Welcome to the
Grant County Library Cataloging Guide.
Understanding the community and the library users is key to providing materials that are searchable, accessible, and inclusive. Knowledge of the history of the library and the community along with current demographics enables library leadership to make informed decisions for collection development and implementation of programs and services.
Grant County Library History
The Grant County Library is steeped in a history that has strived to serve the reading needs of the community. On August 1, 1934, a local group of women concerned about the lack of books available in Arkansas started the Grant County Library with 150 books and a small, one-room building in Sheridan, Arkansas. In 1953 the library had seen such tremendous growth under director, Mrs. Clarice Pollard, that a new building was constructed to house the growing book collections and the thriving “Children’s Storyhour.” For many years the library continued to grow under the directorship of several librarians. In 1994, the Grant County Library once again needed additional space and relocated to its current location, the former post office, 210 N. Oak Street.
Population Demographics/ Users
The Grant County Library serves a population of 18,383, spans 631 square miles, and is demographically divided as follows:
· 91.1 % White
· 3.4% Hispanic/Latino
· 3.3% Black/African American
· 2.2% Other
The median household income is $68,598; however, the poverty rate for the county is 13.3%. 92.6% of individuals 25+ have a high school education while only 18.8% have a bachelor’s degree or higher. The median age for Grant County is 40.2 split between both genders. (See table on right.)
Grant County Library Mission
It is the mission of the Grant County Library to provide quality materials and services that fulfill the educational, informational, cultural, and recreational needs of the community in an atmosphere that is welcoming, respectful, and professional while encouraging all to discover, dream, and thrive.
Employee Overview
The Grant County Library is a county government entity that employs 4 full-time staff and 2 part-time. The following is the break-down of title, chain of command, and basic job duties:
Director/Librarian- Reports to the Board of Trustees.
Job duties: Ensures day-to-day operations are running smoothly, acquires all materials and supplies, engages local officials and vendors, approves all programming, oversees all staff tasks, and manages the budget and all business and financial processes including recordkeeping. Also manages updates to the website and shares responsibility for Facebook page updates.
Technical Services/Cataloging Librarian- Reports to Director.
Job Duties: Ensures proper processing of all materials from creating MARC records to labels and protective coverings. Establishes regular weeding of collections based on the Materials, Furniture, and Equipment Discard Policy. Works with the IT maintenance company, Gardford Technology, to ensure proper operation of technical equipment. Acts as manager of the facility when the Director is not on-premises. Other duties as assigned. No direct reports.
Programming/Circulation Library Assistant- Reports to Director.
Job Duties: Plans and implements programming for all ages. Creates social media engagement material including ads, flyers, and videos. Instructor or facilitator for most programming unless otherwise delegated to someone else. Works the circulation desk when other staff are out or on lunch. Assists with technical services for cataloging when needed. Other duties as assigned.
Circulation Library Assistants- Reports to Director. (One Full-time, 2 Part-time)
Job Duties: Assist patrons with any reference questions or equipment issues. Pull and process holds. Material check-in and out. Shelf reading and maintenance. Other duties as assigned.
Cataloging Department Overview
The technical services/cataloging is comprised of one full-time staff member. Qualifications for this position require at least a bachelor's degree. The current cataloger is Alicia Clement. She has been in the position for 11 years. Below is the official job description:
Technical Service/Cataloging Librarian
Grant County Library
Job Title: Technical Service/Cataloging Librarian
Status: Full-time, Salary
Salary Budgeted: $29,800.00- Commensurate with experience.
Hours/Week: 32
Summary
Manages Technical Services/Cataloging in conformity with library policies and procedures. Assumes responsibility for staff and building in the absence of the Director.
Education and Training Required
Preferred Bachelor’s degree (or higher) from an accredited university or college. Attends appropriate continuing education workshops and conferences to improve skills and professional knowledge. Reads professional journals to remain current on cataloging issues. Previous library experience preferred.
Essential Responsibilities
• Oversees and executes Technical Services/ Cataloging operations
• Supervises the cataloging, classification, and processing of all library materials. Gives highest priority to materials on reserve.
• Maintains database of library's holdings.
• Performs reference work as needed.
• Compiles collection statistics and creates reports as needed.
• Plans, organizes, and implements special projects as needed, or as determined by Director.
• Recommends and implements appropriate changes in technical policies and procedures.
