominent location on the outside of the container. For CD-ROMs, follow the labeling procedure for DVDs. All computer files are shelved in the Resource Room.

All Other Materials Download the MARC record into Follett (refer to Follett manual). If a MARC record was not purchased for the item, fill in the Catalog worksheet as

completely as given information will allow (see the MARC reference sheets in the Appendix for help with tags specific to different forms of media).


Place the barcode, ownership sticker, and call number label in a prominent location on the outside of the container.

All games and kits should have some kind of container. All parts for kits should have a call number and school ownership label if possible.


WeedingRemember that the K-12 library media collection should support the current curriculum and not serve as an archival collection.Reasons for Weeding

1. To make space for more valuable items2. To provide a more appealing, more up-to-date collection3. To make the library easier for patrons and staff to use4. To provide reliable information5. To encourage patrons to handle materials carefully 6. To provide feedback on strengths and weaknesses of the collection7. To remove the ILLUSION of a well-rounded, well-stocked collection

Research appears to indicate that items not checked out in the past ten years are not likely to be used in the future. For curriculum related materials in a school media center the time may be much shorter than that. Even one year of non-circulation can give a clue on changes in direction of curriculum and consequent lack of use.Guidelines for WeedingLook for items (print and non-print) that are not current and that include information that is out-of-date, inaccurate, or misleading. Any title that implies currency (Today, Modern, etc.) should be examined critically. This decision should be based on the content of the item, not the cost or good physical condition. Books with appropriate and accurate content but in bad physical condition should be repaired or weeded.The Weeding ProcessPHASE ONE: Identify cutoff circulation records. See following chart.PHASE TWO: Identify cutoff copyright date. See following chart.PHASE THREE: Identify items in poor physical condition.PHASE FOUR: Items identified by these steps should be checked against standard lists. Those items included on the lists should be flagged for further evaluation by the professional staff.PHASE FIVE: Teachers in appropriate subject areas can be asked to identify items they desire to be retained.

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PHASE SIX: Items to be retained should have poor physical condition remedied by repair, rebinding, or replacement.PHASE SEVEN: Items to be weeded should be removed from automation system. Items should be physically disposed of. Make sure barcode is removed and that “discard” is prominently stamped or written in and on the book. (Douglas County Board of Education, 2003)What Not to Weed a. Classics except when more attractive format is availableb. Local and Georgia history unless can replace with new copiesc. Annuals and other major publications of the school or community colleged. Materials such as public relations brochures, and bond advertising which could be considered archival, if no other unit of the institution maintains such filese. Items incorrectly classified or poorly promoted which might circulate under changed circumstancesf. Items such as poetry anthologies included in currently used indexesHow Often and When Most libraries will benefit from a complete weeding once a year. If this seems too daunting, start by scheduling individual sections and expand your plan as you establish a routine. Keep records of your progress to reduce overlap. Plus, a concrete measure of your progress keeps your morale high.

Weed as You GoExamine materials as they are returned to the circulation desk. Set aside damaged and obviously outdated materials so that they can be evaluated. As you move through the collection, keep an eye out for weedable materials.

**Weeding should not be used as a means for withdrawing materials of a controversial nature or needing re-evaluation. The county adopted policy for handling the re-evaluation of materials should be followed for controversial material.http://www.sunlink.ucf.edu/weed (Douglas County Board of Education, 2003)6. Repair and MendingOnly simple mending should be attempted.

A typical hard cover book will need attention at several stages in its library life:

-Original trade binding as it comes from the publisher

-Minor mending to extend the useful life of the publisher's trade binding

-Rebinding when the trade binding becomes too worn or the sewing breaks

-Boxing, reformatting or discard when the paper becomes too brittle (Perservation Services, 2003)

Damaged books are identified by both library staff and patrons. To make the decision to repair a book in-house requires that each staff member involved in the process be familiar with and understand the implications of treatment and/or other options available. If the over-arching goal of preservation is access, then book repair becomes one option for providing access to a particular book. Briefly, the other options commonly available are ordering a replacement copy of the damaged book, sending the book for commercial binding, reformatting the book, and/or boxing the original material. Each option has a cost, both in staff time and materials. Unfortunately, there are no hard and fast rules for making

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these decisions. Rather, a number of factors should be considered by staff. (Perservation Services, 2003)

(See Appendices for specific procedures)

Technical ServicesThe media specialist will be presented with the situation of damaged and lost books. Certain procedures must be followed when dealing with the situations. The proper procedures to be followed are outlined below (Administrative regulations of media programs IFBC-R, Issued 2002; Revised 2007).

Students and school personnel shall be accountable for textbooks, media materials and all other instructional materials and equipment purchased with public school funds. The procedures for accountability are as follows:

a. Lost library books: hard bound books - $15.00 or replacement cost.

b. Hard bound paperback books (Turtleback, Econoclad, etc.) - $8.00 or replacement cost.

c. Paperback books - $7.50 or replacement cost.

d. Reference and more valuable materials-replacement cost.

e. Magazines – replacement cost.

f. Students shall pay replacement cost for lost textbooks.

Until monetary or other suitable compensation for lost, damaged, or stolen books, magazines or other media materials is paid, the student responsible shall be denied the privilege of checking out materials from the media center (Administrative regulations of media programs IFBC-R, Issued 2002; Revised 2007).

Damaged Book ProceduresStudents will be asked to pay the replacement cost of material that is lost, damaged, or not returned. A notice will be given to the student and money can be sent to the Library Media Specialist. As soon as the account is cleared, the student's borrowing privileges are restored. We will keep checks or cash for 30 days. After that, if the lost item is found, the book is yours to keep. (Mt. Gallant Elementary School, 2008)

When a damaged material comes into the media center, the media specialist will examine the material to determine if repairs can be made. If the material can be repaired it will be taken care of immediately. If the material cannot be repaired it will be held until the replacement monies are collected. Then, a replacement will be ordered.

Lost Book ProceduresStudents will be asked to pay the replacement cost of material that is lost, damaged, or not returned. A notice will be given to the student and money can be sent to the Library Media Specialist. As soon as the account is cleared, the student's borrowing privileges are restored. We will keep checks or cash for 30 days. After that, if the lost item is found, the book is yours to keep. (Mt. Gallant Elementary School, 2008)

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Refunds: A student shall be refunded the full amount paid for lost book(s)/material(s) upon return of the book(s)/material(s) in acceptable condition together with the receipt of payment, provided the request for refund is submitted prior to the closing of the local school financial records.Students who provide voluntary service for restitution shall not be reimbursed for their service in the event that their book(s)/material(s) are found. (Administrative regulations of media programs IFA-R(1), Issued 2000; Revised 2003)

All monies collected will be turned into the bookkeeper the day of collection. No money shall be kept in the media center.

