If Temporarily Without a Librarian
There are times when a campus may temporarily be without a librarian or library media specialist because that person is out on leave (e.g., maternity leave, FMLA, etc.) or because the librarian resigned or retired and a new one has not yet been hired. However, regardless of library staffing, students and staff must have ongoing access to the campus library and its resources.
The recommended action when a campus is without a librarian for an extended period of time is to hire a long-term library substitute. If this is not possible, access to library resources can be facilitated by a library clerk, TA, parent or community volunteer, teacher, or other staff member(s) designated by campus administration until the librarian returns from leave or a new permanent librarian can be hired.
A long-term library sub, clerk, TA, volunteer, or other person(s) designated by the campus CAN:
Provide a safe and positive environment for students in the library.
Circulate books for students and staff (check in, check out).*
Help students and teachers locate and select books/resources.*
Shelve books, create displays, and keep the library in order.
When appropriate, provide storytimes, library lessons, and/or activities for classes.
Assist staff with locating and requesting items from the Professional Resource Library.*
* The Library Media Services Department has provided how-to resources with
quick reference guides here: Library System Basics.
The library sub or designee should contact Birdie Zamora in Library Technology directly for help with:
Adding a new student or staff member to the library system.
Running overdue reports.
Creating a bill for a lost book; paying or forgiving a bill for a lost book.
An error message or system malfunction.
The sub or designee may do the following WITH approval of campus administration and Library Media Services:
Complete the annual inventory of the library collection.
Create lists of suggested books to be ordered. (Any ordering must be done by the campus bookkeeper with principal approval using selected vendors who provide books with cataloging and processing, and following all AISD purchasing protocols; contact Carrie Bresnehen in Library Media Services for additional details.)
Some library tasks require both professional expertise and familiarity with the campus and library, and are reserved for the campus librarian or library media specialist only. Subs, clerks, volunteers, and other designees should NOT do the following except under the direct supervision of the permanent librarian:
Reorganize or rearrange the library.
Remove (weed) books from the collection.
Borrow books from other campuses, or loan books to other campuses (ILL).
Prepare/process new books to be put on the shelves.
Add new books to the online library system.
Change the call number or location of books in the online library system.
Administrators, if you need to expand the role of a temporary library services provider, submit THIS FORM.
Other questions? Contact Shannon Pearce, AISD Library Coordinator.
Click HERE for a one-page printable version of this information.