Best Practices for Purchasing

Vendors

When purchasing books and ebooks, any orders over $2500.00 must be placed through one of the vendors on this list: Vendors for Book Bids over $2500.  

Consider:

• Cost (include the cost of your time!)

• Service

• Ease of use

Recommendation: Purchase materials pre-cataloged and pre-processed. Established library vendors offer this to WCPSS schools for FREE.  Book Ordering tips are available.

Navigating Vendor Sites to Create a Better Book Order

For technology, you MUST purchase from the Technology Sample PO site. 

• Meets district standards

• WCPSS pricing has already been negotiated

• Technology services will support

Common Funding Sources

There is no set budget amount that is allocated for the school library. School librarians, with the support of their MTAC, should work with their administrator to determine a budget that will address the needs outlined in the Collection Management Plan. 

Funding sources:

• School Funds - Principals can designate a portion of school funds for library purchases. Librarians should understand that that state allots schools $65 per student for all instructional supplies (this includes things like copier costs, mailing, paper, etc.). Schools that do not receive additional funds from Title I, Magnet, or Community Use may have a more difficult time allocating a portion of these funds to the library.

  • Fund 6 - Each school has a Fund 6 account specifically for the library media center. Any money collected for lost or damaged books goes into this fund. This money cannot be transferred into another fund, and it rolls over from year to year. 

  • Before/after care - Schools that run their own before or after care programs can use the funds from those programs for library purchases, as long as the materials purchased can be used by the before or after care program. 

• PTSA 

  • Bookfairs

• Grants - Before applying for any grant, you must work with the grant coordinator at your school to complete an Intent to Apply form. 

  • DonorsChoose is the only crowd-sourced grant funding website permitted by WCPSS. District Leadership determined that DonorsChoose met the level of financial transparency and accountability required for public education. No other online crowdfunding is district approved (including but not limited to Kickstarter, GoFundMe, Adopt A Class, Teachers Pay Teachers (TpT), and TeacherFunder). Per board policies and R&P (2410, 3243, and 4243), district staff should not post individual requests in their capacity as a district employee. School-based requests would be considered a fundraiser and therefore, must follow board policy and R&P 6830. Similarly, gift registries (such as Amazon Wish List) are not district approved and should not be used for purposes of obtaining school supplies or materials in one’s capacity as a district employee.

  • Learn more about grants on the Grants office page on WakeConnect.