I asked the following question and got several responses. For the time being I am
going to gather some projects that can be done by anyone, but don't need to be done
right away. I have asked my supervisor if we can address this problem at our next
librarian meeting and at least come up with a collaborative list of substitutes
that are able to do the job.
Query:
My 1/2 time assistant has been out a lot lately. She always gets a substitute, but
I just don't know what to do with them. I have someone different every day and
most of them don't know how to shelve books or use the computer. I don't always
have time to show them either. Does anyone else ever have this problem? What do
you have the substitute do?
Answers:
Cover books or reshelf. I have two aides (one in each library) and they are
always out. Basically it is just necessary to have a body in there to keep
it open and watch over the computers, besides checking in and out. I only
have two or three aides that I let the district get for the library and they
have been trained by myself and one of the aides.
I try to have some projects lined up and ready if a substitute comes for my para.
I often have them shelf read the shelves...but that is assuming they know how to
shelve. Perhaps you can have a handout that explains how to shelve. I am lucky
because I usually have time to show the substitute how to use the computer.
We have a "regular" sub. She has been with us for many years. She has
been taught the circ system. She knows how to shelve. She is very
good. Find someone and take the time to train them. Then use them
exclusively. I find that I would almost rather not have a sub than have
one that doesn't know anything.
I've spent the initial time to write up very detailed directions on
several things including shelving. So far we really haven't had
problems with shelving by substitutes. I require that no books can be
shelved unless they have been checked in a second time (with a new sub.
I insist that I check the books in that second time). That way nothing
hits the shelf without being checked in. Actually even my regular aide
always checks the books in a second time before shelving as a precaution.
I've also written very specific directions for using the circ program
(even included screenshots). It takes a bunch of time initially to
write this all up, but it does save a lot of time in the long run.
These things are included in our sub folders, and whenever I know there
is a sub coming I print all of this out and leave it on the desk.
Other tasks that I assign to subs are:
Cutting bookmarks (I often run them off on 4 or 5 /page)
Cutting shelfmarkers for the following year
Straightening and fronting shelves
Dusting shelves
Finding pictures from old magazines for shelf dividers (I use these to
help students find popular sections such as dogs, cats, snakes,
dinosaurs, football etc)
Straightening up the "cutting up" magazine drawers or bins
Sorting out the short stubs of crayons in my crayon bins
Could you possibly ask the district to pay assistant subs to come in and train so
that you have a qualified pool of people available? I don't have an assistant, but
the three librarians in our district did not feel we had many options for subs when
we were absent. We trained five people this year, and it is nice to know that
there are competent people available now.
Straighten up the shelves. If able, let them "read" the shelves. Clean book
covers that are sticky or just plain dirty. How is your encyclopedia set?
Cut out items for a future bulletin board.
Copy the contents pages of newest magazines so that you can share them with
the staff.
Make any copies you might need for future lessons
We have several subs in our sub pool that have been trained the the
library program, library procedures, etc. See if your district or
department is willing to run a class/workshop ( even an hour would
be helpful) for interested subs ( and pay them, or feed them, etc) .
Then when someone is out, you requested a sub who is familiar with
the basic tasks.
We don't get subs for our assistants. My previous full time assistant was out for
3 months when she had a hip replacement. I was soooo happy when she got back.
Write out directions for them ahead of time. Do step by step
directions. Shelving books can be done by almost any adult if they
have clear directions. Once they can do that, they can shelf read
also. If you are reading to a class - have them read the book so you
can catch up on other things. Have them run off any worksheets you
need. Stamp date due cards if you still use them. If students are
doing research they can help students. Have a map of your library
ready also - have them walk around and become familiar with layout so
they can help students find books. Talk to the person hiring the subs
and try to have some consistency.
We don't get a substitute. My assistant and I both agree that if either of us is
gone, we just do it ourselves. We have someone be a warm body at lunch, but it's
more trouble than it's worth to have a sub come in.
When I was in elementary I always sent the sub to the office for them to put to
work. I explained to the principal that there just isn't time to teach a new
person every time. They can always use someone in a classroom.
Since I'm at high school now with 2 paras, we often don't get a sub and just run
the library with 2 of us, but if we get one by mistake and get to keep them (they
are often pulled for a job no one has picked up), they watch the door to check
passes and sign- in sheets.
