Policies and Procedures
Handbook
Media Center
Kim Sciandra
11/17/2010
Table of Contents
POLICIES ........................................................................................................................................................ 5
I. PURPOSE STATEMENTS ......................................................................................................................... 5
Demographics ....................................................................................................................................... 5
Mission Statement ................................................................................................................................ 6
Philosophy ............................................................................................................................................. 7
II. PUBLIC RELATIONS ............................................................................................................................... 7
III. SELECTION CRITERIA ........................................................................................................................... 8
IV. DONATATIONS and GIFTS .................................................................................................................. 11
V. RECONSIDERATION OF MATERIALS ................................................................................................... 12
VI. MEDIA SERVICES ................................................................................................................................ 13
Circulation ........................................................................................................................................... 13
Overdue .............................................................................................................................................. 13
Video ................................................................................................................................................... 13
Inventory ............................................................................................................................................. 15
Damaged Books/Materials.................................................................................................................. 15
Lost Books/Materials .......................................................................................................................... 16
Weeding .............................................................................................................................................. 16
Repairing and Mending Print Materials .............................................................................................. 17
VI. DEFINITION AND SCOPE OF TECHNICAL SERVICES ........................................................................... 18
VII. COPYRIGHT ...................................................................................................................................... 18
VIII. LEADERSHIP AND PROFESSIONAL GROWTH.................................................................................... 19
IX. INTERLIBRARY LOAN ......................................................................................................................... 20
X. SCHEDULING ...................................................................................................................................... 21
PROCEDURES............................................................................................................................................... 22
I. COLLECTION MANAGEMENT.............................................................................................................. 22
Consideration File ............................................................................................................................... 22
Ordering Procedures ........................................................................................................................... 23
Receiving Procedures .......................................................................................................................... 23
Periodicals, Serials, Newspaper Control ............................................................................................. 24
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Weeding .............................................................................................................................................. 25
Repair and Mending Print Materials ................................................................................................... 26
II. TECHNICAL SERVICES ......................................................................................................................... 26
Tools Necessary for Cataloging ........................................................................................................... 26
Direction Sheets .................................................................................................................................. 29
III. COLLABORATION RESOURCES........................................................................................................... 32
Reconsideration of Materials Procedures .......................................................................................... 32
Advocacy: Tips for Stakeholders ......................................................................................................... 35
Scheduling of the Library Media Center ............................................................................................. 35
IV. MEDIA SERVICES ............................................................................................................................... 36
Circulation ........................................................................................................................................... 36
Overdue .............................................................................................................................................. 37
Video ................................................................................................................................................... 38
Inventory ............................................................................................................................................. 38
V. PUBLIC RELATIONS ............................................................................................................................. 39
VI. COPYRIGHT ....................................................................................................................................... 42
APPENDICES ................................................................................................................................................ 44
APPENDIX A ............................................................................................................................................. 44
APPENDIX B ............................................................................................................................................. 47
APPENDIX C ............................................................................................................................................. 48
APPENDIX D............................................................................................................................................. 49
APPENDIX E ............................................................................................................................................. 51
APPENDIX F ............................................................................................................................................. 53
APPENDIX G............................................................................................................................................. 54
APPENDIX H............................................................................................................................................. 55
APPENDIX I .............................................................................................................................................. 56
APPENDIX J .............................................................................................................................................. 58
APPENDIX K ............................................................................................................................................. 60
APPENDIX L ............................................................................................................................................. 61
APPENDIX M............................................................................................................................................ 62
APPENDIX N ............................................................................................................................................ 65
APPENDIX O ............................................................................................................................................ 66
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APPENDIX P ............................................................................................................................................. 67
APPENDIX Q ............................................................................................................................................ 70
APPENDIX R ............................................................................................................................................. 72
APPENDIX S ............................................................................................................................................. 73
APPENDIX T ............................................................................................................................................. 76
APPENDIX U............................................................................................................................................. 87
APPENDIX V ............................................................................................................................................. 91
APPENDIX W............................................................................................................................................ 92
APPENDIX X ............................................................................................................................................. 93
APPENDIX Y ............................................................................................................................................. 94
APPENDIX Z ............................................................................................................................................. 98
REFERENCES ................................................................................................................................................ 99
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POLICIES
I. PURPOSE STATEMENTS
Demographics
The Forsyth County School System serves the population of Forsyth County, Georgia.
The school system has over 34,424 students enrolled in its 34 schools which include nineteen
elementary schools, nine middle schools, five high schools, and one alternative school. (Quick
Facts, 2010). Despite the current economic recession, Forsyth County Schools had a growth rate
of 5.5% from 2009 to 2010 (R4 Dashboard, 2010).
Forsyth Central High School is one of five high schools located in Forsyth County. The
school serves approximately 1400 students in grades nine through twelve. The staff is comprised
of 4 administrators, 133 teachers, and 48 support personnel (D. Hall, personal communication,
August 23, 2010). The school is a Georgia School of Excellence and has a graduation rate of
82% (R4 Dashboard, 2010). The school does not have a diverse student population because it is
located in a county with a mostly white (non-Hispanic) population. The school’s demographics
are displayed in Figure 1.
Figure 1: Forsyth Central High School Demographics (R4 Dashboard, 2010)
Demographics
2.57%
1.86%
1.57%
White
19.05%
Hispanic
Black
74.92%
Multi-Racial
Asian
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The students at Forsyth Central High School have a varied socioeconomic background.
Although many of the students are from upper middle class and middle class families, 28.13% of
the students are considered economically disadvantaged (R4 Dashboard, 2010).
Forsyth Central High School offers student support through a variety of specialized
education programs. The Horizons program offers specialized education services to students
identified as gifted learners. The Advancement Placement program offers students the
opportunity to earn college credits. Teacher recommendation is required to participate in the
Advanced Placement program. The school’s Department for Exceptional Students provides
support for students who have eligible special education needs (Exceptional students, 2010).
The English to Speakers of Other Languages (ESOL) program is offered to all limited English
proficient students who meet the testing eligibility criteria established by the Georgia
Department of Education (Academics & Accountability, 2010).
Mission Statement
“The Mission of the school library media program is to ensure that students and staff are
effective users of ideas and information. The school library media specialist empowers students
to be critical thinkers, enthusiastic readers, skillful researchers, and ethical users of information
by:

Collaborating with educators and students to design and teach engaging learning
experiences that meet individual needs.

Instructing students and assisting educators in using, evaluating, and producing
information and ideas through active use of a broad range of appropriate tools,
resources, and information technologies.
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
Providing access to materials in all formats, including up-to-date, high-quality,
varied literature to develop and strengthen a love of reading.

Providing students and staff with instruction and resources that reflect current
information needs and anticipate changes in technology and education.

Providing leadership in the total education program and advocating for strong
school library media programs as essential to meeting local, state, and national
education goals” (American Association of School Librarians, 2009, p. 8).
Philosophy
The Library Media Center endeavors to create an environment where students can pursue
the mastery of information literacy skills and develop a life-long learning mindset (Introduction
to information literacy, 2010). This is accomplished when the Library Media Center provides:
1.
“Intellectual and physical access to materials in all formats;
2. Instruction which stimulates interest in reading and develops competence in
accessing, evaluating, and managing information and ideas; and
3. Integration of the library media program into the curriculum through the cooperative
efforts of the library media specialist and classroom teachers (Tracy, 2010).”
II. PUBLIC RELATIONS
Forsyth County School’s Public Information and Communications Department oversees
public relations for the school district. The Library Media Center staff shall follow the Public
Information and Communications Department’s procedures which include:

“Procedure for Media Relations” (appendix A),
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
Procedures for Communicating Clearly on the Web,

