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Oliver Elementary

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Library Manual

RCSD Board Approved Library Policies and Procedures Manual

  • Our vision is to cultivate dynamic, inclusive library media centers that foster literacy appreciation, inspire curiosity, support academic excellence, and prepare all learners to thrive in a global, information rich society. We envision libraries as collaborative hubs where knowledge, creativity, and innovation flourish.

    The mission of the District Library Media Program is to empower all students and educators to become effective users and creators of information and ideas by providing equitable access to diverse resources, technologies, and instructional support. In alignment with the Alabama Course of Study and Alabama Guidelines for Exemplary School Libraries, our program fosters a culture of inquiry, literacy, ethical digital citizenship, and lifelong learning.

  • Philosophy

    The library media center endeavors to function as the hub of the school. It is a laboratory for curriculum support and resources. We believe that a professionally staffed library media program that maintains quality resources is essential to an equitable and rigorous education. Our school libraries are not only repositories of information, but are active collaborative learning spaces that support curriculum, close achievement gaps, and build critical thinking and digital literacy skills. Our library media centers are committed to fostering safe, inclusive environments where all students can explore diverse perspectives and reach their full potential.

    We Believe:

    • Every student has the right to access a rich array of informational and literary resources that reflect diverse cultures, voices, and experiences.
    • Certified school library media specialists are integral instructional leaders who collaborate with educators to improve student achievement and information fluency.
    • Libraries should uphold intellectual freedom and champion the ethical and legal use of information in accordance with state and federal guidelines, including the Alabama Literacy Act, Children’s Internet Protection Act (CIPA), and FERPA.
    • Library programs will integrate technology equipping students with 21st Century skills needed for college, careers, and civic life.
    • Ongoing evaluation and improvement of library services ensure alignment with district goals, state standards, and learner needs.
    • Library media programs and personnel should encourage all learners to find their passion for reading and lifelong learning through a variety of literacies, reading formats, and technologies.
    • Library media programs will support teaching and learning in multiple literacies including information, digital, technological, visual, and cultural.

  • Information Access

    Providing open, flexible, and equitable access to 21st Century materials and information is a primary function of the library media program.

    • Provides intellectual access to information and ideas for 21st Century learning.
    • Provides physical access to information and resources for learning.
    • Provides flexible, open access to classic, current, and new resources to meet the learning needs of the school community and prepare students for college and career readiness.

    The Learning Environment

    The 21st Century library media program learning environment is designed to meet the needs of learners in both individual and collaborative settings, enhance learner success, and promote the use of the library media resources and services.

    • Provides a curriculum-based, flexibly scheduled, open access learning environment that accommodates all learners.
    • Supports the mission and goals of the school and promotes the development of a curriculum-rich environment.
    • Incorporates collaborative planning, information literacy, and technology instruction by the library media specialist, teachers, and administrators.
    • Provides opportunities for staff development and professional growth for library media staff, teachers, administrators, and other members of the learning community.
    • Empowers students to learn, develop, and apply skills in the areas of library use, information literacy, literature appreciation, and digital citizenship.

  • Facilities

    The 21st Century library media center provides an atmosphere that is conducive to student learning and allows for safe, flexible, open access for all learners.

    • Designed to encourage simultaneous use by large & small groups or individuals.
    • Arrangement of the library media center permits visual control of the entire center.
    • Open during school hours.
    • Age-appropriately sized and constructed shelving and seating.
    • Proper lighting for designated areas and tasks.
    • Infrastructure needed to sustain existing and emerging technologies.
    • Functional circulation area close to the entrance and easily accessible.
    • Attractive, adequately sized signage.
    • Aesthetically pleasing arrangement of the library media center.
    • Office space and adequate work areas.
    • Accessibility for persons with disabilities in accordance with Public Law 101-476, Education of the Handicapped Act Amendments 1990.
    • Sufficient temperature and humidity control.
    • Contain circulation, instructional areas, leisure reading, display, and support areas.

