Library Handbook - Frontier School Division

FRONTIER SCHOOL DIVISION
Library
Handbook
Updated October 2011

Table of Contents:
Map of Frontier School Division 4
Names & Addresses of School Library Staff 5-8
Library Specialist Job Description 9-11
Hours and Days of Work 12
Library Budget/Order Dates 12
Account Numbers/Computer Print-Out 13-14
Acquisitions / Consideration File 14-15
Receiving 15-17
Library Receiving Procedures 17-18
Periodicals/Services Provided by Library Services 18
Library Inventory Guidelines 19
Picture Files 20
Vertical Files 20-21
Recommended Bookstores 23-25
Appendix ‘A’ Selections Handbook 27-44
Appendix ‘B’ A/V Cleaning & Repair 45-60
Appendix ‘C’ Importing Procedures – eboard & email 61-63
Appendix ‘D’ Library World Inventory 64-85
3

School Library Staff
Area 1
Deliah Cook Aileen Coombs
deliah.cook@frontiersd.mb.ca aileen.coombs@frontiersd.mb.ca
Brochet School Mel Johnson School
Brochet, MB Wabowden, MB
ROB OBO ROB 1SO
(204) 323-2051 (204) 689-2620
Nursery – Grade 9 Nursery – Grade 12
Helene Besaw Ila McIvor
helene.besaw@frontiersd.mb.ca imcivo@frontiersd.mb.ca
Gillam School D.R. Hamilton School
Gillam, MB Cross Lake, MB
ROB OLO ROB OJO
(204) 652-2193 (204) 676-2278
Nursery- Grade 12 Nursery – Grade 9
Echo Moose Crystal Cockerill
echo.moose@frontiersd.mb.ca crystal.cockerill@frontiersd.mb.ca
Oscar Blackburn School West Lynn Heights School
South Indian Lake, MB Box 670
ROB 1NO Lynn Lake, MB
(204) 374-2056 ROB OWO
Nursery – Grade 10 (204) 356-2292
Kindergarten – Grade 12
Margurette Farrow
margurette.farrow@frontiersd.mb.ca
Leaf Rapids Education Centre
Box 670
Leaf Rapids, MB
ROB 1W0
(204) 473-2403
Kindergarten – Grade 12
5

Area 2
Deb Falk Shannon Sahyes
deborah.falk@frontiersd.mb.ca Shannon.sahyes@frontiersd.mb.ca
Duck Bay School Grand Rapids School
Duck Bay, MB Grand Rapids, MB
ROL ONO ROC 1EO
(204) 524-2394 (204) 639-2451
Nursery - Grade 9 Nursery – Grade 12
Nikki LacQuette Sandra Huhtala
nicolle.lacquette@frontiersd.mb.ca sandra.hutala@frontiersd.mb.ca
Waterhen School Rorketon School
Waterhen, MB Box 160
ROL 2CO Rorketon, MB
(204) 628-3443 ROL 1RO
Nursery – Grade 9 (204) 732-2525
Kindergarten – Grade 12
Penny Boychuk Patrick ‘Miles’ Nepinak
penny.boychuk@frontiersd.mb.ca Patrick.nepinak@frontiersd.mb.ca
Philomene Chartrand School Minegoziibe Anishinabe School
Box 40 Box 130
Camperville, MB Camperville, MB
ROL OJO R0L 0J0
(204) 524-2343 (204) 524-2354
Kindergarten – Grade 8 Nursery – Grade 12
Amanda Smoke Nikki LacQuette
amanda.smoke@frontiersd.mb.ca nicolle.lacquette@frontiersd.mb.ca
Chan Kagha Otina Dakota Skownan School
Wayawa Tipi School Skownan, MB
Box 40 R0L 1Y0
Beulah, MB (204) 628-3315
ROM OBO Nursery – Grade 9
(204) 568-4757
Nursery – Grade 12
Rhonda Hladun
rhonda.hladun@frontiersd.mb.ca
Gypsumville School
Gypsumville, MB
R0C 1J0
(204)659-4475
6

