policy and procedures handbook created by whitney fletcher …stu.westga.edu/~wfletch1/the policies...
TRANSCRIPT
1
Policy and Procedures Handbook
Created by
Whitney Fletcher
Natalie Hamlin
2011
2
Table of Contents
I. POLICIES
A. Purpose Statements ……………………………………………………………..4
1. Name and Demographics
2. Mission Statement
3. Philosophy/Goals
B. Public Relations Policy……………………………………………………………5
C. Selection Criteria Policy…………………………………………………………..6
D. Donated / Gift Materials Policy…………………………………………………...7
E. Reconsideration of Materials Policy………………………………………………8
F. Circulation Policy…………………………………………………………………9
1. Overdue Policy
2. Video Policy
3. Inventory Policy
G. Media Services Policy……………………………………………………………10
1. Damaged Books & Materials Policy
2. Lost Books & Materials Policy
3. Weeding Policy
4. Mending and Repairing Print Materials Policy
H. Definition and Scope of Technical Services Policy……………………………...11
I. Copyright Policy…………………………………………………………………11
J. Leadership and Professional Growth Policy……………………………………..12
K. Interlibrary Loan Policy………………………………………………………….13
II. PROCEDURES
A. Collection Management…………………………………………………………14
1. Circulation Procedures
2. Overdue Procedures
3. Inventory Procedures
4. Video Procedures
5. Periodicals / Serials / Newspaper Control
6. Consideration File
7. Reconsideration of Materials procedure
8. Ordering Procedures
9. Receiving Procedures: Bar Codes / Physical Processing
10. Weeding Procedures
11. Repair and Mending Procedures
B. Technical Services……………………………………………………………….20
1. Tools Necessary for Original Cataloging
2. Cataloging Procedures – Qwik Start Guide
3. Damaged Materials Procedures
4. Lost Materials Procedures
3
C. Collaboration Resources…………………………………………………………22
1. Public Relations Procedures
2. Scheduling of the Library Media Center / Labs
3. Advocacy: Tips for Stakeholders
4. Direction Sheet for Para-Professional, Volunteer, Student Assistant
5. Links to Instruction / In-service / Staff Development
III. APPENDICES
Floor Plan- .....................………………………………………………………...25
Yearly Schedule-Appendix A.......……………………………………………….26
Sample MARC record-Appendix B…...………………………………………....28
Request for consideration of approval of videos form-Appendix C...…………...29
Copyright PowerPoint-Appendix D…………………...…………………………30
Copyright Notification Form- Appendix E...…………………………………….31
Contact Information For Library Associations-Appendix F...…………………..32
Interlibrary Loan Request-Appendix G...………………………………………..33
Consideration Form-Appendix H...……………………………………………...34
Follett Library Resources Information-Appendix I……………………………...35
Disposition Form-Appendix J...……………………………………………….....36
Links to Instruction/In-Service/Staff Development-Appendix K...……………...37
Reconsideration Form- Appendix L……………………………………………..38
Appeals Form for Reconsideration- Appendix M...……………………………..39
Training Aids-Appendix O...…………………………………………………….40
IV. REFERENCES……………………………………………………………………………...74
4
Purpose Statement
The growth Henry County has experienced over the past decade has led it to be known as
a major suburb of metropolitan Atlanta. What once was known as farmland with small towns,
Henry County has grown drastically. The county currently has approximately 170,000 residents,
which have increased 189% since 1991, making it one of the fastest-growing counties in the
country (Henry County Public Schools, 2008). Presently 70% of the population lives within the
four major cities of the county, leaving the remaining 30% in rural communities. Henry County
Public Schools (HCPS) are academically in the top 10% in the state and it is because of the
success that its schools have experienced over the last decade, that enrollment continues to
increase. “The District‟s student population reflects the community‟s changing ethnicity: 55%
Caucasian, 35% African American, 5% Hispanic, 2% Asian and 3% Interracial” (Henry County
Public Schools, 2008). Within the district there are 36 schools – 27 elementary schools, 7
middle schools, 6 high schools, one alternative middle/high school, and one evening school, in
which over 35,000 students attend. Walnut Creek Elementary is located in McDonough, with
four hundred and three students, seventy-five faculty members, and Pre-Kindergarten through
fifth grade. There are three special education classrooms including, the Early Intervention
Program, SIEP, SAGE and Math EIP. 75% of Walnut Creek Elementary is receiving free or
reduced lunch based on their family‟s financial status.
Hispanic
Interatial
Caucasian
African
American
Asian
Free and
reduced lunch
Regular lunch
Mission Statement
The mission of the Media Program is to provide students and teachers with necessary materials
and services to become effective users of ideas and information (AASL & AECT, 1998). The
following directions accomplish the media program mission:
To collaborate with other teachers to design learning strategies to differentiate individual needs of students.
Henry County Public Schools Demographics
Walnut Creek Elementary
social economic status
5
To facilitate physical and intellectual access to information.
To provide an environment that functions as the information center of the school (Henry
County Public School System, 2008).
Philosophy
The Library Media Center believes that each person is entitled to an effective and appropriate
education that engages students in the opportunity to become independent lifelong learners
(AASL & AECT 1998).
Therefore, the selection of instructional materials and equipment shall be appropriate for various
interests and ability levels of students within the system (Henry County Public School System,
2008).
Goals
To collaborate with teachers to meet the needs of the school curriculum and Georgia Performance Standards.
To provide quality resources for independent learning that supports curriculum.
To provide all students with necessary information and literacy skills to become educated citizens of society (AASL & AECT 1998).
Policies
Public Relations Policy
1. Media Centers are required to have informational brochures for each type of user. The
brochures are to inform users of the usages and services of the media center (Thompson, 2006).
a. Teachers
b. Students
c. Parents
d. Community
e. Volunteers
2. Henry County Public Schools has active use of the media centers by requesting that media
specialists share their circulation and collection data as part of the school‟s improvement plan.
a. That data is analyzed – attendance, discipline, academic data – to
determine progress, areas of growth, and targets for concern in the overall
school operation.
b. Through specific goals and strategies of the School Improvement Plan, the
media centers advocacy should be addressed.
c. The expectations that the media specialist will be involved in the SIP
process are advocacy for the media center.
6
3. Media Centers are to share information with their administrators, teachers, students, parents
and community through communicating objectives of the media center as well as news and
upcoming events through newsletters (Thompson, 2006).
4. Media Specialists are to collect volunteer applications and logs to keep general information
about volunteers on hand. For example, name, address and telephone number to contact
volunteers if needed (Thompson, 2006).
The record of the amount of time each volunteer works is kept for administration
purposes. The information helps Media Specialists plan for upcoming events and is also
included in a school‟s overall volunteer hours that are reported to the county (Thompson, 2006).
5. A survey will be conducted for the staff and students to determine strengths and weakness
of the media program. The survey will be used to help the media specialist adjust the upcoming
year‟s program to better suit the needs of their staff and students.
6. Promotional activities such as book fairs, birthday book donations, read-a-thons and
school and community events are planned and supported by the Media Specialists. (See yearly
schedule in Appendix A)
Selection Criteria Policy
The goal of the Selection Criteria Policy is to maintain a collection of quality materials
on all subjects and curriculum area for students and teachers to use. These materials include
print, non-print and non-book media and equipment. According to O.C.G.A. law 160.4.4-.01 it
requires development of procedures for the school system and for (i) selecting materials locally
(Georgia State Board of Education, 1998). The materials in the collection are instructionally
appropriate and are critical to the support and enhancement of the school library media center
program. The materials provided for instruction will be housed in the school library media center
and circulated through the school community (Bishop, 2007).
The objective for the selection criteria is to provide support, enrichment and supplement
materials for the faculty, parents and students (Bishop, 2007).
Legal responsibility for the supervision of the selection of educational resources falls on
the Henry County School system. The Board of Education delegates the authority for the
selection of resources to the professional staff employed by the district (Griffin Spalding County
School System, 2007).
Each school in the Henry County School System will have a media committee to help
decide on appropriate materials for the school. The committee will be made up of administrators,
faculty, the community, and students. The final decision will be made by the school library
media specialists when ordering materials for the library collection (Bishop, 2007).
A. Print Materials
7
Print materials will be selected for a media center collection based on several criteria.
Books, paperbacks, periodicals, newspapers, pamphlets and reference materials will be examined
for consideration of purchase for the media center collection. Each print material will be judged
on illustrations, paper quality, durability, cost, connection to curriculum standards and goals, use
of the material, authority, indexing, and user friendly (Baltimore County Public Schools, 2009).
B. Non-Print Materials
Non-Print materials will be selected for a media center collection based on similar criteria
to print materials. Non-Print materials will considered into a collection based on quality, auditory
and visual presentation, accuracy of the information, appropriateness of the content and format,
and connection to the standards and curriculum to instructional goals (Baltimore County Public
Schools, 2009).