    Specific facility requirements are located in the Alabama Guidelines for Exemplary School Libraries.

    Personnel

    Library media personnel support and enhance the curriculum and contribute to student achievement. They serve as instructional partners, teachers, information specialists, and program administrators.

    • The library media specialist is certified, evaluated annually by appropriate criteria, and has a plan for professional development.
    • Library media earned units are set by the Alabama Department of Education.
    • Job descriptions are developed in accordance with Alabama Department of Education standards.
    • Forty percent of the library media specialist’s weekly time is spent in management of the library media center.
    • A public relations plan is essential to promote advocacy for the program.
    • Serves as a library media program manager and teacher leader.
    • The library media specialist will work with school administration to ensure adequate time to conduct a yearly inventory of resources.
    • A library media advisory committee is chaired by the library media specialist and is composed of at least one of each of the following:
      • Administrator
      • Department/grade representative
      • Student
      • Parent
      • Community member

  • Scheduling

    In order for the library to be the core of the educational setting, the library media specialist with the assistance of the administrator, must be allowed to schedule the library for its most effective use. Scheduling will be documented throughout the school year and posted. The library should not be closed for non-library purposes. It should be open for student use at all times. Forty percent of the librarian’s time should be spent in administration of the library media program. During this time, no classes are scheduled for instruction by the media specialist, although the media center may still be used by students and teachers. The LMS is provided with lunch time. Teachers and administrators should understand the different types of scheduling.

    Definition of Flexible Scheduling:

    The library media center does not have a set schedule for classes to use the library. Classes are scheduled as the result of collaborative planning for use and instruction to integrate with the classroom curriculum. In this case the LMC is an extension of the classroom; used to provide access to resources, information fluency, and independent and group learning. Students and teachers have access at their point of need. Research shows student achievement is higher with this type of scheduling. Flexible scheduling provides equity of access.

    Definition of Open Access:

    Learners have access to resources and services at their point of need. The library media center may also be scheduled for individuals, groups, or classes to use resources, check out and return materials, to read for pleasure or information, or research topics for reports, using a variety of resources. If an aide is not available to assist with circulation when the LMS is working with a class, students may be taught how to check materials in and out. Student aides and community volunteers may be trained to assist with the circulation procedures.

    Definition of Fixed Scheduling:

    The library media center operates on a predetermined schedule in which classes visit the library at regularly assigned times. The library media specialist plans and delivers instruction independently or in coordination with classroom teachers during these scheduled periods. While this model ensures that all students receive consistent access to library resources and instruction, it limits opportunities for spontaneous visits or flexible collaboration. Access to the library is generally determined by the master schedule rather than immediate instructional need.

  • Assessment and Evaluation

    Annual and systematic evaluation and assessment provide data for the management and decision making policies regarding the complete library media program.

    • The library media specialist is certified, has a plan for professional development, and is evaluated periodically by appropriate, predetermined criteria as determined by the school system.
    • The library media specialist participates in periodic review and ongoing informal and formal assessment.
    • The library media program is routinely assessed.
    • The library media center uses an approved electronic management system.
    • Pertinent policies are readily accessible, for public information, assessment, and viewing.
    • Forty percent management time is allotted for the library media specialist.
    • The school library media center is exemplary in meeting the needs of the entire school community.
    • An online public access catalog of the library media center collection is made available.
    • New and emerging technologies are assessed to determine feasibility, cost effectiveness, and relevant support.
    • The library media specialist ensures that all library records are kept confidential.

  • Resources

    The 21st Century library media center provides a variety of resources to support the diverse needs of all learners.

    • The 21st Century library media program shall provide current print, non-print, technology, and online materials.
    • Resources are organized using a standard automated classification system.
    • The library media program provides access to resources within the library media center and outside the school facility.
    • The library media specialist provides assistance in collection evaluation, library based technology and acquisition, and utilization of the library media collection.

