Final Handbook Spring 2013 Real

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POLICIES
I. Purpose Statement 4 1. Name and demographics of system and school ......4 2. Mission statement ..4 3. Philosophy statement / Goals .4 II. Public Relations / Marketing ....5
III. Collection Development...5 1. Selections Philosophy6 2. Responsibility for Selection of Print Materials..7 3. Responsibility for Selection of Nonprint Materials & Equipment...7 4. Selections Criteria for Print and Nonprint Materials..8 IV. Donated Materials..9
V. Reconsideration of Materials .....9 VI. Media Services Policies.10 1. Operation10 2. Circulation Policy Print & Non-print....10 3. Overdue Policy..........11 4. Video Policy.....11 5. Inventory Policy..11 6. Damaged Books...12 7. Lost Books....12 8. Weeding...13 9. Mending and Repairing.13
VII. Definition and Scope of Technical Services.14 1. Definition14 2. Scope and Guiding Principals.14 3. Format Codes15 Andrews, Lawson, Reid, and Wilson 2
VIII. Copyright Policy.16 1. Fair Use16 2. Copyright Policy Under Federal Law.17 3. Copyright Guidelines..17 IX. Leadership and Professional Growth Policy.19 X. Interlibrary Loan Policy Partnership with other libraries..21
PROCEDURES
I. Collection Management.....22 1. Circulation Procedures...22 2. Overdue Procedures....23 3. Consideration File24 4. Ordering Procedures24 5. Receiving Procedures..25 6. Periodicals/Serials/Newspaper Control.26 7. Weeding Procedures27 8. Repair and Mending Procedures.28 9. Inventory Procedures29 10. Video Procedures (Closed Circuit Broadcasting)..30 II. Technical Services..31 1. Materials Necessary for Original Cataloging31 2. Cataloguing Procedures: Destiny Manual and Qwik Start Guide.31 3. Paraprofessional and Volunteer Duties..32 4. Damaged Books Procedures.35 5. Lost Books Procedures ...35 III. Collaboration Resources..36 1. Public Relations / Marketing Procedures.36 2. Reconsideration of Materials Procedures..37 3. Staff Development..38 4. Advocacy and Tips for Working With Stakeholders..39
Andrews, Lawson, Reid, and Wilson
5. School Website and Online Educational Resources..39 6. School TV News40 7. Scheduling of the Media Center40 Appendixes.44-65 References..66-67
I. Purpose Statements
1. Name and demographics of school and system:
Media Matters Middle School is located in Book County. It is part of the American Wilson, 2008 Library School System. As the only middle school in the district, it has an enrollment of 450 students in grades six through eight. Media Matters Middle School opened on a new campus and is in its first year of operation (see APPENDIX A for Media Center Layout and APPENDIX B for sample Technology Layout). Media Matters Middle School is located in a small community that cares deeply for education. As a result parent support and involvement is high. The population is very diverse with 44% Caucasian, 6% ESOL, and 48% African American, and 2% other nationalities. While Bremen Middle School has 12% SWD, it also serves a very high population of gifted students at 24%. 23% of the population at Media Matters Middle School is classified as Economically Disadvanged.
2. Mission statement:
Media Matters Middle School Media Center exists to promote a lifetime love of reading, provide the resources and materials needed for all patrons, and encourage efficient and independent use of those resources through integrated information literacy instruction.
3. Philosophy statement / Goals:

It is the goal of the Media Center staff to: Meet the informational needs of all patrons. Work in collaboration with faculty to enhance the curriculum. Provide resources to increase student achievement. Instill in our students a lifetime love of reading and learning. Provide the research foundation to help students succeed in their educational and real-world careers. Help teachers successfully and creatively integrate technology into instruction.
II. Public Relations/Marketing
Guidelines
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As stated in the mission statement, the Media Matters Middle School Media Center exists to promote a lifetime love of reading and provide the resources and materials needed for all patrons. To this end the Media Specialist is responsible for creating a welcoming environment, promoting the schools media center and increasing public awareness of the importance of the Media Matters Middle Schools library media program in furthering the academic success and lifelong learning of our students. All promotional activities will: Foster a positive public image of media center's services, staff and programming. Use various approaches to publicity including visually attractive print and electronic materials, signage, and graphics. Further the educational benefit offered patrons of the media
III. Selections Criteria

1. Selection Philosophy The media specialist must build and maintain a collection of both print, nonprint, and electronic materials that best serves the needs of its users. It is the goal of this media center to meet the informational needs of all patrons and to work in collaboration with faculty to enhance all areas of the curriculum. In order to accomplish this, the media center will:
Select materials that meet the needs of teachers and students, and all stakeholders Select materials that support the curriculums changing demands. Select materials that are age appropriate and support the schools accelerated reader program requirements. Select materials that are culturally diverse and free from bias Select materials that support current technologies Select materials that will help develop students critical thinking skills and information literacy skills.
2. Responsibility for Selection of Print Materials The Media Specialist is responsible for selecting materials for the media center based on the needs of the curriculum. There is presently no Media Advisory committee, so the Media Specialist is responsible for making all selection decisions based on input gathered from stakeholders. The media specialist will collaborate with teachers and collect their input for needs for materials based on surveys, wishlists, open dialogue, and online polls. The media specialist will also collaborate with school administrators and serve on the schools curriculum planning committee to determine what materials are needed to support changes in the curriculum.
3. Responsibility for Selection of nonprint materials and equipment The school districts technology specialist is the person responsible for the selection and purchase of new equipment and technology. This includes, but is not limited to, computers, laptops, TVs, DVD players, activboards, media projectors, and overhead projectors. Digital cameras, camcorders, assistive reading technology, audiobooks, and e-readers are the only equipment the media specialist is responsible for purchasing using the media centers allotted budget. The district technology specialist is also responsible for the purchase of online licensing for software and online subscriptions to websites such as BrainPop, StudyIsland, and NetTrekker. The Media Specialist is responsible for surveying the needs of stakeholders to determine if there is a need for new equipment/software
and examining how the equipment/software would best be utilized. The media specialist will then present the information gathered in a written report and submit it to the district technology specialist for consideration. 4. Selection Criteria for Print and Nonprint materials Both print and nonprint materials will be selected based on curriculum needs, the existing collections needs, individual student needs, and the needs of the school. Certain criteria will be utilized to judge the value of the material selected or purchased. All gifted and donated materials will be subjected to these same criteria. In order to be considered as a valuable resource, all materials must meet the following objectives: Contributes to curriculum standards and the schools specific instructional goals. Supports the instructional goals of the school district. Is age appropriate and meets the interest level and ability level of student users Represents a variety of viewpoints, presents factual evidence, and is free from bias Content contains a high quality of literary and aesthetic value Is relevant to todays world, and up to date with the latest information, Allows students to make informed decisions and form their own opinions about what they are learning
In order for the material to be considered physically appropriate for the collection, the following factors must be considered: (Hilsborough 2009): Purpose for inclusion of material in the curriculum Use of material in an instructional setting Reliability of the author and credibility of his/her sources Quality of literary and artistic merit for print materials
Quality of audio and visual elements for nonprint materials Durability of material Cost of material Special features or inclusion of supportive visual aids
III. Donated Materials

