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Policy and Procedures Handbook

Created by

Whitney Fletcher

Natalie Hamlin

2011

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Table of Contents

I. POLICIES

A. Purpose Statements ……………………………………………………………..4

1. Name and Demographics

2. Mission Statement

3. Philosophy/Goals

B. Public Relations Policy……………………………………………………………5

C. Selection Criteria Policy…………………………………………………………..6

D. Donated / Gift Materials Policy…………………………………………………...7

E. Reconsideration of Materials Policy………………………………………………8

F. Circulation Policy…………………………………………………………………9

1. Overdue Policy

2. Video Policy

3. Inventory Policy

G. Media Services Policy……………………………………………………………10

1. Damaged Books & Materials Policy

2. Lost Books & Materials Policy

3. Weeding Policy

4. Mending and Repairing Print Materials Policy

H. Definition and Scope of Technical Services Policy……………………………...11

I. Copyright Policy…………………………………………………………………11

J. Leadership and Professional Growth Policy……………………………………..12

K. Interlibrary Loan Policy………………………………………………………….13

II. PROCEDURES

A. Collection Management…………………………………………………………14

1. Circulation Procedures

2. Overdue Procedures

3. Inventory Procedures

4. Video Procedures

5. Periodicals / Serials / Newspaper Control

6. Consideration File

7. Reconsideration of Materials procedure

8. Ordering Procedures

9. Receiving Procedures: Bar Codes / Physical Processing

10. Weeding Procedures

11. Repair and Mending Procedures

B. Technical Services……………………………………………………………….20

1. Tools Necessary for Original Cataloging

2. Cataloging Procedures – Qwik Start Guide

3. Damaged Materials Procedures

4. Lost Materials Procedures

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C. Collaboration Resources…………………………………………………………22

1. Public Relations Procedures

2. Scheduling of the Library Media Center / Labs

3. Advocacy: Tips for Stakeholders

4. Direction Sheet for Para-Professional, Volunteer, Student Assistant

5. Links to Instruction / In-service / Staff Development

III. APPENDICES

Floor Plan- .....................………………………………………………………...25

Yearly Schedule-Appendix A.......……………………………………………….26

Sample MARC record-Appendix B…...………………………………………....28

Request for consideration of approval of videos form-Appendix C...…………...29

Copyright PowerPoint-Appendix D…………………...…………………………30

Copyright Notification Form- Appendix E...…………………………………….31

Contact Information For Library Associations-Appendix F...…………………..32

Interlibrary Loan Request-Appendix G...………………………………………..33

Consideration Form-Appendix H...……………………………………………...34

Follett Library Resources Information-Appendix I……………………………...35

Disposition Form-Appendix J...……………………………………………….....36

Links to Instruction/In-Service/Staff Development-Appendix K...……………...37

Reconsideration Form- Appendix L……………………………………………..38

Appeals Form for Reconsideration- Appendix M...……………………………..39

Training Aids-Appendix O...…………………………………………………….40

IV. REFERENCES……………………………………………………………………………...74

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Purpose Statement

The growth Henry County has experienced over the past decade has led it to be known as

a major suburb of metropolitan Atlanta. What once was known as farmland with small towns,

Henry County has grown drastically. The county currently has approximately 170,000 residents,

which have increased 189% since 1991, making it one of the fastest-growing counties in the

country (Henry County Public Schools, 2008). Presently 70% of the population lives within the

four major cities of the county, leaving the remaining 30% in rural communities. Henry County

Public Schools (HCPS) are academically in the top 10% in the state and it is because of the

success that its schools have experienced over the last decade, that enrollment continues to

increase. “The District‟s student population reflects the community‟s changing ethnicity: 55%

Caucasian, 35% African American, 5% Hispanic, 2% Asian and 3% Interracial” (Henry County

Public Schools, 2008). Within the district there are 36 schools – 27 elementary schools, 7

middle schools, 6 high schools, one alternative middle/high school, and one evening school, in

which over 35,000 students attend. Walnut Creek Elementary is located in McDonough, with

four hundred and three students, seventy-five faculty members, and Pre-Kindergarten through

fifth grade. There are three special education classrooms including, the Early Intervention

Program, SIEP, SAGE and Math EIP. 75% of Walnut Creek Elementary is receiving free or

reduced lunch based on their family‟s financial status.

Hispanic

Interatial

Caucasian

African

American

Asian

Free and

reduced lunch

Regular lunch

Mission Statement

The mission of the Media Program is to provide students and teachers with necessary materials

and services to become effective users of ideas and information (AASL & AECT, 1998). The

following directions accomplish the media program mission:

To collaborate with other teachers to design learning strategies to differentiate individual needs of students.

Henry County Public Schools Demographics

Walnut Creek Elementary

social economic status

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To facilitate physical and intellectual access to information.

To provide an environment that functions as the information center of the school (Henry

County Public School System, 2008).

Philosophy

The Library Media Center believes that each person is entitled to an effective and appropriate

education that engages students in the opportunity to become independent lifelong learners

(AASL & AECT 1998).

Therefore, the selection of instructional materials and equipment shall be appropriate for various

interests and ability levels of students within the system (Henry County Public School System,

2008).

Goals

To collaborate with teachers to meet the needs of the school curriculum and Georgia Performance Standards.

To provide quality resources for independent learning that supports curriculum.

To provide all students with necessary information and literacy skills to become educated citizens of society (AASL & AECT 1998).

Policies

Public Relations Policy

1. Media Centers are required to have informational brochures for each type of user. The

brochures are to inform users of the usages and services of the media center (Thompson, 2006).

a. Teachers

b. Students

c. Parents

d. Community

e. Volunteers

2. Henry County Public Schools has active use of the media centers by requesting that media

specialists share their circulation and collection data as part of the school‟s improvement plan.

a. That data is analyzed – attendance, discipline, academic data – to

determine progress, areas of growth, and targets for concern in the overall

school operation.

b. Through specific goals and strategies of the School Improvement Plan, the

media centers advocacy should be addressed.

c. The expectations that the media specialist will be involved in the SIP

process are advocacy for the media center.

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3. Media Centers are to share information with their administrators, teachers, students, parents

and community through communicating objectives of the media center as well as news and

upcoming events through newsletters (Thompson, 2006).

4. Media Specialists are to collect volunteer applications and logs to keep general information

about volunteers on hand. For example, name, address and telephone number to contact

volunteers if needed (Thompson, 2006).

The record of the amount of time each volunteer works is kept for administration

purposes. The information helps Media Specialists plan for upcoming events and is also

included in a school‟s overall volunteer hours that are reported to the county (Thompson, 2006).

5. A survey will be conducted for the staff and students to determine strengths and weakness

of the media program. The survey will be used to help the media specialist adjust the upcoming

year‟s program to better suit the needs of their staff and students.

6. Promotional activities such as book fairs, birthday book donations, read-a-thons and

school and community events are planned and supported by the Media Specialists. (See yearly

schedule in Appendix A)

Selection Criteria Policy

The goal of the Selection Criteria Policy is to maintain a collection of quality materials

on all subjects and curriculum area for students and teachers to use. These materials include

print, non-print and non-book media and equipment. According to O.C.G.A. law 160.4.4-.01 it

requires development of procedures for the school system and for (i) selecting materials locally

(Georgia State Board of Education, 1998). The materials in the collection are instructionally

appropriate and are critical to the support and enhancement of the school library media center

program. The materials provided for instruction will be housed in the school library media center

and circulated through the school community (Bishop, 2007).

The objective for the selection criteria is to provide support, enrichment and supplement

materials for the faculty, parents and students (Bishop, 2007).

Legal responsibility for the supervision of the selection of educational resources falls on

the Henry County School system. The Board of Education delegates the authority for the

selection of resources to the professional staff employed by the district (Griffin Spalding County

School System, 2007).

Each school in the Henry County School System will have a media committee to help

decide on appropriate materials for the school. The committee will be made up of administrators,

faculty, the community, and students. The final decision will be made by the school library

media specialists when ordering materials for the library collection (Bishop, 2007).

A. Print Materials

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Print materials will be selected for a media center collection based on several criteria.

Books, paperbacks, periodicals, newspapers, pamphlets and reference materials will be examined

for consideration of purchase for the media center collection. Each print material will be judged

on illustrations, paper quality, durability, cost, connection to curriculum standards and goals, use

of the material, authority, indexing, and user friendly (Baltimore County Public Schools, 2009).

B. Non-Print Materials

Non-Print materials will be selected for a media center collection based on similar criteria

to print materials. Non-Print materials will considered into a collection based on quality, auditory

and visual presentation, accuracy of the information, appropriateness of the content and format,

and connection to the standards and curriculum to instructional goals (Baltimore County Public

Schools, 2009).

