Policy Manual Part II - Roseburg Public Schools

Policy Manual Part II: LIBRARY MANAGEMENT
Contents
DESTINY CATALOG STANDARDS & BEST PRACTICES
DEWEY NUMBERS
MERGING DUPLICATES
BIOGRAPHIES
EDITING SERIES RECORDS
MAGAZINE TITLE ENTRY
CURRICULUM PROFESSIONAL LIBRARY
REPORTS
PATRON TYPES
STUDENT PATRONS
STAFF PATRONS
READING SERVICES
STUDENT PHOTOS (import to Destiny)
RESOURCE LISTS
CATALOG INTERFACES
DESTINY CATALOG STANDARDS & BEST PRACTICES
The Destiny system allows us to create a “Union” catalog of all library holdings at all 12
libraries. Title records are shared by all schools which in turns requires each librarian to
check to see if a title is already in Destiny and just add that school’s copy (copies) to the
existing title record.
Call numbers used by each school library can be unique to that site, i.e. R or REF for
reference.
Call numbers should designate a physical location in the library.
DEWEY NUMBERS
Do not extend out beyond 2 or 3 decimal points.
Eliminate the backslash from the call number (/)
Call numbers can not include a hyphen or dash

MERGING DUPLICATES
As much as possible our district collection should not duplicate records for the same title
and author.
Fiction titles should be merged if the records are for the same work. Differences in
different editions, i.e. hard cover or different paperback editions, should still be grouped
in the same record.
If a work has been abridged, illustrated, or adapted in some way then a separate record
should be maintained.
Classic works which often have different illustrators should have separate records
maintained.
Report titles that need to be merged to the library media coordinator.
BIOGRAPHIES 921 vs. Dewey nonfiction call #
Librarian will need to evaluate which call # will best represent the content of a work that
is more of a biographical work rather than about the life work of the person, i.e. a book
about a golfer’s approach to golf technique vs a book on that golfer’s life as a whole.
EDITING SERIES RECORDS
In order for students and teachers to see series information without going into an
individual title record, librarians have agreed to edit titles to add series information. The
uniform format for series information is described below.
MARC format:
245 Tag, subfield a
format; Title / series name bk #
Examples of 245 Tags
Ark angel / Alex Rider bk 6
The Black Circle / 39 Clues bk 5
(Use a space before and after the slash, no punctuation after series name, a space then
bk, and then a space

Alternate MARC format
Title 245 1 4
a The Battle of the Labyrinth /
b Percy Jackson & the Olympians bk 4
c Rick Riordan.
Example:
The Battle of the Labyrinth / Percy Jackson & the Olympians bk 4
MAGAZINE TITLE ENTRY
Consistency across the district is our goal. More uniform magazine title entries, could
save everyone time in just entering your copy info to a record someone else has already
entered. To see if a magazine issue is already entered, titles need to be in a standard
format. Just like books, you should search across the district to see if the magazine is
already entered to avoid unnecessary duplications.
The other issue is to simplify title searching for patrons. When searching in Destiny,
magazine titles pop up in the middle of other titles so uniformity would be less
confusing. Adding the year after the title will group magazine titles together and allow
book titles to emerge.
examples:
American Girl 2008, Mar
Sports Illustrated Kids 2008, Apr
Sports Illustrated 2008, Jul 28
U.S. News & World 2008, Sep 18
No ALL CAPS in title
Call # should be MAG (no date)
Capitalize each word in the title and capitalize the month
No punctuation between title and year
Put comma after year and before the month
Just use 3 letters when abbreviating the month
No punctuation after the abbreviated month
No period at the end of the title entry
If a title has more than three words, shorten the title.
If a title has an ampersand instead of “and” in the title, use it
Only use the word magazine in the title if that’s the way it appears on the cover
Adding subjects or descriptive notes needs to be done following appropriate MARC
cataloging. A true subject entry should be placed in 650 or one of the other appropriate

600 tags. A descriptive phrase about the topic of that magazine issue should be put in
the 500 or 520 tags.
CURRICULUM PROFESSIONAL LIBRARY
The district maintains an extensive collection of professional books and other materials
on topics such as student assessment, leadership, learning disabilities, and cooperative
learning. The professional library is physically located at the district office, but the
catalog records are maintained through the High School database and have a call
number that begins with CUR.
i.e. Professional Learning Communities at Work by DuFour CUR 371.01 DUR
If you are looking for textbook records, please go through your school library website.
From there you can choose to search for textbooks at your own school or across the
district. You need to be set up to log in to the system to search textbook holdings.
For information on how to place holds, to check your own account, or any other related
information, please see your school librarian.
REPORTS
MONTHLY REPORTS
(For school library file)
1.Back office/Reports/Library Materials
" Library Statistics"
Print
2. On that same page at the bottom
"Statistics Snap shot"
"View current statistics" click "Go!" and then print that page.
3. Back office/Reports/Library Materials
Collection Statistics - Historical
"For circulations" put in the start date for the month "to" the end date of the month.
"Show" leave at "Summary Only"
"Organized by" change to "Dewey"
Do nothing with the "Limit to call numbers"
"Increment by "100’s Dewey"
Do nothing with "Circulation Types"
Click "Run Reports" then print from in "job manager".