Code of Ethics for Responsible Blogging,

Procedures for Presenting at Meetings of the Board of Education,

Employee Campaigning,

Procedures for Request of Information/Open Records Requests, and

Advertising in School.
All of the procedures set forth by the Public Information and Communications Department can
be obtained by contacting the department chairperson, at 770-887-2461 or visiting the
department’s webpage located on Forsyth County School’s website, www.forsyth.k12.ga.us
(Public information and communications, 2010).
III. SELECTION CRITERIA
“The objective of the media center selection policy is to make available to faculty and
students a collection of materials that will enrich and support the curriculum and meet the needs
of the students and faculty served (American Library Association, 1998.)”.
All media center resources shall be selected in accordance with Forsyth County Schools
Board of Education “Administrative Procedures – Media Programs – IFBD-R(0)” policy. This
Forsyth County Board of Education policy is available from the Forsyth County School’s Board
of Education website, www.forsyth.k12.ga.us. This policy applies to all instructional and media
center materials including print materials, non-print materials, and equipment. The policy states:
“A. Excluding district-wide adopted textbooks/learning resources addressed in
Administrative Procedures IFAA: Textbook Selection, Adoption and Purchasing, any
learning resource selected for use in the Instructional and/or Media Programs in the
Forsyth County School District shall be recommended for selection by the System
Instructional Media / Technology Committee as provided in Forsyth County School
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District Policy and Administrative Procedures IFA: Instructional and Media Center
Materials.
B. any learning resource selected for use in the Instructional and /or Media
Programs in the Forsyth County School District shall be selected based on that learning
resource’s ability to:
1. support the implementation of the curriculum standards set by the State of Georgia,
the Forsyth County School District, and the local school;
2. support the goals of the Forsyth County School District, as identified in its strategic
plan—Vision 2010;
3. support the improvement goals of the local school, as identified in its school
improvement plan;
4. meet the individual learning needs of the students identified by the local school;
5. represent a relevant contribution to a subject field;
6. be duplicated in accordance with the copyright law (Public Law 94-553) and its
guidelines and interpretations;
7. provide well-organized, accurate, current, timely, relevant, and age-appropriate
information on a curricular topic or subject;
8. exhibit the qualities of durability and utility deemed necessary to support student
learning in multiple and various learning environments.
9. represent works of the past and present notable for literary qualities and cultural
values;
10. stimulate interest in current developments in cultural, economic, scientific and
social fields;
11. provide different or varying viewpoints on issues;
12. provide opportunities for students to develop reading, critical thinking and other
recognized academic skills.
C. The review and selection process for Instructional Materials & Media Resources
shall include an examination of professional reviews from multiple sources and
incorporate the use of reputable, unbiased, professionally prepared selection aids, where
available.
D. Learning resources dealing with human growth, development, and sexuality shall
be selected for use in the Forsyth County School District by the Forsyth County Sex
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Education Advisory Committee on the basis of accuracy, age appropriateness, and
dignity of presentation.
E. Learning resources used within the Instructional and /or Media Programs will not
be disqualified from use in the Forsyth County School District based solely on the
presence of particular words, phrases, and sentences, provided that the material
represents a relevant contribution to a subject field/curriculum.
F. The Local School Instructional Media / Technology Committee, or its designee(s),
is charged with selecting the learning resources and instructional materials, excluding
textbooks and ancillary materials, used in a local school’s Media Program. The local
school Media Specialist, the local school Instructional Technology Specialist (ITS), the
Local School Instructional Media / Technology Committee, the Forsyth County School
District Teaching and Learning Department, and the Forsyth County School district
Technology Services Department will work cooperatively to ensure that the selection of
Media Program learning resources meet the criteria for Instructional and Media material
Selection found in Forsyth County School District Policy and Administrative
Procedures IFA (Media program learning resource, 2007).”
The media center resource selections will be guided by the following selection tools:
1. Per the above stated policy, the review and selection process requires the examination of
professional reviews from multiple sources. Appendix B (Selection Resources) includes
recommended lists from multiple sources that may be consulted in the selection of
materials, but selection is not limited to these lists (American Library Association,
1998.).
2. Whenever possible, a personal examination of the material will be conducted (Bishop,
2007, p. 52).
3. Recommendations from administrators, teachers, students, district personnel and
community persons will be obtained and considered (American Library Association,
1998.).
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IV. DONATATIONS and GIFTS
All materials, including print, non-print, and equipment, donated to the media center shall
comply with the Forsyth County School District Board of Education “Administration Procedures
– Media Programs – IFBD” as described below.
“A. Gifts and unsolicited items will be judged by the same selection standards governing
Media Program Instructional Materials, and will be accepted or rejected by standards.
B. Gifts and unsolicited materials must meet state and district standards of quality in
factual content, artistic and literary value, and presentation.
C. Gifts and unsolicited materials must be appropriate for the subject area and for the
age, emotional development, ability level, learning styles, and social development of
students for whom materials are selected.
D. The school reserves the right to reject gifts or unsolicited materials that do not meet
the criteria for selection of instructional materials in the Forsyth County School District.
E. Schools within the Forsyth County School District, as well as the Forsyth County
School District itself, may choose to accept gifts and unsolicited donations of software
only if all of the following requirements are met:
1. the software is received in its original packaging;
2. the software is unopened;
3. the software is accompanied by its original licensing agreement; and
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4. the software has been recommended and approved for use in the instructional
program of the Forsyth County School District as provided in these administrative
procedures.
F. Upon acceptance and approval for use in the Forsyth County School District, all
unsolicited gifts of Instructional & Media Center materials become the property of the
Forsyth County School District (Consideration of gifts, 2007).”
The selections standards of the Media Program Instructional Materials policy are
available in the “Selection Criteria Policy” of this handbook.
V. RECONSIDERATION OF MATERIALS
The handling of all objections and challenges concerning instructional materials and
media used in the media center shall comply with the Forsyth County Schools Board of
Education “Administration Procedures - Media Programs - IFBD” policy as described hereafter.
“A. The Forsyth County School District does recognize the right of an individual parent
or guardian to request that his/her child not be required to read, view, or listen to a given
instructional material provided a written request is filed by the parent or guardian with the
appropriate school administrator.
B. Requests for reconsideration of the use of instructional material must be made in
accordance with procedures governing such appeals found in Forsyth County Policy &
Administrative Procedures IFA (Media programs: Request for reconsideration, 2007).”
Forsyth County School’s procedures governing appeals can be found in the
Reconsideration of Materials Procedures section of this handbook.
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VI. MEDIA SERVICES
Circulation
The media specialist will make the following items available for circulation: library
books, including fiction, non-fiction, and reference; videos, audio/visual equipment, laptop carts,
cameras, and professional resources.
“Appropriate charges may be made to students, parents, and school staff for replacement
or repair cost for lost or damaged Instructional and Media Materials (Reimbursement for
lost/damaged instructional materials, 2007).” For any student who fails to pay for a lost or
damaged library book or media material, the media specialist may
1) “refuse to issue any additional textbooks, library books, or media materials until
restitution is made; [and]
2) withhold all grade cards, diplomas, or certificates of progress until restitution is made
(Free textbook system, 2009).”
Overdue
In accordance with the “Circulation Policy” stated in this handbook, the media specialist
may assess fines to any students who have overdue media center materials. To maintain student
privacy concerning the identity of media center materials circulated, overdue notices will be
distributed by media personnel directly to the student (Confidential nature of certain library
records, 2009).
Video
Only videos circulated from the media center shall be played on school equipment. All
videos that are circulated from the media center, recorded on school equipment, or played on
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school equipment shall comply with the Forsyth County School District Board of Education
policies described below.
1) “All school-owned and non-school owned videotapes, DVDs, and digital video sources
intended for classroom use in the Forsyth County School District shall meet the Media
Program Selection Criteria governing Instructional Materials & Media Resources
outlined in Forsyth County School District Policy & Administrative Procedures IFA
(Classroom use of media program, 2007).” These procedures are available in the
“Selection Criteria Policy” section of this handbook or they can be obtained by
contacting the Board of Education at 770-887-2461 or visiting the Board of Education’s
webpage located on Forsyth County School’s website, www.forsyth.k12.ga.us.
2) “School owned and non-school owned videotapes, DVD, and digital video sources are
subject to the instructional limitations included in Forsyth County School District Policy
& Administrative Procedures IFA (Classroom use of media program, 2007).” A
schedule outlining the limitations is available in appendix C (Classroom Use of Media
Program Video Resources).
All videos played on school equipment shall comply with copyright law. To ensure that
copyright laws are followed concerning video usage, staff members should be encouraged to use
videos from the media center collection and videos that are available from the video streaming
website subscriptions provided by the school. If staff members wish to use videos that were
taped off air they must follow all copyright laws. Information on copyright laws concerning
video usage is available in the “Copyright Procedures” section of this manual.
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Inventory
“The school Media Specialist and/or his or her designee shall maintain an accurate
inventory of all items purchased using State Media Allotment funds, providing direct support to
the Media Program, or that are circulated from the Media Center, including:
1) All library books, magazines, and print materials circulated to all staff;
2) All audio/visual materials and electronic media circulated to all staff;
3) All supplies and materials necessary for the maintenance of Media Center equipment;
4) All research, automation, and production software used exclusively in the Media Center;
5) All carts, furniture, and equipment used by staff and students in the Media Center;
6) All technology equipment circulated from the Media Center or used exclusively in the
Media Center (Inventory of instructional materials, 2007);” and
7) All library books and media materials circulated to all students.
The school media specialist will conduct an inventory of the above listed items annually.
The media specialist will also conduct a final inventory of the above listed items before leaving
the position (D. Hall, personal communication, February 2, 2010).
The media specialist will weed all worn or out-of-date library books and media materials
during the annual inventory (Replacement of worn or out –of-date items/weeding, 2007).
Equipment will be inspected during the inventory to determine if any repairs or maintenance
needs to be performed. Any necessary repairs and/or maintenance will be performed as
described in the “Repair and Mending Print Materials Procedures” section of this manual.
Damaged Books/Materials
In accordance with the “Circulation Policy” stated in this handbook, the media specialist
may refuse to circulate media center materials to any students who have damaged media center
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materials until full restitution is made. To maintain student privacy concerning the identity of
media center materials circulated, damaged material notices will be distributed by media
personnel directly to the student (Confidential nature of certain library records, 2009).
Media center staff will endeavor to repair or have repaired all damaged media center
materials using the procedures stated in the Repair and Mending section of this handbook and/or
the services of the Forsyth County Schools Technical Services Department (D. Hall, personal
communication, October 22, 2010). Any media center material that cannot be suitably repaired
to serve its original purpose will be considered damaged beyond repair.
Lost Books/Materials
In accordance with the “Circulation Policy” stated in this handbook, the media specialist
may refuse to circulate media center materials to any students who have lost media center
materials until full restitution is made. To maintain student privacy concerning the identity of
media center materials circulated, lost material notices will be distributed by media personnel
directly to the student (Confidential nature of certain library records, 2009). Media center
materials will be considered lost if the material is reported as lost or the material is not returned
within one month after the due date.
Weeding
All media center resources shall be evaluated for usefulness in accordance with Forsyth
County Schools Board of Education Replacement of Worn or Out-of-Date Items / Weeding
policy. This Forsyth County Board of Education policy is available from the Forsyth County
School’s Board of Education website, www.forsyth.k12.ga.us. This policy applies to all media
center materials including print materials, non-print materials, and equipment. The policy states:
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“A. Worn or out-of-date items will be replaced as needed when funds
permit. Withdrawn and weeded materials will be disposed of in a manner
consistent with Forsyth County Policies and Administrative Procedures.
B. Weeding, the process of removing worn, unused, and outdated print and nonprint materials from the Media Center collection, is necessary in order to keep an
up-to-date media center. Weeding will enable utilization of available space and
assure a school of up-to-date collections.
C. A continuous evaluation of all materials, print and non-print, in each media
center shall be made to ensure that media collections meet the needs of the
curriculum, students and staff.
D. Weeding will take place continuously as materials are circulated, and during
yearly inventory.
E. The school Media Specialist is responsible for the weeding of a school’s print
and non-print collections housed in the school Media Center (Replacement of
worn or out –of-date items/weeding, 2007).”
Repairing and Mending Print Materials
Repairing and mending media center materials is a cost effective process that should be
used to extend the useful life of the media center collection (Kaufman, 2004). The media center
staff will endeavor to repair all damaged media center print materials using the procedures stated
in the Repair and Mending Print Materials section of this handbook. Media center staff who
have received training in basic book repair will be will be responsible for mending and repairing
print materials (Linton, 2010).
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VI. DEFINITION AND SCOPE OF TECHNICAL
SERVICES
The technical services provided by the media center staff include classifying, cataloging,
processing, and shelving media center materials so that “students and staff can effectively
identify, locate, and use resources (Franklin & Stephens, 2007).” The use of the following four
resources comprises the media center’s cataloging standards.
1. To ensure consistent classification, the media center staff will utilize the Abridged
Dewey Decimal Classification and Relative Index (Dewey, 2004).
2. The Anglo-American Cataloging Rules (Joint Steering Committee, 2002) will be
followed when completing descriptive cataloging.
3. Subject cataloging will be based on Sears List of Subject Headings (Miller, 2004).
4. To maintain authority control for author names and titles the media center staff will
utilize the Library of Congress Authorities file (Library of Congress, 2009) (Williams, 2005).
VII. COPYRIGHT
Forsyth County Schools requires compliance with copyright law. “The school Media
Specialist, through the Local School Instructional Media/Technology Committee, is charged with
informing school staff members of copyright regulations so that school materials, employees,
and equipment will not be involved in the infringement of this applicable copyright law
(Compliance with copyright law, 2007).”
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Title 17 of the United States Code, Copyright Law of the United States, provides
protection to the authors of tangible original works, published and unpublished, of authorship.
Works of authorship include the following categories:
(1)
literary works;
(2)
musical works, including any accompanying words;
(3)
dramatic works, including any accompanying music;
(4)
pantomimes and choreographic works;
(5)
pictorial, graphic, and sculptural works;
(6)
motion pictures and other audiovisual works;
(7)
sound recordings; and
(8)
architectural works (U.S. Copyright Office, 2008).
VIII. LEADERSHIP AND PROFESSIONAL GROWTH
Professional learning is the means by which teachers, administrators and other
school and system employees acquire, enhance or refine the knowledge, skills and
commitment necessary to create and support high levels of learning for all
students. Professional learning, professional development, staff development, and
in-service training are synonymous terms. In order for students to learn and
perform at high levels, educators must be learning virtually all of the time.
Optimal professional learning is standards-based, results-driven, systemic,
ongoing, and embedded into the daily routine of educators. The purpose of
professional learning is quality learning and superior performance for all students
and staff (Professional learning, 2010).
Forsyth County Schools offers several training opportunities including Endorsement
Programs, Focused Choice Courses, Leadership Academy, and courses offering Professional
Learning Credits (PLU’s). Course information and registration procedures for these programs
are available from the Forsyth County Schools Professional Learning Department by contacting
the Director for Professional Learning at 770-887-2461 or visiting the department website at
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www.forsyth.k12.ga.us/professionallearning (Professional learning, 2010). The Forsyth County
Schools Professional Learning Department also compiles information on professional learning
opportunities outside of the school district. This list of opportunities is provided in appendix D
(Additional Professional Learning Opportunities).
There are many professional organizations offering membership and professional
learning opportunities to school library media specialists. Information on these organizations is
available in appendix E (Professional Organizations).
IX. INTERLIBRARY LOAN
The school level media centers are permitted to share resources with each other via
interlibrary loan. All interlibrary loan transactions must be approved by the media specialist
from the loaning school and the media specialist from the borrowing school. The media center
from the borrowing school will be responsible for all damaged or lost books. Interlibrary loan
transactions will be processed using Destiny, the school system’s library manager software (D.
Hall, personal communication, March 23, 2010). Directions for requesting an interlibrary loan
are available in appendix F (Interlibrary Loan Request).
Forsyth County Schools and the Forsyth County Public Library maintain a cooperative
relationship (J. Ricks, personal communication, January 6, 2010). The media specialist shall
encourage staff and students to obtain a public library card for purpose of obtaining materials
from the Forsyth County Public Library because the library does not share materials with Forsyth
County Schools via interlibrary loan (D. Hall, personal communication, March 23, 2010). The
Forsyth County Public Library will reserve collections for student research projects. The media
specialist can request special services from the Forsyth County Public Library by contacting the
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Programming Coordinator at 770-781-9840 (J. Ricks, personal communication, January 6,
2010).
X. SCHEDULING
The media center shall follow Georgia State Board of Education Rule 160-4-4-.01. The
rule requires the media center to have “a plan for flexibly scheduled media center access for
students and teachers in groups or as individuals simultaneously throughout the day (Media
programs, 1998)”. Furthermore, the rule states that “accessibility shall refer to the facility, the
staff, and the resources and shall be based on instructional need (Media Programs, 1998).”
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PROCEDURES
I. COLLECTION MANAGEMENT
Consideration File
The media center staff will keep a request log at the circulation desk. Email requests for
materials will also be accepted. The media center staff will use a variety of methods to
encourage students and staff to use the request logs. Methods include but are not limited to:

Posters and flyers

Announcement on Media Center webpage

Announcement during Media Center orientation

Notice included in the Media Center pamphlet

Reminder printed on bookmarks
The media specialist will maintain an electronic request log. All requests will be entered into the
log and tracked. Request log information should include:

Request Date

Name of Requester

Title

Author

Notes

Date Ordered or Reason for not Ordering

Vendor

Price

Date Received
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The media center staff should strive to notify the original requester when the material arrives.
The media center staff shall notify the original requester if the requested material was not
ordered and why the material was not ordered.
Ordering Procedures
The media specialist will perform the following procedures when ordering media center
materials.
1. Submit yearly collection development plan to the School Media Committee for approval.
2. Review the websites and catalogs of approved vendors to locate media center materials.
The Forsyth County School’s list of approved vendors is available from the school
bookkeeper. Appendix G (Approved Vendors), includes a list of approved vendors.
3. Based on the approved collection development plan, compile the order using the vendor’s
website or the “Forsyth Central High School Purchase Order” (appendix H). For orders
compiled using the vendor’s website, the media specialist will attach a printed copy of
the order to the Forsyth Central High School Purchase Order.
4. Submit the Forsyth Central High School Purchase Order to the bookkeeper for the
approval process. The bookkeeper will route the order through the approval process.
5. After approval process is complete the bookkeeper will issue a purchase order number.
6. Submit the order to the vendor per the vendor’s instructions (D. Hall, personal
communication, October 27, 2010).
Receiving Procedures
Media center staff will perform the following procedures when receiving an order.
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1. Compare the contents received with the packing slip and the purchase order and note any
discrepancies, such as missing items or incorrect items, on the packing slip.
2. Inspect the contents for damage and note any damage on the packing slip.
3. Contact the vendor immediately to discuss any discrepancies and/or damages. Note the
name of vendor spokesperson and the agreed upon solution on the packing slip. Inform
the school bookkeeper of the discrepancies and the solution.
4. Follow the school bookkeeper procedures to request vendor payment. Retain a copy of
the packing slip for the media center records (D. Hall, personal communication, October
27, 2010).
5. Follow the procedures in the “Tools Necessary for Cataloging” section of this handbook
to catalog, process, shelve, and store the media center materials.
Periodicals, Serials, Newspaper Control
At the beginning of each school year, the school library media specialist will update the
“Periodicals Receipt Log” (appendix I) with the titles of the periodical subscriptions the media
center owns. The following steps will be followed when periodicals are received.
1. Record receipt of the periodical on the “Periodicals Receipt Log” (appendix I).
2. Stamp the periodical with the school’s name or place a sticker with the school’s name on
the periodical. Cover stickers with Mylar tape.
3. Place periodicals in magazine protectors and display the current copy on the magazine
rack (D. Hall, personal communication, June 30, 2010).
The following steps will be followed when a newspaper is received.
1. Stamp the newspaper with the school’s name on the front page and back page.
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24
2. Place a minimum of two copies of the newspaper on the newspaper display shelf. Any
remaining copies of the newspaper may be removed from the library on a first-come firstserve basis (D. Hall, personal communication, June 30, 2010).
Weeding
The media specialist will use the following criteria when determining whether a media
center material should be weeded.
1. Curriculum: Consider the instructional purpose of the material. The media specialist
may enlist the help of teachers to determine if the material remains a useful material that
supports the curriculum (D. Hall, personal communication, October 27, 2010).
2. Accuracy of Information: The material contains inaccurate information or information
that is biased or stereotypical (Bishop, 2007).
3. Appearance: The material is damaged beyond repair or has an unattractive appearance
(Bishop, 2007).
4. Interest: The material has a poor circulation record and/or covers topics that are no
longer interesting to the patrons (Bishop, 2007).
The media specialist will record that the materials were weeded in Destiny, the library
manager software program. The weeded materials will be disposed of according to the following
procedures:
1. Print: The media specialist may allow students and staff to take weeded print materials.
The school district’s Media Services Coordinator arranges for Follett Corporation to
pick-up weeded print materials twice annually. The media specialist will obtain the pick-
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25
up information from the Media Services Coordinator. Print materials must be boxed
before the pick-up date (D. Hall, personal communication, October 27, 2010).
2. Audiovisual Materials: The media specialist may allow students and staff to take
weeded audiovisual materials. Any remaining weeded materials will be thrown away (D.
Hall, personal communication, October 27, 2010).
3. Equipment: Equipment is purchased by Forsyth County Schools and must be transferred
to the school district’s central warehouse for disposition. The media specialist will
contact Media Services Coordinator to arrange for the items to be transferred to the
central warehouse (D. Hall, personal communication, October 27, 2010).
Repair and Mending Print Materials
Media center staff will attempt to repair media center materials. Information on repairing
and mending materials is available in appendix J (Repair and Mending Tips).
II. TECHNICAL SERVICES
Tools Necessary for Cataloging
Classifying and Cataloging
Machine Readable Cataloging (MARC) catalog records will be stored in Destiny, a
computerized management system that includes an online catalog. All MARC catalog records
added to Destiny shall follow the media center’s cataloging standards as prescribed in the
“Definition and Scope of Technical Services” section of this handbook. The media center staff
will utilize the latest editions of:

The Anglo-American Cataloging Rules (Joint Steering Committee, 2002);

Abridged Dewey Decimal Classification and Relative Index (Dewey, 2004);
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26

Sears List of Subject Headings (Miller, 2004); and

Library of Congress Authorities file (Library of Congress, 2009)
to ensure that all MARC catalog records added to Destiny follow the media center’s cataloging
standards (Williams, 2005). The media center has the following options available for adding
MARC catalog records to Destiny:

Cataloging purchased from vendors,

Copy cataloging, and

Original cataloging (D. Hall, personal communication, June 30, 2010).
Cataloging purchased from a vendor is preferable. Vendors provide MARC catalog
records that can be downloaded to Destiny (D. Hall, personal communication, June 30, 2010.) A
list of vendors that provide MARC catalog records is included in appendix K (MARC Catalog
Vendors). The media center staff will carefully review all purchased cataloging to ensure that
the media center’s cataloging standards are followed.
Copy cataloging can be used to create a MARC catalog record by altering existing
records obtained from outside sources (Manitoba Education and Training, 1997). Bibliographic
information can be copied from the following sources.
1. Cataloging-in-publication (CIP) – The bibliographic information is located in the
material. The Library of Congress prepares CIP records when a book is still in its early stage
and some information could be incorrect (Williams, 2008). The media center staff must
carefully review the data in the CIP to ensure that it meets the media center’s cataloging
standards.
2. Existing MARC catalog records – Destiny is a union catalog and each school media
center in the district can view and add copies to the MARC catalog records created by the other
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27
school media centers. If there is an existing MARC catalog record for a material, the media
center staff must use the existing record. Duplicate MARC catalog records for the same item are
not allowed because it wastes valuable server space (D. Hall, personal communication, June 30,
2010).
3. Online catalog databases – Media center staff can also search the internet for
bibliographic information. There are several free websites that house bibliographic data for
millions of materials (Williams, 2008). A list of online resources is available in appendix L
(Online Cataloging Resources).
If a MARC catalog record cannot be purchased or copied, then the media center staff
must use original cataloging to create the record (Williams, 2008). The media center staff will
use the media center’s cataloging standards to create original MARC catalog records.
Processing
The media center staff will perform the steps detailed in appendix M (Processing
Materials) to make materials ready for circulation. Media center staff and volunteers must
follow this direction sheet when processing materials.
Shelving
Media center materials will be shelved according to the following shelving indicators:
FIC – Fiction
REF – Reference
B – Biographies
PROF – Professional
GN – Graphic Novels
VT – Videos
CD – Compact Discs
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28
DVD – Digital Video Discs
SW – Software
EQ – Equipment purchased by the media center
EQT – Equipment purchased by the school district
Only the school library media specialist can authorize the use of a new shelf indicator (D. Hall,
personal communication, June 30, 2010).
Storage
Books will be shelved in bookcases according to their assigned call number. Oversized
materials will be placed flat on the shelf to prevent damage (The Georgia Archives, 2007).
Small equipment will be stored in a locked JOBOX in the media center workroom. Large
equipment will be stored in the media center workroom. Audiovisual materials, including
DVD’s, CD’s and software, will be stored in locked filing cabinets located in the media center
workroom (D. Hall, personal communication, June 30, 2010).
Direction Sheets
Paraprofessional
Paraprofessionals are placed in the media center at the discretion of administration.
Duties for a paraprofessional include:

cataloging,

circulation desk,

book repairs,

equipment maintenance,

generating overdue notices,

shelving, and
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29

assisting the media specialist as needed.
Paraprofessionals will follow all policies and procedures as outlined in the Forsyth County
Schools Staff Handbook. This handbook can be obtained by contacting the Human Resources
Department at 770-887-2461 or visiting the department webpage at www.forsyth.k12.ga.us.com
(Human resources, 2010). The media specialist will conduct evaluations of the paraprofessional
in accordance with the Forsyth County Schools Human Resources procedures. These procedures
are available from the Human Resources Department (D. Hall, personal communication, March
23, 2010). The current evaluation form is available in appendix N (Classified Personnel
Appraisal).
Student Aides
The media specialist will collaborate with teachers, counselors, and administration to
select student aides for the media center. Duties for student aides include:

shelving,

copying,

laminating,

delivering materials to staff,

creating book displays,

processing magazines, and

newspaper recycling (D. Hall, personal communication, March 23, 2010).
Student aides will never be asked to perform a duty that is unsafe, dangerous to their health, or
that they are incapable of performing (Everhart, 1994). Student aides will be evaluated every
grading period. An example of an evaluation form is available in appendix O (Student Aide
Evaluation). Student aides will be provided with the following handouts:
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30

“Media Center Information” available in appendix P and

“Destiny Tips” available in appendix Q.
Adult Volunteers
Adult volunteers will be recruited during the school open house and through an
announcement on the media center webpage. Volunteers will be asked to complete a form to
determine their availability and areas of interest (Smith, 1999). A sample form is available in
appendix R (Volunteer Information). Duties for volunteers include:

shelving,

circulation desk,

general office duties,

processing books,

assisting with monitoring student behavior,

assisting with special events,

assisting with year-end inventory, and

managing rewards programs (printer recycling and Coke rewards) (D. Hall, personal
communication, March 23, 2010).
Volunteers will never be asked to perform a duty that is unsafe, dangerous to their health, or that
they are incapable of performing (Everhart, 1994). The media specialist shall inform volunteers
that any information about the school, staff, and students is private and cannot be shared with
others (Woolls, 2008, p. 252). Volunteers will be provided with the following handouts:

“Media Center Information” available in appendix P,

“Destiny Tips” available in appendix Q, and

a copy of the school’s student handbook.
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The media specialist will track volunteer hours and activities and recognize volunteers and their
contributions (Woolls, 2008).
III. COLLABORATION RESOURCES
Reconsideration of Materials Procedures
The media center shall follow the “Appeal Procedures for Challenges to Media Program
Instructional Materials” as outlined in the Forsyth County Schools “Administrative Procedures Instructional & Media Center Materials - IFA” policy. This Forsyth County Board of Education
policy is available from the Forsyth County School’s Board of Education website,
www.forsyth.k12.ga.us. The procedures state:
“VIII. Appeal Procedures for Challenges to Media Program Instructional Materials
A. Instructional Materials and Media
1. In cases involving instructional materials & media available through the school
Media Center, the Principal and the Media Specialist shall listen to the
complainant’s objection an make reasonable efforts to resolve the issue, including
the offer of alternative assignments where appropriate and consistent with State and
local curricular requirements. If the instructional material has been assigned as part
of a classroom teacher’s course curriculum, the classroom teacher shall listen to the
complainant’s objection and make reasonable efforts to resolve the issue. The
classroom teacher making the assignment shall explain the selection process
utilized and offer alternative assignments where appropriate and consistent with
State and local curricular requirements.
2. If this attempt is not successful, the Principal, Media specialist, and/or
classroom teacher shall explain the Forsyth County School System procedure for
reconsideration of instructional media to the complainant.
3. If the complainant wishes to make a formal challenge to the use of a specific
piece of Instructional Material & Media in Forsyth County Schools, he/she shall be
given the designated Forsyth County School System form entitled “Request for
Reconsideration of Instructional Material.”
4. The complainant shall complete the “Request for Reconsideration of
Instructional Material” from and submit the form to the school principal within ten
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32
(10) school days after initial receipt of the form. Upon receipt from the
complainant, the Principal shall submit copies of the form to the chairperson of the
Local School media Committee and the Associate Superintendent of Teaching and
Learning. No action shall be taken by any party unless the official form is
completed and submitted to the principal in accordance with the policy.
5. The challenged material shall remain in use until the “Request of
Reconsideration of Instructional Material” is processed and a final decision is
rendered pursuant to this policy.
6. After the “Request for Reconsideration of Instructional Material” is processed
and a final decision is rendered pursuant to this policy.
7. The Local School Media/Technology Committee shall examine the challenged
material in its entirety. The content of the challenged material will be evaluated
based on its ability to:
a. support the implementation of the curriculum standards set by the State of
Georgia, the Forsyth County School District, and the local school;
b. support the goals of the Forsyth County School District, as identified in
its strategic plan—Vision 2010;
c. support the improvement goals of the local school, as identified in its
school improvement plan;
d. meet the individual learning needs of the students identified by the local
school;
e. represent a relevant contribution to a subject field;
f. provide well-organized, accurate, current, timely, relevant, and ageappropriate information on a curricular topic or subject;
g. exhibit the qualities of durability and utility deemed necessary to support
student learning in multiple and various learning environments;
h. represent works of the past and present notable for literary qualities and
cultural values;
i. stimulate interest in current developments in cultural, economic,
scientific, and social fields;
j. provide different or varying viewpoints on issues;
k. provide opportunities for students to develop reading, critical thinking
and other recognized academic skills.
8. In addition, to the content considerations included in Administrative Procedures
IFA VIII (A)(7), the Local School Media/Technology Committee shall consider the
following in its evaluation process:
a. Professional reviews
b. Age and maturity level of students
c. Theme of the material
d. Intended use of the material
e. Contribution of the materials in presenting different points of view within
the Media Center collection;
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33
f. Material as a whole rather than passages out of context
g. Other considerations applicable to the situation, i.e. electronically
retrieved material.
9. The Local School Media/Technology Committee shall meet to discuss the
challenged material and its relationship to the goals and objectives of the school
and the curriculum. The complainant may appear before the committee to make an
oral presentation in support of his/her request for reconsideration of instructional
materials. The complainant’s presentation shall be limited to ten (10) minutes.
10. During the meeting of the Local School Media/Technology Committee, the
challenged material shall be examined in its entirety, all points of view presented,
and the views of all committee members considered. After careful deliberation, the
Local School Media Committee shall make a decision by individual secret ballot.
The ballots shall be tallied immediately in the presence of the committee.
11. The Local School Media/Technology Committee shall prepare a written report
concerning the decision of the committee. This report is to be filed in the office of
the principal with a copy sent to the Associate Superintendent of Teaching &
Learning.
12. The Principal shall notify the complainant of the decision of the Local School
Media/Technology Committee by letter with a copy to the Associate
Superintendent of Teaching & Learning. If the complainant is not satisfied with
the decision of the Local School Media/Technology Committee, he/she may appeal
within ten (10) school days to the System Media/Technology Committee. A letter
requesting the appeal and a copy of the Forsyth County “Request for
Reconsideration of Instructional Material” completed by the complainant shall be
sent to the Associate Superintendent of Teaching & Learning for review by the
System Media/Technology Committee (Appeal procedures, 2007).”
“IX. Appeals of Decisions made by the Local School Media Committee
A. Upon receipt of the letter requesting an appeal of a decision from the Local
School Media/Technology Committee, the Associate Superintendent of Teaching &
Learning shall notify the superintendent and the System Media/Technology
Committee of said letter and request.
B. The Associate Superintendent of Teaching & Learning shall notify the principal
of the action taken by the System Media/Technology Committee and/or Board of
Education pursuant to any appeal of a Local School Media committee’s decision
and report on a piece of challenged instructional material.
C. Appeals from the System Media/Technology committee shall be directed in
writing to the Superintendent and board of Education within ten (10) days after
formal notification of the decision.
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34
D. This procedural statement shall be implemented by the personnel of the Forsyth
County School System with final responsibility resting with the Forsyth County
Board of Education. The coordinated efforts of personnel identified in the
procedures shall be required for full implementation (Appeals of decisions, 2007).”
A copy of the “Request for Reconsideration of Instructional Material” form is available in
appendix S.
Advocacy: Tips for Stakeholders
The media specialist will follow a communication plan that explains how the library
media program contributes to the needs of the media center’s stakeholders (Martin, 2005).
Stakeholders include students, teachers, support staff, principles, parents, the public library,
school board members, legislators, and other media specialists. Directions on communicating
with these stakeholders are included in appendix T (Stakeholder Tips).
Scheduling of the Library Media Center
The media center will open one hour prior to the start of school and close one hour after
the end of school. Students may visit the media center before school, after school and during
lunch. Staff wishing to send students to the media center from class will check with media
center staff to ensure space is available in the media center. Students visiting from a class must
have a hall pass. All students will sign in and out of the media center. During school hours
students are expected to quietly study or read. Media center staff will utilize Vision6 Classroom
Management Software to monitor student computer usage (D. Hall, personal communication,
March 23, 2010).
Staff may reserve the media center, the laptop carts, and the computer lab via a public
calendar located in Microsoft Office. Due to the limitations of the facility, only two classes may
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35
occupy the media center and computer lab at one time. One class can reserve the main media
center and utilize laptops while another class can reserve the computer lab. There are seven
laptops cart located on the West Campus and seven located on the East Campus. All West
Campus carts are reserved for the counseling department during the instructional focus period
each week. Staff members will be trained on scheduling procedures at the beginning of the
school year (D. Hall, personal communication, March 23, 2010). These procedures are available
in appendix U (Media Center Scheduling).
Groups from within the school must contact the media specialist to request permission to
utilize the media center facilities outside of scheduled hours. Groups from outside of the school
must contact administration for permission to utilize the media center facilities (D. Hall, personal
communication, March 23, 2010).
To ensure that the media center and its resources remain accessible to students and staff,
audio visual materials will be viewed in the classroom. Staff may request that media center staff
broadcast videos over the school’s closed circuit broadcasting system. Requests to have a video
broadcast must be submitted with a completed video request form (D. Hall, personal
communication, March 23, 2010).
IV. MEDIA SERVICES
Circulation
Circulation to students will begin on the first day of classes and continue until two weeks
before winter break. Circulation for students will begin again after winter break and continue
until two weeks before the last day of classes. Circulation for staff will begin on the first
working day of the school year and continue until two weeks before the last day of classes. All
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36
circulation will end two weeks before the last day of classes so that an accurate inventory of
library books and media materials can be conducted (D. Hall, personal communication, February
2, 2010).
Students may check out two library books, including fiction and non-fiction, for a period
of two weeks. Students may check out a camera or laptop overnight. Staff may check out
library books, including fiction, non-fiction, and reference; videos; and professional resources for
a period of six weeks. Staff may check out up to fifty library books or media materials. Staff
may check out laptop carts for a period of one day and other audio/visual equipment for a period
of one week. Students and staff who lose or destroy a library book or media material will be
charged the original purchase price of the item (D. Hall, personal communication, February 2,
2010).
Local newspapers are given away free of charge and are available on a first come first
serve basis. After one week, remaining newspapers will be recycled. Magazines are for display
only. For research purposes, magazines will be archived for three years (P. Snipes, personal
communication, March 24, 2010). After three years, magazines will be recycled.
Overdue
Fines will be assessed at a rate of ten cents per school day and are capped at one-half the
replacement cost of the overdue item. Students may not check out library books or media
materials if they owe fines or have overdue items (D. Hall, personal communication, February 2,
2010).
Overdue notices will be distributed to any student with library books or media materials
that are more than two weeks overdue. Media personnel will perform the following steps to
distribute overdue notices:
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37
1) An individual notice, which includes the title(s) of overdue library book(s) or media
material(s), will be generated using the Destiny Library Manager software.
2) The notice will be placed in a sealed envelope with the student’s name on the envelope.
3) Media personnel will hand deliver the notice directly to the student (D. Hall, personal
communication, February 2, 2010).
Reminder notices will be sent out on a weekly basis until the fine is paid. The media
specialist may waive fines at her discretion. The media specialist may assign Detention to any
student with library books or media materials that are more than six weeks overdue (D. Hall,
personal communication, February 2, 2010).
Video
Staff members seeking to use videos from the library collection shall submit a video
request form to the principal. The form is available in appendix V (Video Request Form). The
principal will forward approved video requests to the library media specialist (D. Hall, personal
communication, February 2, 2010).
Inventory
The media specialist will conduct an inventory of all library books, media materials, and
equipment during the last two weeks of the school year. The following steps will be followed to
conduct the inventory:
1. Circulation will be closed during the inventory process.
2.
Sections of the library will be completed in the following order: audio/visual
materials, equipment, reference, non-fiction, and fiction.
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38
3. Inventory will be completed in Destiny, the school library manager software program.
Panthers, a portable scanner, can be used to scan all media center materials with
barcodes.
4. After all barcodes for a section are scanned, Destiny will be used to generate a report
of all missing library materials.
5. A list of missing items will be circulated to all staff members so that each classroom
can be check for missing materials.
6. Any missing items that are located will be marked as available in Destiny and placed
back on the shelves.
7. After the inventory is completed, an aging and valuation of the collection report will
be generated for media committee review (D. Hall, personal communication,
February 2, 2010).
V. PUBLIC RELATIONS
A strong public relations campaign is essential to gain support for the media center and
its programming. “Make sure the entire school community knows you are there and what you do
to help students achieve (Geier, 2007)”. The media specialist will utilize the following
procedures to publicize the media center and its events.
1. The media specialist will publish a monthly newsletter in electronic format. The
electronic newsletter will be distributed to staff and students via the school’s Angel
Learning Management System (D. Hall, personal communication, March 23, 2010).
2. The media center will be open to students and parents during the school open house.
Refer to the “School Calendar” in appendix W for open house dates. Media center staff
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39
will be available to give tours and answer questions. A media center orientation video
will be set to play continuously. A display with information on volunteering will be set
up (D. Hall, personal communication, March 23, 2010).
3. The media center will host a staff open house during preplanning week (Schembri, 2003).
Consult with the administration team and refer to the “School Calendar” in appendix W
when scheduling the date. Stations to set up during the open house include:

collaboration (include ideas for collaborative projects);

new or interesting student resources;

new or interesting professional development resources;

materials request forms;

copyright information (include handouts and display books on the topic);

scheduling information (include handouts); and

new technologies.
4. The media specialist will provide the administration team with periodic written reports
(Geier, 2007). The reports can include information on media center activities and events;
important statistics such as media center usage and circulation; and media center
contributions to student achievement.
5. Media center staff will create book displays and bulletin board displays in the media
center and throughout the school (Geier, 2007).
6. The media specialist will produce a brochure containing basic information about media
center operations (D. Hall, personal communication, March 23, 2010). Brochures will be
provided to all students and staff.
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40
7. The media specialist will create and maintain a webpage that contains general
information on the media center, a calendar of media center events, links to related
websites, volunteer information, contact information, a video orientation for the media
center, and photos of media center activities and events (D. Hall, personal
communication, March 23, 2010).
8. “Programs that showcase reading or encourage reading for pleasure bring attention to the
library (Geier, 2007)”. The media specialist will maintain a calendar of literary events
that can be used when scheduling programming for the media center. A calendar of
events is available in appendix X (Literary Events).
9. The media specialist will make and maintain relationships with the library’s stakeholders.
Information on working with the stakeholders is available in the “Tips for Stakeholders”
section of this handbook.
10. The media specialist will join at least one professional organization for school librarians.
Information on professional organizations is available in the “Leadership and
Professional Growth Policy” section of this handbook.
11. The media center should be made available for special events such as student displays
and professional development sessions. Information on scheduling the media center is
available in the “Scheduling Policy” and “Scheduling of the Library Media Center”
sections of this handbook.
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41
VI. COPYRIGHT
To ensure that the media center, students, and staff are in compliance with Title 17 of the
United States Code, Copyright Law of the United States, the media center staff will perform the
following procedures.
1. The media specialist shall provide staff with updated copyright information at the
beginning of each school year. Handouts that define and explain current copyright
and fair use laws will be provided to staff. Examples of handouts are available in
appendix Y (Copyright Information). Staff will sign an agreement to comply with
copyright law. The agreement is located in the staff handbook (D. Hall, personal
communication, March 17, 2010).
2. The media specialist will cover copyright information in the media center orientation
for students. Students will be provided with handout that defines and explains current
copyright and fair use laws. An example is available in Carol Simpson’s Copyright
for Schools: A Practical Guide, Fourth Edition (2005, p. 190).
3. A notice will be posted near all media center computers and in all computer labs
stating that material located on the internet is protected by copyright laws.
4. A notice will be posted on all copy machines that will serve to remind students and
staff about copyright restrictions. An example of a copy machine notice is available
in appendix Z (Copier Restrictions).
5. A label will be placed on all consumable materials, such as workbooks and tests, that
states “may not be reproduced due to copyright” (D. Hall, personal communication,
March 17, 2010).
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42
6. The media specialist shall request that the school purchase a public performance site
license to ensure that entertainment movies are legally played (P. Snipes, personal
communication, February 22, 2010).
7. The media specialist shall keep a copy of United States Copyright Office’s Circular
21, Reproduction of Copyrighted Works by Educators and Librarians, in the media
center collection. This publication is available from the United States Copyright
Office’s website at www.copyright.gov (U.S. Copyright Office, 2009).
8. The media specialist shall keep a copy of the latest edition of the book Copyright for
Schools: A Practical Guide by Carol Simpson (2005) as recommended by the county
level supervisor of media specialists (D. Hall, personal communication, March 17,
2010). The media specialist will follow the “Copyright Do’s and Don’ts for School
Librarians” located in the book.
9. Permission to use copyrighted materials will be obtained prior to using the material.
Permission to use copyrighted materials can be obtained from Copyright Clearance
Center, a copyright permission clearinghouse. “Users report and pay for their
copying either through a license or each time they use a registered work (Simpson,
2005, p. 159)”. Information on obtaining permission through this organization is
available on their website, www.copyright.com.
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43
APPENDICES
APPENDIX A
Procedure for Media Relations
The purpose of this procedure is to describe the coordination of and guidelines for news media
access to the district.
News Media Coordination: Public Information and Communications shall coordinate news
coverage of the district. The department is responsible for overseeing official communications
between the school system and the news media by initiating story ideas as well as responding to
requests for information from media representatives and district personnel. All news conferences
and public events in which news coverage is requested must be coordinated by or through Public
Information and Communications.
District personnel should submit story ideas to the Public Information and Communications as
early as possible prior to the desired coverage date. Public Information and Communications
provides assistance and training to school administrators regarding effective relations with the
news media. Media contact is
not within the district's jurisdiction for approval or interruption if it occurs off district property
and at non-district related events.
Spokespersons: The Superintendent of Schools or designee serves as the primary spokesperson
for the district on all matters of district-wide interest. The Chairman of the Forsyth County Board
of Education serves as the primary spokesperson for the FCS Board of Education. The principal
is the primary spokesperson regarding issues related to his or her individual school.
News Media Access to District Schools and Facilities: News reporters and other communications
representatives must initiate their requests to interview, film, videotape, or photograph students
or district personnel on district property through the Public Information and Communications.
The following guidelines should be observed:
a. Professional Atmosphere. Although schools are public buildings, the principal is
responsible for maintaining discipline and safety of all persons in the school. The
principal may, therefore, develop procedures restricting the actions of news media
personnel if those actions interfere with the orderly educational process. Likewise,
district departments have a right to conduct business in a professional atmosphere,
and departmental administrators may limit access to news media representatives,
cameras, and other equipment within the department until the Public Information
and Communications is notified.
b. Notification. Public Information and Communications will contact the school
administrator prior to a media visit. If media representatives appear on campus
without notifying the Public Information and Communications, the school
administrator should notify the Public Information and Communications. No
Policies and Procedures Manual
44
media representatives will be allowed in the school without approval of the
principal or Public Information and Communications. Principals and other
administrators, however, are encouraged to assist with any reasonable request for
media access and cooperate to the fullest extent possible.
c. Press Office Assistance. Once contacted by the Press Office, the school administrator
or department head may request onsite assistance from the Press Office before
allowing access to media representatives. See Reference (h). School
administrators are encouraged to seek the advice of the Press Office and the
district superintendent on addressing media requests;
d. Visitors Requirement. News media representatives must first register at the main office
of the school before proceeding to other areas of the school building. Reporters
are considered visitors to the campus and required to sign in at the school office
and comply with FCS board policy and district procedures. Media representatives
will be escorted by the principal or designee while they are in the building.
News Media Access Refusal: Schools may refuse access to media representatives on school
property if their presence or behavior would be disruptive to the school environment. The
Georgia Legislature strengthened the law regarding visitors on school property. OCGA 20-21180, which states:
“(a) It shall be unlawful for any person to remain upon the premises or within the school
safety zone … of any public or private school … when that person does not have a legitimate
cause or need to be present thereon. Each principal or designee … shall have the authority
to exercise such control over the buildings and grounds upon which a school is located so as to
prohibit any person who does not have
a legitimate need or cause to be present thereon from loitering upon such premises.”
The following procedures should be followed:
a. Warning: If the media representative refuses to comply with guidelines established by
the Public Information and Communications or the principal or designee, the
principal or designee must warn the media representative that failure to comply
with district guidelines regarding access will result in his or her arrest for criminal
trespass.
b. Request to Leave Premises: If the warning is ignored, the principal or designee should
ask the media representative to leave the premises. The principal or designee will
immediately contact the School Resources Officer (SRO) if the media
representative fails to leave the premises. Upon the arrival of SROs, the media
representative will again be asked, in the presence of the police officers, to leave
the premises.
c. Refusal to Comply. If the media representative refuses to comply, the principal or
designee may ask the police officers to arrest the media representative.
Policies and Procedures Manual
45
News Media Access in Crisis or Emergency Situations: During crisis or emergency situations,
media access to schools and facilities may be limited to ensure student and staff safety or to
maintain order. However, building administrators may designate an area on school property to
conduct news briefings of the crisis or emergency situation. In these situations, normal access
procedures for media and other visitors may be suspended in the interest of student and staff
safety and an orderly emergency response.
Approval Requirements for News Media Interviews and Photography. Interviews, filming,
photographing, or videotaping on district property may not occur without prior approval from the
building administrator or department head and Public Information and Communications.
Requests for interviews are generally granted, if the individual from whom the interview is being
sought agrees to participate. If the individual does not wish to be interviewed or photographed,
he or she may decline; however, the individual or the building administrator should notify Public
Information and Communications. Students may not be photographed or interviewed without
parent permission. Student release forms must also be verified.
Additional Approval Requirements for Filming, Videotaping, and Photographing Children:
Filming, videotaping, and photographing in classrooms, on campus, or in school-sponsored
events are allowed for non-instructional purposes, provided that there is a signed parental
consent form or release form for each child who participates in such activities. General images of
children in which no one student is identifiable do not require parental permission forms. In
addition, the filming, videotaping, and photographing of children for classroom instructional
purposes or for a purpose related to a co-curricular or extracurricular activity do not require
parental permission forms.
General Media Guidelines: District personnel must adhere to the following general guidelines
when working with the news media:
· The privacy of a student or employee is the foremost concern when working with the
news media and must be considered prior to the release of any information;
· If
there is no prior clearance from the Public Information and Communications or the
district superintendent, names of students should never be released, under any
circumstances, without prior parental consent or the consent of the student if he or
she is 18 years of age or older;
· Names of victims are not to be released. News media should be referred to the receiving
hospital or police department for such information;
· Home addresses
and telephone numbers of students, private citizens, and those FCS
employees are not to be released to the media; and
· Media
requests for district records shall be submitted in writing and referred to the
Public Information and Communications.
(Procedure for media relations, 2006).
Policies and Procedures Manual
46
APPENDIX B
Selection Resources
Bibliographies