C. Non-Book Media and Equipment
Equipment and Non-Book Media must be purchased with a minimum of one hundred
dollars as the cost. Each item must also enter a bidding process and comply with the approved
equipment and non-book media pre-approval list for ordering (Bishop, 2007). The materials
selected for the library media center collection should meet the criteria upon being entered into
the system. Such requirements consist of quality and durability of the material, performance,
compatibility, versatility, ease of operation, safety, maintenance and service, reputation of the
manufacturer or publisher and cost (Bishop, 2007).
Donated Materials Policy
The Henry County Public School libraries are pleased to accept any donated materials
that enhance the library‟s goals and mission (The Chicago School of Professional Psychology,
n.d.). Any materials donated to the library must be evaluated to determine if the materials
donated meets the selection policy criteria (Henry County Public Schools, 2006). Upon receipt,
the donated materials become property of Henry County Public Schools. Any materials donated
will not be given a monetary value (Richmond School District, 2008). Materials that do not meet
the selection policy criteria will then be disposed of by exchange, donation or discard (The
Chicago School of Professional Psychology, n.d.).
General Criteria for Donated Materials
All materials must meet the selection policy criteria (Richmond School District, 2008).
All materials must have accurate and up to date information (Richmond School District, 2008).
8
All materials must be age appropriate for the subject area intended (Richmond School District,
2008).
All materials must be in good condition for circulation into the existing collection (Richmond
School District, 2008).
Circulation of Donated Materials
The library is responsible for the location, cataloging treatment and other considerations
relating with the use of donated materials (The Chicago School of Professional Psychology,
n.d.).
The library will not maintain separate collection name, therefore all donated material will
be shelved in the appropriate place among the existing collection (The Chicago School of
Professional Psychology, n.d.).
The library will not accept materials that cannot be shelved for normal physical use (The
Chicago School of Professional Psychology, n.d.).
Acknowledgment and Receipt of Donated Materials
The library will make a written acknowledgement of all materials donated. The written
acknowledgement will include all materials donated, but will not include a monetary value (The
Chicago School of Professional Psychology, n.d.).
Each donor is responsible for determining their personal tax obligations and whether their
gift requires appraisal (The Chicago School of Professional Psychology, n.d.).
Reconsideration Policy
Objections may be raised to instructional materials found in a collection despite the fact
that qualified personnel followed proper procedure and observed the criteria for selecting such
materials (Griffin Spalding County School, 2007). According to O.C.G.A. rule number 160-4-4-
.01, each local board of education shall adopt a media policy that requires development of
procedures for the school system and for (ii) handling requests for reconsideration of materials
(Georgia State Board of Education, 1998). A person who is a citizen of Henry County may make
the complaint. Henry County Public Schools will focus the complainant‟s attention on the
principles of the intellectual freedom as stated in the First Amendment of the United States
Constitution (Bishop, 2007).
9
An advisory board will be formed for challenged materials to include an administrator, a
classroom teacher from the appropriate grade level or subject area, the media specialist, and an
objective member of the community (Bishop, 2007). During reconsideration, the materials in
question will remain in circulation. If a material goes through the reconsideration procedures it
cannot be challenged again. The Henry County Board of Education advisory board will follow
the procedures found in the Reconsideration procedures within this policy.
Circulation Policy
Each student and faculty member has a number assigned under the Follett circulation system.
This number will allow students and faculty to check out books in the school library under
his/her account. Books are circulated to the students according to the school policy for periods of
one to two weeks at a time. Such items for check out to students are: fiction books, non-fiction
books, reference books, and periodicals.
Overdue Policy
Elementary schools will not access fines for late books, however a fine will be charged for lost or damaged books to be replaced. This dollar amount will be determined by the
book value. If a dollar about is not known a standard fee of 15 dollars will be charged.
For middle and high school students, a late fee may be assessed if deemed necessary by
the school‟s media specialists. For middle school the late fee is ten cents per day with a
maximum fine of two dollars per item. For High school, overdue fines are ten cents per
day with a maximum overdue fine of ten dollars per item (Henry County Schools, Media
Specialists Handbook, 2008).
A charge for lost or damaged books will be assigned according the value of the book (Griffin Spalding County Schools, Media Handbook, 2007).
Schools may withhold a report card, diploma, or certificate until fees are paid (Henry
County Schools, Media Specialist Handbook, 2008).
Inventory Policy
Circulation will begin the second week of school and run through week thirty-two of the thirty-six week school year. Circulation will not continue during inventory or school
holidays. All books are due back to a school media center one week before a school
holiday‟s that are one week or longer (Henry County Schools, Media Handbook, 2008).
Inventory of all books will be taken during weeks thirty-five and thirty-six of the thirty-
six week school calendar. All books are to be accounted for or paid for before final
report cards are sent home.
10
Weeding of any books that are unused or too old for the current collection will take place during weeks thirty-three and thirty-four of a thirty-six week school calendar
Video Policy
Videos shown on closed circuit must be rated G only. This is the standard policy for
Elementary, Middle and High School. Movies rated PG, PG-13 and R movies will not be
shown unless parent permission is given. In this case, the parent must sign and return the
form allowing his/her child to view a movie rated PG, PG-13, or R.
All videos must be viewed by the faculty member showing the video and a form for pre-approved must be turned in 48 hours in advance to allow time for the administration to
preview the video in question. (Appendix C)
Media Services Policies
Damaged Materials
Materials that are returned to the library damaged beyond repair will be assessed for a
replacement fee. According to the Georgia State Board of Education rule 20-2-1013 students
will not be allowed to check out any materials until the damaged material is paid for (Justia,
n.d.). The media specialist will send home a letter to the parent notifying them of the
damaged material and the replacement cost. A student‟s report card will be held until the
damaged book is paid for (Aberdeen Elementary, 2009). Damaged materials will not be the
responsibility of the teacher unless there is obvious irresponsibility and unreasonable loss
(Bishop, 2007).
Lost Materials
Students are responsible for all items checked out of the library. The student will not be
able to check other materials until the lost material is paid for or found (Aberdeen
Elementary, 2009). A student who loses materials will be given ample time up to one month
to search for the lost material. The media specialist must be notified if a student withdraws
from school to determine whether or not they have returned all materials (Morningside
Elementary, 2009).
Weeding
As an ongoing effort to provide up-to-date content and quality materials, the collection
will be sustained through proper weeding of materials (Griffin Spalding County, 2007). The
media specialist is responsible for weeding a collection with help from faculty and staff to
ensure that curriculum needs are not affected by weeding (Bishop, 2007).
When considering items for weeding, the media specialist must look at the quality of the
materials, appropriateness of the content, copyright of materials and accuracy of the
information (Bishop, 2007).
11
Mending and Repairing
The media specialist will routinely perform preventative maintenance to help maintain a
library media collection (Stephens and Franklin, 2007). If materials are damaged beyond
repair the materials will be discarded (Stephens and Franklin, 2007). The media specialist
will identify the maintenance problems and establish corrective measures and monitor the
work completed by media center staff or an outside contractor (Bishop, 2007).
Definition and Scope of Technical Services
Technical Services is responsible for maintaining Henry County School‟s media equipment and
technology in support of classroom instruction (Marquette University, 2005). Henry County Schools will maintain uniform call numbers throughout the county media
centers. The following will be used to represent categories within the media centers.
E is for Everybody
FIC is for Fiction
REF is for Reference
B is for Biography
PB is for Paperback
PROF is for Professional Materials
MED is for Media equipment such as videos, DVDs and audio tapes.
GN is for Graphic Novels
SC is Story collections
Copyright Policy
Copyright is a form of protection provided to the authors of “original works of authorship”
including composer, artist, publisher, etc. The copyright owner has exclusive rights to reproduce
the copyrighted work. Any materials displaying the copyright symbol are copy protected. All
library media centers are responsible for meeting these guidelines and abiding within the
copyright laws when purchasing, copying, showing and distributing copyrighted materials. Such
materials are books, videos, audiotapes, and online content (Stephens & Franklin, 2007).
The responsibility of copyright management is an administrative and personal responsibility.
Public Law 95-553 provides a clear definition of “Fair Use” of copies that are now being
produced through current technology (United States Copyright Office, 2009). Duplication of
materials is illegal when used as a substitute for their purchase. All educators should be aware
that knowingly violating the copyright law could cost from $750 and upwards to $150,000 per
infraction, or imprisonment, or both (United States Copyright Office, 2009).
Any copyrighted materials reproduced by Henry County Board of Education employees must
adhere to copyright laws currently in effect. Henry County Board of Education employee must
12
have the written permission of the copyright holder or must follow the “Fair Use” guidelines
when reproducing copyrighted material. The school library media specialist shall keep teachers
and students informed of current copyright information. Copyright laws will be posted at each
copy machine with in a school. Copyright laws will also be posted on equipment that could
produce materials with a copyright. A power point presentation will be shown at the beginning of
each school year for teachers and staff to become familiar with copyright (Appendix D).
