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This is the second of three parts to the Retirement list.

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

______________________
VIII. Extra Duties (Voluntary or Compensated)

“Over the years I have taken on many extra duties. The voluntary ones
include.... . I have been (or not been) compensated for these duties. ... Our
contract requires that... (reference the section of the contract that applies).
Duties for which I have been compensated have included ... . I have believed it
important that the librarian contributes above and beyond the call as this
creates good will toward the library program.”

A. Reink printer ribbons for school and library
B. Spelling Bee Master
C. Schedule Hall Display cases
D. Extra Duty: Bus duty, dance duty, game duty, detention hall, homework lab
F. Deliver to and pickup from repair company, audio visual equipment
G. Chaperon  and make arrangements for Library Aids’ parties & year end trips
H. Statistician for Field Day
I. Run Book Club program for student and staff
J. Maintain and make arrangements for copier (paper, repairs, toner, coin box)
K. Coordinate the distribution of review journals for other librarians in
school district
L. Route profession magazines to staff
M Maintain a “consideration” file or database
N. Class advisor
O. Supervise school story
P. Run a yearly student book exchange event
Q. Manage Senior Ring Purchases
R. Coach intramural sport teams
M. Maintain archive of school scrapbooks and yearbooks
O. Coordinate the return of classroom collections of books from the public
library
P. Make arrangements with other schools, libraries or the State Department of
Education to ship discarded library books, textbooks or audiovisual software
Q. Evening or weekend library supervision
R. Summer school library supervision

IX. Suggestions for Procedures to be Put in Writing

A. Hours for library usage for students and faculty
B. Access issues when librarian is absent or not in the library
C. Accession books
D. When and how to take inventory for books, software, hardware
E. Library Instruction

1. How do classes arrange for library access?
2. The curriculum for Library Instruction (Sch. Dept. or personal)
3. Reserving the library for classroom research and instruction

F. Fall procedures for opening the library

1. Downloading student information from administration for importing to
circulation program. Assigning new bar code labels
2. Scheduling Library instruction, planning period, lunch and study halls
3. Distributing forms to teachers (schedule, passes, request for new materials
etc.)
4. Processing new materials
5. Displays and bulletin boards
6. Bookmarks
7. Cleaning up hard drives from the spring
8. Scheduling school-wide orientation
9. Determining when students may begin signing out materials

G. Summer preparation

1. Procedure for collecting student  and faculty materials
2. Parental letters and forms for the office
3. Keys
4. Summer orders for the new fiscal year
5. Sending materials to bindery
6. Filing remaining shelf list and card catalog cards
7. Year end field trips
8. Cleaning up workroom
9. Arranging for copier cleaning
10. Disposing of newspapers and old magazines
11. Preparing a list to “to do’s” for the fall
12. Purging graduating students and barcodes from circulation program and
rolodex
13. Notifying library, to which graduating students are going, of the materials
not returned or paid for before the end of school.  Also notifying
administration if a formal billing procedure is needed for textbooks and
library materials not returned.
14. Items which must be removed for summer (plants, fish tanks)
15. Location for delivery of boxes, mail and magazines received during the
summer

H. Renewing magazine subscriptions (from who, when, how much, which budget)
I. Budget Process

1. Timeline of the process
2. Location of folders of previous budgets
3. Deadline for spending all funds
4. List of jobbers and dealers that have been used and why
5. PO forms
6. Chain of command and individuals the librarian must deal with to have
purchases made (principal, secretary, business office etc.)
7. Personnel that receive your PO’s (secretary, computer coordinator, district
head librarian, principal)
8. Special problems that reoccur each year during the budget process (Business
office demands that the money from the Serial’s budget be spent by April
although publishers deliver the material after this date)

J. Requisitioning Supplies

1. List of supplies that are supplied by the school
2. Procedure to requisition supplies
3. From whom do you requisition supplies?

