REVIEW OF RELEVANT LIBRARY POLICIES

Review of Relevant Library Policies

Autumn Schaffer

Georgia Southern University

FRIT 7132

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REVIEW OF RELEVANT LIBRARY POLICIES

Review of School Media Center Policies and Procedures

It would be safe to say that all schools, despite the age of the students that they educate, has developed policies and procedures to aid in the overall functioning of the media center. Some policies are specified for media center procedures while some are universal for the entire school. Some polices are developed for day-to-day happenings within the media center while some procedures are designated for specific situations. Nevertheless, these descriptions of activities and functions within the media center are highly important and make sure that the actions within the media center are regulated. As explained by Wendy Morlan, Director of Pleasanton Lincoln Library in Kansas City, “These rules aren’t meant to restrict your use of the library, but to maintain order and create a harmonious atmosphere all can enjoy”. Lamar County’s epolices can be located at this link: https://eboard.eboardsolutions.com/Index.aspx?S=4099.

I. Policies Affecting Materials (Print/Non-Print) within the Media CenterMedia Center

PolicySpecific Policy within Lamar

County

Current Policy within Lamar

County

New Policy ORRevision to Current Policy

Definition of Instructional Media Policy

IFBC- Media Program Polices Revised: 2/10/2009

Very through list of “materials of communication which contribute to teaching and learning.” Includes print, non-print, media, electronic software, and internet

No revision needed.

Media Advisory Committee Policy

IFBC- Media Program Polices Revised: 2/10/2009

Two media advisory committees are explained in detail.

-The System Media Advisory Committee is headed by the Superintendent of the school. He/she appoints staff from within the entire school system including teachers, administrators, and community members.

-The School-Level Media Advisory Committee is composed of members within each school, meets annually, and follows a defined set of goals, responsibilities, as well as duties.

No revision needed.

Organization and Availability of Print and Non-

IFBC- Media Program Polices Revised:

States directly that all school-owned print and non-print materials, as well

No revision needed.

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REVIEW OF RELEVANT LIBRARY POLICIES

Print Materials Policy

2/10/2009 as instructional materials, should be organized and made available through the media center.

-Includes student basal text, teacher edition text, and consumable materials.

-Specifically states that sets of non-basal enrichment texts should not exceed more than 30 copies and should be housed in the media center when not checkout out.

Selection of Suitable Materials Policy

IFBC- Media Program Polices Revised: 2/10/2009

Specific requirements for the selection of book and media are detailed. Members and meetings of the selection committee are also explained.

-Readings for middle and high school syllabi as well as responsibilities of the approval committee within the selection process is explained in detail.

-Video and DVD selection and approval are specifically addressed.

No revision needed.

Examples/Resources:*Hopkinton School District provides specific guidelines for the selection of library resources. It’s objective, criteria, and procedures are specifically explained in detail, which is a beneficial addition to the selection policy: http://bit.ly/LPprS

*The Hawaii Office of Curriculum, Instruction, and Student Support provides an extensive breakdown of the general criteria as well as specific considerations to look for during the selection process. Some of these specific considerations include: accuracy, durability, interest and appeal, price, and relevancy. Controversial subjects , electronic, and professional materials are also addressed: http://bit.ly/36dkQI

Collection Evaluation &(Weeding) Policy

IFBC- Media Program Polices Revised: 2/10/2009

States that the disposal of media equipment should comply with the regulations from which the equipment was purchased.

-There is a form that should be completed in order for the material to be disposed. This form should be kept on file during the record retention period.

Revision to Current Policy:The specific disposal form is not located within this section of the policy handbook. It would be more beneficial if the form was available in the general area of the policy. The “record retention period” is not specifically defined within the policy.

Examples/Resources:*Western Massachusetts Regional Library System provides a collection of tutorials, articles, and samples of “weeding” policies at: http://www.wmrls.org/services/colldev/weeding.html

*A Media Center Handbook in Alachua County, Florida provides specific details and guidelines to aid in their weeding policy:http://www.sbac.edu/~media/guid_weeding.html

*The Library Council of New South Wales (1999) provides a detailed Retention and Disposal Policy for Collection Material and Donations complete with

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REVIEW OF RELEVANT LIBRARY POLICIES

approval, replacement, and transfer procedures: http://bit.ly/4BmnhF

*The California Department of Education provides an easy-to-read brochure based upon “weeding” within the library. It uses the mnemonic device “musty” (as determined by the American Library Association) to help librarians determine the characteristics of books and media that should be discarded from the collection: http://bit.ly/1F9seV

*A comprehensive list of articles, books, and web pages based upon Collection Development policies and resources can be found at: http://www.sldirectory.com/libsf/resf/coldev2.html

Reconsideration of Controversial Issues and Materials

IFBC- Media Program Polices Revised: 2/10/2009

Extremely detailed process detailing upon the initial challenging of the book, the required forms, the initial withdrawal of the item, the review process of the School-Level Media Advisory committee, as well as the review requirements by the System-Level Media Advisory committee, and finally the board.