American Historical Fiction
Basic Book Collection for Elementary Grades
The Best in Children’s Books
Children and Books
Children’s Catalog
Elementary School Library Collection
European Historical Fiction and Biography
Guide to Sources in Educational Media
Junior High School Catalog
Reference Books for School Libraries
Subject Guide to Children’s Books in Print
Subject Index to Books for Intermediate Grades
Subject Index to Books for Primary Grades
Westinghouse Learning Directory

Current reviewing media:
 AASA Science Books and Films
 American Film & Video Association Evaluations
 Booklist
 Bulletin of the Center for Children’s Books
 Horn Book
 Kirkus Reviews
 Library Media Connection
 Multimedia & Internet@Schools
 Scholastic for Librarians
 School Library Journal
(American Library Association, 1998)
Policies and Procedures Manual
47
APPENDIX C
Classroom Use of Media Program Video Resources
RATING HIGH SCHOOL
MIDDLE SCHOOL
NC-17
NEVER ALLOWED;
NEVER SUGGESTED
AS OUTSIDE PROJECT
NEVER ALLOWED;
NEVER SUGGESTED
AS OUTSIDE PROJECT
MUST HAVE SPECIFIC
PARENTAL
PERMISSION AND
PRINCIPAL APPROVAL
R
PG-13
PG
G
NEVER ALLOWED;
NEVER SUGGESTED
AS OUTSIDE PROJECT
NEVER ALLOWED;
NEVER SUGGESTED
AS OUTSIDE PROJECT
MAY BE USED WITH
BLANKET OR SPECIFIC
PARENTAL
PERMISSION WITH
PRINCIPAL APPROVAL
MAY BE USED WITH
PRINCIPAL APPROVAL
MAY BE USED
MAY BE USED WITH
BLANKET OR SPECIFIC
PARENTAL
PERMISSION WITH
PRINCIPAL APPROVAL
MAY BE USED
ELEMENTARY
SCHOOL
NEVER ALLOWED;
NEVER SUGGESTED
AS OUTSIDE PROJECT
NEVER ALLOWED;
NEVER SUGGESTED
AS OUTSIDE PROJECT
NEVER ALLOWED;
NEVER SUGGESTED
AS OUTSIDE PROJECT
MAY BE USED WITH
SPECIFIC PARENTAL
PERMISSION and
PRINCIPAL
APPROVAL
MAY BE USED
(Classroom use of media program, 2007)
Policies and Procedures Manual
48
APPENDIX D
Additional Professional Learning Opportunities
PLU (Professional Learning Unit) Courses or College Credit Courses Offered by Other Agencies
(For information or registration, please contact individual agency directly.)
Metro RESA: www.mresa.org or 770-432-2404.
 Courses for PLU credits and endorsements.
 Online Courses offered periodically.
 Exceptional Child and Teaching of Reading courses offered periodically.
 Other RESAs, www.doe.k12.ga.us, Site Index by subject, choose RESAs for the list.
NOTE: RESAs charge an additional fee if you are not in their district.
North Georgia College & State University:
 http://www.ngcsu.edu/ContinuingEd/ ,see Programs/Courses, then Teachers & PLUs.
 Online ESOL, Gifted, Reading & TSS Endorsements: http://www.ngcsu.edu/te/, see
Endorsements.
CaseNEX partnersship with Georgia's NGCSU and MRESA offers:
 Online Gifted Endorsement at
http://www.casenex.com/casenet/jsp/registrationPages/classregGaGiftedEndorsement.jsp.
 AP/IB Teachers Gifted Characteristics 10-hour course, MRESA partnered with CaseNEX
for online course at
http://www.casenex.com/casenet/jsp/registrationPages/classregGAP.jsp.
UGA's Georgia Center Continuing Ed:
 Online PLU courses: www.georgiacenter.uga.edu/teachered.
 Online ESOL, Gifted, or Reading Endorsements: http://www.coe.uga.edu/academic/
(Click on Certification Endorsements)
Kennesaw State University’s Continuing Ed:
 Online Courses for PLU credit: http://www.kennesaw.edu/coned/sdu_approved.htm
Georgia State University’s College of Education:
 ESOL or Reading Endorsements: http://education.gsu.edu/main/deg_prog.htm
Rotter & Becker Educational Consultants, Roswell, GA: www.rotterandbecker.com
 Online PLU courses, including Teaching of Reading or Exceptional Children & Youth
Online Professional Learning Services (offer a few 1-PLU courses for paras and/or teachers)
 Online Courses for PLU credit: www.oplsonline.com
PBS Teacherline: http://www.pbs.org/teacherline/
 Online Content Area Courses for college credit.
Policies and Procedures Manual
49
CECreditsOnline: www.cecreditsonline.org
 See specific info about “GA Participants” for PLU credits.
Georgia Educational Technology Training Centers (ETTC): http://www.ga-edtech.org/
U.S. DOE Teacher-to-Teacher Initiative Workshops:
http://www.ed.gov/teachers/how/tools/initiative/index.html
Assoc. for Supervision & Curriculum Development (ASCD): www.ascd.org
 Click on Professional Development, PD Courses Online for online courses (clock hours
only)
 Understanding By Design courses
The Teacher Center – SREB State Online Resource: http://www.theteachercenter.org
 Click on “Search” for: e-Learning courses for college credits.
The Principals’ Center: http://www.principalscenter.org
 Source for professional learning opportunities for administrators.
The College Board: www.collegeboard.com
 Offers opportunities for AP teachers and other high school faculty.
Georgia Association of Educators (GAE): www.gae.org
Professional Association of Georgia Educators (PAGE): www.pageinc.org
Harry K. Wong Publications’ E-Course: www.ClassroomManagement.com
Neighboring school systems who may offer PLU courses:
Fulton County Schools: http://www.fultonschools.org/dept/prodev/ or www.fultonschools.org
Atlanta City Schools: www.atlanta.k12.ga.us
Cherokee County Schools: www.cherokee.k12.ga.us
Cobb County Schools: www.cobb.k12.ga.us
Dawson County Schools: www.dawsoncountyschools.org
DeKalb County Schools: www.dekalb.k12.ga.us
Gwinnett County Schools: www.gwinnett.k12.ga.us
Hall County Schools: www.hallco.org
(Additional professional learning opportunities, 2010)
Policies and Procedures Manual
50
APPENDIX E
Professional Organizations
American Library
Association
-Oldest and largest library association in the
world promoting libraries and library
education.
www.ala.org
1-800-545-2433
(ALA)
-Memberships available to libraries,
librarians, library support staff, and anyone
who supports librarianship.
-Sponsors National Library Week and the
@your library program.
American
Association of
School Libraries
-Division of AAL that represents the
interests of school libraries and school
library media specialists.
(AASL)
-Memberships available to school
librarians, school library support staff, and
school library students.
www.aasl.org
1-800-545-2433
-Publishes Standards for the 21st Century
Learner and the School Library Media
Research journal.
International
Federation of
Library
Associations
(IFLA)
-International organization that represents
library and information services and their
users.
-Memberships available to individuals are
personal affiliate and student affiliate.
www.ifla.org
Telephone:
+31 70 3140884
Based in the Netherlands
-Publishes IFLA Journal quarterly
International
Society for
Technology
Education
(ISTE)
-Membership available to anyone who
supports technology in education.
www.iste.org
- National Educational Technology
Standards for Teachers, Students, and
Administrators
Policies and Procedures Manual
51
International
Association of
School
Librarianship
(IASL)
-International forum for promoting effective www.iasl-online.org
school library media programs.
Based in Australia
-Membership available to anyone who is
responsible for library and information
services in schools.
-Publishes the School Libraries Worldwide
journal.
Georgia
Association for
Instructional
Technology
-Membership available to anyone who is
interested in bettering education through
technology and media.
(GAIT)
-Sponsors Georgia Student Media Festival
and the annual Georgia COMO Conference.
Georgia Library
Association
-Membership available to anyone who
supports libraries.
(GLA)
-Website has postings of jobs available in
Georgia.
www.gait-inc.org
http://gla.georgialibraries.org/
404-235-7200
-Sponsors the annual Georgia COMO
Conference.
Georgia Library
Media
Association
-Largest professional organization serving
school library media specialists in Georgia.
www.glma-inc.org
404-299-7700
-Sponsors Georgia Peach Book Awards.
(GLMA)
Georgia Council
of Media
Organizations
(Georgia COMO)
-Members include GLMA, GLA, and
GAIT.
www.georgiacomo.org
-Sponsors annual Georgia COMO
Conference.
Policies and Procedures Manual
52
APPENDIX F
Interlibrary Loan Request
1. Locate the required item using Destiny’s online public access catalog. If the item is available,
then click on “Hold It!”
2. The requested item will be shipped to the media specialist of the requesting school via
interschool mail.
Policies and Procedures Manual
53
APPENDIX G
Approved Vendors
Follet Corporation
www.titlewave.com
Mackin Educational Resources
www.mackin.com
Gale Cengage Learning
www.gale.cengage.com
Bound to Stay Bound Books
www.btsb.com
Perma-Bound
www.perma-bound.com
Scholastic
www.scholastic.com
Reading Warehouse
www.thereadingwarehouse.com
Barnes and Noble Bookstore
www.barnesandnoble.com
Borders Bookstore
www.borders.com
Proquest
www.proquestk12.com
Questia
www.questia.com
Please note that eBay is not an approved vendor.
(D. Hall, personal communication, October 27, 2010)
Policies and Procedures Manual
54
APPENDIX H
Forsyth Central High School Purchase Order
PURCHASE ORDER:
Our PO number MUST appear on all invoices,
delivery slips and packages.
Bill To:
FORSYTH CENTRAL HIGH SCHOOL
P.O. NUMBER
P.O. DATE
520 TRIBBLE GAP ROAD
CUMMING, GEORGIA 30040
VENDOR:
SHIP TO:
Media Specialist
Forsyth Central High School
520 Tribble Road
Cumming, GA 30040
CATALOG
QUANTITY
UNIT
Page #
ITEM NUMBER
DESCRIPTION
UNIT
TOTAL
COST
COST
Subtotal:
Signed:
Department
Shipping:
Head
TOTAL:
(D. Hall, personal communication, October 27, 2010)
Policies and Procedures Manual
55
APPENDIX I
Periodicals Receipt Log
FORSYTH CENTRAL HIGH SCHOOL - MEDIA CENTER
PERIODICAL RECEIPT LOG
2010 - 2011
AUGUST
Week 1
Week 2
Week 3
Week 4
SEPTEMEBER
Week 1
Week 2
Week 3
Week 4
NOVEMBER
Week 1
Week 2
Week 3
Week 4
DECEMBER
Week 1
Week 2
Week 3
Week 4
JANUARY
Week 1
Week 2
Week 3
Week 4
FEBRUARY
Policies and Procedures Manual
56
Time
Seventeen
Teen Vogue
Seventeen
TechSmart
Popular
Science
PeopleSpanish
People
Motor Trend
ESPN
1. Initial and Date in appropriate box when periodical is received. (Use the name of the month row for monthly
periodicals. Use the week rows for weekly periodicals.)
2. Label periodical with school name (stamp and/or sticker).
3. Place periodical in magazine cover and display current copy on magazine rack. Relocate older issues to the
periodical archive.
Week 1
Week 2
Week 3
Week 4
MARCH
Week 1
Week 2
Week 3
Week 4
APRIL
Week 1
Week 2
Week 3
Week 4
MAY
Week 1
Week 2
Week 3
Week 4
Created by Kim Sciandra, July 2010 - PeriodicalLog.xlsx
Policies and Procedures Manual
57
APPENDIX J
Repair and Mending Tips
Books
Pencil and Crayon Marks: Remove using a soft, white eraser.
Ink and Highlighter Marks: Cannot be removed.
Page Tears: Carefully match the torn pieces and place transparent tape over the tear.
Loose Page: Trim page to match the other pages in the volume if necessary. Carefully apply
glue to 1/8-inch of the binding edge of the page. Insert the page into the gutter of the book as far
as possible. Use a bone folder tool or similar item on the unglued side of the page to firmly press
the page in place. To absorb excess glue, place wax paper between the attached page and the
page to which it was glued. Place the book in a book press for several hours to dry.
Loose Hinges: Glue the end sheets to the inside of the cardboard case of the book. Using a long
stick or knitting needle covered in glue, coat the loose hinge with glue. Place wax paper in the
book to absorb excess glue. Leave the book in a book press for several hours to dry.
Damaged Jacket: Remove jacket and re-attach barcode and spine labels to the book
Damaged Binding – Paperback: The media specialist, using her discretion, may contact a
bindery to have the book re-bound. The binding can be temporarily repaired using tyvek tape.
Glue the torn edge back to the book and apply the tyvek tape over the torn edge to secure the
glue.
Damaged Binding – Hardcover: The media specialist, using her discretion, may contact a
bindery to have the book re-bound.
Mold, Mildew, Water Damage: The media specialist may contact a book preservation specialist
at her discretion.
Please note: Polyvinyl Acetate Adhesive is appropriate glue for repairing books.
Audiovisual Materials and Equipment
Bulbs and Batteries: Replace as needed following the directions located in the equipment’s
maintenance manual. Many maintenance manuals can be located on the internet if the original
manual cannot be located.
CD/DVD Scratches: Use a CD/DVD kit to make repairs. Kits include an abrasive polish which
buffs down scratches.
Damaged Equipment: Media center staff should consult the equipment’s maintenance manual
to troubleshoot the problem. If staff members feel confident about making the repair they may
follow the directions offered in the maintenance manual to attempt the repair. Equipment that
cannot be repaired by media center staff will be routed to the school district’s Technical Services
Department for repair.
Useful Websites
Procedures and Treatments Used for Book Repair:
http://www.library.illinois.edu/prescons/preserve/procedures.html
A Simple Book Repair Manual:
http://www.dartmouth.edu/~library/preservation/repair/index.html
Caring for Your Collection:
http://www.loc.gov/preserv/careothr.html
Book Repair Supplies:
www.kapco.com
(Linton, 1997) and (D. Hall, personal communication, October 27, 2010).
Policies and Procedures Manual
59
APPENDIX K
MARC Catalog Vendors
Following is a list of Forsyth County Schools approved vendors who sell MARC catalog records
that can be downloaded to Destiny (D. Hall, personal communication, June 30, 2010).
Follet Library Resources
http://www.flr.follett.com/
The Reading Warehouse
http://www.thereadingwarehouse.com/
Bound to Stay Bound Bookstore
http://www.btsb.com/
Linworth Publishing, Inc.
http://www.linworth.com/
Perma-Bound Publishers
http://www.perma-bound.com/publishers/
The Creative company
http://www.thecreativecompany.us/
Policies and Procedures Manual
60
APPENDIX L
Online Catalog Resources
Library of Congress http://catalog.loc.gov/
catalog website
AMICUS –
Canadian National
Catalogue
http://www.collectionscanada.ca/amic
us
SUNLINK –
Florida School
System union
catalog
http://www.sunlink.ucf.edu
ACCESS
PENNSYLVANIA
– Pennsylvania
union catalog
http://www.accesspa.state.pa.us
Free access to 14 million
records. MARC records may be
viewed and downloaded for
free.
Free access to 30 million
records. MARC records may be
viewed and downloaded for
free. Many audiovisual records
are available.
Free access to 1.6 million titles
used in K-12 schools. Records
may be viewed by the public
but only Florida schools have
access to download MARC
records.
Includes titles from 2,000
school libraries. Many nonprint materials are available.
Library of Congress http://authorities.loc.gov/
Authorities file
Use for title and author
authority control.
Georgia Library
Association –
Technical Services
Resources
Site contains links to numerous
resources providing information
on cataloging print and nonprint materials.
http://gla.georgialibraries.org/interest_
ts_resources.htm#CATALOGING
(Williams, June 2008)
Policies and Procedures Manual
61
APPENDIX M
Processing Materials
It is important that the following three steps are followed in order.
Step 1 – Stamping
Books
Stamp the book with a school stamp in the following places
 the fly leaf
 the lower part of the title page
 on the outside edges of the pages, with the book firmly closed.
Audiovisual