  • Technology

    The library media specialist is an education leader who promotes the success of all students by facilitating the use and integration of technology and information systems to enrich the curriculum and enhance learning.

    The library media specialist:

    • Participates in writing the school and system technology plans.
    • Participates in the assessment and acquisition of technology.
    • Provides and participates in professional development of technology.
    • Models and instructs on conduct, ethics, and integrity in the use of the Internet and other electronic resources.
    • Uses existing and emerging 21st Century technology to access, evaluate, and distribute information.
    • Models the information problem-solving processes in providing instruction using technology reference and research techniques.
    • Participates in state and national technology initiatives.
    • Obtains technology competencies that are evaluated by an approved evaluation instrument.
    • Instructs students in acquiring technology information literacy skills.
    • Instructs students in using databases, eBooks, and Internet safety.
    • Serves as a leader to effectively demonstrate the application of technology in the learning environment.

  • Budgets and Funding

    The school library media specialist collaborates with the local school district and administrators to ensure that funds are budgeted to maintain the library media program.

    • The library media center must have adequate, consistent, and sustained funding.
    • The Code of Alabama must be followed in the expenditure of state library enhancement funds.
    • Budgeting procedures for library enhancement funds, as stated by the Alabama Department of Education, must be followed.
    • Funding should be used to support the identified needs of the library program.
    • State, national, and regional accreditation standards; school curriculum; and collection assessment are required in the budgeting process of the library media center.
    • The library media specialist must maintain accurate budget records. These records should be retained for a minimum of three years.
    • The library media specialist should prepare annual reports. These documents should be retained for a minimum of three years.
    • The library media advisory committee, administration, and faculty assist in the budget process.

  • Policies and Procedures

    Policies and procedures are needed to provide excellent resources, programs, and services for the educational community.

    • The school system shall have a board-approved Policies and Procedures Handbook for the library media center.
    • The policies, procedures, and practices of the library media program reflect legal guidelines and professional ethics.
    • Circulation processes will be managed at each school within the circulation system.
    • Adhere to existing copyright laws and maintain ethical standards in the use of copyrighted materials.

    Advocacy and Outreach

    Advocacy and outreach will be utilized to support the school library program. The library media specialist will:

    • Serve on school and district level committees.
    • Foster partnerships between the school and local community.
    • Use a variety of formats to communicate with stakeholders.
    • Maintain a library media webpage.
    • Advocate for the library media program on local, state, and national levels.

    Copyright Statement

    The Russell County School District Libraries strictly adhere to copyright laws as outlined in the Copyright Law of the United States. All staff and students are expected to respect the intellectual property rights of authors, publishers, and creators. Library materials, including print, digital, and multimedia resources, must be used in accordance with fair use guidelines and licensing agreements. Unauthorized reproduction, distribution, or use of copyrighted materials is prohibited. For guidance on appropriate use and permissions, library staff will provide support to ensure compliance with copyright regulations, fair use guidelines, and promote ethical use of information. We recognize the challenges that AI is bringing to the copyright landscape. We are committed to staying conscious of necessary changes.

  • Circulation Policies

    Faculty and Staff

    Print and non-print material is available for check out to faculty and staff for instructional/educational purposes as well as for personal reading. Limits will not be placed on teachers unless several classes have concurrent needs. Exceptions for check out might include materials in heavy demand or materials designated as not leaving the library for circulation. An overdue notice to each person with outstanding obligations will be sent periodically. Lost or damaged materials may require reimbursement or replacement. Unsuccessful attempts to fulfill obligations are referred to the building principal.

    Students

    Students may check out books for a length of two weeks and the number of books allowed will be determined by each school. Exceptions may be made for additional titles to be circulated for special circumstances such as research projects. Materials that are damaged beyond normal wear and tear or lost must be paid for. Borrowers will pay a fee for the replacement of the material as noted in Destiny. Fees in the correct amount should be made payable to the school library and should be sent to the media center. Questions regarding damaged/lost books or possible methods of payment should be directed to the media center staff. All money will be receipted. The student may lose his/her check out privileges until the charge is paid.