END OF YEAR REPORTS
(to be sent to Library Coordinator)
Copies of purchase orders (or send lists of book titles & P.O. #)
One usual monthly reports for May/June (wait to do it when school is out)
End-of-year report (choose annual statistics rather than monthly)
Collection value report
Collection age report
Inventory final “UNACCOUNTED FOR” list
PATRON TYPES
Consistency across schools is needed for some types of patrons i.e. Withdrawn.
PATRON DATA
User defined fields
Fields 1 and 2 are reserved for district use in Schoolmaster updates. Teacher
name and first period room location on the secondary level will appear in these fields.
Fields 3,4,5 can be used at the building level for other information
STUDENT PATRONS
Withdrawn students
3 editing steps for students who move away
Patron type: Withdrawn
Inactive: status
date of withdrawal: in user defined field 1
Withdrawn vs. transfers
* Students no longer at your school but who are elsewhere in the district should be
moved to their current location by the Destiny Administrator so that any obligations are
carried with them to the new school.
Search district-wide before entering a new patron who might have attended another
Roseburg school in the past.
* If a patron record has a district ID # when the synchronization with Schoolmaster
takes place these transfers to a new site take place automatically and the obligations
will go with them. Schoolmaster updates to Destiny occur weekly

* If you have old patron records which have no district ID number and they owe nothing,
delete them from your system.
* Students who are actually withdrawn but who owe something should be kept in your
system, but made inactive. Just be sure they are really gone and not elsewhere in the
district.
* Students who are withdrawn BUT OWE should have the district ID put in the barcode
field so that if they come back into the district, the ID number in existence will prevent
the student from slipping back in without obligations following them.
*If a student who goes to another school but still owes you something (i.e. summer
school) then check that item out to the student as an interlibrary loan so the obligation
remains on their record. Then you can delete that old patron record out of your system.
*If a student has an old barcode number and there is no duplicate patron record at
another site (with or without the correct district ID number) you should delete them
unless they owe something.
*Do not delete withdrawn students for 2 years.
STUDENT LOG IN TO DESTINY
Reasons students may want to log in.
1. They can see their checkouts, holds, and history.
2. They have the rights to review a book.
To create access for students in Destiny, you will need a list of student district ID
numbers. Students can create their own log ins, choosing log in name and password,
but students some months later typically don’t remember what they entered. Instead
you can enter log in names and passwords for them, so you can give them that
information when they forget
STAFF PATRONS
For all staff members you need to be sure they have:
Patron type- Faculty
Access level-Teacher
Is currently teaching Check-marked for teachers
(must be checked to allow them to log in and to checkout a textbook to teacher as a
teacher)
Enter username and password for staff into that part of the FACULTY patron records.
The TEACHER "Access Level" is needed for all staff so they can log in with staff
privileges.
Teacher access:
1. They can see what they have checked out.

2. They can see textbook inventory at your school and across the district.
3. They can set their own holds.
Remember, teachers ONLY have to log in if they want to do one of the above tasks that
they have privileges to do. Otherwise they just access the library catalog like students
do (with no logging in necessary).
TEXTBOOK CHECK-OUTS
You should be careful that you are checking out textbooks “to teacher” NOT “to patron.”
Note the tabs across the top in Textbook Checkout. It does matter when checking and
printing teacher obligations.
CIRC STATION ACCESS
The STAFF user will be the login you should use for the circulation desk each school
day. This will be the appropriate login for students and teachers who help with
circulation at many schools and for library substitutes to use. This is how you should log
in if anyone else has access to your computer.
If you have a workstation that you use that no one else uses, then you can log in daily
on that computer as Library Administrator (ladmin).
STAFF LOG IN
Here's what to do to create the STAFF login:
1. Log in as site admin (admin ###)
2. Go to Back Office
3. Then Add Patron
4. You can let Destiny assign a random barcode # (but you can use whatever in that
field)
5. For "Access Level" choose STAFF.
6. Put in media for the password and confirm.
7. Choose a patron type ("Faculty" type)
8. Save
After logging in as STAFF, the circ station will be ready to use.
Note: The maximum time frame for all user levels is 240 minutes, so it will be necessary
to log back in every 4 hours. This time out is a protection for everyone if you should
forget to logout.