C. Non-Book Media and Equipment

Equipment and Non-Book Media must be purchased with a minimum of one hundred

dollars as the cost. Each item must also enter a bidding process and comply with the approved

equipment and non-book media pre-approval list for ordering (Bishop, 2007). The materials

selected for the library media center collection should meet the criteria upon being entered into

the system. Such requirements consist of quality and durability of the material, performance,

compatibility, versatility, ease of operation, safety, maintenance and service, reputation of the

manufacturer or publisher and cost (Bishop, 2007).

Donated Materials Policy

The Henry County Public School libraries are pleased to accept any donated materials

that enhance the library‟s goals and mission (The Chicago School of Professional Psychology,

n.d.). Any materials donated to the library must be evaluated to determine if the materials

donated meets the selection policy criteria (Henry County Public Schools, 2006). Upon receipt,

the donated materials become property of Henry County Public Schools. Any materials donated

will not be given a monetary value (Richmond School District, 2008). Materials that do not meet

the selection policy criteria will then be disposed of by exchange, donation or discard (The

Chicago School of Professional Psychology, n.d.).

General Criteria for Donated Materials

All materials must meet the selection policy criteria (Richmond School District, 2008).

All materials must have accurate and up to date information (Richmond School District, 2008).

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All materials must be age appropriate for the subject area intended (Richmond School District,

2008).

All materials must be in good condition for circulation into the existing collection (Richmond

School District, 2008).

Circulation of Donated Materials

The library is responsible for the location, cataloging treatment and other considerations

relating with the use of donated materials (The Chicago School of Professional Psychology,

n.d.).

The library will not maintain separate collection name, therefore all donated material will

be shelved in the appropriate place among the existing collection (The Chicago School of

Professional Psychology, n.d.).

The library will not accept materials that cannot be shelved for normal physical use (The

Chicago School of Professional Psychology, n.d.).

Acknowledgment and Receipt of Donated Materials

The library will make a written acknowledgement of all materials donated. The written

acknowledgement will include all materials donated, but will not include a monetary value (The

Chicago School of Professional Psychology, n.d.).

Each donor is responsible for determining their personal tax obligations and whether their

gift requires appraisal (The Chicago School of Professional Psychology, n.d.).

Reconsideration Policy

Objections may be raised to instructional materials found in a collection despite the fact

that qualified personnel followed proper procedure and observed the criteria for selecting such

materials (Griffin Spalding County School, 2007). According to O.C.G.A. rule number 160-4-4-

.01, each local board of education shall adopt a media policy that requires development of

procedures for the school system and for (ii) handling requests for reconsideration of materials

(Georgia State Board of Education, 1998). A person who is a citizen of Henry County may make

the complaint. Henry County Public Schools will focus the complainant‟s attention on the

principles of the intellectual freedom as stated in the First Amendment of the United States

Constitution (Bishop, 2007).

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An advisory board will be formed for challenged materials to include an administrator, a

classroom teacher from the appropriate grade level or subject area, the media specialist, and an

objective member of the community (Bishop, 2007). During reconsideration, the materials in

question will remain in circulation. If a material goes through the reconsideration procedures it

cannot be challenged again. The Henry County Board of Education advisory board will follow

the procedures found in the Reconsideration procedures within this policy.

Circulation Policy

Each student and faculty member has a number assigned under the Follett circulation system.

This number will allow students and faculty to check out books in the school library under

his/her account. Books are circulated to the students according to the school policy for periods of

one to two weeks at a time. Such items for check out to students are: fiction books, non-fiction

books, reference books, and periodicals.

Overdue Policy

Elementary schools will not access fines for late books, however a fine will be charged for lost or damaged books to be replaced. This dollar amount will be determined by the

book value. If a dollar about is not known a standard fee of 15 dollars will be charged.

For middle and high school students, a late fee may be assessed if deemed necessary by

the school‟s media specialists. For middle school the late fee is ten cents per day with a

maximum fine of two dollars per item. For High school, overdue fines are ten cents per

day with a maximum overdue fine of ten dollars per item (Henry County Schools, Media

Specialists Handbook, 2008).

A charge for lost or damaged books will be assigned according the value of the book (Griffin Spalding County Schools, Media Handbook, 2007).

Schools may withhold a report card, diploma, or certificate until fees are paid (Henry

County Schools, Media Specialist Handbook, 2008).

Inventory Policy

Circulation will begin the second week of school and run through week thirty-two of the thirty-six week school year. Circulation will not continue during inventory or school

holidays. All books are due back to a school media center one week before a school

holiday‟s that are one week or longer (Henry County Schools, Media Handbook, 2008).

Inventory of all books will be taken during weeks thirty-five and thirty-six of the thirty-

six week school calendar. All books are to be accounted for or paid for before final

report cards are sent home.

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Weeding of any books that are unused or too old for the current collection will take place during weeks thirty-three and thirty-four of a thirty-six week school calendar

Video Policy

Videos shown on closed circuit must be rated G only. This is the standard policy for

Elementary, Middle and High School. Movies rated PG, PG-13 and R movies will not be

shown unless parent permission is given. In this case, the parent must sign and return the

form allowing his/her child to view a movie rated PG, PG-13, or R.

All videos must be viewed by the faculty member showing the video and a form for pre-approved must be turned in 48 hours in advance to allow time for the administration to

preview the video in question. (Appendix C)

Media Services Policies

Damaged Materials

Materials that are returned to the library damaged beyond repair will be assessed for a

replacement fee. According to the Georgia State Board of Education rule 20-2-1013 students

will not be allowed to check out any materials until the damaged material is paid for (Justia,

n.d.). The media specialist will send home a letter to the parent notifying them of the

damaged material and the replacement cost. A student‟s report card will be held until the

damaged book is paid for (Aberdeen Elementary, 2009). Damaged materials will not be the

responsibility of the teacher unless there is obvious irresponsibility and unreasonable loss

(Bishop, 2007).

Lost Materials

Students are responsible for all items checked out of the library. The student will not be

able to check other materials until the lost material is paid for or found (Aberdeen

Elementary, 2009). A student who loses materials will be given ample time up to one month

to search for the lost material. The media specialist must be notified if a student withdraws

from school to determine whether or not they have returned all materials (Morningside

Elementary, 2009).

Weeding

As an ongoing effort to provide up-to-date content and quality materials, the collection

will be sustained through proper weeding of materials (Griffin Spalding County, 2007). The

media specialist is responsible for weeding a collection with help from faculty and staff to

ensure that curriculum needs are not affected by weeding (Bishop, 2007).

When considering items for weeding, the media specialist must look at the quality of the

materials, appropriateness of the content, copyright of materials and accuracy of the

information (Bishop, 2007).

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Mending and Repairing

The media specialist will routinely perform preventative maintenance to help maintain a

library media collection (Stephens and Franklin, 2007). If materials are damaged beyond

repair the materials will be discarded (Stephens and Franklin, 2007). The media specialist

will identify the maintenance problems and establish corrective measures and monitor the

work completed by media center staff or an outside contractor (Bishop, 2007).

Definition and Scope of Technical Services

Technical Services is responsible for maintaining Henry County School‟s media equipment and

technology in support of classroom instruction (Marquette University, 2005). Henry County Schools will maintain uniform call numbers throughout the county media

centers. The following will be used to represent categories within the media centers.

E is for Everybody

FIC is for Fiction

REF is for Reference

B is for Biography

PB is for Paperback

PROF is for Professional Materials

MED is for Media equipment such as videos, DVDs and audio tapes.

GN is for Graphic Novels

SC is Story collections

Copyright Policy

Copyright is a form of protection provided to the authors of “original works of authorship”

including composer, artist, publisher, etc. The copyright owner has exclusive rights to reproduce

the copyrighted work. Any materials displaying the copyright symbol are copy protected. All

library media centers are responsible for meeting these guidelines and abiding within the

copyright laws when purchasing, copying, showing and distributing copyrighted materials. Such

materials are books, videos, audiotapes, and online content (Stephens & Franklin, 2007).

The responsibility of copyright management is an administrative and personal responsibility.

Public Law 95-553 provides a clear definition of “Fair Use” of copies that are now being

produced through current technology (United States Copyright Office, 2009). Duplication of

materials is illegal when used as a substitute for their purchase. All educators should be aware

that knowingly violating the copyright law could cost from $750 and upwards to $150,000 per

infraction, or imprisonment, or both (United States Copyright Office, 2009).

Any copyrighted materials reproduced by Henry County Board of Education employees must

adhere to copyright laws currently in effect. Henry County Board of Education employee must

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have the written permission of the copyright holder or must follow the “Fair Use” guidelines

when reproducing copyrighted material. The school library media specialist shall keep teachers

and students informed of current copyright information. Copyright laws will be posted at each

copy machine with in a school. Copyright laws will also be posted on equipment that could

produce materials with a copyright. A power point presentation will be shown at the beginning of

each school year for teachers and staff to become familiar with copyright (Appendix D).