    School offices should have a form for all students withdrawing from their school. The student must be cleared by all departments before leaving. It is imperative that the library media center be on this form. All charges must be cleared before the school forwards the student’s records to the new school.

  • The American Library Association (ALA) affirms that all libraries are forums for information and ideas, and that the following basic policies should guide their services.

    I. Books and other library resources should be provided for the interest, information, and enlightenment of all people of the community the library serves. Materials should not be excluded because of the origin, background, or views of those contributing to their creation.

    II. Libraries should provide materials and information presenting all points of view on current and historical issues. Materials should not be proscribed or removed because of partisan or doctrinal disapproval.

    III. Libraries should challenge censorship in the fulfillment of their responsibility to provide information and enlightenment.

    IV. Libraries should cooperate with all persons and groups concerned with resisting abridgment of free expression and free access to ideas.

    V. A person’s right to use a library should not be denied or abridged because of origin, age, background, or views.

    VI. Libraries which make exhibit spaces and meeting rooms available to the public they serve should make such facilities available on an equitable basis, regardless of the beliefs or affiliations of individuals or groups requesting their use.

    VII. All people, regardless of origin, age, background, or views, possess a right to privacy and confidentiality in their library use. Libraries should advocate for, educate about, and protect people’s privacy, safeguarding all library use data, including personally identifiable information.

    Adopted June 19, 1939, by the ALA Council; amended October 14, 1944; June 18, 1948; February 2, 1961; June 27, 1967; January 23, 1980; January 29, 2019.

    Inclusion of “age” reaffirmed January 23, 1996.

  • The American Association of School Librarians’ standards describe how learners use skills, resources, and tools to:

    • Inquire, think critically, and gain knowledge.
    • Draw conclusions, make informed decisions, apply knowledge to new situations, and create new knowledge.
    • Share knowledge and participate ethically and productively as members of our democratic society.
    • Pursue personal and aesthetic growth.

  • An exemplary school library program establishes and maintains a robust collection of high-quality materials to ensure each student has access to relevant and challenging resources that support the curriculum and diverse interests of the student population while expanding their awareness of the world. The process of collections development includes selection and weeding of materials, planning for acquisitions, and evaluation of the collection. A robust collection includes recreational and informational materials in formats that support the varied developmental, cultural, social, and linguistic needs of learners and their communities. The collection of materials selected should support the curriculum and Alabama State Standards and reflect the needs and interests of students and/or faculty. Materials should offer diverse viewpoints in various reading levels which will enrich and expand our students’ viewpoints. Suggestions for new resources will be elicited from the school community via a variety of methods, such as digital surveys, emails, and paper/verbal requests. Each library follows consistent guidelines for selecting, removing (weeding), or reviewing challenged materials. We prioritize access for all students, including those with visual or hearing impairments and those who need materials in languages other than English. This policy is regularly reviewed to reflect the changing needs of our school communities.

    Ongoing Review

    Library collections are regularly reviewed to ensure they remain current, relevant, inclusive, and aligned with the needs of the school community.

    Inventory

    An annual inventory will be conducted to ensure the accuracy and integrity of the library’s catalog and collection records. This process helps identify missing or damaged materials, supports effective collection management, and maintains accountability for library resources. Library staff need adequate time to complete the inventory. One week each year is recommended.

    Selection Procedures

    Library materials are selected by certified school librarians in collaboration with the school community. The selection process includes:

    • Using professional review sources and selection aids, such as Kirkus Reviews, School Library Journal, Hornbook, Booklinks, etc.
    • Considering recommendations from faculty, students, and families.
    • Reviewing bestseller lists, award lists, trade journals, etc.
    • Evaluating gaps and needs using the library management system and collection analyses.
    • Ensuring cost-effective purchasing practices.
    • Replacing lost or damaged materials and duplicating high-use items.