We usually don't get substitutes for ourselves, because it isn't worth the
trouble of cleaning up the mess after them.
If one of us has a long-term absence, then we try to get a person who has had
library experience. Unfortunately, there is always a need to train the
substitute, no matter what the task.
I've typed up some directions and put them in a book. It is for
substitutes both for my assistant and for the media specialists...they
get them for both of us, but if they don't come in that often they
forget. But the written directions of how to check out or in a book or
magazine really helps.
I also have some long put off projects, which I never seem to have time
for and I get them to do that. Again, written directions...like change
some books from Reference to Nonfiction both the spine labels and in the
computer. I have the list I just don't have the time. I've pulled some
books to be weeded, I need to make a list to send to Sunlink...sub can
do that then mark the books for "removed from collection"... Things like
that.
Shelf-read, shelf-read, shelf-read. Tedious, boring, thankless but so important. I
never expect them to do it for more than an hour at a time though.
Have them dust. Maybe the administration will catch on to the fact that
unskilled help is no help at all.
I try to have bookmarks run off on colored paper that need to be cut up.
Easy job and helpful to us, too!
I would make an SOP (Standard Operating Procedure) book for subs - you will need to
go through each "duty" step by step, but once you are done, you can put it in a
binder and have it available for them. That way if you have books to shelve they
can go to the Shelving tab and see step by step how to do so and etc. That is what
I have done in my library and it works well.
This may not be practical, but of our list of about 40 subs, we only use the four
or five who have shown an interest in learning a little about the library. If your
assistant is out a lot, this may not help, but we have worked hard to cultivate
these women (they happen to all be women). Our challenge is that the library is
open 7:30 to 5:00 and with two librarians to split the time, we alternate weeks
being "early" (7:30-3:30) and "late" (9:00-5:00). However, not many subs are
willing to start at 7:30, or stay until 5:00. So when we found the few that would,
we made it a point to try to use them if at all possible. We try to make their time
here extra nice, with maybe some candy or other small enticements.
So...if cultivating "library subs" isn't practical, here's what I have other subs
do:
--Shelf read biographies (921) for alphabetical order
--Alphabetize (roughly) my big pile of catalogs. Get rid of duplicates. If I have
Spring, Fall and Winter, just keep winter etc.
--If they can't shelve, at least organize the book cart by alpha and rough dewey so
that when I shelve it's that much faster
--print list of overdue and Missing books (our computer can do this easily) and
have substitute check shelves to make sure books aren't there
--I make a list (our system can make a bookbag) of books on a certain theme (say
I'm doing a poetry display for April.) The sub can pull all the books on my list
and I can look at them to see if I want to use them in the display.
--Give the sub a theme (poetry day?) Show her how to do a subject search. Let HER
make a list of what looks good and go pull the books. You can still look them over
and have the final say-so before creating the display. Even if you don't need
these lists right away, you can have her pull, you mark the list, and later, when
you are ready to do a Summer Splash display or whatever, you'll have a list of
books ready to go. If she has just pulled the books, she may well be able to
shelve them back a few hours later, after you've had a chance to look at them.
We get the new sub list at the beginning of the year, "screen" them a
bit for appropriate skills (typing, computer, organization, etc.) and
train two or three. Those are the ones who get called to sub. That has
always worked well here, and some of them have even then volunteered (or
been paid, in better economic times) to help with inventory.
I was never in the position that my EA had a sub. Is your assistant another
librarian or para? Think about putting together (in all your spare time, of
course,) a list with directions that can be handed to the sub.
At our children's school, they had a parent volunteer with those skills
come in to help as a volunteer. When it got so that she was coming in
regularly, the school requested that she get her substitute
certification to be able to be there on a more "formal" basis. She can
just step in and go to work whenever needed.
Hi there,
You might have your volunteers give the sub a crash course in shelving
and keep the sub away from the computer!
Take 10 minutes and show them how to shelve the nonfiction. Have them
read the 500's or 900's. Have them clean the books. Have them
straighten the shelves.
Anne M. Timbs
Library Media Specialist
Roan Creek Elementary
Mountain City, TN
timbsa@k12tn.net
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