Curricular Materials in the Campus Library

GENERAL INFORMATION

In addition to providing support and services to campus libraries and librarians, the Materials Processing Center or MPC, part of the AISD Library Media Services Department, supports AISD departments by facilitating the process of placing some department-purchased curriculum materials into campus library collections to make them available to campus staff for check out.

Placing curricular materials in the campus library collection may or may not be the most effective and appropriate way of providing access to the materials, depending on how, by whom, and for how long the materials will be used. Departments interested in distributing materials through campus libraries should contact the MPC to discuss their specific situations.

MPC LOCATION AND CONTACT INFORMATION

LOCATION:  AISD Materials Processing Center  |  AISD LMC @ Metz  |   84 Robert T. Martinez, Jr., St.  |  Austin, TX 78702

CONTACT:   Carrie Bresnehen, Library Specialist  |  carrie.bresnehen@austinisd.org  |  Teams  |  512-414-1700 x72296

POLICIES

• Providing access to department-purchased materials through the campus libraries must be done through the process described below. Please do not send materials directly to campus libraries to be added to the collection without going through the MPC, and please do not instruct teachers to request materials from their campus librarians until after the materials have been distributed.

• The requesting department should designate one contact person who will be responsible for coordinating with the MPC throughout the process. 

• After coordinating with the MPC, you can have materials shipped directly to the MPC at the address listed above, or bring them to the MPC @ Metz. Please do not ship, send, or deliver materials to Metz unless you have contacted the MPC first to make arrangements. 

• The amount of time it takes the MPC to process and distribute your materials will vary depending on factors including current workload, number of materials needed, and ease of locating accurate records for the materials. Please discuss any deadlines at the outset of the project.

• Consumables (e.g., workbooks) and items with a copyright restriction statement (e.g., "this book is for the use of one teacher/classroom only") will not be added to the campus library collection. 

• If the materials include multiple items that will be checked out as a kit or set, the department purchasing the items will be responsible for purchasing or providing containers if/as needed.

• If teachers fail to return these items to the library, the campus librarian will attempt to retrieve them through standard methods, e.g., overdue notices and reminders. However, the librarian will not be responsible for replacing unreturned or damaged items from the campus library budget.

• If materials need to “follow” specific teachers if they change campuses, this must be coordinated with the librarians so the owning library can be changed.

PROCESS

1. Contact Carrie Bresnehen at the MPC to determine if distributing your materials through campus libraries is the most appropriate choice. If so...

2. Provide the following information to Carrie:

• Contact information for the person in the department handling the project

• Deadline for when items are needed on the campus (please plan ahead; completion times can vary)

• Information about the items, including title, author, copyright date, ISBNs, or equivalent (a picture of the Title Page and Verso is very helpful)

• Scope of project (e.g., quantity and size of items, number of campuses, etc.)

• List of campuses to receive the materials (with quantities, if needed)

2. Label each item with a printed sticker on the inside cover (or provide labels if materials are being shipped directly to the MPC). This should include: 

Purchased by _________ Department; Year of Purchase

3. Coordinate the delivery or shipment of the items to the MPC at the address listed above.

4. Prepare a short explanatory statement to be printed and sent out with the items and/or emailed to librarians when the materials are distributed, including:

   1. 1. Name of department providing the materials

      2. A brief statement of what the materials are and why they are being provided

      3. Information about who can check out the materials (e.g., any staff member, only specific teachers, only teachers of certain grade levels or subjects, only GT coordinators, etc.)

      4. Any additional instructions for the librarian receiving the items (e.g., please notify ESCE teachers this item is here, etc.)

5. Pick up the items from the MPC to deliver to campuses OR provide the date that the MPC should send the materials out to campus libraries through our Library Logistics system.