Area 3
Violet Ross Ruth Martin
violet.ross@frontiersd.mb.ca ruth.martin@frontiersd.mb.ca
Berens River School Wanipigow School
Box 344 Wanipigow, MB
Berens River, MB ROE 2EO
ROB OAO (204) 363-7392
(204) 382-2153 Nursery – Grade 12
Nursery – Grade 9
Judith Lansdowne
judith.lansdowne@frontiersd.mb.ca
Duke of Marlborough School
Box 338
Churchill, MB
ROB OEO
(204) 675-2731
Nursery – Grade 12
Area 4
Cindy Smadella Sandra Rogers
cindy.smadella@frontiersd.mb.ca sandra.rogers@frontiersd.mb.ca
Frontier Collegiate Institute Cormorant Lake School
Cranberry Portage, MB Cormorant, MB
ROB OHO ROB OGO
(204) 472-3431 (204) 357-2225
Grade 9 – Grade 12 Nursery – Grade 10
Lydia Bercier Margaret “Peg” Bradford
lydia.bercier@frontiersd.mb.ca peg.bradford@frontiersd.mb.ca
Rod Martin School Cranberry Portage Elementary
Moose Lake, MB Cranberry Portage, MB
ROB OYO ROB OHO
(204) 678-2353 (204) 472-3250
Nursery – Grade 9 Nursery – Grade 8
Tammy Sass
tammy.sass@frontiersd.mb.ca
Joseph H. Kerr School
Snow Lake, MB
ROB 1M0
(204) 358-2281
Kindergarten – Grade 12
7

Area 5
Caroline Simpson Cindy Duncan
caroline.DucharmeSimpson@frontiersd.mb.ca cindy.duncan@frontiersd.mb.ca
Jack River School Helen Betty Osborne Ininiw
Norway House, MB Education Resource Centre
ROB 1BO Norway House, MB
(204) 359-6781 ROB 1BO
Nursery – Grade4 (204) 359-4100
Nursery – Grade 7
Jane Anderson
jane.anderson@frontiersd.mb.ca
Helen Betty Osborne Ininiw
Education Resource Centre
Norway House, MB
ROB 1BO
(204) 359-4100
Grade 8 – Grade 12
8

FRONTIER SCHOOL DIVISION
LIBRARY SPECIALIST
Job Description
JOB TITLE: Library Specialist EFFECTIVE DATE:
REPORTS TO: Principal LOCATION: Various Schools
JOB SUMMARY
Under the leadership of the principal and receiving support and direction from Library Services
staff, performs program related and technical work in the library including: consulting with teachers
and conducting story-telling sessions or book talks to students in small groups or classes; assisting
teachers with the instruction for research skills; incorporating existing and new technology in
managing and using library resources; developing, coordinating and implementing a family literacy
program; selecting resources for the library; maintaining and circulating a library collection;
performing related administrative support tasks, and performs all other related tasks as may be
assigned.
MAJOR RESPONSIBILITIES
1. In cooperation with classroom teachers, plan and conduct the following library program
activities:
promoting independent use of library by students, and planning a sequential program of
basic library instruction and reference techniques,
storytelling sessions an/or book talks for students in small groups or in classes,
(classroom teachers will be in attendance when the Library Specialist is working with
more than one-half the class),
promoting student and staff use of the library resources and informing staff and students
about new materials and equipment,
working with staff to coordinate materials and library activities with curriculum
programs, suggesting and compiling related materials and bibliographies,
planning, promoting and implementing special library events (e.g. book fairs),
recruiting, training and scheduling volunteers as library aides, reinforcing volunteer
efforts with volunteer appreciation activities.
2. Work with community and staff to encourage the development of family literacy by:
developing, coordinating and implementing programs to foster family literacy such as:
early years books bag programs, home readership, Moms and Twos at the Library,
books for babies, puppet and flannel board sessions etc.
9