Following the power point presentation, each teacher and staff member will sign a copyright
form stating they understand and will abide by copyright laws (Appendix E). Students who
violate the copyright laws may be charged with plagiarizing and/or violating copyright. Written
permission from copyright holders must be received and on file prior to reproducing copyrighted
materials (Woolls, 2008).
Leadership and Professional Growth Policy
An effective school library media program is a result of strong instruc tional and
curricular leadership. According the Georgia Department of Education, the library media
specialist should establish a media committee at both the system level and at each school
(Ga.DOE, 1998). Strong leadership is a result of good planning and professional development
(Community Unit #2 School District, n.d.).
For a framework of excellence, library media specialist should be given the opportunity
to achieve the Information Literacy Standards as well as the standards set by the American
Association of School Libraries (AASL) (Community Unit #2 School District, n.d.).
These include but are not limited to:
A monthly Media/Technology committee meeting to discuss the improvements
that needs to be made to make the media program stronger and more effective.
A biyearly Media/Technology committee meeting with the school district to
discuss the improvements that the media program need for the system as a whole.
A yearly building meeting with the principal to discuss goals and objectives of the
library media center program (Community Unit #2 School District, n.d.).
Participation/attendance in at least one professional learning opportunity given by
the Henry County Public Schools a year. This may include courses provided by
Henry County Public Schools or the attendance of a professional conference such
as The Georgia Council of Media Organizations (GaCOMO) (Community Unit #2
School District, n.d.).
Media specialist are encouraged to maintain institutional or personal memberships
to one or more of the following professional organizations: American Library
Association (ALA), American Association of School Libraries (AASL),
International Federation of Library Associations and Institutions (IFLA),
International Association of School Librarianships (IASL), Georgia Library
Media Association, Inc. (GLMA) or Georgia Association for Instructional
Technology (GAIT) (Community Unit #2 School District, n.d.).
13
Media specialists are encouraged to be involved in groups such as school
improvement teams, curriculum committees and/or technology committees
(Community Unit #2 School District, n.d.).
Within the Henry County Public Schools there are many opportunities for a library media
specialist to participate in professional learning and serve on leadership committees. This not
only helps the school see the media specialist‟s perspective, but also strengthens the media
program as a whole as the school collaborates to improve knowledge acquisition amongst
students. (See Appendix F for contact information)
Interlibrary Loan Policy
The interlibrary loan policy will serve as an agreement between all libraries in Henry
County Public School. The purpose of the agreement is to ensure that all students, teachers and
staff are equipped with the resources needed to receive a quality education. The interlibrary loan
system is necessary to provide a large range of materials and resources to enhance the curriculum
that otherwise may not be available (Chuck, 2009).
Definition
Interlibrary loan is the sharing of resources between two or more libraries. Libraries
within the county that have limited resources may reach out for assistance from other libraries to
provide the necessary materials.
Interlibrary Loan Policy
All materials may be requested through the interlibrary loan system from any Henry
County Public School‟s Library. The lending library will determine if the material is available
on a request-by-request basis. Although a material may be available it is not mandatory that the
library lend the material out due to an item that may be used in the near future by the students,
staff or teachers on campus. All materials will be used in compliance with current copyright
regulations (Chuck, 1999).
Borrowing
When borrowing from other libraries, the Henry County Public Schools Libraries will:
Use all of their own resources first before requesting materials from another library (MassCat, 2008).
Use an interlibrary loan form (Appendix G) that confirms the request by
connecting the request to American Library Association‟s Standard or Georgia
Performance Standard (MassCat, 2008).
See that all items are returned and are in good condition on time. Individuals who lose or damage an item are liable for the cost of the item (MassCat, 2008).
Adhere to any restrictions that the lending library places on the use of the material (MassCat, 2008).
14
Send all requested materials packaged and mailed through Henry County Public Schools‟ internal mail.
Lending
When lending items to another library, the Henry County Public School Libraries will:
Process all request in a timely manner (Chuck, 1999).
Inform borrowing libraries that a request is unable to be processed within 48 hours.
Include a copy of request with materials sent (Chuck, 1999).
Place a due date on all requested materials sent.
Place any restrictions of use on all requested materials sent.
Send all requested materials packaged and mailed through Henry County Public Schools‟ internal mail.
No overdue fines will be charged however, libraries that fail to return materials on time may be
denied further request. Libraries that fail to return materials will be charged the replacement cost
of all requested materials. (MassCat, 2008)
Procedures
Collection Management
1. Circulation Procedures
Step 1: Only one to two books are allowed for check out per student. Additional books
may be checked out if special permission is arranged by the school media center.
Step 2: Books may be renewed if the student needs more time with the materials he/she
has checked out.
Step 3: Faculty members are responsible for all materials or equipment checked out in
their names. Such materials allowed for check are non-fiction books, fiction books,
reference materials, periodicals, videos, equipment and professional collections. Faculty
may check out these materials for as long as needed, but all materials are due to the
school‟s media center before the end date of their contract period annually (Griffin
Spalding County Schools, Media Handbook, 2007).
Step 4: All circulated books are due to a school‟s media center no later than two weeks
prior to the last day of the school year (Griffin Spalding County Schools, Media
Handbook, 2007).
2. Overdue Procedures
15
Step 1: Overdue notices will sent out every two weeks to students.
Step 2: Items within the media center can be checkout for one week by students.
Step 3: Teachers can check out items within the media center for two weeks.
Step 4: No items will be checked out to the public.
3. Inventory Procedures
Step 1: Handheld scanners will be used to complete inventory. After compiling a
circulation report, a printed shelf list will be used to scan each book. Inventory will begin
in the “everybody” section. The fiction section will be scanned next, followed by the non-
fiction section. The professional section and technology equipment will also be scanned.
Step 2: The media specialist paraprofessional will assist with inventory.
Step 3: As inventory is being completed, all necessary technology items will be cleaned.
4. Video Procedures
Step 1: To request a video, teachers must fill out a video request form one week prior to
viewing the video. The video request form must by signed and approved by an
administrator.
Step 2: The media specialist and the media specialist paraprofessional will handle all
video requests. They will collect the requests and turn them into an administrator to
approve them.
Step 3: Videos will be viewed through the closed circuit system. The media specialist
will start and stop the videos according to the approved time.
5. Periodicals/ Serials/ Newspaper Control
Step 1: When magazines, periodicals (serials), and newspapers arrive, they are placed in
plastic sleeves, and shelved in the leisure reading section and in the reference section.
Step 2: Old magazines, periodicals (serials), and newspapers will be cataloged and
stored.
Step 3: Invoices will be check for materials received. The invoices will be filed with
other material invoices.
6. Consideration File
16
It is the responsibility of the individual school‟s media specialist to collect and
maintain a consideration file (Griffin Spalding County, 2007). The file should include
bibliographic information for print material, as well as, information of suggested non-
print materials and equipment (Griffin Spalding County, 2007).
To request new materials, students, teachers and administrators need to file a completed
Consideration Form. (See Appendix H for the consideration form and information needed
for request)
7. Reconsideration of Material Procedures
Step 1: Filling a request for reconsideration of educational materials
a. When an individual raises a question concerning the content of any material, the
principal or the media specialist will listen to the person‟s objection and try to solve
the issue (Griffin Spalding County, 2007).
b. The principal or media specialist receiving the complaint will explain the selection
process of the collection (Griffin Spalding County, 2007).
c. Written documentation of the complaint will be filled with the school principal and
school media specialist (Griffin Spalding County, 2007).
d. The material in question shall remain in circulation until a decision is made (Griffin
Spalding County, 2007).
Step 2: In the event that the complainant is not satisfied with the results of step one, they may
file a formal request for reconsideration of educational materials (Griffin Spalding County,
2007). (Appendix L)
a. Once the advisory board as received the reconsideration of educational material form,
a date will be set within 30 working days for a meeting on the challenged material. A
schedule will be put in place for the materials in question to be reviewed by each
member prior to the meeting date (Griffin Spalding County, 2007).
b. The media specialist will collect all pertinent information involving the material in
question, including reviews for acceptable journals and other sources (Griffin
Spalding County, 2007).
c. A letter will be sent by certified mail/return receipt requested explaining the challenge
procedures and informing the complainant of the meeting time and location (Griffin
Spalding County, 2007).
d. A letter will be sent within ten days following the initial reconsideration of materials
meeting informing the complainant of the decision made by the advisory board
(Griffin Spalding County, 2007). The letter will include the original request of
reconsideration of educational materials and a copy of the appeal form (See Appendix
M).
e. If the complainant decides to file an appeal, the appeal must be filed within ten
working days of receiving the decision including the appeal form (Griffin Spalding
County, 2007). If the complainant does not file an appeal within ten working days,
the request for reconsideration will be dropped (Griffin Spalding County, 2007).
