Policy & Procedure Manual

Library/Media Center
Garden City High School
2720 Buffalo Way Blvd
Garden City, KS 67846
620-805-5529

Library Media Specialist

Corie Covino
ccovino@gckschools.com

Table of Contents
Page #
Vision Statement

Philosophy
Mission Statement
Roles & Responsibilities of the LMS

Collection Policy

Preorder Procedure

Ordering Procedure
Receiving Procedure

Processing Procedure
Evaluation Procedure

Interlibrary Loan Procedure

Weeding Procedure

Disposal Procedure

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Reference Service Procedure

Vision
The Library Media Center at GCHS supports a culture of literacy by encouraging
academic achievement, independent reading and learning, and collaboration with
students and staff members.

Philosophy
The Library Media Center is an integral component of the school and, as such, supports
the school in its commitment to excellence. The LMC is responsible for collecting,
organizing, and facilitating access to information resources in multiple formats. The
LMC maintains a well-organized collection of print and non-print materials and
equipment to meet the needs of the patrons. Both traditional sources and new
information technologies are available to enhance and reinforce the schools curriculum.
The LMC encourages intellectual and cultural differences and supports teaching,
learning, and research by maintaining an environment which is inviting and conducive to
learning. Every effort will be made to abide by the Library Bill of Rights as adopted and
revised by the American Library Association and to maintain confidentiality of records
for all library patrons.

Mission Statement
The mission of the Library/Media Center at GCHS is to:

provide materials to support and enrich the schools curriculum

teach and assist students and faculty in the effective use of resources to become
independent and literate users of information

provide intellectual and physical access to library resources that meet the needs
of all patrons

collaborate with teaching staff to create assignments and projects for effective use
of the library and its resources

promote the library as an inviting, aesthetically pleasing environment which is

conducive to individual and group learning

foster a love of reading for personal interest, enjoyment, and discovery.

Roles & Responsibilities of the School LMS

Administrative Role
o Follow all policies and procedures established by the Board of Education
o Develop policies to implement the school library media program in accordance
with Board policy
o Analyze & manage the collection
o Prepare and manage the budget
o Make purchases in accordance with the acquisition policy
o Maintain contact with vendors
o Verify invoices and approve for payment
o Process new purchases
o Maintain the catalog and inventory of materials
o Weed the collection
o Train library aides and volunteers

Instructional Role
o
o
o
o
o
o
o
o
o
o
o

Establish and maintain a learning environment

Develop a climate which is inviting to students and staff
Conduct orientation for students and staff
Instruct students and staff in the use of the catalog and the organization of
materials in the library
Build a collection of print and non-print materials appropriate to the educational
program and students needs
Provide material for the professional growth of faculty
Instruct and assist students with reference retrieval
Assist students with multimedia projects
Collaborate with classroom teachers about instructional needs
Be aware of the curriculum and assist teachers in finding suitable materials
Plan and implement motivational incentive programs

Curriculum Leadership Role

o Assume a leadership role in professional organizations and activities
o Continue to acquire knowledge through inservice and academic courses
o Maintain an effective relationship with students, parents, staff, and the
community
o Be progressive with new technology
o Recommend appropriate materials and resources to supplement and enhance the
curriculum
o Attend Professional Learning Community meetings

Professional Role
o Adhere to copyright laws and inform and encourage staff and students to do the
same
o Model and support the principles of intellectual freedom
o Provide and assist all members of the school community with reference services
o Advocate for the school library media program
o Read professional journals and literature to stay up-to-date on current practices
o Participate and collaborate with others in the field

Collection Policy
In order to fulfill the mission of the Library/Media Center at GCHS, the following policy
in regard to collection development has been established. This policy outlines the
process for the selection, acquisition, deselection (weeding), and evaluation of materials.
These materials will be accessible to all patrons, both student and faculty. A small
portion of the collection may be available for checkout only to faculty for instructional
support.
The LMS at GCHS will be responsible for the selection of school library media materials.
Suggestions or requests may be made by students, teachers, administration and other
members of the school community. All requests will be kept on file and considered in
the selection process. However, the school LMS or school librarian will make the final
decision about all acquisitions unless directed otherwise by the administration.
Consideration will be given to the following criteria during the selection of materials for
the school library media center.

Relevance to the curriculum of GCHS

Relevance to the students informational needs and interests

Relevance to the facultys informational needs and interests

Quality of the writing, design, illustrations, or production

Reputation of the author, publisher or producer

Timeliness and/or permanence

Type of publication

Student interests

Demand

Cost

The school LMS will use this set of criteria and any other criteria that may be deemed
pertinent to the particular item under consideration to fill the collection needs of the
library/media center.
The collection of GCHSs library media center will include books, reference volumes,
audio books, maps, audio/visual equipment, a small collection of periodicals, and
professional resources which will be available to the faculty of the school.
Acquisition of materials for the library media center is imperative for collection
development, which in turn is necessary to provide access for patrons. The following
procedures will be followed for the acquisition of materials at Garden City High School
Library. These procedures are aligned with the expectations of U.S.D. #457 and with the
criteria previously written in the collection development policy.

Preorder Procedure

Maintain a file of materials requested by faculty and students.

Include in this file materials deemed of value to the collection, items that will fill
a particular need within the collection or other items that help to fulfill the
educational mission of the school.

Within this file, include verification information on the item, such as ISBN,
author, title, and publisher, date of publication, cost, and possible sources for
purchase or borrowing of the item for use by patrons.

Ordering Procedure

Review requests and determine if particular items meet the criteria previously
outlined in the Collection Policy.

Locate the appropriate vendor for purchase of the item. Take into consideration
cost as well as convenience features provided by the vendor such as cataloging,
processing, and shipping.