Materials donated to the media center are willingly accepted and greatly appreciated. Prior to cataloguing, materials will be evaluated much like the new material selection process. Not all donations will be placed in circulation. Evaluation criteria includes, but is not limited to: Materials are not age appropriate, Materials do not satisfy curricular requirements, Materials are in bad repair.
If a donated item is not accepted for circulation in the schools media center it will be donated to the local public library or a similar venue.
V. Reconsideration of Materials
According the Library Bill of Rights, books and other library resources should be provided for the interest, information, and enlightenment of all people in the community that the library serves. Materials should not be excluded because of the origin, background, or views of those contributing to their creation (American Library Association Council, 1939). It is the policy of this library to protect the intellectual freedom of its patrons by providing resources that present a variety of viewpoints, give access to different ideas and create an atmosphere of free inquiry. Parents certainly have a right to question what resources their child is subjected to, however no single parent should have the right to restrict the intellectual freedom of everyone else. The policies set in place for reconsideration are to be used in the event that there is a concern over a specific materials value to the curriculum or to the collection.
VI. Media Services Policies
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1. Operation The Media Matters Middle School Media Center will be open from 8:00 am until 4:00 pm. All students are welcome in the media center before the 1st bell and after the last class is dismissed. During the school day, all students entering the media center must have an agenda pass or be part of a scheduled class. The MMMS Media Center operates on a mixed schedule; teachers must reserve space in the media center for classes and must remain with their classes. All teachers are encouraged to collaborate with the media staff to plan learning activities so that their classes can make the best use of the materials and media services provided for them. 2. Circulation Policy Print & Non-print The MMMS Media Center has a wide variety of materials which can be used inside the media center and can also be circulated to students and faculty. Students can check out most print materials in the media center for a two week period. Other print materials such as magazines and reference books have a three day check out period. Non print materials such as ebooks and audio books have a two week check out period. All materials with a two week check out length can be renewed as long as they are not on hold for another patron. Teachers can check out equipment and professional materials as well and can keep most items as long as they are needed or are not on hold for another patron. Parents of students enrolled at the school may check out non-reference books from Andrews, Lawson, Reid, and Wilson 10
the media center for a two week period. Anyone wishing to check out books must register with the media specialist. 3. Overdue Policy Students and faculty are asked to return all items as soon as they are finished with them so that the items can be made available to others. Students may renew items up to two times as long as the item has not be placed on hold by another patron. Students will be notified when they have overdue items and will not be allowed to check out additional materials until the overdue items are returned. Fines for overdue items are detailed in the procedures section of the handbook. 4. Video Policy Curriculum related videos and DVDs from the media center collection may be shown in the classrooms for instructional purposes only. At the discretion of administration, teachers may be asked to submit a lesson plan detailing the requirement for the video prior to checking out the video from the media center. Personal videos or videos with any other rating than PG may not be shown in the classroom unless given prior approval by administration. See the Copyright Policy section of this handbook for more information on appropriate school use of videos. 5. Inventory Policy Inventory of all print and non-print materials will be taken once a year. The media center will remain open during this time. The media center staff and specially trained parent volunteers will use portable scanners to inventory materials in place. Missing items will be recorded as lost, until such time as they are located and scanned into inventory. Damaged books will be repaired or discarded as appropriate. General weeding of the collection will not take place during the inventory. An equipment inventory will take place at the end of the school year after most items have been returned to the media center for cleaning and summer storage.
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6. Damaged Books The Official Code of Georgia 20-2-1013 charges Local Education Agencies, LEAs, with the responsibility to provide all students with free textbooks. This section of the law also regulates other books and materials purchased by LEAs. It mandates that schools create policies and procedures for the care and protection of these materials. Additionally, it authorizes schools to enforce sanctions on patrons who damage or loose these materials. If patrons refuse to make restitution, schools can refuse to issue additional textbooks and materials and/or withhold report cards and diplomas. Media center patrons are responsible for all damaged materials. A material is considered damaged if there is noticeable change to the material. Noticeable change includes, but is not limited to: torn pages, torn book covers, damage to the spine, and/or writings or marks in the book. Patrons who consistently damage materials (three or more times) will not be allowed to check out materials for the remainder of the school year. All materials will be repaired as many time as possible, unless the item is damaged beyond repair. An item is damaged beyond repair if the cost of fixing it exceeds the cost of replacing it. If materials can be repaired, the patron will not be charged the price of the book. If the material cannot be repaired, patrons will be charged a fee for replacement. Replacement cost of materials will be assessed based on costs of replacing the item. 7. Lost Books The Official Code of Georgia 20-2-1013 states that all textbooks, library books, and media materials purchased with state funds are the property of the school; and if those materials are lost, fees must be assessed to receive compensation and protect the schools investment. Media Center patrons are responsible for lost materials. An item is considered lost if the patron has not brought back the overdue material within four weeks of the due date. Students who continually lose books (two or more times) will have restrictions placed on the number of Andrews, Lawson, Reid, and Wilson 12
materials they can check out and how long they can check them out for. Fees for lost materials will be assessed following the same guidelines as the damaged books policy. 8. Weeding Damaged materials will be removed from the collection at any time during the year. Once a year, the collection will be analyzed to determine if additional materials need to be removed. Items which are determined to be extremely worn, obsolete, redundant, or rarely used may be removed from the collection. Discarding of materials will be in compliance with state and local policy, state and federal law, and any restrictions related to the source of the funds. The media specialist will keep a record of all discarded materials for a minimum of three years. 9. Mending and Repairing Materials with high circulation rates often incur a great deal of wear and tear. Many times these items will be in need of repair. Items that can be quickly repaired will be done as time permits to allow them to be quickly placed back into circulation. Media center staff will attempt to repair materials as many times as possible. It is the responsibility of the media staff to determine when and if material can be repaired or must be discarded. If the repair or discard is a result of misuse by a patron, the patron will be notified and charged the cost of replacement.
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VII. Definition and Scope of Technical Services

1. Definition Technical Services is the acquisition, cataloguing, and processing of materials. Acquisition includes the selection and purchase of materials. For selection policy, please see page 12. Cataloguing is entering information about the purchased material into the schools Online Public Access Catalog (OPAC). Such information might include MARC records, purchase price, call number, and barcode number. Cataloguing ensures that all materials can be searched and are easily accessible. Once materials are catalogued in the OPAC, they must be processed, or clearly marked so that the material can be identified and easily found on the shelf. Shelves should be kept in order and monitored regularly to ensure that materials are where they are supposed to be. 2. Scope and Guiding Principals The goal of this media center is to provide the most current records for all materials in the library, and organize them in such a way so that they are easy to search for and locate. This facilitates use of the schools OPAC by students and fosters independent access of library materials. In order to ensure this, the following guidelines are observed: All materials in the media center are organized according to the most recent editions of the Sears List of Subject Headings and the Abridged Dewey Decimal Classification.
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The OPAC is kept up to date with the most current records possible and is easily accessible by patrons. Proper authority control tools will be utilized to ensure that materials are easily searchable and their MARC records do not overlap. All materials are organized in an orderly fashion and are clearly marked with identifiable call numbers, Accelerated Reader Information, and other necessary information. The media staff will ensure that equal access is provided for using the OPAC to search for and locate materials in an educational setting.
3. Format Codes The following format codes will be used to standardize the following areas of the collection. These format codes are in correspondence with the districts standard format. Fiction Nonfiction Individual Biography Easy Fiction Graphic Novels Short Story Spanish Speaking Materials F with the first three letters of the authors last name 787.68 DEW Corresponding Dewey number with first three letters of the authors last name B with first three letters of the persons last name. E with first three letters of the authors last name G with corresponding Dewey number and last three letters of the authors last name SC (story collection) with first three letters of the authors last name ESOL with first three letters of authors last name R with corresponding Dewey Decimal Number and first three letters of title MAGAZINE TITLE DATE The magazine title and, first three letters of month, and entire year (Sample: TIME AUG 2011). PRO with corresponding Dewey number and first three letters of authors name. PB with first three letters of the authors last name CD with first three letters of authors last name 15
Reference Periodicals
Professional Paperbacks Audiovisual: CD Andrews, Lawson, Reid, and Wilson
DVD Audiobook Kit
DVD with first three letters of title AB with first three letters of authors last Name E-BOOK
E-BOOK Equipment: Video Projectors DVD players CD players Laptop computers LCD projectors
Equip VHS Equip DVD Equip CD Equip LTC Equip LCD
VIII. COPYRIGHT Fair Use

The Copyright Act sets forth four factors that courts are to consider in determining whether copying of someone elses work is permitted by the doctrine of fair use (Becker, 1997). Purpose and Character The purpose and character of the copying, including whether the use is of a commercial nature is for nonprofit education purposes. Nature of Work The nature of the work being copied - copying works that are primarily factual in nature is tolerated more than copying from creative works. Amount and Quantity Copied
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The amount and substantiality of the portion that is copied in relation to the copyrighted work as a whole, the more that is copied, or the more significant the portion that is copied, the less likely that fair use will apply.
Effect on the Market The effect of the copying upon the potential market, or value of the copyrighted work.
Copyright Policy Under Federal Law