developing a plan in cooperation with administration to open the library to the
community.
3. Incorporate existing and new technology used in acquiring, circulating, locating and presenting
resources to students, staff and community members by:
applying the current library management system, including system back-ups for data,
maintaining basic computer and printer connections and troubleshooting for library
computer equipment.
supporting teachers and students with the use of computer software including the
Internet (where applicable), OPAC’s, CD-ROM, external databases etc. to locate
resource materials,
using software applications such as word processing programs, communication
programs, databases, HTML etc.
4. Maintain and circulate a library collection, consisting of books, journals, media (video, laser
disc, computer software, pictures, maps, charts) etc, by:
maintaining a current catalogue of resources, including vertical and picture files,
developing and implementing a circulation policy and circulation system for the library,
borrowing and returning materials from Library Services Department or other resource
centres,
plan for and select resources for the library by working with recommendations from
staff, developing consideration files for new materials from library journals and
arranging personal and teacher previews of library resources,
ordering and receiving materials, following established procedures, and working within
annual prescribed resource budgets
identifying the need for additional equipment, furnishings, or resources and developing
and submitting a budget for these items.
5. Performs related administrative support tasks such as:
conducting an annual inventory of library resources as outlined in the Library Services
Manual,
weeding material from the library collection on an on-going basis, working closely with
teachers where material is curriculum related and following established procedures,
develop yearly plan for library programs and submit annual report,
cleaning, maintaining and conducting annual inventory of audio-visual equipment.
6. Performs all other related duties and responsibilities as may be assigned from time to time by
the principal, vice-principal or Library Services staff.
10

SUPERVISORY
The Library Specialist will supervise the Library Clerk if the library is large enough to have a clerk
position. Support and guidance will be provided to volunteers.
JOB REQUIRMENTS
EDUCATION
1. Grade XII and Library Training Certificate or Library Technician Certificate, or
2. Grade XII and enrollment in the Library Training or Library Technician program.
KNOWLEDGE, SKILLS AND ABILITIES
1. Strong communications and interpersonal skills.
2. Enjoys working with children.
3. Ability to operate a personal computer.
4. Effective time management skills.
5. Ability to work independently.
6. Is an avid reader.
SALARY
As defined in the Master Wage and benefit Schedule for non-teaching employees:
1. Library Specialist I—holder of a certificate in the Library Training program.
2. Library Specialist I—enrolled in the Library Training program will have their salaries reduced
in the following ways:
Paid at 70% of the Library Specialist I pay scale until three courses are successfully
completed.
Paid at 80% of the Library Specialist I pay scale until six courses are successfully
completed.
Paid at 90% of Library Specialist I pay scale until Certificate is obtained.
3. Library Specialist 2—holder of a Library Technician Certificate/Diploma.
11

HOURS AND DAYS OF WORK
HOURS: 8:30 a.m. – 4:30 p.m.
(With ¾ of an hour for lunch)
*hours of work may be changed to best support the needs of the school and
staff. All changes must be approved by the Principal.
DAYS: Monday – Friday
3 or 4 days before the first day of school
All days that the school is open
5 days after school for inventory
LIBRARY BUDGET
The Library specialists are responsible for coordinating the library budget allocation.
Each library specialist must prepare a budget to submit to the principal at the beginning of each
school year. The library budget allocation is:
N-8 students -$30.00 per pupil
9 – 12 students -$50.00 per pupil
High Schools - $1,400 for online, periodical database and reference tools (Budgeted/spent by
Library Coordinator)
The budget is based on the September enrollment figures.
ORDER DATES
June 30 25% (part of that is your periodical order)
October 15 50%
December 15 75% (Permabound order)
January 30 100% spent
March 31 Last opportunity to submit requisitions
*These order dates are here to ensure that all your money is spent by June 30. Any money
still left in your account is lost. No new purchase orders will be created after March 31.
12

ACCOUNT NUMBERS
1-751-0000-621-School Code Library Development (Books, kits, pre-recorded cassettes/CDs,
transparencies, periodicals, globes, pre-recorded videocassettes/DVDs, study prints, CD-Rom’s,
etc.)
1-752-0000-621-School Code Family Literacy (purchase books, crafts, snacks, transportation or
anything to be used for family literacy)
Library Media Supplies (Book cards, pockets, barcodes/barcode covers, circulation materials,
periodical checking cards, glue, tape, book covers, book marks, stamps, blank
videocassettes/CDRs/CDRWs, etc.) Use the school Instructional Resource budget and code it to
either:
1-711-0045-120-School code or 1-711-0035-120-School Code
*Check with your Principal to find out which budget code to use.
THE COMPUTER PRINT-OUT:
The Library Specialists do not receive individual reports on the status of the library accounts. The
principal has the budget information and the current status of your account can be obtained by
calling Library Services Coordinator.
The following sections of the computer print-out are of interest to the Library Specialist.
A. Operating Statement
This statement gives a complete and current update on the status of accounts. It is divided into six
columns.
1. The first column lists the account numbers and a short description of each.
2. BUDGET indicates the moneys allocated for the year.
3. YEAR-TO-DATE indicates the total of the invoices that have been paid on each account to the
date of print-out.
4. COMMITMENT indicates the amount left in the budget.
5. AVAIL. BAL indicates the amount left in the budget.
6. % EXPENDED indicates the percentage of the budget that has been spent.
B. Committed Ledger
This statement lists all of the commitments made by the school, which have not been paid. The
information includes the account number, purchase order number, supplier, amount of each
purchase order and the total committed for each account number.
13

