Policies and Procedures Handbook Directions and Table of Contents Rubric

As the School Library Media Faculty continues to refine and improve the requirements for the Policies and Procedures Handbook for the program, directions continue to be updated and clarified. It is imperative that you become familiar with the entire Table of Contents so that you understand how work in each course you take contributes to the full document. This Table of Contents is used for all courses so it is important that you maintain the order and numbering system, even though when you submit the document in each course there will be sections you have not completed. As you locate resources for the Handbook, make notes and record bibliographical information so that you can reference those sources in future sections of the Handbook. Throughout the Table of Contents, Tips and Questions are provided to get you started they do not cover every possible item for inclusion. Your Policies and Procedures Handbook should be an on-going document, with additions and updates occurring throughout your coursework in the media program. It should consist of two (2) main sections: a policies section and a procedures section. The policies portion of the Handbook should be an overall, general statement regarding the topic addressed. It should be the basic policy for the entire school system. On the contrary, the procedures portion should consist of basic steps or procedures that are in place to carry out the policies set forth in the first section. These procedures may vary among schools in the district, based upon the specific needs of the school and media program. Some of the same topics will be addressed in both the policies section and the procedures section. For example, you may have a main policy statement on Copyright: "The School District follows all guidelines set forth in the federal copyright law. Each copy machine in the school district will have a sign posted indicating that the machine is to be used only in accordance with the law." Then, in procedures, you may have specific aspects of the law covered in a type of step-by-step format. Finally, you might have a copy of the handout you give to teachers during your copyright in-service as an appendix in your appendices. Some of the work completed on the Policies and Procedures Handbook will be done as a group project in some of the courses. Individual students within a group may opt to make changes to enhance their Handbook submission or alter the content due to different needs within a school (such as elementary procedures may differ from high school procedures). At the end of each course students must merge the recently completed or revised Handbook sections into the Handbook they are compiling. The compiled Handbook must be submitted during Practicum (MEDT 6487) and included in the electronic portfolio. Any quotes or information obtained from a specific source must be cited in text as well as included in the references in correct APA format. The University of West Georgia Graduate Catalog 2008-2009 states The College of Education requires the use of APA style in all of its graduate courses (page 185). Therefore, this requirement is not negotiable; all submissions must follow APA format for print, non-print, and graphics sources with proper in text citations and references unless otherwise directed by the professor.

Example of in text citation:

Policies and Procedures Handbook and Table of Contents August, 2010 1

The Paulding County School System encourages all media specialists to keep the faculty informed by giving updates on current happenings in the media center at all faculty meetings. The media specialist should also send out an email with new arrivals as needed. It is the responsibility of the media specialist to encourage the use of the media center (Paulding County School Board Policy Manual, n.d.). See proper APA formatted references below.

Sample references:
Print resource Stephens, C.G. & Franklin, P. (2007). Library 101: A Handbook for the school library media specialist. Westport, CT: Libraries Unlimited. Important Resources for Laws and Policies 1. Official Code of Georgia Annotated (see A7.04 Sample Reference to a State Statute, #10, p. 220, of APA Manual, 6th edition) Free textbook system; care and protection of textbooks, library books, and media materials; reimbursement by pupils or parents. O.C.G.A. 20-2-1013 (2008). Retrieved March 19, 2009, from http://www.lexis-nexis.com/hottopics/gacode/default.asp 2. Georgia State Board of Education (see A7.06 Administrative and Executive Materials, #18, p. 223, of APA Manual, 6th edition) Media Programs (IFBD) Rule 160-4-4-.O1, Georgia State Board of Education (1998). Retrieved March 23, 2009, from http://www.doe.k12.ga.us/_documents/doe/legalservices/160-4-4-.01.pdf 3. Local School BOE Policies Special note to dates and titles A7.06 Administrative and Executive Materials, #18, p. 223, of APA Manual, 6th edition) Evaluation and selection of media program resources IFBD-R(1), Douglas County Schools. (Adopted 1976; Revised 2008). Retrieved March 23, 2009, from https://eboard.eboardsolutions.com/ePolicy/policy.aspx?PC=IFBDR(1)&Sch=4058&S=4058&RevNo=1.11&C=I&Z=R

