______
What Must be Done Before the Librarian a.) Retires, b.) Transfers, c.) Gets
Fired or d.) Expects to Die
I. Items Needing Labeling -
A. Label all folder in librarians file cabinets. –
B. All binders and three-ring folders containing notes, instructions and procedures –
C. Attach stickies to items that may special attention -
D. All keys to drawers, cabinets, room doors, display cases, copiers etc. –
E. Books that are stored in piles or on carts and explain why they are stored there instead of in the collection -
11. Library Instruction
A. Folder/Binder with school department curriculum for library instruction or a list of personal goals for library instruction –
B. Folders or three-ring binders of your lessons, worksheets, tests etc. –
C. Explanation of how scheduling of your library classes is set (teachers planning or team meetings may be blocked against library instruction). Principal may do the scheduling with or without your input. –
D. Grading program used for grades –
E. Who receives your grades? (office, the Language arts teacher, homeroom teacher...) –
III. Library Rules and General School Rules
A. List of student library rules that are posted –
B. Pass system used. –
C. Internet pass system used –
D. Overdue Policy –
IV. Lists
A. Reoccurring problems with specific pieces of software or hardware
(frequent lamp burn-outs, ) –
B. Units being taught annually by teachers that need library support –
C. Jobbers, dealers, salespersons that you find good to work with –
D. Locations of manuals/warranties for AV equipment, computer hardware and computer software –
E. Repair and maintenance people for security system, copiers, computers, microfiche and AV equipment. –
F. Categories of catalog files in your file cabinet, and the type of items that are found in each category. –
G. Frequently used telephone numbers, faculty extensions numbers and fax numbers
-
H. Areas in the collection that need to be updated or weeded –
I. Locations of:
1. Hard copies or printouts of inventories –
2. Book marks and posters –
3. Rebinding box –
4. Manuals
5. Supplies –
6. Correspondance –
7. New folders, copier paper, toner, -
8. Keys for doors, office and library equipment and magazine holders –
9. Faculty and Student handbooks –
10. Student Directories –
11. Computer software program disks –
12. Rolodex –
13. Electrical outlets, network outlets and cable outlets throughout library and workroom –
14. Copyright notices to be posted beside copier equipment –
15. Blank floppy disks –
16. Tape/ Disk backups for circulation file –
17. Accessories to AV equipment (remotes, power cords, mikes, glass plates for opaque) –
V. Personnel
A. If you are unable to talk to the new librarian, you may wish to note the name of staff members who are likely to help you become acquainted with the school’s settings and procedures. –
B. Delineate the duties and responsibilities that have been established for the librarian and the computer coordinator –
C. Contact person with whom the librarian works to generate the annual budget and to check the status of accounts and orders –
D. Chain of command for library responsibilities or scheduling, -
E. Substitute personnel that have been trained to run the library during an absence –
F. Adult volunteers-encourage them to continue –
G. Experienced student volunteers (strengths and weaknesses) –
G. Special relationships with other librarians in the district; public library –
H. Library aides
1. Training: What skills taught, when, where –
2. How the library aides schedules are set up –
3. Year end party or trip –
4. Duties and responsibilities –
5. Computer responsibilities, especially with the circulation program –
VI. To Be Completed before turning library over to new librarian
A. Small projects that need completion –
B. Fully catalog and process remaining items –
C. Weeding –
D. Clean up budget accounts for the current year -
E. Determine the amount money in book budget and software budget for the librarian to order materials –
F. Turn in all room keys to office -
G. Turn in any cash that you feel will not be needed by the librarian (copier money, lost book money, fines) -
H. Weed AV software and old equipment that has not been used in ten years. (Provide information as to the disposal process). –
I. Clean out file cabinets of personal files -
J. Clean off computer hard drive of personal files, personal software that is not licensed by school department, shareware that has not been paid for -
K. Clean out personal bookmarks in Explorer –
L. Notify SYSOP that your e-mail account in the school or school department will be terminated and to send sign-up information in the fall to the new librarian –
M. Weed Vertical file –
N. Dispose of items that you have meant to “dump sometime” -
