Library and Instructional Resources (LIR)

Procedures

Purchasing Materials:  Materials must be purchased from vendors on our bid lists when possible. We do not accept materials “on approval” from vendors and all vendor cataloging and processing specifications must go through Library and Instructional Resources (LIR). If your school-level bookkeeper will be submitting the PO for your book orders, please share the Purchasing and Bid information with them.

Processing Materials:  Books sent from schools are processed in the order in which they are received.  When sending books to Library and Instructional Resources (LIR) for cataloging, include the From-School Materials form (below) and label the box prominently with your school name and “CATALOGING” written in bold print on several sides.

Library Barcodes:  Only LIR will issue new barcodes.  If you are processing materials at school, you must use barcodes provided by Library and Instructional Resources (LIR) to avoid duplication.  Please email Karen Goocey to request barcodes and they will be sent to you.

Cataloging Materials:  In order to preserve the integrity of our shared Union database it is important to catalog materials consistently.  If you choose to catalog materials yourself, adding a copy to an existing in-house record is best practice if your item matches one listed in the database.  Be sure to search by ISBN, title, and author because the MARC record is often available.  The next best choice is to choose an Alliance Plus record.  Do not add incomplete records to the Union catalog and avoid original cataloging.  If you need an item immediately, create a temporary record until the item can be processed fully.  If you need training or have questions, please call us.  If you have clerical help, please share this information with them.  Undoing cataloging mistakes is time-consuming.

Donated Materials:  FCPS has policies about donations.  If you would like to accept a donation, please send the name of the donor and specific information to Amy Johns so she can ask for approval.

Discarding Materials:  If you remove the last copy of an item from Destiny, delete the record when prompted.  

For Weeded Books:

• If discarded books are going straight into a box to be discarded, there is no need to mark out the barcode. FOR ANY OTHER DISPOSAL METHOD, be sure to completely mark out the barcode.

• Box up weeded books

• Clearly write "Discarded Library Books" in a few places on the boxes, and address them to the Warehouse.

Other Options for Discarded Books:

If books are in very good condition, you may donate them for other purposes, but you should completely remove the barcode and make sure the book is marked as discarded so you don’t have discarded materials constantly resurfacing.  Some options for donation could include:

• Allowing teachers or students to choose discarded books

• Donating to Free Libraries, Daycares, Youth programs, other 3rd parties

Discarding Equipment:  Equipment marked with an FCPS asset tag must be recorded on an official asset transfer form.  Asset tags must be removed and attached to the form before requesting pick-up by the warehouse.  Keep a copy of all forms/tags.  Items without asset tags don’t require a transfer form.

Discarding Title 1 Materials:  Ask the Title 1 lead teacher at your school for help with this.  Items purchased with Title 1 funds first must be offered to other Title 1 schools, then other federally funded programs (Special Ed, ESL), and finally to any FCPS school.  The items must be marked as “Discarded” on the school’s Title 1 inventory and a list of the items sent to the Title 1 office.

Contracts:  All contracts must be sent to your school director for approval and then to the legal office.  All contracts must be signed by the second party and all blanks must be filled in prior to processing.  This includes contracts for book fairs, author visits, etc.  Please contact your school administration with questions.