(see

Figures (Including charts, tables, images and photographs) Policies and Procedures Handbook and Table of Contents August, 2010 2

Include APA reference for figures in the Reference list. (If you took a photo, cite yourself as author in the Reference list. If a picture came from the Internet, cite it in APA format in the Reference list.) Copyrighted image American Association of School Librarians. (2008). Beyond words (image). Retrieved on October 13, 2008, from http://www.ala.org/ala/mgrps/divs/aasl/aaslawards/beyondwords/disasterrelief.cfm

(American Association of School Librarians, 2008)

Clip art (Copyright free images online) For free clip art sources, list in text as Microsoft Office Online, 2008. You need not include this in the Reference list.

(Microsoft Office Online, 2008)

Here is an example of an in text LM_NET reference: Policies and Procedures Handbook and Table of Contents August, 2010 3

Some librarians, particularly those who were cognizant of the threats to patron privacy and the freedom of intellectual inquiry under the Patriot Act, believe that all patron records are confidential and that they should not be made available to anyone under any circumstances (Miller, 2006). Here is an example of LM_NET APA references in a References list: References Doler, M. (2006, October 30). LM NET GEN ICT, Testing, and Information Literacy. Message posted to Educators Desk Reference LM_NET electronic mailing list, archived at http://www.eduref.org/plwebcgi/fastweb?getdoc+listservs+LM_NET+792782+4+wAAA+information %26literacy Geronzin. K. (1999, March 8). Re: Hit: Reconsideration form. Message posted to Educators Desk Reference LM_NET electronic mailing list, archived at http://eduref.org/plwebcgi/fastweb?getdoc+listservs+LM_NET-1999+3974+58+wAAA+materials%26selection Miller, C. (2006, August 4). HIT: Student privacy. Message posted to Educators Desk Reference LM_NET electronic mailing list, archived at http://eduref.org/plwebcgi/fastweb? getdoc+listservs+LM_NET+739896+33+wAAA+patron%26records Mooney, M. (2005, October 7). HIT: challenged books. Message posted to Educators Desk Reference LM_NET electronic mailing list, archived at http://www.eduref.org/plwebcgi/fastweb? getdoc+listservs+LM_NET+533265+1+wAAA+materials%26selection Remember the interview is only referenced in text as (Snipes, personal communication, September 19, 2009). No reference is given in the References for personal interview. You should, however, give name of interviewee, school, and district within your narrative.

First Steps

Policies and Procedures Handbook and Table of Contents August, 2010

Policies, rules and regulations from the following resources must be incorporated to form the basis of appropriate sections of the Policies and Procedures Handbook. All policies must be grounded, as well as referenced, in the Georgia Code and/or Georgia State Board of Education rules and regulations. For each section of policies and procedures students should begin their work by first examining the Georgia Code and State Board of Education rules, then examining the local school system and school policies and procedures. Official Code of Georgia Annotated (OCGA) at: http://w3.lexis-nexis.com/hottopics/gacode/default.asp Georgia State Board of Education Rules and Regulations at: http://rules.sos.state.ga.us/docs/160/4/4/01.pdf Georgia School Boards Association policies at: https://eboard.eboardsolutions.com/rules/listing.aspx? S=4183&Sch=1262&C=I&F= Your school system website for systems existing policy statements. (You can also access the systems policies at Georgia School Boards Association policy Handbooks for Georgia: https://eboard.eboardsolutions.com/Index.aspx?S=4183 ) Your school website for any existing policy for the school

While specific courses are listed with each section in this rubric, some areas may be addressed in a different course. All areas in this rubric must be addressed in the handbook, but you do have the freedom to complete sections in different courses than those suggested. You may also alter the order of the Table of Contents to better accommodate your particular school and/or district.