Following the power point presentation, each teacher and staff member will sign a copyright

form stating they understand and will abide by copyright laws (Appendix E). Students who

violate the copyright laws may be charged with plagiarizing and/or violating copyright. Written

permission from copyright holders must be received and on file prior to reproducing copyrighted

materials (Woolls, 2008).

Leadership and Professional Growth Policy

An effective school library media program is a result of strong instruc tional and

curricular leadership. According the Georgia Department of Education, the library media

specialist should establish a media committee at both the system level and at each school

(Ga.DOE, 1998). Strong leadership is a result of good planning and professional development

(Community Unit #2 School District, n.d.).

For a framework of excellence, library media specialist should be given the opportunity

to achieve the Information Literacy Standards as well as the standards set by the American

Association of School Libraries (AASL) (Community Unit #2 School District, n.d.).

These include but are not limited to:

A monthly Media/Technology committee meeting to discuss the improvements

that needs to be made to make the media program stronger and more effective.

A biyearly Media/Technology committee meeting with the school district to

discuss the improvements that the media program need for the system as a whole.

A yearly building meeting with the principal to discuss goals and objectives of the

library media center program (Community Unit #2 School District, n.d.).

Participation/attendance in at least one professional learning opportunity given by

the Henry County Public Schools a year. This may include courses provided by

Henry County Public Schools or the attendance of a professional conference such

as The Georgia Council of Media Organizations (GaCOMO) (Community Unit #2

School District, n.d.).

Media specialist are encouraged to maintain institutional or personal memberships

to one or more of the following professional organizations: American Library

Association (ALA), American Association of School Libraries (AASL),

International Federation of Library Associations and Institutions (IFLA),

International Association of School Librarianships (IASL), Georgia Library

Media Association, Inc. (GLMA) or Georgia Association for Instructional

Technology (GAIT) (Community Unit #2 School District, n.d.).

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Media specialists are encouraged to be involved in groups such as school

improvement teams, curriculum committees and/or technology committees

(Community Unit #2 School District, n.d.).

Within the Henry County Public Schools there are many opportunities for a library media

specialist to participate in professional learning and serve on leadership committees. This not

only helps the school see the media specialist‟s perspective, but also strengthens the media

program as a whole as the school collaborates to improve knowledge acquisition amongst

students. (See Appendix F for contact information)

Interlibrary Loan Policy

The interlibrary loan policy will serve as an agreement between all libraries in Henry

County Public School. The purpose of the agreement is to ensure that all students, teachers and

staff are equipped with the resources needed to receive a quality education. The interlibrary loan

system is necessary to provide a large range of materials and resources to enhance the curriculum

that otherwise may not be available (Chuck, 2009).

Definition

Interlibrary loan is the sharing of resources between two or more libraries. Libraries

within the county that have limited resources may reach out for assistance from other libraries to

provide the necessary materials.

Interlibrary Loan Policy

All materials may be requested through the interlibrary loan system from any Henry

County Public School‟s Library. The lending library will determine if the material is available

on a request-by-request basis. Although a material may be available it is not mandatory that the

library lend the material out due to an item that may be used in the near future by the students,

staff or teachers on campus. All materials will be used in compliance with current copyright

regulations (Chuck, 1999).

Borrowing

When borrowing from other libraries, the Henry County Public Schools Libraries will:

Use all of their own resources first before requesting materials from another library (MassCat, 2008).

Use an interlibrary loan form (Appendix G) that confirms the request by

connecting the request to American Library Association‟s Standard or Georgia

Performance Standard (MassCat, 2008).

See that all items are returned and are in good condition on time. Individuals who lose or damage an item are liable for the cost of the item (MassCat, 2008).

Adhere to any restrictions that the lending library places on the use of the material (MassCat, 2008).

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Send all requested materials packaged and mailed through Henry County Public Schools‟ internal mail.

Lending

When lending items to another library, the Henry County Public School Libraries will:

Process all request in a timely manner (Chuck, 1999).

Inform borrowing libraries that a request is unable to be processed within 48 hours.

Include a copy of request with materials sent (Chuck, 1999).

Place a due date on all requested materials sent.

Place any restrictions of use on all requested materials sent.

Send all requested materials packaged and mailed through Henry County Public Schools‟ internal mail.

No overdue fines will be charged however, libraries that fail to return materials on time may be

denied further request. Libraries that fail to return materials will be charged the replacement cost

of all requested materials. (MassCat, 2008)

Procedures

Collection Management

1. Circulation Procedures

Step 1: Only one to two books are allowed for check out per student. Additional books

may be checked out if special permission is arranged by the school media center.

Step 2: Books may be renewed if the student needs more time with the materials he/she

has checked out.

Step 3: Faculty members are responsible for all materials or equipment checked out in

their names. Such materials allowed for check are non-fiction books, fiction books,

reference materials, periodicals, videos, equipment and professional collections. Faculty

may check out these materials for as long as needed, but all materials are due to the

school‟s media center before the end date of their contract period annually (Griffin

Spalding County Schools, Media Handbook, 2007).

Step 4: All circulated books are due to a school‟s media center no later than two weeks

prior to the last day of the school year (Griffin Spalding County Schools, Media

Handbook, 2007).

2. Overdue Procedures

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Step 1: Overdue notices will sent out every two weeks to students.

Step 2: Items within the media center can be checkout for one week by students.

Step 3: Teachers can check out items within the media center for two weeks.

Step 4: No items will be checked out to the public.

3. Inventory Procedures

Step 1: Handheld scanners will be used to complete inventory. After compiling a

circulation report, a printed shelf list will be used to scan each book. Inventory will begin

in the “everybody” section. The fiction section will be scanned next, followed by the non-

fiction section. The professional section and technology equipment will also be scanned.

Step 2: The media specialist paraprofessional will assist with inventory.

Step 3: As inventory is being completed, all necessary technology items will be cleaned.

4. Video Procedures

Step 1: To request a video, teachers must fill out a video request form one week prior to

viewing the video. The video request form must by signed and approved by an

administrator.

Step 2: The media specialist and the media specialist paraprofessional will handle all

video requests. They will collect the requests and turn them into an administrator to

approve them.

Step 3: Videos will be viewed through the closed circuit system. The media specialist

will start and stop the videos according to the approved time.

5. Periodicals/ Serials/ Newspaper Control

Step 1: When magazines, periodicals (serials), and newspapers arrive, they are placed in

plastic sleeves, and shelved in the leisure reading section and in the reference section.

Step 2: Old magazines, periodicals (serials), and newspapers will be cataloged and

stored.

Step 3: Invoices will be check for materials received. The invoices will be filed with

other material invoices.

6. Consideration File

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It is the responsibility of the individual school‟s media specialist to collect and

maintain a consideration file (Griffin Spalding County, 2007). The file should include

bibliographic information for print material, as well as, information of suggested non-

print materials and equipment (Griffin Spalding County, 2007).

To request new materials, students, teachers and administrators need to file a completed

Consideration Form. (See Appendix H for the consideration form and information needed

for request)

7. Reconsideration of Material Procedures

Step 1: Filling a request for reconsideration of educational materials

a. When an individual raises a question concerning the content of any material, the

principal or the media specialist will listen to the person‟s objection and try to solve

the issue (Griffin Spalding County, 2007).

b. The principal or media specialist receiving the complaint will explain the selection

process of the collection (Griffin Spalding County, 2007).

c. Written documentation of the complaint will be filled with the school principal and

school media specialist (Griffin Spalding County, 2007).

d. The material in question shall remain in circulation until a decision is made (Griffin

Spalding County, 2007).

Step 2: In the event that the complainant is not satisfied with the results of step one, they may

file a formal request for reconsideration of educational materials (Griffin Spalding County,

2007). (Appendix L)

a. Once the advisory board as received the reconsideration of educational material form,

a date will be set within 30 working days for a meeting on the challenged material. A

schedule will be put in place for the materials in question to be reviewed by each

member prior to the meeting date (Griffin Spalding County, 2007).

b. The media specialist will collect all pertinent information involving the material in

question, including reviews for acceptable journals and other sources (Griffin

Spalding County, 2007).

c. A letter will be sent by certified mail/return receipt requested explaining the challenge

procedures and informing the complainant of the meeting time and location (Griffin

Spalding County, 2007).

d. A letter will be sent within ten days following the initial reconsideration of materials

meeting informing the complainant of the decision made by the advisory board

(Griffin Spalding County, 2007). The letter will include the original request of

reconsideration of educational materials and a copy of the appeal form (See Appendix

M).

e. If the complainant decides to file an appeal, the appeal must be filed within ten

working days of receiving the decision including the appeal form (Griffin Spalding

County, 2007). If the complainant does not file an appeal within ten working days,

the request for reconsideration will be dropped (Griffin Spalding County, 2007).