C. General Ledger
This section of the print-out lists all the invoices paid on the schools account during the month. The
information includes the account number, description of account, cheque number and the supplier.
It also includes the total of the invoices to date. Please note, not all schools receive copies of the
general ledger.
ACQUISITIONS
Selection criteria are described in the Frontier School Division # 48 Selection handbook (appendix
A)
A. Selection Aids
1. Previewing—This is the best method of selection especially for AV software and CD-ROM
materials. Whenever possible, order materials for previewing before purchasing. Previewing
allows you to judge if the content, presentation and level of the material are suitable for the
intended users, Library displays and on-hand buying also provides opportunities to preview
materials before purchasing.
2. Reviews—A very good method of selection. An authority on the subject usually writes the
reviews. Sources for reviews include books, magazines and newspapers. Library Services
subscribes to a number of periodicals, which review library materials. These periodicals are
routed to school library staff.
3. Bibliographies—A bibliography is a list or works by a given author or on a given subject.
Bibliographies may include only recommended materials or they may list all materials
available. A bibliography should include author, title, publisher, editor, date, price, and ISBN.
An annotated bibliography includes all the above information plus a summary of the content.
4. Recommendations—Staff should be encouraged to recommended materials. Consultants and
other Frontier School Division support staff can also recommend resources if requested.
Recommendations should be written on a media request slip.
5. Publisher’s Catalogs—These may be used to fill in weak areas in the collection; however, the
quality of the materials will be unknown. Only recent catalogs should be used.
6. Consideration File—Library media request forms should be used when you are selecting
materials. All the information should be filled in for each piece of material that you consider
buying. The forms will then be kept in a Consideration File until you have time to decide which
materials to purchase.
The consideration file should be filed by the Dewey Number of the material being reviewed.
This will allow you to quickly check the recommended materials in a particular area such as
Science or Fiction.
14

Sample: (Information such as grade level/interest level may be written on the back of the media
request)
*
*
*Call #
* * *
*
*These are the required fields
These cards can be ordered through Library Services.
RECEIVING:
All materials must be received according to Division procedures.
General procedures for receiving items directly from suppliers (by Library Specialist):
1. Unpack and check new materials and equipment received.
2. Match the contents to the packing list.
3. Check off the items you received on the original purchase order (in your files). Also
mark the back orders and cancellations.
4. Return materials sent in error and damaged materials. Claim items listed as sent but not
received. Include a letter explaining the reason for the return and send a copy of the
letter to Accounts Payable at the Winnipeg Office.
5. Sign and date the packing list.
If the order is complete sign your full name and date at the bottom of the purchase order,
attach the signed packing list and send it to Accounts Payable. Ensure you keep a copy
for yourself and place it in your closed p.o. file.
If the order is not complete, the purchase order will remain in your open p.o. file until all
items have been received. Make sure to sign and date the packing slip for each shipment
received on this purchase order and send it into Accounts Payable.
*
*
15