Quik Start Guide

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Qwik Start GuideDestiny Library Manager

Tracy Stewart, Claudie Wallen, Stephanie Gauthia

MEDT 6468Dr. SnipesFall 2010

http://www.bing.com/images/search?q=computers%00%E5%A1%B9%EF%92%81%E1%B4%BB%E4%A1%BF%E2%B2%AF%E5%B6%82%E8%97%84%E6%8C%A7%00%00%EA%AE%A5#focal=6327b1916496fd7dcfb43e374dbecbba&furl=http://studentweb.cencol.ca/wtsang15/images/computer.jpg%00


Table of Contents:

Section One: In the Beginning3

Section Two: Online Patron Access Catalog8

Section Three: Cataloging (Maintaining the Collection Database)19

Section Four: Circulating Materials & Interlibrary Loans25

Section Five: Reports and Utilities32

Section Six: General Troubleshooting Tips43

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Most directions assume the user is already logged into the system

Section One: In the Beginning

Setting up Patron TypesPatron Types allow you to group patrons by similar characteristics. You have the option of using preset types (Faculty and Student) or setting up patron types to meet your specific needs.

•From the main screen click on the Back Office tab•Select Library Policies from the left menu •Click on Patron Type•From the Add Patron Type page you can enter the patron type name and specifications for the patron’s circulation. •Click on Save

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Adding or Updating Patrons Creating New Patrons

•From the main screen click on the Back Office tab•Select Add Patron from the left menu•Fill in the necessary information in the spaces provided.•Click on Save

Importing New Patron Records from a Database•From the main screen click on the Back Office tab•Select Import Patrons from the left menu•Choose between barcode or ID number as the patron identifier. •Choose what you want to do in the case of a 2nd identifier.•Choose how you want to handle duplicate records (Keep current record, merge records, replace current record)•Click Browse•Select the import file•Click Import•Wait until you see the message “The patron import you requested

has been submitted”.

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Updating Existing Patron Records Individual Updates Use this feature to change up to three fields at once for a few

individual patron records.•From the main screen click on the Back Office tab•Select Update Patron from the left menu•Click on the Individual Update tab•Click the down arrow of the select a patron field•Select a field to update•Select the new information for the field from the “to” list.•Select the patron by clicking in the patron search box and typing in or scanning in the patron barcode.

***to search for a patron by name enter the name, select “only search” and click Update

•Select from the list provided by clicking the patron name.•To verify the update click Edit Patron for the patron updated

Batch UpdatesUse this feature to update up to three fields for a selected list of

patrons. •From the main screen click on the Back Office tab.•Select Update Patron from the left menu•Click on the Batch Update tab•Select a field to update by clicking on Select a Patron Field and selecting from the drop down menu.

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•Select the field’s new contents from the “to” list (leave blank to clear the field) •Select Create List•Enter search criteria in first box and select the field to search in from the drop down menu.•Click Search•Click Select for each patron to be added to the list. •Click Update

Global UpdatesUse this feature to update all patron records that share a common

field.•From the main screen click on the Back Office tab.•Select Update Patron from the left menu•Click on the Global Update tab•Set up the group

From the “whose” list, select the field to update and then select the field contents to search for from the “is” list.

•From the “change” list select the field you want to change.•From the “to” list select the new information for the field

***if you want to delete the contents of the field leave this box empty.•Click Update•To verify the update go to the main screen, click on the Back Office tab and

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select Job Manager from the left menu

Deleting Patron Records Deleting Records Individually

•From the main screen click on the Back Office tab.•Select Find Patron from the left menu.•Type the patron’s name or barcode•Select search criteria from the drop down menu•Click the trash can next to the patron to be deleted

Batch DeletingUse this feature to delete a created list of patrons.

•From the main screen click on the Back Office tab.•Select Update Patron from the left menu•Click on the Batch Delete tab•Check the Allow box to ensure deletion of patrons with outstanding checkout, fines, or refunds. Note: checked out books will be marked Lost.•Select Create List•Enter search criteria in first box and select the field to search in from the drop down menu.•Click Search•Click select for each patron to be added to the list. •Click Delete all

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Global DeletingUse this feature to delete a group of patron records at one time based

on a common field.•From the main screen click on the Back Office tab.•Select Update Patron from the left menu•Click on the Global Delete tab•Select the Field from the “whose list” and from the “is” list

specify the criteria•Select the patron type. •Click Delete All•Select Yes***To ensure deletion of patrons with outstanding checkout, fines, or refunds check the Allow box. Note: checked out books will be marked Lost.

Assigning Passwords and Patron Numbers •From the main screen click on the Back Office tab

•Select Find Patron from the left menu (for new patrons follow directions in Section 1.2 to create a new patron and get to the Patron Info. Page.)•Type the Patron’s Name or Barcode in the “find” box•Select search criteria from the “in” box•Click Search•Click box next to the patron’s name to view the Patron Info Page.•In the Barcode box enter the Patron number to be assigned•Scroll down to the Access level box and select the appropriate level•In New Password box type the password to be assigned•In the Confirm Password box retype the assigned password•Click Save

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Section 2: Online Patron Access Catalog

How to Open the OPACThere are several ways to access the Online Patron Access Catalog or (OPAC) depending on your location in the school. If you are using the media specialst computer or a media center computer simply click on the library catalog icon and enter your username and password. After loggining in you will see the screen below.

Types of Searches

There are 3 search tabs in a Destiny OPAC Basic, Power, and Visual. You can find these tabs in the upper right corner. Click the appropriate tab according to which type of search you would like to perform.A basic search will locate all titles for a particualr search term .A power search allows you to narrow your search term and/or limit the titles found for a particular search.A visual search shows pictures of general search topics and categories. You can click on pictures within a topic to narrow the list even further. This will then produce a list of titles found with limited text and icon picture support.

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Basic Search

The basic search page is the default page for the catalog. Here you are able to perform searches by keyword, title, author, subject, or series. For each of these types of searches simply type your search term into the box marked FIND and click on the appropiate type of search.

For example, to perform a search for cats. Type cats into the FIND box and then click on keyword.