K. Overdue Materials Procedure

1. What is considered overdue and by when?
2 .Notification process for staff and students
3. Parental notification and billing
4. Repayment plans (cash, checks, installments, work-off)
5. Where repayment money is kept
6. File, folder or log of student payments and returns
7. Circulation program’s system for notification of correspondence
8. Fines system
9. Description of past support/lack of support given by teachers,
administrators and parents ( do not mention names)

L. Faculty sign out procedures and length of time

1. Equipment for long-term classroom use, and short term
2. VCR units
3. AV equipment

M. Magazine or reserve book sign-out from the front desk
N. Materials that have been restricted for general library use, not circulation
(rational for the decision to do this, i.e. Skateboarding, Electronic Gaming,
expensive reference materials, items that are constantly stolen or not returned
from circulation, yearbooks)
O. Closing of library for large group reference work
P. Disposal policy and procedure of obsolete, or damaged materials and
equipment
Q. How to change voice and message mail: passwords
R. Using the intraschool phones and outside lines

1. How to dial within or out of the school
2. Do students have permission to use

S. Chain of command (administrators, computer coordinator, Library Supervisor,
Department heads, Repairs, Maintenance, Business office, etc.)
T. Manual for volunteers, student library aids, clerks, etc.
U. Video taping by the librarian for teachers
V. Processing of new materials

1. Checking packing slips
2. Stamping
3. Labels for special reasons (awards, reading levels, etc.)
4. Importing or inputting into the circulation program
5. Covering with vistafoil: paperbacks
6. Notations in consideration files
7. Filing shelf list and CC cards

W. Calendar

1. Major teaching units conducted by staff that effect the use of the library
or special collections of materials put on reserve
2. School-wide testing (METROS, state testing)
3. Field Trips that effect schedule
4. Special events (auditorium, field day)
5. Meetings held in library by teachers or administrators
6. After school teas, science fairs

X. Donation policy and procedure
Y. Challenge book policy and procedure
Z. Fire Drill procedures

1. Student removal
2. Close library doors
3. Taking attendance outside using gradebook or passes
4. Grab circulation backup tape on the way out

AA. Detention Hall assignment and Homework Lab assignment

1. Personal detention
2. Forms for school-wide detention

AB. Procedure for removing disruptive student from library
AC. Emergency procedures in case of disaster (gun-toting adult or student,
Hurricane, Earthquake)
AD. Copier maintenance (location of paper, toner, repairman)

1. Faculty use
2. Student use
3 Coin box: Charging/ Lending money/ making change
4. Decide if you want teachers to send students to you to make large quanity
reproducing if they did not do it themselves

AE. Annual Report
AF. Ordering special supplies: supplier and building contact person

1. security tabs,
2. office supplies
3. toner for microfiche and copiers
4. bar code labels
5. lamps,
6. copier paper
7. computer paper

AF. Evaluation process by administration of the librarian, aids, clerks
AG. Mail (postal, interschool, intraschool, public library, Federal express)

1. Budgeting for postage
2. Who has the stamps?
3. Return unopened mail
4. Secretary opens mail
5. Librarian’s mail box

AH. If Public library materials are turned into school library, who is
responsible the material? Student or classroom collections
AI. Security system

1. How does it work
2. Troubleshooting
3. Dealer and repair person
4. Security tabs (location in books, source of purchase, cost)
5. What will trigger the alarm?

AJ. Procedure to reserve books for teaching units
AK. Passes

1. Bathroom pass and sign out
2. Library passes for work and leisure
3. Office passes
4. Hall passes

AL. Student telephones, vending machines
AM. Procedures, locations and rules for librarian and Extra Duty assignments
1. Bus and outside duty

2. Lunch duty
3. Dance duty
4. Basketball duty
5. Detention Hall duty

AN. Teacher contract procedures

1. Notification of absence
2. Leaves
3. Reimbursement and compensation
4. Sick leave

AM. Summer school provisions for use of the library or materials signout during
the summer
AN. Home schooling or tutoring programs that effect the library

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