III/1

Management

Section III: Management Research Findings AASL: Position Statement on Preparation of School Library Media Specialists Information Power: Professional Responsibilities of the Library Media Specialist Library Media Personnel - Job Classifications M-DCPS School Allocation Formulas for Library Media Program (Support Positions) M-DCPS Job Description: Media Specialist M-DCPS Job Description: Library/Media Center Assistant Nonprofessional Responsibilities of the Library Media Assistant M-DCPS Job Description: Audiovisual Specialist M-DCPS Job Description: Audiovisual Operator - Clerk M-DCPS Job Description: Instructional Technology Specialist M-DCPS Job Description: Television Systems Technician M-DCPS Job Description: Computer Specialist M-DCPS Job Description: Microsystems Technician Out of Field Personnel Substitutes Student Aides Job Description for Library Media Student Aides Application for Library Media Student Aides Authorized Library Media Courses for Secondary School Students Television Production in Elementary Schools Library Media Center Volunteers - Planning and Recruitment Orientation and Training Retaining Volunteers

III/2

Management Letter for Volunteer Recruitment Golden School Award Library Media Advisory Committee Organizing the School Year Facilities Capacity Shelving Temperature and Humidity Noise Furniture and Seating Library Media Specialist’s Office and Circulation Desk Electrical Capacity Computer Workstations Production Areas

Security Systems Storage Areas Special Needs and Equal Access Custodial Services Capital Improvement Projects Funding for Library Media Materials Discretionary Funds Program 9583 EESAC Funds Library Media Matching Funds Internal Accounts Donations and Fundraising Projects Grants

III/3

Management Budget Funding Responsibility Recommended Budget Calendar Allocations Recommended Funding Levels Budget Proposal Preparation Needs Assessment: Faculty – Sample Needs Assessment: Students/Parents – Sample Three Year Goals and Objectives – Sample Budget Proposal Expenditures and Summary – Sample General Purchasing Procedures – Bid Requirements Purchasing Library Media Materials Required Commercial Cataloging and Processing Electronic Ordering Service Print and Nonprint Materials – Direct Vendor Order Magazine and Newspapers Audiovisual Equipment Computers Library Supplies Stores and Distribution Orders (S & D) Projection Lamps (Bulbs) Furniture and Office Machines How to Complete Purchase Requisitions Division of Procurement and Materials Management – Buyer List Library Media Account Numbers Suggested Requisition Comments

III/4

Management Requisition Control Worksheet – Sample AASL Confidentiality of Library Records Circulation of Library Media Center Resources – General Circulation Guidelines Circulation System Destiny System Destiny System Failure Circulation Policies Overdues Fines/Fees Lost and Damaged Materials Returned Materials Reserved Materials Reserved Collections Bibliographies Interlibrary Loan M-DCPS Interlibrary Loan Request form WLRN Video & Film Library – Circulation Guidelines Approval for Off Campus Use of School Property Record Keeping Annual Library Media Center Statistics and Inventory Report Utilization-Circulation Utilization-Attendance Financial Records Annual Reports Florida Department of Education School Summary Data

III/5

Management STaR Report Annual Library Media Center Statistics and Inventory Report

Inventory Time Required Closing Policy Inventory Count Guidelines Manual Inventory Procedures Inventory of Print and Nonprint Materials Audiovisual Equipment

Automated Inventory Procedures

Property Control Inventory Library Media Center Policies and Procedures Handbook Policies and Procedures Handbook Components Repair of Audiovisual and Computer Equipment Emergency Preparedness for School Library Media Centers Hurricane Tornado National Emergency Property Loss from Vandalism, Theft, Fire, and Windstorm Salvage Procedures for Water-Damaged Library Books and Materials Mold and Mildew Moving a Library

III/6

Management

Research Findings Schools at all levels with a certified library media specialist and better staffing (more than 60 hours per week) have higher FCAT scores. In Florida’s public schools where there is a university-trained certified library media specialist:

There are more total library staff hours per week. There are more books per student.

There are more subscriptions to newspapers and periodicals.

There are more computers in the library media center per 100 students.

There are more computers in the school per 100 students.

The library media budget per student is higher.

Students visit the library media center more often.

Circulation is higher.

Each of these contributes to higher academic achievement by the FCAT.

Making the Grade: The Status of School Library Media Centers in the Sunshine State and How They Contribute to Student Achievement

Donna J. Baumbach

III/7

Management

Library Media Personnel Allocations for library media professional and support personnel are determined by the school’s Full Time Equivalent (FTE) student count. The formulas for calculating the number of units assigned to schools and the procedures by which allocations are determined are outlined by the Office of Budget Management in the School Allocation Handbook and are revised each summer. Allocations are of two types: revenue and non-revenue. Revenue allocations are those that can be converted by the principal into other types of positions or into discretionary funds that would be expended at the school level. Non-revenue allocations are those that can be used only for the purposes for which they are allocated to the individual school. Although library media professional and support personnel are revenue, the basic staffing allocations are essential in order to provide the levels of service and library media program development necessary to maintain a successful program. Job Classifications The school library media program is managed by one or more Florida Department of Education certified media specialists with professional preparation in educational media, library, or information science. Library media specialists come under contract provision and salary schedules of instructional personnel. Job classification numbers are as follows: Job Code 1301 Elementary Library Media Specialists 1302 Middle School Library Media Specialists 1303 Senior High Library Media Specialists 1304 Vocational/Technical Library Media Specialists 1305 Adult Vocational Library Media Specialist Program 7000 Object 5128 Function 6200 In large elementary schools and senior high schools, two or more library media specialists may be employed based on FTE allocations.

III/8

Management

MIAMI-DADE COUNTY PUBLIC SCHOOLS JOB DESCRIPTION

CLASS TITLE: Media Specialist JOB CODE: Multiple DEPARTMENT: All Schools DATE: 04/14/93 BASIC OBJECTIVES This is a professional position responsible for assessing and meeting needs of students and faculty for information and for developing programs to stimulate students’ interests in reading and use of a variety of multimedia resources. JOB TASKS/RESPONSIBILITIES 1. Plans information skills instruction correlated with subject-area curricula

with teachers and shares in delivery of instruction. 2. Works with teachers to develop educational objectives, to plan learning

experiences, and to identify media appropriate to the particular instructional design.

3. Evaluates, selects, and orders appropriate library media materials and

equipment. 4. Works with other educators to plan and evaluate library media programs

and services. 5. Organizes and delivers library media services in the school. 6. Administers the library media center budget. 7. Organizes the collection for easy and quick access and efficient circulation

of materials and equipment 8. Plans for and stimulates effective use of media facilities, materials, and

equipment. 9. Maintains the collection including materials and equipment and inventories

the collection annually. 10. Keeps accurate budgetary and inventory records. 11. Assists teachers and students in designing and producing learning

materials and supervises the design and production of materials. 12. Trains students and teachers in the use of equipment necessary for

effective utilization of materials.

III/9

Management

13. Plans and implements inservice training for teachers in selection and use of appropriate learning resources.

14. Assists students and teachers in selection and use of appropriate learning

resources. 15. Promotes reading, listening, viewing, and computing. 16. Coordinates district media services in the school. 17. Supervises the clerical staff of the media center. 18. Performs related work as required or as assigned by the supervising

administrator or his/her designee. PHYSICAL REQUIREMENTS This job requires the following physical activities: bending, crouching, reaching, sitting, standing, finger dexterity, grasping, talking, hearing, and visual acuity. The work is performed primarily indoors. MAXIMUM QUALIFICATION REQUIREMENTS As specified in the State Statutes.

III/10

Management

Nonprofessional Responsibilities of the Library Media Assistant

User Assistance – The Library Media Assistant:

• helps patrons locate print and nonprint materials and equipment when the library media specialist is instructing students or planning with teachers;

• supports library media center activities that reinforce student reading, listening,

viewing, computing, and information skills;

• uses Destiny to create bibliographies and gathers reserve materials as requested.

Library Media Center Operations – The Library Media Assistant:

• maintains library media center facilities and resources, including the timely return of materials to the shelves and the orderly arrangement of materials;

• operates Destiny for daily circulation of materials, overdues, lost and damaged

materials, reserve materials, circulation statistics;

• responds to inquiries from patrons regarding media center records;

• assists in the training and monitoring of student aides and volunteers;

• opens and closes the library media center as directed. Collection Maintenance – The Library Media Assistant:

• maintains a database consideration file, prepares requisitions, clears invoices, and maintains records for the acquisition of library media material;

• assists in maintaining and discarding print and nonprint materials;

• keeps inventory, maintenance, and survey records pertaining to all library media

materials and equipment;

• processes all materials and equipment for circulation;

• assists with the annual inventory of all materials and equipment and the preparation of annual reports.

Secretarial Tasks – The Library Media Assistant:

• types correspondence; maintains files; collects, deposits, and posts monies;

• maintains an adequate inventory of library media supplies;

III/11

Management

• performs other related duties of a comparable skill level as required to facilitate library media program operation.

III/12

Management

Out of Field Personnel

Library media specialists and school administrators are encouraged to recruit to the library media services profession those teachers who are enthusiastic, creative, have a good rapport with their colleagues, and are knowledgeable in instructional materials and technologies. It is recommended that these individuals contact the Instructional Supervisor of Library Media Services for current information on career opportunities and educational requirements.

Substitutes

By union contract agreement between M-DCPS and the United Teachers of Dade, school administrators are authorized to make every effort to hire a substitute for all special subject area teachers, including library media specialists. Schools that hire a daily permanent substitute may want to train that person to operate the library media center when the library media specialist is absent. In addition, special subject area teachers are not to be used as substitutes for other instructional personnel except in emergency situations.

III/13

Management

Student Aides The following is a list of the most common routines performed by student aides and the instruction that is required prior to assigning the task: Responsibility Instruction Materials circulation Circulation procedures Shelving returned materials Numerical/alphabetical arrangement of the library media center Completing simple materials processing Demonstration by library media procedures specialist or clerk Cleaning and operating audiovisual Care and operation of equipment equipment Helping other students locate materials Location of materials including reference volumes, periodical indexes, and electronic resources Delivering materials/messages Knowledge of school plant and training in good public relations skills Preparing display materials Demonstration by library media specialist or clerk Keeping the library media center neat Oral communication of expectations and clean Assist with morning announcements Demonstration by library media specialist Monitor computer stations and copy Demonstration by library media machines specialist or clerk Compile database of order considerations Demonstration by library media specialist Check in/prepare periodicals Demonstration by library media specialist or clerk The degree of responsibility and the amount of time student aides serve in the library media center will vary at different levels. The elementary student interested in assisting in the library media center might come in before school or for brief periods during the school day. At the middle school level, the library media specialist might encourage

III/14

Management

students interested in helping in the library media center by forming a Library Club. The library media courses authorized by M-DCPS for secondary schools can be located in the List of Authorized Courses. These courses include Multimedia Production and Library/Multi-Media courses for middle school students and Television Production and Radio Broadcasting for senior high students.

III/15

Management

Job Description Library Media Student Aides

The following is a suggested job description and application for those library media specialists who utilize a student aide program. BASIC OBJECTIVES Library aides assist the library media specialist in maintaining an efficient library media center. In addition, the library media aides acquire knowledge and skills relating to library media center management. JOB TASKS/RESPONSIBILITIES Provides assistance with library media center materials circulation Shelves returned materials Completes simple materials processing procedures Cleans and operates audiovisual equipment Assists other students in locating materials Delivers materials/messages Prepares display materials Aids the library media staff in maintaining a neat and orderly library media center Assists with morning announcements Monitors computer stations and copy machines Compiles databases of order considerations Checks in and prepares periodicals REQUIREMENTS Library media aides are expected to follow all school rules and exhibit courteous behavior to all library media center patrons. They are to report to the library media center at the designated time to receive instruction for the tasks for which they are responsible.