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Step 3: In the event that the complainant is not satisfied with results of step two, they may file

an appeal form to Henry County School System and the county‟s media advisory board for the

appeal process.

a. Once the county‟s advisory board as received the apply reconsideration of

educational material form, a date will be set within 30 working days for a meeting on

the challenged material. A schedule will be put in place for the materials in question

to be reviewed by each member prior to the meeting date (Griffin Spalding County,

2007).

b. The chairman of the county‟s advisory board will collect all pertinent information

involving the material in question, including reviews for acceptable journals and other

sources (Griffin Spalding County, 2007).

c. A letter will be sent by certified mail/return receipt requested explaining the appeal

procedures and informing the complainant of the meeting time and location (Griffin

Spalding County, 2007).

d. The county‟s advisory board will reach a decision using majority rules when deciding

whether or not to retain or remove the material in question (Bishop, 2007).

e. A letter will be sent within ten days following the appeal meeting informing the

complainant of the decision made by the county‟s advisory board (Griffin Spalding

County, 2007).

8. Ordering Procedures

To order materials needed for the media center, the individual school‟s media

specialist will maintain records of spending of the school‟s library budget and other

monies that are allocated for the library media center (Griffin Spalding County, 2007).

Purchases and purchase orders will be made in compliance with the procedures set by

Henry County Public Schools.

Step 1: Students, teachers and administrators will file completed consideration forms to

the school‟s media specialist.

Step 2: The media specialist will use the information from the completed consideration

forms to check the current collection for duplicate materials.

Step 3: The media specialist will use the new information from the consideration forms

and a collection analysis of the current collection to determine the needs of the media

center.

Step 4: The media specialist will contact the person in charge of finances to determine

whether or not funds are available for a new order.

Step 5: The media specialist will place a purchase order through Follett Library

Recourses‟ Titlewave. (See Appendix I)

9. Receiving Procedures

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When receiving materials from the purchase orders, care must be taken when

unpacking shipments (Bishop, 2007).

Step 1: The media specialist will locate the packing slip or invoice and match it against

the original order placed (Bishop, 2007).

Step 2: The media specialist will locate each new item and match it against the original

order placed (Bishop, 2007).

Step 3: The media specialist will locate all non print and equipment materials and chec k

for damage or missing parts before packaging is removed (Bishop, 2007).

Step 4: Materials need to be checked for breakage or imperfection before requesting for

payment to be made (Griffin Spalding County, 2007)

Step 5: Once all materials have been checked, the media specialist will stamp the school

library name on each item (Bishop, 2007).

Step 6: Once all materials have been stamped, barcodes and spine labels will be affixed

to all new items.

Step 7: Verify books that are part of the school‟s Accelerator Reader program as well as

identify any books that need special identification (Stephens and Franklin, 2007).

Step 8: The media specialist will check and update the MARC system and input the

information into the system (Stephens and Franklin, 2007).

Step 9: The media specialist will approve the invoice or purchase order for payment

(Bishop, 2007).

10. Weeding

As an ongoing effort to provide up-to-date content and quality materials, the

collection will be sustained through proper weeding of materials (Griffin Spalding

County, 2007). The media specialist is responsible for weeding a collection with help

from faculty and staff to ensure that curriculum needs are not affected by weeding

(Bishop, 2007).

When considering items for weeding, the media specialist must look at the quality

of the materials, appropriateness of the content, copyright of materials and accuracy of

the information (Bishop, 2007).

Step 1: The media specialist will conduct a collection analysis using Follett Library

Resources‟ Titlewave to weed materials with out-dated or inaccurate information.

Step 2: The media specialist will check the collection for materials that are in poor

physical condition and unattractive appearance (Bishop, 2007).

19

Step 3: The media specialist will check the OPAC for materials that have a poor

circulation record and duplicate titles that are no longer in demand (Bishop, 2007).

Step 4: The media specialist will weed materials whose subject matter is unsuitable for

students, for topics that are no longer of interest and materials that are no longer needed

within the curriculum (Bishop, 2007).

Step 5: The media specialist will weed materials that contain reading levels that are

inappropriate (Bishop, 2007).

Step 6: The media specialist will weed materials that contain bias or stereotypical

portrayals (Bishop, 2007).

Step 7: Before discarding weeded materials the media specialist will record all materials

found to be inadequate for the collection. (See Appendix J)

Step 8: After weeding the collection, the materials must be marked “discarded” and will

be put on sale for small donation and available for students and staff (Stephens and

Franklin, 2007).

Step 9: All remaining materials must be discarded by destroying or throwing away the

materials in question.

11. Repair and Mending Procedures

The media specialist will routinely perform preventative maintenance to help

maintain a library media collection (Stephens and Franklin, 2007). If materials are

damaged beyond repair the materials will be discarded (Stephens and Franklin, 2007).

Books and Print Materials Procedures:

Step 1: Replace protective jackets (Bishop, 2007)

Step 2: Repair torn pages (Bishop, 2007)

Step 3: Reinsert separated pages (Bishop, 2007)

Step 4: Eliminate minor scribbling (Bishop, 2007)

Step 5: Tape and label spines (Bishop, 2007)

Step 6: Purchase books in library bindings (Bishop, 2007).

A/V Materials Procedures:

Step 1: Wipe CD‟s and DVD‟s (Bishop, 2007)

Step 2: Store disk and video upright in plastic cases (Bishop, 2007)

Step 3: Splice tapes (Bishop, 2007)

Step 4: Return material to storage cases immediately after use (Bishop, 2007)

Step 5: Store materials in a climate controlled environment (Bishop, 2007)

Equipment Procedures:

20

Step1: Clean areas of heavy use, using antistatic wipes on monitors and screens

(Bishop, 2007).

Step 2: Keep warranties, manuals and repair records on file (Bishop, 2007).

Step 3: Train media staff and students how to properly use and take care of

equipment (Bishop, 2007).

Step 4: Cover machines when they are not in use (Bishop, 2007).

Step 5: Fasten television and VCR‟s and DVD‟s players to designated carts. Do

not allow students to transport equipment (Bishop, 2007).

Technical Services

1. Tools Necessary for Cataloging Procedures

The following tools will be used to catalog materials within the media center.

A. The Media Specialist will use the OPAC (Online Public Access Catalog), Sears

information and the Dewey Decimal Systems to retrieve the information needed to

create spine labels.

B. The media center will use the Destiny system for online copy cataloging. This

system will also be used to create barcodes for media materials.

C. Barcodes will be attached by clear mailing labels to rear left side of the media

materials.

D. The spine labels will be attached to the media materials with clear mailing labels.

E. The Walnut Creek Elementary name will be stamped into the front and back covers of

all new media materials.

Qwik Start Guide (Appendix O)

2. Damaged Materials Procedures

Materials that are returned to the library damaged beyond repair will be assessed for a

replacement fee. Students will not be allowed to check out any materials until the damaged

material is paid for. The media specialist will send home a letter to the parent notifying them

of the damaged material and the replacement cost. A student‟s report card will be held until

the damaged book is paid for (Aberdeen Elementary, 2009). Damaged materials will not be

the responsibility of the teacher unless there is obvious irresponsibility and unreasonable loss

(Bishop, 2007).

A. If a material is beyond repair a letter will be sent home notifying the parent of the

damaged materials and the replacement cost (Stephens & Franklin, 2007).

21

B. The Media specialist will keep records of parent notification and contact (Stephens &

Franklin, 2007).

C. If a student cannot pay the replacement cost, alternatives will be arranged. Such as a

minimum amount paid each week or the student may work off the debt with parent

permission (Stephens & Franklin, 2007).

D. If a student fails to pay the replacement fee of the damaged material, his/her report card

will be held until payment is made (Aberdeen Elementary, 2009).

E. The Media Specialist will keep records of receipt of payment for damaged materials.

3. Lost Materials Procedures

Students are responsible for all items checked out of the library. The student will not be

able to check other materials until the lost material is paid for or found (Aberdeen

Elementary, 2009). However, the student will continue to have full access to the media center

during regular operating hours. A student who loses materials will be given ample time up to

one month to search for the lost material. The media specialist must be notified if a student

withdraws from school to determine whether or not they have returned all materials

(Morningside Elementary, 2009).

A. If a material is lost a letter will be sent home notifying the parent of the damaged

materials and the replacement cost (Stephens & Franklin, 2007).

B. A student will have one month to locate the lost material before a replacement fee is

assigned (Aberdeen Elementary, 2009).

C. Media specialist will keep records of parent notification and contact (Stephens &

Franklin, 2007).

D. If a student cannot pay for the lost material, alternatives will be arranged. Such as a

minimum amount paid each week or the student may work off the debt with parent

permission (Stephens & Franklin, 2007).

E. If a student fails to pay the replacement fee of the lost material, his/her report card will be

held until payment is made (Aberdeen Elementary, 2009).

F. If a student finds the lost material after the replacement fee has been paid, the student will

receive a full refund up to one month after the replacement fee has been paid.

G. The Media Specialist will keep records of receipt of payment for lost materials and turn

in all money collected to the school bookkeeper.