The title, author, subject, and series search all work the same way.You can also narrow your search by identifying the location or school. Click arrow to open the drop down menu and select the specific school, all

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Types of Searches


elementary schools, all middle schools, all high schools, or the entire school district.If you want to search by material type click on the arrow to open the drop down menu and select the type of material. If you want to search award winners click on the arrow to open the drow down menu and choose the type of award you would like to search by.If you want to search by reading level in information for starting and ending reading level to search.If you want to search by interest level click on the arrows to open the drop down menus for starting and ending reading level to search. You can search by grade level, preschool, adult, young adult or professional.If you want to search by reading program click on the arrow to open the drop down menu and choose either lexile or accelerated reader.

Power Search

With the power search feature you can use Boonlean descriptors to narrow your search. The drop down menus on the left allow you to search by keyword, title, author, suject, series, or note.

The drop down menus on the right allow you to search all words, any words, or an exact phrase. Titles can also be limited to location, material type, publication year, circulation type, award winner, reading level, interest level, and reading programs.

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Visual Search

To perform a visual search click on a picture for a subject.For example, to search for cats click on animals.

This will take you to a narrow list of animals. Click on cats.

This will give you list of titles for the search term cats.

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Reading an OPAC Results List

The results list will tell you what search term was used and where it was searched. Information found on this page includes:1. total number of records found 2. how many are showing on the current page. 3. Items are listed by material typeDewey number. All of the 000’s that are books will be listed first. 4. Title call number5. author6. publication year7. reading level8. interest level9. This list also will let you know the availablitity of an item. 10. Lexile and Accelerated Reader Level are listed where applicable.

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Reading an OPAC Item Record

When you click on a particular item you can view the item record. This screen includes additional information about the book. Here you can find information about how many copies are availble throughout the school district, publicaiton information, award information, locations of reviews for the item, and online resoures.

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Sorting Results ListIf you would like to sort your results list simply click on the arrow to show the drop down menu which will allow you to sort results by call number, title, author, date, type, status, or relevance.

Call number will sort results by Dewey decimal number starting with the 000’s.Title will sort results alphabetically by title.Author will sort results alphabetically by author’s last name.Date will sort results by publication year with the most recent year occuring first.

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Type will sort results by material type.Status will sort results by availability.

Printing a Results ListTo print a resulst list simple click the printer icon next to the word printable.

This is what an unsorted results list will look like printed.

This is what a results list sorted by availability will look like.

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Reserving Materials OnlineReserving materials online can be done by the media specialist or by patrons if you have set up their accounts to allow those priviledges.

From the media specialist login click the green circulation tab at the top and then find Holds/ILL on the right.

This will take you to the Holds/ILL page where you need to search for a patron by name. Click on the blue hyperlink of their name.

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Their patron record will come up. You can see if they have any overdue materials, owe fines, or have any items already on hold. Click Add Hold in the bottom righthand corner to place an item on hold.

Enter title information for what the patron would like to place on hold into the Find Title search box and click Go. Find the item the patron is requesting and click Hold It.

A new screen will come up verifying that the patron has requested that specific item. You can choose if they can get the item as soon as possible or enter a specific date. You can also add a priority rating, request expiration date, and copy information. You need to make sure you save the information for the materials reservation to become active.

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Opening the Cataloging ModuleAfter logging on to Destiny 9.8 you will be at the home screen. To open the cataloging module simply click the green tab with the title Catalog. All of the functions that can be performed in this module are listed on the left.

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Catalog Module


Section 3: Cataloging (Maintaining the Collection Database)

Setting up Material Types and DesignatorsSetting up material types and designators allow you to customize information about the resources you have available in your media center. To set up material types and designators: 1) Click on the Back Office tab at the top of the page so that it is highlighted in green. 2) Find and click on library policies on the left. This will open up to the patron types page. 3) Click on the Circulation types tab next to patron types tab. Here you will add infomration about the material, how long it can be loaned for, fine information, etc.

Deleting Materials

Individual DeleteTo delete an individual item from your catalog:1) Click on the Catalog tab at the top of the page so that it is highlighted in green. 2) Find and click on update copies on the left. This will open up to the update copies page.3) Click on the individual delete tab. Scan the barcode for the item you would like to delete or enter it manually. 4) Click Go!

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2.

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Batch Deleting Lost or Discarded MaterialsA batch delete is used when you are discarding multiple items. This type of delete can be found the same place as an individual delete. You need to go to the catalog tab, update copies screen, and then the batch delete tab. Here you will be asked to upload a file. To complete a batch delete you will have to have created a file of items that need to be deleted. Scan items to be deleted with your Follett Panther scanner and save the file to your desktop or my documents folder. You will be able to access this file via the browse button. When you have located and selected the file click update and all the items in that file will be deleted.

Adding Materials

Destiny 9.8 will allow you to add items to your catalog by providing easy access to other MARC records for copy cataloging or allowing you to create your own MARC record.

Manually Creating the MARC Record

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Under the catalog tab open the Add Title screen. Look to the left to find Nonexistent? Add the Title hyperlink

You can either choose to use the MARC Editor which looks like this:

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Click here to use the Easy Editor instead


Or the Easy Editor which looks like this:

The MARC Editor requires information for several different tags. The Easy Editor requires basic information about an item.

Importing Records from a Vendor or Other SourceRecords can be imported or copied from other resources by searching for items within the school district database. Use the drop down menus to narrow your search for existing records.

Correcting Existing MARC Records

If you have MARC records that need to be cleaned up or corrected. Open the Catalog tab and perform a library search for a particular item. When the item record is displayed click on MARC View and then Edit Title.

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Click here to use the MARC

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The MARC record will be displayed and is now editable. Information that can be edited is displayed in blue. Simply click there to change or revise information. You also have the option of deleting information by clicking on the trash cans or the word delete. Make sure you save any changes that are made to the MARC record.

Using an Authority File for Subject HeadingsWhen performing original cataloging you may need to refer to an authority file for subject headings. Destiny 9.8 allows you to search for Sears subject

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headings while creating MARC records. When using the MARC Editor, you can click on sears and several boxes will pop up. If you click on the magnifying glass with the title heading you will be taken to a search screen where you can search for authorized Sears headings.

Search for Sears authorized subject headings here.