III/16

Management

Application for Library Media Student Aide

Students, DO YOU HAVE... ...an interest in learning more about the school library media center? ...a sense of responsibility? ...an ability to work cooperatively, as well as independently? ...a helpful attitude? AND...

...do you listen to and follow directions? IF SO…

…consider becoming a library media student assistant! Selection of student assistants is based on the following: Student application Interest Conduct Teacher recommendation Name:______________________________________________Homeroom:_________ Previous experience that you feel might qualify you for this job: ___________________ ______________________________________________________________________ ______________________________________________________________________ Special skills or hobbies: _________________________________________________ ______________________________________________________________________ Why do you want to become a library media student assistant? ______________________________________________________________________ ______________________________________________________________________ _________________________ _________________________ Student’s Signature Teacher’s Signature ______________________ Parent’s Signature Thank you for your interest. You will be notified of the results of your application.

III/17

Management

I have read and understand the requirements of this job. I agree to perform the responsibilities. I understand that if my performance is unsatisfactory, I will be unable to continue to work as a library media aide. _______________________________________ _______________________ Student’s signature Date _______________________________________ _______________________ Parent’s signature Date

III/18

Management

Television Production in the Elementary School

A television studio in an elementary school is a wonderful opportunity to spotlight and challenge students to gain independence in planning, writing, producing, supervising, and performing in television productions. Opportunities for diversified public speaking and production experiences are provided through the daily morning announcement program broadcast over the school’s closed circuit television system. Included in this daily news show are news anchors, guest announcers, student/class performances, multicultural interactive activities, art displays, vocal music interpretations, and presentations of student awards for notable achievements. These programs can be broadcast and videotaped for incorporation into an end-of-school documentary. To give exposure to a majority of students, many schools select a different broadcast team each nine week period. Students may be selected from the one or two oldest grade groups in the school. After the first nine weeks, the departing team can train the next team. Students selected as news anchors provide the school announcements and commentary. These students require a high level of self-presence and confidence, as well as skill in public speaking. Other students can be selected to perform technical tasks through instruction and experience in the use of audio and video production equipment, including recorders, computers, cameras, lights, and microphones. Guest announcers can be members of a class responsible for a given time period to present reports related to historical events, notable persons, as well as trivia questions related to curricula. Responsibility for the guest announcer spots requires that students synthesize information acquired through independent research. Students can report local or national events of importance; birthdays of famous people, students and staff; daily lunch menus; sports (local student leagues, as well as local, state, and national teams); movie and book reviews. Various themes can be correlated with classroom activities such as global awareness, historical events, current information, and trends. Interviews can also be conducted with special guests such as career opportunity representatives, safety experts, etc. Student Council members can also advertise school-wide projects and events. Administrative staff can recognize other students through cameo appearances, Student of the Week programs, Perfect Attendance, etc. Interested students can apply to audition and be judged and selected by a group of teachers and administrators. Morning announcement programs can be customized through the use of character generators, computers, student artwork and displays. Many schools begin with selections of patriotic, traditional, and popular music coordinated with the music teacher and prerecorded or performed live. WLRN Channel 17 also has a patriotic broadcast that can be videotaped and incorporated into the school’s broadcast. Certain news segments could also be recorded at later times during the school day and then shown at broadcast time. It is suggested that schools planning a morning announcement program research and visit other schools with successful programs.

III/19

Management

Library Media Center Volunteers

Planning for Volunteers Determine what jobs or tasks are needed in your library media center. Here are some possible suggestions for effectively utilizing volunteers: Shelving Books Filing Catalogs Processing New Materials Entering Data Checking in Magazines Maintaining a Consideration File Running Errands Photocopying Materials Mending Books Reading to Children Locating Materials Operating the Circulation Desk Answering the Phone Assisting During the Book Fair Arranging Displays Organizing Materials Listening to Children Read Assisting with Technologies Cleaning and Straightening Creating Bulletin Boards Assisting with Inventory Working with Overdues Checking in M-DCPS Films/Videos

Recruitment of Volunteers

Library media specialists should actively recruit library media center volunteers. Here are some strategies that may be helpful: Speak at the first PTA/PTSA meeting or Parent’s Night on the opportunities and

rewards of volunteering in the library media center. If the principal consents, have volunteer recruitment forms available in the school

office to be given to parents as they register their children. Send recruitment forms or a brochure home to all parents with their children. Ask other volunteers, teachers, secretaries, and guidance counselors for help in

obtaining volunteers. Ask parent volunteers to recruit among their families, friends, and neighbors. Contact church, temple, and civic groups in the area of the school and ask if you

can recruit volunteers at a meeting or in their newsletter. Contact your school’s Dade Partners, requesting help in finding volunteers. Set up a booth at the school’s annual Open House. Serve coffee and pass out

recruitment forms. Request volunteers through the Parent Newsletter and school webpage.

III/20

Management

Orientation and Training of Volunteers Information such as policies, guidelines, forms, etc. regarding the school volunteer program can be obtained from the Bureau of Community and Hospitality Services, Miami-Dade County Public Schools. Volunteers are required to fill out a School Volunteer Program Registration Form (FM 1764E Rev. 06-04) and to sign in and out on a School Volunteer Program Attendance Log (FM 3953 Rev.05-04) each time they are in the school. An orientation meeting for all volunteers should be conducted. Share information about school policies and library media center procedures. The outline below may be used as a guide. I. Welcome and Introduction of Permanent Library Media Center Staff II. School Policies Dress and Conduct Parking Teacher’s Lounge Discipline Releasing Children to Adults Visitors Students Visiting/Leaving Library Media Center Lost and Found Use of Telephone III. Responsibilities Acceptance of School Policies Dependability Confidentiality: Staff, Child, School Records Absences Signing In and Out Procedures/Location (Volunteer Hours Book) IV. School Facility Fire Drill Procedures Restroom Locations Work Rooms Eating Facilities V. Library Media Center Arrangement Circulation Desk Resources: Print and Nonprint Equipment

III/21

Management

Retaining Volunteers Listed below are some suggestions for retaining volunteers: Remember volunteers cannot be thanked too many times. Include volunteers in planning. It is a good idea to work with the volunteers,

encouraging suggestions instead of requiring tasks. Check often with the volunteers to let them know you are interested and that they

are needed. Show a genuine interest in the volunteers and their children. Be flexible, remembering they are volunteers. Be patient as volunteers are learning new tasks. Assign the volunteers tasks that will keep them busy and interested. Continue to compliment, praise, and thank volunteers. Assign tasks that will increase the skills and knowledge of the volunteers. Change the assignment of tasks if volunteers appear bored. Give awards and recognition to stress the volunteers’ importance and to show

appreciation. Remember, volunteers can be the best advocates for the library media program if

they have a positive experience.

III/22

Management

Letter for Volunteer Recruitment Dear Prospective Volunteer, Please consider becoming actively involved in our school. Investing your time and talents can increase your child’s success at school because: your involvement shows your child that you believe school and learning are

important; you help to create a more productive learning environment, thereby benefiting

your child and all students; your presence as a caring, supportive adult will give your child a feeling of pride

as you set an example for other parents; and you strengthen your partnership with the school in helping your child and other

children to become productive, responsible adults. Please remember you don’t have to be a trained teacher to be a library media center volunteer. All you need is what you have - a love for children, an interest in their education, and a willingness to help. We will provide any training or instruction that you need. We hope that you will make time to join us as a library media center volunteer. Call to learn how you can participate. Sincerely, _______________________ Library Media Specialist _______________________ Principal

III/23

Management

Library Media Advisory Committee The primary purpose of the Library Media Advisory Committee is to provide:

a link between the school library media program and the school community an opportunity for those being served by the library media program to participate

in defining its goals and objectives.

Selected jointly by the administration and the library media specialist, the committee should consist of a broadly representative group of faculty members with particular insights or skills in order to focus on a specific task or objective. The library media specialist should serve as chair or facilitator of the committee, and meetings should be scheduled at least twice a semester. Minutes should be taken at each meeting and distributed to the committee members prior to the next meeting. The Library Media Advisory Committee composition should include: Elementary Administrator Library Media Specialist Primary Teachers (2) Intermediate Teachers (2) Special Teacher PTA/PTSA Member Student Secondary Administrator Library Media Specialist Department Chairpersons or Designees PTA/PTSA Member Students Tasks assigned the committee should include:

program evaluation formulation of goals and objectives gathering and analyzing information about the needs and expectations of the

school community determining program priorities reviewing and redefining library media center policies for the faculty and student

handbooks ensuring access to the full range of library media center resources.

III/24

Management

Organizing the School Year First Days of School

Process mail that has accumulated over the summer. Sort out items that –

1. need immediate attention 2. can be handled later, and 3. can be routed to others for handling or disposal (i.e., catalogs to be filed)

Set calendar for school year in Destiny.

Make copies of forms to be used during the year (Magazine requests, planning

sheets, scheduling sheets, circulation record forms, etc.)

Review or set up check-out procedures for equipment both short- and long-term check out. Issue equipment (long-term) to individual teachers or departments/ grade levels. (Be sure to keep very accurate records.)

Prepare bulletin boards and displays for the opening day.

Review or set up circulation procedures and overdue procedures. Make any

adjustments.

Revise and update policy and procedures manual.

Plan and implement orientation for new teachers.

Schedule classes (or just new students) for orientation

Soon after the school year begins, meet with teachers to schedule regular planning sessions.

Prepare your planning calendar. (Include order dates, professional meeting days,

conferences, special events, etc.)

Organize file folder for each month of the school year. Put pertinent information and reminders for each month in the corresponding folder. As memos and forms come to you in the opening weeks, file them by month due or by the prior month. Be sure to get in the habit of checking these files on a regular basis. If you produce a library newsletter, this is a good method to use for compiling information for each month’s issue. (You could even create five additional file folders for each day of the week to break down large tasks into smaller ones and to help you keep organized on a daily basis.)

Edit and type your program and Professional Development Plan (PDP) goals and

objectives for the school year and submit them to the administration.

Develop plans for an adult volunteer or student assistant program. This will involve recruitment, interviews, and training sessions. The assistant program

III/25

Management should be in place shortly after the school year begins. (Don’t forget about TV news announcers.)

Add reminders to your end-of-the-year procedures as you think of ways that early

planning could ease first-of-the-year tasks. First Weeks

Develop plans for a library advisory committee. Arrange to meet with grade levels or departments to survey needs. (This is also a

good time to discuss coordination of information literacy skills with other curricular needs.)

Organize volunteer program. (Recruitment, training session, etc.) PTA/PTSA can

be very helpful in organizing this program.

Plan a schedule for continuous inventory. (Set the beginning date, determine the order in which sections will be completed, decide how volunteers can help.)

Weed and update business files, including publishers’ catalogs.

Write a prioritized list of library needs. Be prepared in case funds become

available from clubs and organizations or other sources.

Schedule a budget meeting with your principal.

Review instructions and prepare magazine order.

Watch for book order instructions. Mark the calendar for the date due for orders.

Plan open house activities.

Schedule a book fair for the year.

Prepare displays and promotions for the Superintendent’s Books of the Month.

Prepare displays for Hispanic Heritage Month in October.

Prepare for National Geography Awareness Week in October.

October

Change bulletin boards and displays. Consult with the administration about procedures for providing inservice

workshops. October through January should be spent in preparing for spring workshops. Write and conduct a survey to determine faculty interest in workshop topics.

Finalize budget with principal after principal’s district budget conference.

III/26

Management Complete Library Media Matching Funds application packet.

November

Make final selections for purchasing from consideration file and prepare orders. Change bulletin boards.

Begin planning and organizing exhibits and displays for January celebrations.

Check inventory progress. Update circulation records.

Organize holiday activities.

