Varner Elementary School Media Center Policies and Procedures Handbook Spring 2011 Stephanie Warmoth table of contents

Policies and Procedures Handbook

1. 
   Demographics of Varner Elementary and Cobb County School System
   

Varner Elementary School serves a rapidly changing suburban community in Powder Springs, Georgia. Varner opened in 1990, and is one of 71 elementary schools in the Cobb County School District. The current student population of this pre-k through fifth grade elementary school is around 830. The student population changes everyday with a steady influx of new students. Varner Elementary School’s population consists of 38% black, 45% white, 8% Hispanic, 7 % multi-racial and 3% other. 27% of the school’s population is categorized as economically disadvantaged, and 13% of students are students with disabilities.

As of the 2000 census, Cobb County had a population of 607,751 with 7.7% Latino, 68.8% white, 18.4% black, and 3% Asian (Muni Net Guide, 2000). The city of Powder Springs had a population of 12,481 with 4.3% Latino, 56.1% white, 37.4% black and 1.1% Asian. (Muni Net Guide, 2000)

2. 
   Mission Statement
   

3. 
   Philosophy and Goals
   

The mission of Varner Elementary School is to provide a caring and challenging learning environment where students value themselves, their community, and the benefits of life-long learning. The media center participates in achieving this mission by supporting the curriculum, helping students develop information literacy skills, and fostering a love of reading. The media center collection, programs, and facilities are developed systematically to achieve these goals. The media center staff performs a service role within the school as curriculum planning partners, program administrators, instructors, and reading advocates.

In accordance with the Official Code of Georgia § 24-9-46 concerning the nature of certain library records, the media specialist will provide each student with a release form that parents can sign (see Appendix 8) (Cobb County School District, 2009). This release form allows teachers to access a student’s media center records.

At the beginning of the year, the media specialist will provide each student with a bar-coded card which will be their library card for the year.

The student is responsible for bringing this card for checking out materials.
Materials

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  General collection materials are fiction and non-fiction. These items can be circulated to teachers and students.
  
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  Reference materials and periodicals may be used by students in the media center, but they may only be checked out by a teacher.
  
• 
  Teacher resources, audio visual materials, and electronic equipment may only be circulated to teachers
  

• 
  Students may check out materials from the general circulating collection of Fiction and Non Fiction.
  
• 
  Students in grades PreK-1 are allowed to check out 1 book at a time for 2 weeks.
  
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  Students in grades 2-5 are allowed to check out 2 books at a time for 2 weeks.
  
• 
  Students do not check out the following materials: teacher resources, audio visual materials, periodicals, reference and equipment
  
• 
  Students may use reference materials and periodicals in the media center.
  

• 
  Teachers may check out materials from the general circulating collection, teacher resources, audio visual materials, periodicals, reference and equipment
  
• 
  Teachers may check out an unlimited number of materials for 30 days.
  
• 
  Teachers are asked to be considerate of the needs of others when checking out materials
  

• 
  Students are allowed two renewals for a book.
  

2. Overdue Materials Policy

• 
  Students will check out materials for one week. If after two weeks the material has not been returned, the student will receive an overdue notice (Appendix 5)
  
• 
  Overdue notices will be sent out weekly to notify students and teachers who have materials more than two weeks overdue materials on their accounts.
  
• 
  If the book has not been returned in four weeks, an overdue notice will be sent home to the parent (Appendix 6)
  
• 
  Students will not be charged overdue fines.
  
• 
  Students will be unable to check out another book until the late book is returned.
  

3. 
   Video Policy
   

• 
  The media center owns a collection of videos that are allowed under the licenses purchased by the school.
  
• 
  It is the media center’s policy to not show outside videos that are not allowed under this license.
  
• 
  The exception to this is when a guest speaker shows a video for a program. This video must be made specifically for the program being offered.
  
• 
  The school will show G rated films with no parent approval
  
• 
  The school will only show PG films with signed parent approval (see Appendix 9).
  

3. 
   Inventory
   

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  An inventory of all media center materials should be conducted at the end of every school year.
  
• 
  During inventory, materials (which include books, audio visual materials, and electronic equipment) will be checked for damage and for being outdated.
  
• 
  Materials that are damaged or outdated should be pulled and discarded.
  
• 
  The media specialist should keep note of the items being pulled if she/he feels these should be replaced in the next school year.
  
