Thanks for all of the suggestions! Here's the hit:
You are right to be concerned, closing down the
library is a big job. I should not admit this but I
don't do inventory. I do not have the needed equipment
(for our automated system) and I certainly don't have
the time. I would begin by making a list of things
that you need to do and setting timelines for them.
Talk over policies with your principal-i.e. what do
you do if you don't get books back? We hold report
cards if books have not been paid for. Our Assistant
Super sets closing dates for materials return and the
end of classes that are consistent for the whole
district. I just put in my request with him last week
and await his reply. I get tough in mid-may-if kids
have not returned books they are not allowed any more
books until returned. Our school ends 6/25 so I end
book circ approximately friday 6/8. Hopefully, I can
end classes 6/14. I also show videos that last week
and give kids fun things to do-puzzles, etc so that I
have time for clean-up. I do not show videos all year
so I have no guilt. Teachers are allowed to take books
until 6/12. I send notices to teachers at the
beginning of June with lists of what they have out.
Beginning around 6/12 I visit each classroom each
morning to ask for books back. I also publish the
dates in our PTA newsletter and a weekly sheet called
the Green sheet that goes home each wednesday. After
6/12 I begin my massive phone calls home. I follow up
with additional notices home. I do have volunteer moms
who help me get the books in proper order. Around 6/20
I organize a summer borrowing morning where
approximately 11-1200 books go out in about 2 and half
hours. Hope this helps-not more than you wanted to
know.
As you get the equipment back check it out to see what
needs replaced, what you need to send to repair and
make a note of which teachers want the same equipment
next year. I have found it helpful to have the e-mail
addresses of faculty so that I can share things with
them in the summer. Get with teachers before the end
of school to see what projects they would like to do
next year, what they feel the library needs so that
they can better use the library next year. Check to
see if you have forms ready for next year and what new
forms would help you better serve the public. In other
words if you can knock off some things at this year
that will make the start of next year the better off
you will be.
It is a daunting task, for sure, but here are a couple
hints from me If you have items you have to purchase
in the fall, try to get the requisitions done for them
this spring so you won't have to face that when you
get back in the fall. Get help from students to get
library books back, equipment back-- See if you can
get some volunteers (either parents,
substitutes--check with principal on using them, or
teachers who might have a few free minutes) to help
with inventory. One year the math teachers helped me
with the nonfiction and it went so fast.....their
minds work on numbers <grin> RELAX---that is the
biggest thing. I am at a boarding school and even tho
we close down for the summer, my library is open until
the last day of school. Students make a lot of use of
it during the final days. Next year, try to do a
rotating inventory--do one Dewey section a month if
you can.....then at the end of the year, it should
fall into place a little more easily. Hope this helps.
I DO shut down for inventory at the end of the year,
even if we don't DO inventory. It is a time for us to
retrieve books, thin out files, make repairs, make
notes on and improve lessons and units done during the
year and a myriad of other tasks. For the price of a
few weeks in June, we are able to operate at full
service the rest of the year. It's worth it. I
encourage library usage and we perform all kinds of
services for EVERYONE in the building. I tell staff
that they are our patrons too. Ergo, we do all kinds
of searches and services for them during the year. I
have 182 staff members and 1300 students. It's a big
operation. Our library is always hopping. In order to
do that without down time during the year, I need a
few weeks of administrative time in June. If the
teachers hate it they don't say so. I am flexible
though with students that have "emergency" last minute
needs.
I switched from many years in a private school and
pretty much on my own into a large district. I didn't
know I had to fill out a complex end of the year
report... money spent in various budget categories,
numbers of kids who used library, books added &
deleted. I don't know if this will apply to you.
! I hope this is helpful. About this time of year I
make my end-of-year calendar. All books are due May
17, and there is no check-out to students after that.
However, all materials are available to teachers
through the last day (June 6). Also, I don't "close."
The library is open, but there is no circulation. I
think this makes for a better relationship with the
staff. I should mention, though, that my collection is
automated, so inventory can be done anytime. When I
was in a building that did not have an automated
collection, I did have to close early.
Here is my end-of-year list:
1. Put magazines away, straighten mag. boxes, and make
new date labels.
2. Do Inventory, starting with reference and videos
first.
3. Do final overdues, including letters home.
4. Write annual report, cc to principal and Director
of Library Services
5. Give fine money to office bookkeeper.
6. Teacher overdue notices
7. Enter fines on computer (The main office has a
database for this.).
8. Delete files on library computers ----i.e.,
anything that students have saved, bookmarked, etc.
9. Make new library signup calendar for next school
year.
10. Update teacher folders (These are folders with
library info in them -- procedures, list of videos,
request form, etc., etc.)
11. Clean refrigerator (We have a small one in the
library office.)
12. Take down all posters and decorations.
13. Review orientation / online catalog training units
------ so that it is ready when school starts.
14. Compile summer reading lists and distribute.
15. Clean library office.
16. Pack up videos. (We have a large video collection
that we pack away during the summer.)
17.Clean keyboards and mice. (I do this during the
summer.)
Even though I have my "list", each year I think of
something else and/or delete something. It really
helps me be more organized and not so harried and
frustrated.
