GENERAL INFORMATION
Thank you for generously volunteering your time to help in our library.
Your presence is invaluable in supporting our library program throughout the school year. This handbook is designed to outline the procedures we follow in circulating and shelving library materials. Each task is organized under a separate heading. Should you have any questions, please do not hesitate to ask. Welcome!
SIGN-IN
When you arrive, please sign-in at the Main Office. You will be given a school visitor pass to be worn for the duration of your visit. Please accept this in a spirit of concern for the welfare of our students. For the same reason, all school volunteers are required to have a background check and sign a form acknowledging receipt of the district’s student records policy. This only needs to be signed once and will cover your work in the Library Media Center, as well as other school settings.
ABSENCES
If you know in advance that you will be unable to work during your scheduled time, please call the LMC office (920-787-4590 ext. 4015 @ Riverview or (920-566-2357 ext. 2006 @ Redgranite), or, if possible, arrange a trade with another volunteer. We understand sometimes it is not always possible to find a substitute, but a phone call to the library to let us know you will not be able to come will be greatly appreciated.
CANCELLED/SWITCHED LIBRARY CLASSES
Please be aware that occasionally it is necessary for a teacher to cancel a library class. Teachers may also, from time to time, request their library time be switched with another teacher. We will notify you of these changes as soon as we are made aware of them.
VOLUNTEER TASKS
First and foremost, volunteers are needed to shelve books that have been returned and to check materials in and out using the computerized circulation system. The Follett system uses a barcode scanner to read the barcode of the book and the barcode that has been assigned to the student/patron. The circulation system keeps track of who has which book, and can track overdue books and print overdue notices. It is very easy to use and does not require special computer expertise. When time permits, shelf reading can also be done to ensure the integrity of our shelves.
CLASS SESSIONS
Every week, each class will come to the library. Kindergarten through fourth grade classes each meet for 30 minutes. Students will participate in a literacy and/or library skills lesson during the first part of class, and then will have an opportunity to browse and select books that they will bring to the circulation desk. After checking out their books, students should sit quietly at the tables, beanbag chairs, soft couches, or the rug and read until their teacher returns for them.
4K classes meet for 20 minutes and are scheduled monthly for both the A.M. and P.M. sessions (two classes each time). The Library Media Specialist travels to the Wautoma Early Learning Center for these classes held on Monday afternoons and Wednesday mornings. Twice annually each of the four classes come over to Riverview for a story time and tour (Fall and Spring).
CIRCULATION PROCEDURES
Checking Books In
In most cases, classes coming to the library will be returning books from the previous week. Students will be instructed to place their returns in the book drop (drop box at the end of the circulation desk). They will then sit down on the story rug (at Riverview) or in the story pit (at Redgranite)in preparation for the class activity. At that time, books should be checked-in with the computerized circulation system using the following steps:
From “Circulation Desk” Screen:
• Scan the school’s (not publisher’s) barcode on front cover of each book in the book return. (Several books can be scanned at a time before clicking the “check in” box.)
• Click on “Check In” box.
• Book is checked in.
• Theme Bags: Scan the barcode on the bag. Check to make sure all pieces of the kit are complete and that the media bag is securely closed.
Please glance at the screen after each scan for a possible message, e.g. “This copy is on hold…” Make note of the message, inserting it inside the book, and set the book aside.
Close out the message screen, and proceed to the next book. After a book is scanned, it is ready to be placed on the return cart for shelving.
Renewing Books
Occasionally a student will want to keep a book for another week.
They should place these books in the “Renew” basket located on the circulation desk countertop. These books should be scanned, click “renew,” and returned to the basket. The students will pick them up during book selection time with their new materials.
Running Reports
After all materials have been checked in, an overdue report should be printed. Use the following procedure:
• Go down to “START” (lower left-hand corner of screen).
• Select “Programs”; “Follett Applications”; then “Reports.”