December

Place orders online. Set up holiday displays and bulletin boards.

Check your records for end-of-the-year deadlines.

End of Semester

Be prepared to compile statistics (number of classes using center, circulation figures, number of bibliographies developed, etc.) should your administrator request this information. Highlight activities and professional participation.

Remind teachers of available services through a January newsletter or special

communication.

Collect overdue materials.

Check progress of the inventory. January

Set up exhibits and displays for January celebrations. Begin making plans for National Library Week and Florida School Library Media

Week in April.

Contact speakers and prepare displays for African American History Month in February.

Begin preparing for Holocaust Awareness Days in February.

Evaluate progress for meeting goals.

Check inventory progress.

Finalize inservice activities.

III/27

Management February

Implement activities for African American History Month. Implement activities for Holocaust Awareness Days.

Provide planned inservice activities during the months of February to May.

Plan activities for Women’s History Month in March.

Check progress of activities for National Library Week and Florida School Library

Media Week in April.

March

Begin to verify that all purchase orders have been placed online and that funds have been encumbered.

Implement special activities for Women’s History Month.

Complete plans for National Library Week and Florida School Library Media

Week in April.

Conduct faculty needs assessment and begin to compile orders for next school year.

April

Complete verification that all purchase orders have been placed and that funds have been encumbered.

Celebrate National Library Week and Florida School Library Media Week.

Plan budget requests for the next school year.

May

Change bulletin boards and displays. Check to see if all orders have arrived and been received. Contact vendors on

any outstanding orders or backorders.

Prepare orders to use any unspent funds.

Check inventory progress. End of Year

Collect all overdue materials. Evaluate goals/ objectives for next school year.

III/28

Management

Stage an appreciation event for volunteers and student assistants.

Check in returned equipment. Store. Send broken equipment to repair. Submit reports of lost equipment not reported earlier.

Begin planning inservice programs for the fall.

Prepare end-of-the-year report if required by administration and submit.

Complete inventory report.

Conduct final back up of circulation system.

Make tentative plans for beginning of the year orientation for new or returning

faculty.

Write a newsletter for the first of next school year. (Highlight services and policies.)

Prepare library for summer closing or prepare for summer school.

III/29

Management

Facilities Capacity The facilities should seat at least one class in the elementary school or two classes in secondary school, as well as accommodate areas for individual and small group use of media materials. Shelving Shelving capacity should be adequate to house the complete print and nonprint collection in standard Dewey Order. Only standard library shelving that meets district specifications should be purchased for the library media center. It is suggested that the library media specialist contact the appropriate buyer in the Procurement Management Services for information on pricing, specifications and manufacturers. Temperature and Humidity High temperature and high humidity cause serious problems with mildew of books, nonprint materials, computer software and electronic equipment. Low humidity can cause brittleness. Storage of all items should provide for adequate circulation of air and air conditioning with humidity control for the school year and especially for the summer months. If the school is to be closed for an extended period of time, arrangements should be made with the school principal and/or custodians for provision of daily air conditioning or ventilation of library media materials and equipment. Humidity should be between 40 and 60 percent. Temperature should be between 70 and 75 degrees Fahrenheit. The normal air conditioning system for this area is to maintain temperature and humidity during operating periods when the area is occupied. This is to be controlled by the building energy management system (EMS). Separate dehumidifying equipment is recommended to maintain a maximum of 60 percent relative humidity when the area is unoccupied. Noise Acoustics are a significant inhibitor to productivity and that the presence of noise is directly related to lower test scores. Even low background noise can annoy and distract from desired learning tasks. Carpet and drapes can help to lower the noise level and add color, form, and texture to the learning environment. The general layout of the library media center should be designed to avoid direct sound paths. Furniture and Seating Furniture should be arranged to create an unobstructed, expansive appearance that provides for individual, small group, and total class seating. While regular classroom tables and chairs may be used in the library media center, only standard library furniture should be used for the circulation desk.

III/30

Management

Facilities

Library Media Specialist’s Office and Circulation Desk An office for the library media specialist is essential. Here the library media specialist may conduct collaborative planning sessions with teachers or hold private conferences with teachers and students, as well as deal with the administrative details of the library media center. The circulation desk should be located in the main area and near the library media specialist’s office, if possible. It should be large enough to handle all distribution procedures for the library media collections.

Electrical Capacity

To accommodate the growth of learning technologies, it is essential for the library media center to have a sufficient number of electrical outlets in all areas of the room. It is recommended that these be recessed into the floor approximately every 10 feet in order to eliminate the necessity of running extension cords to perimeter walls. This need should be addressed before new carpeting or flooring is installed. Computer Workstations

Computer tables for students should have adjustable keyboards to accommodate the needs of various students. The table should be large enough to hold text materials. The surface should be a lighter color with a dull matte finish. The workstation should have some means of cable maintenance so that the cable does not tangle under the user’s feet. Chairs should provide back support and slope at the front edge, with no sharp corners. Keep computer ergonomics in mind. Production Areas

Smooth tables, proper lighting, and adequate materials and work area are all that are necessary for the library media specialist to instruct students and teachers in a variety of simple production techniques. These activities are not restricted to the library media center, but should be extended into the classroom as well. Basic equipment is necessary for video production. However, a formal studio is not essential to provide quality presentations. The library media specialist and students can use lightweight, portable equipment to film on location throughout the building. Any attractive background, including book shelves, bulletin boards, and outside scenes can serve to set the scene and give visual appeal. Should a school wish to invest the funds in a formal production studio, the library media specialist and principal should consult with staff from Library Media Services and the Department of Media Programs during the project’s planning stages. Security Systems Security alarm systems serve as a protection against theft of costly and popular equipment. All middle and senior high schools should have their theft detection systems properly maintained.

III/31

Management

Facilities Storage Areas

Provisions should be made for adequate storage of supplies, nonprint materials, and audiovisual equipment. This area should include an adequate amount of heavy-duty industrial type shelving, as well as a working surface which can be used for the repair

and maintenance of instructional equipment. This area should also have adequate security, protection from environmental elements and be kept clean and uncluttered. Equipment that is obsolete and damaged beyond repair should be surveyed.

Special Needs and Equal Access

Students in wheelchairs require a minimum of four feet of space between book shelves. Frequently used materials must be easily accessed. Students with cognitive and perceptual disabilities, those who have chronic conditions, and those who are emotionally disabled may need access to quiet, private spaces to avoid being disturbed. Students with limited language development, as well as ESOL students, may have trouble reading printed signs. A combination of printed and visual representations is recommended. The facility should be kept clean of clutter. Any potential hazards should be eliminated. The atmosphere of the library media center should be inviting and comfortable, fostering the mainstreaming of students with disabilities.

Custodial Services

Maintaining a clean, attractive environment will help to promote use of and respect for public materials. The library media center should be dusted and vacuumed regularly. It should also receive frequent exterminating services in order to control termites, silver fish, roaches, and other insects, as well as mice and rats. The library media specialist should discuss this need with the principal. It is also essential to discard all unused materials including newspapers and magazines. Care should be taken when potted plants are placed in the library media center. Often, these plants introduce ants and other insects. Other items, such as food wrappers, food leftovers, and open food containers that could attract ants or other vermin should be discarded immediately. Capital Improvement Projects

Any major renovation or request for capital improvement projects must be made through the school administrator to the Region Center office.

III/32

Management

Funding for Library Media Materials Discretionary Funds: The primary source of funding for library media print and nonprint materials, equipment, and supplies is the school’s discretionary funds. Discretionary funds are monies allocated to each school on the basis of student population to be spent for any purpose at the discretion of the principal. These funds comprise the school’s 02 budget. This is the primary source of funding for library media print and nonprint materials, equipment, and supplies; however, no specific amount is set aside for library media center use. Program 7000, Function 6200 is the funding structure for the library media program in the school’s discretionary budget. Discretionary funds may be spent in Program 7000 or transferred to the current year’s categorical Library Media Matching Funds Program. (This program number changes annually. Consult Library Media Matching Funds instructions issued each fall by the Library Media Services Department.) Discretionary funds spent within stated deadlines from either Program 7000 or the transferred account will be eligible for matching monies. The principal is urged to take advantage of the Library Media Matching Funds Program while this financial resource is available.

III/33

Management

Funding for Library Media Materials Program 9583 EESAC Funds: The Florida Legislature has provided funds to schools based on enrollment figures to be spent at the discretions of the Educational Excellence School Advisory Council (EESAC) for school improvement purposes. These funds must be spent in a way that impacts the majority of the student population. Often, the EESAC will determine that spending these funds in the library media center will provide the greatest opportunity for all students to benefit from the funds. These funds are eligible for matching monies and must be transferred to the current year’s categorical Library Media Matching Funds Program.

III/34

Management

Funding for Library Media Materials Library Media Matching Funds Program: The Florida Legislature has provided funds to school districts for the replacement of print and nonprint library media materials. These monies are a critical supplement to the discretionary funds allocated by principals. These funds are available only to schools that maintain equivalent levels of expenditures for library media materials; therefore, Library Media Matching Funds are distributed to schools based on the level of expenditures allocated to library media resources from the school’s discretionary accounts. The specific amount of Library Media Matching Funds for schools participating in the program will differ each year based on total school commitments and state funds available. Because of the nature of the funding sources and the intent of the legislation, these funds may be spent only for library media print and nonprint resources rather than for classroom materials. Equipment purchases are not eligible expenditures from these funds.

III/35

Management

Funding for Library Media Materials Internal Accounts: Internal accounts are all monies acquired and expended at the school level, including monies collected for library fines, lost or damaged library books, book fair proceeds, PTA donations to the library media center, and library media center copy machine charges. These funds should be deposited in a library media trust fund. The authority for handling all internal accounts is the Manual of Internal Accounting, (Section 3, Chapter 4) available online or in the treasurer’s office. Monies expended from internal accounts for library media materials and equipment will be matched in the Library Media Matching Funds Program if the following procedures are used: • Hold the funds in the internal account until July 1st. • After July 1st, follow the deposit procedures given in the Library Media Matching

Funds memorandum issued by the Library Media Services Department.

III/36

Management

Funding for Library Media Materials Donations and Fundraising Projects: Cash donations made to the library media center and monies acquired through fundraising projects may be matched in the Library Media Matching Funds Program by using the procedures listed above. Schools at the high school level need to complete an Application for Fund Raising Activity form (FM-1018) to request permission for the fund raiser. At the end of every month, a Student Activity Operation Report (FM-0996) needs to be completed. Grants: This funding source is ideal for many special projects, especially those developed in collaboration with classroom teachers. Library media specialists can also apply for district grants. M-DCPS posts available grants on the Electronic Bulletin Board System, or contact the Grants Administration Office for more information. The Dade Public Education Fund (DPEF) also sponsors IMPACT II, a teacher mini-grant program. Contact DPEF at (305) 892-5099 for information regarding this program. The American Library Association and its various divisions are also a source for grants. See the Marketing section of this handbook for more information. A source for profiling organizations that have either funded or expressed a willingness to consider library proposals is The Big Book of Library Grant Money prepared by The Taft Group for the American Library Association.

III/37

Management

Budget Budgeting is a very important facet of planning and managing the library media center. It translates the library media center’s goals and objectives into dollar amounts, enabling administrators to estimate the amount of funding the library media center will need to conduct future activities. Consultation with the administration and staff is essential in order to meet the needs of the school community and to ensure continued support for the library media center’s goals and objectives. Funding Responsibility Administrator: The school administrator is responsible for providing financial resources for learning materials from the school’s discretionary budget.

Supervisors: The Instructional Supervisor of Library Media Services, as well as other Miami-Dade County Public Schools subject area supervisors (social studies, science, language arts, etc.), can assist the school staff in identifying and acquiring the best learning materials.

Library Media Specialist: The library media specialist is responsible for compiling information that will aid in the financial decision-making for learning materials.