We close the last 3 days of school, during finals
week. We don't have much use and we need to get our
materials on the shelf, shelf-read, etc. In addition,
I'm giving finals to my TAs during that time.... We
also do inventory earlier in the year using a portable
scanner. I started looking toward next year -- what
supplies do I need to order, talking with teachers
about first of the year stuff like orientation and
getting AR reading level testing done, etc.
I shut my libraries down the last day of school.
Sometimes I still have scheduled classes the last day
of school. At the end of the school year I always try
to clean out the drawers of my desks and throw things
away from the file cabinets.
I have closed down for one week every year at the end
of the school year to do inventory. It is a massive
job especially since the software housed in the
computer lab is also bar coded. It takes me at least
two weeks after inventory to finish up. I keep the
library open for teachers to bring students in to read
to them and the library is open for all recesses. It
is just not open for classes to check out books. I
hold a contest at the end of the year to encourage all
classes to get their books in. There is an ice cream
party or some other appropriate event for all classes
that get 100% of their books in. It eases the impact a
bit.
Don't be frightened. Just reconcile yourself to the
fact that it will probably take you a little longer
than the time-frame allowed. My county gives us 1 day
per 1,000 items to be inventoried and they don't
include the equipment inventory. That means I usually
close about 8 days prior to the last day of school and
pull in extra student volunteers to help with the
inventory. The best preparation you can do is to get
your shelves read so that the books are in relatively
good order before inventory is begun. I take advantage
of inventory time to remove all books- a shelf at a
time- and dust. Students workers do this for me. They
remove a shelf of books and bring them to my desk to
be scanned into inventory. Meanwhile, they dust the
shelf and pull the next shelf and put away the ones I
just finished. It goes very rapidly if you get the
right helpers. I also weed at this time since I'm
handling every book in the collection. It's also the
time I pull books that need to go to the bindery and
some that need minor repair. Weed systematically so
that you know which area you need to concentrate
purchases in for the following year. Before you leave
for summer, try to set up your files for the next
year; take stock of your library supplies and make a
list of things you need to order early in fall; throw
out catalogs that are at least 6 months old because
new ones will arrive over the summer. Be certain that
manuals for your library automation system and any
other widely used software you're responsible for are
together and easily found in case circumstances put
you elsewhere come fall. Any work you have in progress
(backlog of uncataloged materials, etc.) should have a
visible note stating what still needs to be done.
Before turning that key for the last time, be certain
all electric equipment is unplugged from the outlet if
possible. My building is prone to power outages,
surges, and lightning attacks so this can be very
important. I don't bother to cover my computers, but I
know some do. If you have problems with a leaky roof,
you might avoid some major damage by draping computers
with plastic. Realize before you start the shut-down
stage that there will be some tasks you just don't get
done, or that you think of later and wish you had
done. Just make a list and tackle those if you have
slack time at the beginning of fall. If for any reason
you change schools, the list
You have to define "close Up Shop" If your teachers
think they are barred from entering, then yes you
might have a PR problem. But, if it's your definition
for no more check out, so that all the books have time
to come home. Then everybody is going to understand
that. It's really hard to get a book to come back when
the bus isn't going and getting them anymore. If you
don't have an extended contract, then you need to have
the library closed to your services while you
inventory the library the last week of school. The
second to last week of school, you meet with the
classes, but you have some fun activities planned
because there isn't anymore checking out of books,
except to teachers to the classroom for projects. The
third to last week, remind students this is only a one
week check out, all books have to be back in the
library by the... so that you can count every book.
Have them look around and give you a guess how long it
will take. They will give some really great answers,
but with some explanations about what inventory is and
what it does for a library, your students and staff
will see the enormity of the task. The fourth to last
week, remind your students, this is their last two
week checkout period. They need to grab that book
they've been putting off, or take an old favorite for
the last time. The fifth to last week tell them this
is your second to last two week checkout period before
the end of the year. Explain a little bit about
inventory at this time so they know what to expect and
they can begin to think about returning all the books
they've found. Send out notices to the teachers a
couple of weeks before the end, so they can start to
search through their stuff. Especially as they start
to clean up their rooms. Don't forget to finalize your
inventory when finished and print out the list of lost
or missing items for your records. You'll need it to
cross check the next year. I do three years lost
before I delete an item from the database. Unless, it
moved away, then we'll delete it after a couple of
trys. Have a great summer reading list to hand out, if
that's your cup of tea. They are available all over,
you don't have to come up with one. ALA has some
reading lists.
Do your weeding before inventory...less books to
inventory. Keep a folder of year end stats. Do an
informal survey with teachers for suggestions for the
next year (but ask that they sign them. That way you
can go to them for further explanations). Throw out
the clutter! :-}
Since we are largely departmentalized, my program
continues until the last few days of school, because
homeroom teachers cannot be responsible for holding
their classed all day when they usually only have them
for a few classes. I generally end up finishing my
shut down over the first bit of summer. The one
suggestion that is true at our school at least, is
that getting all the books back will ALWAYS take
longer than it seems that it should. We end up holding
report cards if books are not returned or paid. This
time we have said that all books, whether library
books or text books must be turned in or paid for by
the week before school ends. It just gets too crazy on
the last day to have people bringing in their
payments, needing receipts, etc. So my one piece of
advice would be to start those reminders early, and
make a real effort to have the books returned in a
timely manner.
