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In response to Devona's post:

I do circulate textbooks from the library.  The central textbook room is
located right next to the library. It was planned that way in our new
building with data jacks. I just wish there had been a pass through door so
that students could pick up their texts directly from that room.  We put the
texts on carts in the library and create a trail where students pick up a
text for each subject and proceed to checkout.

I suppose there are those who think that my head should be examined for
volunteering to do this.  There are many advantages, but to list a few: 1) I
had the knowledge of how it could work, 2) it takes a load off of the
teachers, 3) does it more efficiently 4) saves the building money and 5)
creates reports that can't be done in a manual system.

We use the same computer equipment to check out textbooks and library books.
They are separate programs, but synchronized, eliminating duplicate patron
entry.  The textbook program is much simpler to use than the library
program.  Textbook barcodes can be entered by ranges (assuming you barcoded
them that way) instead of one-by-one. You don't need to follow MARC record
rules.  I put down the Dept, course, book title and even the color of it if
there is confusion.

I researched how such programs were used in other districts.  I would do
this ONLY if it were done centrally and in an efficient manner.  I heard of
some district where every single class came to (in this case) the computer
teacher's room to check out every individual text one by one.  I have
students come through once and get all books at one time.  At the beginning
of the year we have a new students orientation.  They pick up their
schedules and come through the library for their books at that time.  That
takes care of most of the 9th graders and students new to the building.  The
rest of the student body and those who didn't make the new students
orientation come through the library using the same schedule for student ID
picture taking.  Half of the classes each period report to the photographer
for their pictures, the other half to the library for their books.  When
they're done with the photographer they go to the library and vice versa.

We established a list of books that can be checked out for the year and
those that were semester classes.

We established building-wide policies and procedures for textbooks that went
into student handbooks with letters requiring parent & students signatures
acknowledging these policies.  If a student had a text out from that
department, they didn't get another from that department until the first was
either returned or paid for.  We checked with the district first.  Provision
was made for exceptions to these policies.  I do not check out a text for a
student who left his/her book at home that day.

We established an action plan for using this software effectively.  In
addition to policies, procedures and acknowledging letters giving prices of
textbooks students are sent lists of what they have out a week before the
end of each semester.   Notices are attached to report cards that have every
overdue library and textbook.  Two weeks after report cards are mailed we
have a volunteer group of parents who make phone calls to those who haven't
returned their texts.  Volunteer parents also help distribute and collect
the textbooks at the beginning and end of the year.  We collect textbooks
during finals.


Results
Last year was our first year of circulation.  At the end of the year we had
$17,000+ worth of textbooks out.  Using the practices above we have reduced
the value of textbooks still due from June 2001 to $4880.  I also print
spreadsheets and distribute them to the Instructional Council.  It has been
an education to all involved.  Teachers see letters to students listing 7
textbooks out and their value.  I had one dept head tell me that he thought
I was crazy when I started this, but now he sees what we've accomplished.  I
actually had a parent come in, tell me his son had lost his books, and pay
for them before new texts were issued.  This had to be a first - you could
have knocked me over with a feather.  The assurance I gave the parent was
that if the text showed up, the textbook program printed a refund notice.

In January 2002 went from 91 pages of combined (library and textbook)
transaction reports to 61 pages. Reports cards included notices and the
parents made phone calls last week.  I'll run another transaction list to
track the results on Monday.

We use Follett's Unison and Textlink program.


--
Sue Weiss
Librarian
Ballard High School
Seattle Public Schools
206-252-1121, fax 206-252-1001
sweiss@seattleschools.org

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