1. School Board employees may use or reproduce copyrighted materials under the provisions of the copyright laws currently in force under Title 17 of the United States Code. 2. Any use or reproduction of copyrighted materials will be done either with written permission of the copyright holder or within bounds of Fair Use guidelines provided in the Copyright Act (See Below). 3. The individual responsible for use or reproduction may held be liable for infringing the copyright under existing laws. 4. The School Board of the American Library School System, recognizes the importance of the Copyright Law of the United States (Title 17, United States Code). The School Board hereby notifies all employees that a willful infringement of the law may result in disciplinary action. A case of willful infringement would preclude the School Board from paying any legal fees based on court rulings or attorney fees that the employee might incur. Rather, the employee would be held directly responsible for any damages the School Board could be held liable for.
Copyright Guidelines
Staff and students may not Reproduce, Distribute, Perform, or Display a copyrighted work without adhering to copyright rules and regulations.
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Materials under copyright protection include: Written Works (Books, magazines, and workbooks) Musical Works (Sheet music) Sound Recordings (Songs and Podcasts) Graphical Works (Pictures) Dramatic Works (Plays and Scripts) Choreographic Works (Dances) Motion Pictures and Audiovisual Works (Movies and Webcasts)
General Guidelines for Copying and Displaying Works: Works cannot be copied to create or substitute for the purchase of a published anthology. Consumable works cannot be copied (workbooks, answer keys, etc.). Multiple copies can made of: o Written Works No more than 10% o Video Recordings No more than 10% or 3 minutes (whichever is less). o Music Recording No more than 10% or 30 seconds (whichever is less). o Poetry No more than 10% or 250 words by a single author. o Poetry from an Anthology No more than 10% or 3 poems (of up to 250 words) by one author or 5 poems (of up to 250 words) by different authors. o Graphic Images No more than 5 graphic images from a single photographer or artist. o Graphic Images from an Anthology No more 10% or than 15 graphic images (whichever is less) o Numerical Data Up to 10% or 250,000 cells from a copyrighted table or data set (whichever is less).
(See APPENDIX C for Copyright Brochure and Guidelines)
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IX. Leadership and Professional Growth