No revision needed.

Gifts and Donations Policy

IFBC- Media Program Polices Revised: 2/10/2009

Procedures for determining if the gift meets requirements and if the gift should be accepted into the media program is detailed.

Revision to Current Policy:Cash donations are not addressed.

Examples/Resources:*Monroe Public Schools in Connecticut provide specific definitions of gifts as well as a list of the approval process for such gifts. It also explains the Board of Education, The Board of Finance, as well as the Town Council’s role in such gifts: http://bit.ly/39TDAL

*J.N. Desmarais Library Gift Policy is well defined and organized into specific categories, such as: the definition of a gift, the acquisition of a gift, the selection process, the processing procedures, as well as a statement about income tax receipts: http://bit.ly/3mCj8B

Acquisition Policy

No Available Policy

No Available Policy New/Addition to Current Policy: Some type of statement or guidelines for the acquisition of materials or media for the center should be included. This may be an addition to the selection policy, or it may be included separately. Specific procedures or regulations of how materials are acquired may be beneficial. By what means, such as through a

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REVIEW OF RELEVANT LIBRARY POLICIES

committee or documented approval, would also be beneficial to the policy.

Examples/Resources:*Viewmont High School provides a detailed explanation of their acquisition policy within their online manual. Accompanied by the selection policy, the acquisition statements provide sections for the legal responsibility, selection committee, selection sources, recommendations, as well as specific guidelines for donations: http://bit.ly/n1BTP

*The Canadian Council of Archives provides an extensive list of Guidelines for Developing an acquisition policy. This website provides a list and explanation of the elements of an acquisition policy as well as a thorough example of one: http://bit.ly/WAt0L

II. Policies Affecting the Media Center as a Facility

Accessibility of Media Center Policy

IFBC- Media Program Polices Revised: 2/10/2009

Simply states that the center should be available to students, staff members, and groups throughout the entire instructional day, each day of the school year.

-Also states that students enrolled in state approved courses outside of the regular classroom should have access to the center.

Revision to Current Policy:Does not specifically state the schedule in which the media center is actually open to students or staff members, or if this information varies between schools. Also does not specifically mention if other groups, such as after school programs or Boy Scouts, are allowed access to the media center during or after its hours of operation.

Examples/Resources:*Westlake High School not only provides an explanation of the hours of accessibility, but it also provides guidelines for when diverse groups are able to use the media center. For example, it explains the steps for small groups, scheduled classes, and study hall attendants to take when using the media center: http://bit.ly/1gbsEt

*Within Ermington Primary School’s accessibility policy, the overall plan of the media center as a whole is included. The aims, monitoring procedures, as well as how the media center provides assistance within the curriculum is provided. This goes beyond explaining merely when the media center is open- it also explains why it is accessible as well as what, in general, the library has to offer: http://bit.ly/4waAsy

Use of Media for Approved Courses Policy

IFBC- Media Program Polices Revised: 2/10/2009

Clearly states that the center’s resources can be used any Georgia Board of Education approved courses offered outside of

Revision to Current Policy:Does not provide any measures that a non-Georgia Board of Education approved course might take, or if they would be allowed at all, to use the media facility or resources.

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REVIEW OF RELEVANT LIBRARY POLICIES

instructional time. Examples/Resources:*Bishop Hogan Memorial School, which does allow facilities to be used by non-school related groups provides an extensive “rental policy” that explains, in detail, the actions, regulations, and fees related to the rental process: http://www.bishophogan.org/rental.htm

*The Hoyt Library, of the Luzerne County School System, provides a policy for meetings held by outside groups and organizations. Specific regulations for scheduling, hours, technical equipment, and refreshments are detailed upon: http://www.hoytlibrary.org/librarypolicies.htm

III. Policies Affecting Students, Teachers, and Other Personnel

Adherence to Regulation Policy

IFBC- Media Program Polices Revised: 2/10/2009

It is stated that the local board of education should comply with the Georgia Board of Education policies, as well as state and federal laws.

-It is also stated that students and personnel should adhere to the county’s Acceptable Use Policy.

No revision needed.

Acceptable Use of the Internet Policy

IFBG- Internet Acceptable UseRevised: 3/10/09

States specific AUP form that students, teachers, staff members, and teachers are required to sign annually before internet usage.

-Also includes subsections of *Policy Dissemination*Violations of the Policy*Disclaimer

Revision to Current Policy:Information is complete but could be explained and detailed in “reader friendly” terms (Since this is a policy that is most likely to affect students and parents outside of the personnel.)