III/38

Management

Budget Recommended Budget Calendar Ongoing all year: Build and maintain a current order consideration file using a

computer database. September: Schedule a budget conference with the principal to discuss the

library media center’s yearly goals and objectives, the budget proposal, and the school/district library media funding statistics. Modify the budget to conform to monies available.

October: Finalize the budget with the principal after the principal’s budget

conference with the Region Center office. Complete the Library Media Matching Funds application with the Program 7000 summary sheet and obtain all required administrative and Region Center signatures.

November: Make final selections from the consideration file. Prepare and

submit requisitions as directed in purchasing procedures. December - January: Place orders on-line through the MSAF Purchasing

System. Maintain a database of expenditures for each program number. March - April: Verify that all purchase orders have been placed and funds

encumbered. Initiate requisitions for any remaining monies, remembering to allow funds for shipping and handling. Conduct a faculty and student needs assessment and begin to plan for the next school year.

May: As orders arrive, receive items on-line. Even partial shipments can be

received so that vendors can be paid. Packing slips should be stamped “Goods Received,” signed by the principal, and sent to Accounts Payable as soon as possible. Keep a copy for the library media center files. Contact vendors regarding any outstanding purchase orders. Make arrangements for any shipments that cannot be delivered before school ends. If orders need to be canceled, be sure to notify the purchasing office. Prepare a preliminary library media budget proposal, based on the needs assessment, and submit it to the principal for consideration in planning next year’s school budget.

III/39

Management

Budget Allocations Funding for a library media program needs to be consistent and adequate to maintain a viable collection. The primary source for a library media center’s funding is the school’s discretionary budget, sometimes referred to as the 02 budget. The school administrator is responsible for allocating discretionary funds for library media resources. It is recommended that this allocation be based on specific needs identified by teachers. School library media centers that are building toward a high level of technology and reference retrieval services need to allocate additional funds. It is recommended that financial allocations be reviewed periodically to ensure sufficient quantities of print, nonprint, and electronic resources are being provided and are tied to the collection development plan. Senior high schools are expected to meet or exceed SACS standards for library media funding. The budget should provide for the purchase of the following: • Books (hardback, paperback, reference) • Periodicals, newspapers, pamphlets • Nonprint materials • Audiovisual equipment and replacement parts, • Computer hardware • Computer software (including CD-ROMs, electronic databases, etc.) • Supplies for producing educational materials and for the general operation of the

library media center • Maintenance agreements • Standing orders An order consideration file folder for each type of item should be kept on file. As a need arises for any of the items listed above, a dated memo to record that need should be placed in the specific object folder to which it belongs. When it is time to prepare the budget, these memos can be organized on a form similar to the Sample Budget Proposal.

III/40

Management

Budget Recommended Funding Levels The district has a recommended minimum annual expenditure per pupil for print and nonprint materials, computer software, periodicals, audiovisual and computer equipment, production supplies, and library media supplies established in order to maintain an up-to-date library media center. Each fall, the Instructional Supervisor of Library Media Services compiles and distributes the Library Media Center Statistics and Inventory Report for all schools in the district. Of particular significance is the school’s per pupil average funding level, as well as the district average. Published with this report is the recommended per pupil expenditure for each school level (elementary, middle, senior). These figures should be reviewed by principals, library media specialists, and Region Center personnel to determine the appropriateness of an individual school’s budget allocations in providing equitable teaching/learning resources for its teachers and students. Schools that are addressing the needs of previously ignored collections will find that expenditures of substantially more than these minimum averages are required for several years. In addition, library media centers with a high level of technology will need to allocate additional funds.

III/41

Management

Budget Budget Proposal Preparation As previously stated, the budget translates the library media center’s goals and objectives into dollar amounts so that the administrators can estimate the amount of funding the library media center will need to conduct its activities. In preparing the budget proposal, pay careful attention to the following: Establishing goals and objectives for the coming school year Identifying goals through the use of faculty and student needs assessments,

faculty and student success rate notations, and notes on instructional units which the current collection could not support

Calculating the number and cost of items to support needs Proofreading the proposal, summary, and funding sources Submitting the proposal to the administration in a timely manner It is recommended that the budget proposal have the following sections: Description of needed print materials, nonprint materials, audiovisual and

computer equipment, computer software, maintenance agreements, periodicals, and supplies. This section includes justification, items needed, and estimated costs.

Summary showing the previous year’s expenditures and current year’s proposed

expenditures. Some years the amount will increase and some years it will decrease, depending on needs and a multi-year pattern of funding

Summary itemizing proposed funding sources The final totals on all sections of the budget proposal should be equal. Use the following Sample Needs Assessments, Sample Three Year Goals and Objectives, and the Sample Three Year Goals and Objectives Summary with Costs forms as models for creating these documents.

III/42

Management

Faculty Recommendations for Library Media Center Materials Teacher's Name ___________________________________ Date____________ Subject Area: ________________ Grade Level: _____ Reading Level: _______ Curriculum Unit: ___________________________________________________ Special Needs (Visually impaired, ESOL, G/T): __________________________ Please list specific recommendations. Provide review source, if known: Author

Title

ISBN (If available)

Book Video/DVD Software Other Type of Media

If other, explain:

Publisher/Producer

Copyright Date

Author

Title

ISBN (If available)

Book Video/DVD Software Other Type of Media

If other, explain:

Publisher/Producer

Copyright Date

Author

Title

ISBN (If available)

Book Video/DVD Software Other Type of Media

If other, explain:

Publisher/Producer

Copyright Date

Duplicate As Needed.

III/43

Management

Student and Parent Recommendations

for Library Media Center Materials

Name______________________________________ Date________________ I would like materials on these subjects in the library media center: I would like the following books in our library: The library needs more information on the following subjects: I would like to have the following nonprint or electronic resources in the library media center:

Duplicate As Needed.

III/44

Management

Library Media Center THREE-YEAR GOALS AND OBJECTIVES

200X – 20XX

Goal 1: The library media program will provide an appropriate selection of fiction resources to support the Comprehensive Reading Plan.

Year Objectives

2XXX - 2 XXX 1. To purchase award-winning (Newbery, CSK Award, etc.) fiction titles to enhance collection for recreational reading using 30% of the library media budget.

2 XXX - 2XXX 2. To continue to build fiction collection for recreational reading using 30% of the library media budget.

2XXX - 2 XXX 3. To purchase paperback titles to replace worn and weeded materials using 10% of the library media budget.

Goal 2: The library media program will provide an appropriate selection of

nonfiction resources to support the Competency-Based Curriculum and the School Performance Excellence Plan.

Year Objectives

2XXX - 2 XXX 1. To purchase print materials to enhance the 500 and 600 Dewey Decimal Classification ranges using 30% of the library media budget.

2XXX - 2 XXX 2. To purchase nonprint materials to enhance the 500 and 600 Dewey Decimal Classification ranges using 35% of the library media budget.

2XXX - 2 XXX 3. To increase the nonprint general reference collection by purchasing electronic or Internet-delivered resources using 25% of the library budget.

Goal 3: The library media program will promote integration of technology into

the curriculum by providing adequate audiovisual equipment for instruction.

Year Objectives

2XXX - 2 XXX 1. To conduct a needs assessment in order to determine equipment needs.

2XXX - 2 XXX 2. To purchase computer hardware using 25% of the library media budget.

2XXX - 2 XXX 3. To purchase audiovisual presentation equipment using 35% of the library media budget.

III/45

Management

BUDGET PROPOSAL AND EXPENDITURES SUMMARY

Year Objectives Budget Expend.

$ 5,000.00

2XXX -2XXX

1. Purchase award-winning (Newbery, CSK Award, etc.) fiction titles to enhance collection for recreational reading. 30% $ 1,500.00

2. Purchase print materials to enhance the 500s and 600s Dewey ranges. 30% $ 1,500.00

3. Conduct a needs assessment in order to focus and determine equipment needs. 0% $0

4. To purchase necessary supplies for library media center. 5% $ 250.00

5. To purchase periodicals for recreational reading and research. 30% $ 1,500.00

6. To purchase maintenance agreements for library media

center management software applications. 5% $ 250.00 Total 100% $ 5,000.00

Year Objectives Budget Expend.

$ 5,000.00

2XXX -2XXX

1. To continue to build the fiction collection for recreational reading. 15% $ 750.00

2. To purchase nonprint materials to enhance the 500 and

600 Dewey Decimal Classification ranges. 20% $ 1,000.00 3. To purchase computer hardware (desktop, laptop) 25% $ 1,250.00

4. To purchase necessary supplies for library media center. 5% $ 250.00

5. To purchase periodicals for recreational reading and research. 30% $ 1,500.00

6. To purchase maintenance agreements for library media

center management software applications. 5% $ 250.00 Total 100% $ 5,000.00

Year Objectives Budget % Expend.

$ 5,000.00

2XXX -2XXX

1. To purchase paperback titles to replace worn and weeded materials. 10% $ 500.00

III/46

Management

2. To increase the nonprint general reference collection by

purchasing electronic or Internet-delivered resources. 25% $ 1,250.00 3. To purchase audiovisual presentation equipment. 35% 1,750.00

4. To purchase necessary supplies for library media center. 5% $ 250.00

5. To purchase periodicals for recreational reading and research. 20% $ 1,000.00

6. To purchase maintenance agreements for library media

center management software applications. 5% $ 250.00 Total 100% $ 5,000.00

III/47

Management

General Purchasing Procedures Bid Requirements Miami-Dade County School Board policy (6Gx13- 3C-1.11) “requires that commodities bought by any school, department, or agency be purchased at the lowest possible cost, consistent with an adequate standard of quality, usually through competitive bidding.” Procurement Management Services routinely secures bids for frequently purchased school items including library media materials and equipment. This creates a legal and binding contract between the vendor and the School Board of Miami-DadeCounty. All vendors must perform in accordance with the purchase order or contract or they will be liable to the Board for any damage caused by their breach. Each year the Purchasing Department publishes purchasing instructions for library looks, direct vendor print, nonprint and CD-ROM reference materials, and magazines. Library media specialists should be thoroughly familiar with these instructions before requisitions are initiated. The following pages contain information concerning purchasing procedures for print, nonprint materials, furniture, equipment, and supplies from vendors on state contract, as well as suggestions for direct vendor purchases. The district strongly recommends that 95% of all print and nonprint materials be ordered fully processed and cataloged. While many vendors can provide bibliographic information in MARC format for Destiny, only those vendors who have been approved for cataloging and processing by Library Media Services can provide bibliographic records for inclusion in the Destiny database. Each year, Library Media Services distributes a list of these approved cataloging and processing vendors and recommends that a majority of the library media center’s orders be from these vendors.

III/48

Management

Purchasing Library Media Materials The library media specialist and the individual responsible for entering requisitions on-line through the MSAF system should be thoroughly familiar with general purchasing procedures. There are also specific procedures for ordering different types of library media materials. Maximum purchasing discounts are secured by ordering materials from jobbers or vendors on bid contract with the school district or on state contract. Inquiries regarding the purchase of specific items should be directed to the buyer responsible for purchasing a specific type of material. Required Commercial Cataloging and Processing It is required that schools order the most complete cataloging and processing services available for every print and nonprint item purchased for the library media center. Ninety-five percent of all materials should be purchased fully cataloged and processed by vendors approved by the Instructional Supervisor of Library Media Services. Commercial services may not provide the superior quality library media specialists wish to maintain; however, in view of limited staff and the personnel costs for library media specialists and clerks, these services may be considered adequate. These commercial services will provide disks and/or electronic records to the library media specialist to update the circulation system. Miami-Dade County Public Schools has a library management system, Destiny that places every school’s library circulation and collection on one server in the district. Library media specialists may utilize the records found in Destiny to copy catalog unprocessed materials. (Refer to the Destiny manual for instructions on how to do this.) To ensure the integrity of MARC records in out system, all original cataloging will be done at the district level. The library media specialist should make certain that the title needed for original cataloging is not in Destiny before submitting cataloging request to the district. When making district requests for MARC records, complete and submit the information requested on the Destiny Bibliographic Data Request form. Processing (affixing labels, stamping, etc.) may be done at the school site by the library media center assistant or volunteers. Each year, Library Media Services will provide library media specialists with a list of those vendors who have been approved to provide MARC cataloging records. This list is part of the Instructions for Purchasing Library Materials, provided by Procurement Management Services. If necessary, additional vendors can be found on the VSL or VIN screens of the MSAF on-line purchasing system.