17
Step 3: In the event that the complainant is not satisfied with results of step two, they may file
an appeal form to Henry County School System and the county‟s media advisory board for the
appeal process.
a. Once the county‟s advisory board as received the apply reconsideration of
educational material form, a date will be set within 30 working days for a meeting on
the challenged material. A schedule will be put in place for the materials in question
to be reviewed by each member prior to the meeting date (Griffin Spalding County,
2007).
b. The chairman of the county‟s advisory board will collect all pertinent information
involving the material in question, including reviews for acceptable journals and other
sources (Griffin Spalding County, 2007).
c. A letter will be sent by certified mail/return receipt requested explaining the appeal
procedures and informing the complainant of the meeting time and location (Griffin
Spalding County, 2007).
d. The county‟s advisory board will reach a decision using majority rules when deciding
whether or not to retain or remove the material in question (Bishop, 2007).
e. A letter will be sent within ten days following the appeal meeting informing the
complainant of the decision made by the county‟s advisory board (Griffin Spalding
County, 2007).
8. Ordering Procedures
To order materials needed for the media center, the individual school‟s media
specialist will maintain records of spending of the school‟s library budget and other
monies that are allocated for the library media center (Griffin Spalding County, 2007).
Purchases and purchase orders will be made in compliance with the procedures set by
Henry County Public Schools.
Step 1: Students, teachers and administrators will file completed consideration forms to
the school‟s media specialist.
Step 2: The media specialist will use the information from the completed consideration
forms to check the current collection for duplicate materials.
Step 3: The media specialist will use the new information from the consideration forms
and a collection analysis of the current collection to determine the needs of the media
center.
Step 4: The media specialist will contact the person in charge of finances to determine
whether or not funds are available for a new order.
Step 5: The media specialist will place a purchase order through Follett Library
Recourses‟ Titlewave. (See Appendix I)
9. Receiving Procedures
18
When receiving materials from the purchase orders, care must be taken when
unpacking shipments (Bishop, 2007).
Step 1: The media specialist will locate the packing slip or invoice and match it against
the original order placed (Bishop, 2007).
Step 2: The media specialist will locate each new item and match it against the original
order placed (Bishop, 2007).
Step 3: The media specialist will locate all non print and equipment materials and chec k
for damage or missing parts before packaging is removed (Bishop, 2007).
Step 4: Materials need to be checked for breakage or imperfection before requesting for
payment to be made (Griffin Spalding County, 2007)
Step 5: Once all materials have been checked, the media specialist will stamp the school
library name on each item (Bishop, 2007).
Step 6: Once all materials have been stamped, barcodes and spine labels will be affixed
to all new items.
Step 7: Verify books that are part of the school‟s Accelerator Reader program as well as
identify any books that need special identification (Stephens and Franklin, 2007).
Step 8: The media specialist will check and update the MARC system and input the
information into the system (Stephens and Franklin, 2007).
Step 9: The media specialist will approve the invoice or purchase order for payment
(Bishop, 2007).
10. Weeding
As an ongoing effort to provide up-to-date content and quality materials, the
collection will be sustained through proper weeding of materials (Griffin Spalding
County, 2007). The media specialist is responsible for weeding a collection with help
from faculty and staff to ensure that curriculum needs are not affected by weeding
(Bishop, 2007).
When considering items for weeding, the media specialist must look at the quality
of the materials, appropriateness of the content, copyright of materials and accuracy of
the information (Bishop, 2007).
Step 1: The media specialist will conduct a collection analysis using Follett Library
Resources‟ Titlewave to weed materials with out-dated or inaccurate information.
Step 2: The media specialist will check the collection for materials that are in poor
physical condition and unattractive appearance (Bishop, 2007).
19
Step 3: The media specialist will check the OPAC for materials that have a poor
circulation record and duplicate titles that are no longer in demand (Bishop, 2007).
Step 4: The media specialist will weed materials whose subject matter is unsuitable for
students, for topics that are no longer of interest and materials that are no longer needed
within the curriculum (Bishop, 2007).
Step 5: The media specialist will weed materials that contain reading levels that are
inappropriate (Bishop, 2007).
Step 6: The media specialist will weed materials that contain bias or stereotypical
portrayals (Bishop, 2007).
Step 7: Before discarding weeded materials the media specialist will record all materials
found to be inadequate for the collection. (See Appendix J)
Step 8: After weeding the collection, the materials must be marked “discarded” and will
be put on sale for small donation and available for students and staff (Stephens and
Franklin, 2007).
Step 9: All remaining materials must be discarded by destroying or throwing away the
materials in question.
11. Repair and Mending Procedures
The media specialist will routinely perform preventative maintenance to help
maintain a library media collection (Stephens and Franklin, 2007). If materials are
damaged beyond repair the materials will be discarded (Stephens and Franklin, 2007).
Books and Print Materials Procedures:
Step 1: Replace protective jackets (Bishop, 2007)
Step 2: Repair torn pages (Bishop, 2007)
Step 3: Reinsert separated pages (Bishop, 2007)
Step 4: Eliminate minor scribbling (Bishop, 2007)
Step 5: Tape and label spines (Bishop, 2007)
Step 6: Purchase books in library bindings (Bishop, 2007).
A/V Materials Procedures:
Step 1: Wipe CD‟s and DVD‟s (Bishop, 2007)
Step 2: Store disk and video upright in plastic cases (Bishop, 2007)
Step 3: Splice tapes (Bishop, 2007)
Step 4: Return material to storage cases immediately after use (Bishop, 2007)
Step 5: Store materials in a climate controlled environment (Bishop, 2007)
Equipment Procedures:
20
Step1: Clean areas of heavy use, using antistatic wipes on monitors and screens
(Bishop, 2007).
Step 2: Keep warranties, manuals and repair records on file (Bishop, 2007).
Step 3: Train media staff and students how to properly use and take care of
equipment (Bishop, 2007).
Step 4: Cover machines when they are not in use (Bishop, 2007).
Step 5: Fasten television and VCR‟s and DVD‟s players to designated carts. Do
not allow students to transport equipment (Bishop, 2007).
Technical Services
1. Tools Necessary for Cataloging Procedures
The following tools will be used to catalog materials within the media center.
A. The Media Specialist will use the OPAC (Online Public Access Catalog), Sears
information and the Dewey Decimal Systems to retrieve the information needed to
create spine labels.
B. The media center will use the Destiny system for online copy cataloging. This
system will also be used to create barcodes for media materials.
C. Barcodes will be attached by clear mailing labels to rear left side of the media
materials.
D. The spine labels will be attached to the media materials with clear mailing labels.
E. The Walnut Creek Elementary name will be stamped into the front and back covers of
all new media materials.
Qwik Start Guide (Appendix O)
2. Damaged Materials Procedures
Materials that are returned to the library damaged beyond repair will be assessed for a
replacement fee. Students will not be allowed to check out any materials until the damaged
material is paid for. The media specialist will send home a letter to the parent notifying them
of the damaged material and the replacement cost. A student‟s report card will be held until
the damaged book is paid for (Aberdeen Elementary, 2009). Damaged materials will not be
the responsibility of the teacher unless there is obvious irresponsibility and unreasonable loss
(Bishop, 2007).
A. If a material is beyond repair a letter will be sent home notifying the parent of the
damaged materials and the replacement cost (Stephens & Franklin, 2007).
21
B. The Media specialist will keep records of parent notification and contact (Stephens &
Franklin, 2007).
C. If a student cannot pay the replacement cost, alternatives will be arranged. Such as a
minimum amount paid each week or the student may work off the debt with parent
permission (Stephens & Franklin, 2007).
D. If a student fails to pay the replacement fee of the damaged material, his/her report card
will be held until payment is made (Aberdeen Elementary, 2009).
E. The Media Specialist will keep records of receipt of payment for damaged materials.
3. Lost Materials Procedures
Students are responsible for all items checked out of the library. The student will not be
able to check other materials until the lost material is paid for or found (Aberdeen
Elementary, 2009). However, the student will continue to have full access to the media center
during regular operating hours. A student who loses materials will be given ample time up to
one month to search for the lost material. The media specialist must be notified if a student
withdraws from school to determine whether or not they have returned all materials
(Morningside Elementary, 2009).
A. If a material is lost a letter will be sent home notifying the parent of the damaged
materials and the replacement cost (Stephens & Franklin, 2007).
B. A student will have one month to locate the lost material before a replacement fee is
assigned (Aberdeen Elementary, 2009).
C. Media specialist will keep records of parent notification and contact (Stephens &
Franklin, 2007).
D. If a student cannot pay for the lost material, alternatives will be arranged. Such as a
minimum amount paid each week or the student may work off the debt with parent
permission (Stephens & Franklin, 2007).
E. If a student fails to pay the replacement fee of the lost material, his/her report card will be
held until payment is made (Aberdeen Elementary, 2009).
F. If a student finds the lost material after the replacement fee has been paid, the student will
receive a full refund up to one month after the replacement fee has been paid.