Write the school’s name on the item using a permanent marker.
Place a sticker with the school’s name on the container/box. Cover the sticker with
Mylar tape.
Equipment


If possible label the item with the school’s name using a permanent marker or etching
machine.
Place a sticker with the school’s name on the container/box. Cover the sticker with
Mylar tape.
Policies and Procedures Manual
62
Step 2 - Labels
Books
Barcode labels, spine labels, and written identification information are applied according to the
diagram below. All labels will be covered with Mylar tape.
Barcode Label 1
Barcode Label 2
Spine Label
Written Information
TITLE
PAGE
OUTSIDE
BACK
COVER
Barcode Label
TITLE
Barcode Label
Barcode
Number
Vendor
Name
LAST PAGE
OF BOOK
Spine
Label
Audiovisual



Place barcode label 1 on the item. Place barcode label 2 on the container/box and cover
this label with Mylar tape.
Place the spine label on the container/box and cover this label with Mylar tape.
Write the barcode number and vendor name on the item using a permanent marker.
Equipment



Place barcode label 1 on the container/box and cover this label with Mylar tape. If
possible write label the item with the barcode number using a permanent marker or
etching tool.
Place the spine label on the container/box and cover this label with Mylar tape.
Write the barcode number and vendor name on the inside of the container/box.
Policies and Procedures Manual
63
Step 3 – Protective Covering
Paperback books will be covered with a protective covering. Protective coverings can be
purchased from Kapco, www.kapco.com.
(Manitoba Education and Training, 1997, p. 11.3)
(D. Hall, personal communication, June 30, 2010).
Policies and Procedures Manual
64
APPENDIX N
Classified Personnel Appraisal
Forsyth County Schools
Mission: Quality Learning and Superior Performance for All
Beliefs: ♦ Trust among all stakeholders is vital. ♦ Everyone has capacity to learn. ♦ Change creates opportunity.
♦Expectations influence accomplishments. ♦A school community partnership is essential. ♦ Leadership makes
visions reality.
Name:
Work Site:
Position:
Appraisal Type: ____Annual ____Interim
Appraisal Ratings
S – Performance is considered Satisfactory N – Generally satisfactory, but Needs improvement
U – Performance is Unsatisfactory
___ a. Supports system’s mission and beliefs
___ b. Performs quality work
___ c. Overall quantity of work
___ d. Knowledge and skills required for the job
___e. Compliance with policies and procedures
___f. Attention to safe work practices
___ g. Complies with instructions
___ h. Responsible use of equipment and materials
___ i. Accepts added responsibilities when asked
___ j. Communication with supervisors and co-workers
___ k. Accepts changes in methods and assignments
___ l. Enthusiasm and pride in work
___ m. Initiative in performing needed tasks
___ n. Attendance
___ o. Punctuality
___ p. Supports “team” needs
___ q. Shows tact and respect for others
___ r. Communication with students and others
___ s. Seeks to build positive image with public
___ t. Personal appearance (appropriate for job)
___ u. Effort to improve abilities (self-development)
Area(s) for growth:
Reviewer’s comments and suggestions:
Overall Appraisal:
(S, N or U)
Employee’s comments (optional):
__________________________________________________
Appraiser’s Signature
__________________________________________
Employee’s Signature
__________________________________________________
Other Appraiser (if applicable)
_____________________________________________
Date of Appraisal
(Classified personnel appraisal, 2010)
Policies and Procedures Manual
65
APPENDIX O
STUDENT AIDE EVALUATION
In each of the following categories you will receive points for your performance. These points will be
totaled for a grade each nine weeks.
_____Reliability:
5 – Dependable
4 – Usually dependable
3- Reliably follows directions
2 – Careless in following directions
1 – Unsatisfactory
_____Cooperation:
5 – Very cooperative
4 – Usually cooperative
3 – Helps only when requested
2 – Doesn’t work well with others
1 – Unsatisfactory
_____Quality of Work:
5 – Outstanding
4 – Above Average
3 – Average
2 – Poor
1 – Unsatisfactory
_____Punctuality and Attendance:
5 – Excellent
4 – Very good
3 – Good
2 – Poor
1 - Unsatisfactory
_____Initiative:
5 – Displays initiative to a high degree
4 – Sometimes goes ahead on own
3 – Performs regular duties only
2 – Weak in regular duties
1 – Unsatisfactory
_____Undesirable Traits:
(-5) Has too many visitors
(-5) Absent often
(-5) Talks too much
(-5) Leaves work area without permission
(-5) Is loud and boisterous
_____Attitude:
5 – Very enthusiastic
4 – Shows interest generally
3 – Shows interest in some areas
2 – Lacks interest in work
1 – Unsatisfactory
_____ TOTAL POINTS
25 – 30 points ………….. A
19-24 points ………………B
14-18 points ………………C
9-13 points…………………D
8 or below …………………E
(Farmer, 1997)
Policies and Procedures Manual
66
APPENDIX P
Media Center Information
Check In & Out
See the “Destiny Tips” instruction sheet.
Circulation
Circulation to students begins on the first day of classes and continues until two weeks
before winter break. Circulation for students begins again after winter break and
continues until two weeks before the last day of classes.
Circulation for staff begins on the first working day of the school year and continues until
two weeks before the last day of classes.
All circulation will end two weeks before the last day of classes.
Students may check out two library books, including fiction and non-fiction, for a period of
two weeks. Students may check out a camera or laptop overnight.
Staff may check out library books, including fiction, non-fiction, and reference; videos; and
professional resources for a period of six weeks. Staff may check out up to fifty library
books or media materials. Staff may check out laptop carts for a period of one day and
other audio/visual equipment for a period of one week.
Students and staff who lose or destroy a library book or media material will be charged the
original purchase price of the item.
Lamination
Lamination takes place once daily. Student aides laminate during 4th period on Monday,
Tuesday, Wednesday and Friday and 7th period on Thursday. The student aides deliver
items that have been laminated, but they do not cut out unless it is for the media center or
administrative staff.
Newspapers
Copies of the Forsyth County News are free to students and staff and are available on a
first-come first-serve basis. One copy of the paper is to remain in the media center.
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Printing and Copying
Students must pay for printing. It is $.05 per page for black and white printing. They must
pay $.50 per page for color printing. Color printing can only be done from the computers in
the offices or the circulation desk. A flash drive is kept at the circulation desk for students
to save items for color printing. If a student is unable to pay for printing or copying, add a
fine for the amount due in Destiny.
United Streaming/Discovery Streaming
Teachers access this site directly from the Research Tab. The pass code to set up an account
to stream videos is 616E-D599.
Questia
If you need to add a student to Questia, see the instructions in the front of the Questia
manual on the circulation desk. The pattern for student user names is student id number
without the 0+1st 2 letters of first name + 1st 2 letters of last name. The pattern for the
password is 1st letter of first name + 1st letter of last name + student id number without the
0.
Example: id number: 011011 Name: Dawn Hall
User name: 11011daha
Password: dh11011
Printer Cartridge Recycling
The media center collects used printer cartridges that can be turned in to OfficeMax for
store credit. Parent volunteers are responsible for taking printer cartridges to OfficeMax
for recycling.
Coke Rewards
The media center collects Coke rewards and redeems them for newspaper subscriptions.
Parent volunteers manage the program.
Vision Security Software
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68
The Vision Security software allows you to monitor all of the desktop computers in the
media center. A manual is located at the circulation desk. The password to access the
Vision software must be entered after you log on the circulation desk computer. The
password is GoFCHS!
Exporting to a PDF
Flipcharts can be printed easier if first exported to a PDF.
1. Go to File, export as pdf. Rename the file and save to a flash drive or H drive.
2. Open the pdf from Windows Explorer and print.
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You can fit to page or print multiple pages per sheet. The option of printing multiple
pages is in the print window.
 If you are trying to export a Microsoft Word document or website to a pdf, click print
and select primo pdf as the printer.
3. Save the document to a flash drive or the h drive.
4. Open the document using Windows Explorer and print.
Laptop Carts
Carts 1-7 are on East Campus
Carts 8-14 are on West Campus
The carts are scheduled through a public calendar in Outlook. Staff members have
instructions for using the public calendar.
All west campus carts are reserved for the counseling department during instructional
focus each week. They use the carts for classroom guidance in the west campus media
center.
(D. Hall, personal communication, March 23, 2010)
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69
APPENDIX Q
Destiny Tips
Logging in:
Once you pull up the media center catalog from the Research tab, you must select Forsyth
Central High School before entering your network user name and password.
Click the Circulation Tab at the top of the screen.
Checking In Books:
Click the check in tab.
Scan the book and look at the monitor to ensure that the book scanned in.
Place the book on the cart to be shelved.
Checking Out Books:
Click the check out tab.
Click Reset.
If the student has a library card, scan the library card. If the student does not have a card, ask the
student to enter his or her id on the numeric key pad and press enter. The student's name will
appear on the screen. Scan the book or books out to the student. Stamp the date due in the back
of the book.
If you are checking out material to a staff member, type in the staff member’s last name in the
check out box. Select find patron. Select the staff member. Scan out the materials or type in the
bar code for the item.
Renewals:
Click Renew.
Scan the book.
Stamp the new due date in the back of the book.
Clearing fines:
Click Check out tab.
Pull up the patron using the method above for checking out materials.
Click fines. Enter the amount being paid.
Click update. If the fine is greater than $5.00, print a receipt.
If the student is replacing a book, write a carbon receipt and give the student the top copy.
Click check out and make sure that the fines are cleared from the student's account.
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70
Adding fines for printing, copying, or book damage:
Click Check out tab.
Click Reset.
Pull up the patron using the method above for checking out materials.
Click Fines.
Click add fine.
From the drop down menu, select the type of fine being assessed.
Enter the amount of the fine.
Click save.
Textbooks:
Identifying the owner of a textbook:
In circulation, click copy status.
Select textbook from the drop down menu.
Scan the book.
Information about who is responsible for the book will appear.
Textbooks on CD
Click Check Out Textbooks tab.
Click Reset.
Pull up the patron using the method above for checking out materials.
Pull the copy of the textbook needed on CD from the collection of books on CD.
(These are located behind the circulation desk)
Scan the CD.
(D. Hall, personal communication, March 23, 2010)
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71
APPENDIX R
Volunteer Information
Name: _____________________________________________________________________
Phone number(s): _________________________________________________________
Name of student(s): _______________________________________________________
Availability (please check all that apply):
____ General volunteer – please list days and times available
_____________________________________________________
______________________________________________________
____ Special events during school hours
____ Special events after school hours
Areas of interest – please check all that apply
____ Processing books (affixing bar codes, spine labels, stamping)
____ shelving books
____ General office duties (copying, filing, typing, recycling)
____ Circulation desk
____ Special events (book fairs, open house, student exhibits)
____ Creating book displays
____ Rewards program (printer recycling, Coke rewards)
____ End of year inventory (scanning bar codes of all media center materials)
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72
APPENDIX S
Request for Reconsideration of Instructional Materials & Media
School ________________________________________________
Principal ______________________________________________
Course ________________________________________________
Title __________________________________________________
Title of Media __________________________________________
Author/Editor/Artist/Composer ____________________________________________________
Copyright Date _________________
Distributor/Producer/Publisher ____________________
1. What brought this material to your attention? (review, lists, word of mouth, assignment, etc.
If a review or list, please be specific – giving name of publication, issue, and page.)
________________________________________________________________________
________________________________________________________________________
2. Have you read, viewed, or listened to the entire item? ________________________________
Is the item a part of a set or series? _______________________________________________
If so, did you read, view, or listen to all of the set or series? ____________________________
3. State specific objectives to the material. (use extra sheet, if necessary)
___________________________________________________________________________
___________________________________________________________________________
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4. What do you consider to be the theme of this material?
___________________________________________________________________________
___________________________________________________________________________
5. What do you consider good about this material?
___________________________________________________________________________
___________________________________________________________________________
6. For what age group would you recommend this material?
___________________________________________________________________________
___________________________________________________________________________
7. Are you aware of the judgment of this material by critics?
___________________________________________________________________________
___________________________________________________________________________
8. Do you object to what you know about the author or producer?
___________________________________________________________________________
___________________________________________________________________________
9. Do you think the author’s or producer’s experiences are reflected in this material?
___________________________________________________________________________
If so, in what way? ___________________________________________________________
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10. What would you like the school to do about this material?
( ) Do not require it of students.
( ) Withdraw it from students under the age of ___________.
( ) Place it on reserve status to be used only with written parental permission.
( ) Withdraw it from all students.
( ) Other ___________________________________________________________________
11. In its place, what media of equal value to the curriculum, or of equal popularity to students,
would you recommend that would convey a similar picture and perspective of our
civilization?
__________________________________________________________________________
__________________________________________________________________________
12. Other comments: (use extra sheet if necessary)
___________________________________________________________________________
Name ________________________________________________________________________
Address ______________________________________________________________________
______________________________________________________________________
Date _________________________________ Telephone ______________________________
Complainant represents: _________ Self
_________ Name of Organization _____________________________
_________ Identification of other group ________________________
Signature of Complainant ________________________________________________________
(Request for Reconsideration of Instructional Materials & Media, 2007).
Policies and Procedures Manual
75
APPENDIX T
Stakeholder Tips
Tips for Communicating with Legislators
The Georgia Library Media Association (GLMA) is a professional organization serving school library
media specialists in Georgia. Members are dedicated to the advancement and empowerment of school
library media specialists in Georgia while helping media specialists support quality education. Affiliates
of GLMA are the American Association of School Libraries and the American Library Association. Join
the GLMA! One great way to introduce yourself to a legislator is through the GLMA day at the capital!
You can meet your representatives and advocate for your media center!
 Know your elected officials, and jot down vital about them to keep by the phone.
 Write letters to your legislators inviting them to your school.
 Toot your own horn!
 Make it a photo op! Take photos with your digital camera when communicating with legislators.
 Be informed, persuasive, courteous, and have effective communication skills.
 Share your true feelings, and give real examples on what has happened in your school system.
 Be factual and statistic based when presenting information.
 Stay educated on the issues.
 Show your appreciation for their time regardless of the outcome.
 Keep in touch – send your newsletter to local officials.
 Invite local officials to special library functions.
 Form a local chapter of “Friends of the Library”.
 Volunteer to be a “resource contact” for the legislators on Library/Media issues.
 Briefly interview legislators on their favorite books, and include this in your newsletter.
Communicating with Support Staff
Technology Support Staff
 Host morning coffee and donuts with staff and exchange ideas for incorporating technology into the
curriculum.
 Keep current lists of technology materials that staff can check-out.
 List current technology-related websites on the media center webpage.
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76
Counselors/ Social workers/ psychologists
 Collaborate with counselors to present safe internet use workshops such as Cyberbulling and Web
Wise Kids.
 Provide counselors with bibliographies on career and college resources.
 Hold a Library/Media Preview Party for staff to introduce new materials.
 Offer to assist staff with their newsletters
 Assist social workers by assembling a bibliography or website list of resources.
Homebound teachers
 Arrange for homebound teachers to check out laptops for student use.
 Provide homebound teachers with video instructions for students on how to utilize online databases.
 Coordinate with homebound teachers to check out materials for student use.
 Collaborate with homebound teachers to incorporate library media skills into their lessons.
District Coordinators
 As a group, plan to attend “Library Day at the Capitol”
 Make a plan to attend district media specialist meetings
 Get on the mailing list or offer to create a mailing list to facilitate communication.
 Volunteer to serve on district committees. Ask to be the chairperson.
 Develop and send a flyer to district administrators informing them of library services than they utilize.
 Invite district administrators to library events.
 Keep district administrators informed if you are elected to an office for a professional organization.
 Nominate supportive district administrators for the Outstanding District Administrator.