III/49

Management

Purchasing Library Media Materials Electronic Ordering Service

Some vendors offer on-line electronic ordering services. Library media specialists can obtain free CD-ROM or Internet software directly from the vendor. This service is basically a quotation service and allows the library media specialist to know which items are in stock. In some cases, the library media specialist will need to provide a requisition number and a “Do Not Exceed” amount. However, the vendor may not ship any items until an official copy of the purchase order is received by the vendor from Procurement Management Services. See current purchasing instructions for further information or contact the appropriate buyer or Library Media Services.

III/50

Management

Purchasing Library Media Materials Print and Nonprint Materials (including computer software) - Direct Vendor Order

In order to take advantage of volume discounts, library media specialists must purchase the majority of library materials from jobbers or vendors. However, some print and nonprint materials, including computer software, are unavailable from the jobbers or vendors and may be purchased directly from the publisher. If the publisher does not provide for M-DCPS cataloging and processing, the library media specialist will need to locate the title in Destiny and copy-catalog the record to his/her site. If the title is not found in Destiny, the library media specialist will then request original MARC records from Library Media Services. No original cataloging will be done at the school site.

III/51

Management

Purchasing Library Media Materials Magazines and Newspapers

Magazines are ordered from the jobber on contract with the school district to secure maximum purchasing discounts. Preliminary magazine ordering procedures are distributed from the district’s magazine jobber in the late spring with final purchasing instructions issued from the Purchasing Department and the jobber again in early fall. It is essential that schools submit the magazine order by the fall deadline to insure that subscription service begins in January. School magazine subscriptions run from January 1 to December 31. Requisitions submitted after the deadline will be accepted, but there may be a lapse in service, and the jobber will not be responsible to claim missing issues. Newspaper subscriptions may be placed for the school using the 09 Internal Fund account. If the subscription is over $100, it may be ordered through the Purchasing Department, using standard MSAF purchase requisition procedures. Newspapers from different publishers must be on separate purchase requisitions.

III/52

Management

Purchasing Library Media Materials Audiovisual Equipment

Current information regarding audiovisual equipment on bid may be obtained by contacting Buyer L in Procurement Management Services. Prepare a purchase requisition following standard MSAF procedures to order audiovisual equipment. The following information should be included: type of equipment, manufacturer, model, cost, and quantity.

III/53

Management

Purchasing Library Media Materials Computers

Rapid technological growth requires frequent changes in recommended computers and bids for those computers. Prior to purchasing computers, library media specialists should check the online Technology Catalog provided by Procurement Management Services. To order follow the standard MSAF purchase requisition procedures. Contact Buyer D for additional information.

III/54

Management

Purchasing Library Media Materials

Library Supplies

Library supplies must be available in sufficient quantity and quality in order to run an efficient library media center. These should be ordered in adequate amounts for at least one year. Supplies will vary from school to school. Consult standard library supply company catalogs for selecting library media center supplies. To order, follow the standard MSAF purchase requisition procedures. Most companies offer M-DCPS significant discounts; however, basic office supplies must be ordered from the Stores & Distribution (S & D) Catalog of Standard Equipment. There are a number of library supply companies. Current catalogs of these vendors should be kept on hand. Listed below are some noteworthy vendors.

• Brodart Demco Gaylord Library Supplies, Archival Supplies & Library Furniture Since 1896 Highsmith Library & Audiovisual Equipment and Supplies

III/55

Management

Purchasing Library Media Materials S & D Orders

To take full advantage of bulk purchases and discounts, the Miami-Dade County Public Schools maintains a Stores and Distribution (S & D) Department to purchase, store, and deliver items commonly used in schools. Whenever, possible, library media specialists are to order basic office items from S & D before purchasing from a direct vendor.

Stores and Distribution publishes an on-line catalog of standard equipment and supplies arranged by subject available through the CICS system. To access this catalog one must have access to CICS.

III/56

Management

Purchasing Library Media Materials Projection Lamps (Bulbs)

Replacing projection lamps is the most frequent type of equipment repair performed by library media specialists. Projection lamps for all audiovisual equipment currently in use in the school should be stocked in the library media center. The projectors that are used infrequently need only a single reserve lamp. Projectors that are used often should have a six-month to one-year supply of replacement lamps. Contact Buyer L for information.

III/57

Management

Purchasing Library Media Materials Furniture and Office Machines

Contact Buyer A for information and questions concerning the purchase of library media center furniture and office machines.

III/58

Management

How to Complete Purchase Requisitions All purchases with School Board funds must be authorized by School Board rule. The agency designated for making purchases with School Board funds is Procurement Management Services (Purchasing Department). All other purchases will be considered unauthorized. All requisitions from schools or departments that are classified as unauthorized purchases will not be accepted by Procurement Management Services. Payment for any unauthorized purchases or duplicate shipments resulting from unauthorized purchases may be the responsibility of the person placing the order. Items ordered on PREVIEW are not authorized purchases. Schools are not authorized to issue confirmation orders or purchase agreements with vendors (i.e., “on approval” orders). It is essential that all schools follow proper purchasing procedures. Applicable policies concerning purchasing procedures are:

Board Rule 6Gx13- 3C-1.09 —Purchasing Procedures

Board Rule 6GX13- 3C-1.14—Authorization for Ordering Goods/Services

State Department of Education Policy—Administrative Rule 6A-1.012 (Scroll down)

MSA Budget/Finance/Purchasing System Manual (also known as the MSAF Manual) issued by the Office of Information Technology

How to Do Business with Miami-Dade County Public Schools manual

All purchase orders over $1000 are to be made on standard School Board requisition work sheet, following standard procedures distributed by Procurement Management Services. Orders under $1000 are to be made from the school’s Fund 09 account, using the school’s credit card and documenting purchase on school purchase order forms. Schools are not to use order forms provided by vendors. Instructions on preparing a purchase requisition work sheet are provided from the MSAF Budget/Finance/Purchasing System Manual (MSAF Manual) available online and in the school’s main office. The MSAF system is an on-line system. NO PAPERWORK IS SENT TO PURCHASING. However, if a list of titles is sent to the vendor (print or nonprint), a vendor title request form must be included with the title list. This form will indicate proper processing and cataloging specifications. Library media specialists may also want to take the MSAF course offered by the Office of Information Technology. This is a course specifically designed to inform library media specialists on proper purchasing and receiving procedures. Use the Education Portal to register for this course. Once a requisition is entered into the MSAF on-line system and processed by the buyer in the purchasing department, it becomes a purchase order and is mailed to the vendor. At the same time, a printed or “hard” copy of the purchase order is sent to the school.

III/59

Management

The process takes approximately six weeks. The library media specialist should obtain a photocopy of the purchase order to compare and file it with the copy of the requisition work sheet. Notify the buyer immediately of any discrepancies. If the school has not received a hard copy of the purchase order within six weeks, check the MSAF on-line system to see if it has been denied for any reason. Denied requisitions are returned through the principal’s administrative e-mail. If the requisition has been denied, correct the problem and re-route the requisition for approval again. Within 30 days of the date of the purchase order, the vendor shall ship all in-stock items. A second shipment shall be made before the expiration of 60 days after the date of the purchase order. A third and final shipment must be completed by the vendor within 90 days of the date of the purchase order. When items are received, they must be checked in immediately by comparing the packing slip or invoice with the purchase order. Partial shipments are allowed. The library media specialist is responsible for ensuring the accuracy of the items checked in. Initial and date the packing slip or invoice, indicate if the shipment is complete or partial, keep a copy for the library media center files, and turn the original into the secretary/treasurer for on-line receiving in the MSAF system. Even partial shipments can and should be received on-line. Notify the buyer of any problems or discrepancies. The secretary/treasurer will stamp the packing slip or invoice with a “Goods Received” stamp and have the principal sign it. The signed packing slip or invoice is sent to Accounts Payable for processing and payment to the vendor. If at all possible, all orders should be completed and received on-line before the end of the school year in June. Schools that do not complete on-line receiving in a timely manner may be locked out of the MSAF system and prevented from placing new orders. In addition, all items not shipped by the vendor within 90 days will be automatically cancelled. There will be no back orders beyond 90 days. Old or incomplete purchase orders may also be cancelled by the Purchasing Department after a year’s time. It is important that the library media specialist keep track of requisitions, purchase orders, and packing slips or invoices. This ensures that all orders are received and no funds are lost. NOTE: Library media specialists who have access to the MSAF on-line purchasing system may find the following screens helpful:

Balance inquiry: The right side of this screen tells the amount of funds committed, encumbered, and the balance remaining of the fund, object, and program requested.

VSL: Stands for Vendor Short Name Lookup to locate the vendor’s full name

and vendor number. Type the first three or four letters of the vendor’s name followed by the @ symbol.

VOS: Stands for Vendor Setup to locate the vendor’s address, telephone

number, and representative.

III/60

Management

ISN: Stands for Item Short Name Lookup to locate the category, item number, default object, and buyer’s letter of an item for purchase. Type the first three or four letters followed by the @ symbol.

IBC: Stands for Item Inquiry By Category. Type in the category and item

number to find the item, name, default object, and buyer’s letter.

III/61

Management

How to Complete Purchase Requisitions

Procurement Management Services - Buyer List

Contact information for Procurement Management Services is available online. All buyers and their areas of responsibility are listed.

III/62

Management

How to Complete Purchase Requisitions

Library Media Account Numbers The correct account numbers must be used on all purchase requisitions. Some account numbers are constant and others, such as the program number, may vary depending on the funding source. Special account numbers will be specified in memorandums issued by the Instructional Supervisor of Library Media Services. The following account numbers are those most frequently used for library media materials and equipment. Object numbers can be located online through Procurement Management Services. FUND: 0100 General Fund: Use for most general purchases OBJECT: 5310 Annual Service/Maintenance Agreement Fees: Use for

management software fees, Dolphin scanner, telecommunication fees, FAX machine, photocopy machines, Network site licenses and equipment repairs.

5350 Repair of Audiovisual Equipment 5390 Online Subscription Services 5510 Supplies (Consumable): Use for library supplies, office supplies,

projection lamps, blank video and audio tape cassettes. This object also us used when purchasing maps, globes, atlases, charts, exhibits

5530 Magazines and Newspapers: Expenditures for magazines and

newspapers for general use by the school library. 5612 Library Books: Expenditures for regular or incidental purchases

of school library books, not textbooks, available for general use by students and staff. Also recorded here are costs for freight and cartage for school library books and for complete processing

5620 Nonprint Materials: Expenditures for materials such as

commercially produced audio and video recordings, laser discs, compact discs, and DVDs.

5640 Audiovisual Equipment: Expenditures for all audiovisual

equipment, including computers, video equipment, television equipment. Also used for library furniture.