22

Collaboration Resources

1. Public Relation Procedures

See Appendix A

2. Scheduling Procedures for the Library Media Center

The school library media center shall be open during each school day of the school year for

student use. The faculty may use the school library media center during school hours as well as

before and after school hours. Special arrangements can be made if needed for library use if

other than regular hours.

The school library media center operates on an open/flexible scheduling concept that allows

students to use the media center on their own, with teacher permission, throughout the school

day. This is according to O.C.G.A law 160-4-4.01 titled “Media Programs”. This open

scheduling also allows for teachers and the school library media specialists to collaborate on

lessons and activities so that the students may use the school library media center more

effectively for study activities related to all areas of the standards and curriculum. Multiple

activities can be going on in the school library media center at the same time. The school library

media center is a support system for the instructional program of the school (Georgia Department

of Education, 2008).

Whole Class Visits

It is the teacher‟s duty to maintain responsibility of his/her class while using the media center by:

1. Planning the purpose of the visit with the library media specialist

2. Participating in the delivery of instruction to meet the purpose of the visit.

Therefore, the teacher is required to stay for whole class visits.

Scheduling the School Library Media Center and/or Services from the Media Specialist

The school library media center and its personnel may be scheduled by a teacher for specific

activities in the following areas:

1. Research

2. Media Skills lessons

3. Skills enrichment lessons

Anything that is non-media related should be scheduled outside of media center hours. Events or

activities are prohibited during library hours if they will deny full accessibility of library media

services to all of the students and teachers.

23

3. Advocacy: Tips for Stakeholders

The stakeholders within a media center include parents, students, teachers, staff and the learning

community. See Appendix K for tips for interacting with media center stakeholders.

4. Directions Sheet for Library Support Personnel

School Library Support Personnel

In the school library media center, school library media support personnel (paraprofessionals)

assume responsibilities designated by the school library media specialist. This will assure smooth

school library media center operations and services while enabling the library media specialist to

focus on professional activities such as collaborating with teachers (Stephens and Franklin,

2007). In this role, the school library support personnel (paraprofessional) will:

1. Assumes responsibility for operation of the school library media center in the absence

of the school library media specialist.

2. Operates and maintains equipment related to the media center.

3. Assists in producing materials.

4. Assists students and staff in utilizing and operating equipment.

5. Supervises small groups of students in retrieving materials, finding information, or

other related activities.

6. Repairs necessary materials.

7. Processes materials according to established procedures.

8. Explains location and arrangement of resources to students and staff.

9. Assists students and staff in use of the catalog of the media center‟s resources.

10. Assists students and staff in assembling resources for classroom use.

11. Assists in borrowing materials from other collections.

12. Prepares displays and bibliographies from preselected items.

13. Operates circulation records.

14. Assists in inventorying materials and equipment.

15. Assists in all phases of materials processing.

16. Reshelves and maintains correct order of returned materials.

17. Prepared current periodicals for shelving and maintains collection of back issues.

18. Assists in maintaining an orderly, neat, and attractive atmosphere in the media center

(Stephens and Franklin, 2007)

Volunteers

In the school library media center, volunteers assume responsibilities designated by the school

library media specialist. Such responsibilities are strictly on a volunteer basis and volunteer will

receive no form of an income for their services. Volunteer will be rewarded for their extra

support with a small token at the end of the school year to show appreciation and thanks for

24

taking on responsibilities within the media center (Stephens and Franklin, 2007). In this role, the

volunteers will:

1. Assist in book fairs held in the media center throughout the school year.

2. Assist in the book exchange program.

3. Assist students in finding materials or resources within the media center.

4. Assist in being an advocate for the media center in the community.

5. Assist in keeping the shelves organized and neat.

6. Assist in reshelving books and other media materials.

7. Assist in creating displays and resources for the media center and teachers (Stephens

and Franklin, 2007).

Student Assistants

In the school library media center, student assistants assume responsibilities designated by the

school library media specialist. Such responsibilities are granted on teacher recommendation.

Student assistants must be of proper age to assume responsibilities in the media center. Student

assistants will not participate in the library during regular school unless given teacher permission

or the student is earning class credit (Stephens and Franklin, 2007). Student assistants will:

1. Assist in shelving books and maintaining the shelves neatness and organization.

2. Assist in creating displays for the media center.

3. Assist in clerical tasks.

4. Assist in equipment and computer set-up and/or repairing equipment and computer

set-up.

5. Assist in the newscast on the school television.

6. Assist in advertising for the school library media center.

For a school library media center to effectively implement the necessary programs and media

center services, support staff, or paraprofessional is needed. While the paraprofessional is a

major contribution to the media center, volunteers and student assistants are always permitted

and encouraged. With the proper staff and helpers in place, the media center will run properly

and ensure that all students and teachers will have access to curriculum support (Stephens and

Franklin, 2007).

25

Facility Floor Plan

New Media Floor Plan

Media Workroom/Distribution

Media Workroom/Distribution

Audio Visual StorageMedia Office

TV Production Room

Main Entrance

Library Key

Circulation Desk

Free standing Shelving

Computer Desks

Student Tables

Wall Shelving

Storytelling Area

Smartboard

Closed in courtyard

Comfortable Seating

Professional Materials

Skylight

Adjustable Seating

Entrance to Computer Lab

26

Appendix A

Yearly Schedule

August 4, 2008 First Day of School

August 11, 2008 Media Center Opens for students

September 1, 2008 Labor Day

September 12, 2008 all books are due before Fall Break

September 15-19, 2008 Fall Break

September 22-26, 2008 Book Fair

October is Native American Month

October 6, 2008 Georgia Children‟s Literature Festival

October 15-17, 2008 GA COMO Conference

November 4, 2008 Professional Learning Day

November 21, 2008 all books are due before Thanksgiving Break

November 24-28, 2008 Thanksgiving Break

December 19, 2008 all books are due before Winter Break

December 21-January 5, 2009 Winter Break

January 19, 2009 Martin Luther King Jr. Day

February is Black History Month

February is Heart Health Month

February 13, 2009 all books are due before Mid-Winter Break

February 16-20, 2009 Mid-Winter Break

February 23, 2009 Six Hour Reading Logs are due

February 26, 2009 Georgia Legislative Day

March is Women‟s History Month

March is National Nutrition Month

March is Music In Our Schools Month

March 2, 2009 Read Across America Day

27

March 6-13, 2009 Book Fair

April 3, 2009 all books are due before Spring Break

April 6-10, 2009 Spring Break

April 12-18, 2009 National Library Week

May 11-17, 2009 Children‟s Book Week

May 22, 2009 all books are due

May 25 Memorial Day

May 26-29, 2009 Media Center Closed to students

May 29, 2009 Last Day of School

28

Appendix B

Sample MARC record

29

Appendix C

The Request for Consideration of Approval of Videos Form

1. Requests should be made two weeks prior to the date you are requesting to show the

videotape/DVD/Laserdisc.

2. A copy of the tape/DVD/Laserdisc must accompany the request for administrative

previewing.

3. “R” rated movies will not be approved.

4. Specific segments can be used to complement the learning activity instead of showing a

movie in its entirety.

Date of Request _______________ Teacher‟s Name ______________________

Course: ______________________ Unit Plan Topic ______________________

Proposed Date of Class Viewing _______________ Proposed Time/Period __________

Title of Movie _____________________ Rating _____ Length ___________________

Instruction objectives and Activities __________________________________________

Brief Summary ___________________________________________________________

Have you viewed the entire videotape? ___________ When? _____________

Is it void of commercials? _________

Does it contain nudity, strong language, or extreme violence? ______________________

I have viewed this material and found it to be relevant to the curriculum and appropriate for use

in my classroom. To the best of my knowledge, the material is not in violation of copyright laws.

Teacher‟s signature __________________________________ Date ________________

30

Appendix D

Copyright Power Point

County created copyright presentation2007.ppt

(Henry County Public Schools, 2007)

31

Appendix E

Copyright Notification Form

I have been given information concerning the copyright guidelines of the Henry County

Public School System. These guidelines are in my staff handbook.

Any questions should be directed to the Library Media Center Specialist.