    Gifts and Donations

    Gifted library materials are evaluated by the same selection criteria as purchased items. Monetary gifts are accepted if they support the selection policy. Donated items not added to the collection may be distributed to classrooms or removed from campus.

    Selection Criteria

    Materials are selected based on educational value, literary quality, and student interest. Each item is evaluated using the following criteria:

    • Alignment with state standards and school curriculum.
    • Accurate, up-to-date, and unbiased content.
    • Age-appropriate readability and vocabulary.
    • Inclusive representation, free from stereotypes.
    • Useful features (illustrations, charts, maps, etc.).
    • Appealing and durable physical or digital format.
    • Consideration of classics in American and English literature.
    • Formats accessible to students with visual, hearing, or language needs.
    • All technology-related resources must be approved in coordination with the district technology department.

    Acquisitions

    All  purchases using school funds are to be processed through the school's bookkeeper. Requisition forms can be accessed on the district website. The form needs to be completed in its entirety. Once approval is received, media specialists can coordinate with their local bookkeeper to order the items. Once the order has been delivered and all items are received, librarians will need to inform the school's bookkeeper. This will ensure that prompt payment is made to the vendor. 

    Processing & Cataloging

    The library media specialist will:

    • Unpack the boxes and verify that the order is correct.
    • Open, “break in” each book, stamp with ownership stamp on front inside cover.
    • Catalog or upload accompanying MARC files. Sources may include: z-sources, Destiny, vendors, WorldCat, Sears Catalog, Library of Congress Subject Headings, etc.
    • Attach school appropriate labels to the spine and book.
    • Attach barcode label. Each school will determine the best location to attach the barcode label.
    • Notify your patrons of the new arrivals.
    • Begin circulation.

    Classifying Resources

    Schools may classify according to the system that best suits the needs of the school community. The following should be used in classifying materials:

    • 0-999 - Nonfiction
    • F or FIC - Fiction
    • E - Everybody or Easy
    • GN or 741 - Graphic Novels
    • B - Biography
    • R or REF - Reference
    • P or PRO - Professional
    • TE - Teacher’s Editions
    • TX or TB - Textbooks
    • AUD - AudioVisual
    • SET or CS - Classroom Set
    • K or KIT - Kit
    • TEC - Technology Items

    Weeding & Discarding

    • Weeding is a continuous process. Yearly inventory and circulation data will be used to evaluate the collection and to find materials eligible for discard. 
    • Library materials of all types may be candidates for weeding based on the following criteria: 
      • Currency - The content of library materials should be accurate and up to date. Materials superseded by newer, revised, or updated editions may be weeded.
      • Usage - Low or no usage may be a factor in weeding decisions. 
      • Physical Condition - Materials that are deteriorated or damaged beyond reasonable preservation efforts will be weeded.
      • Duplicates - Due to space limitations, the library may weed duplicate copies.
      • Completeness - Materials that are part of a multi-volume set of which the library does not have all volumes may be weeded.
    • When books are to be discarded, the barcode is removed and the book is marked “Discard.” The school identification stamp is to be marked out. The record is then deleted from the circulation system. Books that are still viable may be given to teachers or students. Books that are not viable should be placed in the trash. A list of weeded books can be generated from the management software and provided to principals or district personnel yearly. 

  • Guiding Principles for Reconsideration 

    • Libraries have diverse materials reflecting differing points of view, and a library’s mission is to provide users with access to information. 
    • We uphold a readers' rights to read, view, and listen to library resources. Choice reading is a key component of literacy and reading instruction. We also understand that parents have the final decision on what their individual child is reading.
    • When library resources are reconsidered, the principles of the freedom to read, listen, and view are defended rather than specific materials. 
    • A questioned item will be considered in its entirety, not judged on portions taken out of context. 
    • Parents or guardians have the right to guide the reading, viewing, and listening of their children but must give the same right to other parents/guardians. 
    • Questioned items will be removed from circulation during the formal reconsideration process. 
    • The reconsideration process should be completed in its entirety.