G. The Media Specialist will keep records of receipt of payment for lost materials and turn
in all money collected to the school bookkeeper.
22
Collaboration Resources
1. Public Relation Procedures
See Appendix A
2. Scheduling Procedures for the Library Media Center
The school library media center shall be open during each school day of the school year for
student use. The faculty may use the school library media center during school hours as well as
before and after school hours. Special arrangements can be made if needed for library use if
other than regular hours.
The school library media center operates on an open/flexible scheduling concept that allows
students to use the media center on their own, with teacher permission, throughout the school
day. This is according to O.C.G.A law 160-4-4.01 titled “Media Programs”. This open
scheduling also allows for teachers and the school library media specialists to collaborate on
lessons and activities so that the students may use the school library media center more
effectively for study activities related to all areas of the standards and curriculum. Multiple
activities can be going on in the school library media center at the same time. The school library
media center is a support system for the instructional program of the school (Georgia Department
of Education, 2008).
Whole Class Visits
It is the teacher‟s duty to maintain responsibility of his/her class while using the media center by:
1. Planning the purpose of the visit with the library media specialist
2. Participating in the delivery of instruction to meet the purpose of the visit.
Therefore, the teacher is required to stay for whole class visits.
Scheduling the School Library Media Center and/or Services from the Media Specialist
The school library media center and its personnel may be scheduled by a teacher for specific
activities in the following areas:
1. Research
2. Media Skills lessons
3. Skills enrichment lessons
Anything that is non-media related should be scheduled outside of media center hours. Events or
activities are prohibited during library hours if they will deny full accessibility of library media
services to all of the students and teachers.
23
3. Advocacy: Tips for Stakeholders
The stakeholders within a media center include parents, students, teachers, staff and the learning
community. See Appendix K for tips for interacting with media center stakeholders.
4. Directions Sheet for Library Support Personnel
School Library Support Personnel
In the school library media center, school library media support personnel (paraprofessionals)
assume responsibilities designated by the school library media specialist. This will assure smooth
school library media center operations and services while enabling the library media specialist to
focus on professional activities such as collaborating with teachers (Stephens and Franklin,
2007). In this role, the school library support personnel (paraprofessional) will:
1. Assumes responsibility for operation of the school library media center in the absence
of the school library media specialist.
2. Operates and maintains equipment related to the media center.
3. Assists in producing materials.
4. Assists students and staff in utilizing and operating equipment.
5. Supervises small groups of students in retrieving materials, finding information, or
other related activities.
6. Repairs necessary materials.
7. Processes materials according to established procedures.
8. Explains location and arrangement of resources to students and staff.
9. Assists students and staff in use of the catalog of the media center‟s resources.
10. Assists students and staff in assembling resources for classroom use.
11. Assists in borrowing materials from other collections.
12. Prepares displays and bibliographies from preselected items.
13. Operates circulation records.
14. Assists in inventorying materials and equipment.
15. Assists in all phases of materials processing.
16. Reshelves and maintains correct order of returned materials.
17. Prepared current periodicals for shelving and maintains collection of back issues.
18. Assists in maintaining an orderly, neat, and attractive atmosphere in the media center
(Stephens and Franklin, 2007)
Volunteers
In the school library media center, volunteers assume responsibilities designated by the school
library media specialist. Such responsibilities are strictly on a volunteer basis and volunteer will
receive no form of an income for their services. Volunteer will be rewarded for their extra
support with a small token at the end of the school year to show appreciation and thanks for
24
taking on responsibilities within the media center (Stephens and Franklin, 2007). In this role, the
volunteers will:
1. Assist in book fairs held in the media center throughout the school year.
2. Assist in the book exchange program.
3. Assist students in finding materials or resources within the media center.
4. Assist in being an advocate for the media center in the community.
5. Assist in keeping the shelves organized and neat.
6. Assist in reshelving books and other media materials.
7. Assist in creating displays and resources for the media center and teachers (Stephens
and Franklin, 2007).
Student Assistants
In the school library media center, student assistants assume responsibilities designated by the
school library media specialist. Such responsibilities are granted on teacher recommendation.
Student assistants must be of proper age to assume responsibilities in the media center. Student
assistants will not participate in the library during regular school unless given teacher permission
or the student is earning class credit (Stephens and Franklin, 2007). Student assistants will:
1. Assist in shelving books and maintaining the shelves neatness and organization.
2. Assist in creating displays for the media center.
3. Assist in clerical tasks.
4. Assist in equipment and computer set-up and/or repairing equipment and computer
set-up.
5. Assist in the newscast on the school television.
6. Assist in advertising for the school library media center.
For a school library media center to effectively implement the necessary programs and media
center services, support staff, or paraprofessional is needed. While the paraprofessional is a
major contribution to the media center, volunteers and student assistants are always permitted
and encouraged. With the proper staff and helpers in place, the media center will run properly
and ensure that all students and teachers will have access to curriculum support (Stephens and
Franklin, 2007).
25
Facility Floor Plan
New Media Floor Plan
Media Workroom/Distribution
Media Workroom/Distribution
Audio Visual StorageMedia Office
TV Production Room
Main Entrance
Library Key
Circulation Desk
Free standing Shelving
Computer Desks
Student Tables
Wall Shelving
Storytelling Area
Smartboard
Closed in courtyard
Comfortable Seating
Professional Materials
Skylight
Adjustable Seating
Entrance to Computer Lab
26
Appendix A
Yearly Schedule
August 4, 2008 First Day of School
August 11, 2008 Media Center Opens for students
September 1, 2008 Labor Day
September 12, 2008 all books are due before Fall Break
September 15-19, 2008 Fall Break
September 22-26, 2008 Book Fair
October is Native American Month
October 6, 2008 Georgia Children‟s Literature Festival
October 15-17, 2008 GA COMO Conference
November 4, 2008 Professional Learning Day
November 21, 2008 all books are due before Thanksgiving Break
November 24-28, 2008 Thanksgiving Break
December 19, 2008 all books are due before Winter Break
December 21-January 5, 2009 Winter Break
January 19, 2009 Martin Luther King Jr. Day
February is Black History Month
February is Heart Health Month
February 13, 2009 all books are due before Mid-Winter Break
February 16-20, 2009 Mid-Winter Break
February 23, 2009 Six Hour Reading Logs are due
February 26, 2009 Georgia Legislative Day
March is Women‟s History Month
March is National Nutrition Month
March is Music In Our Schools Month
March 2, 2009 Read Across America Day
27
March 6-13, 2009 Book Fair
April 3, 2009 all books are due before Spring Break
April 6-10, 2009 Spring Break
April 12-18, 2009 National Library Week
May 11-17, 2009 Children‟s Book Week
May 22, 2009 all books are due
May 25 Memorial Day
May 26-29, 2009 Media Center Closed to students
May 29, 2009 Last Day of School
28
Appendix B
Sample MARC record
29
Appendix C
The Request for Consideration of Approval of Videos Form
1. Requests should be made two weeks prior to the date you are requesting to show the
videotape/DVD/Laserdisc.
2. A copy of the tape/DVD/Laserdisc must accompany the request for administrative
previewing.
3. “R” rated movies will not be approved.
4. Specific segments can be used to complement the learning activity instead of showing a
movie in its entirety.
Date of Request _______________ Teacher‟s Name ______________________
Course: ______________________ Unit Plan Topic ______________________
Proposed Date of Class Viewing _______________ Proposed Time/Period __________
Title of Movie _____________________ Rating _____ Length ___________________
Instruction objectives and Activities __________________________________________
Brief Summary ___________________________________________________________
Have you viewed the entire videotape? ___________ When? _____________
Is it void of commercials? _________
Does it contain nudity, strong language, or extreme violence? ______________________
I have viewed this material and found it to be relevant to the curriculum and appropriate for use
in my classroom. To the best of my knowledge, the material is not in violation of copyright laws.
Teacher‟s signature __________________________________ Date ________________
30
Appendix D
Copyright Power Point
County created copyright presentation2007.ppt
(Henry County Public Schools, 2007)
31
Appendix E
Copyright Notification Form
I have been given information concerning the copyright guidelines of the Henry County
Public School System. These guidelines are in my staff handbook.
Any questions should be directed to the Library Media Center Specialist.
