End of Year Procedures

End of year (EOY) procedures identify students who have lost books and owe charges. It also assists with determining library sections that need updating, books that should be replaced, etc.

Student Lost Books

1. Go to Tools.

2. Click on Reports.

3. Select Circulation.

4. Select report Charges and Overdue Fines Standard

5. Add selections by transaction type: checked out, temporary check out, lost item, charge record and student status - active.

EOY To Do List

• Complete Library Book/AV Inventory.

• Run Book/AV inventory reports.

• Collect books from students and staff members.

• Set last check-out and due date for students. Leave enough time to send final overdue notices and call parents if needed. (This is a school decision.)

• Bill students for lost/damaged books.

• Call/email parents concerning damaged/lost books as needed.

• Set due date for teachers.

• If teachers check-out materials over the summer, change the due date on each teacher’s account to September 5, for example, or change the patron policy for staff on Alexandria Preferences so there is no due date by not selecting “Apply Period Due Dates.”

• Turn in collection logs and receipts to bookkeeper.

Billing & Debt List - PowerSchool Update

The school bookkeeper will need a copy of the Charges/Fines Reports with students’ names, numbers, homerooms, and charge amounts at the close of the year so those charges can be entered into PowerSchool. It is important that this is done on the very last day to keep the records accurate.