Library Management
Book Care
Book Care for Students
Take the time at the beginning of the school year to go over how to treat library books.
Discuss why we use shelf markers and how to hold the book while walking. A good way to help them remember is "we hold our books close to our hearts"
Remind students that books should not be torn, or written in, and to be careful with liquids. Having a "Book hospital" in the library is also a good way to show them books that have been damaged and a good example of what NOT to do with the books.
Refund Procedures
Library Books/ Textbooks/ Hotspots/ Chromebooks/ CCP Overpayment
Refunds for INACTIVE PATRONS: The refund should be canceled if you do not have a forward address for the inactive patron. We use the last address on file on AERIES; the patron usually moves addresses. It costs $25 to cancel the check, it is much easier to cancel the refund from the start if you do not have a forward address.
Cash and Check Refund
Refund Request.pdfOnline Payment Refund
Print out the Finalsite online report on Ripplestone.
Highlight the payment that needs the refund.
Add a note on top of the page, Refund Needed, Initial, and Date.
Send the physical copy to Lupe @ IMS
Refund status will be updated on students' Patron Status in the Note Section on Destiny.
Library & Textbook Payments
Keep remittance vouchers archive on file for 7 years at the site for Refund purposes.
At the District Level, we keep 10 years' worth of payment proof
Library Book & Textbook Deposits
K-8 Library_Textbook Visual Abatement Process.pdfA remittance voucher and abatement slip are needed for cash and check payments (Use the correct abatement slip please)
If the patron is also paying for CCP or any Chromebook fines, use separate vouchers. Technology Payments will need a different deposit slip from Library/Textbook payments.
If the patron pays with a check, pick one deposit slip and add a note asking Lupe to transfer the money to the correct account.
Apply the payment to the correct fine on the patron account.
Add a note to remind you that the patron paid cash or check for refunds.
Online Payments
Keep online payments archive on file for 7 years at the site for Refund purposes.
At the District Level, we keep 10 years' worth of payment proof
No Remittance Voucher or Abatement Slip is needed for online payments
Parents can use the Library Payment Center to pay for Library/Textbook Fines
Library staff should run the Finalsite report on Ripplestone to verify payments bi-weekly: It takes up to 7-10 business days for the payment to be posted on the Finalsite Report
Manually add the payment on Destiny and keep track of the data entered
Payments made for damages or replacement, staff will pay the fine and add a note about the online payment.
Always add a note in Patron Status. This is helpful when a student needs a refund.
Example: Paid for Library book "Ghost" (Copy: 34342) online @ McAullife on 5/31/23, _GuLopez
Bill and Overdue Reports
Checklist for students
LostBookChecklist.pdfOverdue Report_Homeroom_Weekly.pdfOverdue Report
*Run report Weekly*
You can use this report to show teachers overdue materials and to remind students to return the materials.
Bill Notice for Student.pdfIndividual Bill
Create this report to make an Individual Bill for fines that need to be paid.
Bill_Notice for Homeroom.pdfClass Bills
*Run Monthly*
Create this report to make class bills for fines that need to be paid.
All Checked out_Report.pdfAll Checked Out
*Beginning of the year/ End of the year*
You can create this report to see all materials that are checked out and any outstanding fines.
Patron Pictures
Updating pictures in Destiny
Please reach out to your site office staff regarding this process if at your school the pictures are still from a previous school year 😊
The site secretary receives a file from the company they worked with for School Pictures
(not sure if this is automatic or if the secretary needs to request the file).
The site secretary emails that file to Bobbie Danderson in Technology. Bobbie Danderson uploads the pictures into Aeries.
Aeries pushes pictures into Destiny as part of a regular overnight information feed.
Patron Barcodes
Faculty Barcodes
*Beginning of the School Year*
Faculty_Barcodes.pdfProgram 190/ 191
*All Sites*
Program 190 & 191 Patron Barcodes.pdfBarcodes- Grade Level
*All Sites*
Patron Barcodes by Grade Level.pdfBarcodes - All Classes
*Beginning of the School Year*
Patron Barcodes for All Classes.pdfBarcodes-Homeroom
*Elementary*
Patron Barcodes by Homeroom.pdfBarcodes-Teacher
*Elementary or Middle School*
Patron Barcodes by Teacher (Middle School).pdfInactive Patrons
Ask your site secretary to make the library part of the “check-out” process when students leave school. This ensures that Textbooks and books are returned before a student checks out of school.
If your site does not have a checkout process, you need to run the Inactive Patrons report monthly and mark the items on the account as lost. On Destiny go to Reports>Library Reports>Current Checkout/Fines>click run on INACTIVE patrons report and mark everything lost.
You can also send a bill through email to students and parents asking for the material(s) back. The bill should be sent as soon as possible to try and get items back. If you are not keeping up with Inactive students, Lodi Unified School District will lose money in resources.
Database clean-up of faculty or inactive patrons.pdfDatabase Cleanup:
This must be done at the end of the school year, every school year.
Run the Database Cleanup Report and delete any inactive patrons/staff that have no items checked out and have NO outstanding fines.
Delete patron accounts if they have graduated and have no overdue materials or fines.
