follett destiny textbook management 1

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Follett Destiny Textbook Management 1

Thomas Chang District Resource Media & Technology Specialist

Instructional Technology and Library Media, Academic Services445 West Amelia StreetOrlando, Florida 32801407.317.3200 x.2556

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Objective• Teach basic skills used for textbook

management:– Cataloging & processing– Circulating– Reporting– *Inventory will be in a separate workshop

• Increase confidence and autonomy

• Problem-solving > Share ideas

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Table of Contents• District Policies?• Getting Started• Site-Based Policies• Patron Accounts• Logging On• Textbook Policies• Barcodes• Barcode Placement• Adding Titles• Adding Copies

• Searching for Patrons• Patron Issues• Checking Out• Checking In• Fines• Notices• Deleting Textbooks• Resources

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District Policies?• http://teacher.ocps.net/thomas.chang/page5.html • Only enter adopted, or FSBD textbooks in the

textbook database (no jobber novels*, equipment, etc.)

• Enter into Destiny all 5 core curriculum area textbooks used in the current adoption cycle before August, 2010

• No need to enter old consumables• Student textbooks are highest priority• Teacher materials are recommended at school’s

discretion. Consider the following:– Which materials do your teachers actually use?– Are those materials available online?– Are those materials expensive to replace?

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Getting Started• Organize a Textbook Team

– Administrator– Department/grade level chairpersons– Technical Support Representative– Bookkeeper– Secretary– Attendance Clerk / Registrar– Classified Staff– Teacher and parent volunteers– Student volunteers

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Getting Started• Contact the Florida School Book Depository to

get an estimated schedule of your shipments http://www.fsbd.com/

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Getting Started• Request and keep copies of all textbook P.O.s

generated at your school• Keep a copy of all packing/shipping receipts

that arrive with shipments• Cross-reference the packing receipt of each

shipment with the boxes delivered before signing off

• Cross-reference the packing receipt with the P.O.

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Getting Started• Arrange a plan to add your unbarcoded textbooks:

– Order barcodes if needed at http://teacher.ocps.net/thomas.chang/page5.html

– Request your teachers to stack all textbook materials by title in their classrooms (remove everything from closets, cabinets, etc.)

– Visit each room with a stack of barcodes and this planning sheet http://teacher.ocps.net/thomas.chang/media/textbookplanningtable.xls

– Place the barcodes on the books using consecutive numbers for each stack (title)

– Record all the info to the planning sheet

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Getting Started• Once you have inventoried all of the rooms,

present the planning sheet to your administration to clarify which titles should be added to Destiny, and which titles can be removed as surplus during the school year

• Use the FSBD catalog or Google to find ISBNs and prices if needed http://www.fsbd.com/

• With this information, it should now be much easier to catalog your textbooks into Destiny.

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Getting Started• Make a plan with your team for ordering, receiving,

processing, cataloging, and circulating textbooks at your school– Set up a Calendar for touchstone days that require

textbook duties• High school sample:

http://teacher.ocps.net/thomas.chang/media/yearlytextbooktasks.doc

– Prepare a plan distributing and collecting textbooks• http://teacher.ocps.net/thomas.chang/media/text

bookchecklist.pdf

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Site-Based Policies• Management

– The single most effective deterrent for loss of your school’s materials is to have the confidence of the community you serve.

– Students, parents, and teachers all should have the clear perception that your school is well-organized with instructional materials and obligations management.

– Your policies need to be thorough and communicated as often as possible.

– Consequences should be consistent throughout your school. – Exceptions should be kept to a minimum. – Taking time to put policies and procedures in place will

reduce the number of challenges you might encounter when collecting textbooks and/or payment from your patrons.

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Site-Based Policies• Promote and publicize your school’s Textbook

Policies wherever possible:– Website:

• Olympia High School–https://www.ocps.net/lc/west/hol/

mediacenter/Pages/Textbooks.aspx• University High School

–https://www.ocps.net/lc/east/hun/schoolinformation/policies/Pages/Textbooks.aspx

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Site-Based Policies• Promote and publicize your school’s Textbook

Policies wherever possible:

– Destiny Homepage link– School newsletters– Staff Handbooks– Student Planners– Emails– Overdue notices– Receipts– Morning and afternoon announcements

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Site-Based Policies• Have clear and consistent consequences for lost and

damaged materials– Replacement costs

• http://www.myfloridahouse.gov/Sections/Documents/loaddoc.aspx?FileName=h0813b.EPC.doc&DocumentType=Analysis&BillNumber=0813&Session=2009

– Removal of Student Privileges:• Extra-curricular activities• Dances• Ceremonies• Parking Decals

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damaged materials– Refunds and Receipts?

• If a student pays for a lost textbook, and the textbook is found, Destiny will automatically generate a refund to the patron’s account

• If the patron withdraws from OCPS after paying off all obligations, Destiny will delete the patron’s account, and there will be no record of collecting monies

• If a patron brings back a textbook after withdrawing, and asks for a refund, it should be stated in your policies that the school requires a receipt of payment in order to receive a refund

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damaged materials (cont’d)– Establish a school network to support compliance:

• Registrar• Bookkeeper• Activities Directors• Ticket Salespeople• Coaches• Media Specialist (can provide Destiny View

Patron Only access to selected staff for checking obligations)

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Site-Based Policies• Have clear and consistent consequences for

lost and damaged materials (cont’d)– Make a minimum of exceptions:

• Prepare official forms for:–Students who report loss or vandalism

to law enforcement–Students with extenuating

circumstances–Alternatives to payment, such as

community service, or fund raisers

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Site-Based Policies• Have clear and consistent consequences for

lost and damaged materials (cont’d)– Missing Barcode Information

• Be prepared with consequences for students who turn in materials with missing barcode information, as these materials are often checked out to a different student

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Site-Based Policies

• If you check out textbooks to students:

– Do not allow students to leave books in classrooms

– Avoid situations that make the staff accountable for student materials

• Ask teachers to verify their own class sets and materials mid-year

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Patron Accounts• How do I logon?