When the final shipment is received sign and date the packing slip and purchase order
and forward it to Accounts Payable. File this completed purchase order in your closed
p.o. file.
If you want the items cataloged you must forward all the necessary information to
Library Services, either photocopy the title page & verso, with the number of pages and
barcodes if desired, or send the books directly to the Winnipeg Office Library.
* The signed packing list and a copy of the purchase order should be sent to Accounts Payable
immediately after receiving and checking each shipment. Suppliers cannot be paid until
receipt of goods has been verified and schools may be charged interest on overdue accounts.
It is not necessary to wait for an order to be entirely completed before sending in the packing
list and a copy of the purchase order as suppliers are paid for partial orders.
Materials received at Library Services for processing (by Library Services Staff)
When materials are received in the Winnipeg Office for processing, you will receive a
letter and a copy of the packing slip indicating which items are now at the Winnipeg
Office Library. If you need some books before the others, please contact the staff at the
library and the books will be sent out on a rush request.
Compare your copy of the purchase order with the photocopy of the packing slip that
was sent to you from Library Services. Make note of all cancellations, backorders, and
out of print items on the original purchase order. Re-orders of cancelled or backordered
materials are the responsibility of school library staff.
File “materials received from Library Services” in a separate file and keep them for the
durations of the school year.
General Procedures for Receiving catalogued items from the Winnipeg Office Library
Unpack and check off materials as per packing slip. You will find two copies of the
packing slip and a disk in each box, but if there is more than one box it will be indicated
on the outside of the box which contains the packing slip and disk. (some of you will not
receive a disk, some schools will download from the eboard)
Once you find the packing slip and the disk, check to make sure all books are there.
Any missing books or extra items are to be reported directly to the cataloguer (check
initials at the top of the packing list)
Import the records into your library database. For complete instructions please see
Appendix ‘C’.
Once the records have been imported, barcode the books and they will be ready to be
shelved and checked out.
Sign and date both packing slips keep one for your files and forward one to Library
Services.
16

INVOICE/PACKING LIST SYMBOLS
NCR - no Canadian rights
NE, NEP - new edition pending
NOP - not our publication
O/P - out of print
O/S - out of stock
NYP - not yet published
TOP - temporarily out of print
TOS - temporarily out of stock
LIBRARY RECEIVING PROCEDURES
Update the on-order file from your consideration file by removing and discarding consideration file
cards for the materials that have been received and for the materials that have been cancelled. (You
may wish to reorder cancelled items so re-file these cards in your consideration file)
If the books are from the Winnipeg Office Library, the books should already be catalogued and
processed. The books should be stamped with the school name, they should be reinforced with
binding tape, spine labels should be attached, and if you request pockets and cards, they should be
included at the back of the books. Once again, any discrepancies at this time must be reported
directly to the cataloguer.
If you receive items from the suppliers, and you forward the proper information to Library Services,
you are expected to reinforce the books with hinge tape, and have them stamped with the school’s
name. If you do not have a stamp, then please order one. Library Services will send you spine
labels and pockets and cards (if requested). Also, if the book requires jacket covers, it is your
responsibility to have one put on. If it is necessary to affix the pocket and labels on the new
materials, the call number labels are placed about a half inch from the bottom of the spine. Pockets
go in the back of the book on the left-hand page.
17

PERIODICALS
Periodicals will be received directly from the distributor or wholesaler.
Periodical renewals take place in June. You will receive your renewal list from Val Monique,
in the Purchasing Department. At this time, any changes, cancellations or additions can be
done.
Each issue received must be checked off in the Kardex.
The library specialist must claim missing issues. A letter should be sent to the supplier claiming
the missing issue (s) within two months.
If you receive titles you have not subscribed to, write to the supplier and send a copy of the
letter to Accounts Payable.
SERVICES PROVIDED BY LIBRARY SERVICES
Resources:
Library Services has a collection of audiovisual materials and professional literature, which are
available on loan to Frontier School Division staff. The collection also includes a variety of
selection aids of interest to library staff. Library Services also subscribes to a number of
periodicals, which are routed to library staff and consultants in the division. Also available are a
wide variety of oversized theme kits, science and physical education kits. For a complete list of all
kits, please contact Library Services.
Information and Technical Assistance
Technical assistance is provided to school library staff on request. This includes orientations for
new staff, assistance with inventories and selection, verification, etc. Information on new materials,
coming events, conferences and ideas for school library programs are provided through the library
newsletter, which is published quarterly.
Professional Development:
Library Services coordinates an annual in-service for school library staff. This provides an
opportunity to learn about new developments in the library field and an opportunity for on-hand
buying.
Book Blitz:
New books are purchased and circulated to small schools in the Division. This provides an
opportunity for students to see a variety of new materials each year. The Area III Language Arts
Consultant selects these books, and the secretary for Library Services coordinates the program.
18

