END OF YEAR - Hopkinton Elementary Libraries
TASK / RESPONSIBILITY(School Librarian, Assist., Volunteer) / COMPLETION DATE /
COLLECTION OF LIBRARY BOOKS
Send out overdue notices
Notify staff of due date at staff meeting; follow up with a notice or put in daily bulletin
Post signs in building of student book due date
(Two weeks before end of school)
Shelve all books
Dust top of books
Wash shelves
Put books in correct order on shelves
Look for missing books
OVERDUE MATERIALS
Look up prices for lost books at www.amazon.com
Letters should be sent home to parents regarding payment for lost books at least one week before the end of school
Collect money or book; record on form in Lost Book folder;
update status on computer
Give money to Office Manager to deposit in school account
Order books from bookstore or Amazon.com
BOOK MAINTENANCE
Repair books that need it
Books beyond repair should be discarded. Order a new copy if desirable and possible. If a new copy will not be obtained delete the copy from the computer (if there are multiple copies make sure you only delete the copy and not the whole cataloging record). If a new copy is obtained, be sure to change the barcode number on the cataloging record.
Put spine labels on the books that need it.
Put new barcodes on books that are missing them, then change circulation (barcode) number on the computer
SUMMER CHECK OUT
Contact Town library about their summer reading program
Notice to staff about summer check out
Notice to parents about summer check out/summer reading
PERIODICALS
Repair magazines that need it
Shelve all magazines
Make sure there are labels on all magazine boxes
Make a note of any missing copies on the box label
Discard newspapers and any magazines to which we don't regularly subscribe
INVENTORY
Fixed assets inventory (equipment and furniture)
Library inventory
EQUIPMENT
Check operation of equipment to see if it is in need of repair. If so, set aside with note indicating problem. Equipment that is beyond repair or whose condition has changed should be noted on the inventory form.
Clean equipment. Make sure it is covered for the summer. Check inventory of bulbs, etc. to make sure replacements are available for next year. If not, make note to order more.
Call company to pick up the equipment needing repair. Remove obsolete equipment from inventory and discard.
STUDENT COMPUTERS
Notify staff that files will be deleted, if they want anything they should save to the server.
Delete student work; clean folders
Make sure computers are covered for the summer. Unplug.
CIRCULATION COMPUTERS
Back up files for the summer. Keep copy off site
Clean up desktop; clear internet cache; images;
Change status of lost books to LOST
SUPPLIES
Neaten and organize supplies
Make a note of materials to be ordered
FACILITY
Take down posters, student work, etc. from wall
Throw away unclaimed projects, papers, personal items, etc.
Clean surfaces of tables, bookcases, etc.
Put display materials away
Clean out files, desk, etc.
File new catalogs, throw away old ones and duplicates
VOLUNTEERS
Thank volunteers
Thank student helpers
PAPERWORK
Complete Purchase Orders
Complete Professional Development Annual Summary
Complete Room Repair List - HMS
Compile statistics, circulation, attendance, classes, AR.
End of year report to administrators.
Complete Principal's Survey/Feedback Form
MEETINGS
Meet with library staff; debrief the year and thank
OTHER
**Remember that there are many requests from staff this time of year for assistance with downloading and printing pictures from the digital cameras
**Videotaping special programs (i.e. music)
**As people clean their rooms, they drop off excess materials in the library that they don't want, but don't want to throw out
but that are not library materials