Library Manager
Library Manager
Library Presentation
Library Presentation
At the beginning of the school year, take the time 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 to say, "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 damaged books and provide an example of what NOT to do with them.
Refund Procedure
Refund Procedure
Refunds for Library Books/ Textbooks/ Hotspots/ Chromebooks/ CCP Overpayment
Refund Request.pdfINACTIVE PATRONS:
If you don't have a forward address for the inactive patron, cancel the refund. We use the last address on file in AERIES, as patrons usually move. It costs $25 to cancel the check, and it is much easier to cancel the refund from the start :)
Comprehensive High School Refunds:
Email Gulopez@lodiusd.net to learn more about the process for high school refunds. There is a form on Informed K12. It is a different process from Elementary/Middle School.
Library & Textbook Payments
Library & Textbook Payments
Library/ Textbook Deposits
Library/ 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.
If you receive payment for another site, mail them the pink remittance voucher copy
Keep the Remittance voucher archive on file for 7 years at the site for Refund purposes. At the District Level, we keep 10 years' worth of payment proof
Online Payments
Online Payments
Online Payments FAQ
Online Payments FAQ
Online payments Guidelines.pdfNo 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
If you receive payment for another site, email them a copy of the Finalsite report showing proof of payment
For 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
Keep an Online Payment report archive on file for 7 years at the site for Refund purposes. At the District Level, we keep 10 years' worth of payment proof
LUSD ONLINE PAYMENT CENTER.pdfLUSD_4ths_ONLINE PAYMENT CENTER.pdfSpanish LUSD ONLINE PAYMENT CENTER.pdfSpanish LUSD_4ths_ONLINE PAYMENT CENTER.pdfIdentifying Foster/ Homeless Students
Identifying Foster/ Homeless Students
Program 190/191
Program 190/191
Managing fines effectively for our foster and homeless students in the district is crucial. Up to now, we’ve relied on site clerical staff or ESS Liaisons/CWA Liaisons to inform us when a student is designated as a Foster (Program 190)/Homeless (Program 191) student. This information is available in Aeries but is currently hidden from your view due to your access level. The 190/191 programs are entered at the district level by liaisons.
Program 190 & 191 Patron Barcodes.pdfTo get a barcode list of program 190/191 students, click on the instructions on the left titled "Program 190/191 Patron Barcodes". You can save this list in a checkout binder for your information. Please remember that the status changes or students will move, so you can run it every quarter.
There should be a pre-built report in your Destiny reports section identifying the students who are enrolled in the 190/191 program titled "Program 190 & 191 (Waive all fines)". Please reach out to the IMS Technician if the report is not saved under Reports>Library Reports>Current Checkout and Fines. We don’t need to add more stress to their lives. This report can be saved to run weekly, monthly, or quarterly, depending on how often you send out notices to students/parents/guardians. You’ll always want to ensure that you waive fines for students in these programs before emailing students/parents/guardians.
When you waive fines due to program 190/191, you can enter a standard fine language: Waived per 190/191 Program enrollment. GV 1/03/25
If you have recurring fines for foster/homeless youth, please email Lupe, and she will contact the community liaison to reach out to the guardians.
Bill and Overdue Reports
Bill and Overdue Reports
LostBookChecklist.pdfOverdue Report_Homeroom_Weekly.pdfOverdue Report
Overdue Report
*Run report Weekly*
You can use this report to show teachers overdue materials and to remind students to return the materials.
All Checked Out_Report.pdfAll Checked Out
All 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.
Library Books- Current Checkout.pdfBooks- Current Checkout
Books- Current Checkout
*Optional*
You can create this report to see all library books that are checked out.
Bill Notice for Student.pdfIndividual Bill
Individual Bill
Create this report to make an Individual Bill for fines that need to be paid.
Bill_Notice for Homeroom.pdfClass Bills
Class Bills
*Run Monthly*
Create this report to make class bills for fines that need to be paid. You can include these bills with the student's report card.
Email Overdue Notices.pdf*Email Bills
*Email Bills
*Run Every Quarter*
You can create this report to email parents/ patrons about their fines. The email will be sent to emails on file from Aeries.
Patron Pictures
Patron Pictures
Updating pictures in Destiny
Technology Services manually uploads student photos in Destiny. Patron pictures are not automatically fed into Destiny.