• Keeps up-to-date with library policies and procedures.
• Maintains a working knowledge of contemporary issues, trends, and technology in the library profession.
• Participates in job-related activities of professional and community organizations.
• Attends job-related workshops and conferences.
• Assists in any library service as required in an emergency.
• Provides exemplary customer service while working at checkout desk or as backup. Assists patrons with technology and computer questions, locating materials and general library use.
• Shelf reads assigned sections to ensure items are shelved correctly.
• Performs other duties as assigned. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this position at any time.
Essential Skill Requirements
Functional knowledge of:
o Public Library Organizations and Collections
o Library of Congress Subject Headings
o Machine Readable Cataloging Records (MARC)
o Dewey Decimal Classification system
o Online Computer Library Center (OCLC)
o Database Fundamentals
o MS Excel and PC skills.
Must be skilled in technology software and able to troubleshoot.
Essential Physical Job Requirements
• Clarity of speech and hearing which permits the employee to communicate effectively with the supervisor, other employees, and patrons
• Vision which permits the employee to produce and review a wide variety of library materials, written correspondence, reports, and related materials in both electronic and hard copy form
• Manual dexterity which permits the employee to operate a keyboard and any other assigned equipment to process library materials
• Personal mobility which permits the employee to monitor and perform assigned library operations, and to attend Library district, community, and public meetings at various locations
• Lift up to 40 pounds, push and pull carts weighing up to 200 pounds, bend, stoop, and reach shelving from floor level to 6 feet high, and stand or walk for at least 1 hour at a time
• Tolerance for dust and mold which permits the employee to work with books and other library materials as well as work in older buildings
Other Abilities, Aptitudes, or Qualities Desired
Must possess or be willing to learn and exhibit excellent customer service, and be proficient in the use of computers and other modern office equipment and software. Must be able to learn library policies and procedures and library computer system. Must have the ability to understand and follow written and oral directions. A qualified candidate would also possess the following abilities, aptitudes, and qualities: coachable; dependable; use of good judgment; performs well under pressure; promotes the Library in a positive manner through interactions with customers and visitors; readily adapts to change; team player; detail oriented and organized.
Reports to Library Director
Cataloging Policy
The Grant County Library does not have an official Cataloging Policy; however, it does have the following recently updated policies that address some cataloging and acquisition procedures (click the link to view each policy):
Collection Development Policy
GRANT COUNTY LIBRARY
COLLECTION DEVELOPMENT POLICY
The purpose of the Grant County Library is to provide all individuals in the community with carefully selected books and other materials to aid the individual in the pursuit of education, information, research, pleasure, and the creative use of leisure time. Because of the volume of publishing, as well as the limitations of budget and space, the library must have a collection development policy with which to establish guidelines for which items are selected for the collection. Materials will be judged based on the work as a whole, not on a part taken out of context.
The collection development policy is used by the library staff in selection of materials and also serves to acquaint the general public with the principles of selection.
The Library Bill of Rights and The Freedom to Read Statement have been endorsed by the Grant County Library Board and are integral parts of the policy.
1. Responsibility for Selection
The ultimate responsibility for selection of library materials rests with the Library Director who operates within the framework of the policies determined by the Grant County Library Board of Trustees. This responsibility may be shared with other members of the library staff; however, because the Director must be available to answer to the Library Board and the general public for actual selections made, the Director has the authority to reject or select any item contrary to the recommendation of the staff.
2. Criteria for Selection
1. Individual merit of each item (awards, reviews, ALA recommendations, local authors/subject)
2. Popular appeal/demand.
3. Reflection of the Library Bill of Rights philosophy.
4. Quality and quantity of content.
5. Existing library holdings.
6. Budget.
3. Potential Problems or Challenges
· The Grant County Library recognizes that some materials are controversial and that any given item may offend some patrons. Selection of materials will not be made based on anticipated approval or disapproval, but on the criteria listed above.
· Responsibility for the reading of children rests with their parents and/or legal guardians. Selection of library materials will not be inhibited by the possibility that materials may come into the possession of children.
· Should any material be challenged, procedures in accordance with Arkansas Code § 13-2-106 will be followed and are listed in the Grant County Library Challenge Policy. The library reserves the right under the law to decide if challenged material will remain available throughout the challenge process.
