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Collection Development, Ordering & Processing
Collection Development, Ordering & Processing
YRL supports libraries in selecting and ordering materials from library-specific vendors to receive better-than-retail discounts and value-added services such as mylar covers to prolong the life of their collections! We offer support and advice for developing your school's collection, with customized assistance tailored to your school's unique needs. YRL also offers cataloging and processing services for materials you've purchased or acquired outside of YRL for your library collection. Find out more below!
Please read the YRL Collection Development Strategy for Schools document, which helps you balance the Collection Development Policy with your school's unique needs.
Funds—Allotment & Bill Direct
Funds—Allotment & Bill Direct
YRL provides an allotment fund for each member library to purchase books, audiovisual materials, and other formats through our acquisitions system. The allotment is part of the membership fee paid by the school division to YRL and is returned to each school to purchase library collection items. Members who purchase through YRL receive large supplier discounts and free shipping, and can order at any time throughout the year.
The school allotment is $1.00 per full-time equivalent student, based on annual enrollment figures reported to Alberta Education.
Allotment funds are added annually in January, as the YRL fiscal year runs from January to December.
Unspent allotment funds roll over to the next fiscal year.
If allotment funds are spent before year-end, member libraries can add funds directly (called additional allotment) or be invoiced (bill direct) for new purchases through YRL.
Member libraries receive an annual allotment statement from January to February, and they can view their allotment balance by logging into the CCD tool at any time.
Bill direct is another option for paying for materials ordered through YRL. Some schools receive additional funding for library materials beyond their allotments. YRL can bill your school directly for materials ordered through YRL.
Finding Suitable Materials for Your Library
Finding Suitable Materials for Your Library
Books and other materials can be sourced in different ways and from various vendors. YRL can assist with your collection development by creating customized booklists based on your collection's needs and any gaps to be filled. Alternatively, you can use the following vendors to search for suitable materials to order. YRL provides high-quality materials and a wide, current, and varied selection, whether we're curating a booklist for you to order or you're creating one on your own.
Schools can order materials directly from the CCD tool, which offers time-curated lists of materials created by YRL staff and vendors. If you want to use CCD but don't have an account, or you've forgotten your login information, email askyrl@yrl.ab.ca and we'll either set up an account for you or send a password reset link.
This is YRL's primary vendor. They offer a wide selection of library materials. Visit https://www.uls.com/ to create a free account.
This vendor offers a wide selection of audiovisual materials for libraries. Visit https://www.cvsmidwesttape.ca/ to create a free account.
How Do I Place An Order?
How Do I Place An Order?
You can place an order with YRL for your library collection in several ways.
Select titles on CCD and place your order directly. You can select titles (books, music CDs, DVDs, Blu-rays, and audiobooks) from the existing selection lists, then choose the fund you'd like to use for the order. You will receive an email confirmation when the order has been submitted to the vendor. We have created a detailed set of instructions for using CCD to order items for your library. You can download or view the instructions HERE.
Create a cart on ULS and select the titles you want to order. Do not place the order directly from the ULS website; email askyrl@yrl.ab.ca and let us know you have a ULS cart ready to order. Provide your ULS login information and which fund you'd like to use for the order (allotment or bill direct), and we will take it from there.
Email a request to askyrl@yrl.ab.ca with a list of titles. Please include additional information, such as the author, ISBN, and preferred format (hardcover, softcover, board book, etc.). Provide the fund you would like to use as well. We'll create a quote for you to review, and once it's approved, we'll submit the order on your behalf.
If you're unsure what to order, where to start, or if you're short on time and need guidance or recommendations, email us at askyrl@yrl.ab.ca or call 780-962-2003. We can make recommendations and provide a booklist and a quote. Once approved, we will place the order on your behalf.
Additionally, we recommend watching a training webinar on the tools and vendors YRL supports to enhance your understanding of the ordering process.
YRL has access to additional vendors that supply materials, such as video games. Email any requests for these materials to askyrl@yrl.ab.ca with the title and the format or video game platform you want. We will compile the order for your review and proceed after you've approved it.
Standing Orders
Standing Orders
This is one of our most frequently requested services, enabling libraries to automatically receive the next edition in a series. Our primary vendor, ULS, offers an online standing order program that school staff can entirely self-manage. Choose from over 500 active juvenile and young adult series, including picture books, easy/level readers, and graphic novels. No more having to keep up with what's available or what's been discontinued. This program keeps track of all that for you!
In January or February of each new year, YRL will email you a spreadsheet containing the available series and titles to browse. If you opt into the program, you can select which series you'd like to receive as they become available throughout the year. Submit the spreadsheet with your choices in an email to askyrl@yrl.ab.ca. Choose which fund to pay for standing orders; the rest will be taken care of at YRL. You can opt in or out at any time throughout the year.
Library Materials Purchased Outside of YRL - Cataloging and Processing Services (Process-only)
Library Materials Purchased Outside of YRL - Cataloging and Processing Services (Process-only)
If you purchase library materials outside YRL, you can send them to us for processing. We call this Process-only material, and these services have no additional cost. YRL will catalogue your items, apply spine labels and TRAC barcodes, and return your materials ready for circulation.
Sending Materials in for Processing
Email askyrl@yrl.ab.ca to let us know you have materials to process, and we will schedule a pickup date.
Place a process-only book flag inside each item sent to YRL.
Pack items inside a sturdy box.
Have the box waiting for pickup in the school office on the pickup date.
YRL will catalogue and process materials and schedule a return delivery date.
Completed MARC records will be emailed to you for loading into your library catalogue.
Book Flags for Process-Only Materials
Book flags indicate to YRL cataloging staff how to process an item upon arrival (e.g., fiction or nonfiction, picture book, levelled reader).
Each school has its own set of book flags. Book flags can be found HERE. Find your school in the Google Drive folder and download the Word documents you require for the process-only materials you want to send to YRL for processing. For example, select the corresponding book flag pages to download if you only send juvenile fiction and picture books. Print the required number of pages for each book flag category, then cut out the book flags. Insert one into each book so the top of the flag sticks out slightly, similar to a bookmark.
If you wish to change how your items are processed, the book flags, or have a new book flag category set up or removed, please email askyrl@yrl.ab.ca.
Picking Up & Returning Process-Only Materials
Picking Up & Returning Process-Only Materials
If you have materials to catalogue and process, email askyrl@yrl.ab.ca to let us know, and we'll schedule a pickup date. Once processed, if there are only a few items, they will be mailed to your library for quick delivery rather than scheduled for a van-run delivery. A van run will be scheduled for the pickup and return of larger batches.
School Allotment Reimbursement Form.pdfSchools that make purchases outside of YRL can have their materials costs reimbursed from their allotment. Don't hesitate to contact askyrl@yrl.ab.ca for a list of acceptable items for reimbursement. When ready, fill out the form (click on the form to the left), attach the receipts, and send it to us (either electronically or by mail), and we'll take the balance from your allotment.
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