_________________________________________ ____________________
Faculty Member Date
PRINT NAME _______________________________________________________
32
Appendix F
Contact Information for Library Associations
American Library Association (ALA):
40 E. Huron Street (mailing address is 50 E. Huron)
Chicago, IL 60611
Toll free 800-545-2433 | Direct line 312-944-6780 | Fax 312-440-9374
www.ala.org
American Association of School Libraries (AASL):
American Library Association
50 East Huron Street
Chicago, IL 60611-2795
Telephone: (312) 280-4382 | Toll free: 1 (800) 545-2433, ext. 4382 Fax: (312) 280-5276 E-mail: [email protected] | Web: http://www.ala.org/aasl
International Federation of Library Associations and Institutions (IFLA): Postal Address: P.O. Box 95312
2509 CH The Hague Visiting Address: Prins Willem-Alexanderhof 5
2595 BE The Hague
Netherlands
Tel. +31 70 3140884
Fax +31 70 3834827
E-mail: [email protected] Web: http://www.ifla.org
International Association of School Librarianships (IASL): Executive Secretary PO Box 83
Zillmere Queensland 4034 Australia
Fax: +617 3633 0570 Web: http://www.iasl-online.org Georgia Library Media Association, Inc. (GLMA): GLMA Executive Office 2711 Irvin Way, Suite 111
Decatur, GA 30030 404.299.7700 [email protected] Web: http://www.glma-inc.org
Georgia Association for Instructional Technology (GAIT): Web: http://www.gait-inc.org Georgia Council of Media Organizations (GaCOMO): Web: http://www.georgiacomo.org
33
Appendix G
Interlibrary Loan Request
Henry County Public Schools
Materials requested:
______________________________________________________________________________
______________________________________________________________________________
____________________________________________________________
American Library Association‟s Standard or Georgia Performance Standard associated with the
request of materials:
______________________________________________________________________________
______________________________________________________________________________
____________________________________________________________
Date requested: _____________________________________________
Date materials are needed: ____________________________________
Request accepted: ____________ Requested denied: _____________
Borrowing Library Signature: _________________________________________
Lending Library Signature: ___________________________________________
Due date of materials: _______________________
Restrictions of requested materials and other instructions to the borrowing library:
______________________________________________________________________________
______________________________________________________________________________
34
Appendix H
Consideration Form
©2009 by Natalie Hamlin and Whitney Fletcher
Title ___________________________________________
Author/Editor ____________________________________
Publisher________________________________________
Series___________________________________________
ISBN/ISSN______________________________________
Price___________________________________________
Format_________________________________________
Number of Copies________________________________
Why are you recommending this item for the media center?
________________________________________________________________________
Name of requestor________________________________Status__________________________
35
Appendix I
Follett Library Resources Information
http://www.flr.follett.com
Library Service Consultants
Email: [email protected]
Phone: 888.511.5114 ext. 1164
Monday through Friday
7:00 a.m. - 5:00 p.m. CST
Customer Service
Email: [email protected]
Phone: 888.511.5114 ext. 1102
Fax: 815.759.9831 or 800.852.5458
Monday through Friday
6:00 a.m. - 7:00 p.m. CST
36
Appendix J
Disposition Form
Materials to be weeded
Materials to be re-bound
(Darton College, 2009)
First 5 words of Title Call # (usually on book
spine) Comments
First 5 words of Title Call # (usually on book
spine) Comments
37
Appendix K
Links to Instruction/ In-service/ Staff Development
Stakeholder Tips: https://sites.google.com/site/stakeholdertips/
CPS In-service: https://sites.google.com/site/cpsinservice/
Education City In-service: https://sites.google.com/site/educationcityinservice/
Timeliner 5.0 In-service: https://sites.google.com/site/inservicemodule17461/
Turn of the century Pathfinder: https://sites.google.com/site/pathfindermedt6464/
Thomas Edison Pathfinder: http://sites.google.com/site/pathfinder2medt6464/
38
Appendix L
Reconsideration of Education Materials Form
(Griffin Spalding County, 2007)
Name of Complainant_________________________________________________
Address____________________________________________________________
Occupation_________________________________________________________
Media Format_______________________________________________________
Title__________________________Author or Producer_____________________
Reason for objection (cite particular sequences and approximate location in media)
Specific Objections: _________________________________________________
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
Have you read, viewed, and/or listened to the entire material to which you object?
__________________
Have you read, viewed, and/or listened to other media by the author or producer?
__________________
Are you aware of any credited reviews of the materials in question? ___________
__________________________________________________________________
With what grade level was the material in question used? ____________________
What material on the same subject would you recommend for replacement?
Title________________________Author or Producer_______________________
Copyright Date______________________
What are your suggestions for the materials in question?______________________
Is your alternate selection in our library media center?________________________
______________________________________________ Signature of Complainant
39
Appendix M
Appeal Form for Reconsideration of Materials
(Griffin Spalding County, 2007)
Name of Complainant_________________________________________________
Address____________________________________________________________
Occupation_________________________________________________________
Media Format_______________________________________________________
Title__________________________Author or Producer_____________________
Reason for objection (cite particular sequences and approximate location in media)
Specific Objections: _________________________________________________
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
40
Appendix N
Training Aids
OPAC Training Aid: https://sites.google.com/site/opactrainingaid/
Qwik Start Guide
For Destiny 9.5
MEDT 6468
Dr. Phyllis Snipes
Whitney Fletcher
Natalie Hamlin
Tiffany Johnson
41
Table of Contents
Section I: In the Beginning
Page #
4 Setting up Patrons types
4 Adding or Updating Patrons
5 Assigning Passwords and Patron Numbers
Section II: Online Patron Access Catalog
6 How to Open the OPAC
6 Types of Searches
7 OPAC Results List
7 OPAC Item Record
8 Sorting Hit Lists
8 Printing Hit Lists
9 Reserving Materials Online
Section III: Cataloging
9 Opening the Cataloging Module
9 Setting Up Material Types
10 Deleting Materials
11 Adding Materials
14 Correcting MARC Records
14 Authority File For Subjects
Section IV: Circulation/ILL
16 Opening Circulation, Using passwords
17 Checking Out
17 Checking In
18 Setting Up for Student/Parent/Volunteer Check In
18 Changing Date & Time
20 Modifying Due Dates
21 Entering Fines, Reserves & Messages for Patrons
22 Looking Up Patron Information
22 Looking Up Materials/Patrons
24 Running Overdue Notices
42
27 Printing Bills, Fines & Receipts. (Samples)
29 Using Temporary Barcodes
30 Looking Up Circulation Logs
30 Doing ILL with Destiny 9.5
Section V: Reports and Utilities
30 Backing Up Destiny 9.5
31 Running Circulation Reports (samples)
32 Inventory
33 Shelf Lists
34 Collecting Age Report (sample)
34 Bar Codes/ Spine Labels
35 Bar Codes sample
36 Custom Indexes (sample)
37 Unused Barcode Report
37 Rebuilding the System From Backup
Section VI: Troubleshooting
37-38 Troubleshooting tips
43
Section I: In the Beginning
Setting up patron types (and what patron types are available)
To set up patron types, click on “back office”, then “library policies” on the left hand side of the
page. Click on the “patron type” button next to the icon that has the two people on it. Type the
name of your patron group (staff, first grade, parent, etc.) in the field next to “patron type”. You
can create as many patron types as you would like. Now you can edit the information on the page
according to your patron type (maximum # of items checked out at once, maximum # of holds, #
of days each type of item can be checked out). There is also a statement that says “Block check
outs and renewals if the patron has fines or overdue items “ that has an optional check box beside
it if you want to activate that feature.
Adding or updating patrons
a. Creating new patron records by entering them individually
To add a patron, click on the “back office” tab, then click “add patron”. Fields marked with an
asterisk are required. Be sure to choose “patron type” on the drop down menu provided.
b. Importing new patron records from a database
To import new patron records from a database, click on “back office”, then “import patrons”.
The first sentence says “Compare each incoming _____ to the patron barcodes in Destiny”.
Choose either “barcode” or “ID number” from the pull down box to complete the command.
If your patron records contain both a barcode and an ID number, choose whether to move the
unselected identifier to the User Defined 5 field, to the District ID field, or to discard it.
If your district requires that all patron records have District IDs, Import Patrons displays "Move
the unused ID to District ID (ID must be unique)" and automatically moves the unused ID to the
District ID field.
If an incoming record matches an existing record, choose the way you want the import to handle
duplicate records by clicking on the circle to the left of the options list. It can preserve your
existing record, merge the incoming information with the existing record, or replace the existing
record.
After specifying how you want the import to manage duplicate patron records, click “browse” to
locate the import file and then “import” to start the process. Important note: The file you're
importing must not be larger than 500 MB.
Remain on the Import Patrons page until the message, “The patron import you requested has
been submitted”, appears. Once it appears, you may continue to use Destiny as normal.
44
Updating existing patron records (students/faculty who’ve changed grades)
To update an existing patron‟s record, click on “back office”, then “find patron”. Type the
patron‟s name into the “find” field and hit “search”. Once the patron‟s name comes up, click the
edit icon under their name.
Deleting patron records (students/faculty who are no longer here)
To delete a patron record, or several at once, click on “back office” and then “update patrons”.
Click on the “delete” tab in the upper right corner. On the pull down menu, select “patron
records”. You can specify the criteria on which you want to base the deletions: graduation year,
grade level, homeroom or patron type. For patrons who are no longer at the school, you can
search by patron name by going down to the phrase “based on” and then choosing “list of
patrons” in the drop down menu. You can also search by barcode from the same drop down
menu. After you select the patron records you want to delete, click “yes” when the confirmation
message pops up.