• 
  Any electronic equipment that needs to be cleaned should have this done before the next school year begins.
  

3. 
   Lost or Damaged Materials Policy
   

The accountability for textbooks, library media materials, other instructional materials, and portable equipment, including but not limited to, laptops, camcorders, digital cameras, cell phones, pagers, PDAs, and PCs, purchased through public and/or school funds (instructional resources) is the responsibility of the person to whom these items are issued. For students, this means the student and his/her parent/guardian; for employees, this means the employee (District Property Replacement/Restitution, 2009).

   (1) Refusal to issue any additional textbooks, library books, or media materials until restitution is made; or

3. 
   Weeding Policy
   

From time to time, books and other library media materials or equipment may become too damaged, worn, or dated to be of value to students and teachers. Library media specialists should make sure that these items are disposed of in a way that is properly documented and is fiscally and environmentally responsible.  Library media specialists should also adhere to any specific requirements associated with the item's funding source and any other applicable policies set forth by the school board, the CCSD Financial Services division, or the local school administration.

3. 
   Mending/ Repairing Policy
   

The importance of maintaining District resources is addressed in several Board Policies. The financial implication of proper property maintenance is addressed in Cobb County Board Administrative Rule ECAD; it states, “The purchase of instructional resources represents a significant expenditure of public funds each year in the . . . District” (District Property Replacement/Restitution, 2009)). Board Administrative Rule DN addresses Cobb’s ethical obligations to properly maintain materials. It reads, “The Cobb County School District (District) has a responsibility to uphold the public trust. Protections of District assets . . . purchased with public funds is one way the District seeks to uphold this trust (School Properties Disposition, 2010). Finally, Board Administrative Rule SD-8 charges the Superintendent with protecting the District’s assets in a manner that is “consistent with best business practices,” including ensuring that “[f]acilities and equipment are properly and sufficiently maintained” (Asset Protection, 2008).

The main goal for a library media center catalog is to provide quality, consistent catalog information that all patrons can easily search to locate items for check-out.  This section will provide information and expectations for managing MARC data in the district so this goal can be accomplished.

Destiny is a District application. The catalog is developed and maintained by both district personnel and local school media specialists.  Therefore, access to catalog or import records is only granted to the media specialists.

(Overview, 2009)

Under copyright law, any material prepared by an employee within the scope of his or her employment is called a "work made for hire." For District employees, this means that any materials an employee creates within the scope of employment at the District are "works made for hire" and belong to the District, unless ownership is transferred by the District to the employee in writing. (Cobb County School District, 2006)

Under patent law, the patent rights to an invention of a District employee created within the scope of employment may, depending upon the circumstances, belong to the District or may allow the District to obtain a non-exclusive, perpetual, worldwide, royalty-free license ("shop right") to use the invention. (Cobb County School District, 2006)

• 
  the purpose and character of the use, including whether such use is of a commercial nature or is for nonprofit educational purposes;
  
• 
  the nature of the copyrighted work;
  

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  the amount and substantiality of the portion used in relation to the copyrighted work as a whole;
  
• 
  the effect of the use upon the potential market for or value of the copyrighted work.
  

Purchased videos may be used for direct instruction only, not entertainment.

Showing Video on CCTV – Closed Circuit TV Use

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  Programs shown must state that CCTV use is authorized.
  
• 
  Programs are simultaneous transmission of live broadcasts.
  
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  Videos purchased by the school with closed circuit rights
  

Also Permissible is:

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  Most instructional programs purchased from instructional production companies.
  
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  Most programs provided by state agencies.
  
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  Any original work.
  
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  Cable in the Classroom programming.
  
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  Simultaneous transmission of any live broadcast.
  

Using “Home use only” Videotapes on closed-circuit TV:

Rental videos follow this rule but may not be used if a contract with rental agent limits the rental to “home use.”
All videos not owned by a Cobb County media center must have prior approval by the school’s designated person.
Videotaping for Classroom use:

• 
  Program may be kept 45 days and must be used within 10 school days.
  
• 
  Taping is done only at request of a teacher.
  
• 
  Program content may not be edited.
  

• 
  Rights are only for educational institutions, not for individuals.
  
• 
  Programs may be recorded once for the same teacher.
  
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  Copyright notice on the recorded program must appear.
  

