Where do I start?

ProgramsThere are several programs available for your library including

the following:

AlexandriaAthenaCasperFollettLibrary ProLibrary Pro Silver

Know which program your library uses and it’s basic functions (circulation, patron management, records and reports).

It might be a good idea to make copies of these basic functions and put them in a binder for quick reference.

BasicsCirculation

Check-in/out functionsAdd / Remove ItemsBarcodesFines / LostReserves / Holds

RecordsCreating

Patron Management

Add / RemoveBarcodes (class list)Library Cards

ReportsBarcodesOverdue / Lost NoticesItem / Inventory

EnvironmentDecorate

Create a special placeUse ColorAsk for classroom art

Make the Library InvitingSchedule class visits and provide instructions on how the

Library will run for the yearCreate a guide or rulebook

Use SignageEasy to locate ItemsPost Library RulesPosters for various themes or awards

Resources Teachers

Teacher are a great resource. We know they don’t have the time to do it their self but they have student helpers, they may even know parents that are willing to come in and help.

Keep them informed about what’s going on in the Library. Student/Parent Volunteers

With just one parent or a few students, you are freed to do things that you may not normally have the time for.

Keep volunteer forms on hand and ask the principal to include them in bulletins or newsletters.

Communication If there is good communication people will be more willing to help you and

support your program. Donations

Besides volunteer time you may have a few teachers/parents that are willing to donate things to the library. Find a place for it and make sure you send them a Thank You Card.

Example of donated items include: stuffed animals, pictures, plants, etc.

Checking out Who?

StudentsSchool StaffParents: Some schools allow parents to check-out and some schools

don’t. This is a personal preference.

How do you track your patrons?Student I.D #’s / Program generated numbersTeachers

Generic string (1110_ _ ) Room number for Kindergarten classes that use the same room you can use

111021 for morning & 111121 for afternoon

What about Library Cards?Do you have library cards?Do you use I.D. cards instead?

Sub NotesWhat if you are unable to come in? Do you have a system in place?Here are some helpful tips just in case you have the use of a substitute.

Library Schedule Current Meetings Walk-ins / Regulars

School Information Name / Address / Phone Info. Phone list to classrooms

Contact Phone Number Staff members who can help

Have the class visits printed on a schedule

CirculationWhat items can your patrons check-out?

Books, Videos, DVD’s, Audio Books, Magazines, etc?What is the number limit on items they can check-out? How long is the loan period?Can they renew?

How many times? (varies at school site)Do you allow the patron to check-out if they have

an overdue item?Do you renew the item if the patron does not have

it in hand?As a general rule of thumb, it is ok to renew once

without seeing the item. After that, I would renew only upon seeing to item to verify it isn’t damaged or lost.

Teacher CirculationThe same policies that you have for your patrons should apply to your

teachers. The only difference is… Number of items they can check-out?

Teachers may want to check-out anywhere from 15-40 items (varies by school site). If you have a well rounded collection and you have enough items in your collections to accommodate the teacher and other patrons who may want the same items – no problem!

There are grade levels who plan lessons around certain subjects. For example, when teaching countries, they may want each student in their class to have a different country. This may wipe out your entire section on various countries. So you will need to decide if you’ll let them take the entire collection or give them half?

Now what if you have more than one class with lessons on the same subject? I would suggest that make the items a set and send it to each classroom for a week. After this, if the patron needs additional information the book will be available in the library for check-out.

Another source would be the internet if they needed additional resources you can show them how to look up information.

Teacher Circulation Continued…

The same policies that you have for your patrons should apply to your teachers. The only difference is…

Loan Period? Number of renewals?Good idea would be to extend their loan period by 1-2

weeks renew their account twice.

Do you allow your teachers to check-out if they have overdue items? If they are over their check-out limit ask them to

return a few books. For example, if they wanted 5 ask them to return at least 5 to keep their account current.

For best results, be sure to make your policies clear at the beginning of the year and be consistent.

Adding or Removing PatronsADDING Patrons (Student or Teacher): To keep your files consistent, always enter the

same information. Enter the basic information. Sometimes the child shows up before the paperwork does, so it is recommended to keep a notebook. Get their name, date, room #, and teacher’s name. Then ask the office for the paperwork. Last, First Name Student ID # / Generic String (for teachers) Room Number Grade Phone Number Parents Name

REMOVING Patrons Does the patron have any loaned items?

If NO REMOVE them from the system. If there is a good chance that the patron will return to your school you

should leave them in the program If YES KEEP the record in the system until they return, replace, or pay for the

item. Most of the time students transfer within the same district. Send a letter.

There is still a chance that you can get the book back. It makes it easier if you know the other techs in your district.

Again consistency is the key to good records. When adding an item always put as much information as you have. Good sources: MARC records or Library of Congress

Please remember to put in the correct MEDIA type (Book, DVD, Video, etc.). Most programs are set on book as a default but if your putting in a video or DVD you want to make sure that it will say that when you bring up that item in a search. Title Author / Illustrator Barcode Label Call Number Copyright / MARC information Publisher, Place, Date ISBN, LCCN Volume, Issue, Edition, Series Price Subjects Physical Information (pages, illustrations)

REMOVING Items When you remove an item make sure your deleting the correct record. Most programs will have a

warning screen pop up. PLEASE read it. Also if that item is checked-out to a patron your program may not let you remove it from the system.

Adding or Removing Items

Fines Late/Overdue Books

Charging vs.. Forgiving a Fine? You will need to determine if your patrons can afford to pay?

Daily or Set Rate Per Item? If you are a school where the majority of patrons cannot pay, a set rate may be

easier. An example is $0.15-$0.25 for all the items on their account. You can decide if they pay per item or per day

Keep Records Remember that fines can follow the student within the district.

Damaged/Lost Books Charging vs. Forgiving a Fine?

You will need to determine if your patrons can afford to pay? Can they replace lost book with purchase of another one? Determine if the

replacement needs to be the same title and/or new. Keep Records

Remember that fines can follow the student within the district.

What can you do with monies collected from fines?

Library Office SuppliesNew books – Make a wish list and add books to

the collection.Start or supply a Students Store

Barcodes Try to order pre-printed barcodes. It makes processing so much easier. You enter the item, put on the barcode, scan it into the computer and your done. Patron – Library Cards Items

Patron Notices Depending on your loan period you would know when it’s time to send out these notices. (weekly, monthly) Overdue Lost / Damaged Add / Drop slips Class Circulation

Reports

Inventory Holiday Check-Out End of the School Year

Back Up Daily vs. Weekly vs. Monthly

WeedingYou can weed your collection throughout the year.While weeding ask yourself does the item…

Fit Curriculum? Circulate? Damaged / Outdated? Interest / Reading Level?

Weeding your collection helps you to get rid of materials that your don’t need to have.

Some libraries who still have a great number of items that need to be removed from the shelves. However, if they remove them, them their shelves may look too empty.

If this is the case for you, try to order books to replace the ones that your will be taking out.

Library Plans

When?Who?

Find out when your library plans are due. Find out who writes them. Try to get involved. Ask if you can attend the school site meeting during or around the time that your library plans are scheduled to be written

“Mark the DATE!!!”