Section Four: Circulating Materials & Interlibrary Loans

Opening the Circulation Module & Using Passwords

InternetLibrary Lookup (on the top tool bar)CatalogLogin

Enter the user name in the User Name boxEnter the password in the Pass Word box

LoginCirculation

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1 2


Checking out MaterialsCirculationCheck OutTo Patron

Enter the patron barcode number in the Find box Find Patron

Enter the item barcode number in the Find box or use the handheld scanner to scan the Item Barcode Number

Find CopyIf the check out was successful, the item title should appear on the Items Out section of the page. Note: Student patron accounts can also be accessed by using the By Homeroom option by selecting the student’s homeroom teacher and then selecting the student’s name. Checking in MaterialsCirculationCheck In

Enter the item barcode number in the Find box or use the handheld scanner to scan the Item Barcode Number

GoIf the Check In was successful, the item title should appear on the Items Checked In portion of the page.

Setting up the system so students/parents/volunteers can do limited check in and outBack OfficeAccess LevelsAdd New Access Level – to create an access level for volunteers or student aids

Enter the name of the new access level to be added (Student Aid, Parent Volunteer, etc.) in the Access Level box Select the items that the new access level will be given access in each category under the headings Library Materials, Patrons, and GeneralTo allow access to check in and out, remember to select Check In Library Materials, Check Out Library Materials, and Renew Library Materials

Save

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Add Access Level

Modifying due dates for special casesCirculation

Enter the patron’s barcode into the Find boxSelect Barcode from the pull down menu

Go – to obtain an Items Out list Renew All - to renew all items currently checked out to the patron

ORRenew – next to only those items for which the due date should be extendedChange Due DateSelect Date

Enter the new due date in the Selected Date box OR

Use the clickable calendar to enter the new due dateSelect For this item from the pull down menu

Save

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Entering fines, reserves & messages To set up fines for Patron TypeBack OfficeLibrary PoliciesPatron Types

Decide for which patron type fine policies are to be set Edit

Enter the daily monetary amount to be charged for each circulation type in the boxes under the Fine Increment column. Enter the maximum monetary amount to be charged for each circulation type in the boxes under the Max Fine column.

SaveIf this action was successfully completed, fines will be automatically generated for overdue materials.

To set up fines for Circulation Type

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Back OfficeLibrary PoliciesCirculation Types

Decide for which circulation type fine policies are to be set Edit

Enter the daily monetary amount to be charged for each patron type for that circulation type in the boxes under the Fine Increment column.Enter the maximum monetary amount to be charged for each patron type for that circulation type in the boxes under the Max Fine column.

Save

If this action was successfully completed, fines will be automatically generated for overdue materials.

To add fines manuallyBack OfficeFind Patron


Search Add Fine

Select the reason for the fine from the Reason pull down menuEnter the item barcode in the Copy box by typing it in or by scanning it in using the hand held scanner

Go – to retrieve copy information about the item including purchase price

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Enter the monetary amount to be charged in the Amount boxEnter the monetary amount to waived in the Waive boxEnter the monetary amount paid by the patron in the Pay box

Print Receipt – to print a receiptSave Looking up materials & patrons To look up materialsCirculationCopy Status

Enter the item’s barcode by typing it into the Find Copy box or by scanning the barcode with the hand held scanner

Go – to obtain information such as current availability, circulation statistics, circulation type, etc. To look up patronsBack OfficeFind Patron


Search View Status – to view patron’s current status, list of items currently checked out, etc. Edit – to edit patron’s informationDelete – to delete patron from the system Running overdue noticesBack OfficeReportsPatronsChecked Out Materials and Unpaid Fines

Select OverduesSelect Individual Notices

ContinueSelect the appropriate patron type Select the appropriate patron status Select the types of overdue items to include

ContinueSelect the range of patrons to includeSelect the order of printing for the patron rangeSelect the number of notices to be printed per page Customize the salutation and write a message if desiredSelect any additional information to be included in the notice

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Run Report – to generate the list of overdue noticesSave Setup – to save the setup of this report so that a similar report can be generated in the future. Note: Overdue notice reports can be setup create a report for email. Printing bills, fines, receipts. Include sample print outs To print BillsBack OfficeReportsPatronsChecked Out Materials and Unpaid Fines

Select FinesSelect Individual Notices


ContinueSelect the range of patrons to includeSelect the order of printing for the patron rangeSelect the number of notices to be printed per page Customize the salutation and write a message if desiredSelect any additional information to be included in the notice

Run Report – to generate the list of overdue noticesSave Setup – to save this report so that a similar report can be generated in the future. Note: Bill reports can be setup to create a report for email. To print Fine NoticesBack OfficeReportsPatronsChecked Out Materials and Unpaid Fines

Select FinesSelect Individual Notices


ContinueSelect the range of patrons to includeSelect the order of printing for the patron range

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Select the number of notices to be printed per page Customize the salutation and write a message if desiredSelect any additional information to be included in the notice

Run Report – to generate the list of overdue noticesSave Setup – to save the setup of this report so that a similar report can be generated in the future. Note: Fine Notices reports can be setup for email. To print Receipts

CirculationFinesEnter the patron barcode in the Find Patron boxSelect Barcode from the pull down menuSelect Search Only

GoEdit Fine

Enter the monetary amount paid by the patron towards the finePrint ReceiptSave

Using temporary barcodesCirculationCheck OutTo Patron

Enter the patron barcode number in the Find box Find PatronAdd Title

Enter one of the available temporary barcode numbers in the Barcode boxAttach temporary barcode card to the itemSelect Title is deleted when checked inSelect the appropriate Circulation Type using the pull down menuSelect the appropriate Material Type using the pull down menu

Save

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Add Title

Looking up circulation logsTo Look Up Circulation Log for a Single Item

CirculationCopy Status

Enter the item barcode into the Find box by typing it or by scanning it using the hand held scanner

Go – to obtain the copy status of the specified itemView History – to obtain the circulation history of the itemTo Look Up Circulation Log for a Single Patron

Back OfficeFind Patron

Enter the patron barcode into the Find box Select Barcode on the pull down menu

Search – to obtain patron information of the specified patronView StatusView History – to obtain the circulation history of the patronDoing Interlibrary Loans

Our district is not set up for the interlibrary loan option. However, we follow this procedure to make interlibrary loans for teachers: CirculationCheck Out

Uncheck the "My School Only" option Search the district catalog for item neededCommunicate by email with the appropriate school to borrow itemThe item is checked out and sent to the borrowing school through school district mail

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Once at the borrowing school a temporary barcode should be made.Check the item out to patron

Section Five: Reports & Utilities

Backing up the system Backups are conducted at District Level. Tips for managing your back-ups.