O. Map of the library and the workroom, labels with sections, outlets, special purposes (class instruction, club meeting, magazine reading, restricted areas, traffic flow) –
P. Be sure that one year tech support for the circulation program has been paid for before you leave –
VII. Computers
A. List of passwords for circulation program, network access, Internet access
B. Procedure for turning computer hardware on and off –
C. Location of archival disks and CDs of programs –
D. Location of warranties, manuals, notes taken when taking to tech help
E. Source of printing paper, ribbon, toner cartridges (for purchase and storage) -
F. Problems with pieces of equipment (loosing balls, disconnecting of cords, keyboards and mice –
G. Location of backup tapes/disks. –
H. Procedure or scheduling of backups each day –
I. Cleaning cloths, liquids and CD cleaners –
J. List of programs placed on hard drives of student. –
K. Circulation program
1. Location on server, and how to get to it –
2. Special customizations you have done to program or data (abbreviations, locations abbreviations, subject heading, bibliographies) –
3. Printouts of reports and letters used from the program
4. Schedule of sending out overdue notices, parent letters and personal phone calls home –
5. Barcode categories and the types of items in each category –
6. Special categories for magazines, vertical file, and archival boxes of magazines –.
7. Telephone #s of tech support and sales department –
8. Description of what the yearly maintenance cost for the circulation program supplies (newsletter, telephone support, program updates). If the yearly maintenance cost is not paid, what conditions will have to be met to reinstate the service? –
9. Student access to Internet and e-mail –
L. How to join LM_NET Listserv - http://www.eduref.org/lm_net/sub.html to subscribe or http://www.eduref.org/lm_net/ for information
M. List of software on the librarian’s computer, and for what purposes it has been used –
N. List of number of licensed copies of software that have been purchased. –
______
VIII. Extra Duties (Voluntary or Compensated)
I believed it important that the librarian contribute above and beyond the call as this creates good will toward the library program.
A.
C. Schedule Hall Display cases –
D. Extra Duty: Bus duty, dance duty, game duty, detention hall, homework lab –
G. Chaperone and make arrangements for Library Aids’ parties & year end trips –
I. Run Book Club program for student and staff –
L. Route profession magazines to staff –
M. Maintain a “consideration” file or database
N. Class advisor
P. Run a yearly student book exchange event
M. Maintain archive of school yearbooks –
O. Coordinate the return of classroom collections of books from the public library –
Q. Evening library supervision –
IX. Other
A. Storage of gym/tote bags while student in library –
B. Librarians locker or locked storage space for coat, purse, etc. –
C. Food/gum/candy/drinks –
D. Special situations in cataloging/processing/storing materials
1. Separation of paperback collection -
2. Biography designation (B, 920, 92, 921, surnames) -
3. Profession collection –
4. Storage of periodicals –
5. CD storage –
E. Location of coin box, specifically for making change –
F. Write a Mini-History of the school and the library
G. If librarian is leaving the school permanently:
4. List software (shareware) that has been paid for (provide documentation)
7. List the unfinished projects you wanted to finish
8. List the projects you never got around to do
9. Explain why certain items are secured away from students or faculty
13. List any special collections that should not be weeded even if the curriculum does not currently support them (state or city history, Newbery, Memorial donations, etc.)
14. Curriculum areas that need new or additional library materials purchased in the near future
15. Budget suggestions (Be sure to leave some money in your budget for the new librarian to use)
16. Location of special items (envelopes for vertical file, bookmarks, blank Avery labels, etc.)
18. Sources of review journals beyond those the library subscribes to
a. Librarians in the school district
b. reviews on LM_NET, especially Fred Mueller’s
c. reviews on TLC, especially Naomi Bates
d. recommendations by Dr. Teri Lesesne
19. Prepare a list of topics or questions the principal might want to discuss with applicants for the new librarian’s position –
20. Leave your telephone # or e-mail address or the dates when you would be available to meet with the new librarian to answer questions –
21. Prepare a list of services you provide to faculty beyond your normal duties –
22. Note any blind spots in the library which make supervision difficult –
This is a great list of things that should be in the Library Manual. A few of them are there already.