Computer Software: Expenditures for computer software

programs, including CD-ROM programs 5690 Educational Upgrades

III/63

Management

5691 Computer Software – if the ITEM is over $750 5692 Computer Software if the ITEM is under $750 LOCATION: XXXX Place to be billed – usually the school’s mail code PROGRAM: 7000 Library Media Materials purchased from school’s discretionary

funds (02 budget)

8889 Library Media Matching Funds

9XXX Matching Funds transfer – New number to be assigned each year

FUNCTION: 6200 All materials and equipment on the library media center inventory

and purchased with library media program budgets. Items must appear in the shelflist and circulate through the library media center. (Unless there are specific instructions to use another number, this function number must be used on Program 7000 expenditures to receive credit for Library Media Matching Funds.)

Library media specialists opening new centers and building collections using capital funds will receive assistance from Library Media Services for funding structures.

III/64

Management

How to Complete Purchase Requisitions

Suggested Requisition Comments Library Media Services strongly recommend that 95% of all print and nonprint materials be ordered and processed. Therefore, library media center orders must have proper comments on the purchase order to vendors so that orders are processed accurately. Remember, the purchase order and comments are the only official School Board authorized documents. Listed below are some recommended comments for the requisition worksheet. Library media specialists may want to duplicate the sample requisition work sheet template and include the following comments on the back. Highlight or check only those that apply to the type of item(s) being ordered. □ Send the order “Attention Library Media Specialist.”

□ Include Circulation System diskette(s) in USMARC format (New MicroLIF Protocol). Local holding information (call numbers, barcodes, and library location) must be included in each record. □ Adhere to M-DCPS Cataloging and Processing Specifications

□ Barcode range on file

□ Barcode range from ________ to ________

□ Shipping and handling fee free as per ____________

□ Shipping and handling fee included in requisition total

□ Processing free as per ________________

□ Processing fee included in requisition total

□ Include checkpoint theft detection system

□ Use 14 digit barcode symbology; 3 of 9, mod 10

□ Send Requestor’s copy to: ______________, WL #____________

□ Do Not Exceed $________________

□ Do not ship until ________________

III/65

Management

Miami-Dade County Public Schools Library Media Services

Requisition Control Work Sheet

PROGRAM NO.____________ BUDGET $_______________ FISCAL YEAR_______

REQ. # DATE OBJECT VENDOR ESTIMATED AMOUNT

DATE RECEIVED

ACTUAL AMOUNT

III/66

Management

Circulation of Library Media Center Resources General Circulation Guidelines Circulation policies in the library media center should provide maximum access and minimum restrictions to materials. Uniform circulation privileges should exist for all students enrolled in the Miami-

Dade County Public Schools regardless of age, economic level, learning exceptionalities, reading level, or other factors.

Parents, volunteers, and siblings should be encouraged to borrow materials from

the library media center. Books are generally loaned for two weeks in elementary schools and two to four

weeks in secondary schools. At the elementary level, primary students, including pre-kindergarten and

kindergarten, should be permitted to check out and take home at least one book at a time. Intermediate students should be permitted to check out at least two books at a time plus overnight circulation of reference materials and magazines.

At the middle school level, students should be permitted to check out a minimum

of four books at a time plus overnight circulation of reference materials and magazines.

At the senior high school level, students should be permitted to check out a

minimum of five books at a time, plus overnight circulation of reference materials and magazines.

Students and teachers should be able to reserve and renew materials to use

during vacation periods. Teachers should be encouraged to select classroom collections for recreational

reading and student projects. Each elementary school classroom should have a collection of library books that are exchanged a minimum of four times a year.

Circulation of nonprint at all grade levels is encouraged for a minimum overnight

loan period. All nonprint and computer equipment should be inventoried, circulated, and maintained by the library media center staff. Equipment should be available to teachers at all times during the school day. Some equipment may be circulated on long-term loan to departments, grade levels, individual classrooms, or individual teachers. Equipment may remain in the classrooms over vacations and the summer if the building is secure. Equipment should also be available to students who need to create or complete projects. Teachers may keep necessary materials for instructional use until the last day of the school term.

III/67

Management

The library media center should be open before, during, and after school. The library media center should be open for materials circulation at all times that

students and teachers are in attendance, including before and after school, if possible. However, circulation of materials to students may be restricted or stopped up to three weeks before the end of the school term to allow for the return and inventory of all materials.

The circulation desk should be staffed by library media clerical personnel, student assistants, or school volunteers. In elementary schools without library media clerical personnel the circulation

system should enable students and teachers to check out and return materials independently.

In middle and senior high schools, the circulation desk should be staffed by

student assistants supervised by clerical personnel. Library media specialists at all levels should approach the circulation desk only to

resolve problems. Circulation statistics should be generated from Destiny. Circulation statistics

could be part of a monthly report for administrators. Circulation policies should be written and included in student, parent, and teacher handbooks. Circulation policies should be reviewed with students during orientation classes

and posted in the library media center. Circulation policies should be reviewed with the Library Advisory Committee,

faculty and staff members at the beginning of each school year.

III/68

Management

Circulation System Library Media Services has provided all school library media centers with Destiny, the district’s automated circulation system. Library Media Services provides technical support for Destiny and staff development workshops. Destiny Destiny will control all types of print and nonprint materials and equipment. Machine readable barcodes should be placed on all items that are circulated or inventoried. When an item is circulated or checked in the computer will “read” the barcode with an attached reader or scanner and enter the information into the computer. It is a district requirement that the placement of barcode labels on books is in the lower left corner of the front cover, vertically, facing away from the spine. Magazines should be circulated electronically as a temporary item. Please see the Destiny manual for instructions. Materials may be circulated on an overnight or regular basis. . Equipment can be circulated on a long-term or daily basis. Barcodes should be attached directly to the equipment. The use of Destiny facilitates the process of collecting statistics, compiling bibliographies, providing accountability, and inventorying library media center materials and equipment. The Dolphin scanner used in conjunction with any Internet-connected computer facilitates the remote circulation of materials and the development of categories and bibliographies, as well as aiding in weeding, inventory, and many other library media applications. Refer to the Dolphin manual or Follett newsletters for further instructions on the various ways of using this device.

III/69

Management

Circulation System Destiny System Failure Destiny is a web-based system, accessible from any computer connected to the Internet. In the event that the Destiny system or the Internet is not operational, the following alternative circulation procedures may be followed:

Remote circulation may be done using the Dolphin scanner and uploading data when the system is restored.

Circulation may continue at any computer by installing the circulation barcode

scanner and placing data into a Notepad file (Get the name of the file created by Follett for this purpose). Upload the data when the system is restored.

Manual circulation procedures should be developed at each school site to ensure

that pertinent data is recorded for each transaction. Enter data into Destiny upon restoration of the system. Be sure to keep accurate statistics for the end-of-year inventory report.

Technology failure should never stop circulation of library materials.

III/70

Management

Circulation Policies Overdues Overdues can be expected to occur when items circulate freely. Library media specialists should develop a system of retrieving overdue items. Overdue lists according to homeroom may be generated using Destiny. Overdue notices will be provided to students in a timely fashion, and return of overdue items is expected upon receipt of notice. Parent letters can also be printed to send home. Amnesty days may be held periodically. If a temporary manual system is in use, library media specialists must develop a system of reminders, notices, and letters concerning overdues. Fines/Fees The library media specialist should consult with the school administration to define library policies for overdue fines, photocopying, and printing. Collection of fines/fees is optional.

The district does not recommend that overdue fines be levied. Overdue fines

from other schools should be removed.

While charging fines may be viewed as a means of promoting student responsibility, circulation privileges should not be denied. The library media specialist and the school administration should determine appropriate consequences. These might include restrictions on attending field trips or extracurricular activities or implementing community service strategies.

If fines are charged, the following guidelines should be followed:

• Establish a maximum fine amount.

Do not charge fines for verified satisfactory absences.

Remove the overdue fine on the date that the student reports the item lost or stolen and replace the fine with the material replacement cost. (See Lost and Damaged Materials)

Keep adequate and accurate records of fines owed and paid.

The following procedures outlined in the Manual of Internal Accounting (Section 3, Chapter 4) must be followed precisely:

All monies collected must be reported on the Recap of Collections form (FM-1004 rev. 01-00), available online or from the school’s treasurer. Students must sign their name and amount paid on this form.

The library media specialist must turn in the forms and monies to the school

secretary or treasurer. It is recommended that a photocopy be retained in the

III/71

Management

library media center should there be a question about payment in the future. The library media specialist is responsible for safeguarding all collections until submitted to the school secretary/treasurer.

All collections must be deposited according to procedures outlined in the Manual

of Internal Accounting (Section 3, Chapter 4). Collected fine monies are deposited into the library media center’s internal trust account. The monies may be used to purchase materials and supplies for the library media program. Funds held in the Library Trust account must be transferred to the current year’s categorical program in order to be eligible for the Library Media Matching Funds Program.

III/72

Management

Circulation Policies Lost and Damaged Materials In a busy library media center, the library media specialist can assume that up to one percent of the total number of library materials will be lost or damaged each year. This should not restrict the free circulation of materials. No student can be denied the opportunity to check out materials from the library media center. Making students accountable for overdue and lost/damaged books teaches tem responsibility; however, it should never be used as an excuse to deny a student access to library materials. Using the school library media center is a right, not a privilege. Destiny, the District’s centralized online circulation and catalog system, makes it possible to track lost books and fines owed by students from a previous school year and/or a previously attended school. Materials collected by the current school and belonging to a previous school are to be returned to the original school; however, because of the issues that may arise from monies lost in transit, issuing refunds, and keeping accurate recap and receipt documentation for monies collected from students no longer at a school site, it is recommended that the school in which the student is currently enrolled keep the money collected. Therefore, schools are encouraged to collect all overdue materials and any fines levied for lost/damaged books before the school year ends and/or students move to another school. While the charging of fines for overdue materials is optional, students are responsible for fines generated for lost or damaged materials. Florida Statute 1006.42 describes the responsibility of students and parents for instructional materials. The library media specialist should consult with the school’s administration to develop a policy for collecting payment for lost or damaged materials. When developing a policy for these items, the following guidelines are recommended:

1. All incoming/transfer students are to be welcomed with full check-out privileges. Students’ circulation privileges are not to be restricted because they have overdue materials and/or fines from a previous school. Attempts should be made by the library media specialist at the receiving school to recover overdue materials and forward them to the originating school. The item(s) may be returned via school mail. No fine should be charged.

2. Payment for lost or damaged materials should be collected and kept by the

current school. It will be necessary to establish communication between the two library media specialists regarding items that the student has not returned to the original school. A notice should be sent to the originating school requesting that they mark the item LOST and/or to clear the student’s record. This form and any other appropriate records must be maintained at both locations.

3. To determine the replacement cost for lost or damaged materials, use the price

available in Destiny, Books in Print, or the current “Instructions for Ordering Library Materials,” issued by Procurement Management Services for the

III/73

Management

average cost of a processed book. Nonprint replacement costs will be determined by the price indicated in Destiny or individual vendor catalogs. Use discretion when setting the value of a nonprint item that is part of a set. “Replacement cost” includes the cost of cataloging and processing the replaced item.

4. Overdue notices will provided to students in a timely fashion, and payment is

expected upon receipt of notice. Cases of financial hardship should be dealt with individually.

5. Compensation for lost materials must be made. Students are required to pay

any outstanding financial obligations as supported by School Board Rule 6Gx13-6A 1.26 and Florida Statute 1006.28, Subsection 3b.

6. School Policy will determine whether the library media specialist, secretary, or

treasurer will collect the monies. Follow District procedures when handling any money between the library media center and the student. Contact your school treasurer for assistance with this procedure. At all times, the procedure listed below and outline in the Manual of Internal Accounting must be followed:

a) Payment should be in the exact amount in cash, check, and/or money

order payable to the school, as determined by the principal. (Section 2, Chapter 2)

b) An individual receipt from an M-DCPS receipt book must be issued to the

student. Receipt books are signed out to the library media specialist by the school secretary or treasurer, if applicable. The white copy must be retained by the student. It is recommended that the student name, ID number, title of material, call number, and barcode number be written on the receipt in case the item is later returned. The receipt is necessary for reimbursement. (Section 3, Chapter 4)

7. Keep accurate statistics of lost and damaged items for the Library Media

Services Annual Statistics Report. 8. Monies collected from lost or damaged materials are placed in the library media

center’s internal trust fund account. New or replacement materials and supplies for the library media center may be purchased from this fund. Funds held in the Library Trust account must be transferred to the current year’s categorical program to be eligible for the Library Media Matching Funds Program.