Type in our password: print it and press the enter key.
• From the Menu bar select “Circulation” and
“Checkout/Fines Transactions.”
• Select by: “Teacher.” Click on “Starting at” and type in the teacher’s last name. If highlighted text is correct, click select and type in same information for “Ending at.”
• Go down to “Print.”
• Print set-up-click on “OK.”
• Repeat “Print” and “OK” so two copies of the report will print.
• Report will be printed from printer on desk.
• Minimize report window by clicking on the box with the “minus sign” in it (upper right hand corner of screen).
Please do not close with the “x.”
• Click on “Circulation” bar on bottom of screen to get back to Circulation Desk screen.
Checking Out Books
Each student and staff member in the school has been assigned a unique patron barcode (we will be more than happy to assign our volunteers one as well). These barcodes have been printed according to class lists. They are kept in a three-ring binder located on the circulation desk. As a class arrives, the page should be readied for that class’s checkout. Classes are arranged by grade level and then alphabetically by teacher. Students’ names are then arranged alphabetically by first name. After the library activity, children will be given time to select books and to come to the desk for checkout.
Checkout procedures are as follows:
• From the “Circulation Desk” Screen scan child’s barcode.
• Scan barcode on front cover of the book.
• Click on “Check Out” box.
• Book is checked out.
Please glance at the screen after each scan for a possible message, e.g. “This copy is on hold…” Make note of the message, inserting it inside the book, and set the book aside.
Close out the message screen, and proceed to the next book.
*Note: When more than one book is checked out by a child consecutively, there is no need to rescan that child’s name.
Placing a Hold for a Student
On occasion, a student may want to reserve a book that is already checked out to another student. By placing a “Hold” on the title, we can set the book aside when it is returned and pass it on to the waiting student before the book is shelved again. The following steps should be followed to place a “Hold”:
• From the “Circulation Desk” Screen, click on the “Hold/Reserve” box.
• Scan child’s barcode to bring up the proper account.
• In the Holds/Reserves window, click “New”. The New Hold/Reserve dialog will then appear.
• To choose the title on which to place the Hold, click “Select” under “Title”. The “Find Title” dialog will then appear.
• Type in the title to be placed on Hold. Click “Find” to start the search.
• After locating the title, highlight it and click “Select”. If you are placing a hold on the first available (any) copy, click “Save” on the New Hold/Reserve dialog.
For Teachers
Teachers have barcodes assigned for their checkouts.
A list of barcodes can be found in the front of the binder with the student barcode class lists. They are arranged alphabetically by last name.
Scan the teacher’s barcode where it says: “type or scan barcode” and press “Enter.” This will bring up the teacher’s account and then the books may be scanned for checkout.
Overdue Books and Books for Trade
Any student, who forgets a book on his/her library day, may return the day after that class period to return overdue materials and make new selections. Follow the same checkout procedures as listed previously.
Setting a Special Due Date
Once in a while there may be an occasion to set a special due date. Follow these procedures:
• From the Check Out screen, select the Special Due Datebutton.
• The Special Due Date dialog box appears:
• To activate the Special Due Date, select the check box, and then type the desired due date. Save.
Important: Once activated, the special due date applies to every copy checked out afterwards. Be sure to turn it off when you finish checking out copies with the special due date.
SHELVING PROCEDURES
We are fortunate to have an appealing and comprehensive collection of materials for our students to enjoy and to use for research, study, and recreational purposes. However, if students cannot find these books because the shelves are in disarray, our purpose is defeated. Shelving books may seem a sometimes tiring and tedious task. However, proper shelving is a basic necessity for a well-organized and efficient library.
Although the system may seem a bit complicated at first, you will soon become familiar with it. In general terms, most Fiction materials are shelved in the middle of the Library in these areas:
(E) Easy or “Everybody”—Picture/Story books. They have short sentences, familiar words, and simple concepts for children eager to read on their own. Most books in this section usually are between 32 to 64 pages in length;
(ABC) Easy Chapter books (Fiction). You can determine where the books belong by reading the label on the spine of the book. If the spine label is missing or torn, please set that book aside on the circulation desk.