Materials, Furniture, and Equipment Discard Policy
GRANT COUNTY LIBRARY
MATERIALS, FURNITURE & EQUIPMENT DISCARD POLICY
Revisions pending approval of county attorney and GCL Board of Trustees.
It is the policy of the Grant County Library to dispose of library materials, furniture, and equipment that is no longer functional or useful.
When an item no longer has value to the library, it will be removed from inventory and disposed of:
1. Books and other materials no longer deemed appropriate or meeting certain circulation criteria (i.e. # of circulations in a five-year period), excluding materials from reference collections for historical and genealogical purposes, will be weeded and sold in the book sale administered by The Friends of the Grant County Library. In the event that If the material does not sell, every attempt will be made to donate before permanent discarding.
2. Computer equipment and furniture, no longer of use to the library, may be sold by the library with the funds added to petty cash or donated to the Friends of the Grant County Library the checking account for programming. If it is determined that an item has no resale value, said item may be given away or otherwise discarded.
3. Items not covered by the above will be sold through a public advertised sale with any proceeds from such sale being deposited into the Grant County Memorial Fund, as determined by the Library Board. Prior to such a sale, the Director will prepare a list of those items to be included in the sale for approval by the Library Board.
4. The Director is authorized to accept trade-in allowances on any items of equipment being replaced or upgraded for which a trade-in allowance is offered.
In an instance where an item of surplus inventory is determined to have unusual, historic, or artistic value, that item may be referred to the Library Board for determination of value which may include services of a professional appraiser or outside expert opinion.
Weeding Policy
WEEDING POLICY
Materials that no longer fit the stated service roles of the library will be withdrawn from the collection. This may include materials that are damaged, in poor repair, include obsolete information, are replaced by better or updated editions, or no longer meet circulation criteria (i.e., no circulations in a five-year span). Decisions will be made based on accepted professional practice and the professional judgment of the Library Director or designated staff. When necessary, local specialists will be consulted to determine the continued relevance and reliability of materials.
Items withdrawn from the collection will be disposed of in accordance with local law and the Materials, Furniture, and Equipment Discard Policy.
Circulation Policy- Addresses fines, fees, and material replacement policy.
GRANT COUNTY LIBRARY
CIRCULATION POLICY
It is the policy of the Grant County Library to provide materials during hours of operation.
Hours of operation are:
Monday: 9:00am – 7:30pm
Tuesday, Wednesday, and Friday: 9:00am – 4:30pm
Saturday: 10:00am – 2:00pm
The library is closed on Thursday and Sunday.
Operational hours are subject to change for various reasons and will be posted in advance by the Library Director.
Library Card Eligibility:
Residents:
All permanent residents of Grant County are eligible for a GCL library card free of charge. Current photo ID and proof of address are required to register for an account. See ‘Obtaining a Library Card’ for verification requirements.
Non-Residents:
The following categories of non-residents shall be issued a GCL library card, free of charge, upon providing the necessary identification documents:
· Grant County property owners. (Current Grant County tax statement required.)
· Families with children enrolled in the Sheridan or Poyen School District. (Current student ID required for registration along with proof of address and parent photo ID.)
· Faculty of Sheridan or Poyen School Districts (Current faculty ID along with proof of address and photo ID.)
· Residents of the Women’s Shelter in Sheridan. (Photo ID required along with Letter of Stay from the shelter.)
All non-residents not meeting the above eligibility will be charged an annual fee of $10.00 for a Grant County Library card. Photo ID and proof of address are still required.
Obtaining a library card:
All patrons may apply for a Grant County Library card based on the eligibility requirements listed beforehand. All patrons completing an application MUST provide the following:
1. Name.
2. Government-issued Photo ID.
3. School Student or Faculty ID. (for Sheridan and Poyen School Districts)
4. One Additional Item Proving Permanent Address (I.E.: Mail with name and address, county tax receipt/assessment, utility bill (electronic verification accepted).)
5. Telephone Number and/or Email.
6. One Reference: Name and phone number of someone not living at the same address.
Library cards are available for children. However, any patron 17 years or younger must be linked to an adult library account, and the adult must sign the application accepting fiscal responsibility for the juvenile account.
Unique Situations Clause:
The Grant County Library seeks to provide library services to all patrons seeking to register for a library card. Occasionally a unique situation arises where the patron meets most but not all the eligibility requirements. In this instance staff may issue a temporary or conditional card with limited borrowing privileges until the situation is resolved.