_________________________________________ ____________________

Faculty Member Date

PRINT NAME _______________________________________________________

32

Appendix F

Contact Information for Library Associations

American Library Association (ALA):

40 E. Huron Street (mailing address is 50 E. Huron)

Chicago, IL 60611

Toll free 800-545-2433 | Direct line 312-944-6780 | Fax 312-440-9374

www.ala.org

American Association of School Libraries (AASL):

American Library Association

50 East Huron Street

Chicago, IL 60611-2795

Telephone: (312) 280-4382 | Toll free: 1 (800) 545-2433, ext. 4382 Fax: (312) 280-5276 E-mail: aasl@ala.org | Web: http://www.ala.org/aasl

International Federation of Library Associations and Institutions (IFLA): Postal Address: P.O. Box 95312

2509 CH The Hague Visiting Address: Prins Willem-Alexanderhof 5

2595 BE The Hague

Netherlands

Tel. +31 70 3140884

Fax +31 70 3834827

E-mail: IFLA@ifla.org Web: http://www.ifla.org

International Association of School Librarianships (IASL): Executive Secretary PO Box 83

Zillmere Queensland 4034 Australia

Fax: +617 3633 0570 Web: http://www.iasl-online.org Georgia Library Media Association, Inc. (GLMA): GLMA Executive Office 2711 Irvin Way, Suite 111

Decatur, GA 30030 404.299.7700 glma@jlh-consulting.com Web: http://www.glma-inc.org

Georgia Association for Instructional Technology (GAIT): Web: http://www.gait-inc.org Georgia Council of Media Organizations (GaCOMO): Web: http://www.georgiacomo.org

33

Appendix G

Interlibrary Loan Request

Henry County Public Schools

Materials requested:

______________________________________________________________________________

______________________________________________________________________________

____________________________________________________________

American Library Association‟s Standard or Georgia Performance Standard associated with the

request of materials:

______________________________________________________________________________

______________________________________________________________________________

____________________________________________________________

Date requested: _____________________________________________

Date materials are needed: ____________________________________

Request accepted: ____________ Requested denied: _____________

Borrowing Library Signature: _________________________________________

Lending Library Signature: ___________________________________________

Due date of materials: _______________________

Restrictions of requested materials and other instructions to the borrowing library:

______________________________________________________________________________

______________________________________________________________________________

34

Appendix H

Consideration Form

©2009 by Natalie Hamlin and Whitney Fletcher

Title ___________________________________________

Author/Editor ____________________________________

Publisher________________________________________

Series___________________________________________

ISBN/ISSN______________________________________

Price___________________________________________

Format_________________________________________

Number of Copies________________________________

Why are you recommending this item for the media center?

________________________________________________________________________

Name of requestor________________________________Status__________________________

35

Appendix I

Follett Library Resources Information

http://www.flr.follett.com

Library Service Consultants

Email: lsc@flr.follett.com

Phone: 888.511.5114 ext. 1164

Monday through Friday

7:00 a.m. - 5:00 p.m. CST

Customer Service

Email: customerservice@flr.follett.com

Phone: 888.511.5114 ext. 1102

Fax: 815.759.9831 or 800.852.5458

Monday through Friday

6:00 a.m. - 7:00 p.m. CST

36

Appendix J

Disposition Form

Materials to be weeded

Materials to be re-bound

(Darton College, 2009)

First 5 words of Title Call # (usually on book

spine) Comments

First 5 words of Title Call # (usually on book

spine) Comments

37

Appendix K

Links to Instruction/ In-service/ Staff Development

Stakeholder Tips: https://sites.google.com/site/stakeholdertips/

CPS In-service: https://sites.google.com/site/cpsinservice/

Education City In-service: https://sites.google.com/site/educationcityinservice/

Timeliner 5.0 In-service: https://sites.google.com/site/inservicemodule17461/

Turn of the century Pathfinder: https://sites.google.com/site/pathfindermedt6464/

Thomas Edison Pathfinder: http://sites.google.com/site/pathfinder2medt6464/

38

Appendix L

Reconsideration of Education Materials Form

(Griffin Spalding County, 2007)

Name of Complainant_________________________________________________

Address____________________________________________________________

Occupation_________________________________________________________

Media Format_______________________________________________________

Title__________________________Author or Producer_____________________

Reason for objection (cite particular sequences and approximate location in media)

Specific Objections: _________________________________________________

__________________________________________________________________

__________________________________________________________________

__________________________________________________________________

Have you read, viewed, and/or listened to the entire material to which you object?

__________________

Have you read, viewed, and/or listened to other media by the author or producer?

__________________

Are you aware of any credited reviews of the materials in question? ___________

__________________________________________________________________

With what grade level was the material in question used? ____________________

What material on the same subject would you recommend for replacement?

Title________________________Author or Producer_______________________

Copyright Date______________________

What are your suggestions for the materials in question?______________________

Is your alternate selection in our library media center?________________________

______________________________________________ Signature of Complainant

39

Appendix M

Appeal Form for Reconsideration of Materials

(Griffin Spalding County, 2007)

Name of Complainant_________________________________________________

Address____________________________________________________________

Occupation_________________________________________________________

Media Format_______________________________________________________

Title__________________________Author or Producer_____________________

Reason for objection (cite particular sequences and approximate location in media)

Specific Objections: _________________________________________________

__________________________________________________________________

__________________________________________________________________

__________________________________________________________________

40

Appendix N

Training Aids

OPAC Training Aid: https://sites.google.com/site/opactrainingaid/

Qwik Start Guide

For Destiny 9.5

MEDT 6468

Dr. Phyllis Snipes

Whitney Fletcher

Natalie Hamlin

Tiffany Johnson

41

Table of Contents

Section I: In the Beginning

Page #

4 Setting up Patrons types

4 Adding or Updating Patrons

5 Assigning Passwords and Patron Numbers

Section II: Online Patron Access Catalog

6 How to Open the OPAC

6 Types of Searches

7 OPAC Results List

7 OPAC Item Record

8 Sorting Hit Lists

8 Printing Hit Lists

9 Reserving Materials Online

Section III: Cataloging

9 Opening the Cataloging Module

9 Setting Up Material Types

10 Deleting Materials

11 Adding Materials

14 Correcting MARC Records

14 Authority File For Subjects

Section IV: Circulation/ILL

16 Opening Circulation, Using passwords

17 Checking Out

17 Checking In

18 Setting Up for Student/Parent/Volunteer Check In

18 Changing Date & Time

20 Modifying Due Dates

21 Entering Fines, Reserves & Messages for Patrons

22 Looking Up Patron Information

22 Looking Up Materials/Patrons

24 Running Overdue Notices

42

27 Printing Bills, Fines & Receipts. (Samples)

29 Using Temporary Barcodes

30 Looking Up Circulation Logs

30 Doing ILL with Destiny 9.5

Section V: Reports and Utilities

30 Backing Up Destiny 9.5

31 Running Circulation Reports (samples)

32 Inventory

33 Shelf Lists

34 Collecting Age Report (sample)

34 Bar Codes/ Spine Labels

35 Bar Codes sample

36 Custom Indexes (sample)

37 Unused Barcode Report

37 Rebuilding the System From Backup

Section VI: Troubleshooting

37-38 Troubleshooting tips

43

Section I: In the Beginning

Setting up patron types (and what patron types are available)

To set up patron types, click on “back office”, then “library policies” on the left hand side of the

page. Click on the “patron type” button next to the icon that has the two people on it. Type the

name of your patron group (staff, first grade, parent, etc.) in the field next to “patron type”. You

can create as many patron types as you would like. Now you can edit the information on the page

according to your patron type (maximum # of items checked out at once, maximum # of holds, #

of days each type of item can be checked out). There is also a statement that says “Block check

outs and renewals if the patron has fines or overdue items “ that has an optional check box beside

it if you want to activate that feature.

Adding or updating patrons

a. Creating new patron records by entering them individually

To add a patron, click on the “back office” tab, then click “add patron”. Fields marked with an

asterisk are required. Be sure to choose “patron type” on the drop down menu provided.

b. Importing new patron records from a database

To import new patron records from a database, click on “back office”, then “import patrons”.

The first sentence says “Compare each incoming _____ to the patron barcodes in Destiny”.

Choose either “barcode” or “ID number” from the pull down box to complete the command.

If your patron records contain both a barcode and an ID number, choose whether to move the

unselected identifier to the User Defined 5 field, to the District ID field, or to discard it.

If your district requires that all patron records have District IDs, Import Patrons displays "Move

the unused ID to District ID (ID must be unique)" and automatically moves the unused ID to the

District ID field.

If an incoming record matches an existing record, choose the way you want the import to handle

duplicate records by clicking on the circle to the left of the options list. It can preserve your

existing record, merge the incoming information with the existing record, or replace the existing

record.

After specifying how you want the import to manage duplicate patron records, click “browse” to

locate the import file and then “import” to start the process. Important note: The file you're

importing must not be larger than 500 MB.

Remain on the Import Patrons page until the message, “The patron import you requested has

been submitted”, appears. Once it appears, you may continue to use Destiny as normal.

44

Updating existing patron records (students/faculty who’ve changed grades)

To update an existing patron‟s record, click on “back office”, then “find patron”. Type the

patron‟s name into the “find” field and hit “search”. Once the patron‟s name comes up, click the

edit icon under their name.

Deleting patron records (students/faculty who are no longer here)

To delete a patron record, or several at once, click on “back office” and then “update patrons”.