Who to call: ____________________________________________________ DISTRICT: _______________________________________________ OPAC Tech Support:_______________________________________

www.fsc.follett.com Backup DAY:______________________ Backup TIME: _____________________ Calendar dates that conflict: (holidays, school closed, etc…..)

___________________ Do I need to leave a computer turned on? _____ Do I need to have storage disks available? _____ What type: Flash CD Diskette External Drive What size: ______________ Where are my backups physically stored. ___________________________ Who I call for a restore of my system? ______________________________

Use the Destiny Technician’s Guide to conduct your own backups.

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Running circ reports (samples). Several options: Use the ‘Reports’ module. Use system reports in the Patron tab. Customize your reports using Report Builder.

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Schedule routine running times using Report Manager.

o Don’t schedule running times during the busiest part of the day.o Consider holidays and school test days as GOOD times to run

recurring reports. SAMPLE of a Circ report looks like this.

Inventory Use the Destiny Online Help and Support Checklist before you start

your inventory. When is the inventory? ________________________________ How many days: ______________________________________ Will the library be open or closed? _______________________ Have you weeded your collection? _______________________ Will you use remote scanners? __________________________ Are they

charged? Here are samples of the checklists

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Then from Back Office, use the ‘Inventory’ module to conduct your

inventory. Notice you can have a ‘limited’ inventory selecting only certain items or spans of DDCs to inventory and you can run more than one inventory at a time.

It is possible to check books in while conducting the inventory. It is possible to have several inventories running at the same time.

Shelflist (a listing of materials that can be displayed in various manners)

Use Destiny online help and support to generate a Shelflist.

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Spot check your inventory against stacks by generating shelflists for certain sections (biographies, reference,..) at a time. Use your shelflist to generate a ‘series’ lists to help with acquisitions and ordering copies.

Collection age report (sample) Use Destiny online help and support to generate a collection age

report. Use the age report to consider future purchases and weeding

candidates. Analyze your reference section for relevancy.

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Consider a: TitleWise Collection Analysis 2 from www.titlewave.com gives you a

collection analysis in great detail for an age comparison. Here is a Sample format:

Collection Analysis (by 10s) The Hundreds Divisions Age Items % of Collection 000 Generalities 1996 76 0.50% 010 Bibliography 1997 4 0.03% 020 Library and Information Sciences 1996 8 0.05% 030 General Encyclopedic Works 1996 33 0.22% …….. Collection By Year Decade # of Books 1900 2 1910 3 1920 3 …… 2000 3470 No year given/out of range 607 Total 15714 Age Sensitivity Dewey Ranges Acceptable Items in Aged Age (Years) Collection 003-007 Systems Data/Computer Programs 3 36 34 94.44% 320-329 Political Science 5 93 82 88.17% 361-369 Social Problems and Services 5 256 240 93.75% 370-379 Education 5 52 44 84.62%

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http://www.titlewave.com/


Bar codes/spine labels Use Destiny online help and support for barcode labels.

o Check the label sizes necessary for the barcodes.o Be sure to have adequate printer ink. It is hard to stop and

restart the printing if you have to change ink cartridges.o Be sure your labels will fit every item. You may need to use

smaller labels for DVDs. You can set up your barcode print parameters to print specicific types of items. Then use the right size label

BAR CODE and SPINE LABEL POSITIONING. Try to standardize your placement of barcodes and spine labels. It makes it much easier to read the call numbers on the shelf and to conduct an inventory.

What labels do I need? Call #, AR or Lexile level, series #, foreign language, ……. Place the barcode in an area easily accessible for inventory, and not to

be confused with the ISBN barcode. Cover all labels/barcodes with a strong clear coverings to protect

them.

Custom indexes (sample) Use Destiny online help and support for building custom indexes

(reports). Save your recurring reports to the Favorites, or schedule them to run

on a recurring basis.

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A SAMPLE custom index of a partial inventory would look like this:

Rising Starr Middle School Title Barcode Call Number Author Last Seen Accounted For Title created by Remote Circulation on RSMS32 4/22/2008 VCR T 20 RCA/VR538 5/22/2009 Means and probabilities : using statistics in T 18294 001.4 KRI Krieger,

Melanie Jacobs. 5/19/2009 Discovering graph secrets : experiments, T 19519 001.4 Mar Markle,

Sandra. 5/19/2009 Discovering graph secrets : experiments, T 13871 001.4 MAR Markle,

Sandra. 5/19/2009 Graphs T 12491 001.4 SMO Smoothey, Marion, 1943- 5/19/2009 The census and America's people : T 14418 001.4 WIL Wilson,

Natashya. 5/19/2009 The abominable snowman T 20987 001.9 ANT Antonopulos, Barbara,

1947- 5/19/2009

Unused barcode report Use Destiny online help and support for generating an unused barcode

report or labels. Determine the range you want to print. Decide if you want the District or school name on the label list also. How many will you need?

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IF barcodes numbers are issued by DISTRICT:

o What do the numbers mean.o How do I get more numbers.o How can I reuse numbers.o Are there any temporary barcode numbers?.

Diagram of a barcode: o

Rebuilding the system from backup Use your Destiny Technician Guide to Restore your Site Database.

o Coordinate with DISTRICTo Be sure to write down the date of the information being

restored. o Make a list of all actions that have happened since that date that

you may have to recreate. An example of the restore function from the Technical Guide:

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Run the restore function. Double check your results. Determine what other information must be added.

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Section Six: Troubleshooting. Destiny provides 2 sources of help. (1) On-page help and (2) on-line help

Destiny online help. Type in what you are looking for, future options help narrow down your search.

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Trouble with AR. Consider these options if you are having trouble with AR.

Go to the Reading Program Services (RPS) and recheck your configuration settings.

Check the quizzes and titles.

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Check Job Manager and look at Reading Program reports.

If AR is OK, check Patron data. Are they authorized AR access? Are they using the correct password?

CALL CALL CALL Know your Tech Support by first name. Keep a Troubleshooting Log Don’t forget to blog! Everyone in your DISTRICT has the same issues.