Current trends in education, changes in the budget, and expanding new technology will affect the role of the media specialist. For these reasons, opportunities exist in a variety of educational associations to improve the media program and to meet the needs of the center (Woolls, 2004). It is the important to the school library media program that the media specialist is equipped to support and strengthen the curriculum, incorporate technology, and implement state and national standards. The media specialist must also be equipped to understand and implement current reading programs and reading level assessments in order to determine student needs, provide appropriate materials, and encourage reading for learning, pleasure, and wellbeing. As a leader, the media specialist must also be an effective collaborator with teachers in support of the curriculum. Relevant library organizations include the American Library Association (ALA) and its division, American Association of School Librarians (AASL). The ALA has more than 60,000 members representing all types of librarians, information specialists, and trustees of public libraries. These national organizations and their programs are directly related to school library media services. Conferences are held twice a year to provide an opportunity for practitioners to present information on their program and discuss research results. The International Association of Librarianship (ISAL) is open to media specialists who enjoy meetings with media specialists from all over the world. Scholarships are offered to persons from developing nations to attend the annual meetings. The International Federation of Library Associations and Federations (IFLAF) also provide professionals in other countries an opportunity to meet and discuss media programs. As a global society, the exchange of information in this capacity is crucial. Media specialists also have the opportunity to join state and local organizations. The Georgia Library Media Association (GLMA) is a professional organization for media specialists from across the state of Georgia. The GLMA provides leadership in the use of information resources and technology. Its members include media specialists, paraprofessionals, coordinators, and book company representatives. Members are dedicated to the advancement and empowerment of media specialists in providing quality education in the state of Georgia. The Georgia Association for Instructional Andrews, Lawson, Reid, and Wilson 19
Technology (GAIT) is for anyone interested in improving education through the use of technology. At the state level, GAIT is united with other library/media associations through representation on the Georgia Council of Media Organizations (GaCOMO). The Metro Atlanta Library Association (MALA) is open to anyone interested in advancing library and resource interests in the Metro Atlanta area. Its objective is to advance library interests and services in the greater Atlanta area. Professional Associations American Library Association (ALA) Juanita Rodriquez, Director 50 E. Huron Chicago, Ill 60611 1-800-545-2433 www.ala.org American Association of School Librarians (AASL) Juanita Rodriquez, Director 50 E. Huron Chicago, Ill 60611 1-800-545-2433 www.ala.org/ala/mgrps/divs/aasl/schlibrariesandyou/schoollibraries.cfm Georgia Association for Instructional Technology (GAIT) GAIT Membership c/o Ginny Harrell 2221 Emerald Drive Jonesboro, Georgia 30236-5223 www.gait-inc.org Georgia Council of Media Organizations (GaCOMO) PO Box 3015 Peachtree City, GA 30269 678-621-0355 www.georgiacomo.org The Metro Atlanta Library Association (MALA) P. O. Box 14948
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Atlanta, Georgia www.matllib.org/index.html (Eduscapes.com, n.d.)
X. Interlibrary Loans
Interlibrary loan is the process by which one library requests materials or supplies from another library. The purpose of this is to collaborate with in order to expand the offerings of a single collection and obtain materials not available in the user's local library. The vast majority of interlibrary loans come from copies made from other materials (such as journal articles). Under Section 108(g) of the Copyright Law and the National Commission on New Technological Uses of Copyrighted Works, the following guidelines must be adhered to: No more than five copies of five articles within five years from a published periodical series. No more than five copies of materials from any given work. This includes works of prose, poetry, and fiction. If the library requesting an interlibrary loan already subscribes to the same periodical or has ordered the periodical or owns a copy of the source from which they are requesting the copy, they are not restricted by the above guidelines. Librarians and teachers can only make copies of purchased materials (no more than 10%) in order to make class sets. The interlibrary loan cannot be fulfilled by the supplying library does not receive a signed form saying that these guidelines have been adhered to. The requesting library shall maintain records of all requests made by patrons for copies of any materials to which these guidelines apply. They must be kept on file for at least three years after the initial date of request.
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Procedures
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I.
Collection Management
1. Circulation Procedures Students: o Maximum check out: 2 materials o Check out length: 2 weeks for most books, eBooks, and audio books 3 days for magazines Reference books may not be checked out. Equipment and assistive technology may be checked out to individual students, but it can ONLY be used in the media center. Students must have a written goal in their agenda which must be signed off on by a teacher. A table near the circulation desk will be reserved for this purpose. o Excluding equipment and reference, a material can be renewed up to two times unless it has been placed on hold by another patron. Faculty: o Maximum check out: Unrestricted.
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o Checkout Length: Print Materials: One Semester Pulled Materials: One Week (must be used in media center or returned to media center at end of day) Materials not returned by the end of each semester will be charged to that teachers account. If there is a request for a checked out material, that teacher will be notified to see if the item is still in use or if sharing can be coordinated. o Check out of equipment is on a first come first serve basis and is at the request of a teacher. Equipment will be checked out for one day and must be returned at the end of that day prior to that teacher signing out. If it is not returned, it is the media specialists responsibility to track down the equipment before leaving and address the issue. o Equipment such as projectors, and remotes may be checked out for the entire school year. USB cords and other such items will only be checked out for two weeks (but can be renewed periodically). Digital, flip cameras, and other video equipment can be checked out for two week periods, but must be returned by the end of each school day.
2. Overdue Procedures Fines will be assessed at ten cents per day. Weekends and days school is not in session will not be counted. Students with overdue books will be notified in writing. Overdue notices will be printed biweekly and distributed by homeroom teachers. Students will not be allowed to check out more materials until overdue materials are returned. Students with fines totaling more than $1.00 will not be allowed to check out more materials.
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3. Consideration File The media specialist is responsible for collaborating with teachers to find items to purchase for the media center that would benefit them in the classroom and support the curriculum. In order to do this, the media specialist may keep catalogues on file for teachers to browse and create wish lists from. Teachers can also find and e-mail suggestions through the use of an online suggestion/poll box or submit requests through the Destiny OPAC if there is an item at another school thats desired. Teachers can also suggest broad topics (formally or informally), and the media specialist can browse for the teacher and make suggestions. Once materials are selected, this wishlist will go into the consideration file and be reviewed as soon as funds become available for ordering new materials. Any teacher wishing to officially request a material must fill out a consideration order form (See APPENDIX D for sample form) with the title, author, year, and standard the material covers. The media specialist will fill in the rest of the information including purchase price, publisher information, and ISBN number. The materials purchased must be in line with Georgia Performance Standards. For the material to receive immediate consideration, the teacher must include the standard on the appropriate part of the order form.
4. Ordering Procedures The media specialist is responsible for acquiring materials for the librarys collection and following the appropriate steps for ordering materials through a company or jobber website. The steps for placing an order are as follows: o Obtain a Purchase Order form from the school bookkeeper. (See APPENDIX E for sample form) o Go onto the jobber website or company catalog (i.e. TitleWave or Amazon) and find the materials for purchase. Enter the items onto the PO form and be sure to include ISBN number, quantity, and purchase price. If you are on Titlewave, you can print out a list of desired materials and
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attach it to the PO form. Be sure to include the total amount of materials and the DO NOT EXCEED amount at the bottom of the form to stay within budget. o Submit the PO form to the school bookkeeper and wait for your order to be approved. This should take no longer than three weeks. o Once the form has been approved, it will be given back with a purchase order number on the order form. When placing your order online or with the company, the purchase order number is needed to actually place the order. o Print out confirmation of placement, and file the complete purchase order and confirmation into a notebook for record keeping. 5. Receiving Procedures Verifying An Order o The media specialist is responsible for ensuring orders are submitted correctly and that all items are received upon shipment with the correct processing. o Once package arrives, open it and obtain packing slip o Check materials received against the packing slip and ensure all materials are accounted for. If they are not, contact vendor that same day and make arrangements for missing materials. Keep a copy of the packing slip to file with purchase order and printed confirmation page. o If preordered, ensure that all barcodes and spine labels are affixed correctly and with the right numbers/letters. Barcodes are placed vertically on the upper left hand corner on the front of the book. Spine labels are placed on the lower spine of the book. Processing Print Materials Barcodes, spine labels, and MARC records can be purchased at the time the order is placed online to save time. If they are not purchased, MARC records can be transferred, downloaded or copied into the OPAC (see Destiny Manual wiki for directions and APPENDIX
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F for sample MARC template.) Barcodes and spine labels can be printed out prior to cataloguing. If your school has a security system installed in the library, affix the security tag underneath the due date pocket inside the back cover of the book. Stamp materials with the school address and logo. Print out barcodes and place on materials (if this has not already been done through the vendor). Place accelerated reader stickers inside and on the spine of the book. The point value, reading level, and quiz number can either be preprinted on a sticker (pre-purchased from the vendor) or written on the inside back cover of the book. Accelerated Reader spine labels (which may be colored to indicate reading level) can be placed on the spine label above the call number. Catalog the materials and place them in circulation (it is a good idea to set up a new books display to build interest).
Processing Electronic Materials Once equipment arrives, open package and verify that all equipment is accounted for, undamaged, and is working properly. Take all instruction manuals and extra cords and place in a labeled plastic bin that will be kept in the storage or work room for easy reference. Barcode the equipment and enter the barcode and serial number of the equipment into the Destiny Online Catalog. Finish cataloguing item. Place item in circulation (and send out a promotional e-mail to teachers). 6. Periodicals/Serials/Newspaper Control The media specialist is responsible for keeping track of all newspapers and magazines ordered and delivered and/or donated to the school. A spreadsheet will be created with all current subscriptions and the months they are delivered on. As each periodical arrives, it will be documented, processed with a label stating the title, month, and year.
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Periodicals must be kept and read in the media center. No checkouts of materials will be allowed only to faculty. Back issues will be kept on a designated shelf while current issues will be kept on magazine racks and placed in protective covers. Covers will be switched out when new issues arrive and back issues will be protected with peel and stick laminate depending on their condition. Back issues will be weeded every three years.
7. Weeding Procedures The media specialist is responsible for keeping an up-to-date and relevant collection. To do this, certain guidelines and procedures must be followed when weeding (see APPENDIX G for weeding brochure and guidelines). The procedures for weeding are as follows: o Have the paraprofessional read shelves and ensure all materials are in order for the section that is being weeded o Gather materials necessary for weeding (cart, post it notes, paperclips, pen, notepad, etc.) o Examine each book or item in the section according to the specific weeding criteria outlined in Appendix D. o Pull materials that are being considered for discard o Black out call numbers and all information on spine labels with a black sharpie. Remove all school identification and stamp Discard across the title page. o Delete materials from Destiny Online Catalog o Run a report of deleted items and print out to keep for records All discarded items will be put in a bin to allow teachers the chance to choose books/DVD/VHS materials to keep for their classroom collections. After teachers have had first choice, then students will be allowed to look through the bin and keep books/DVD/VHS materials for their own personal use. Any books/DVD/VHS materials not disposed of through these means will go to the county office, donated, or disposed of according to district guidelines. All electronic equipment will be disposed of through the district technology specialist, who has to approve any weeding in this area. A
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Discarded Equipment form must be filled out and kept on file at the county office. 8. Repair and Mending Procedures The media specialist is responsible for the repair of materials within the collection. Materials will be repaired as many times as possible in order to get the best value from the material and protect the media centers investment. When a material is in need of repair, it will be placed in the workroom repair bin. Not all materials that need to be repaired will necessarily be repaired. Materials will not be repaired if they are being considered for weeding, are in need of being sent off for rebinding, or if the repairs are not considered cost effective. Consult the following resources which are free of charge if you can not repair the book yourself. (See APPENDIX H for a list of tools and book repair methods). Book Preservation and Repair DEMCO Box 7488 Madison, Wisconsin 53707 Modern Simplified Book Repair Brodart Co. 1609 Memorial Avenue Williamsport, Pennsylvania 17705 If the book must be sent off for rebinding, the following procedures will be used: o Books chosen for rebinding will be materials that are frequently circulated and expensive to replace. o Materials will be checked out To the Bindery in Destiny. Each book must be marked with the ownership stamp for the school, the barcode, and call number. o The cost of rebinding materials will come from the media centers allotted budget.
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o The media specialist will notify the following company and arrange for pickup of materials:
The National Library Bindery Company of Georgia, Inc. 100 Hembree Park Drive P.O. Box 428 Roswell, GA 30077 Toll Free: 1-800-422-7908 Phone: 770-442-5490 Fax: 770-442-0183
9. Inventory Procedures Circulation of Materials The library will continue to operate and circulate materials as usual, but certain sections will be closed down. Materials from those sections will not be circulated until their inventory has been complete.
Preparation The collection will be divided into sections as stated on the inventory schedule (See APPENDIX I for sample forms and schedule) A Shelf List Report will be generated for each section. Materials will be put in order, scrutinized for quality and relevancy, and weeded appropriately prior to inventory. A Lost Title/Copy Report will be generated and all efforts will be made to account for those missing items. Weeded materials will be deleted from the OPAC and tracked as weeded (for up to three years). The titles will be highlighted on the hard copies of the shelf lists as well. A Copy Without Call Numbers Report will be run in order to ensure that there are no materials without barcodes. Electronic equipment will be prepared (including any barcode scanners, handheld remotes, creation/backup of inventory files, and laptops/computers). Physical equipment will be made ready (including designated carts, shelf lists, highlighters, etc.).
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Scanning The Collection Designate the section to be scanned and rope or mark it off. Scan all items on the shelf from left to right in numerical and alphabetical order. (Barcodes should be on the front top corner near the spine to expedite this process). Review the percent completed section statistics at the beginning, middle, and end of the scanning process. Mark where you have left off with a sticky. Try not to stop in the middle of a section if at all possible. Upload your scans (as you complete them) into the OPAC. Finalizing an Inventory Review Percent Complete and be sure 100 % of the collection has been scanned. Review items unaccounted for and make all efforts to locate these items. Items in circulation will scan as checked out and will be accounted for once they are scanned as checked in. Mark all items that you cannot physically account for as missing or lost. Generate a Lost Copy Report. Click Finalize and Run a Completed Inventory Report. Fill out necessary paperwork and submit to County in a timely fashion before deadline
10.
Video Procedures (Closed Circuit Broadcasting) In order to show any video, teachers must fill out a video request form, which will be submitted to the media specialist or an appropriate supervisor for review. The video must be in accordance with copyright and acceptable use guidelines (See APPENDIX J for sample video request form). If the video is one that has been purchased by the media center and is curriculum related, the teacher can request that the video be played over the closed circuit broadcast system via resource scheduler. In the event that resource scheduler is down, teachers may submit requests via e-mail (or in person) on a first come, first serve basis.
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The media paraprofessional will keep a written schedule of all submitted requests. In the event that the closed circuit broadcast system is down, the appropriate county technology person will be notified so that the problem can be fixed as soon as possible.
II. Technical Services