Taping from satellite or cable has additional requirements:

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  Requires permission of the copyright holder.
  
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  Programs may be taped from cable that may also be received on local open air broadcast stations.
  
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  Payment of appropriate fees for broadcasts, if applicable.
  

Terminology for Videotaping

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  Analog: copying to VHS format.
  
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  Digital: copying to DVD or other media.
  
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  Off-air taping: off-air is delivered via an antenna, not cable or satellite (for example-. CBS, NBC, ABC, PBS, etc.)
  
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  Satellite/Cable: is delivered via a paid subscription service by satellite or cable.
  

You can make single copies of:

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  a chapter of a book
  
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  an article from a magazine
  
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  a short story, poem (250 words or less) or essay
  
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  a chart, cartoon or picture.
  
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  two pages from a illustrated picture book
  
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  if there is insufficient time to request permission
  

You can make multiple copies for classroom use of:

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  a complete poem or excerpt from a poem that is 250 words or less
  
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  a complete article or short story of less than 2500 words
  
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  excerpts from a larger work or a special work not to exceeds 2500 words or 10% of the whole, whichever is less
  
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  one chart, graph, diagram per book or article
  

Limits to photocopying:

• 
  copying is for one (1) course only
  
• 
  no more than 9 instances of multiple copying in one term
  
• 
  same item not reproduced from term to term
  

• 
  no charge is made to students beyond the actual photocopying cost
  
• 
  no copying of consumable works (workbooks, etc).
  

Assume that ALL web pages (information and codes) are copyright protected.

Electronic postings are not public domain- ideas in Blogs and E-mails.

RULE OF THUMB

Assume that if content is copyrighted in print, it is also copyrighted in the multimedia format.
Posting from the Internet

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  When linking to web pages, research terms of use agreement.
  
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  Assume all graphics are copyrighted, and ask for permission before posting to your site and give credit.
  
• 
  Assume all html codes are copyrighted, ask for permission before copying
  

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  Face-to-face student instruction.
  
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  Directed student self-study.
  
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  Real-time online instruction—provided the technology prevents copying of the copyrighted material.
  
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  Teaching courses for a period of up to two years after the first instructional use.
  
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  Presentation at peer workshops and conferences.
  

Give credit to the source (include the author, title, publisher, and place and date of publication.

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  On the opening slide, home page, etc. and on any accompanying printed materials, state that certain materials are included under the fair use exemption of the U.S. Copyright Law and have been prepared according to the multimedia fair use guidelines and are restricted from further use.
  

When a student creates a multimedia work using copyrighted material the following guidelines apply:

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  No more than two copies
  
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  If the student project contains copyrighted material and posted online, the work may be held for only 15 days after the initial use.
  
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  Projects with copyrighted material may only be used for student learning and may not be duplicated for any other purpose
  

Copyrighted Multimedia Limitation

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  Up to 3 minutes or 10%, whichever is less, of a single copyrighted multimedia (online video, flash, power point, animation, etc.)
  
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  Up to 30 seconds or 10%, whichever is less, of music and lyrics from a single musical work.
  
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  Up to 2,500 fields or cell entries or 10%, whichever is less, from a numerical database or data table.
  
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  Up to five photos or illustrations by one person, and no more than 15 images or 10 percent, whichever is less, from a single published work.
  

(Cobb County School District, 2008)

Unauthorized duplication of distribution of software is a federal crime. It can carry a penalty of fines up to $250,000 or for teachers: jail terms up to five years

All software, like all other tangible, original work, is copyrighted on creation. Because no piece of software has been in existence long enough to pass into the public domain, the only public domain software currently available is software that the owner has expressly relinquished to the public domain. Such software is usually clearly labeled.

• 
  Speak with your Technology Contact Person
  
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  Provide all the documentation that accompanies the software (number of licenses)
  
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  Provide all the Program Disks
  
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  Must have an instructional purpose
  

Items in the public domain were either published prior to 1923 have fallen into the public domain or have been marked as in the public domain by the creator.

“The CCSD Professional Learning staff is committed to providing professional development that is a comprehensive and intensive approach to improving teachers' and principals' effectiveness in raising student achievement” (Cobb County School District, 2009).

