AP-H-501.1 Library Administrative Procedures March 26, 2010 BACKGROUND & RATIONALE Students attending each FFCA campus will be provided access to a quality school library program integrated with instructional programs to provide enhanced opportunities for student achievement. The library will function as an important support to curriculum planning and delivery by enriching the education program of the school. The library will be a gateway to all information resources. GOALS OF THE SCHOOL LIBRARY To support and enhance educational goals To develop and sustain in children the habit and enjoyment of reading and learning, and the use of libraries throughout their lives To offer opportunities for experiences in creating and using information for knowledge, understanding, imagination and enjoyment To support all students in learning and practicing skills for evaluating and using information, regardless of form, format or medium To provide access to opportunities that expose learners to diverse ideas, experiences and opinions To encourage cultural and social awareness To promote the concept that intellectual freedom and access to information are essential to effective and responsible citizenship and participation in a democracy To promote reading and the resources and services of the school library to the whole school community PROCEDURES Staffing FFCA campus libraries will endeavor to have a 1.0 FTE Library Technician (7 hrs/day). For school populations exceeding 700 students, a 0.4 FTE Library Clerk will be added. Library Collections FFCA libraries will be resource centres at each campus. They will interact with staff rather than simply house books. Elementary schools will need approximately $90,000 to acquire the core collection. Middle schools will need approximately $110,000 to acquire the core collection. High Schools will need approximately $130,000 to acquire the core collection.
Once the core collections have been acquired, the following budgets will apply: o Elementary schools will operate annually on a budget of $30/student. o Middle schools will operate annually on a budget of $35/student. o High schools will operate annually on a budget of $40/student. Book collections sizes should be as follows: o For schools with less than 300 students a minimum of 4500 books o For schools with 300 500 students a minimum of 10,000 books o For schools with 500 999 students a minimum of 15,000 books The ratio of fiction to nonfiction (including reference) should be approximately as follows: o Elementary schools - 70% fiction and 30% nonfiction/reference. o Middle schools - 60% fiction and 40% nonfiction/reference. o High schools - 50% fiction and 50% nonfiction/reference. Access to newspapers should include one local and one national paper in print or electronic format All schools must have access to at least one periodical index or data base (electronic or print) The total number of non-print resources (sound recordings, slides, posters, charts, art prints, study prints, games etc) should be approximately 1% of the total collection Access to electronic and digital resources in a variety of formats such as CD-ROM and on-line subscriptions Library Facilities FFCA libraries will be centrally located, barrier free and have sufficient space for concurrent learning activities. Elementary libraries must, at a minimum, host one class of students or 10% of the population, whichever is greater. Middle and High School libraries must host, at a minimum, two classes of students or 10% of the population, whichever is greater. Information and Communication Technologies FFCA libraries will utilize technology to maintain an online catalogue and manage materials. Student computers will be used as resources to access the web for research purposes as well as communication tools. Each FFCA library will house, at a minimum, one office computer for the library technician and one for the sign-out desk. The number of computers available for student use in the library is based on school type and population as follows: o Elementary schools: 3 computers minimum o Middle schools: 3 computers minimum o High schools: 4 computers minimum o One printer per library in any school Library Standards FFCA Cataloguing Standards will be utilized at each campus (see attached). FFCA s policy and administrative procedures for controversial learning resources will be utilized as part of a campus collection development strategy (see Controversial Learning Resources policy and administrative procedures document).