    Informal Complaint Procedures 

    Persons with a complaint about library print or digital resources should state their concerns to the school librarian or principal. The librarian or principal will listen attentively to the concerns and attempt to resolve the issue informally. As part of the discussion, the school employee will explain the library’s selection policy, selection criteria, diversity of the collection with resources from many points of view, and the selection process. Freedom of choice will be discussed and the schools role in serving all people. Additionally, each parent/guardian has the right to determine the appropriateness of library resources for their children and should accord the same right to other families. If the complaint is not resolved informally, the librarian or principal will explain the formal reconsideration process and provide the individual with a copy of the library selection policy with reconsideration procedures and a request for reconsideration of library resources form. If there is concern about multiple items, a separate form must be completed for each item. No library resources should be removed or restricted from use as a result of the informal complaint. If the completed and signed formal request for reconsideration form has not been received by the principal within two weeks, the matter shall be considered closed. 

    Formal Complaint Procedures

    Persons who are unsatisfied with the response from an informal discussion about a title may choose to make a formal request for reconsideration of the work in question. The Request for Review of Library Resources Form must be completed in its entirety, signed, and dated by the complainant and delivered to the school’s administrator. The administrator will forward the request for reconsideration to the school library media advisory committee. Any action taken related to the challenged material must be taken by the reconsideration committee and not by an individual. At the initial meeting, the committee will review reconsideration guiding principles and procedures. 

    • A member of the committee should keep minutes. 
    • All committee members should fully review the resource (read or view the entire work) before voting. 
    • The committee reserves the right to use outside expertise and professional reviews.
    • Meet to discuss the material and to prepare a report.
    • The complainant may make an initial verbal presentation about the resource under reconsideration, in addition to the written form.
    • The complainant may not participate in or observe the committee’s deliberations unless invited by the committee. The committee chair may choose to give committee members time to ask questions.
    • Weigh values and faults against each other and form opinions based on the material as a whole and not on passages pulled out of context.
    • During the meetings, the committee will make its decision determined by the simple majority to retain, move the resources to a different level, or remove the resource. This will be a secret ballot vote.
    • The committee's written decision will be presented to the complainant and the superintendent within five school days after the decision is made.
    • The LMS will inform the Office for Intellectual Freedom of the challenge and decision by emailing oif@ala.org or calling 321-280-4221.
    • Appeals from the complainant regarding the school library media committee’s decision will be directed in writing to the Superintendent and the Board of Education within ten days after the formal notification of the decision. 
      • Board will review the appeal and the original complaint against the item.
      • Board will place the item on the agenda for reconsideration. Upon consideration the board by majority vote: Affirm the challenge committee’s decision, reverse the decision, or defer
      • Hearing: If a hearing is requested by the majority of the board written notice should be provided to the original complainant and the person that files the appeal. The final board decision will be issued in a timely manner.

    Request for Reconsideration of Library Resources Form

    Date Received by Principal: ___________________ School: __________________

    Type of Material (book, video): __________________ Publisher: __________________

    Title: 

    Author: 

    Request Initiated By: 

    Address: 

    Telephone: 

    Challenger Represents: Individual or Organization (Please specify): 

    Where is the material/book located? 

    I have read/viewed the material in its entirety. Yes or  No

    If not, which sections did you read? 

    Have you read or obtained any reviews from professional journals or organizations that support your challenge of this material?  Yes or  No 

    If yes, please attach copies.

    What objections do you have about the material/book? Please be specific; cite pages.

    What do you feel might be the result of reading/viewing the material/book?

    For what age group would you recommend this material/book? 