 Attend School Board Meetings.
 Send copies of newsletters and reports to district administrators.
 Volunteer to present an in-service to other media specialists and your district coordinator if you are
familiar with a new technology.
 Use your district coordinator as a resource!
 Keep district coordinators informed when you are applying for grants.
Policies and Procedures Manual
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References
American Library Association. (n.d.). @yourlibrary toolkit for school library media programs. (L. Wallace,
Ed.) Retrieved February 2, 2010, from American Library Association:
http://www.ala.org/ala/issuesadvocacy/advocacy/publicawareness/campaign%40yourlibrary/sc
hoollibrary/schoollibrary.cfm
Bishop, K. (2007). The Collection program in schools: Concepts, practices, and information sources.
Westport, Connecticut: Libraries Unlimited.
Chen, D.R. (2007). The Importance of the library media specialist as a political voice. School
Library Media Activities Monthly, 23(10), 46-48. Retrieved Feb. 6, 2010 from
http://ww.galileo.usg.edu
Flowers, H.F. (1998). Public relations for school library media programs: 500 ways to influence and win
friends for your school library media center. New York, NY: Neal-Schuman Publishers, Inc.
Fredrick, K. (2009, April). Mean girls (and boys): cyberbullying and what can be done about it. School
Library Media Activities Monthly, 25(8), 44-45. Retrieved February 3, 2010, from ProQuest
Education Journals. (Document ID: 1684145541)
Library Media Association. (2003). Georgia Library Media Association, Inc. Retrieved from
http://www.glma-inc.org/
Stephens, C. and Franklin, P. (2007). Library 101: A handbook for the school library media
specialist. Westport, Connecticut: Libraries Unlimited.
Tips for a successful meeting with your elected officials. (2009). Georgia Library Media
Association website. Retrieved February 8, 2010, from
http://www.state.sc.us/scdah/shrab/saveNHPRC/meetingtips.pdf
Williams, M.C. (2007). Politics are local and relational. School Library Media Activities
Monthly. 23(7), 57-58. Retrieved November 25, 2009 from http://ww.galileo.usg.edu
Young Adult Library Services Association. (2009). Speaking up for library services to teens: a guide to
advocacy. Retrieved February 2, 2010, from American Library Assocation:
http://www.ala.org/ala/mgrps/divs/yalsa/advocacy_final.pdf
Tips for Communicating with Teachers
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Media Specialists can help teachers create their own web pages.
Media Specialists orient teachers to the library and its available resources.
Media Specialists offer collaboration and co-teaching opportunities to teachers.
Policies and Procedures Manual
78
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Media Specialists host meetings and special events in the library.
Media Specialists develop curriculum and collaboration projects with teachers.
Media Specialists offer technology in-service courses for teachers.
Media Specialists display curriculum related material for teachers.
School Media Specialists create media center web pages including photos of the media center
and links to classroom web pages.
School Media Specialists invite guest speakers, such as healthcare and safety service people, to
help teachers connect students to their community.
Media Specialists provide story time for teachers and photograph story time which can
correlate to what is happening in the classroom.
Media Specialists can invite guest speakers to share information with teachers.
Media Specialists can help develop teacher in-service classes focusing on topics such as, “How a
media center can increase test scores.”
School Media Specialists develop curriculum areas and checkout lists for teachers.
Media Specialists create newsletters for teachers and faculty to keep them updated on the
most current events in media and the media center.
Media Specialists create classes for new teacher orientation for teachers new to the school.
These classes will introduce teachers to all available technology and materials.
Media Specialists video conference with other schools with similar lessons and technology and
peer teach with other media specialists.
School Media Specialists email information to teachers to collaborate with them. This
information might include web pages for teachers to use in their current curriculum area or
advertise new material in the media center.
Media Specialists collaborate with language arts teachers and are aware of poetry, writing, and
reading contests available to students.
School Media Specialists create a calendar notifying teachers of activities in the media center
and that allows teachers to sign up for times to utilize the media center.
Media Specialists give teachers needs assessment or surveys to keep up with the needs of the
teachers concerning the media center.
School Media Specialists encourage teachers to participate in multi- age book buddies program.
They would help teachers find good partners for their class.
Media Specialists provide updates from teacher unions usually via email keeping them abreast
of current legislative issues.
Media Specialists create book wish lists for the teachers.
Media Specialists create classes for new teacher orientation for teachers new to the school.
These classes will introduce teachers to all available technology and materials.
Media Specialists video conference with other schools with similar lessons and technology and
peer teach with other media specialists.
School Media Specialists email information to teachers to collaborate with them. This
information might include web pages for teachers to use in their current curriculum area or
advertise new material in the media center.
Policies and Procedures Manual
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Media Specialists collaborate with language arts teachers and are aware of poetry, writing, and
reading contests available to students.
School Media Specialists create a calendar notifying teachers of activities in the media center
which allows teachers to sign up for times to utilize the media center.
Media Specialists give teachers needs assessments or surveys to keep up with the needs of the
teachers concerning the media center.
School Media Specialists encourage teachers to participate in multi-age book buddies programs.
They would help teachers match good partners for their class.
Media Specialists provide updates from teachers unions, usually via email, keeping them
abreast of current legislative issues.
Media Specialists create book wish lists for the teachers.
Media Specialists create PowerPoints to share with teachers about what is going on in the
media center.
Media Specialists advertise materials by grade level.
School Media Specialists are aware of charitable organizations in their community. They
collaborate with teachers to collect books and money to help those charities.
Media Specialists collaborate with classroom teachers and art teachers to design t-shirts or
book marks to sell to earn money for classrooms or for the school.
References
Anderson, M.A., (2004, Nov/Dec). The media center reading promotion in the age of technology . . . and
promoting reading with technology [Electronic Version]. Multimedia Schools & Internet @
Schools, Vol 11, No. 6. Retrieved January 31, 2010 from
http://homepage.mac.com/maryalicea/Sites/Anderson/MMS/reading_promotion11_04.pdf
Berry, A. (1999). Promoting special library services. Retrieved January 31, 2010 from
http://www.libsci.sc.edu/bob/class/clis724/SpecialLibrariesHandbook/promoting.htm
Bertland, L. (2010, January 14). Resources for School Librarians. Library promotion. Retrieved January
31, 2010 from http://www.sldirectory.com/libsf/resf/promote.html
H. W. Wilson Company (2010). John Cotton Dana library public relations award. Retrieved January 31,
2010 from http://www.hwwilson.com/jcdawards/jcdwin2010.htm
Kearon, Minikel, and Ryder (2005, May 6). Get your PR tips for the school library today, doorways to the
future. NYLA / SLMS Spring Conference. Retrieved January 31, 2010, from
http://www.jerichoschools.org/ms/library/PRschoollibrariespres_files/frame.htm
Lamb, A., Johnson, L. (2004-2007). The School Library Media Specialist Advocacy: promotion: public
relations, advertising and marketing. Retrieved January 31, 2010 from
http://eduscapes.com/sms/advocacy/promotion.html
Merola, M. (2008). Library advocacy now @ your library (3rd Ed). Retrieved January 31, 2010 from
Policies and Procedures Manual
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http://www.ala.org/ala/aboutala/offices/ola/2008lah.pdf
Schrock, K. (2003, November 1). School Library Journal Mobile. The ABC’s of marketing. Retrieved on
January 31, 2010 from http://www.schoollibraryjournal.com/article/CA332671.html
Stępień, W. ( n.d.). Pedagogical work or promotional ctivity? As seen at grade School 12 in bełchatow (D.
Jaglarz Trans.). Retrieved January 31, 2010 from
http://ebib.oss.wroc.pl/english/grant/stepien.php
Media Specialist to Media Specialist
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Communicate to with inner-county media specialist via county list-serv and email lists.
Join Statewide Listserv such as GLMA List Serv for tips and advice from Media Specialists
around the state.
Reading School Library Journal, whether print or online, will help you to connect with other
Media Specialists across the country.
Having a line of communication with others is always a great idea, you can share resources and
ideas!
Don’t be afraid to ask questions!!
Public School to Public Library
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Deliver Accelerated Reading lists to public library for parents and students to locate AR books
outside of school
Ensure that the public library has summer reading lists
Coordinate with Young Adult librarian on programs
Invite Young Adult librarian to share power point/information about the library’s summer
programs
Send a monthly newsletter to the public library with press releases of new programs
Keep in contact through email.
If possible, inform the local library of upcoming assignments so they can be prepared for the
influx of students.
Give an advanced notice of a class visit; this way the children’s or young adult’s librarian can
prepare a lesson or pull specific items. Items could be set for ‘library use only’ so that materials
are guaranteed to be there for the class visit.
Belong to a professional organization as mentioned above, if you have the opportunity you
could attend county Library Board Meetings to be up to date on the direction public libraries are
turning towards
Write a column for the local paper. Public libraries typically print an article every month or
bimonthly. Make sure to read what they publish as well.
Policies and Procedures Manual
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Look into resource sharing. Would it be cheaper to share the cost of a certain database?
References
Borek, D. (2001). The Student, the School and the Public Library. School Libraries in Canada, 21(2), 30.
Retrieved from Academic Search Complete database.
Douglas, J. (1990). The public library and the school system. Emergency Librarian, 18(2), 8. Retrieved
from Academic Search Complete database.
Freda, C. (2007). PROMOTING YOUR LIBRARY PROGRAM. Knowledge Quest, 36(1), 48-51. Retrieved from
Academic Search Complete database.
Communicating with Principles
Keeping open lines of communication with the principal are of utmost importance to the school library
media specialist. Many principals simply do not know the “goings-on” in the media center.
Communication PR tips are as follow:
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The media specialist can conduct an executive meeting with the principal at the beginning of the
school year. This is a meeting where the goals for the school can be discussed and the media
program goals can be aligned with the school’s goals that are set by the principal. The media
specialist would then have one-on-one meetings with the principal once a month to discuss any
ideas the principal might have and also to make the principal aware of activities in the media
center.
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The media specialist can provide a 10 week memo for the principal, as well as other
stakeholders, that make them aware of current issues in the media center.
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A newsletter is another tool used to inform the principal of what the media specialist does for
the school. The newsletter could be on line to broaden the number of stakeholders it affects. A
principal’s corner could be added to the newsletter to give the principal an opportunity to voice
any concerns or make any announcements.
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If the school already has a website, then a media center page can be added that the principal
can access to keep him/her abreast of media center activity. A library blog could also be added.
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The media specialist can attend common planning meetings that include the principal to show
the principal how important it is to the media specialist to align information literacy skills with
grade level GPS standards. The media specialist could then help the teacher with a project and
at the project’s completion, invite the principal to see student multimedia presentations.
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Invite the principal to join the school-wide media team as a powerbroker. This will keep the
principal aware of major decisions made, needs of the media center, effectiveness of the
budget, and the efforts to promote information literacy to the students.
Another responsibility of the media specialist is to make sure that the principal is aware of research
statistics that show the importance of successful media programs.
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The media specialist could create a PowerPoint presentation that includes the important
statistical data of Keith Curry Lance and show evidence as to how a successful media program
raises test scores. The media specialist could have a meeting with the principal to discuss the
research data and to see what specific concerns and goals he/she has set for the school and
what the media specialist’s role is in helping to attain the preset goals.
The media specialist can publish a book list on the newsletter to show the principal how serious
they are about reading.
The media specialist can host professional learning seminars and continue to attend national
and regional meetings that help determine school policy.
It is common for a media specialist to get so focused on the media program that the rest of the
school gets overlooked. Here are some PR tips for showing your principal how interested you are in
the students as a whole and in helping to develop lifelong learners.
 The media specialist can attend PTA meetings to learn more about the student body and to
make connections with their parents.
 The media specialist can volunteer to serve as the SAC committee director.
 The media specialist can write grants for the school that not only benefit the media program but
also benefit the entire school.
It is important not only for the media specialist to be very visible and accessible to the principal, it is
also important for the media specialist to include the principal in activities in the media program.
 The media specialist could have the principal execute a book talk. The principal could read a
couple of pages and this could be videotaped and ran during morning announcements.
 The media center could host the “Pick the Principal’s Favorite Book” contest where the students
get to vote on their principal’s favorite book. The voting could go on during National Library
Week and on that Friday the principal could announce his favorite book and why.
 The media specialist could nominate the principal for an award for doing such an excellent job.
Everyone likes to know that they are appreciated!
References
AASL & AECT. (1998). Information power: Partnerships for learning. Chicago: American Library
Association.
Johnson, D. (2001). Whose Goals Are They, Anyway? Book Report, 20(1), 88. Retrieved from Academic
Search Complete database.
Jones, P. (2003). “The Executive Briefing: A Management Tool for Improving Communication between
School Library Media Specialists and Their Principals.” Knowledge Quest, 32, 30-34. (ERIC
Document Reproduction Service No. EJ679618) Retrieved from ERIC database.
Lamb, A., & Johnson, L. (2008). The virtual teacher-librarian: establishing and maintaining an effective
web presence. Teacher Librarian, 35(4), 69-71. Retrieved from Academic Search Complete database.
Policies and Procedures Manual
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Lyon, L., Silverstein, R., Fisher, J., Hill, A., Hegel, C., Miller, D., et al. (2002). “Public Relations for Your
Library: A Tool for Effective Communications.” Library Talk, 15(3), 4-6, 8-16, 18-19. (ERIC
Document Reproduction Service No. EJ652449) Retrieved from ERIC database.
Marcoux, E. (2009). The 10-week Memo and Technology. Teacher Librarian, 37(2), 82-83. Retrieved from
Academic Search Complete database.
Schulz, C. (1999). Developing an Advocacy Plan for the School Library Media Center. Book Report, 18(3),
19. Retrieved from Academic Search Complete database.
Stephens, C. G. & Franklin, P. (2007) Library 101: A Handbook for the School Library Media Specialist.
Westport, CT: Libraries Unlimited.
Communicating with Students
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Smile. Be cheerful. Call each student by name. Show Enthusiasm for books.
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Create an inviting atmosphere in the library. Change library decorations to reflect the seasons and
feature seasonal books.
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Place advertisements for the library in the hallways. Create posters and bulletin boards that feature
students or are designed by students.
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Use the daily news show to promote library activities. Recruit students to be newscasters to deliver
library news and promote favorite books.
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When hosting a bookfair, take advantage of book character costumes that these companies often
provide, such as Clifford the Big Red Dog and Arthur.
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Distribute surveys to students at the end of the year and let them know how much their opinions
matter for future book purchases, etc.
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Create booklists for favorite student topics.
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Use bookmarks to advertise new books and upcoming library events.
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Develop a Library Club for students to discuss books and
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On your library webpage, have resources for student use and enjoyment. Include a “Kidblog” for
students to post and discuss their opinions about books.
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Give awards at the end of each school year to reward positive use of the media center and
encourage future use.
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Create a “Wall of Fame” for students who meet a reading goal such as reading 25 books for the GPS
“Reading Across the Curriculum” standard.
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Select older students to be “Library Helpers.”
Policies and Procedures Manual
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At the high school level, create a “coffee house” area in the media center where students can drink
coffee while reading or using their laptops.
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For Children’s Book Week or National Library Week, organize a “Book Character Dress-Up Day” with
a parade around the school.
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When not using the interactive white-board for instruction, use it to display a revolving slide show of
new book suggestions. Be sure to update this often.
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Sponsor contests in the media center such as poster contests or writing contests.