Click on the “delete” tab in the upper right corner. On the pull down menu, select “patron

records”. You can specify the criteria on which you want to base the deletions: graduation year,

grade level, homeroom or patron type. For patrons who are no longer at the school, you can

search by patron name by going down to the phrase “based on” and then choosing “list of

patrons” in the drop down menu. You can also search by barcode from the same drop down

menu. After you select the patron records you want to delete, click “yes” when the confirmation

message pops up.

Assigning passwords and patron numbers

To assign a password to a patron, click “back office” and then “manage patrons”. Type the

patron‟s name next to the “find” box and then hit “search”. When the patron‟s record pops up,

click “edit” on the right side of the page and then scroll down to “new password” to type the

password. You will also have to type it in the “confirm password” field.

To assign a patron number, again click on “back office” and “manage patrons”. Click on this

icon. You will see on the screen that pops up that a suggested patron barcode

number is there for you. To choose it, click on the dot next to “assign next barcode”.

45

Section II: Online Patron Access Catalog

How to open the OPAC

Go to the school‟s web site. Click on “media center” on the left side of the screen. Click on the

“catalog” tab. No password is needed. In the media center, student computers have a “Catalog”

icon on the desktop. All they have to do is click the icon.

Types of searches and how to perform them

You can search the catalog by keyword, title, author, subject or series. Type in what you are

looking for next to “find” and then click one of the search icons below the “find” field. You can

narrow your search results by clicking on the drop down menus for: material location (which

school level), material type (book, kit, audio, video, etc.), award winner (Caldecott, Coretta Scott

King), reading level, interest level (by grade), or reading program (Reading Counts, Accelerate

Reader, etc.).

46

Reading an OPAC results list

When you search for a material, the results list looks like the screen shot below. The results list

includes the material‟s title, author, publication date, call number, number of copies held by the

library and the number of copies checked in at that time. It sometimes includes a picture of the

material, reading level, interest level, and Lexile number.

Reading an OPAC item record

When you click on an item, the item record looks like the screen shot below. The item record

includes: title, author, illustrator, series name, brief summary, number of copies available at the

school library and at other libraries in the county, genre, publication details, reading grade level,

and Lexile level. There are also links to click if the patron wants a list of books by the same

author or on the same subject.

47

Sorting the hit list

At the top of the hit list in the middle of the screen, it says “sort by” and there is a drop down box

with the sorting options. The hit list can be sorted by: title, author, date of publication, call

number, type of resource, status (checked in or checked out) and relevance to search term.

Printing a hit list

To print a hit list, click on the word “printable” next to the printer icon at the top right hand side

of the page. Here is a sample of an un-sorted printable hit list (it automatically puts the titles in

alphabetical order).

This is the same list sorted by publication date.

48

Reserving materials online

To reserve an item, click the word “details” next to the magnifying glass icon, which is to the

right of the title in the hit list. Next, click on “hold it” next to the book icon. . If a copy is available, a message tells you how long the library will hold it for you.

If a copy is not available now, the library will notify you when one comes in.

Section III: Cataloging

Opening the Cataloging Module

Open the media center home page and log into Destiny by clicking on “login” in the upper right

hand side of the page. Next, click on the “catalog” tab. To begin cataloging an item, click “add

title”, this is located on the left hand side of the page.

Setting up material types and designators

To set a material type, retrieve the record from the catalog. Click “edit title” on the right side of

the page. Under “material type” there will be a drop box of options to choose from including:

book, artifact, equipment, kit, music, video, etc. To choose a designator, click on “add title” on

the left side of the page and then “material type icon” in the top right corner. A list of icons will

pop up to choose from. An example of that page is listed below.

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Deleting materials

Deleting lost or discarded materials individually

To delete an individual discarded material, go to the catalog tab, then click on “update copies” on

the left side of the page. Scan the bar code of the material you are going to discard, then check

the box marked “track as weeded” and click “go”. To delete a lost item, go to the back office tab

then click “inventory” on the left side of the page. Click on the icon “view lost”

on the right side of the page. Scroll down to find the individual item you want, and click

“delete”.

Batch deleting lost or discarded materials

To batch delete discarded materials, go to the catalog tab, then click on

“update copies” on the left side of the page. Click “batch delete” on the upper

right side of the page. You will see a box where you can search for a file of

discarded items. Upload the file and click the box marked “track as weeded”.

To batch delete lost items, go to the back office tab and click on “inventory”

on the left side. Click on the icon that says “view lost” on the right side of the

page. Scroll to the bottom of the page where it says “delete all copies marked

„lost‟ on or before” and fill in the date you want. Then click the icon on the

right side of the page that says “delete all”.

Adding Materials

To add materials to your collection, click on the cataloging tag and then on add title. Using the

drop down boxes, choose the type of material to search. Use the next drop down menu to

identify what type of search to perform. Search the database by title, author, subject, ISBN,

ISSN or LCCN to find the material in question.

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Once the search is complete, click on the material needed.

On the next screen, click add copies

Fill in the appropriate fields and click save copies. The material is now added to your database

collection.

Importing Materials from a Vendor

To import book from a vendor you must start at www.titlewave.com and download and save the

records to your desktop.

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To upload the new MARC records launch Destiny and select the catalog tab at the top of the

page and then on the import records tab on the right side of the page. Scroll down to the bottom

of the page and click browse to upload the MARC records downloaded from titlewave.com and

then select the Import button to add these materials to the database.

The MARC records imported are now available to view or edit to fit your media center‟s needs.

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Correcting MARC Records

To edit MARC records in the Destiny system you click on the cataloging tab and then click on

the add title tab and enter the material being edited and finally click go. Next, select the MARC

view tab. The information highlighted in blue are the only fields that are available to edit. To

change the information, click on the highlighted information and insert the new information and

save.

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Once the information has been saved, recommendations will be given to correct the MARC

record. You have the option to accept or decline the suggestions. If accepted the record will be

automatically updated and saved.

Authority File for Subjects

After selecting the MARC view option click on the “add site-specific heading” tab. Use the drop

down menu to choose which type of heading will be added. Choose from a general,

chronological, geographical or form heading. Fill in the next field to add a heading. Or use the

“find heading” tab to search headings for a specific title. However, you cannot change authority

headings if you are not a district user.

If you are using the “find heading” tab to search headings for a specific title, click on the heading

you wish to add.

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Opening Circulation Using Passwords

To open circulation using passwords you must first launch the Destiny program. Once Destiny is

opened, click on your school name.

Use your given log in information to sign in.

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Checking Out Materials

Check out materials to a patron by clicking on the circulation tab at the top of the page and then

on the check out tab on the side panel of the page.

To find patrons use the drop down box to choose the category in which to search for a patron.

The drop down box categories includes first name, last name or barcodes.

To check out the material, scan the barcode. The material checked out will now be added to the

Items out list at the bottom of the page.

Checking In Materials

To check in materials, start by clicking on the Circulation tab at the top of the page and then

click on the Check-in tab on the panel on the side of the page.

Scan the barcode on the material checked in and a list is created that includes the materials

checked in previously during the day. The list includes material turned in and the patron‟s

information. (Screen shots were omitted to keep identities of patrons confidential)

Setting Up for Student/Parent/Volunteer Check In

For students, parents or volunteers to check in materials they must first create an account and log

in. However, this function is blocked and is not accessible because we are an elementary school

media center.

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Changing Date and Time

To change the date and time, click on the back office tab located on the top row of tabs on the

page. Then, click on the calendar/hours tab to view the calendar. To change the time of

operation select the hours link at the bottom of the page.

To change the hours of operation enter an opening and closing time and click save. Then confirm

the save by clicking yes.

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To change the days of operation, click on the “closed” link at the bottom of the calendar page.

Then, select the days in which the media center will be closed. Don‟t forget to save your

changes and confirm the changes you have made by clicking yes.

Modifying Due Dates

To modify due dates for patrons, you must first click on the back office tab and then on the

library policies tab. You can edit due dates for patrons by clicking on the edit tool.

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When modifying due dates you can also chose to set due dates for different types of materials.

To edit due dates by circulation type, click on the circulation types tab and select the editing tool

to make changes.

Entering Fines

To enter fines for a patron, first select the circulation tab found at the top of the page. Next,

enter the patron‟s names. On the patron‟s information page click the “fines” link to add fines.

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Once on the fines page, the patron information will show the amount of money the patron owes.

Here you have the option of adding a fine to the patrons profile by selecting “add fine”.

Looking Up Patron Information

Patron information can be found several different ways. One way to look up patron information

is to select the reports tab at the top of the page and then the patron tab on the right side of the

page. Next, select a link to look up a specific topic about a patron or to see a specific patron‟s

statistics.

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Looking Up Materials for Patrons /Placing Holds for Materials

To look up materials for patrons first select the circulation tab at the top of the page. Then,

select the Holds/ILL tab on the right. Next, enter the patron you wish to hold materials for and

select the add holds button at the bottom of the page.

Next, search for the specific material to hold for the patron by entering the title of the material.