    What valuable/positive points can be found in this material/book?

    What would you like to do about this material/book? (check one)

    • Do not assign this material/book to my child
    • Withdraw this material/book from use
    • Allow this material/book to be available on request only
    • Other:

    Is there a material you would recommend to replace the challenged item? 

    Would you like to make an oral presentation to the committee? Yes or  No

    Signature of Challenger: 

    Date: 

    Reconsideration Committee Report

    Title: 

    Author/Producer: 

    Has every member of the committee read the material entirely? Yes or  No

    If not, why?

    Resources Consulted: (include policies, articles, reviews, etc.) 

    Reconsideration Committee Recommends:

    • Retain item
    • Remove item from circulation
    • Restrict use by students
    • Place item in another location 
    • Other 

    Justification and Comments: (include majority and minority positions and attach additional pages as needed.) 

    Signatures of Committee Members:       Date:

  • Appendix A: Library Media Materials Selection Procedures

    Purpose

    The purpose of these procedures is to guide the selection of library media materials that support the educational goals, curriculum, and interests of students and staff. The process ensures that all materials reflect high standards of quality, accuracy, and relevance for a 21st-century learning environment.

    Selection Philosophy

    Library media materials—whether print, digital, or multimedia—should encourage curiosity, critical thinking, creativity, and cultural awareness. Selections must provide a balanced representation of diverse ideas, perspectives, and voices, ensuring equitable access to information for all learners.

    Fundamental Questions to Ask When Examining Materials

    When evaluating materials for inclusion in the library media collection, the following questions should guide decision-making:

    • Suitability: Is the subject matter appropriate, engaging, and desirable for the intended student age group or developmental level?
    • Accuracy and Authority: In factual materials, is the content accurate, authoritative, and current?
    • Perspective: Does the material interpret historical or contemporary life situations with fairness and objectivity, avoiding bias or distortion?
    • Values and Attitudes: Will the material help develop positive attitudes, respect for diversity, and appreciation for cultural, scientific, and artistic achievements?
    • Style and Readability: Is the style—vocabulary, sentence structure, format, and diction—effective and suitable for the intended audience?
    • Physical or Digital Format: Is the format satisfactory in terms of visual appeal, readability, durability, accessibility, and technical quality (for digital materials)?
    • Illustrations and Visuals: Are illustrations, graphics, or multimedia elements of high quality, clear, relevant to the text, and artistically appropriate?
    • Author/Creator Qualifications: Is the author, editor, or producer recognized as knowledgeable and credible in the subject area?
    • Publisher Reputation: Does the publisher or producer have a reputation for providing accurate, age-appropriate, and educationally valuable materials?
    • Professional Reviews: Has the material been reviewed or recommended in reputable sources or recognized lists of materials suitable for school library media centers (e.g., School Library Journal, Booklist, Kirkus Reviews)?

    Selection Responsibility

    Final selection decisions are made by the Library Media Specialist in collaboration with faculty and administrative staff as appropriate. Student and community input may also be considered to ensure the collection reflects diverse interests and perspectives.

    Review and Evaluation

    All materials should be reviewed periodically to ensure continued relevance, condition, and alignment with current curriculum and technology standards. Materials that are outdated, inaccurate, or no longer appropriate should be replaced or removed according to the collection maintenance policy.

    Related Document

    For assistance in recommending new materials, see the “Suggestions for Library Purchases Form” located at the end of this appendix.

  • CATALOGING

    Processing and Cataloging of Books

    The following checklist outlines the recommended procedures for processing and cataloging print materials in the Library Media Center. This process ensures that all resources are accurately recorded, properly labeled, and ready for circulation.

    Physical Preparation

    • Unpack boxes and verify shipment contents.
    • Arrange books alphabetically by author or by title on book truck for easy tracking.
    • Check off each item on the purchase order or in the library’s acquisitions module.
    • Verify order accuracy: titles, quantities, and editions.
    • Inspect each book for damage; report or replace if necessary.
    • “Break in” each book by gently opening along the spine to prevent future damage.