POLICIES and PROCEDURES Handbook Table of Contents RUBRIC

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I. POLICIES
Purpose Statement (It is suggested that the entire group work on this section.):
Begin your handbook with a paragraph about the system and school for which the handbook is being prepared (the demographics). For the school information, include the grade levels, enrollment, socioeconomic make-up, special programs or emphasis on the schools curriculum, number of faculty, and other demographics that may be of value to the reader. This school/system information may change from semester to semester. Include your LMC mission statement and philosophy statement or goals. You may choose to use charts and graphs, also. Cours Complete e d A. PURPOSE STATEMENTS ALL 1. Name and demographics of school and system. (Use of simple charts / graphs enhances presentation of this data.) 2. Mission statement. (This may already be determined in your system, or you may want to use statement from AASL Empowering Learners.) 3. Philosophy statement / Goals. ALL ALL

ALL

Public Relations / Marketing Policy (System level): List any public relations or marketing guidelines that exist within the school system. Are there any required marketing strategies for the media program within the system? How does the school system advocate for the media program? Cours Complete e d B. PUBLIC RELATIONS POLICY (System-wide) 6461 Guiding statement of what should be done when something newsworthy happens in the media program. Who is the PR contact person/position? Is there a system-wide policy for what can be advertised? Cours e 6465 Complete d

C. SELECTION CRITERIA POLICY (System-wide) Required based on GA DOE rule (You may want to have a separate policy for selection of non-print/equipment in the full Handbook, or you may elect to have a separate section within your Selection Criteria Policy for these items.) Definitely include role of the System and Building level media committees in your policies statements. Detailed policy on how materials (print, non-print, and equipment) are selected. What specific criteria are used in selecting materials?

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D. DONATED / GIFT MATERIALS POLICY (System-wide) Required based on GA DOE rule Basic policy for system stating how donated materials (print, non-print, and equipment) are determined to be acceptable for the collection.

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E. RECONSIDERATION OF MATERIALS POLICY (Systemwide) Required based on GA DOE rule When an item is challenged, a process for determining the status of the item should be in place. What is the first step in the challenge process? What are specific steps, timelines, and duties are required for all participants when an item is challenged? Who initiates first action, i.e., when an individual complains about a title? What steps do all follow until a final decision is made?

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Media Services Policies Circulation Policy (System level): Record the specific parameters for circulating materials. Consider specifics such as o Is this media center operating on a flexible or fixed schedule o Which portions of the collection should circulate to students: non-fiction, fiction, reference, videos, equipment, professional collection, periodicals, etc. o Which portions of the collection should circulate to faculty o Will you loan books, equipment, etc. to community members o How much does it cost for a lost book Overdue policy (System level): Record the specific guidelines for overdue materials. Consider specifics such as: o Will fines be charged at all grade levels o How do you assure that titles are not printed with student names o What action do you take if items are not returned by certain time periods o What if a book is damaged upon return will you charge Video policy (System level) o What is your policy for showing rented videos o What are your rules for guest speakers using videos o What types of videos may be shown in your school system (G, PG, R?) o How do you deal with students whose parents do not allow them to see movies at school based on ratings? Inventory (System level): Specifics for taking inventory of equipment and materials should be included. Consider such things as o What are your guidelines for pulling certain items

Policies and Procedures Handbook and Table of Contents August, 2010

o o

What sorts of reports can you generate that will be helpful to you as you seek to improve your collection Will equipment be cleaned while being inventoried

