POLICY AND PROCEDURES: collection management

WEEDING Schedule: 2011-2012 900 FIC History/Geography/Biographies Fiction

DISCARDING Books that have been weeded and removed from the collection are dealt with as follows: Removed from the online catalog. Card pulled from the physical card catalog. Processed by removing marks that indicate the book belongs to the Faith Academy LRC. Placed on an Available shelf. Priority for donations is as follows: o Mindanao campus. o Classroom libraries. o Like-minded organizations (religious schools, churches, etc.) INVENTORY SCHEDULE AND INSTRUCTIONS Instructions: The collection will be prepared as much as possible by re-shelving all books, magazines, and videos including books on the New Books shelf as well as items on hold (all holds will be deleted). Shelf reading should continue until the beginning date of Inventory. A preliminary Inventory by Call Number Missing 2004 2008 will be printed, shelves will be checked and as many items as possible deleted from the Cataloguing module. A final list of Missing items 2007 2011 will be printed to allow for comparison with the report of missing items resulting from the 2010 Inventory. Begin Inventory will be set at 4:00 p.m. on Tuesday, May 10 (no other Follett modules except OPAC can be running). Inventory will begin officially on Wednesday May 11 and continue while normal Circulation and Cataloguing functions are in progress. Note: we will be using two PHD scanners for Inventory. Schedule: 1. Elementary May 11- 13 Scanning using two PHD scanners will begin with Reference, CDs and back issue magazines on May 11 Scanning of the GE, Fiction, and Non-fiction collection if not already begun will take place on Friday, May 11 May 13 Carol and Becky as well as other available volunteers will be responsible for scanning the Elementary collection with assistance from Secondary LRC staff and volunteers where necessary Our goal is to complete scanning of this collection by Tuesday, May 17 Scans will be transferred from the PHD to a Circulation computer on an ongoing basis throughout the Inventory process 2. Secondary May 13 - 18 Scanning with two PHD scanners will commence with Reference, Atlas, Oversize, IT, ML and back issue periodicals prior to May 13, if possible. [All library materials will be due, May 25. Books will continue to circulate prior to this date while Inventory is in progress] Scanning Fiction, IGL, Biography, Non-fiction, Current Periodicals, Music CDs and Teacher

POLICY AND PROCEDURES: collection management

Resources collection will begin on Wed., May 13 and continue until Inventory is completed Christine, Linda, and Sharon along with other volunteer staff as needed will be responsible for scanning the Secondary LRC collection Our goal is to complete scanning of this collection by Tuesday, May 17 If additional time is needed, scanning will continue through May 18

3. Finalize Inventory Friday, May 20 Run Finalize Inventory and print reports (no other modules open) following Summer checkout and beginning of 2011-2012 school year SHELF LIST REPORT INSTRUCTIONS A shelf list report should be downloaded to a blank CD at the beginning of each quarter. We transitioned from a traditional card shelf list almost ten years ago to an electronic shelf list formatted in Excel. This is a 3 step process. Step 1: go to the Follett Reports module (Printit) and click on File and Extract Data. Next click Starting At (highlight first entry and click Select) and then click Ending At (key in R You and click Find, then Select last title in list). Click Browse and Save In (Go to T:Faculty/Library/Shelflist Report) Shelflist. Enter the filename Update.txt and Save. If message appears indicating File already exists, click Yes. Next click Extract to run the report (takes at least 20 minutes). When Extract Data Complete click Close. Click X on Extract Data window and exit Reports. Step 2: go to Library/Shelflist Report and click on Shelflist.xlt. An Excel spreadsheet appears and automatically generates a report in Excel format for the date of the Shelflist report that you have just downloaded from Follett. Step 3: click on Easy CD Writer located on desktop to open CD program. Click on Data CD and Roxio Easy CD logo appears followed by list of files. Go to Faculty/Library/Shelflist Report and highlight latest Excel report. Click and drag to lower right frame. Click on red dot to burn CD. CD box appears with instructions to click on Record CD.