Examples/Resources:*South Brunswick High School’s Media Center provides an easy-to-read acceptable use policy that the middle school students are required to read and sign: http://bit.ly/2L2khF

*Kankakee Valley Community School organizes their AUP into smaller segments so that individuals are able to understand all elements that the policy entails. These categories include privileges, netiquette, security, vandalism, and exceptions of the terms and conditions: http://www.kv.k12.in.us/kvhs/aup.htm

*An interesting article to read, which might lead to an addition to the Acceptable Use Policy addressing cyber-bullying is:

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REVIEW OF RELEVANT LIBRARY POLICIES

Brown, K., Jackson, M., & Cassidy, W. (2006). Cyber-Bullying: Developing Policy to Direct Responses that are Equitable and Effective in Addressing This Special Form of Bullying. Canadian Journal of Educational Administration and Policy, (57), 1-36.

Copyright Policy IFBC- Media Program Polices Revised: 2/10/2009

Simply states that the system will follow federal copyright law. The administrator of each school will be responsible for ensuring that all staff members are informed of these federal policies on an annual basis. The administrator will also make sure students and parents are trained as needed. Federal Copyright laws will be posted in each copy room in every school.

Revision to Current Policy:Policy does not include fair use guidelines or video recordings guidelines. Also does not provide policy for students and staff who would like to publish works.

Examples/Resources:*The Wisconsin Department of Instruction provides an extensive list of copyright resources for schools and libraries, including links to copyright law, fair use, distance learning, digital images, and music: http://dpi.wi.gov/lbstat/copyres.html

*Okaloosa County Public Schools provides an extensive list and explanation of copyright guidelines, which also includes a link to a “Copyright Test.” This test assesses’ one knowledge of what actions are legal or illegal based upon copyright law. This website also provides an extensive list of hyperlinks that also explain the issue of copyright: http://bit.ly/3Xb2dv

*Jefferson County Public Schools provides an easy-to-read chart of copyright guidelines based on what is permitted and not permitted by teacher reproducible, big books, audiovisual materials, music, and video. This is a beneficial website because it helps teachers determine the “fine lines” between what is acceptable and what is not within copyright regulations: http://bit.ly/13h9rA

*This article provides an explanation of the spectrum of copyright and how it is affects the school media center program:

Crawford, W. (2005). The copyright spectrum. Library Technology Reports, 41(2), 11-23.

Student Records JR- Student RecordsAdopted: 2/10/09

Family Educational Rights and Privacy Act and Pupil Protection Rights Amendment are detailed in full. Procedures for obtaining access to student records are detailed in full.

New/Addition to Current Policy: Library records of confidentiality are not specifically addressed. (Perhaps a separate confidentiality policy, particularly for the media center’s records, is needed altogether.)

*While it is a college, Cornell University in NY provides a clear confidentiality statement that describes what is to remain private among librarians and students. This includes “circulation of materials, database searches, interlibrary loan transactions,

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reference queries, requests for photocopies of library materials, reserve requests, and the use of audiovisual materials, films, and sound recordings”. The policy also specifically cites The U.S. Patriot Act of 2001: http://bit.ly/43u25h

*Developed in the UK, this is a set of guidelines for primary schools to follow when developing confidentiality policies. After observation, this set of guidelines could probably benefit all levels of schools: http://bit.ly/2NylvB

Student Code of Conduct

JCDA- Student Behavior CodeAdopted: 2/10/09

Student behavior as well as a teacher/staff member’s responsibilities and duties in response to that behavior are addressed.

No revision needed.

Accountability for School Equipment and Material

IFBC- Media Program Polices Revised: 2/10/2009

Clearly states that students and personnel are responsible for all instructional materials purchased through public funds. States that reimbursement procedures are established by the specific school system.

Revision to Current Policy:Specific procedures for fines and fees related to lost and damaged instructional items should be addressed. It is highly important that a policy defines exactly the measures a school or media center can take for lost and damaged materials.

Examples/Resources:*Cary Academy, a private school in NC, provides an extensive explanation of damages and fees for their laptops. The policy is divided in several categories including, equipment damage, mechanical failure, accidental damage, and user negligence. Each of these divisions is explained as well as the fees and consequences for each. This would be an excellent source to use to add a more specific damage and fees policy that explains exactly what types of consequences might occur for each: http://bit.ly/297JBy

*Seymour High School provides a simple addition to a set of policies that addresses overdue procedures, which includes fines, lost/damaged books, overdue items, as well as renewals. These are specific elements that are beneficial for students and teachers within a policy so that they understand exactly what is expected and regulated within the media center: http://seymourhs.com/page.php?286

Email Policy No Available Policy

No Available Policy New/Addition to Current Policy:Some type of policy will need to be included so that teachers and other staff members would know if emailing is allowed during school hours, within the media center, or using any school computers. Also, the policy should state whether or not personal emails are allowed to be accessed, or if school-based emails are the only ones permitted.