– http://destiny.ocps.net (available on WWW)– Not everyone has logon access by default

• How are patron accounts entered?– SMS for students– SAP for faculty– Manual entry (caution)

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Logging On• I’m not seeing the same features I usually see. I can’t do

the same things I use to be able to do. What happened?– Are you using your own logon?– View setting?

• When I logon, I keep getting a message saying, “You must be a district administrator to update the sites in this district.”

– Be sure to logon from your site, not destiny.ocps.net

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Textbook Policies• You must have at least one default loan period setup• Remember to do this before checking out materials for the year!• You can have multiple loan periods if needed

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Textbook Policies• Overdue to Lost is helpful as a pre-inventory indicator of what is lost. • No Auto-conditioning necessary

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Barcodes• Use the Textbook Barcode Request Form at my website to

order barcodes for materials that were not purchased by the district. I will send them to you by courier. – http://teacher.ocps.net/thomas.chang/page5.html

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Barcode Placement• District Standard• Where on the textbook will

it be easiest to scan the barcode by the hundreds/thousands?

• If the barcode is peeled off by the student, how will you know which barcode # the book was assigned to?

• How do we prevent students from peeling off or damaging the barcodes?

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Adding Titles• If you brought along a P.O. or a shipping

receipt, search for a title by ISBN in Add Textbook. Always search by ISBN!

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Adding Titles• Adding Textbook Titles

– The district shares titles, but not copies– There are two possible types of textbook titles

• District Catalogued: Always choose from these titles first.

• Textbook Titles (Follett Catalog): Only choose from these if a District Catalogued title is not available, or if the District Catalogued title is inadequate to attach your copies to. These require you to Save Title so that they become District Catalogued titles.

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Which Title?• Click on the button that says

next to a title that you want to investigate

• Choose the best title based on – Completeness & accuracy of information– Number of schools using that title record

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Adding Copies• Once you have decided on the title that

you want to attach your copies to, use the Add Copies button

Adding Copies• Refer back to your Planning Table to complete this form.

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Searching for Patrons• Circulation tab / Patron Status

– Locate your own status– What does the status tell you?– Locate the status of someone else at your

school– Locate the status of someone from another

school

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Searching for Patrons• Circulation tab / Patron Status

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Searching for Patrons– Locate the last name “Maria Reyes” across the

district?– Common error below. Why?

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Patron Issues• I have a patron who has two accounts in

Destiny. – Contact [email protected] or 317.3200x2556

• Some of our staff badges are not working with Destiny. What’s wrong?

– Check to see that the barcode on the ID badge is the same # as the barcode field in the patron’s account

– Search for the patron by name, and if possible, have the badge reprinted

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Patron Issues

•Submit a Heat Ticket Request to ICTS•http://teacher.ocps.net/thomas.chang/page2.html •Be sure to include the district ID number of any patrons who are missing, or have incorrect information

•Enrollment issues in SMS•Multiple E01 entries•Home School Field = School of Enrollment Field

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Checking Out Textbooks• Using the To Patron tab is the simplest method of

checking out textbooks.• Do not use the To Teacher tab.

Checking Out Textbooks• Practice checking out a textbook to your own

account, and notice the due date.

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Checking Out Textbooks• The default date was set when we set your

Textbook Policies / Loan Period• You can select a special date, or another loan

period• Pay attention to the menu for “until logout”

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Checking In Textbooks• No need to locate the patron. Just scan the textbook

barcode.• Now is the time to assess the condition, or create a fine.• Be sure that the name on the screen matches the name of

the person checking in the textbook.

Fines

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• You must select a reason for the fine from the drop down menu.

• The Other… button allows you to create/edit/delete

Fines

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• Copy Specific fines are for items in the database• Patron Only fines are for items not in the database• Fines should be stated explicitly in your Textbook Policies

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Notices• Regularly notify students and teachers about

their textbook obligations• Go to Back Office / Reports / Textbooks tab, and

Checked Out/ Overdue…

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Notices

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Notices

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Notices

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Deleting Textbooks

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Textbook Copies Comprehensive Report

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Right click on the saved file, and choose Open With. Then choose Microsoft Office Excel.

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Choose As a read-only workbook.

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Highlight all of column B and right click. Choose Format Cells .

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Choose the Category Number. Set the Decimal places to 0. Click the OK button. This will expand out your barcode numbers.

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Create a .txt file for updates and deletes

•Now that you can isolate your barcodes into a single column, you can copy them from the EXCEL file and paste them into a Notepad (.txt) file. This will enable you to:

Perform batch deletesPerform batch updates

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Resources• My website

http://teacher.ocps.net/thomas.chang/page5.html

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• What do I do when the internet is down or too slow?

– Before this happens, you must download and install Follett Remote to any computer you use to circulate textbooks

– http://fsc-download02.fsc.follett.com/sp640/remote/win/FollettRemote_1_0.exe

Follett Remote

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Tips• Always look at the screen after you scan

something to verify if it processed correctly

• Listen for the sounds

• Remember the tabs

• Remember the features at bottom of the page and on the upper right side of the page

• Using Prnt Scrn key (or Alt + Prnt Scrn)

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In-service Points • 3407002 component #

• 006 points

• Use 3 leading zeroes in front of the personnel ID #