(F) Fiction--Chapter books; arranged by genre (mystery, animals, fantasy, graphic novels, etc.) and shelved alphabetically by author’s last name.
Below are the major categories of books and descriptions of how they should be shelved:
Easy or “Everybody” (Picture/Story) Books
These books have an E (for Easy or Everybody) on their spine labels. Under the E is the first three letters of the author’s last name. Below is an example of a spine label on an Easy/Everybody book written by Bill Martin, Jr.:
E
MAR
Easy/Everybody books should be arranged alphabetically on the shelf by the author’s last name. For example, Jane Smith’s books would come before Tom Smyth’s books on the shelf. The Easy/Everybody section gets a lot of use by the younger children, and requires frequent attention.
*Note: Occasionally you will see a spine label that reads “SC”. This refers to “Story Collection.” These books shelved alphabetically by author’s last name with all other Fiction books:
SC
KIN
Paperbacks
Paperback Easy/Everybody books and Fiction Chapter/Series books are not labeled with any special designation as in prior years. They are to be shelved right along with all the hardback books within the proper categories. However, the two tall wire spinning racks at the end of the ABC & Fiction sections are for holding small (more insignificant) paperback books. This makes it easy for student browsing and for shelving!
Fiction Chapter Books/Series
We have two special collections for fiction chapter book/series: Easy Chapter books (ABC) and regular (full-length) chapter book/series (F). These are all a part of the Fiction (F) collection, but divided into the two sections (ABC & F) in order to be more accessible to students.
Most Fiction books have an F on their spine labels. Under the F are the first three letters of the author’s last name.
Below is an example of a spine label on a Fiction book written by
Dave Barry:
F
BAR
Like Easy/Everybody books, Fiction books should be arranged alphabetically on the shelf by the author’s last name. Books by Mary
James would come before books by Robert Jones.
Nonfiction
Nonfiction books are shelved along the outer walls of the library and arranged according to the “Dewey Decimal System of Classification” that was designed many years ago as a way of organizing books about the same subject together on the shelf. The Dewey System is numerical, and arranged according to 10 subject areas, a list of which is included at the end of this handbook.
Below are examples of spine labels on nonfiction books:
398.2
ADA
398.2
DEM
398.24
WAR
The important thing to remember about shelving nonfiction books is that the Dewey System is a decimal system. Therefore, .23 is a smaller number than .4 and should come first on the shelf. When Dewey numbers are the same (e.g., most fairy tales are 398.2), books should then be arranged alphabetically by the author’s last name. Below is an example of nonfiction books arranged in correct shelving order:
001.4
MAR
305.2
FRE
567.9
ALI
599.746
PEN
599.747
SCH
599.82
MOR
Accuracy in shelving nonfiction books is very important. A book in the wrong place will probably not be found by the student looking for it. If you have any questions about shelving nonfiction books, please ask for help. If you find a section on the shelf that is in disarray, please try to reorganize it if you have time.
*Notes: Books in poor condition or with tattered covers need to be repaired before being shelved. Please set them aside.
Magazines
Magazines are displayed on shelves near the entrance of the library.
They are arranged on shelves by title. Back issues more than 2 months old should be placed underneath the shelves in a corresponding box.
New Books
Books new to our collection are placed on display near an area where they will eventually be shelved. New books are usually put on display on top of the lower E, F, & ABC sections (all fiction), as well as the 4-sided display case.