READING SERVICES
ACCELERATED READER
To activate the AR reading program feature there are some steps to follow:
Log in as site admin or library admin
Go to Catalog
Choose Reading Program from side menu
Select "Update quizzes" tab
Step 1 Upload an AR quiz file
(I'm assuming those of you who use AR know how to create this file.)
Step 2 Select the first option to download AR info
Note: If you have entered your own AR tags in the past, do not check the box at the
bottom so it doesn't overwrite existing AR info already in your database. This seems to
take care of the concern of Cindy and others that your old tags with original quiz info will
be overwritten.
If you want to start clean and have all AR tags overwritten then check that box before
you run step 2 above.
LEXILES
To activate Lexiles.
Log in as site admin or library admin
Go to Catalog
Choose Reading Program from side menu
Select "Update Lexile" tab
Click on PROCEED (it can run in the background)
This is a process that will need to be updated periodically.
STUDENT PHOTOS (Steps to import to Destiny)
A. Leif Studios Mac platform--
instructions for uploading student pictures (on a MAC only
Insert Photo Disc
open my computer, then open the CD-ROM
Copy these files to your desktop
-JPEGS folder
- Pref_jpg
Rename "Pref_jpg" to "idlink" (very important)
Create New Folder (right click, New, Folder) (control+click, New, Folder: if you
only have a single button mouse)
Put "idlink" and "JPEGS folder" in new folder
Right click on the folder you just created, or control +click

Select "archive of 'whatever you named your new folder' "
This will create a new zip folder on your desktop (this is what you will select when
you upload)
Open your Destiny page under ladmin# (works at this level)
Go To
-Back Office
-Upload Pictures
-Hit "Browse" button
On Browse Window search your desktop and select your new zip folder and hit
open or double click the folder.
This should upload your pictures. It takes a little while since there is a lot of data
on the CD. On your job manager you should be able to see if the job completed,
just press the "refresh" button.
B. Life Touch Instructions
On your desktop create a “Compressed
(Zipped) Folder” by right clicking.

When you insert the disc you will get the screen to the left.
Click Browse ImageStream CD
Drag
icon to your zip folder.
Open
folder. Drag ‘idlink’ file to your zip folder.
DESTINY DIRECTIONS
Back Office Upload Pictures Browse & Select your Zip Folder Upload
Check your job manager. Any “Warnings” with a district ID number (i.e. 20085454) are
usually not at your school anymore. (You can double check by entering the number in
destiny and deselecting “only my patrons”.)
Any “Warnings” with a “NOID#” (i.e. NOID6 or NOID3) are usually teachers. You will
have to open up the “GIF89C” folder and manually upload each of those if you want
your teachers’ pictures entered.
RESOURCE LISTS
Resource Lists give you the ability to create and maintain multiple lists of items you
group together for various purposes i.e. themed reading lists; all audio books in your
collection. You have the option to have your lists viewable by all users by making it
PUBLIC. Otherwise, lists that you create remain private.

Teachers can make use of Resource Lists for their own planning purposes or they can
create suggested reading lists for their students to use. If students have been told to
check for a resource list, they can access the list from anywhere and they can select
books from the library collection. A teacher resource list helps save paper and can be
updated at any time.
Resource Lists have a prominent position on the Quest catalog interface. If you’re using
Destiny Quest you may want to promote resource lists to your teachers. You will need
to set your teachers up with user names & passwords entered into Destiny and do a
brief inservice with them on how to log in as well as why they may want to log in.
RESOURCE LISTS VS. CATEGORIES
Category lists serve much the same function as resource lists. Only the librarian can
create and work with categories, although any user can search the category lists.
Categories are attached to each copy while resource lists only work with the title
records. Both have numerous printing and report options. One special feature of
resource lists is the option to print as a works cited format following MLA Seventh
edition.
CATALOG INTERFACES
The default catalog interface has a clean look and has access to more search options. It
can be used at any grade level, but is most appropriate for the secondary level. It is an
individual library decision on which interface to use.
Destiny Quest
There is a choice of backgrounds available for Destiny Quest. The default Quest
background is what Follett calls "a‐MAZE‐ing."
Go to back office
Then to Site Configuration
Further down that page you will see the choices below. You have to log out to see a change
take place.
Default theme for Destiny Quest
‐a‐MAZE‐ing
Ocean Odyssey
Molten Metal
Spaced
X Marks the Spot