A list of materials available will be created. Finally, click on the material to hold and that

material will be added and saved to the patron‟s profile.

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Creating bibliographies is another feature Destiny has for patrons. To create a bibliography for a

patron select the reports tab at the top of the page and then select the library tab on the right side

of the page. Then, select the bibliography link.

Now you can begin creating a bibliography for a patron by filling in the appropriate fields and

then clicking on the save setup button.

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Running Overdue Notices

To run an overdue notice, begin by selecting the reports tab at the top of the page and then

selecting the patron tab on the right side of the page. Next, select the Current Checkouts/Fines

link.

Now, create the format in which to create an overdue notice by selecting the appropriate fields

and then clicking on the continue button at the bottom of the page.

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Then, limit the results by selecting the appropriate fields and selecting the continue button at the

bottom of the page.

Finally, add the details that will be printed on the overdue notices by completing the appropriate

fields. Here you have the option of running overdue notices by homeroom teacher, grade level

or by a specific patron.

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When all steps are completed a job list screen will appear and give you the option to print the

notices. Click on the appropriate items and then select the run notices button and then on view

list link. The final report will show in a new window as a PDF file for you to print.

Creating and Printing Receipts

To print a receipt for paid fines, select the circulation tab at the top of the page and the check out

tab on the right side of the page. After entering the patron‟s barcode, first or last name, the

patron‟s information will appear in a new page. Here media specialists are able to view any fines

a patron may have. Next, enter the amount being paid in the field provided and click on the

update button. The receipt will show in a new window for you to view before electing to print

the receipt.

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(Trude Hinson gave permission to use her patron information for this screen shot.)

Sample

This is a sample of an overdue notice. All bills, fine and receipts are shown in PDF files to

preview before printing. Receipts print all patron and material information including barcode

numbers for both the patron and material. The receipts also show the amount owed by the patron

as well as the amount paid.

Using Temporary Bar Codes

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To assign a temporary Bar Code you must be logged into Destiny and in the circulation tab.

Once you are in the circulation tab, you click in the Title box. You must fill in the information in

the form. Then, you need to check the box that says “Title is deleted when checked in “. This

will assign a temporary bar code and then delete it when the material is checked back in.

Look up circulation logs

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Doing ILL with automation system

•The Henry County School System does not have access through Destiny for the Interlibrary

Loan System.

Section V: Reports and Utilities

Backing up the system

•The feature is not accessible to Henry County system through Destiny.

•The Henry School System completes backups to the system through the central office off site.

•The individual schools do not have access or abilities to back up the automation system.

Running Circulation Reports (sample)

Example of a circulation report for a person

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(Permission was given by Trude Hinson to use her circulation report.)

Inventory

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To retrieve an inventory within the Destiny System, you click on the back office tag. Once you

are in the Back Office area, you will then click on the inventory tab on the left hand side of the

screen. Current and past inventories are stored here. If there is an inventory available, you can

click to view it.

Shelflist

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To view a shelflist, you click on the report tab. Then click on library. You will then see a tab for

shelflist. The shelflist will show books in the exact order that they should be in on the shelves.

The shelflist is great to use when completing an inventory each year.

Collection Age Report

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To view a collection age report, you click on reports, then the library tab. Then you click the

collection statistics tab. You can view copies with dates, and average age according to the range.

Bar Codes

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To obtain bar codes, you must be under the report tab in Destiny. Click on the Library tab on the

left hand side of the page. Click on the barcode link and you can select from used to unused

barcodes to search the reports. You can also put in the range of call numbers to find.

Spine/pocket label

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To create spine or pocket labels, you need to click on reports, library and then spine/pocket

labels. From there you can make spine labels from list or date. Then you can print them for the

books.

Custom Indexes

To generate a custom index report, you must first click on the Reports tab at the top of the screen

in Destiny. Then click on the library tab. Once you are in the library tab, you click on

bibliography. Click, “create bibliography”. You can search by any criteria. For this example, it

shows a report by call numbers. It will generate the report for you, and you can just click, “view”

to see the report on a custom index for call numbers.

Unused Barcode Report

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To retrieve unused barcode reports, go to my library. Then click on library, click barcode list,

and then click on used barcode list report. There you view the barcodes that have not been used.

Rebuilding the system from back up

•The Henry County School System completes all the backups at the county level. The media

specialists within the actual schools do not complete any of the backups for the system. So

rebuilding the system from back up is not possible with in the media center.

Section VI. Troubleshooting

-Basic problem solving

Whenever a problem may arise it is important to remember that help is not far away. When you

have questions about a specific application remember to use the on page help. To access the on

page help, click on the “?” located in the top right corner of the page.

-Students not showing up in the Destiny Database

Note: Each night Destiny updates through Infinite Campus. So any new students or withdrawn

students are updated every evening.

First, see if the student came from within county. If they did, then you can find them through a

search at their other school. To do this, go to the check out screen and search for the student.

Make sure “only my patrons” is not checked that it will search the entire database. IF the student

is new, the system may not have updated the students‟ information yet. If the student has been

enrolled in the school for a few days, verify all the students‟ information to make sure spellings

and information is correct, and the student has been fully withdrawn from the other school. IF the

student still does not appear, contact the media department at the county office to put in a work

order to have the database looked at.

-Unable to maintain circulation data when internet is down

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To avoid not being able to use your system if the internet connection goes down, be sure to

download Follett Remote to your desktop. Follett Remote allows you to continue to keep a

record of circulation data when the internet is down. To download, log into Destiny, click “help”

in the top right corner, and in the question box type “Follett remote”. Choose “how do I get

Follett Remote”. Instructions will prompt you to load the program onto your desktop.

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References:

AASL & AECT. (1998). Information power; Partnership for learning. Chicago:

American Library Association.

Aberdeen Elementary School (2009). Aberdeen Elementary Media Center

Policies and Procedures 2008-2009. Retrieved July 6, 2009 from, Aberdeen Elementary Media

Center Web site:

http://schoolcenter.mcs.k12.nc.us/education/components/whatsnew/default.php?sectiondetailid=

15315&PHPSESSID=snmzowno

Baltimore County Public Schools (2009). Selection criteria for school

library media center collections. Retrieved June 23, 2009 from, Baltimore County Public

Schools Web site: http://www.bcpa.org/offices/lis/office/admin/selection.html.

Bishop, K. (2007). The collection program in schools: Concepts, practices, and information sources

(4th ed.). Westport, CT: Libraries Unlimited.

Darton College (2009). Library weeding request form. Retrieved June 30, 2009 from, Darton College,

Library Web site: http://www.darton.edu/~dclib/forms2007/weeding-form.php

Griffin Spalding County School System (2007). Griffin Spalding County School media handbook (rev.

ed.). Griffin, Georgia: Griffin Spalding County Schools.

Henry County Public Schools (2006, November 13). Board policy: instructional materials. Retrieved

June 22, 2009 from, Henry County Public Schools Web site:

https://eboard.eboardsolutions.com/ePolicy/policy.aspx?PC=IFA&Sch=4088&S=4088&RevNo=

1.21&C=I&Z=P

Henry County Public School System (2008). Henry County Schools media

specialist handbook (rev. ed.). McDonough, Georgia: Henry County Schools

Henry County Public Schools. (2008) SACS/CASI district accreditation

self-study report. Retrieved January 20, 2009, from,

http://www.henry.k12.ga.us/attachments/Final_SACS_Report.pdf

Justia Legal Services and Lawyers (n.d.). Justia us laws. Retrieved July 9, 2009 from, Web site:

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

Media Programs (IFBD) Rule 160-4-4-.O1, Georgia State Board of Education (1998). Retrieved March

23, 2009, from http://www.doe.k12.ga.us/_documents/doe/legalservices/160-4-4-.01.pdf

Morningside Elementary (n.d.). Morningside Elementary media center

handbook. Retrieved July 6, 2009 from, Morningside Elementary Media Center Web site:

http://www.hcbe.net/schools/MSE/media/files/03220440A5CE4291991CD67F6AD19A5C.pdf

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Richmond School District (2008, November 10). Richmond School District policy statement selection

and adoption of LMC materials. Retrieved June 22, 2009 from, Richmond School District Web

site:

http://www.richmond.k12.wi.us/Portals/RichmondSchool/362%20Selection%20&%20Adoption

%20of%20LMC%20Materials.pdf

Stephens, C.G., & Franklin, P. (2007). Library 101: A handbook for the school library media specialist.

Westport, CT: Libraries Unlimited

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Retrieved June 22, 2009 from, The Chicago School of Professional Psychology Web site:

http://74.125.113.132/search?q=cache:j9AYE0ANSooJ:www.thechicagoschool.edu/resources/co

ntent/1/0/7/4/documents/The_Chicago_School_Library_Gift_Policy(1).doc+donated+materials+

school+library+policy&cd=4&hl=en&ct=clnk&gl=ca