Take pictures of new books or suggested books and use these as backgrounds for computer
“desktops” at lookup stations.

Create an “End of the Year Photo Slide Show” that showcases library activities throughout the year
and gives students a chance to see themselves participating in these activities.

Create a quarterly “Student Newsletter” for older students that highlights activities from the past
quarter and activities for the upcoming quarter. Recruit students to write a column or book review.
Communicating with Parents

Create Summer Reading Lists

Provide parents with online resources such as lists of research resources, homework help
websites or info, AR book lookup, and access to the school’s OPAC.

Create a quarterly Newsletter with Media Center Information that can be sent home with report
cards or write a column that can be added to the school newsletter.

Host a Parent/Child Reading Day and invite parents to come into the library to read with their
children.

Invite parents into the library to volunteer or serve as parent readers.

Parents love to see pictures of their children! Frequently send news releases to the local
newspapers. Also change media webpage pictures often.

Take pictures or videotape school events for replay during open house or parent conferences.
Offer to make copies of school events for any parent who brings in a blank tape, CD, or DVD.

Establish a “Parent Corner” in the library with parenting resources for parents to checkout.

Create brochures for new materials, internet safety, and policies in the media center.

Provide parents with Information Sessions on topics such as technology, online library
resources, or internet safety. In older grades, to encourage parent participation, have students
develop, write, and present portions of the presentations.
Policies and Procedures Manual
85

Send home surveys to parents at the end of the year and let them know how much their
opinions matter for future library programming, book purchases, etc.

Give parents the opportunity to sign up for email reminders of upcoming library events.

Schedule book fairs during open houses or parent conferences to provide them with an
opportunity to select books with their children.

At each PTO meeting, give an update of library happenings.

Parents love to hear about their children’s successes. Frequently send home personal positive
notes about individual students’ achievements in the media center.
References
Bishop, K. (2007). The collection program in schools: Concepts, practices, and information sources (4th
ed.). Westport, CT: Libraries Unlimited.
Book Report. May/June 1990, Vol. 9, Issue 1. The best PR ideas we've heard. 07314388, Academic Search
Complete. Retrieved March 20, 2010 from
http://web.ebscohost.com/ehost/detail?vid=12&hid=2&sid=5ff412a4-718d-4356-aa8855d5d4cb93af%40sessionmgr10&bdata=JnNpdGU9ZWhvc3QtbGl2ZQ%3d%3d#db=a9h&AN=900
6111041.
Lamb, A. and Johnson, L. (2007). Advocacy: the teacher librarian as advocate. The School Library Media
Specialist. Retrieved April 6, 2010, from http://eduscapescom/sms/advocacy/advocacy.html.
Stephens, C. G. and Franklin, P. (2007). Library 101: a handbook for the school library media specialist.
Westport, CT: Libraries Unlimited.
Willard, N. (2009, November 16). Re: Hit: Internet safety night. Message posted to Educator’s desk
Reference LM_NET electronic mailing list, archived at http://www.eduref.org/plwebcgi/fastweb?getdoc+listservs+LM_NET+326681+11+wAAA+parents
Policies and Procedures Manual
86
APPENDIX U
Media Center Scheduling
Two classes may occupy the media center and computer lab at one time. One class can reserve
the main media center and utilize laptops while another class can reserve the computer lab.
There are seven laptop carts located on the West Campus and seven located on the East Campus.
All West Campus carts are reserved for the counseling department during the instructional focus
period each week.
Please follow the below instructions for scheduling the media center, computer lab, and laptop
carts via Outlook.
Scheduling Laptops or the Media Center in Outlook
In outlook, click the icon for folder list.
Select public folders
Select All Public Folders
Scroll to FCHS
Select FCHS
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87
Select the area you need to schedule (laptop carts east, laptop carts west, or media center)
On the calendar, select the day that you wish to schedule
Click on the green lines after the day is selected.
In the Subject line, enter the teacher’s name and cart numbers if scheduling carts.
In Location, enter the teacher’s room number for carts, back lab for the computers in the back
room of the media center, or east media center for general use of the media center.
Use the drop down menus to enter the times requested.
If the teacher is requesting more than 1 day, click on recurrence (see photo above)
Policies and Procedures Manual
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The appointment recurrence window will open (see photo below)
Enter the number of days in the box for End after ___ occurrences
Select the recurrence pattern as daily
Select every weekday
Click OK
In the message box at the bottom of the appointment screen for laptops, please type the
following:
Please submit Unity tickets for any problems that occur. Thanks and have a great day!
Click Invite Attendees
The appointment window now has a To Button
Policies and Procedures Manual
89
Click the To Button and find the person who is scheduling just as you would for sending an
email.
Select the person and click OK at the bottom.
Click Send
The item will now appear on the calendar.
(D. Hall, personal communication, March 23, 2010)
Policies and Procedures Manual
90
APPENDIX V
Video Request Form
A video request form must be completed by the teacher who is seeking to show a video from the
library media collection.
Please allow one 5 school days for the request to be processed.
Please use the name of the video as it appears in the library catalog.
Date Requested:
Teacher Name:
Name of Video:
Date Video will be shown:
Video Rating:
Instructional Purpose:
Georgia Performance Standards
Parental permission forms must be attached for PG-13 rated videos.
Principal Approval: _________________________________________
Date Approved: _______________
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91
APPENDIX W
SCHOOL CALENDAR
(2010-11 Student school calendar, 2009).
Policies and Procedures Manual
92
APPENDIX X
Literary Events
September 15 –
October 15, 2010
September 17, 2010
Hispanic Heritage Month
www.hispanicheritagemonth.gov
Constitution Day
www.constitutionday.cc
September 25 –
October 2, 2010
October 17-23, 2010
Banned Book Week
www.ala.org
Teen Read Week
www.ala.org/teenread
October 22-23, 2010
Georgia Literary Festival
http://georgiacenterforthebook.org
March 12, 2010
Voting deadline
February
Georgia Peach Awards
http://glma-inc.org/peachaward.htm
March
Women’s History Month
www.nwhp.org/whm
March 2, 2010
Read Across America /
Dr. Seuss’ Birthday
www.nea.org/readacross
April
National Poetry Month
www.poets.org/npm
April 11-17, 2010
National Library Week
www.ala.org
May 10-16, 2010
Children’s Book Week
www.bookweekonline.com
Black History Month
Policies and Procedures Manual
93
APPENDIX Y
Copyright Information
Policies and Procedures Manual
94
(Simpson, 2005, p. 210)
Policies and Procedures Manual
95
Policies and Procedures Manual
96
(Technology & Learning, 2010)
Policies and Procedures Manual
97
APPENDIX Z
Copier Restrictions
“NOTICE
WARNING CONCERNING COPYRIGHT RESTRICTIONS
The copyright law of the United States (Title 17, United States Code) governs the making of
photocopies or other reproductions of copyrighted material.
Under certain conditions specified in the law, libraries and archives are authorized to furnish a
photocopy or other reproduction. One of these specified conditions is that the photocopy or
reproduction is not to be “used for any purpose other than private study, scholarship, or
research.” If a user makes a request for, or later uses, a photocopy or reproduction for purposes
in excess of “fair use,” that user may be liable for copyright infringement.
This institution reserves the right to refuse to accept a copying order if, in its judgment,
fulfillment of the order would involve violation of the copyright law (Simpson, 2005, p. 186).”
Policies and Procedures Manual
98
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