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“Thank you” to all those who answered. This Hit is in two parts. My meeting with the principal and superintendent went very well. They were especially impressed with the circulation statistic of spending approximately 2 minutes per book X a minimum of 1000 books per week = 33 hours per week! This is the schedule and letter that I posted to the teachers: Media Center Schedule May 3-7 Book Fair - Media Center closed. May 10 Closing Out Book Fair - Media Center closed. We will be preparing lists for each teacher of the classes overdue books. May 11- 14 Regular Media Center Schedule Suspended Teachers may sign up to accompany their classes to exchange books. May 17- 21 Book return week - As has been the practice in years past, teachers and individual students may continue to check out books for projects or reports; however, class book exchange is suspended. * We will be using incentives again this year to encourage prompt book returns. * Student report cards will be held until overdue books are returned or paid for. May 22- June 3 Media Center Closed for inventory, book and AV cleaning and repairs, cataloging, etc. Teachers, Last year, even with incentive programs and three weeks to return overdue books, students in our school failed to return 47 books. Looking through the cards for these books I conservatively estimate the value to be over $500. Add that to the year before when 81 books were not returned, and perhaps you begin to see part of the reason we close the media center early and spend some time focusing on the collection, book returns, and general book maintenance. While I understand that there is some inconvenience for you, our patrons, when we close the media center; please understand that during this time we work at important tasks that, when done, make your media center and the collection it holds better. I welcome your comments and questions about this schedule and anything else. Please quick mail or call me Sincerely, The superintendent liked the schedule and the letter, and I have had no response from the teachers. I guess "no news is good news." Now for the “Hit” 1 . My tasks at inventory include: cleaning the shelves (students help with this), putting materials in exact order, inventorying EVERYTHING including equipment, printing out results of inventory, mailing lost book forms home via US mail, getting my orders for magazines, supplies, teacher requests, etc. ready so the secretary can just have them signed and drop them in the mail July 1 when the budget is available for the coming year, and tagging equipment needing cleaning/repair for pickup by our repair guy. I also print out lists of what teachers have borrowed to help them get their materials together. 2. making sure the teachers and students have returned all materials and books takes at least one week. We usually take two weeks district wide. The entire library needs to be prepared for the summer. repairs to books which have been damaged, cleaning of books which have been soiled, and preparing videos and other AV materials--machines cleaned etc. 3. cataloging of new items, weeding and deleting, inventory, repair and of time permits looking at catalogs and studying Texas Essential Skills to see what might need to be added to collection to support teaching of such. It takes the two weeks at the end to get all the books in even though everything is due two weeks before school is out. The only way a librarian could really close a library properly without closing early would be extended contract and book due dates would still need to be early. 4. You can still let the kids come in to do research, etc. but NOT to check out books. In any case, they should be done the last week of school and you should be able to close the library totally by then. I always let teachers check out stuff until the bitter end. 5. bring your specific professional needs and concerns to the principal's attention (I see that you are working on this--bravo!) and leave it to this individual to come up with responsible, accountable, professional solutions to each need and concern. This exempts you from being misperceived as the troublemaker, seemingly capriciously denying access, while it compels the administration to confront their lack of knowledge and understanding of your responsible needs and concerns. Likely not all of your professional issues or concerns will be addressed or resolved as you know they ought to be. That's okay. It simply has to be. You're working on it. And only with the administration's support and assistance will your good work continue to succeed and expand into those areas now deficient. If the inventory does not get completed this year; if materials for which you and your administration "ought," ideally, to be responsible for, are not returned and accounted for in reasonable fashion, well, that's something which will need to be addressed now as needing to be more properly addressed next year. And you may walk out of school to enjoy your summer, knowing you did the best you were able to do, under always imperfect circumstances. 6. inventory, repairs, weeding, magazine storage, cleaning,etc. and we are never finished by the end of school. I thought it would take less time after automation but that has not proved to be true. Because automated systems only tell you whether a book is on the shelf, it doesn't tell you if it's in the right place so you still have to shelf read and that takes quite a bit of time in itself. The actual inventory for about 12,000 items takes about two days with automation. If you're not automated it takes more people and a lot more time. If this is your first year, inventory is probably very important for you to find out what you've really got. I don't let students check out, unless it's just for a few minutes for classroom use, but I do check things out to teachers during that two weeks so if a teacher is doing a unit, I can pull books for them, with the proviso that they stay in the classroom. Maybe if you tell the principal you're willing to do that it will help. 7. I inventoried everything that I catalog in my computer system, which includes the books and the A/V equipment, videos, etc.I closed the library just one week before school got out and sent notices to EVERYONE about what they had on their account. For my middle school I sent a list to the office and they started calling students up and shaking them down for books and fines. I had the teachers clear their lists before I would check them out of school. I also had a drawing where anyone with a clear account could join and win prizes. Then all I did was make two backups of my system, one for the school safe, one for me to take home.I don't know if that sounds too simplistic, but I seemed to have worked just fine. 8. After completing inventory the card catalog or circulation system records need to be updated so that your records are accurate. An arguement to use here is that updated records are vital so that students do not become frustrated looking for information. Also inventory gives you an opportunity to evaluate the collection and see what areas need new books due to wear and tear on the materials, outdated materials, or a lack of materials. The end of the year is also a good time to order supplies for the upcoming school year, so that they are waiting for you when the new school year begins. 9. Often inventory is done the last weeks of school. This involves getting ALL the books returned, teacher and student. Then putting the shelves in order and then doing the inventory. Then you will need to track down all missing books. Then do reports and marking of shelf cards, etc. Then end of the year mending, cleaning and catching up on filing, ie. card catalog cards, etc. So you will be ready for the darlings come September. My school is usually out on a Wednesday (the kids) then we have two work days with out them. Any way, we stop checking out three weeks before school is out or actually 2 1/2 weeks for kids. The first week we have storytime/no check out. The last 1 1/2 weeks no kids at all to do the above. In our school district it is against school district policy for children to be left in the care of someone who is not certificate. 10. inventory..... inventory...inventory... and The most crucial point would be to have the books returned... Explain the loss and costs of books not returned... (that should work) Notices need to be sent and returned... books have to be placed on the shelf in perfect order before you can prove that some books did not come in.. sometimes they claim they have returned them and won't pay... therefore the library needs to be in perfect order to prove they are not there... they takes time. In Buffalo we usually close 2-4 weeks early to do all of this.. We also have stats... and mending.. and clean up and lots of reports.. teachers should not be using library as prep time. I'm sure there are legal issues involved. Hope this was of help, End of Part I -- Brook Berg District Media Specialist Fosston Public Schools Tel: 1-218-435-1909 Fax: 1-218-435-6340 email: bberg@fosston.k12.mn.us =-=-=-=-=-=-=-=-=-=-=-=-=-=-=-=-=-=-=-=-=-=-=-=-=-=-=-=-=-=-=-==-= All postings to LM_NET are protected under copyright law. 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