1. Tools Necessary for Original Cataloguing
Sears List of Subject Headings (latest edition) Abridged Dewey Decimal Classification (latest edition)
Computer with printer Preprinted Barcode Labels Preprinted Spine Labels Accelerated Reading Colored Labels Stamp with School Information Pockets for due date card Security Tag Clear tape Scissors
2. Catalog Procedures for the Destiny OPAC: Qwik Start Guide and Tutorial Please visit the Media Specialists Destiny Tutorial wiki at http://destinymanual.wikispaces.com/ in order to learn about the OPACs various functions and view online video tutorials for performing specific procedures. The Five Sections covered in this tutorial are: 1. Destiny Qwik Start Guide (for Basic Features) 2. Set-Up and Patron Records 3. Cataloguing Database 4. Circulation Database 5. Library Reports
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3. Paraprofessional and Volunteer Duties The paraprofessional plays an important role in maintaining the day-to-day operations of the media center. Paraprofessionals are expected to perform all clerical and technical duties to keep the media center operating smoothly. This leaves the media specialist with maximum time to collaborate with faculty and provide direct curricular instruction to all student groups. As an employee of the Bremen City School System, all paraprofessionals are expected to comply with the rules and standards of excellence set forth in the Bremen City School System employee handbook. The Paraprofessional Will: Assist in maintaining an orderly, neat, and attractive atmosphere in the media center (Newton County Schools, 2003) Assist in maintaining media center displays and bulletin boards Shelve and organize all media materials and equipment Explain the location and arrangement of resources to teachers and students (Newton County Schools, 2003) Assist students and teachers with the basic operation and maintenance of media-related equipment Maintain a daily schedule of media center activities Maintain a sign in sheet for students and visitors Operate the circulation system and keep circulation records Assist teachers and students with the use of the online catalog in locating resources Supervise small groups of students in retrieving materials and finding information using print, non-print, and computer sources Assist in maintaining an orderly atmosphere by monitoring student behavior, especially concerning internet usage according to the Acceptable Use contract Comply with student confidentiality laws Assist in record keeping Process materials according to established procedures Repair print and non-print materials
32
Collect and issue fines for overdue or lost materials Perform clerical duties (typing, filing, copying, etc.) Assist with inventory of all materials and equipment Prepare reports as directed (Newton County Schools, 2003) Assume responsibility for the operation of the media center and supervision of activities in the approved absence of the media specialist (Newton County Schools, 2003).
Microsoft Clipart
Parent collaboration and student involvement is another service that Media Matters Middle School seeks to provide in accordance with Georgia Education Code, Title 20, Section 20-2-85 (a). The Media Matters Middle School Media Center hopes to involve parents in the education process and provide their children with character building activities, positive social interaction, and opportunities for leadership. The media center upholds its volunteers to the same standards of excellence exemplified by its faculty and staff. Parent Volunteers Will: Sign in and out at the front office Work on specified projects under the guidance of the library media specialist Comply with student confidentiality Comply with all school rules Perform certain technical and clerical procedures (numbering class sets, sorting copies, cutting out laminate to create displays, etc.) Create and arrange displays and bulletin boards
33
Shelve library books Assist in the repair of furniture and shelves (depending on expertise and ability) Read stories to students and assist with other library sponsored events Alert the media specialist or paraprofessional if observing a discipline problem Rally other parent volunteers to help out with library sponsored events by phone calls, visits, etc.
Microsoft ClipArt, 2004
Student Volunteers Will: Check in with their homeroom teacher and receive a pass to come to the media center Be in good standing with their academic teachers. Check in with the media staff to see what activities need to be completed. Perform routine procedures (shelve books, stamp books with due date) Deliver materials and checked-out equipment to classrooms Assist with student use of the online catalog Recommend books to fellow students Assist in advertising events in the media center (i.e. putting up flyers, making an announcement over the morning news, or designing advertisements using multimedia if so inclined Assume leadership roles in helping the librarian carry out a planned student event (i.e. book club meeting, media fair, etc.) 34
4. Damaged Materials Procedures: Students are responsible for damage to materials checked out to them. Students who consistently damage materials (three or more times) will not be able to check out materials for the remainder of the school year If possible, media staff will make repairs to materials the same day as material is returned. If the book must be sent off for repairs, it will be documented and sent off that same day. Students may be charged for minor repairs at the discretion of the media staff. If an item is damaged beyond repair, a media specialist or helper will mail a bill home stating: Name of person checking out item. Damage noted. Total cost of replacement of item. Once paid for, a receipt will be given and students record will be adjusted to show payment. (Dutch Fork Elementary School Library Media Center [DFESLMC], 2007). The item will be deleted from the catalog, if damaged beyond repair. Damage or replacement fines not paid before the end of the school year will result in a hold on the student's report card and a letter mailed home to parents. Students will be unable to check out any materials until all fines are paid.
5. Lost Books Procedures Students are responsible for returning all materials that are checked out to them. Students who consistantly lose materials (two or more times) will only be allowed to check out one material for the duration of overnight. If the student continues to lose materials, he or she will be unable to check out books for the duration of one semester. Student will be responsible for the cost of the book or a flat fee of $25 for paperback books or $35 for hardback books. The student (and their parent) will be notified in writing of the 35
assessed fee. Student will be expected to pay the fine in full before he/she will be allowed to check out any more books. Upon full payment a receipt will be printed and the patrons record will be cleared. If the book is later found, the patron will receive a reimbursement for the amount paid, less the late fee assessed.
IV. Collaboration Resources