Reference Books
Reference books are items such as encyclopedias, dictionaries, atlases, and thesaurus. These books usually do not leave the library, although they may circulate temporarily to classrooms for research projects. Reference books are nonfiction and have an (R) for reference, Dewey number, and the first three letters of author’s last name (or book title) on their spine labels. Here is an example:
R
031
WOR (for World Book Encyclopedia)
These books are kept on the shelves at the end of the Magazine collection next to the LMC entrance. Current encyclopedias are also located in this area. The media classroom houses older encyclopedias and reference books, as well past issues of student magazines.
Other Media
Mixed media, such as big books (BB), software, cassettes and storybooks (BOT’s = Books on Tape), CD’s, DVD’s, and VHS are returned to the circular rack in front of the circulation area. They are alphabetized by author’s last name or title—see individual spine labels.
Teaching materials such as videos should be left on the circulation desk and the library assistant will return them to their proper place in the media storage area.
A WORD ON SHELF READING
When time permits, and particularly for “Special Projects” volunteers, shelf reading is a most essential task. It is a job that can be performed at any time and is always appreciated. It involves selecting a section of shelves, and looking at those spine labels to make sure the books are on the shelf in the correct order. Sections that almost always need attention are:
567’s--Dinosaurs
590’s --Animals
630’s --Pets
700’s --Sports
THANK YOU
As a volunteer, we rely on you as an integral member of our team, and we sincerely hope you enjoy sharing in our efforts. May your time with us give you warm satisfaction knowing you’re making a difference in our children’s school library program.
Kathy Carlson,Library Media Specialist - Riverview & Redgranite Elem. School
Barb Hotzel, Riverview Elem. School - Library Assistant
Sandy Adamson and Terah Johnson, Redgranite Elem. School – Library Assistants
CIRCULATION DESK TASKS
• Scan books for check-in.
• Run two copies of the overdue report.
Printing Overdue Reports
1. From the Menu bar select “Circulation” and
“Checkout/Fines Transactions.”
2. Select by: “Teacher.” Click on “Starting at” and type in the teachers’ last name. If highlighted text is correct, hit select and type in same information for “Ending at.”
3. Go down to “Print.”
4. Print set-up-click on “OK.”
5. Repeat “Print” and “OK” so two copies of the report will print.
6. Report will be printed from printer on desk
7. Minimize report window by clicking on the box with the “minus sign” in it (upper right hand corner of screen).
Please do not close with the “x.”
• Sort books and arrange for shelving on the shelving cart.
• Shelve books, time permitting.
• Scan books for check-out.
HOW THE DEWEY DECIMAL SYSTEM WORKS
The Dewey Decimal System is a hierarchical system, in which the arrangement of books on the shelves moves from the general to the specific. The Dewey system has ten main categories, which are listed below.
000 Generalities
100 Philosophy & psychology
200 Religion
300 Social sciences
400 Language
500 Natural sciences & math
600 Technology (Applied sciences)
700 The arts
800 Literature & rhetoric
900 Geography & history
Each sub-category is further divided into nine specialized topics ranging from
1 to 9:
520 Astronomy
521 Celestial mechanics
522 Techniques, equipment, etc.
523 Specific celestial bodies
524 [Unassigned]
525 Earth (Astronomical geography)
526 Mathematical geography
527 Celestial navigation
528 Ephemerides
529 Chronology
Each major category divides into nine sub-categories spanning a range of
10 to 90. For example:
500 Natural science & mathematics
510 Mathematics
520 Astronomy & allied sciences
530 Physics
540 Chemistry & allied sciences
550 Earth sciences
560 Paleontology & paleozoology
570 Life sciences
580 Botanical sciences
590 Zoological sciences
By adding decimals, the specialized topics are broken down even further:
523.3 Moon
523.4 Planets
523.5 Meteors, solar wind, zodiacal light
523.6 Comets
523.7 Sun
523.71 Constants and dimensions
523..72 Physics of
523.73 Motions
523.74 Photosphere
523.75 Chromosphere and corona
523.76 Solar interior
523.78 Eclipses
Riverview & Redgranite Elementary Schools
Library Media Center Volunteer Handbook