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o

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Collaboration Resources-Reconsideration of Materials Procedures

The Georgia State Board of Education Rule 160-4-4-.01 requires each local board of education adopt a media policy that establishes a media committee at the system level and at each school that will create policy for handling requests for the reconsideration of materials. (Georgia DOE, 1998) The Stewart County district requires that every local program adopt a media policy that allows for handling requests for the reconsideration of materials. This requirement is based off of State Rule 160-4-4-.01 (Carroll County Schools, 1998). The following procedures have been created by the Stewart Elementary School media committee for use when a written reconsideration of materials form is turned in as formal complaint against a material contained in the media center. These procedures will be followed before any Board action will be taken.

Procedures for Reconsideration of Materials:

1. When presented with an objection be courteous to the complainant and explain the procedures created from policy for reconsidering a material.

2. Any complainant must complete a request for reconsideration of instructional materials form. The media center will have this form on hand.

3. The staff member receiving the complaint will explain the process for reconsidering materials. After this contact, the staff member must make written documentation of the account.

4. If the above steps have not satisfied the complainant, the matter will be referred to the principal. The principal will explain the process for reconsideration of materials.

5. The challenged material will remain in circulation until a resolution to the matter has occurred. The media committee may obtain sufficient amounts of the material for review.

6. A meeting will be scheduled for the media committee to consider the material. The complainant will be notified in writing and invited to attend the consideration meeting. The complainant may formally present the request for reconsideration of materials form at the meeting.

7. The principal of the school will act as chairman of this meeting. The principal will provide copies of the request for reconsideration of materials form for all attendees of the meeting.

8. The meeting for the reconsideration of the material will go as follows:

a. A media committee member will be chosen to write minutes of the meeting.

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b. There will be a review of Administrative Regulation Media Programs (IFBC-R).

c. A school personnel member will state the issues of the meeting.

d. The floor will be open for discussion of the objection.

e. The media committee will examine the material and consider the following criteria.

(1) Age and maturity level of students

(2) Theme of material

(3) Intended use of the material

(4) Literary merit as reflected by professional reviews

(5) Contribution of the material in representing different points of view within the collection

(6) Material as a whole rather than passages out of context

(7) Pervasive vulgarity

(8) Relevance to curriculum

f. All material will be examined and all points addressed during the meeting. The media committee will come to a decision by voting by way of secret ballot. All votes will be counted on during the meeting to present decision in the matter.

g. The committee’s decision may be one of the following:

(1) Take no removal action

(2) Remove the challenged material from the local school. Action to remove shall be based on evidence that the material is pervasively vulgar and/or lacking in educational value throughout

(3) Restrict the use by students based on age levels

(4) Place the material at another school level

9. The media committee will create a written document of their decision to be filed with the principal of the school and to be sent to the county office.

10. If the complainant is not present at the meeting the principal will notify the complainant of the media committee decision. If the complainant does not file an appeal within 10 days, the matter will be dropped.

11. If the media committee decides upon further review of the material the issue will be forwarded to the County level.

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12. The Superintendent and the Board of Education will handle the case from this point.

13. The final decision on any item challenged at the system level or the Board of Education is binding at all schools with the same grade levels.

14. Once an item has been challenged at the system level, it may not be challenged again. (Carroll County Board of Education, 2007)

Instruction/Inservice/Staff Development

Instruction:

The media specialist will attend one monthly team meeting for each grade level for collaboration on instruction.

Inservice/Staff Development:

Inservices will be created and presented by the media specialist on an as needed basis. The media specialist will survey the faculty at various times throughout the school year for needs of inservices and staff development.

Please see Appendix G: Sample In-service Planning Form

School Website/Video Streaming/GPB Educational Resources

School Website:

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The school website is controlled by the school website coordinator. Any information that needs to be added to the Media Center page must be submitted to the school website coordinator.

Video Streaming/GPB Educational Resources:

Video streaming for the county is provided through Discovery Streaming.

Scheduling of LMCThe media center may be scheduled for use for research, promethean board lessons, and skills lessons. There is a scheduling page on the circulation desk daily presenting times throughout the week that are available. Teachers must sign up on this form to reserve time.

Please see Appendix F: LMC Scheduling Form

Floor Plan, Maps, and Diagrams

Floor Plan:

Networking Diagram: MLES has a server/Client Ethernet network. The school has 3 data closets. The MDF serves the office area, media center, and front part of the 1st hall. IDF 1 serves the back part of the 1st hall. IDF 2 serves the front and back part of the 2nd hall. There is one Windows 2003 server that runs the applications and handles logins. The network uses a Star topology and runs at 100mbps while some of it can run at 1 Gbps. The 3 data closets are connected with fiber optic cable (single mode). The school is connected to the Central Office and the Internet by fiber optic cable. The classrooms are connected to the data rooms through UTP Cat 5 cable. Each classroom has on average of 2-3 computers and 1 networked printer. The MDF is located in a room by itself on the front hall. IDF 1 is located in the middle of the 1st hall, and IDF 2 is located in the middle of the 2nd hall.

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AppendicesAppendix A

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Ordering ProceduresPURCHASE ORDER

Date: SCHOOL: Mirror Lake Elementary

Quantity Item

Number Descripton of Item Unit Price Extended

Price

Do Not Exceed $Shipping/Handling

Total

Guidelines for submitting purchase order: Complete the purchase order with all information. Submit purchase order to accounting for financial approval. Submit purchase order with justification to administration. Await approval from accounting and administration. After approval, submit order online.

Appendix B

Student Material Request Form:Title or Name of Material: _______________________________________

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Vendor:

Address:

City:

State: Zip Code:

Phone: Fax:

SHIP TO: School Address

2613 Tyson Road

Villa Rica, GA 30180

Phone: 770/651-4300


Author: _________________________________ISBN #: _________________________________Reason for Request: ______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Teacher/Administrator Material Request Form:Title or Name of Material: _____________________________________Author: ______________________________Ordering Information (Company name, price, etc.): __________________________________________________________________________________________________________________________________________________________________________________________________________________ISBN #: _________________________________Reason for Request/Connection to Curriculum: ______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Appendix C

Websites

Website: Use:www.kaboose.com Ideas for activitieswww.ipl.org Researchwww.schools.clayton.k12 Sample Policies and Procedureswww.carolhurst.com Read Aloud Ideaswww.nancykeane.com Booktalk IdeasLibrary.thinkquest.org Teaching the Dewey Decimal Systemwww.otcompany.com Internet Library for Librarianswww.kidsbookshelf.com Book Reviewswww.kidsclick.org Researchwww.kidsread.com Questions from bookswww.librarysupportstaff.com Support for Clerk