Determine whether the purchase will be made with a purchase order or school
credit card.

Place the order. Provide a copy of the order to the secretary. Maintain a copy in
the library for verification when the order arrives.
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Receiving Procedure

Verify receipt of all materials by comparing the packing slip or invoice to the
copy of the order which is maintained in the library.

Check items for damage and/or accuracy. If it is determined that items need to be
returned due to damage or inaccuracy, the LMS will be responsible for handling
this.

If the total order is not fulfilled within two shipments, the librarian or LMS will
determine if the item is on backorder, unavailable, or not yet published and then
move the item information to the appropriate file to be followed up on later. It
may be necessary for the LMS to contact the vendor or publisher to determine an
approximate ship date for the item or items.

Processing Procedure

When it has been determined that the item(s) received match the order and are
in good condition, the item(s) will be marked as property of GCHS
Library/Media Center by stamping the title page, the inside back cover and/or
another random page for book items. Non-book items will be stamped or marked
in a conspicuous place. A security strip will be secured to the inside of each
book. The vendor name, date of acquisition, and the price will be written in the
ditch of the inside cover. MARC records will be downloaded from the vendor or
new records created for each new item.

The following labels will be affixed to the item: barcode label on front cover,
spine label and/or other appropriate labels to show where the item is shelved and
other pertinent information. Protective coverings book contact paper will be
applied and the item will be cataloged prior to shelving or displaying the items.
Some items will have other labels attached to them as well.

Evaluation Procedure
In order to insure that the needs of the patrons are being met, the librarian or LMS at
GCHS will periodically conduct an evaluation of the collection. The following
procedures will be followed to evaluate the collection.

Inventory will be conducted annually in the fourth quarter of the year. Items that
need to be repaired or replaced will be earmarked as such. Missing items will be
located or marked lost for a period not to exceed two years. Items that can be
repaired in-house will be repaired immediately or at the beginning of the next
school year. Items that are discarded will be evaluated as to the need for
replacement.

Evaluation for curriculum alignment will be conducted annually. The librarian or

LMS will review curriculum guides provided by the Office of Instruction web site
to determine the strengths and weaknesses of the librarys holdings. This
information will be used when making decisions in regard to acquisitions and
weeding.

Evaluation of the collection for timeliness will be conducted annually to

determine whether materials in the collection are outdated. An online service
such as that provided by Follett Titlewave will be used to generate a report with
the average age of the collection by call number. Areas of concern will be
evaluated more closely by the librarian/LMS on an item-by-item basis. Outdated
items will be replaced if it is determined that there is a need or desire for that
particular topic. This will be at the discretion of the LMS.

Evaluation of library usage will be conducted by using circulation statistics

reports which will be generated by the LMS using the automated library
management system.

Interlibrary Loan Procedure

Items not available at the GCHS library/media center will be requested from
other district libraries, if available. All requests for ILL will be made by the staff

of the GCHS library/media center, according to verbal agreement among all

district librarians.

When the requested item arrives the patron will be notified and the item will be
checked out to the patron on a temporary bar code assignment through the
automated system.

All items, with a few exceptions, that are available in the GCHS library/media
center will be considered for loan to other district libraries upon request by the
borrowing schools library staff. Exceptions are any book that is currently on
hold for a GCHS student or faculty member, or books that are in high demand as
determined by circulation statistics and at the discretion of the LMS of GCHS.

All ILL requests must be made through the LMS staff.

Deacquisition of Materials (weeding) Procedure

Deacquisition of materials is an important process in the library media center if the
library media center is to maintain a current, balanced, appropriate collection for the
school. The LMS is responsible for the deacquisition of materials within the library
collection. Criteria to be considered when weeding the collection includes but is not
limited to:

Currency or age of the material. This will vary according to topic. For example,
science texts will be considered outdated after a period of 5-10 years while
history texts may remain current for up to 15 years. Local authors, local history
and geography and other local items of literary or historical value may not be
deselected regardless of age.

Appearance and condition. If the item has become worn, is missing pages or
parts, is unattractive to users, etc., this may lead to deacquisition.

Inappropriate for the collection. If duplicate items exist that are no longer
needed, the work is no longer relevant to the curriculum, the work has not been
circulated or used for reference within the past 3 years, or is inappropriate in
language, reading level or in some other way as determined by the LMS, the item
will be weeded from the collection.

Poor content. If an item contains inaccurate or false information, is not of high

quality or is not high in quality in terms of presentation, the item will be
weeded from the collection at the discretion of the librarian or LMS.
The disposal of items that have been weeded from the collection will be
handled according to the following procedure.

Disposal Procedure

Weeded items will be stamped as discarded or damaged and will have all
library processing markings removed (i.e. spine labels, card pockets, stamped
pages, etc.).

Weeded items will have their copy and MARC record deleted from the
automated system so that patrons will not be confused by items with a record
but no available copy.

Items that are in fair to moderate condition, yet not outdated, will be offered to
teachers who may use the items within their classrooms. If teachers within the
building do not want these items for classroom use, the items will be offered to
other programs within the district or they will be shipped to the district
warehouse for disposal.

Items that are in less than fair condition will be marked as damaged and sent to
the warehouse for disposal.

Periodicals will be discarded or offered to classroom teachers for curriculum

needs.

Reference Service Procedure

The LMS and the library clerk are eager to assist individual students with
research projects. The LMS is also available to teach Digital Citizenship, and to
collaboratively teach research, appropriate use of reference materials, the proper
way to cite sources, plagiarism, and academic integrity.

All patrons are expected to abide by copyright law while using library resources
including books, videos, music, and computers, and while accessing the Internet.

Revised 9/2015
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