If your student's photos aren't updated after picture day, please contact the IMS Supervisor, and she will contact the Senior Database Engineer.
If there are errors after the upload, reach out to the IMS Technician at Gulopez@lodiusd.net, and she will fix the glitch.
Patron Barcodes
Patron Barcodes
Homeroom
Homeroom
Elementary Only
Patron Barcodes by Homeroom.pdfTeacher
Teacher
Elementary/ Middle School
Patron Barcodes by Teacher (Middle School).pdfELA Teacher
ELA Teacher
Middle / High School
Patron Barcodes by ELA Teacher.pdf*Faculty Barcodes*
*Faculty Barcodes*
All Sites
Faculty_Barcodes.pdfAll Classes
All Classes
All Sites
Patron Barcodes for All Classes.pdfGrade Level
Grade Level
All Sites
Patron Barcodes by Grade Level.pdfInactive Patrons
Inactive 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:
Database Cleanup:
This must be done at the end of the school year, every school year.
**If you are at a high school, the IMS Supervisor suggests you wait a year after graduation to delete the record if the student returns materials and needs a refund.
Run the Database Cleanup Report and delete any inactive patrons/staff that have no items checked out and have NO outstanding fines.
Delete staff accounts i they have retired or are no longer with the district, if they have TE materials checked out, try to locate them, if lost, mark items lost and delete the account.
Inactive patrons with overdue Chromebook/Textbook/ Library materials, 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 if you don't mind losing the money. Keep the record if you think the patron will return.
For Textbooks and Chromebook Fines, Lupe will delete the account when the material becomes obsolete. Do not delete any of these fines.
Processing Books
Processing Books
Donations
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.
Donation Instructions:
**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. Ensure that the books are in good condition before submitting them 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 the books to the list, share it with Gaby (username: gvazquez in Titlewave). She will review the list and then give you the okay to send in the books or ask you to remove titles.
*PLEASE DO NOT SEND BOOKS UNLESS YOU GET THE OKAY FROM THE IMS SUPERVISOR*
__________________________________________________________________
If you have 1-3 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 the 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 three boxes for pickup, please fill out the IMS Pickup Form linked below to schedule a pickup.
Express Processing: 10 books or less. Send to Lupe IMS @ JAESC
Donation Label
IMC Library Processing Shipment Label.pdfOrdering New Books
Ordering New Books
1. Titlewise Analysis
1. Titlewise Analysis
Before ordering new books, update and use your titlewave analysis.
2. Ordering Procedures
2. Ordering Procedures
*PS... You can use the "General Fund" to order library supplies.
Reading Programs
Reading Programs
Reading Program Labels on Destiny
Reading Program Labels on Destiny
*Only for the sites that purchased the RPS license from Follett, email the IMS Supervisor to learn more.*
This license service will give you access to print reading program labels for new copies or titles that have new or updated reading program information directly from Destiny :) You have to buy Follett specific labels to use this report.
Reading Program Labels- Destiny.pdfBook Repair!
Book Repair!
book_protection_and_repair_digital_guide.pdfRepair Tips
Repair 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 with 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
Weeding
Book Hospital
Book Hospital
BookHospitalForms.pdfWeeding PDF
Weeding PDF
Weeding Instructions.pdfBatch Weeding
Batch Weeding
Batch Update Weeding your Library Collection.pdfIMS Materials Pickup Form
IMS Materials Pickup Form
Use this form for the pick-up of current/obsolete and other materials that are requested from sites. This includes library books for processing, excess chromebooks that you send back after the “swap” of devices at 7th grade and 2nd grade, weeded library books, transfers to other sites, etc.
California Young Reader Medal
California Young Reader Medal
IMC will send sites a set of nominated books for the California Young Reader Medal at the beginning of the new school year.
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.
On the website, enter your ballots on MARCH 31. If you are mailing, CYRM ballots must be postmarked by APRIL 1 of each year.
Winning titles are announced on May 1st on the CYRM website.
CYRM 25/26 Google Drive: ***PENDING
CYRM 25/26 Google Drive: ***PENDING
Nominees
Nominees
Voting Stickers
Voting Stickers
Print on 5160/5180 Avery labels
CYRM STICKERS.pdfBook Fair
Book Fair
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