Delete staff accounts if they have retired or are no longer with the district, if they have TE materials checked out, try to locate them, if lost, mark lost and delete the account.
If Inactive patrons have outstanding Chromebook/Textbook/ Library material, mark these as “Lost” and DO NOT delete the patron.
For Library book fines from your site, you can choose to delete the fine and the account.
For Textbooks and Chromebook Fines, Lupe will delete the account when the material becomes obsolete.
Processing Books
Donations
At a K-6 library, you need to make sure you are not choosing 7-12 grade level books or YA titles for your collection, and that you don’t send them in for processing for your library since those are not appropriate. Prior to sending in any donations for processing, please run these books through a library ordering site like Titlewave or BTSB so that you can get the recommended grade level for the books. Also, please submit a print-out of the books you are sending in for processing prior to sending them in the mail to make sure they are age/grade level appropriate for your school.
At a 7-8 library, you need to be very diligent when choosing titles for your site. Try to stay away from the YA titles unless you know for sure they are “clean” or “clean enough” of language and sexual content. If you are unsure about the content, please run it by your site admin and let them make the decision on the book since they will be dealing with parents about the content of the books in the library. Just because it’s an award-winning and highly acclaimed book doesn’t mean that it is going to be well-received in your collection.
If you are at a K-8 library, your job is a little more complicated and might require you to label books with “Gr.7+” so that elementary students are not reading books out of their grade level appropriateness.
Make sure you check in with site admins regarding the issue with the age/grade level appropriateness of the library collection, especially when it comes to students reading at 1200+ on Lexile. Because they read at a very high level there will not be many options for them due to the issue with grade/age level appropriateness of the topics in those books. At that point, having them read for enjoyment is the best we can do with the school library collection.
Instructions for Donations:
When you have books that are donated to your site you need to create a list of these books for Gaby to review BEFORE you send them in for processing. Make sure that the books are in good condition before sending them in for processing.
(Private citizens/organizations/results of book fairs)
The preferred method of sharing this donations booklist with Gaby is by creating a list in Titlewave called “Your School Name_Donations”. You can add the books you want to send in for processing on the list by scanning their ISBNs and adding a copy to the list. Once you have added all books to the list, you share the list with Gaby (gvazquez is the username in Titlewave). She will review the list, then give you the OK to send in the books or ask you to remove titles.
If you have 10 or fewer books, send them to Lupe or Frances @ IMS/ESC and they will get them back to you as soon as possible.
If you have 1 or more boxes of donations, use the donation label, fill out the form with the site name, and for funding source write "Donation". Tape the label on the boxes and move boxes to the office for mail pickup. Please be courteous to the delivery driver and send 3 boxes at a time for pickup.
If you have more than 3 boxes for pickup, email Gabriela Vazquez so she can set up a pickup date with our IMC delivery driver.
Donation Label
IMC Library Processing Shipment Label.pdfOrdering New Books
Titlewise Analysis
Before ordering new books, update and use your titlewave analysis.
Ordering Procedures
Reading Programs
Program Labels on Destiny
You can print reading program labels for new copies or titles that have new or updated reading program information.
Reading Program Labels- Destiny.pdfPrograms Overview
This document will give you a brief overview of the different reading programs used in the District.
Reading Programs Overview.pdfBook Repair!
book_protection_and_repair_digital_guide.pdfRepair Tips
We have a book binding machine at the IMC, send Lupe books that need rebinding.
If you have books that need a new spine label, email Lupe the barcode number and she will mail you the new spine label.
If you have books that have the incorrect title on Destiny, email Lupe and she will fix the issue.
If you have outdated torn books, you can decide to "weed" them and recycle them as bookmarks.
If it is a book that you would like to get fixed, you can click on the two links under "Book Repairs" for lessons.
Weeding
Batch Update Weeding your Library Collection.pdfBookHospitalForms.pdfCalifornia Young Reader Medal
IMC will send LMA's a set of nominated books for the California Young Reader Medal.
California children and teens can read the nominated books from May through March and vote for their favorites. Teachers and librarians introduce the nominees, often in exciting and innovative ways. They provide ballots for voting, compile vote totals, and submit results to the CYRM committee.
CYRM ballots must be postmarked by APRIL 1, 2024 of each year. Winning titles are announced on May 1st on the CYRM website.
Primary/ Older students
California Young Reader Medal Poster- Primary and picture books.pdfMiddle School/ Intermediate
California Young Reader Medal Poster- Intermediate and Middle School.pdfStickers- print on 5160/5180 Avery labels
CYRM STICKERS.pdfBook Fair
EXOLAB by Magnitude.io
INVESTIGATE THE EFFECTS OF MICROGRAVITY ON LIVING THINGS
ExoLab is a learning network of science laboratories that connect Schools, Science Centers, Libraries, and Museums around the world to a live mission aboard the International Space Station in Low Earth Orbit.
Lessons and mission progress are tracked in an easy-to-use Learning Management System. Learn more about the ExoLab by clicking on the black button below, you will be directed to the website. We have ExoLabs available in the IMC if you would like one in your library. Contact Ted Tagami if you are interested in learning more about this program.