1. Public Relations and Marketing Procedures In order to determine the budgeting of promotional activities and the use of funds from these activities, the Media Specialist will meet with the administration two times each semester. The Media Specialist will be an active member in at least one media association, and will attend at least one professional conference in the interest of continued education. Suggested promotion activities can include, but are not limited to the following: Hosting Book Fairs that are organized and advertised well in advance to the community as well as the school population. Accelerated Reader Program clearly marked on spine of book with quizzes easily accessed by students Informative and well maintained media center webpage accessible from school website. A monthly newsletter with the goal of keeping the faculty and parents informed of activities in the media center. A copy will be given to students in homeroom and an electronic copy will be on the media centers webpage. Newsletter and media centers webpage will contain a list of all books new to the media center, a calendar of events, and student reviews of different books available in the media
36
center. Keep media informed of media center events. Send information to contacts at local newspapers and radio stations. Community Speakers, Contests and Promotional Giveaways small items such as bookmarks, posters and paperback books can be given away as prizes for contests. The media center will host a Literacy Night each school year. Joint activities with local public libraries such as sharing author visits and summer reading
Art shows featuring student work. Some student work will remain on display in the media center throughout the year. Book readings with a variety of speakers and formats (ex. Magician who ties books into act, local celebrities, etc). Calendar of monthly events will be published in newsletter and on webpage. (See APPENDIX K for sample Two Year Program Plan) Utilize faculty meetings to give brief updates on media center and send out an e-mailed newsletter for the specifics.
2. Reconsideration of Materials Procedures In the event that there is a complaint lodged by a parent, the media specialist will try to informally resolve the complaint by explaining the media centers selection policy and the principles of intellectual freedom. If the complaint cannot be solved, the complainant has the right to file a formal complaint. The media specialist will report all complaints to the principal, and it is the principals responsibility to contact the complainant and address the issue formally. A packet will be sent to the complainant for he/she to fill out and return within the span of two weeks. The packet will contain a letter explaining the procedures of filing a 37
complaint, a letter explaining the selection policy, and a form for the parent to fill out concerning the material in question. (See Appendix L for sample letter and form) If the packet is not received in two weeks, the complaint will be dismissed. A media committee will be assembled, consisting of the media specialist, the principal, the curriculum director, a teacher, and community member to discuss the complaint. They will make a formal decision to either retain the material, retain the material with restriction, or to discard the material. The material will remain in circulation until a final decision is made. The principal will notify the complainant in writing of the final decision and turn in a formal report of the decision to the Superintendent of Schools.
3. Staff Development and In-service Schedule Staff Development and In-services are an important part of reaching out to meet the needs of teachers. Because of the demands on everyones time, the most effective way to promote staff development is to offer online educational resources and tutorials. Physical in-services will be offered on professional learning days and in coordination with a technology committee. This committee will serve as a go-to group for teachers who need help meeting the technical demands of technology integration and/or need help being inventive with various formats. An in-service schedule has been developed for the current year (see APPENDIX K for sample in-service schedule). However, the topics for this schedule will be subject to change depending on the needs of the faculty. All participants will receive professional learning credits for participating.
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4. Advocacy - Tips for Stakeholders Public and school libraries are essential because they are the key to helping students become productive members of a democratic society. Not only do they grant patrons the right to access information, but they teach patrons how to use and interpret the information they have access to. Thus fostering social responsibility, and self-teaching in an independent society. The School Library Media Specialist has a responsibility to reach out to all stakeholders in order to advocate for their profession, and their patrons. This is particularly important in our current age of educational accountability and financial cutbacks. Please visit the following website for brochures and tips on how to advocate for your program at every level (local and administrative, community and county, state, and federal): http://www.ala.org/aasl/aaslissues/brochures/advocacybrochures If the program is in danger of being reduced or cut, this is an opportune time to speak up and show how your program has benefitted the school and community at large. Remember, if you are proactive in building positive relationships with stakeholders, they will be more open to hearing what you have to say and helping out! 5. School Website, and Educational Resources The media specialist will be responsible for maintaining a media center website on the MMMS homepage, in addition to a media center e-learn site. The e-learn site will contain curriculum specific information, research collaboration information, and lessons/extension activities for both faculty and students. Educational technology resources offered through the district will be offered on the both county website and the MMMS website. These resources will also be catalogued in Destiny so Andrews, Lawson, Reid, and Wilson 39
that they will appear in curriculum and interest related searches to give students additional ways to access academically related sites. 6. School TV News The school TV news will be handled by one of the members of the Technology committee on a volunteer basis. Media cast equipment will be housed in the media center, and student news anchors will film the show during a convenient time during the school day for both themselves and the teacher. Student anchors will fill in on a rotating basis to ensure that everyone has equal opportunity to participate and that no instructional time is missed. The media specialist will take the time to coordinate media center events with the school newscast in order to generate participation in Accelerated Reader and Book Week Activities. 7. Scheduling of Library Media Center Faculty Orientation During the first week of the new school year set aside for teacher planning, an in-service is conducted to inform the faculty of the events, materials, and services the media center will offer for the upcoming year. The in-service covers media center policies and procedures for copyright laws, reserving and circulating materials, scheduling the media center and meeting collaborative requirements. Student Orientation During the first month of school, students come with their Language Arts classes to the library for orientation. Each Language Arts teacher must sign up for one full day to bring each of their classes to the media center for the duration of each period. The orientation includes library rules and procedures, circulation and check-out procedures, and the use Andrews, Lawson, Reid, and Wilson 40
of the online catalog. A media center scavenger hunt is conducted as an evaluation tool to help students become familiar with using the media center.
Teacher Use Teachers are encouraged to schedule class visits to the media center for research projects, media instruction, and/or the use of media-related technology. In order to reserve space in the media center, teachers must fill out a Request For Media Services form and sign up for a time slot. All activities must be booked 48 hours in advance. Research projects must be booked at least one week in advance to allow for ample planning time. In order to encourage collaborative planning and ensure efficient use of time, teachers may not book a time slot without filling out the Request For Media Services form. (See APPENDIX M for sample form). The form requires teachers to briefly explain the lesson, the standards being covered, and any materials and preparation that are needed from the media specialist. The media specialist will then meet with the teacher to discuss the integration of information literacy standards. The Request form can be filled out using Resource Scheduler, or by requesting a copy from the circulation desk. Once the Request form has been submitted, teachers may sign up for a time slot by using Resource Scheduler (our automated scheduling system) or by emailing the media specialist. If Resource Scheduler is not working, teachers can sign up at the circulation desk by speaking with the media paraprofessional. In order to ensure that each student receives personalized attention, only one class can be accommodated per time slot. The media specialist is also available for classroom visits. If a classroom visit is desired, teachers must fill out the Andrews, Lawson, Reid, and Wilson 41
appropriate form and specify Classroom Visit under Type of Service Provided on Resource Scheduler.
Teachers are also welcome to reserve print materials and technology for use in the classroom. A Request for Media Equipment form must be filled out and given to the media paraprofessional at least 24 hours in advance to reserve materials (see APPENDIX N for sample form). Technology available for checkout includes two laptop carts, 6 laptop/laptop projector carts, 4 overhead projectors, 2 digital camera, and 4 tv/vcr/dvd carts. Materials are reserved using resource scheduler and are issued on a first come, first serve basis. Materials must be requested 24 hours in advance. If advance notice is not given, check-out must be approved by the media specialist. Student Use Individual students may use the media center to browse the collection, select reading materials, read quietly, conduct research, and work on assignments and projects. All individual and unaccompanied students must have a signed agenda pass as well as a specific reason for their visit. Students may not share the same pass. Each student must sign in at the circulation desk, indicating the reason for their visit and the time of arrival and departure. Teachers may send up to four unaccompanied students at a time. Two audiovisual stations and twelve computer stations are available for individual student use. Access to those stations are granted on a first come, first serve basis. If there are a large number of students waiting to use the computers, a time limit of thirty minutes is given for the use of each station. Professional Use
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The media center may be used for professional activities such as staff meetings, administrative meetings, hearing and vision screenings, and other approved activities. However, events scheduled during school hours must be approved by the administration. Events must be scheduled at least three weeks in advance to allow the media specialist time to work around the occupation of the media center. Events scheduled after school hours also have prior approval, and the coordinators must adhere to all shut-down procedures of the media center (i.e. turning off all equipment, locking doors, etc.). In the event that the media center is occupied for professional use, the media specialist can be scheduled for classroom visits. These visits can be set up following the same procedures outlined in Teacher Use. The media specialist is responsible for informing teachers about any changes to the media center schedule.
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APPENDIX A
Floor Plan of Media Matters Middle School Media Center
Tables/Student Workstations Free Reading Stations Computer/Multimedia Work Stations Audiovisual Stations Audiovisual Equipment (for teacher checkout) Workroom Equipment
Circulation Desk Fiction Nonfiction Reference Biographies Periodicals Professional Learning VCR/DVD/CDs
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APPENDIX B Technology Map of MMMS
46
47
APPENDIX C
Copyright Tips and Reminders
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APPENDIX D
Consideration File Form
Title _________________________________________ Author________________________________________ Publisher_______________________________________ Price___________________________________________ ISBN__________________________________________ What Standards does this material cover? ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ How will this material be used in the classroom? ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ How did you find out about this material? Was it through any catalogues or teachers materials in the media center? If so, which one? ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________
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APPENDIX E
Purchase Order Form (Borrowed from Newton County Schools, 2003). VENDOR ORDER FORM Department: Media Center Date: Attn:
Bill to: Polly Johnson Newton County Schools 2109 Newton Dr. NE Covington, GA 30014
Ship to: Kathy Bonnell Clements Middle School 66 Jack Neely Rd Covington, GA 30016
Catalog/ISBN Number
Quantity
Description
Unit Price
Total Price
0.00 0.00 0.00 0.00 0.00
****Do not place order at central office--order will be placed by media specialists****
0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00
Do Not Exceed
0.00
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APPENDIX F
MARC RECORD TEMPLATE WITH SUGGESTED FIELDS
White boxes Will always be included Green boxes Will be included depending on the type of work classified. Blue boxes Are optional depending on the type of work classified. Peach boxes Will always be included for local use only. MARC Tag # 010 020 Field Name |a LCCN |a ISBN |b ISSN |c price |a Dewey Number |b Dewey Edition |a Authors Name |a Corporate Name |b Unit, section, or person Responsible Rationale for Inclusion Included for tracking and identification purposes Included for tracking and identification purposes. Price may be included to assess value of item if lost or stolen. Price also adds to the total estimated value of the collection. Official Dewey number given here (call number prefix included at either 852 or 900 for local notes). Dewey edition included for reference particularly with older materials. Need to know the author name for searching and materials identification In a high school library (or in the professional learning section), there may be some materials which are published by or affiliated with a corporation as opposed to an individual author. I would include the corporation if it is relevant, reputable, and/or may be considered a source for further purchases. Needed for searching and materials identification if there is no author associated with the work. Will appear as the records main heading when searching the catalog. Needed only if the author is a corporation or is affiliated with a corporation. Title of work, subtitle, and statement of who is responsible for what is needed to distinguish a work from similar titles and distinguish the author from other persons such as editors or illustrators. This is highly useful for students compiling bibliographies. Language, medium, and format are also included so that patrons can weed through materials based on relevancy. This is especially helpful for ESOL students or students learning a foreign language. Needs to be entered so that the OPAC will recognize it as a search hit for a title entered under a different name. Also helpful when trying to identify a work or distinguish one work from another. Useful for distinguishing older materials from their newer counterparts. Especially useful for students creating bibliographic citations. Useful for determining age and relevancy of a material. Also useful for students creating bibliographic
100 110
130
|a Title of Main Entry (if no author)
240 245
|a Title of Main Entry (if author is a corporation |a Title of Work |b Subtitle |c Statement of Responsibility |l Language |h Medium |k Format
246
|a Alternate title
250
|a Edition
260
|a Place of Publication |b Name of Publication
51
|c Date of Publication 300 |a Number of pages |b Number of vols., illus., index |c Height |e Accompanying materials
380
|a class or genre of work
504
505
|a Bibliography |a Additional Sources |a Indexes |a Appendixes etc. |a Table of Contents
citations. Librarians can use specific publishers to find newer materials. Useful for determining whether a book will fit on the shelf. Readers can choose works based on page length, and determine if they are part of a multivolume series. Readers can also determine if there are any illustrations which might be useful. Teachers can determine if there are any accompanying materials (guides, cd-roms, workbooks, etc.). Only used to distinguish between two or more works with the same title. i.e. The Nutcracker can be listed as Choreographic Work if it is a ballet recording. Useful at the high school level to determine if a work can lead students to additional sources. Students can also determine what kind of additional information the work offers (in terms of appendixes). Finally, they can determine whether the book is easily searchable. Useful when describing the contents of a work. Students can tell at a glance what information the book covers and determine relevancy based on the OPAC entry alone. It really speeds up the selection process. Useful for determining contents and relevancy of book at a glance. Summaries and abstracts describe contents. Reviews describe relevancy, accuracy, and scope of coverage.
520
##|a Summary 0#|a Subject 1# |a Review 2# |a Scope and content 3# |a Abstract
521
##|a Intended Audience #1|a Age #2|a Grade #3|a Special Populations #4 Special Interest
Useful for determining interest levels and appeal to special populations (i.e. gifted, special needs, ESOL, learning disabled, etc.).
526
586
|a Program (AR) |b Reading Level |c Number of Points |d Quiz Number |a Award
590
|n Number of copies
610
|a Area of Jurisdiction (if author is a corporation) |b Section or unit responsible
Needed for gleaning reading level information which helps students and teachers determine the relevancy and difficulty of a work. Also useful for tracking quiz numbers to keep up with purchases. Useful for determining books which need to be highlighted as having special importance (i.e. searching for books that have won the Corretta Scott King award for Black History Month). Local Use - Optional. Helps me keep track of whether I need to purchase additional materials, and what items I have duplicate copies of. Needed to determine the geographic area or coverage of the corporation. If the work was produced by a corporation that is overseas, then the contents of the
52
650
|x General Subject |z Geographic Subdivision |a Sears Subject Headings
651
|a Sears Subject Headings (Geographical)
658
QCC/GPS Standard
800
830
|a Author of Series |b Title of Series |v Volume Number (If series has no author) |a Title of Series |v Volume Number
work will be representative of that particular location or country. Needed to determine the subject areas covered by the work. Ideally clicking on a Sears subject heading link should take you to a list of related works in the OPAC. Needed to determine the geographic regions covered by the work. Note: particular attention to the author, publisher, and summary of work to determine any biases in local vs. global coverage. Specific to each school and state. Needed to establish importance of work and necessity to the curriculum. Including the standard will justify purchase of the material, help the librarian promote and track its use, and aid in the planning of instructional collaboration. Only needed if the author (or editor) is the same for the entire series. Title of series and volume number the main entry needed so that patrons can be aware of additional resources and determine the breadth and scope of that particular material in relation to others. Local use only. Dewey number included to show how the librarian has categorized the Dewey number, as well as what section of the library its included in. Local use. Linking the main entry to an accompanying website or electronic resource serves to promote 21 st Century standards and helps students interact with the catalog and with the materials that they are reading to improve comprehension.
852
|c Dewey Number (local) |k Call number prefix |a Electronic link
856
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APPENDIX G
Weeding Guidelines (Borrowed from the Naperville School District Policies and Procedures Manual, 2003)
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APPENDIX H
Book Repair Guidelines (Borrowed from A Simple Book Repair Manual, 2010) These are just a few of the most common book repair issues we face here at Bremen Middle School. These, and other types of repairs can be found in A Simple Book Repair Manual from the Dartmouth College Website located at: http://www.dartmouth.
edu/~library/preservation/repair/toolbox.html
A. Tears in the page or missing pages Using Archival Repair Tape: 1. All paper has a grain. Usually the grain runs opposite to how the type sits on a page. When mending a tear, first determine the correct position for the two sides of the tear to overlap. If the tear is long and changes direction, mend only one direction at a time. 2. Small tears and those that must be mended quickly may be repaired with archival document repair tape. Use only as much as is necessary to cover the tear. While using the archival document repair tape is quick, a major disadvantage is that it often does not adhere well. You may need to use a warm tacking iron covered by a light blotter paper to set the repair tape. Paper tears mended with archival repair tape will never be as strong or last as long as those repaired with Japanese paper and methyl cellulose paste. Using bookbinding glue 1. Place a drop of paste binding glue onto your finger and run it along the torn or missing page. Be sure to avoid getting paste on the faces of the page. 2. Place the torn page back in the book and press together. 3. Use bulldog clips to secure the book and allow it to dry overnight. B. Cleaning the book Supplies: * White Plastic Eraser (e.g. Magic Rub, Staedtler Mars) * Dry Cleaning Pad (e.g. Opaline) * Vacuum * Soft brush * Paper towel Andrews, Lawson, Reid, and Wilson 56
Procedure: 1. If there are grease-like marks in the book try absorbing by interleaving the book with paper towels and closing the book. If that is unsuccessful, try sprinkling the contents of a dry cleaning pad on the marks. Let sit for awhile, then brush dust away. 2. Using the vacuum and a soft brush, gently brush and vacuum book. Always brush away from the gutter of the book to the edge. 3. Shake the contents of a dry cleaning pad over the dirty page and using your finger tips very gently and lightly rub the pad dust over the page in a circular manner. CAUTION: BRITTLE PAPER is weak and may break if erasing is attempted. 4. Brush away the dry cleaning pad dust and dirt very lightly with a soft brush. Vacuum the book. 5. Erase pencil marks using the plastic eraser. Stroke with the eraser in a forward motion towards the page edge. Brush away eraser dust and dirt very lightly with a soft brush. Vacuum the book. C. Corner Repair Supplies: * Syringe * Adhesive (PVA) * Bull dog clips * Wax paper Procedure: 1. Fill the syringe with PVA. 2. Shoot the adhesive into each layer of the corner, going as deeply as possible. 3. Using your fingers gently push excess glue toward the cover edge. Wipe excess glue away immediately. 4. Wrap book, covering fabric around the repair as securely as possible. 5. Place wax paper over the inside and outside of the repaired corner. 6. Place one or more bull dog clips over the repair. This will provide just enough pressure to set the repair. 7. Place the book non-repaired cover side down and let dry for twelve hours.
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APPENDIX I
Borrowed from Newton County School Systems, 2012
NEWTON COUNTY SCHOOL SYSTEM