X. Suggestions for Procedures to be Put in Writing
A. Hours for library usage for students and faculty
B. Access issues when librarian is absent or not in the library
C. Accession books
D. When and how to take inventory for books, software, hardware
E. Library Instruction
1. How do classes arrange for library access?
2. The curriculum for Library Instruction (Sch. Dept. or personal)
3. Reserving the library for classroom research and instruction
F. Fall procedures for opening the library
1. Downloading student information from administration for importing to circulation program. Assigning new bar code labels
2. Scheduling Library instruction, planning period, lunch and study halls
3. Distributing forms to teachers (schedule, passes, request for new materials etc.)
4. Processing new materials -
5. Displays and bulletin boards
6. Bookmarks
7. Cleaning up hard drives from the spring
8. Scheduling school-wide orientation
9. Determining when students may begin signing out materials
G. Summer preparation
1. Procedure for collecting student and faculty materials
2. Parental letters and forms for the office
3. Keys
4. Summer orders for the new fiscal year
5. Sending materials to bindery
6. Filing remaining shelf list and card catalog cards
7. Year end field trips
8. Cleaning up workroom
9. Arranging for copier cleaning
10. Disposing of newspapers and old magazines
11. Preparing a list to “to do’s” for the fall
12. Purging graduating students and barcodes from circulation program and rolodex
13. Notifying library, to which graduating students are going, of the materials not returned or paid for before the end of school. Also notifying administration if a formal billing procedure is needed for textbooks and library materials not returned.
14. Items which must be removed for summer (plants, fish tanks)
15. Location for delivery of boxes, mail and magazines received during the summer
H. Renewing magazine subscriptions (from who, when, how much, which budget)
I. Budget Process
1. Timeline of the process
2. Location of folders of previous budgets
3. Deadline for spending all funds
4. List of jobbers and dealers that have been used and why
5. PO forms
6. Chain of command and individuals the librarian must deal with to have purchases made (principal, secretary, business office etc.)
7. Personnel that receive your PO’s (secretary, computer coordinator, district head librarian, principal)
8. Special problems that reoccur each year during the budget process (Business office demands that the money from the Serial’s budget be spent by April although publishers deliver the material after this date)
J. Requisitioning Supplies
1. List of supplies that are supplied by the school
2. Procedure to requisition supplies
3. From whom do you requisition supplies?
K. Overdue Materials Procedure
1. What is considered overdue and by when?
2 .Notification process for staff and students
3. Parental notification and billing
4. Repayment plans (cash, checks, installments, work-off)
5. Where repayment money is kept
6. File, folder or log of student payments and returns
7. Circulation program’s system for notification of correspondence
8. Fines system
9. Description of past support/lack of support given by teachers, administrators and parents ( do not mention names)
L. Faculty sign out procedures and length of time
1. Equipment for long-term classroom use, and short term
2. VCR units
3. AV equipment
M. Magazine or reserve book sign-out from the front desk
N. Materials that have been restricted for general library use, not circulation (rational for the decision to do this, i.e. Skateboarding, Electronic Gaming, expensive reference materials, items that are constantly stolen or not returned from circulation, yearbooks)
O. Closing of library for large group reference work
P. Disposal policy and procedure of obsolete, or damaged materials and equipment
Q. How to change voice and message mail: passwords
R. Using the intraschool phones and outside lines
1. How to dial within or out of the school
2. Do students have permission to use
S. Chain of command (administrators, computer coordinator, Library Supervisor, Department heads, Repairs, Maintenance, Business office, etc.)
T. Manual for volunteers, student library aids, clerks, etc.
U. Video taping by the librarian for teachers
V. Processing of new materials -
1. Checking packing slips
2. Stamping
3. Labels for special reasons (awards, reading levels, etc.)
4. Importing or inputting into the circulation program