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REVIEW OF RELEVANT LIBRARY POLICIES

Examples/Resources:*Atlanta Public Schools provide a detailed explanation of Electronic Communication Systems (Electronic Mail and Fax) within their eboard policies: http://bit.ly/3Aaea2

*Weld Central High School provides a logical, straight-forward, and easy to understand email policy, specifically designed for teachers and staff members: http://bit.ly/2zRKtN

Webpage Policy No Available Policy

No Available Policy New/Addition to Current Policy:A policy based upon who creates the webpage, what is allowed to be placed on the webpage (names and photos of students), as well as who is responsible for updating the webpage should be addressed.

Examples/Resources:*Arlington Public Schools provides a detailed webpage policy that includes information of the purpose, scope, background, responsibilities, as well as the policy itself: http://bit.ly/2oE3Ds

*The Cambridge Public School District provides a specific area for a Website Privacy Policy, which would certainly need to be addressed within a public school’s webpage policy: http://www.cpsd.us/cpsdir/privacy.cfm

*Cambridge Public Schools provides specific guidelines for webmasters, which also include safety, privacy, and content regulations. These would also need to be addressed within a school’s webpage policy: http://bit.ly/4AUInk

Volunteer Policy No Available Policy

No Available Policy New/Addition to Current Policy:A specific volunteer policy should be included either for the school or specifically for the media center. Regulations about the process of applying to be a volunteer, as well as any specific screening or background checks should be addressed so that individuals seeking the opportunity will understand the process.

Examples/Resources:*Marshfield, Massachusetts Public Schools provide a simple Volunteer Policy that details conduct and regulations for volunteers of the school. A registration form is also included within the package: http://bit.ly/43jqip

*Stormonth Elementary School provides a complete online Volunteer Handbook including and describing procedures for checking in books, renewing books, running reports, checking out books, placing holds,

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as well as shelving books. This information is presented in a manner that non-trained individuals, such a volunteer, would be able to understand and follow the procedures: http://bit.ly/49Jnyj

*Molescroft Primary School provides a Volunteer Helper Policy that defines a “volunteer” while also explaining the aims and guidelines that volunteers should follow: http://bit.ly/yqnFj

IV. Policies Affecting Media Center Staff

Media Specialist Responsibilities Policy

IFBC- Media Program Polices Revised: 2/10/2009

Policy cites Roles in Media Program Development: School and Community as a source for media specialist roles and responsibilities.

-States the valid certificates and license should be held by media personnel, and amount of personnel should be in compliance with Georgia Board of Education and Southern Association of Colleges and Schools.

*No specific revision needed.

Examples/Resources:*A school district within Wisconsin provides an extensive job description for a K-6 Library Media Specialist. It explains, in detail, the qualifications as well as duties and responsibilities, which are conveniently organized into the categories of: administrative duties, educational duties, technical duties, and professional duties: http://www.iola.k12.wi.us/newsfile2432_1.pdf

*The Florida Department of Education provides a breakdown of media specialists (K-12) responsibilities and abilities. This would be an excellent resource for schools to use to develop a concise list for a media specialist responsibilities and duties policy: http://bit.ly/F9LJN

Evaluation of School Media Specialist Policy

No Available Policy

No Available Policy New/Addition to Current Policy: Why media specialists in all schools are evaluated using proper Georgia instruments, there is not a policy documenting an universal document used for all schools as well as a set schedule, or amount of annual observations.

Examples/Resources:*The Kansas Association of School Librarians provides a copy of the evaluation document used within Kansas public school systems. This evaluation, as cited within the text, is based upon Information Power: Guidelines for School Media Programs (1988): http://www.skyways.org/kasl/evaluation.pdf

*The Missouri Department of Elementary and Secondary Education provides specific guidelines for a Performance-Based Library Media Specialist Evaluation. An evaluation timeline as well as data collection forms are provided. Standards as well as

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descriptors are also provided: http://bit.ly/qYF9d

Staff Development Policy

GAD- Professional Development OpportunitiesAdopted: 9/9/08

States a comprehensive plan for staff development with the aid of a staff development director and advisory committee. All staff is included.

No revision needed.

References

Lamar County Board of Education. (2009). Board Policies. Retrieved on October 30

from https://eboard.eboardsolutions.com/Index.aspx?S=4099.

Morlan, Wendy. (2009). Library Director Responds: Why We Need Library Policies.

Retrieved from http://www.accessola.com/olba/bins/content_page.asp?cid=66-

827-3036.

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