Cours e F. MEDIA SERVICES POLICIES (System-wide) 1. Circulation Policy - Print and Non-print Is the center flexible or fixed? What is the set price for lost items, i.e., books, reference books, magazines, etc.? What are format indicators for types of materials? (Ref or R, Fic or F, PB or Paperback, Video or V, Professional or Prof, etc.) 2. Overdue Policy (You might include an overdue notice form or letter as an Appendix. You might also include a student release form for parent signature stating that teachers can legally see titles of books that their students have checked out - remember to reference OCGA.) How are overdue notices delivered so that confidentiality is maintained? Are fines charged (this could be policy OR procedure if not system-wide)? Is there a policy regarding students who are graduating and still have overdues? 3. Video Policy (You might include a sample video request form as an Appendix) How will you deal with rented videos? How will you deal with guest speaker videos? Are G, PG, PG-13, R rated videos allowed? If so, at what levels for each? How will you deal with off-air taping? How will policy information get to all teachers? Inservice? 4. Inventory Policy How often is inventory taken in schools in the system? What is philosophy of school system regarding weeding of materials? What are guidelines for pulling certain items? What specific reports are required by the school system? 6461

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Cours e G. CARE OF MATERIALS (System-wide) 1. Damaged Books/Materials Policy Include as a reference state laws governing student 6465

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responsibilities for damaged materials. What criteria are appropriate in determining when a book is damaged beyond repair? What are guidelines governing student access to library media resources when a book is damaged? Outline specific procedures used when patrons damage books. Include procedures for processing and accountability of funds paid by patrons (such as, do they get a receipt? how delivered? etc.) 6465

2. Lost Books/Materials Policy Include as a reference state laws governing student responsibilities for lost materials. How long will an item remain overdue before it is declared lost? What are guidelines governing student access to library media resources when a book is lost? Outline specific procedures used when patrons lose books. Include procedures for processing and accountability of funds paid by patrons. Include procedures for refunding funds if item is found. 3. Weeding Policy What is the purpose of weeding the collection? What is the disposition of weeded materials? Outline specific procedures used when patrons lose books. Include procedures for processing and accountability of funds paid by patrons. Include procedures for refunding funds if item is found. 4. Mending and Repairing Print Materials Policy Why is mending and repairing print resources important? Who determines the feasibility of mending and repairing print materials?

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H. DEFINITION AND SCOPE OF TECHNICAL SERVICES POLICY (System-wide) What are "technical services?" How will you designate format "codes" to standardize call numbers for various materials: reference (REF or F), paperbacks (PB or Paper), fiction (FIC or F or Fic), professional (PROF or P), videos, DVDs, story collection graphic novels, etc.? What authority control tools will you use in system libraries?

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 Copyright Issues (System level): Prepare a policy that addresses copyright rules for teachers/staff/students. Express the role of the LMS in providing this information. As Procedure (if brief) or an appendix (if detailed), you might include policy for using Internet resources, taping off-air, music restrictions, etc. in a way that does not break copyright guidelines. Cours e 6461 Complete d

I. COPYRIGHT POLICY - Including non-school owned materials (System-wide) (You might include copyright forms or handout used with faculty as an Appendix.) Include laws that address copyright regulations for schools. What is the policy for off-air taping? How does the system media specialists inform faculty about copyright law? Inservice?

Leadership and Professional Growth (System level): Provide a statement about how the system views professional development for the faculty. You might list, as an appendix, contact name, address and phone number, as well as website location, for professional associations such as o ALA AASL IFLA IASL GLMA GAIT Cours Complete e d J. LEADERSHIP AND PROFESSIONAL GROWTH POLICY 6461 (System-wide) (You might include information on various professional organizations as an Appendix.) Does the school system have a statement about the importance and need for professional growth and development for faculty? Is there a mechanism in place where faculty may request permission to attend conferences, presentations, workshops, etc.?

Interlibrary Loan (System level): You need to address the issue of interlibrary loan and any cooperation you have with your local public library, any academic libraries in the area, etc. Do guidelines exist for accessing materials through ILL? If so, this might be included as Procedure or an Appendix. Cours Complete e d K. INTERLIBRARY LOAN POLICY - Partnership with other 6461 libraries (System-wide) (You might include a sample ILL request form as an Appendix.)

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Is there a partnership between the system school library media centers and public and/or academic libraries for sharing materials? Is there a policy for sharing materials within the school system? What happens if a borrowed item is damaged/lost by a student or faculty member?