INVENTORY REPORT
(BOOK COLLECTION)
School:_________________________________________ Date:___________________ 1. Books On Hand May 20__ 2. Books Added 20__ - 20__ 3. Total Books 4. Books Discarded 5. Books Lost/Missing 6. Total Books May/June 20__ 7. Books Per Pupil (Divide #6 by April Enrollment) ___________ ___________ ___________ ___________ ___________ ___________ ___________
CATEGORY
Dewey 000s Dewey 100s Dewey 200s Dewey 300s Dewey 400s Dewey 500s Dewey 600s Dewey 700s Dewey 800s Dewey 900s Col. Bio Biographies Easy Fiction Fiction Reference Grand Total
PREVIOUS ADDED LOST/MISSING DISCARDED YEAR
TOTAL
58
APPENDIX J Video Request Form (scan from Alcovy)
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APPENDIX K
Sample Two Year Program Schedule (For Students):
August September Back to School Kickoff: Summer Reading Accelerated Reader Movie Enrichment: Helen Ruffin Reading and Accelerated Reading Bowl Book Club Library Orientations October November Information Literacy Bootcamp and Research Classes Teen Read Week or Banned Books Week December January Holiday Read Alouds and Performances (Holiday Books from other cultures and traditions; I Have A Dream Speech for MLK Day) Helen Ruffin Reading Bowl Competition February March Poetry Slam Read Across America Week (with spirit activities) April May Media Fair (Media Appreciation Week) Summer Reading Program Collaboration with Public Library
Sample Annual In-service Schedule For Teachers:

August Teacher Workday In-service on Copyright and Professional Development modules September Library Orientations (for students and teachers) October November Taking Information Literacy to the Classroom: Research Collaboration January February Technology Integration: Social networking, Search Engines, and GALILEO March-April Virtual Libraries and promoting Accelerated Reader in the classroom Andrews, Lawson, Reid, and Wilson 60
APPENDIX L Sample Letter to Complainant (Borrowed from Shasta Union High School, 2003)
Dear ________________________ We appreciate your concern over the use of ____________________ in our school district. The District has developed procedures for selecting materials, but realizes that not everyone will agree with every selection made. To help you understand the selection process, we are sending copies of the districts 1. Instructional Goals and Objectives 2. Materials Selection Policy Statement 3. Procedure for Handling Objections After reviewing this material, if you remain concerned, please complete the enclosed Request for Reconsideration of Material form and return it to me. You may be assured that the district takes your complaint seriously, and will work to resolve the issue promptly. If I have not heard from you within two weeks, we will assume you do not wish to file a formal complaint. Sincerely, Principal
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Request for Reconsideration of Library Resources

(Borrowed from Shasta Union High School, 2003)
Name _____________________ Date_________________________ Address__________________________________________________ City_______________________ State:____________________ Zip__________ Phone________________________________ Do you represent self? ________ Organization_________ 1. Resource on which you are commenting: _______Book _______Video ______Display _______Magazine _______Library Program _______Audio Recording _______Newspaper _________Electronic Information Network (please specify) Title_________________________________ Author/Producer: ______________________________ 2. What brought this resource to your attention?
3. Have you examined the entire resource?
4. What concerns you about the resource? (Use other side or additional pages if necessary)
5. Are there resource(s) you would suggest to provide additional information or other viewpoints on this topic?
Principal_________________________ Media Specialist_________________________
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APPENDIX M
Request for Media Services Collaboration Form
(Borrowed from Clements Middle School, 2006)
Teacher: ____________________________ Date and Period Requesting Services: _____________________________________ _____________________________________ _____________________________________
Todays Date: ____________
___________________________________ ___________________________________ ___________________________________
Check (X) one (or both) according to services needed:
ENTIRE CLASS
(Accompanied by teacher with advance notice)
SMALL GROUPS (8)

(Unaccompanied by teacher, no more more than 8 with advance notice)
CLASS VISIT
(Media Specialist visit to class room with advance notice)
CLASSROOM PERFORMANCE STANDARD(S): (Teacher) ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ INFORMATION LITERACY SKILL OBJECTIVE(s): (Media Specialist) ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ AUTHENTIC STUDENT WORK TO BE PRODUCED: ______________________________________________________________________________ ______________________________________________________________________________ _____________________________________________________________________________ ______________________________________________________________________________ Andrews, Lawson, Reid, and Wilson 63
How can the media specialist help you? Check (X) the appropriate items: 1. 2. 3. 4. 5. Place books or other materials on reserve. Select books to be checked out Provide bibliographic information on books and materials available in the MC Borrow materials not available locally Teach skills needed for a particular activity in correlation with classroom curriculum or instructional objectives:
______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ Media Specialists Role: ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ Classroom Teachers Role: ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ Notes: (Please attach rubric & lesson plan) ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________
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Appendix N
Request for Media Equipment Form (Borrowed from Clements Middle School, 2006)
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References
A simple book repair manual. (2010). Dartmouth College Library Services.
Retrieved from http://www.dartmouth.edu/~library /preservation/repair/index.html.
Becker, G. (1997). Copyright: A guide to information and resources, 2nd Ed. Florida. Consultant. Burr, Aaron (2003). Handbook for Media Specialists, 2nd Edition. Newton County Schools. Clements Middle School (2006). Media Center Policies and Procedures Manual. Newton County Schools. Eduscapes. (n.d.) Overview: Professional organizations. Retrieved October 23, 2008 from http://www.eduscapes.com/sms/overview/orgs. Fulton County Library. (n.d.) Guidelines for interlibrary loans. Retrieved October 23, 2008 from http://www.afplweb.com/cms/index.php?option=com_content&task=view&id= 25#Guidelines_for_Interlibrary_Loan. Hilsborough County Public Schools (2009). Library Media Services Handbook. Retrieved September 12, 2010 from http://lms.mysdhc.org/
handbook/material%20selections
Naperville School District 203 (2005). Library Procedures Manual Retrieved October 29 from http://webcache.googleuser content.com/search?q=cache:QFUoBSuyaPYJ:www.ncusd203.org/central/ collectiondevelopment/d20procedures/masterdoc.pdf+ Library+procedures+manual+naperville+school+district+203&hl=en&gl=us Official Code of Georgia 20-2-1013. Retrieved September 28, 2008 from http://www.lexis-nexis.com/hottopics/gacode/default.asp.
66
Official Code of Georgia
20-2-85(a). Retrieved October 31, 2008 from
http://www.lexis-nexis.com/hottopics/gacode/default.asp
Shasta Union High School District (2003). Manual for Library Policies and Procedures. Retrieved October 2, 2010 from http://docs.google.com/viewer?a=v&q=cache:VsPE8dvTK5gJ:library.suhsd.ne t/P_P_Manual.pdf U.S. Copyright Office. (n.d.) Title 17. Retrieved October 25, 2008 from http://www.copyright.gov/title17/. Woolls, B. (2004). Leadership and Professional Associations. The School Library Media Manager. (pp.263-267). CT: Greenwood Publishing Group. American Library Association Council (1939). Library Bill of Rights. American Library Association. Retrieved October 1, 2010 from
http://www.ala.org/ala Issuesadvocacy/intfreedom/librarybill/index .cfm
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3. Philosophy statement / Goals:

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II. Public Relations/Marketing

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III. Selections Criteria

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III. Donated Materials

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VI. Media Services Policies

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Clip Art Pal

VII. Definition and Scope of Technical Services

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Professional Paperbacks Audiovisual: CD Andrews, Lawson, Reid, and Wilson

DVD Audiobook Kit

Equip VHS Equip DVD Equip CD Equip LTC Equip LCD

VIII. COPYRIGHT Fair Use

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Copyright Policy Under Federal Law

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(See APPENDIX C for Copyright Brochure and Guidelines)

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IX. Leadership and Professional Growth

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Atlanta, Georgia www.matllib.org/index.html (Eduscapes.com, n.d.)

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II. Technical Services

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IV. Collaboration Resources

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APPENDIX B Technology Map of MMMS

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Principal_ Media Specialist_

_________________ _ ___________________