Assigning passwords and patron numbers
To assign a password to a patron, click “back office” and then “manage patrons”. Type the
patron‟s name next to the “find” box and then hit “search”. When the patron‟s record pops up,
click “edit” on the right side of the page and then scroll down to “new password” to type the
password. You will also have to type it in the “confirm password” field.
To assign a patron number, again click on “back office” and “manage patrons”. Click on this
icon. You will see on the screen that pops up that a suggested patron barcode
number is there for you. To choose it, click on the dot next to “assign next barcode”.
45
Section II: Online Patron Access Catalog
How to open the OPAC
Go to the school‟s web site. Click on “media center” on the left side of the screen. Click on the
“catalog” tab. No password is needed. In the media center, student computers have a “Catalog”
icon on the desktop. All they have to do is click the icon.
Types of searches and how to perform them
You can search the catalog by keyword, title, author, subject or series. Type in what you are
looking for next to “find” and then click one of the search icons below the “find” field. You can
narrow your search results by clicking on the drop down menus for: material location (which
school level), material type (book, kit, audio, video, etc.), award winner (Caldecott, Coretta Scott
King), reading level, interest level (by grade), or reading program (Reading Counts, Accelerate
Reader, etc.).
46
Reading an OPAC results list
When you search for a material, the results list looks like the screen shot below. The results list
includes the material‟s title, author, publication date, call number, number of copies held by the
library and the number of copies checked in at that time. It sometimes includes a picture of the
material, reading level, interest level, and Lexile number.
Reading an OPAC item record
When you click on an item, the item record looks like the screen shot below. The item record
includes: title, author, illustrator, series name, brief summary, number of copies available at the
school library and at other libraries in the county, genre, publication details, reading grade level,
and Lexile level. There are also links to click if the patron wants a list of books by the same
author or on the same subject.
47
Sorting the hit list
At the top of the hit list in the middle of the screen, it says “sort by” and there is a drop down box
with the sorting options. The hit list can be sorted by: title, author, date of publication, call
number, type of resource, status (checked in or checked out) and relevance to search term.
Printing a hit list
To print a hit list, click on the word “printable” next to the printer icon at the top right hand side
of the page. Here is a sample of an un-sorted printable hit list (it automatically puts the titles in
alphabetical order).
This is the same list sorted by publication date.
48
Reserving materials online
To reserve an item, click the word “details” next to the magnifying glass icon, which is to the
right of the title in the hit list. Next, click on “hold it” next to the book icon. . If a copy is available, a message tells you how long the library will hold it for you.
If a copy is not available now, the library will notify you when one comes in.
Section III: Cataloging
Opening the Cataloging Module
Open the media center home page and log into Destiny by clicking on “login” in the upper right
hand side of the page. Next, click on the “catalog” tab. To begin cataloging an item, click “add
title”, this is located on the left hand side of the page.
Setting up material types and designators
To set a material type, retrieve the record from the catalog. Click “edit title” on the right side of
the page. Under “material type” there will be a drop box of options to choose from including:
book, artifact, equipment, kit, music, video, etc. To choose a designator, click on “add title” on
the left side of the page and then “material type icon” in the top right corner. A list of icons will
pop up to choose from. An example of that page is listed below.
49
Deleting materials
Deleting lost or discarded materials individually
To delete an individual discarded material, go to the catalog tab, then click on “update copies” on
the left side of the page. Scan the bar code of the material you are going to discard, then check
the box marked “track as weeded” and click “go”. To delete a lost item, go to the back office tab
then click “inventory” on the left side of the page. Click on the icon “view lost”
on the right side of the page. Scroll down to find the individual item you want, and click
“delete”.
Batch deleting lost or discarded materials
To batch delete discarded materials, go to the catalog tab, then click on
“update copies” on the left side of the page. Click “batch delete” on the upper
right side of the page. You will see a box where you can search for a file of
discarded items. Upload the file and click the box marked “track as weeded”.
To batch delete lost items, go to the back office tab and click on “inventory”
on the left side. Click on the icon that says “view lost” on the right side of the
page. Scroll to the bottom of the page where it says “delete all copies marked
„lost‟ on or before” and fill in the date you want. Then click the icon on the
right side of the page that says “delete all”.
Adding Materials
To add materials to your collection, click on the cataloging tag and then on add title. Using the
drop down boxes, choose the type of material to search. Use the next drop down menu to
identify what type of search to perform. Search the database by title, author, subject, ISBN,
ISSN or LCCN to find the material in question.
50
Once the search is complete, click on the material needed.
On the next screen, click add copies
Fill in the appropriate fields and click save copies. The material is now added to your database
collection.
Importing Materials from a Vendor
To import book from a vendor you must start at www.titlewave.com and download and save the
records to your desktop.
51
To upload the new MARC records launch Destiny and select the catalog tab at the top of the
page and then on the import records tab on the right side of the page. Scroll down to the bottom
of the page and click browse to upload the MARC records downloaded from titlewave.com and
then select the Import button to add these materials to the database.
The MARC records imported are now available to view or edit to fit your media center‟s needs.
52
Correcting MARC Records
To edit MARC records in the Destiny system you click on the cataloging tab and then click on
the add title tab and enter the material being edited and finally click go. Next, select the MARC
view tab. The information highlighted in blue are the only fields that are available to edit. To
change the information, click on the highlighted information and insert the new information and
save.
53
Once the information has been saved, recommendations will be given to correct the MARC
record. You have the option to accept or decline the suggestions. If accepted the record will be
automatically updated and saved.
Authority File for Subjects
After selecting the MARC view option click on the “add site-specific heading” tab. Use the drop
down menu to choose which type of heading will be added. Choose from a general,
chronological, geographical or form heading. Fill in the next field to add a heading. Or use the
“find heading” tab to search headings for a specific title. However, you cannot change authority
headings if you are not a district user.
If you are using the “find heading” tab to search headings for a specific title, click on the heading
you wish to add.
54
Opening Circulation Using Passwords
To open circulation using passwords you must first launch the Destiny program. Once Destiny is
opened, click on your school name.
Use your given log in information to sign in.
55
Checking Out Materials
Check out materials to a patron by clicking on the circulation tab at the top of the page and then
on the check out tab on the side panel of the page.
To find patrons use the drop down box to choose the category in which to search for a patron.
The drop down box categories includes first name, last name or barcodes.
To check out the material, scan the barcode. The material checked out will now be added to the
Items out list at the bottom of the page.
Checking In Materials
To check in materials, start by clicking on the Circulation tab at the top of the page and then
click on the Check-in tab on the panel on the side of the page.
Scan the barcode on the material checked in and a list is created that includes the materials
checked in previously during the day. The list includes material turned in and the patron‟s
information. (Screen shots were omitted to keep identities of patrons confidential)
Setting Up for Student/Parent/Volunteer Check In
For students, parents or volunteers to check in materials they must first create an account and log
in. However, this function is blocked and is not accessible because we are an elementary school
media center.
56
Changing Date and Time
To change the date and time, click on the back office tab located on the top row of tabs on the
page. Then, click on the calendar/hours tab to view the calendar. To change the time of
operation select the hours link at the bottom of the page.
To change the hours of operation enter an opening and closing time and click save. Then confirm
the save by clicking yes.
57
To change the days of operation, click on the “closed” link at the bottom of the calendar page.
Then, select the days in which the media center will be closed. Don‟t forget to save your
changes and confirm the changes you have made by clicking yes.
Modifying Due Dates
To modify due dates for patrons, you must first click on the back office tab and then on the
library policies tab. You can edit due dates for patrons by clicking on the edit tool.
58
When modifying due dates you can also chose to set due dates for different types of materials.
To edit due dates by circulation type, click on the circulation types tab and select the editing tool
to make changes.
Entering Fines
To enter fines for a patron, first select the circulation tab found at the top of the page. Next,
enter the patron‟s names. On the patron‟s information page click the “fines” link to add fines.
59
Once on the fines page, the patron information will show the amount of money the patron owes.
Here you have the option of adding a fine to the patrons profile by selecting “add fine”.
Looking Up Patron Information
Patron information can be found several different ways. One way to look up patron information
is to select the reports tab at the top of the page and then the patron tab on the right side of the
page. Next, select a link to look up a specific topic about a patron or to see a specific patron‟s
statistics.
60
Looking Up Materials for Patrons /Placing Holds for Materials
To look up materials for patrons first select the circulation tab at the top of the page. Then,
select the Holds/ILL tab on the right. Next, enter the patron you wish to hold materials for and
select the add holds button at the bottom of the page.
Next, search for the specific material to hold for the patron by entering the title of the material.
A list of materials available will be created. Finally, click on the material to hold and that
material will be added and saved to the patron‟s profile.