9. The Miami-Dade Count Public School District does not allow the withholding of

report cards for lack of payment for lost library materials.

10. The District does not recommend that teachers or staff pay for lost or damaged materials they check out.

III/74

Management

Circulation Policies Returned Materials A convenient location should exist for the return of materials to the library media center. This may be a return unit in the circulation desk, a special box designed for returns, or any area designated by the library media specialist. Before returned items are checked in they should be checked for damage. Nonprint resources should also be checked to ensure that no accompanying materials are missing. Returned materials should be reshelved as soon as possible. Reserved Materials Destiny allows for patrons to place holds on materials directly from the online catalog. The library media specialist will be notified through Destiny when items are placed on hold. The individual patron and the media specialist will be notified through Destiny when the requested materials become available for check-out. Reserved Collections Materials may be put on reserve at a teacher’s request or to meet the needs of a particular group of students. The library media specialist may place items on a reserve cart or in an activity area in the library media center and may limit the items to overnight circulation. Bibliographies Bibliographies are current lists of library media resources which include call number, author, and title. They may also contain a short annotation. Bibliographies may be requested by teachers or initiated by the library media specialist. Refer to the Destiny manual on how to assign category numbers to an item, which makes the printing of a bibliography or the collecting of materials on a specific topic easier.

III/75

Management

INTERLIBRARY LOAN

Interlibrary loans (ILL) are an essential component of school library media centers, greatly expanding the range of materials available to its users. Although lending between school library media centers is encouraged, the use of interlibrary loans should not be a substitute for collection development. All media centers utilizing ILL must comply with U.S. Copyright Law and its accompanying guidelines. The American Library Association RUSA (Reference and User Services Association) Interlibrary Loan Code for the United States outlines the definition, purpose, scope, and responsibilities related to the ILL process. The M-DCPS ILL Procedures outlined below are based on the ALA Interlibrary Loan Code for the United States. ILL Procedures

• The decision to loan materials is at the discretion of the lending library media

center. • The borrowing library and its ILL user must comply with the loan policies

established by the lending library media center. • Interlibrary loan requests must be done via fax or M-DCPS e-mail. Telephone

requests will not be fulfilled. Media specialists are required to check their e-mail daily and respond within 24 hours of receiving the ILL request. Use the ILL form provided.

• ILL materials must be circulated to the borrowing media specialist using information provided on the ILL request form. No media center will ILL to a patron individually.

• Return of ILL materials should be monitored for a timely return by all parties. Expenses

• No charges will be levied for material loans or photocopies. • The lending library is responsible for postage when an ILL is requested by a

school outside of the district. • The safety of borrowed materials is the responsibility of the borrowing library

media center from the time the material leaves the lending school until it is received back by the lending library media center. The borrowing library media center is responsible for packaging the materials so as to insure its return in good condition. If damage or loss occurs, the borrowing library must meet all costs of repair or replacement, in accordance with the preferences of the lending library media center.

Statistics and Reports Both lending and borrowing school library media centers are responsible for supplying ILL statistics showing yearly requests initiated and yearly requests filled. Statistics should be reported on the Library Media Services Annual Statistic Report.

III/76

Management

Miami Dade County Public Schools Interlibrary Loan Request

Borrowing Library

Date:

School Name:

Location #:

Media Specialist:

Employee #:

e-mail address:

Fax :

Telephone :

Duration of loan shall be two weeks, allowing at least one week for school

mail.

Item Requested Author Title Publisher Call Number

Library In-Use Only Y N Renewable Y N

Photocopies* Author Title Periodical/Article Publisher Call # Date Page Numbers

*Notice: This material may be protected by copyright law (Title 17 U.S. Code).

To be filled in by Lending School Only

Request Fulfilled Request Denied Lending School: Location #: Date:

III/77

Management

WLRN Video & Film Library Circulation Guidelines

WLRN Instructional Television Video & Film Library maintains an extensive video library. These videos are sent free of charge, at a teacher’s request, through the M-DCPS school mail system. An online catalog and booking system is available at web/MAX III. At the User Number Field enter your M-DCPS employee number. The password is the word media. Information for ordering is available on the WLRN Instructional Television Video & Film Library website. The library media specialist, in cooperation with administrators and representatives of the school staff, is responsible for developing and monitoring a circulation system for the M-DCPS film and video library materials. These procedures should be clearly outlined in the school’s faculty handbook.

III/78

Management

Approval for Off-Campus Use of School Property

All equipment taken off school grounds requires administrative approval. Faculty, staff, or students desiring to check out equipment for this purpose must fill out the appropriate approval form and obtain the appropriate signatures. If the equipment is borrowed for one week or less, complete an Approval of Off-Campus Use of School Board Property Form (FM-2380 rev. 05-01). A copy should be given to the individual borrowing the equipment and the original should be retained in the school. If the length of the loan is longer than a week, complete an Outgoing Controlled Equipment Form (FM-1670 rev. 05-93). Follow the instructions on the back of the form for off-campus use.

III/79

Management

Record Keeping There are three record keeping systems which should be in place in all library media centers. These records must be maintained for established time periods, as delineated by the M-DCPS Records and Forms Management Department (305-995-2062). These record keeping systems are as follows: Annual Library Media Center Statistics and Inventory Report Utilization Statistics: circulation and attendance records Financial Records: purchasing records and internal funds accounting

III/80

Management

Record Keeping

Utilization This information will be added shortly.

III/81

Management

Record Keeping Circulation: This information will be added shortly

III/82

Management

Record Keeping

Attendance: Attendance data may be an estimate calculated as follows: Count all persons circulating print and nonprint materials and equipment, as well

as all persons using the library media center facilities for reasons pertaining to its collections, programs, and instruction.

Do not count persons using the facility for meetings, social events, or other non-

library related purposes (i.e., homerooms meeting in the library media center, faculty meetings, PTA meetings, etc.).

It is not necessary to count each person entering the facility. Attendance data

may be estimated by counting a reasonable percentage of circulation and the number of students attending flexibly-scheduled classes in the library media center. Also, a count of library passes or a reasonable estimate of the number of students who normally use the facility individually for reference and browsing may be used.

Access notations should be made on the monthly statistics report for any day that

the library media center was closed for non-library related purposes. Utilization statistics are totaled from July 1 through mid-June and are included in the Annual Library Media Center Statistics and Inventory Report submitted to the Instructional Supervisor of Library Media Services at the close of the school year.

III/83

Management

Record Keeping

Financial Records Purchasing: Records of financial transactions should reflect allocations, encumbrances, expenditures, and balances. These records should be placed in file folders or binders and labeled according to year and funding sources. The status of purchase requisitions should be monitored on a requisition control worksheet and filed. As they arrive, purchase orders, copies of invoices, and receipt of goods should all be matched with and stapled to the original requisition. In schools where the original purchase orders are kept in the main office, the library media specialist should retain a photocopy in the library media center files. (For detailed information, see the purchasing procedures.) Internal Accounts: The library media specialist is responsible for keeping records of internal account transactions. Monies collected for library fines and lost or damaged library books are placed in a library trust fund and may be used to purchase support materials for the library media program. See the circulation policies for instructions on handling the receipt of fines or lost or damaged book monies. The school’s internal accounts are audited annually at which time the auditor may request from the library media specialist any records deemed necessary. Length of Time to Keep Financial Records: Four years is the maximum amount of time to keep library media center financial records, unless otherwise instructed by special funding guidelines (i.e., federal grants).

III/84

Management

Annual Reports The library media specialist is responsible for completing or providing information for three annual reports: October: Florida Department of Education School Summary Data Fall: STaR School Profile Report June: Annual Library Media Center Statistics and Inventory Report Copies of all inventory records and annual reports should be filed in the main office and the library media center in a folder clearly labeled with the name of the report and the school year.

III/85

Management

Annual Reports

Florida Department of Education School Summary Data In October, principals complete a Florida Department of Education School Summary Data report. Library media specialists may be asked to provide information for Field (8) which pertains to library media collections. The numbers on this form should be identical to the four asterisked (*) items on page 1 of the Annual Library Media Center Statistics and Inventory Report. Instructions for completing Field (8) are as follows: Report only the materials and equipment organized, circulated, and administered through the library media center. Do not report any materials or equipment damaged beyond repair or which are outdated and no longer usable. Count sets of materials having the same title or purpose as one item. Enter the number and mark the appropriate circle in each column for the following, using leading zeros when needed: • (8) (A) - Number of Usable Library Books: Total number of usable books

organized and administered through the library media center. Paperbacks may be counted if they meet professional criteria or selection and are classified as part of the library media collection. Do not include in this count multiple copies of titles, hardback or paperback, used for intensive study of a given topic in any course (i.e., class sets).

• (8) (B) - Number of Magazines and Newspapers: Total number of

magazine and newspaper subscriptions in the school. • (8) (C) - Number of Nonprint Materials: Total number of nonprint

materials in the school that are circulated through the library media center, including computer software, videos, DVD’s, globes, maps, recordings, slides, transparencies, models, art and study prints, objects, CD-ROMs, computer software, and other realia.

• (8) (D) - Number of Audiovisual Equipment: Total number of pieces of

audiovisual equipment available in the school that is circulated through the library media center, including audio and video recorders and players, television receivers, computers, and others.

III/86

Management

Annual Reports STaR In the fall, school administrators must complete a STaR School Profile Report from the Department of Education. Library media specialists may need to give information on the types of microcomputers, instructional uses, and administrative uses of the computers in the library media center.

III/87

Management

Annual Reports Annual Library Media Center Statistics and Inventory Report Each school is required to submit a completed Annual Library Media Center Statistics and Inventory Report to the Instructional Supervisor of Library Media Services. The report is due before the close of the school year. The information on the report is compiled and distributed to region center and district administrators and library media specialists. Some of the information is included in District and School Profiles. The annual report requests information on the following: • Collection statistics • Statistics on materials in languages other than English • Utilization statistics • Resource sharing statistics

• Computer and video technology • Technology and instruction

The annual inventory report gives a detailed account of collections of print, nonprint, and equipment. This record reflects what is actually available in the library media center and provides valuable information for collection development and for materials and equipment that may be lost or damaged. The Library Media Services Department may hold a workshop detailing procedures for conducting an inventory. Library media specialists may want to attach to the annual inventory report an optional non-statistical report that is only submitted to the school’s administrator. This report is written in narrative form highlighting the year’s library media program accomplishments, innovations, and any pertinent information regarding collection utilization, circulation, attendance, and future needs.

III/88

Management

Annual Reports

Time Required This section will be added shortly.

III/89

Management

Annual Reports Closing Policy It is a professional responsibility of the library media specialist to conduct the annual inventory. Secondary schools with clerical and support staff and utilizing Destiny should not close the library media center for inventory. Elementary schools without clerical support staff should stop circulation for the library media center only for the number of days required to complete the scanning process. The library media specialist and principal should agree on a circulation ceiling date to allow time for collection of library materials. If possible, classes should not be scheduled during the inventory scanning process.

III/90

Management

Annual Reports

Inventory Count Guidelines For inventory and reporting purposes, Miami-Dade County Public School library media centers will follow these guidelines for counting materials for inventory. Report only the materials and equipment organized and administered through the library media center. Do not report any materials or equipment damaged beyond repair or which are outdated and no longer usable. Print Materials: 1. Books, including professional titles and paperbacks, that meet professional

criteria of selection and are classified as part of the library media collection count as one item.