Resources for professional growth (Appendix 14)

IX. Interlibrary Loan Policy
Media centers in the Cobb County School District may share resources. Media specialist may view resources by changing the Destiny setting to view all Cobb County Schools.
Media centers in Cobb County may also borrow resources from the Cobb County Public Library System. They may do this by contacting the public library closest to the school. The attached form (Appendix 15) will guide the library in locating the materials.
PROCEDURES
I. Collection Management
1. Consideration File
If a stakeholder has an interest in the media center acquiring specific materials, that request should be made in writing using the Consideration File Form (Appendix 16). All requests will be considered but must meet appropriate guidelines as outlined in the County selection policy. Final decision will be made by the Library Media Specialist who may receive input from the Media Committee and the Principal.
2. Ordering Procedures
Specifications for Purchase:

Library media materials are considered for purchase on the basis of the following:

        a. The author or producer should be qualified as a subject specialist

b. Concepts, content, and vocabulary should be appropriate for the potential user     

        c. Facts presented should be accurate and up to date

        d. Information should be logically arranged

        e. Subject matter should hold the attention of the student

        f. Format of the material should be attractive and durable

        g. Illustrations should be pertinent and well executed

        h. Items should meet a real or potential need

        i. Evaluations from standard selection aids should be given consideration

        j. Topics of a sensitive nature (i.e. social, political, religious) should be given a

           balanced treatment, with both pros and cons represented

        k. Equipment for purchase shall be considered on the basis of the following:

           (5) Functionality

           (7) Cost

Specific Purchasing Instructions can be found at:

Books: http://www.cobbk12.org/librarymedia/Purchasing/Books/index.htm

Periodicals:

Library Supplies:

Destiny Desk Scanner:

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  The order is checked in; materials are inspected and checked against the purchase order/invoice.
  
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  Book jacket, if there is one, is laminated.
  
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  The book is stamped with the school name. Name stamping is placed on the bottom of the inside front cover
  
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  The barcode is attached and a label protector is placed over the barcode.
  
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  A target is placed in the book. The barcode is written on the target and then covered with book tape. The target is placed on the top inside front cover of books that circulate and on the bottom inside back cover of reference materials.
  

• 
  The order is checked in; materials are inspected and checked against the purchase order/invoice.
  
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  DVDs/videos are previewed. (Correct title, sound/video quality, full length, etc.)
  
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  A barcode is attached to the front cover; a label protector is placed over barcode.
  
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  Spine label is attached; yellow label protector is placed over the spine label.
  
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  The following information is written in permanent marker directly on the video, disc, etc.: school name, call number, barcode number.
  

The following materials are used for cataloging procedures at Varner Elementary:

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  Sear List of Subject Headings, 18^th Edition
  
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  Abridged Dewey Decimal Classification and Relative Index, Edition 14
  
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  Destiny Library Manager/Participant Guide, Follett Software Co., 2007-08
  
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  Preprinted barcode labels
  
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  Clear protective tape; label protectors
  
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  Due date stickers with security target
  
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  School stamp
  

4. Periodicals / Serials / Newspaper Control

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  Receipt of the issue is noted on the master list.
  
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  A white label is affixed near the upper right-hand corner of the magazine; month/day/year (as appropriate) of issue is written on the white label (This is done to facilitate locating this information.)
  
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  The previous issue of that magazine is removed from the plastic cover and the more current issue is inserted.
  
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  Past issues are filed in labeled vertical holders. Past issues are kept for one full year. They are then offered to teachers for use on class projects.
  
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  If an issue fails to arrive in a timely manner, the media specialist contacts the jobber to request a replacement copy or credit.
  

The media specialist does not keep a written record of newspaper delivery; however, should issues fail to arrive, the media specialist contacts the news agency for a late delivery or credit. The newspapers (The Atlanta Journal Constitution & The Marietta Daily Journal) are placed on end tables in the media center seating area. These are moved to the recycle bin at the end of each day.

1. 
   On the title page*, write "Discarded" and the current month and year (i.e., "Discarded 9/2009").
   
2. 
   On the title page, write a brief reason for disposal (i.e., "Damaged" or "Outdated").
   
3. 
   If they are not already listed on the title page, write your school name and the federal Title program under which the item was purchased (i.e., Title I, Title II, Title IV).
   