61
Creating bibliographies is another feature Destiny has for patrons. To create a bibliography for a
patron select the reports tab at the top of the page and then select the library tab on the right side
of the page. Then, select the bibliography link.
Now you can begin creating a bibliography for a patron by filling in the appropriate fields and
then clicking on the save setup button.
62
Running Overdue Notices
To run an overdue notice, begin by selecting the reports tab at the top of the page and then
selecting the patron tab on the right side of the page. Next, select the Current Checkouts/Fines
link.
Now, create the format in which to create an overdue notice by selecting the appropriate fields
and then clicking on the continue button at the bottom of the page.
63
Then, limit the results by selecting the appropriate fields and selecting the continue button at the
bottom of the page.
Finally, add the details that will be printed on the overdue notices by completing the appropriate
fields. Here you have the option of running overdue notices by homeroom teacher, grade level
or by a specific patron.
64
When all steps are completed a job list screen will appear and give you the option to print the
notices. Click on the appropriate items and then select the run notices button and then on view
list link. The final report will show in a new window as a PDF file for you to print.
Creating and Printing Receipts
To print a receipt for paid fines, select the circulation tab at the top of the page and the check out
tab on the right side of the page. After entering the patron‟s barcode, first or last name, the
patron‟s information will appear in a new page. Here media specialists are able to view any fines
a patron may have. Next, enter the amount being paid in the field provided and click on the
update button. The receipt will show in a new window for you to view before electing to print
the receipt.
65
(Trude Hinson gave permission to use her patron information for this screen shot.)
Sample
This is a sample of an overdue notice. All bills, fine and receipts are shown in PDF files to
preview before printing. Receipts print all patron and material information including barcode
numbers for both the patron and material. The receipts also show the amount owed by the patron
as well as the amount paid.
Using Temporary Bar Codes
66
To assign a temporary Bar Code you must be logged into Destiny and in the circulation tab.
Once you are in the circulation tab, you click in the Title box. You must fill in the information in
the form. Then, you need to check the box that says “Title is deleted when checked in “. This
will assign a temporary bar code and then delete it when the material is checked back in.
Look up circulation logs
67
Doing ILL with automation system
•The Henry County School System does not have access through Destiny for the Interlibrary
Loan System.
Section V: Reports and Utilities
Backing up the system
•The feature is not accessible to Henry County system through Destiny.
•The Henry School System completes backups to the system through the central office off site.
•The individual schools do not have access or abilities to back up the automation system.
Running Circulation Reports (sample)
Example of a circulation report for a person
68
(Permission was given by Trude Hinson to use her circulation report.)
Inventory
69
To retrieve an inventory within the Destiny System, you click on the back office tag. Once you
are in the Back Office area, you will then click on the inventory tab on the left hand side of the
screen. Current and past inventories are stored here. If there is an inventory available, you can
click to view it.
Shelflist
70
To view a shelflist, you click on the report tab. Then click on library. You will then see a tab for
shelflist. The shelflist will show books in the exact order that they should be in on the shelves.
The shelflist is great to use when completing an inventory each year.
Collection Age Report
71
To view a collection age report, you click on reports, then the library tab. Then you click the
collection statistics tab. You can view copies with dates, and average age according to the range.
Bar Codes
72
To obtain bar codes, you must be under the report tab in Destiny. Click on the Library tab on the
left hand side of the page. Click on the barcode link and you can select from used to unused
barcodes to search the reports. You can also put in the range of call numbers to find.
Spine/pocket label
73
To create spine or pocket labels, you need to click on reports, library and then spine/pocket
labels. From there you can make spine labels from list or date. Then you can print them for the
books.
Custom Indexes
To generate a custom index report, you must first click on the Reports tab at the top of the screen
in Destiny. Then click on the library tab. Once you are in the library tab, you click on
bibliography. Click, “create bibliography”. You can search by any criteria. For this example, it
shows a report by call numbers. It will generate the report for you, and you can just click, “view”
to see the report on a custom index for call numbers.
Unused Barcode Report
74
To retrieve unused barcode reports, go to my library. Then click on library, click barcode list,
and then click on used barcode list report. There you view the barcodes that have not been used.
Rebuilding the system from back up
•The Henry County School System completes all the backups at the county level. The media
specialists within the actual schools do not complete any of the backups for the system. So
rebuilding the system from back up is not possible with in the media center.
Section VI. Troubleshooting
-Basic problem solving
Whenever a problem may arise it is important to remember that help is not far away. When you
have questions about a specific application remember to use the on page help. To access the on
page help, click on the “?” located in the top right corner of the page.
-Students not showing up in the Destiny Database
Note: Each night Destiny updates through Infinite Campus. So any new students or withdrawn
students are updated every evening.
First, see if the student came from within county. If they did, then you can find them through a
search at their other school. To do this, go to the check out screen and search for the student.
Make sure “only my patrons” is not checked that it will search the entire database. IF the student
is new, the system may not have updated the students‟ information yet. If the student has been
enrolled in the school for a few days, verify all the students‟ information to make sure spellings
and information is correct, and the student has been fully withdrawn from the other school. IF the
student still does not appear, contact the media department at the county office to put in a work
order to have the database looked at.
-Unable to maintain circulation data when internet is down
75
To avoid not being able to use your system if the internet connection goes down, be sure to
download Follett Remote to your desktop. Follett Remote allows you to continue to keep a
record of circulation data when the internet is down. To download, log into Destiny, click “help”
in the top right corner, and in the question box type “Follett remote”. Choose “how do I get
Follett Remote”. Instructions will prompt you to load the program onto your desktop.
76
References:
AASL & AECT. (1998). Information power; Partnership for learning. Chicago:
American Library Association.
Aberdeen Elementary School (2009). Aberdeen Elementary Media Center
Policies and Procedures 2008-2009. Retrieved July 6, 2009 from, Aberdeen Elementary Media
Center Web site:
http://schoolcenter.mcs.k12.nc.us/education/components/whatsnew/default.php?sectiondetailid=
15315&PHPSESSID=snmzowno
Baltimore County Public Schools (2009). Selection criteria for school
library media center collections. Retrieved June 23, 2009 from, Baltimore County Public
Schools Web site: http://www.bcpa.org/offices/lis/office/admin/selection.html.
Bishop, K. (2007). The collection program in schools: Concepts, practices, and information sources
(4th ed.). Westport, CT: Libraries Unlimited.
Darton College (2009). Library weeding request form. Retrieved June 30, 2009 from, Darton College,
Library Web site: http://www.darton.edu/~dclib/forms2007/weeding-form.php
Griffin Spalding County School System (2007). Griffin Spalding County School media handbook (rev.
ed.). Griffin, Georgia: Griffin Spalding County Schools.
Henry County Public Schools (2006, November 13). Board policy: instructional materials. Retrieved
June 22, 2009 from, Henry County Public Schools Web site:
https://eboard.eboardsolutions.com/ePolicy/policy.aspx?PC=IFA&Sch=4088&S=4088&RevNo=
1.21&C=I&Z=P
Henry County Public School System (2008). Henry County Schools media
specialist handbook (rev. ed.). McDonough, Georgia: Henry County Schools
Henry County Public Schools. (2008) SACS/CASI district accreditation
self-study report. Retrieved January 20, 2009, from,
http://www.henry.k12.ga.us/attachments/Final_SACS_Report.pdf
Justia Legal Services and Lawyers (n.d.). Justia us laws. Retrieved July 9, 2009 from, Web site:
http://law.justia.com/georgia/codes/20/20-2-1013.html
Media Programs (IFBD) Rule 160-4-4-.O1, Georgia State Board of Education (1998). Retrieved March
23, 2009, from http://www.doe.k12.ga.us/_documents/doe/legalservices/160-4-4-.01.pdf
Morningside Elementary (n.d.). Morningside Elementary media center
handbook. Retrieved July 6, 2009 from, Morningside Elementary Media Center Web site:
http://www.hcbe.net/schools/MSE/media/files/03220440A5CE4291991CD67F6AD19A5C.pdf
77
Richmond School District (2008, November 10). Richmond School District policy statement selection
and adoption of LMC materials. Retrieved June 22, 2009 from, Richmond School District Web
site:
http://www.richmond.k12.wi.us/Portals/RichmondSchool/362%20Selection%20&%20Adoption
%20of%20LMC%20Materials.pdf
Stephens, C.G., & Franklin, P. (2007). Library 101: A handbook for the school library media specialist.
Westport, CT: Libraries Unlimited
The Chicago School of Professional Psychology (n.d.). The Chicago School library gift policy.
Retrieved June 22, 2009 from, The Chicago School of Professional Psychology Web site:
http://74.125.113.132/search?q=cache:j9AYE0ANSooJ:www.thechicagoschool.edu/resources/co
ntent/1/0/7/4/documents/The_Chicago_School_Library_Gift_Policy(1).doc+donated+materials+
school+library+policy&cd=4&hl=en&ct=clnk&gl=ca