Each FFCA campus is responsible for the planning, implementation and evaluation of its library program. Library technicians will meet at least three times/year to provide opportunities for professional development and learning from each other. Cataloguing Procedure and Standards for FFCA Libraries The FFCA Libraries serve a Kindergarten to High School population and Teachers at multiple locations around Calgary. The mandate is to provide an important link to curriculum planning and delivery by implementing, enriching, and supporting the education program of the school. Cataloguing resources include Sears Subject Headings,
Sears List of Subject Headings Canadian Companion, Dewey Decimal C Classification and MARC Records. Each school should have the newest revision of these resources. 1.0 Setting Preferences for Record Input 1.1 Open Dashboard, click on Admin/MARC. Select Preferences. 1.2 Check that the Acquisition Preferences are set to: - Loan Type = Circ. - Department = Library Department (LAM, LDN, LRE, LSL, LSW, LAD) - Media = BK, HCB, PBK, TR, K, VC - Vendor = School Code (AMC, DNB, REN, STL, SWD, DAV) - Location = School Code (AMC, DNB, REN, STL, SWD, DAV) 1.3 Click on Update 2.0 Entering Cataloguing Records from Discs Cataloguing records can be ordered with new books on a floppy disc and are imported into the Acquisition File. Open the Acquisition File and check the Import Defaults are set as: 2.1 Click on File and Import File. 2.2 Import Data screen opens select Acquisitions and click on MARC/ Microlif 2.3 File Selection, click on Add File, open Ä drive. Click on file available and open. 2.4 Import Selection 2.4.1 Choose appropriate means of barcodes 2.4.2 Select fields to Import All fields except Special LAUSD Fields Advanced Features Attach Imported Cutter to Imported Call number Save MARC Tags with Description File (Notes) Take Dewey from Imported Local Call number 2.4.3 Import Now. OK, repeat for each file. 2.4.4 Check imported records in Acquisition File. 3.0 Entering Cataloguing Records Manually Using the back of the title page as the primary source of information complete the following: Some of these will come up automatically as set through Preferences.
Accession # / Barcode Edition ISBN Title -capitalize the first letter of the first word and names, no punctuation at end, The and A at the end Sub-title - capitalize names, no punctuation at end Author - last name, coma first and middle names. Use the second author space if there are two but not if more than two. Period at end. Call # - enter complete Call number using Dewey Decimal Classification Dewey enter E, F, or other media type, or Dewey number to three places of decimal only. Cutter - first three letters of author s last name or first non-article word in the title, capitalized. Loan Type Cir Media select BK or PBK or others from the list as needed Dept. - enter appropriate school code LDN (Library at DNB), LAM, LRE, LSW, LAD or LSL etc. Vendor school code (AMC, DNB, REN, STL, SWD, DAV) Editor/Illus enter if no author or a collection with multiple authors, or important illustrator Publisher / Producer / Distributor colon punctuation Place of Publication comma at end for punctuation Cost - no dollar sign required Year of publication / production period at end Series colon required if volume or issue is added Volume/Issue Location - enter the school code (AMC, DNB, REN, STL, SWD, DAV) Subject headings - type three letters and words should begin to pop up. Select by double clicking. If additional headings are needed consult Sears List of Subject Headings or Canadian Companion. Type new subject heading, click Add Entry At least one subject heading should be entered per record. Description as needed Keywords Words from the title and subtitle are automatically added. Be careful to maintain consistency with words already chosen. 4.0 Processing Spine Labels and Stamping Individual or multiple spine labels can be printed at a time. Sheets contain 56 labels. 4.1 Select the Acquisitions File and display All Records. 4.2 Select a subset of records to have spine labels generated by holding Ctrl. Down and clicking on individual records to highlight the subset then click on Subset. 4.3 Click on Report and print a hard copy of list of label titles. Print report by either barcode number or title. Click on grey area at top to put in order. Check for errors before printing labels. Print spine labels by clicking on Print, Labels, Acquisition or Library File label, with correct size.
Confirm setup then click on Print. Be sure there is a sheet of labels in the printer before Ok the print. 4.4 Attach the labels to the books 1 above the bottom (the width of your thumb). Make sure tape is placed over the barcode sticker and the spine label. With paperback, reinforce spines for longer life. 4.5 Stamp each book with the name of the library on the first page and on the last page. 5.0 Posting Records to the Library File Do not post records until the spine labels have been generated as described above. 5.1 Subset the records to be posted as above. Globally edit all Status to read Arrived Click on Post. 5.2 Posting options include the two Advanced Features (mark with x): Change entry date to today s date Delete all the posted Acquisition records 5.3 Confirm the number of records to be posted. Click on Post.