4. 
   Tear out the title page and place it in a folder labeled "Federal Disposals [year]," where [year] is the current school year (i.e., "Federal Disposals 2009-2010"). Keep this folder in your files for at least five years.
   
5. 
   Proceed with the discard process outlined below.
   

*For AV materials and items without a title page, simply make a photocopy of the cover or print the copy information page from Destiny.  On this photocopied/printed page, write in the discard date and reason, along with any of the other items that aren't already listed there (title, author, school name, and funding source).

• 
  Delete the items from Destiny. (Be sure to check the "Track as weeded" option).
  

• 
  Remove any barcode labels and other labels that identify your school name or the district. Also, black out any stamps or other markings that identify your school name or the district.  Be sure to check the inside covers, title page, and other standard marking locations.
  
• 
  Using a permanent marker, write the word "DISCARD" in several prominent places on the item.
  
• 
  If you plan to replace the item, be sure to put a reminder note in your purchase consideration file.
  

1. 
   Discarded items must be sent to the CCSD Warehouse for disposal. The general instructions below will provide some direction, but if you have questions, problems, or special requests, contact the CCSD warehouse staff.
   

2. 
   Place the items in small, sturdy shipping boxes.  (Use the boxes your new book shipments arrive in; avoid using the thin boxes used to ship copy paper.)
   
3. 
   Fill the boxes as completely as possible so they can be stacked without collapsing.
   
4. 
   Tape the boxes closed, and label them for pickup.
   
5. 
   Prepare a haul request using the warehouse service form. In the column under "number of items," list the number of boxes.  For the item description, write "Boxes of library media materials for discard."
   
6. 
   Send the haul request to the warehouse staff, and keep a copy for your records.
   

• 
  If appropriate, discarded items may be given to teachers for classroom use or reused in materials production in the library media center before they are sent to the warehouse. (For example, the images from a book with a broken binding and missing pages could be cut out and used in student collages.) However, discarded items may not be sold and may not be distributed to individuals or agencies outside the school. Once a discarded item is no longer being used in this fashion, the remnants should be sent to the warehouse for disposal.
  

 Disposal of Magazines & Newspapers

Once they are no longer current or relevant, copies of print periodicals and other ephemeral items need not be stored in the library media center. They can be given to students or teachers, or they can be recycled in the CCSD Single Stream Recycling program.
Surplus/Disposal of Furniture, AV Equipment, and Technology Items

Library Media Furniture and Equipment that is damaged or outdated should be surplused according the current procedures established by the CCSD Warehouse and the Property Control department:

• 
  Library media specialists should maintain records of all library media center furniture and equipment that is surplused or discarded for a minimum of five years after it is discarded.
  

6. Repair and Mending Procedures

• 
  Book tape
  
• 
  Transparent tape
  
• 
  Rubber cement
  
• 
  Scissors
  
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  Book glue
  
• 
  Art-Gum eraser
  
• 
  Goo Gone
  
• 
  Heavy rubber bands
  

Common mending procedures include the following.

• 
  Use an art-gum eraser to remove pencil marks. Rub from the inside margin to the outside of the page.
  
• 
  Use Goo Gone to remove sticky substances from covers. Apply a small amount of Goo Gone to a paper towel and rub the cover lightly until the substance is removed.
  

• 
  Use a strip of tape long enough to cover the entire tear and have at least ½ inch excess to fold over the edge of the page. Place the tape over the tear, fold the tape over the edge, and smooth down.
  

• 
  If only a few pages are loose, reattach each page separately. To do this, use two strips of tape, each the full length of the page. Carefully position one strip of tape so that half the width is on the inner side of the front of the loose page and the other half is on the inner side of the preceding page. Place the second strip of tape along the inner edge of the back side of the loose page and on the following page. If a large section of pages is loose, follow the instructions for repairing loose binding.
  

• 
  Apply rubber cement to both the inner spine of the book and to the back of the pages.
  
• 
  Allow the glue to air dry for at least an hour, until it feels tacky.
  
• 
  Close the book, putting pressure on the spine.
  
• 
  Place rubber bands around the book to keep it tightly closed for at least a day.
  

7. Inventory Procedures

• 
  The media center will conduct an inventory yearly during the last two weeks of school.
  

• 
  The media center will not circulate books during the last two weeks of the school year in preparation for inventory.
  
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  To conduct an inventory using the Destiny system the media specialist should use the following links: