HIT: Retirement To Do #1

[Claudia Mahlman <Claudia_Mahlman@k12bangor.maine.com>]

Dear Colleagues,

Many of us are preparing to leave our librarian’s position for a variety of
reasons (retirement, transfer, or sabbatical). Most of us have been in the
situation of being the “new” librarian, having inherited  someone else’s
library setting, so it is easy to remember the feelings of disorganization and
confusion when we first stepped into the space. For those who are leaving, this
retirement list of "to do's" may act as a guide during the transition process.
Everything including the kitchen sink has been included, thanks to the generous
suggestions of dozens of members of our LM_NET family. I would especially like
to thank Carol Anderheggen for her editorial comments and counsel.

Obviously things have been overlooked, duplications were made, and there
probably should have been a greater use of the delete key, but there is plenty
of “food for thought" in this list. Be sure to file this list in your library's
file cabinet, for the next person to use.

Good luck to those of you leaving this summer. As you can see from this list,
you have done a miraculous job for your school. I bet you never realized the
“jack-of-all-trades” you had become. You’ll be missed by your children, your
staff and your colleagues. And if you use this list, the librarian who takes
your place will probably appreciate your work the most.

The list will be presented three parts on the listserv.

Claudia Mahlman
William S. Cohen School
304 Garland St.
Bangor, ME 04401
claudia_mahlman@k12bangor.maine.com

___________________________
 What Must be Done Before the Librarian a.) Retires, b.) Transfers, c.) Gets
Fired or d.) Expects to Die

I. Items Needing Labeling

A. Label all folder in librarians file cabinets.
B. All binders and three-ring folders containing notes, instructions and
procedures
C. Attach stickies to items that may special attention
D. All keys to drawers, cabinets, room doors, display cases, copiers etc.
E. Books that are stored in piles or on carts and explain why they are stored
there instead of in the collection

11. Library Instruction

A. Folder/Binder with school department curriculum for library instruction or a
list of personal goals for library instruction
B. Folders or three-ring binders of your lessons, worksheets, tests etc.
C. Explanation of how scheduling of your library classes is set (teachers
planning or team meetings may be blocked against library instruction).
Principal may do the scheduling with or without your input.
D. Grading program used for grades
E. Who receives your grades? (office, the Language arts teacher, homeroom
teacher...)

III. Library Rules and General School Rules

A. List of student library rules that are posted
B. Pass system used.
C. Internet pass system used
D. Overdue Policy

IV. Lists

A. Reoccurring problems with specific pieces of software or hardware (frequent
lamp burn-outs, )
B. Units being taught annually by teachers that need library support
C. Jobbers, dealers, salespersons that you find good to work with
D. Locations of manuals/warranties for AV equipment, computer hardware and
computer software
E. Repair and maintenance people for security system, copiers, computers,
microfiche and AV equipment.
F. Categories of catalog files in your file cabinet, and the type of items that
are found in each category.
G. Frequently used telephone numbers, faculty extensions numbers and fax
numbers
H. Areas in the collection that need to be updated or weeded
I. Locations of:

1. Hard copies or printouts of inventories
2. Book marks and posters
3. Rebinding box
4. Manuals
5. Supplies
6. Correspondance
7. New folders, copier paper, toner,
8. Keys for doors, office and library equipment and magazine holders
9. Faculty and Student handbooks
10. Student Directories
11. Computer software program disks
12. Rolodex
13. Electrical outlets, network outlets and cable outlets throughout library
and workroom
14. Copyright notices to be posted beside copier equipment
15. Blank floppy disks
16. Tape/ Disk backups for circulation file
17. Accessories to AV equipment (remotes, power cords, mikes, glass plates for
opaque)

V.  Personnel

A. If you are unable to talk to the new librarian, you may wish to note the
name of staff members who are likely to help you become acquainted with the
school’s settings and procedures.
B. Delineate the duties and responsibilities that have been established for the
librarian and the computer coordinator
C. Contact person with whom the librarian works  to generate the annual budget
and to check the status of accounts and orders
D. Chain of command for library responsibilities or scheduling,
E. Substitute personnel that have been trained to run the library during an
absence
F. Adult volunteers-encourage them to continue )Experienced student volunteers
(strengths and weaknesses
G. Special relationships with other librarians in the district; public library
H. Library aids