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www.librarysparks.com Ideas for activitiesEduref.org LM_Netwww.readingtkids.org Monthly Booklistswww.readwritethink.org Skills Lessonswww.roundrockisds.org Policies and Procedureswww.informationliteracy.org Skills Lessonswww.tammyworcester.com Technology Helpwww.techtrekers.com Help Incorporating Technology in

Classrooms

Appendix D

Companies

Company Name: Service: Contact:Garrett Stephens Direct Book Publishers Address:

PO Box 1588Ada, OK 74821Phone:1-800-654-9366Fax:1-88-525-1560

Renaissance Learning Accelerated Reader Program

Address:PO Box 8036Wisconsin Rapids, Wisconsin 54495Phone:1-800-338-4204Fax:715-424-4242

Capstone Direct Book Publishers Address:PO Box 669Mankato, MN 55438Phone: 1-800-747-4992

Appendix E

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http://www.reading/


Services/Jobbers/Suppliers

Company Name Resource Comments Contact Information:

EBSCO Supplier Magazines Address:P.O. Box 2543Birmingham, AL 35202Phone: 205/991-1211

Demco Supplier Labels, Cover, etc. Address:P.O. Box 7488Madison, WI 53707Phone:1-800-558-2110

Scott Bentley Service Audiovisual Equipment and Repairs

Address:3 Central PlazaSuite, 345Rome, GA 30106Phone:706/232-0937Fax: 706/292-9494

Highsmith Supplier Labels, Cover, etc. Address:PO Box 5210Janesville, WI 53547Phone: 1-800-558-2110

Bound to Stay Bound

Jobber Books and Materials

Address:1880 West Morton RoadJacksonville, IL 62650Phone:1-800-637-65861-217-245-5191Fax:

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1-800-747-28721-217-245-0424Email:[email protected]

Perma-Bound Jobber Books and Materials

Address:617 E. Vandalia RoadJacksonville, IL 62650Phone:1-800-637-6581Fax:1-800-551-1169Email:[email protected]

Follett (Titlewise) Jobber Books and Materials

Address:1340 Ridgeview DriveMcHenry, IL 60050Phone:1-888-511-5114

Appendix F

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mailto:[email protected]

mailto:[email protected]


Library Media Center Scheduling Form:Promethean Board:Date: Teacher Name: Time:

Research Area:Date: Teacher Name: Time:

Appendix G

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Planning Form for In-Service Module

Please complete this form to help think through overall plan of your in-service module.

Component Description

Assess Yourself and the Audience

Analyze the Learner

Select Instructional Objectives

Provide Incentives/Identify Incentives

Plan Materials and Activities in Relation to Audience and Objectives

Use Guided Practice/Create Formative Assessment

Evaluate the In-Service/ Professional Development Materials

Continue to be Available to Faculty and Staff after they have completed the In-Service/ Professional Development Materials

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Appendix HRequest for Consideration of Instructional Resources

MEDIA PROGRAMS Date: 3/20/00

REQUEST FOR RECONSIDERATION OF INSTRUCTIONAL RESOURCESDATE___________________________________

Reconsideration Requested By: _______________________________________

Address___________________________________________________________

Phone_______________________________

Type of Media:

( ) Textbook ( ) Library Book ( ) Other (Specify: )

Title_________________________________________________________________

Author/Producer______________________________________________________

The following information is necessary in order to review this request.

1. To what in the resource do you object? (Please be specific; cite pages, etc.)______________________________________________________________________________

2. Did you read/view the entire book and/or contents? If not, what part?___________________________________________________________________________________

3. What is your understanding of the message, theme, or purpose of this resource?__________________________________________________________________________

4. What harm do you think might result from reading this book or using this resource in the classroom?______________________________________________________________

5. Do you think there is anything good about this resource? ______________________________________________________________________________________________

6. What do you recommend that the school do with this resource?( ) Do not assign it to my child.( ) Send it to the school's media committee for reconsideration.

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7. Please add any other pertinent comments. (Attach additional pages if necessary.)_________________________________________________________________________

ADOPTED: 3/20/00REVISED:RESCINDS: IFA-E (1); IFA-E (2) ;IFA-E (3)/KNBA-E; KNBA-E/IFA-E (3)(Evaluation and selection of media program resources IFBD-R(2), Adopted 1976; Revised 2008)

Appendix C-Jobbers

Jobbers that can be used:

Follett Titlewave Bound to Stay Bound Scholastic Inc. WT Cox

Appendix I Specific Steps when mending and repairing books/Resources for instructions on repairing various materialsBook Cleaning

White Plastic Eraser (e.g. Magic Rub, Staedtler Mars) Dry Cleaning Pad (e.g. Opaline) Vacuum Soft brush Paper towels

Procedure:

1. If there are grease-like marks in the book try absorbing by interleaving the book with paper towels and closing the book. If that is unsuccessful, try sprinkling the contents of a dry cleaning pad on the marks. Let sit for awhile, then brush dust away.

2. Using the vacuum and a soft brush, gently brush and vacuum book. Always brush away from the gutter of the book to the edge.

3. Shake the contents of a dry cleaning pad over the dirty page and using your finger tips very gently and lightly rub the pad dust over the page in a circular manner. CAUTION: BRITTLE PAPER is weak and may break if erasing is attempted. 4. Brush away the dry cleaning pad dust and dirt very lightly with a soft brush. Vacuum the book.

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5. Erase pencil marks using the plastic eraser. Stroke with the eraser in a forward motion towards the page edge. Brush away eraser dust and dirt very lightly with a soft brush. Vacuum the book.

NOTE: INK and HIGHLIGHTER marks cannot be removed. (Perservation Services, 2003)

Torn Pages

Archival document repair tape Adhesive (methyl cellulose paste) Scalpel Micro-spatula Japanese paper Tweezers Press board Wax paper Weights Small brush Q-tip Covered bricks Mylar

Procedure: Using Archival Repair Tape:

1. All paper has a grain. Usually the grain runs opposite to how the type sits on a page. When mending a tear, first determine the correct position for the two sides of the tear to overlap. If the tear is long and changes direction, mend only one direction at a time.

2. Small tears and those that must be mended quickly may be repaired with archival document repair tape. Use only as much as is necessary to cover the tear. While using the archival document repair tape is quick, a major disadvantage is that it often does not adhere well. You may need to use a warm tacking iron covered by a light blotter paper to set the repair tape. Paper tears mended with archival repair tape will never be as strong or last as long as those repaired with Japanese paper and methyl cellulose paste.