II. PROCEDURES
Circulation Procedures (Building level): o Will you begin circulation from first day of school o Will circulation continue through inventory time o Will circulation continue through holidays o What are the loan periods for students / faculty Overdue Procedures (Building level): o How often do you distribute overdue notices o What is the procedure for sending out the notices o How many reminders do you send out before you take action Inventory (Building level): o When will inventory be conducted o Will you close the facility for inventory o How will you solicit help / support for inventory process o How will you physically go about conducting the inventory Cours e A. COLLECTION MANAGEMENT (Building level) Complete d

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1. Circulation Procedures If not addressed at system level, will fines be charged? How will you deal with check out during inventory close or open for circulation? How many items may be checked out at a one time? 2. Overdue Procedures How often are overdue notices sent out? How long may items be checked out (student, faculty, public)? 3. Inventory Procedures How is inventory physically performed? Are specific sections inventoried first? How is help secured for completing the inventory process? Will equipment be cleaned while being inventoried? 4. Video Procedures How do teachers request certain videos or taping of TV programs to show in their classrooms? Who handles video requests? What process is followed to deliver videos? 5. Periodicals / Serials / Newspaper Control (You might include a sample form for recording receipt of items as an Appendix.) What steps are followed when magazines/periodicals (serials) and newspapers arrive? What system is set up for recording receipt of magazines/periodicals and newspapers?

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6. Consideration File (You might include a sample form from your consideration file as an Appendix.) What is the process students, teachers, and administrators follow when requesting the purchase of a specific title? What information is needed for requests, i.e., company name, price, ordering information, catalog where material was found, etc.? 7. Ordering Procedures (You might include names, addresses, contact information for companies, and a sample order form as Appendices.) What are the step by step directions for ordering materials through websites, companies, or services such as jobbers and supply houses? 8. Receiving Procedures: Bar Code Treatment/Physical Processing What specific steps are followed when materials arrive?

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What steps are followed for non-print and equipment? Are materials checked against the order, collated, stamped? When are barcodes affixed to materials? At what point are MARC records checked, then input into the system? 9. Weeding Procedures (You might include a disposition form as an Appendix. Details about how to weed might also be an Appendix.) How do you determine what to weed? What criteria do you follow? What happens to books, non-print, old equipment after discarding? What type of recording of deleted materials do you keep? (This might be policy rather than procedure.) 10. Repair and Mending Procedures What are the basic steps followed for repair and mending? (This could simply be an Appendix rather than a portion of the full Handbook.) Will you use a Rebinding Company for any materials?

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Cours e B. TECHNICAL SERVICES 1. Tools Necessary for Original Cataloging What literal tools are needed when cataloging from scratch? What is needed for online copy cataloging? 2. School TV News Who is responsible? What format is used for production? Are there guidelines for submitting content? What is the frequency of production/dissemination? 3. School Website, Video Streaming and GPB Educational Resources What are the criteria for website design? What items are to be included in the website and who makes those decisions? Who manages video streaming passwords and training? 4. Cataloging Procedures - Qwik Start Guide In the beginning. Online patron access catalog (OPAC). Cataloging. Circulating materials and interlibrary loans. Reports and utilities. General troubleshooting tips. (Include sample MARC records as an Appendix.) 6463