2. Multiple copies of titles, casebound and paperback, used for intensive study of a given topic in any course are counted as one item.

3. Each current subscription of a periodical or newspaper counts as one item. 4. Each volume of a reference set counts as one item. Nonprint Materials: 1. Nonprint items that meet professional criteria for selection, are durable in

physical format (e.g., transparencies mounted, cassettes made “non-erasable”), and have content applicable to more than a single presentation or class count as one item. Materials made by or for a specific teacher for a specific presentation are not counted unless they meet all of the above criteria, and have been assigned a barcode and added to the library media center collection.

2. A multimedia package in which the various parts are inherently one unit are counted as one item. Examples:

a. A commercially prepared set of transparencies or slides that lose their meaning if viewed individually

b. A teaching game c. A realia kit that will cease to meet its purpose if separated d. Computer software lab packets e. Books with an audio component to accompany the text, either disc or tape 3. A multimedia package in which the several items can be separated and still be

discrete entities is counted according to the number of separate entities involved. For example, a set of 10 commercially prepared slides in which each one can be viewed without reference to the others and still retain its essential meaning counts as 10 items.

4. Computer software site licenses are counted as one item. If an inventory cannot be conducted because of equipment malfunction, call Library Media Services for assistance.

III/91

Management

Annual Reports

Manual Inventory Procedures This section will be added shortly.

III/92

Management

Annual Reports

Automated Inventory Procedures The tutorial, Conducting an Inventory in Destiny Library Manager for Schools provided by Follett Software Company, will assist library media specialists in conducting an inventory of the library media center. Additionally, Library Media Services conducts an inventory training workshop for library media specialists.

III/93

Management

Annual Reports

Property Control Inventory A periodic inventory of property and equipment valued at $750 or more is conducted annually by property control auditors from the Division of Management Audits. Notification of scheduled inventory and a computerized printout of property and equipment to be inventoried is sent to the principal. A section of this printout is for audiovisual and computer equipment. This section should be checked against the library media center’s audiovisual and computer inventory records. At the time of the inventory, the library media specialist should assist in locating library media equipment if requested to do so. The library media specialist is only responsible for those items that are barcoded, circulated, and inventoried through the library media center (i.e., those items included on the Annual Library Media Center Statistics and Inventory Report). Circulation files, approval of off-campus use of school board property forms, outgoing controlled equipment records, and plant security reports should be checked for missing items. It is not necessary to call in all equipment for this inventory. Property control auditors will locate equipment housed in classrooms and/or departments.

III/94

Management

Library Media Center Policies and Procedures Handbook

Guidelines for Written Policies The library media specialist should develop comprehensive written library media center policies for students and teachers. Information should include philosophy, access, circulation procedures, instructional services, collection development, student aides, copyright, computers, use of district services, program evaluation, etc. Library media center policies should be written in a positive tone, encouraging patrons to do and use, rather than emphasizing what they may not do. Policies should be reviewed and approved annually by the school’s library media advisory committee and posted in the library media center or available in a binder. Complete policies should be included in the teacher handbook. A simplified version should be included in the student handbook. In keeping with district philosophy for the library media program, school site library media center policies should: 1. Provide a comprehensive program of both print and nonprint materials and services. 2. Meet the needs of the instructional program and the recreational needs of students. 3. Consider all students, regardless of age or ability, an integral part of the library media program. 4. Provide maximum access and minimum restrictions to users. 5. Promote maximum use of materials. 6. Establish procedures for an ongoing information literacy program for students

and procedures for a library media and technology utilization inservice program for teachers.

7. Provide a relaxed, congenial, welcoming atmosphere that encourages students

and teachers to request help, guidance, and advice. 8. Encourage a busy, orderly, quiet but not silent facility where students are well

supervised without strain, tension, or rigid discipline. The following handbook components may be used as a beginning to organize school site library media center policies.

III/95

Management

Policies and Procedures Handbook Components There should be policies set for the school library media center that can be used to develop student and faculty orientation to media center routines, services, and procedures. Keep statements clear and succinct. The following components should be addressed: 1. Philosophy (including school and media center goals, mission) 2. Access Statement (including flexibility, hours of operation) 3. Circulation Procedures (patrons to be served, i.e., students, faculty, parents,

community, length of loan period, number of items to loaned, materials to be loaned, confidentiality of records, nonprint, overdues, lost books, fines, interlibrary loan)

4. Audiovisual Equipment (including repair of equipment, provision of supplies) 5. Instructional Services Information Literacy Skills Reserve Collections Inservice Workshops Production (videotaping, audio recording, laminating, photography,

transparencies, television production, morning announcements, computer-based presentations, Ellison machine, bookbinding, etc.)

Study Aids (computers, photocopy machine) Professional Library 6. Computing Policy (including Acceptable Use Policy) 7. Student Aides and Volunteers 8. Copyright 9. Library Advisory Committee 10. District Services Video and Film Library Teacher’s Choice Distance Learning 11. Program Evaluation 12. Collection Development (could be a separate policy statement) Purposes of Collection (including School Board Rule) Scope of the Collection (including variety of resources, learning styles,

user needs, i.e.,instructional, informational, recreational, professional, special collections, fulfillment of standards)

Selection/Evaluation Criteria (including School Board Rule, gift items) Selection Guides Funding Staff Involvement in Selection (final selection is the responsibility of the

media specialist) Acquisition Policy Policy for Challenged Materials (including statement regarding intellectual

freedom) Weeding Policy

III/96

Management

Repair of Audiovisual and Computer Equipment This section will be added shortly.

III/97

Management

Emergency Preparedness for School Library Media Centers

Miami-Dade County Public Schools’ Division of Safety, Energy, and Communications Management provides a comprehensive manual, Emergency Management Procedures for Miami-Dade County Public Schools, detailing procedures all schools should following in the event of emergencies, including hurricanes. The following information has been condensed for library media specialists to use when a hurricane is imminent. Hurricane

• Move books, materials and equipment away from windows, and if possible to a well-protected area of the library media center.

• Remove books and materials from floor level shelves only. • Unplug all computers (after properly shutting them down) and cover with

plastic. • Financial records should be wrapped in plastic bags, and if possible seal

cabinets with waterproof tape. • If plastic sheets are available, cover the shelves to avoid water damage.

• Clear desks and counters. • For schools still recreating transactions from Circulation Plus, print out a

transaction list and back up your files. Store the backup in a safe place. • If you have any special personal items you might want to take them home

in case you can't get into the building later. • With Destiny, you do not have to make a back up of your collection. ITS

performs nightly backups, and I have asked Follett to perform an additional backup for us.

• If you have done any remote circulations, upload the remote circulation

file(s) into Destiny.

III/98

Management

Emergency Preparedness for School Library Media Centers

Miami-Dade County Public Schools’ Division of Safety, Energy, and Communications Management provides a comprehensive manual, Emergency Management Procedures for Miami-Dade County Public Schools, detailing procedures all schools should following in the event of emergencies, including tornadoes.

III/99

Management

Emergency Preparedness for School Library Media Centers

Miami-Dade County Public Schools’ Division of Safety, Energy, and Communications Management provides a comprehensive manual, Emergency Management Procedures for Miami-Dade County Public Schools, detailing procedures all schools should following in the event of emergencies, including national emergencies. See the Miami-Dade County Public Schools’ Homeland Security website for additional information.

III/100

Management

Property Loss from Vandalism, Theft, Fire and Windstorm

This information will be added shortly.

III/101

Management

Salvage Procedures for Water-Damaged Library Books and Materials

This information will be added shortly.

III/102

Management

Mold & Mildew How to Treat and Remove Mold and Mildew The two most effective methods of avoiding mildew problems are keeping things CLEAN and DRY!

• Protect yourself by wearing gloves and a mask.

• As quickly as possible, remove damp or wet books from the library. The objective is to remove them rapidly so that they will not contaminate other books or materials.

• Air-drying is most suitable for books that are damp or water-damaged

only around the edges. If the number of volumes damages is more that 100, if the books are wet all the way through, or if there are many with coated paper, another drying process is advise. See “Salvage Procedures for Water-Damaged Library Books and Materials” in this section.

• If books or papers are damp, dry in a breezy place. Take outside and

brush off any loose mold with a clean, dry cloth. • Remove stains by wiping gently with a cloth that was soaked with suds or

a mild solution of chlorine (mix 2 tablespoons of liquid chlorine bleach with 1 quart of warm water). Sponge or soak stain for 5 to 15 minutes and then wipe. After removing the stain, pat the area dry with a soft, dry cloth. Try not to wet paper, and do not scrub.

• Stand the book(s) up and fan them open slightly, dry in an airy place. If

pages are stuck together, do not force them apart. Be aware that the dyes in book cloth may bleed and stain the surface beneath them. If still damp, sprinkle cornstarch between leaves to dry. Leave on several hours, then brush.

• If damp books are dried outdoors, do not expose them to direct sunlight

as it will accelerate swelling and encourage mildew by creating a warm, humid internal environment.

• Draw a pencil line around the affected area; examine the book collection

closely for the next three month. If the mold grows beyond the circle, remove the book immediately and isolate it from the rest of the collection. Repeat procedures above. Books can also be vacuumed with a low power vacuum cleaner (11/2 horse power) with a long slender crevice tool. Don’t vacuum if the book is wet. Seal and dispose of the vacuum cleaner bag. Examine the book frequently over the next few months to be certain that the mold has not resumed growth. If the growth has stopped, return the book to the shelf when it is thoroughly dry. If growth continues, discard the book.

Supplies Needed: • Aprons • Booktrucks or dollies

III/103

Management

• Boxes to discard books • Face masks • Fans, dehumidifiers • Rubber gloves • Sponges, soft cloths (clean rags) • Heavy duty trash bags

III/104

Management

Moving a Library Media Center When the prospect of a new library media center is to occur or a remodeling is discussed, the library media specialist should immediately begin to plan. This involves boxing the collection, sending the furniture and equipment to storage, distributing it among classrooms in the school, or discarding it. The construction work involved in remodeling or renovating an existing facility may be in progress during the school year. In this situation, much of the collection may need to be boxed and stored. The library media specialist should determine the most important books and multimedia used by students and staff. These should be placed on a cart(s) that becomes a traveling library or placed in an accessible location in the school. The rest of the collection should be boxed and moved to air conditioned storage areas. Storage areas that are not air conditioned create an environment that could cause the growth of mold and mildew. This planning process must take careful thought and assessment. Prior to boxing the collection, the library media specialist should weed thoroughly. After weeding the collection, a consideration file should be developed to order new materials in each section to replace the older, outdated books. Caution should be exercised against excessive weeding in three Dewey sections. In the 398s and the 800s sequence, the collection may contain some titles that are no longer in print, but have curriculum application. In the 970s sequence, the collection may contain some titles about the local history. Keep not only items that are out of print and may have value, but also those on local history. At this time, careful consideration should also be given to the library media center’s collection development plan. See the Collection Development section of this document for criteria on evaluating, weeding, and discarding materials. The final job entails packing. If possible, enlist the assistance of volunteers. A box should hold approximately 35 books (two standard 36” shelf lengths). Boxes can be purchased from S & D, although boxes from grocery stores work well. Each box should be clearly marked on the outside with the beginning and ending call number. To make unpacking easier, number the boxes consecutively in the Dewey sequence in which they belong. The fiction and easy sections should be boxed and arranged alphabetically. Similar procedures should be followed for weeding and packing nonprint items. Do not forget about periodicals and library media supplies. Remember, the success of the library media program is dependent upon the quality of the collection and the attitude of the library media staff. Whenever possible, try to provide a viable library media program through collaborative planning with teachers and ongoing information literacy skills instruction in the classroom.