    Identification & Ownership

    • Assign accession numbers (if not automatically generated through the ILS or vendor system).
    • Stamp ownership information on:
      • Front and back inside covers
      • Title page
      • Verso (back of title page)
      • “Secret” page (typically page 99 or last numbered page)
    • On the verso or inside back cover, record purchasing details:
      • Date (MM/YY)
      • Vendor
      • Cost (including shipping and fees)
      • Funding source (e.g., Title I, PTO, local budget)

    Labeling & Security

    • Label inside front cover with:
    • Call number (upper left)
    • Accession number (upper right)
    • Add AR/Reading Program information (if applicable):
    • Test number or group (upper left of title page)
    • Reading level/points (upper right)
    • Insert RFID tag or theft detection strip (as per library’s security system).
    • Ensure barcode labels are generated and attached in the designated library location (front cover, back cover, or inside flap).

    Cataloging in the Integrated Library System (ILS)

    • Review and import MARC record or metadata from vendor or cataloging source.
    • Check classification numbers (Dewey Decimal or Library of Congress) for consistency with local practice.
    • Confirm call number aligns with subject matter and library’s organizational scheme.
    • Verify and edit subject headings for relevance and consistency with collection standards (use current Library of Congress Subject Headings (LCSH) or Sears List).
    • For duplicate copies, confirm record accuracy and add holdings appropriately.
    • If applicable, verify or add Accelerated Reader (AR) or Lexile data in MARC fields.
    • Add local notes and circulation status as needed.
    • Save and index the record for searchability in the ILS or OPAC.

    Final Steps

    • Print or generate spine labels.
    • Apply spine labels and any special stickers (genre, AR, seasonal, or reading level).
    • Verify all information on book and catalog record for accuracy and completeness.
    • Shelve new materials in designated “New Arrivals” or processing area until ready for circulation.

    Processing and Cataloging of Audiovisual, Digital, and Software Resources

    The following procedures apply to physical and digital media, including DVDs, audiobooks, software, streaming licenses, and other digital formats.

    Verification & Ownership

    • Unpack boxes and verify shipment contents against purchase order or electronic invoice.
    • Confirm correct titles, quantities, and media formats.
    • Mark each item with ownership stamp or library label where appropriate.
    • Record purchasing details (Date, Vendor, Cost, Funding Source) on case insert or in item notes within the ILS.

    Cataloging & Metadata

    • Verify or import MARC or metadata record for each item.
    • Confirm classification number (Dewey or LOC) aligns with library’s cataloging standards.
    • Add local fields such as accession number, purchase data, and usage rights (e.g., streaming license expiration).
    • Ensure subject tracings and keywords accurately represent the content and format.
    • Include AR or Lexile information in the MARC record, when applicable.
    • For digital licenses or streaming titles, ensure records include:
      • Platform or vendor URL
      • Access authentication method
      • Expiration or renewal date

    Labeling & Security

    • Attach spine and barcode labels on cases or media (location per library standard).
    • Apply genre, AR, or seasonal stickers as applicable.
    • Insert theft detection strip or RFID tag if physical item.
    • Double-check all information for accuracy before shelving or activating digital access.

    Final Verification

    • Confirm records appear correctly in the OPAC or online catalog.
    • Test digital resource links for access functionality.
    • File or store documentation (packing slip, invoice, license) for library records.
    • Move processed items to circulation or storage as appropriate.

    NOTES FOR 2025 IMPLEMENTATION

    Libraries are increasingly using RFID technology in place of barcodes for circulation and inventory.

    Vendor-supplied MARC records often require local editing—ensure alignment with your collection standards.

    Maintain digital resource inventories in the same ILS as print for unified access.

    Ensure compliance with data privacy laws and copyright licensing for digital materials.