We will remain open until the last week of school. I
will have check out available up until 3 weeks before
school is out, with the 2nd week before it lets out
'return' week. the last week I am shut down to do
inventory. It's a great time to make sure all your
shelves are where they should be. I know every year i
have to shift mine, because you can't predict where
things will be with the new books coming in all year.
It's scary for me to think it's the end of the year
already!!!
just do part of the nventory - like just the easy or
just the nonfiction check the equipment and make sure
it does not need repair chase students for books
---shame on you that's the HARDEST job of all chase
the TEACHERS FOR Books and other library materials
make your goals for next year and assss your
accomplishents and write them down do your annual
report get rid of the children that graduate on
records like circulation throw out as much as you can
and do a consideration list for next year Leda Ansbro
OLL School
One thing that I do to help get things organized for
the end of the school year is to get the word out on
the last due date through a general note to staff that
includes check in procedures for books, av materials &
equipment. I also post the due dates in the library
and have them put in the student announcements and the
staff bulletin. It seems redundent, but I find that I
catch everyone this way. I also send teachers list of
materials that they have checked out. This note also
asks them if they need the items over the summer (for
curriculum planning or to assist them assignments for
classes they are taking). I also start the inventory
process for av matierals in May. Our circulation
system is computerized. My aide and I take turns
wanding the books for inventory. As we go along we
print a list of missing books and then re check the
shelves for the mising items. After we have finished
the inventory we read the shelves. Some years we have
had volunteers help with this process. After the
shelves are put back in order we check to see if any
of the additional missing materials have turned up.
Make friend with who ever cleans out the students
lockers if your school has them. I loan book carts to
the aids who do this job and they put all the misc
books (textbooks, library materials) on the cart. We
usually get several items back this way. The Aides are
also good about sharing the "booty" that they find, ie
notebook paper, pens, pencils, ect. We give this items
to students who need them during the following school
year. Also, ask the custodial staff to keep an eye out
for library matierals in classrooms and trash cans. We
usually have 1 or 2 items that are found in the
garbage. I usually try to bring the aides and
custodians a treat for their efforts. You didn't
indicate what level you are. We have final exams the
last couple of days of school, so that gives us a
chance to run around and do the equipment inventory.
We do not close up during the inventory process. My
principal is supportive in giving me extra help if it
is available. The students and staff really seem to
appreciate the availability of the library the last
few days of school.
I don't know if this is an option for you, but at my
school, the same key opens almost all the classroom
doors in this building. Prior to finalizing inventory,
I make a personal walk-through of each room, including
closets to check for any books or equipment that has
not been turned in at the end of school in May. There
are always items that don't get returned to you
despite all your best efforts. Frequently, there are
also ones that need repaired. Working in the library
during the summer is "gold" to me. It's when I
actually have time to "think" and plan and prepare. I
work on orders then so I can have them ready to turn
in the minute school starts back in August. Last
summer, I worked on preparing several special
notebooks full of things that I had previously just
filed in my filing cabinet. I made a notebook for each
of the following: 1. Cataloging 2. Holocaust
curriculum units, etc. 3. Reading motivators 4.
Bulletin Board ideas 5. Booktalks 6. Organization 7.
Technology Now, when I come across items on LM_NET or
in professional journals, I can add them to the
notebooks I've already established. Use this time to
anticipate possible curriculum ideas that might be
done the next year by visiting with teachers on an
informal basis. Example: Do you think you will
continue the multicultural Christmas unit next year?
If not, will you replace it with something else? I
love that work time after school is out because it's
the time when you can focus on a project for more than
five minutes at a time.
Inventory is a long process even when you are
automated. Invariably books don't show up, they are
not missing, they are not checked out, they are
nowhere but your computer says they are in your
library. You have to start searching. It takes a long
time. I don't know how large your collection is or if
you have an assistant. You don't have to close for
very long to finalize your inventory. Just long enough
so that you don't go crazy at the end. If your kids
have to return books every two weeks (the regular in
most media centers) what are you going to do the last
day of school if you don't have the books that were
checked out during the two previous weeks. Kids are
gone, you're in school. My teachers have always been
very helpful and not at all upset, quite the contrary,
in trying to get books back. They understand what it
takes to take inventory.
I realize that I have been at this school for 17
years, but the media specialists before me had closed
the media center for two weeks to "close up shop"
properly and it was not a big deal for the teachers.
If you don't establish your guidelines during your
first year (and it is not easy), this will be the way
things will always be.
Another important matter in this "closing the library"
business is how supportive is your principal about the
idea. If the principal is supportive he/she will back
you up. If not, then you have two battles, it may not
be worth it to close the media center.
unless your district requires it, you don't have to do
inventory at the end of the year. I know with Follett
and i'm fairly certain with other automation systems,
you can do inventory anytime you want. we do it when
the 6th graders go of to camp for a week in April.
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