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References

ALA / Access to resources and services in the school library media program. (2008) Retrieved October 13, 2008, from http://www.ala.org/ala/aboutala/offices/oif/statementspols/statementsif/interpretations/ accessresources.cfm

Administrative regulations instructional materials IFA-R(1), Dekalb County Schools. (Issued 9/11/2000; Revised 2/10/2003 ). Retrieved July 7, 2009, fromhttps://eboard.eboardsolutions.com/ePolicy/policy.aspx?PC=IFA-R(1)&Sch=4054&S=4054&RevNo=1.14&C=I&Z=R

Administrative regulations of media programs IFBC-R, Carroll County Schools. (Issued 7/11/2002; Revised 4/19/2007). Retrieved July 7, 2009, from https://eboard.eboardsolutions.com/ePolicy/policy.aspx?PC=IFBC-R&Sch=4027&S=4027&RevNo=1.75&C=I&Z=R

Board policy instructional materials IFA, Douglas County Schools. (Adopted 1976; Revised 2008). Retrieved July 7, 2009, from https://eboard.eboardsolutions.com/ePolicy/policy.aspx?PC=IFA&Sch=4058&40 58&RevNo=1.11&C=I&Z=P

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https://eboard.eboardsolutions.com/ePolicy/policy.aspx?PC=IFA&Sch=4058&40%20%20%20%2058&Re

https://eboard.eboardsolutions.com/ePolicy/policy.aspx?PC=IFA&Sch=4058&40%20%20%20%2058&Re

https://eboard.eboardsolutions.com/ePolicy/policy.aspx?PC=IFBC-

https://eboard.eboardsolutions.com/ePolicy/policy.aspx?PC=IFBC-

https://eboard.eboardsolutions.com/ePolicy/policy.aspx?PC=IFA-

https://eboard.eboardsolutions.com/ePolicy/policy.aspx?PC=IFA-

http://www.ala.org/ala/aboutala/offices/oif/statementspols/statementsif/interpretations/%20accessresources.cfm

http://www.ala.org/ala/aboutala/offices/oif/statementspols/statementsif/interpretations/%20accessresources.cfm


Board policy instructional materials IFA, Paulding County Schools. (Adopted 2001; Revised 2005). Retrieved July 7, 2009, from https://eboard.eboardsolutions.com/ePolicy/policy.aspx?PC=IFA&Sch=4125&S=4125&RevNo=1.34&C=I&Z=P

Douglas County Board of Education. (2003). Douglas County Media Specialists' Handbook.

Douglas County School System. (2000, March 20). eBoard Solutions. Retrieved June 25, 2009, from Evaluation and Selection of Media Program Resources: https://eboard.eboardsolutions.com/ePolicy/policy.aspx?PC=IFBD-R(2)&Sch=4058&S=4058&RevNo=1.71&C=I&Z=R

Evaluation and selection of media program resources IFBD-R(1), Douglas County Schools. (Adopted 2000; Revised 2002). Retrieved June 22, 2009, from https://eboard.eboardsolutions.com/ePolicy/policy.aspx?PC=IFBDR(1)&Sch=4058&S=4058&RevNo=1.11&C=I&Z=R

Evaluation and selection of media program resources IFBD-R(2), Douglas County School System (Adopted 1976; Revised 2008). Retrieved June 25, 2009 from https://eboard.eboardsolutions.com/ePolicy/policy.aspx?PC=IFBD-R(2)&Sch=4058&S=4058&RevNo=1.71&C=I&Z=R

Georgia State Board of Education. (1998, May). Rule 160.4-4.-.01 Media Programs; Requirements. Retrieved June 29, 2009 from http://www.doe.k12.ga.us/_documents/doe/legalservices/160-4-4-.01.pdf

Justia. (n.d.). 20-2-1013-Georgia 20-2-1013::Justia. Retrieved July 7, 2009, from Justia US Laws: http://law.justia.com/georgia/codes/20/20-2-1013.html

Library media services handbook for Catoosa County Public Schools. (2008)

Library Media Services. (2008). Retrieved June 18, 2009, from Georgia Department of Education: http://www.doe.k12.ga.us/sia_as_library.aspx

Media Programs (IFBD) Rule 160-4-4-.01, Georgia State Board of Education (1998).Retrieved June 30, 2009 from http://www.doe.k12.ga.us/_documents/doe/legalservices/160-4-4-.01.pdf

Mt. Gallant Elementary School. (2008). Media center policies and procedures. Retrieved July 7, 2009, from Mt. Gallant Elementary School Media Center Policies and Procedures: http://mg.rock-hill.k12.sc.us/media/mediacenterpoliciesandprocedures.aspx

Perservation Services. (2003, December 24). A Simple Repair Manual-Identifying Materials. Retrieved July 2, 2009, from Perservation Services: http://www.dartmouth.edu/~preserve/repair/html/materialid.htm

©Tracy Stewart (2008), Table 1: Student and Community Demographics-Miner Elementary School.

©Tracy Stewart (2008).

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http://www.dartmouth.edu/~preserve/repair/html/materialid.htm

http://mg.rock-hill.k12.sc.us/media/mediacenterpoliciesandprocedures.aspx

http://www.doe.k12.ga.us/_documents/doe/legalservices/160-4-4-.01.pdf


http://law.justia.com/georgia/codes/20/20-2-1013.html


https://eboard.eboardsolutions.com/ePolicy/policy.aspx?PC=IFBD-R(2)&Sch=4058&S=4058&RevNo=1.71&C=I&Z=R

https://eboard.eboardsolutions.com/ePolicy/policy.aspx?PC=IFBD-R(2)&Sch=4058&S=4058&RevNo=1.71&C=I&Z=R

https://eboard.eboardsolutions.com/ePolicy/policy.aspx?PC=IFBDR(1)&Sch=4058&S=4058&RevNo=1.11&C=I&Z=R

https://eboard.eboardsolutions.com/ePolicy/policy.aspx?PC=IFBDR(1)&Sch=4058&S=4058&RevNo=1.11&C=I&Z=R

https://eboard.eboardsolutions.com/ePolicy/policy.aspx?PC=IFBD-

https://eboard.eboardsolutions.com/ePolicy/policy.aspx?PC=IFA&Sch=4125&S=4125&RevNo=1.34&C=I&Z=P

https://eboard.eboardsolutions.com/ePolicy/policy.aspx?PC=IFA&Sch=4125&S=4125&RevNo=1.34&C=I&Z=P


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