Lost or Misplaced Cards:
The first card issued is free. Replacement cards are $2.00 each. All lost cards should be reported immediately to ensure that unapproved checkouts are not allowed. Replacement cards will only be issued if a photo ID is presented at the time of replacement.
Change of Address / Account Updates:
It is the patron’s responsibility to inform the library of any address or contact information changes.
The library maintains the right to update account information as needed or as policy dictates. Accounts must be updated a minimum of once per year.
Borrowing Policy:
Library materials are circulated with the following rules:
Regular Adult and Juvenile Accounts
Books & Audio Books 21 Days; 2 renewals, no limit per household.
Magazines 7 Days; 1 renewal, no limit per household.
Adult Accounts Only
Movies 7 Days; 1 renewal, limit of 6 per household.
Hotspot 14 Days; no renewals, limit 1 per household.
Blu-Ray Player 7 Days: 1 renewal, limit 1 per household.
Conditional or Temporary Accounts
Books & Audio Books 14 Days; 1 renewal, limit of 10 items per household.
Movies 7 Days; 1 renewal, limit of 2 items per household.
Hotspot 14 Days; no renewals, limit 1 per household.
Blu-Ray Player 7 Days: 1 renewal, limit 1 per household.
The patron’s library card or photo ID must be presented to borrow materials or access the public computers. Any account with $5.00 or more of unpaid fines and fees is suspended until the account is paid. See ‘Fines and Fees’ for more information on fine accrual.
Items eligible for renewal may be renewed by phone or in person in accordance with the material listed above unless the item is on hold for another patron. The patron whom the card is issued to is responsible for all items checked out on the card regardless if they were present at the checkout.
Parents or legal guardians of minor children with a juvenile library account must give written permission on the juvenile library account application for juvenile account/s to have unlimited borrowing; otherwise, all juvenile accounts will be locked to borrowing juvenile-labeled material only.
Reserves/Holds:
Any item may be placed on hold for a library patron. If a patron has fines or overdue items, he/she shall not be permitted to place library materials on hold. There is a maximum of three (3) holds per library card.
Deposits:
Some items may be subject to a deposit. This is not to be done for the limitation of access, but for the preservation of items that are often stolen or damaged. When a deposit item is returned, the original form of payment will be returned to the patron in the amount of their deposit.
Care of Library Items:
All Library materials are expected to be returned in the same condition as it was when it was checked out. It is the patron’s responsibility to check an item for damage and report it as such prior to checking out an item. Damaged library materials must be paid for before any other library materials can be borrowed. Failure to return clean, properly used materials will result in library privileges being revoked and charges for the repair or replacement.
Material Replacement:
If an item or items must be replaced, patrons will be charged the replacement cost for the materials plus a processing fee. Processing fees reflect the library’s loss of staff time to replace misused or damaged materials. See Fines and Fees for amount.
Fines and Fees:
Fines are charged on all overdue items. Fines are accrued per the following:
All materials are charged at ten cents ($0.10) per day with a five-dollar
($5.00) maximum per item.
Lost Charges: Replacement Cost (as assigned in system), $5.00 processing fee, and any late fees accrued. Replacement costs are charged on all lost or damaged items. Items are considered lost if a patron reports an item as such or if an item is overdue for more than three (3) months.
Fines and fees that accumulate over seventy-five ($75.00) dollars and/or are owed for six (6) months or more are subject to being reported to a collection agency and to criminal charges.
Those owing five dollars ($5.00) or more in fines or fees will be prohibited from checking out additional items or using library computers. For patrons with fines, guest passes may be granted for computer use once arrangements for payment have been made.
Using Your Card at Other Libraries
Grant County Library is a proud member of the Mid-Arkansas Regional Library which provides more access for our patrons. The libraries included in the Mid-Arkansas Regional Library are as follows:
Cleveland County Library- Rison
Dallas County Library- Fordyce
Grant County Library- Sheridan
Malvern-Hot Spring County Library- Malvern
Saline County Libraries- Benton, Bryant, and East End.
Your Grant Count Library card is usable at these libraries for many of the items available for checkout. For information on items available, contact the library from which you would like to borrow.
Gateway cards are still available to current library patrons with accounts in good standing; however, many libraries are no longer accepting them. It is the patron’s responsibility to inquire from another library if they are still accepting Gateway cards and what fees are associated.