1. Training: What skills taught, when, where
2. How the library aids schedules are set up
3. Year end party or trip
4. Duties and responsibilities
5. Computer responsibilities, especially with the circulation program


VI. To Be Completed before turning library over to new librarian

A. Small projects that need completion
B. Fully catalog and process remaining items (not the forthcoming book order
C. Weeding
D. Clean up budget accounts for the current year
E. Determine the amount money in book budget and software budget for the
librarian to order materials
F. Turn in all room keys to office
G. Turn in any cash that you feel will not be needed by the librarian (copier
money, lost book money, fines)
H. Complete updating shelf list cards or indicate what work needs to be done
I. File remaining shelf list cards and catalog cards
J. Weed AV software and old equipment that has not been used in ten years.
(Provide information as to the disposal process)
K. Clean out file cabinets of personal files
L. Clean off computer hard drive of personal files, personal software that is
not licensed by school department, shareware that has not been paid for
M. Survey staff to see what they feel the new librarian should know about the
library
N. Clean out personal bookmarks in Netscape or Explorer
O. Notify SYSOP that your e-mail account in the school or school department
will be terminated and to send sign-up information in the fall to the new
librarian
P. Weed Vertical file
Q. Dispose of items that you have meant to “dump sometime”
R. If the card catalog is still being used, along with the computer circulation
program, explain why. Is it current or were CC cards stopped being put in at a
certain time. Make suggestions what can be done with it if it is disposed. If
any of the drawers in the CC are being used for other purposes, explain (CC
cards for missing books, SL for paperbacks)
S. Map of the library and the workroom, labels with sections, outlets, special
purposes (class instruction, storytime, club meeting, magazine reading,
restricted areas, traffic flow, gym bag storage)
T. Don’t remove needed office supplies that have been purchased with school
funds.
U. Be sure that one year tech support for the circulation program has been paid
for before you leave

VII. Computers

A. List of passwords for circulation program, network access, Internet access
B. Procedure for turning computer hardware on and off
C. Location of archival disks and CDs of programs
D. Location of warranties, manuals, notes taken when taking to tech help
E. Source of printing paper, ribbon, toner cartridges (for purchase and
storage)
F. Problems with pieces of equipment (loosing balls, disconnecting of cords,
keyboards and mice
G. Location of backup tapes/disks.
H. Procedure or scheduling of backups each day
I. Scheduling to reorganize data from circulation program
J. Location of reinking equipment and ink
K. Cleaning clothes, liquids and CD cleaners
L. List of programs placed on hard drives of student and librarian computers
M. Circulation program

1. Location on server, and how to get to it
2. Special customizations you have done to program or data
  (abbreviations, locations abbreviations, subject heading, bibliographies)
3. Printouts of reports and letters used from the program
4. Schedule of sending out overdue notices, parent letters and personal phone
calls home
5. Barcode categories and the types of items in each category
6. Special categories for magazines, vertical file, and archival boxes of
magazines
7. Telephone #s of tech support and sales department
8. Description of what the yearly maintenance cost for the circulation program
supplies (newsletter, telephone support, program updates). If the yearly
maintenance cost is not paid, what conditions will have to be met to reinstate
the service? (Alexandria: you pay for the missing years you did not purchase
plan).
9. Student access to Internet and e-mail
1. School department policy and letters
2. School’s policy
3. Practical  supervision suggestions
4. Passes
5. Filtering software
6. Bookmarks
7. Which machines have access?

N. How to join LM_NET Listserv
O. The contents of your hard drive with descriptions of folders
P. List of software on the librarian’s computer, and for what purposes it has
been used
Q. List of number of licensed copies of software that have been purchased.
R. Supervision guidelines for student access to Internet (which machines,
passwords, restrictions)

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