Welcome to Welcome to LIB5040LIB5040Management of the School Library Media Center

LIB5040LIB5040Management of the Management of the

School Library Media CenterSchool Library Media CenterToday’s LearningToday’s Learning

Questions and updatesBudget (Obj. 1 & 6)Grant Writing (Obj. 1 & 6)Policies & Procedures

(Obj. 8)Public Relations (Obj. 10)

Questions & UpdatesQuestions & Updates

You may schedule a meeting with Dr. Nita in AETZ next week

Others?

BudgetBudget“Student reading achievement in

elementary and secondary schools is related to increases in school library program spending (Baxter & Smalley, 2003).”

“Scores on standardized reading and English tests in the schools included in this study tended to increase when libraries in the schools had newer books (Burgin & Bracy, 2003).”

From: School Libraries Work! (2008). Scholastic Research and Results.

BudgetBudgetBudgeting is cyclical

1. Establish the plan based on the overall goals and objectives

2. Determine how much money is needed & how it will be spent

3. Identify sources of revenue4. Assess if the funds met the goals

& objectives5. Revise plans or develop new

plansNC Department of Public Instruction, Instructional Technology Division (2005). IMPACT: Guidelines for NC Media and Technology Programs. Raleigh, NC.

BudgetBudgetEstablish the plan

◦Based on school’s instructional program/ School Improvement Plan

◦Collaborative effort Use the MTAC – Media Technology Advisory Committee

BudgetBudgetDetermine how much money is needed & how it will be spent◦Collaborative effort◦NC recommends that 60% of the instructional budget be used to acquire materials of lasting value for the media center

BudgetBudgetIdentify sources of revenue◦Local◦State◦Federal◦Local fund-raising efforts (e.g. PTA, Businesses)

◦Grants

BudgetBudgetBudgeting systems

◦Line Item & Object of Expenditure Each item placed on a line by a budget code/account number

BudgetBudgetBudgeting systems

◦Lump-sum Budget Individual or group decides that different programs get a lump-sum of money

BudgetBudgetBudgeting systems

◦Formula Budgeting NC allocates a certain amount of money based on the number of students - ADM (Average Daily Membership)

BudgetBudgetBudgeting systems

◦Zero-based budgeting Be aware of the zero-based funding concept - in some schools the library gets zero funding

BudgetBudgetAssess if funds met the goals & objectives◦Develop & implement formative evaluation measures

BudgetBudgetRevise plans or develop new plans◦Collaborative effort◦Generate a priority list for spending

BudgetBudgetBudget Activity Sheet

Collaborate, collaborate, collaborate & then collaborate some more.

Remember, purchases for the media center benefit the entire school/learning community, not just one person or program.

Budget Tips – Lessons Budget Tips – Lessons LearnedLearned

Keep a spreadsheet of what you have spent.

Keep copies of Purchase Orders (POs).

Budget Tips – Lessons Budget Tips – Lessons LearnedLearned

Know and understand the budget year.◦For example, expend money as soon as possible, particularly before March if the budget year runs from July 1 – June 30.

Budget Tips – Lessons Budget Tips – Lessons LearnedLearned

Know and understand the budget year.◦Always have a “wish list” handy – at the end of the school year, sometimes there are un-encumbered funds just waiting to be spent – be ready!!!

Budget Tips – Lessons Budget Tips – Lessons LearnedLearned

Grants & Grants & Grantwriting*Grantwriting*Chronological Outline for

Submitting a Grant Proposal◦Prepare to Write a Proposal ◦Identify & Select the Most

Promising Funding Sources ◦Logistics & Pre-Planning ◦Write the Proposal ◦Format & Submit the Proposal ◦The Review Process

* Adapted with permission from Writing Winning Grant Proposals developed by SEIR*TEC

Grants & Grants & Grantwriting*Grantwriting*Prepare to write

◦Identify needs – Needs Assessment◦A NEEDNEED is the gap or discrepancy

between a present state (what is) and a desired end state (what should be).

◦Example – “The science collection is out of date. The average age of the books in the 500s is 1992. It is recommended that science books should be no more than 5 years old.”

* Adapted with permission from Writing Winning Grant Proposals developed by SEIR*TEC

Grants & Grants & Grantwriting*Grantwriting*Prepare to write

◦Identified needs provide the rationale for your proposed project.

◦Identified needs drive your proposal’s goals, objectives, activities, evaluation, personnel, resources, and budget.

* Adapted with permission from Writing Winning Grant Proposals developed by SEIR*TEC

Grants & Grants & Grantwriting*Grantwriting*Prepare to write

◦In your “Needs” section, answer: Why does the institution/school/district

need the project? What problem(s) will be solved? How? What difference will the project make

in the long run? What does the professional literature

say about the approach you’re proposing?

How can you document the need for the project?

* Adapted with permission from Writing Winning Grant Proposals developed by SEIR*TEC

Grants & Grants & Grantwriting*Grantwriting*Prepare to write

◦Create files Resume file for staff likely to serve as

key project personnel Financial fileFinancial file to aid in budget

development: salaries, benefits overhead rates, per diem rates, etc.

Reference fileReference file: keep up on current information found in journals and publications

Data fileData file: school demographic information, school survey results, etc

* Adapted with permission from Writing Winning Grant Proposals developed by SEIR*TEC

Grants & Grants & Grantwriting*Grantwriting*Identify & Select the Most Promising

Funding Sources ◦ Read applications; notice funding priorities

and look for a match with your priorities. ◦ Talk to the grant contact person: how

many grants will be funded, how many proposals are expected, are they looking for anything in particular, are abstracts from former projects available for review.

◦ Ask colleagues for “intelligence”– who else is applying, does anyone have an “inside track.”

* Adapted with permission from Writing Winning Grant Proposals developed by SEIR*TEC

Grants & Grants & Grantwriting*Grantwriting*Logistics & Pre-Planning ◦ Communicate within your school or

organization that you intend to write; seek support.

◦ Consider asking other teachers to collaborate on the proposal with you – make it a team effort!

◦ Make a checklist of everything required for the proposal

* Adapted with permission from Writing Winning Grant Proposals developed by SEIR*TEC

Grants & Grants & Grantwriting*Grantwriting*Logistics & Pre-Planning ◦ Carefully consider needs data and

develop potential goals and objectives to address needs (1-3 goals are sufficient depending on the size of the grant).

◦ Are the goals in line with the funding agency’s stated priorities?

◦ Are the goals outcome oriented (rather than process oriented)?

◦ Are the goals realistic and attainable?* Adapted with permission from Writing Winning Grant Proposals developed by SEIR*TEC

Grants & Grants & Grantwriting*Grantwriting*Logistics & Pre-Planning ◦ What objectives will you

accomplish in order to meet the goals?

◦ Are the objectives measurable? ◦ Can the objectives be met within

the life of the project?◦ What activities will you do

accomplish the objectives?

* Adapted with permission from Writing Winning Grant Proposals developed by SEIR*TEC

Grants & Grants & Grantwriting*Grantwriting*Write the proposal

As soon as possible, ask partners, consultants, and others involved to write letters of support.

Start working on the budget earlier rather than later to ensure your plans fit within the funding limit.

Avoid revision of activities later in the process.

* Adapted with permission from Writing Winning Grant Proposals developed by SEIR*TEC

Grants & Grants & Grantwriting*Grantwriting*Write the proposal◦ Introduction

Start your proposal with an introduction or executive summary in which you briefly state the educational problem.

State the project’s goals. Explain how the school, teaching,

and learning will be different as a result of the project.

* Adapted with permission from Writing Winning Grant Proposals developed by SEIR*TEC

Grants & Grants & Grantwriting*Grantwriting*Write the proposal◦ Introduction

Explain how the project will address the problem.

Convince the reader that the program will have a sustained impact.

* Adapted with permission from Writing Winning Grant Proposals developed by SEIR*TEC

Grants & Grants & Grantwriting*Grantwriting*Write the proposal◦Actions, activities, strategies

Are they interesting and compelling?

What difference will the project make for teachers, students, and/or community?

What difference will the project make for the school, institution or education system?

How will the project activities be sustained after grant funds end?

* Adapted with permission from Writing Winning Grant Proposals developed by SEIR*TEC

Grants & Grants & Grantwriting*Grantwriting*Write the proposal◦Management plan

What activities and procedures will you carry out in order to accomplish each objective?

What are the timeframes for completing each major activity?

Who will carry out each major activity?

* Adapted with permission from Writing Winning Grant Proposals developed by SEIR*TEC

Grants & Grants & Grantwriting*Grantwriting*Write the proposal◦Evaluation plan

What does the school or district expect to get our of the project evaluation?

How will you use the results? How will you determine whether

each objective has been met? Whether desired outcomes have

been realized?* Adapted with permission from Writing Winning Grant Proposals developed by SEIR*TEC

Grants & Grants & Grantwriting*Grantwriting*Write the proposal◦Evaluation plan

What evaluation strategies or methods will be used?

What kinds of information or data will be collected?

* Adapted with permission from Writing Winning Grant Proposals developed by SEIR*TEC

Grants & Grants & Grantwriting*Grantwriting*Write the proposal◦Key Personnel

What are the qualifications of key staff in terms of this project?

What is each person’s role in the project?

About what percentage of each person’s time will be spent on the project?

* Adapted with permission from Writing Winning Grant Proposals developed by SEIR*TEC

Grants & Grants & Grantwriting*Grantwriting*Write the proposal◦Budget

Are each of the budget items explained in the body of the proposal?

Can you show that costs are reasonable, that the budget isn’t padded?

Are there any in-kind contributions or matching funds?

* Adapted with permission from Writing Winning Grant Proposals developed by SEIR*TEC

Grants & Grants & Grantwriting*Grantwriting*Write the proposal◦ Appendices

Letters of commitment or agreement to participate in the project

Letters of support Supporting material Prepare a current resume for every

key staff person * note, not all funding agencies allow appendices, check the application

* Adapted with permission from Writing Winning Grant Proposals developed by SEIR*TEC

Grants & Grants & Grantwriting*Grantwriting*Format and Submit◦ Give your first solid draft to a

colleague ◦ Proofread to see if:

--basic elements are there--concepts are sound--writing and charts are clear--sections fit together into one cohesive design--no inconsistencies, especially in discussion of goals

* Adapted with permission from Writing Winning Grant Proposals developed by SEIR*TEC

Grants & Grants & Grantwriting*Grantwriting*Double-check deadlines; When is

the proposal “due”? Postmarked or Received?

Make sure necessary forms have been signed by organizational representatives (note: give warning weeks in advance).

Return to your “checklist” to ensure all required proposal elements are there.

* Adapted with permission from Writing Winning Grant Proposals developed by SEIR*TEC

Grants & Grants & Grantwriting*Grantwriting*What do reviewers look for in

proposals?◦The proposal addresses grantor’s

priorities by adhering to the RFP. ◦The need for the project is well

documented. ◦Intended outcomes are clearly

stated; project activities are likely to lead to the realization of desired outcomes.

* Adapted with permission from Writing Winning Grant Proposals developed by SEIR*TEC

Grants & Grants & Grantwriting*Grantwriting*What do reviewers look for in

proposals?◦The project is compelling and is

likely to have a positive, lasting impact.

◦Elements of the proposal are integrated.

◦The document is visually appealing. ◦The project will contribute to the

field.

* Adapted with permission from Writing Winning Grant Proposals developed by SEIR*TEC

Grants & Grants & Grantwriting*Grantwriting*Activity

◦Work in groups◦Review the grant proposal

Policies & Policies & ProceduresProceduresPolicies

◦A set of laws & tenets that guide decision-making and procedures.

Procedures◦Implementation of policy. Should

change with the development of new tools, processes, etc.

Guidelines◦Outline the circumstances/use of

resources.NC Department of Public Instruction, Instructional Technology Division (2005). IMPACT: Guidelines for NC Media and Technology Programs. Raleigh, NC.

Policies & Policies & ProceduresProceduresLook at sample policy &

procedures manuals◦What is included?

Why would you want a policy & procedures manual for your school library?

Policies & Policies & ProceduresProceduresDraft a mission statement for

your library.What would you want to

include in your policy & procedures manual? (Create a draft outline)

It really starts with advocacy

AASL definitions of advocacy◦http://www.ala.org/ala/aasl/aaslissue

s/aasladvocacy/definitions.cfm

Public RelationsPublic Relations

Why is public relations important?

Public RelationsPublic Relations

The ABC's of Marketing: Promoting Your Library Media Center Program is a Necessity by Kathy Schrock -- School Library Journal, 11/1/2003

◦ http://www.schoollibraryjournal.com/article/CA332671.html

Share Your Story: A Little Marketing Goes a Long Way

by Christopher Harris – School Library Journal, 2/1/2009

◦ http://www.schoollibraryjournal.com/article/CA6632975.html?industryid=47087

Public RelationsPublic Relations

Articles shared in a presentation given by Karen Perry, SLMS, Forsyth County Schools

AssignmentsAssignments

Read Morris Chps. 4, 5, 7, 8, 9, 11, 12

Read Stephens/Franklin Chps. 8, 9 Work on Resident Expert PD – Set

up a time to meet with Dr. Nita in Qwaq AETZone

Finish Policy & Procedures Outline*Work on PR Project

* If not finished in class