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 Scheduling of LMC / Lab: Specify procedure for reserving the LMC or labs. Consider specifics such as: o Does your LMC operate on an open/flexible schedule o What are requirements for scheduling the LMC o Are you going to schedule yourself for classroom instruction o May students use the LMC without teacher present o How many students may come to the LMC unattended at a time o How do you know what students are studying when they come to LMC o How do you deal with scheduling for professional use of the LMC o Considering your school schedule, how long may groups stay in the LMC o Do you schedule computers separately from the LMC facility and other resources o Can space be reserved for viewing AV materials Cours e C. COLLABORATION RESOURCES (Collaboration required by GA DOE rule) 1. Public Relations Procedures You might choose to include as an Appendix a yearly schedule that shows dates of school opening and closing, and school events such as: book fair Childrens Book Week / National Library Week Black History Month Georgia Legislative Day GA COMO Conference Georgia Childrens Literature Festival budget deadlines (for teacher requests and for finalized budget) holidays 2. Scheduling of the Library Media Center (and Labs, if appropriate) (You might include a form for scheduling the media center (and Labs, if appropriate) as an Appendix.) What process is followed for reserving space in the library media center (and/or labs)? How often may teachers sign up if the scheduling is flexible? What groups are allowed to reserve space in the media center within and outside the school? 3. Advocacy: Tips for Stakeholders (Include stakeholder tip sheet(s) as Appendix.) Identify stakeholders in your media program. How do you interact with the various stakeholders? 4. Direction Sheet for Para-Professional, Volunteer, 6461 Complete d

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Student Assistant (You might include a sample evaluation sheet or application form on each as an Appendix.) What are specific duties to be performed by each group? Prepare a simple list of responsibilities/directions that could be easily and quickly followed by each group. What process is required in order to become a volunteer or student assistant? 5. LINKS to Instruction / Inservice / Staff Development (Include pathfinder, inservice module, etc.) Inservice module planning templates. Pathfinder: Is there a procedure for teachers to follow to request that a pathfinder be prepared? Is there a stated need for collaboration so that pathfinders can be developed? Are pathfinders required to be based on GPS? Teaching Dewey to students. Information literacy activities. Training aids.

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III. APPENDICES
ORGANIZE APPENDICES BY COURSE NUMBER: Appendix A = MEDT 6461, etc. (Sample Suggestions, unless listed as REQUIRED) Floor Plan (REQUIRED) Sample MARC Records (REQUIRED) Overdue Notice Form Student Release Form Video Request Form Copyright Handout and/or Appropriate Portions of Copyright Law Information on Various Professional Organizations ILL Request Form Consideration File Form Order Forms / Company Contact Information Websites Used for Copy Cataloging Collaboration Form Schedule for Media Center (Labs) Disposition Form Steps Followed When Weeding Para-Professional Evaluation Form 6461 6468 Cours e Complete d

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IV. REFERENCES
Cours e ALL REFERENCES MUST BE IN PROPER APA FORMAT (UWG requirement) ALL Complete d

Possible Table of Contents

I. POLICIES A. Purpose Statements 1. Name and Demographics 2. Mission Statement 3. Philosophy/Goals B. Public Relations Policy C. Selection Criteria Policy D. Donated / Gift Materials Policy E. Reconsideration of Materials Policy F. Media Services Policies 1. Circulation Policy (Print and Non-print) 2. Overdue Policy 3. Video Policy 4. Inventory Policy G. Care of Materials 1. Damaged Books & Materials Policy 2. Lost Books & Materials Policy 3. Weeding Policy 4. Mending and Repairing Print Materials Policy H. Definition and Scope of Technical Services Policy I. Copyright Policy J. Leadership and Professional Growth Policy K. Interlibrary Loan Policy II. PROCEDURES A. Collection Management 1. Circulation Procedures 2. Overdue Procedures 3. Inventory Procedures 4. Video Procedures 5. Periodicals / Serials / Newspaper Control 6. Consideration File 7. Ordering Procedures 8. Receiving Procedures: Bar Codes / Physical Processing 9. Weeding Procedures 10. Repair and Mending Procedures Technical Services 1. School TV News

B.

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2. School Webiste, Video Streaming and GPB Educational Resources 3. Tools Necessary for Original Cataloging 4. Cataloging Procedures Qwik Start Guide C. Collaboration Resources 1. Public Relations Procedures 2. Scheduling of the Library Media Center / Labs 3. Advocacy: Tips for Stakeholders 4. Direction Sheet for Para-Professional, Volunteer, Student Assistant 5. Links to Instruction / Inservice / Staff Development

III. APPENDICES IV. REFERENCES

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