AUDIO VISUAL EQUIPMENT INVENTORY
Refer to Appendix B
The audiovisual equipment inventory sheet is sent out by the Purchasing Department prior to spring
break. Inventory sheets for the print & non-print materials are sent out by Library Services in May.
LIBRARY INVENTORY GUIDELINES
The library specialists are responsible for completing the library inventories both audiovisual
software and print materials. The inventories must be done during regular school hours. A copy of
the Inventory Procedures manual can be found in the Appendix ‘D’, along with attachments for
dealing with lost materials. Please read the inventory manual thoroughly before you begin and
following the directions exactly. If you have questions or suggestions in regards to the manual
please contact the Library Coordinator.
When the computerized inventory is complete, pull the books that need repair and do all necessary
repairs before you reopen the library.
Complete the inventory form and send one copy to Library Services in the Winnipeg Office. The
following steps outline the procedure for dealing with the problems that arise from the inventory.
These can be dealt with as time permits but should be completed as soon as possible.
Reorder lost and/or damaged materials as required.
Repair and re-label materials as required.
Write a letter stating the number of books to be disposed of indicating the reasons why
(damaged, outdated, etc.) and send the list to the Chief Superintendent. (F.S.D # 48
Policy Regulation DN-R)
Delete all discarded/lost records from 2 years previous inventory from the computer after exporting
them to the lost books database. This can be done manually or by global delete. For more
information see Inventory manual
*Inventory of Non-Book Materials (AV Software)
Follow the same procedures as the print materials except that each item in a kit must be checked for
damage and to ensure that all pieces are in their correct packaging.
19

PICTURE FILES
Pictures can be a valuable resource for students and staff. They are easy to use and are often
inexpensive or free. The pictures you collect will depend on the needs of your school.
Guidelines for Selection:
Pictures should represent the subject clearly.
Hand drawn pictures should be accurate, not “cute”.
Pictures smaller than 6”x8” are not very useful. (however if the only picture available is
small, use it until you can locate a larger one)
Choose pictures in realistic color, rather that black and white.
Collect pictures, which represent all races, religious groups, ethnic groups and males and
females in non-traditional occupations.
Store pictures in a filing cabinet or legal size boxes.
Record the source of each picture on the back or center the information in the bottom margin.
Brand names and text should be trimmed from advertisement pictures.
Identify the subject of the picture and print it in block letters on a white self-sticky label.
For horizontal pictures, place the label on the front upper left corner (1/4” from top and side)
For vertical pictures, place the label on the front upper right corner along the length of the right
margin.
Pictures that will get used a lot will last longer if they are laminated or mounted. It is recommended
that mounts should be standard size.
Holes can be punched in each corner of the mounting board for hanging.
Stamp the back of the picture or mount with your property stamp.
VERTICAL FILE
The vertical file (also called the pamphlet file) is a valuable resource on a variety of topics. It must
be well organized and up-to-date so that items are easy to locate.
Sources of vertical file materials are numerous and best of all, they are inexpensive or free. Vertical
file materials are available from many societies and organizations on current, social and economic
questions. Provincial and Federal governments issue a wide range of reports, bulletins and
20

pamphlets. The Manitoba Government has a monthly checklist available on request from the
Queen’s Printer. Foreign embassies and consulates have publications on the countries they
represent. Universities and colleges, and especially their agricultural services, publish bulletins and
pamphlets in various subject areas. Addresses of associations, embassies, organizations, and
government departments are listed in the Almanacs.
Periodicals are another source of vertical file information. Many have regular lists of free or
inexpensive material and often they will publish reprints of popular articles of nominal fee.
Periodicals can also be clipped before they are discarded.
An important part of the vertical file is the collection on local history, government buildings, and
prominent residents of the community. Most of this information can be clipped from local
newspapers. Because this type of information is rarely found in books, care should be taken to
develop this reference service.
Form letters are the best method of requesting free materials. Use letterhead for the form letter
(many places request it) and ask to be put on the mailing list. Materials for which there is a charge
must be purchased as usual (either by purchase order or through petty cash). However, it is possible
to receive for free materials, which have a price, by asking for a complimentary copy.
Vertical file material should be stamped with the library’s property stamp and dated. The source
should be printed on (this is especially important with periodical and newspaper clippings) and a
subject heading should be added. This information should always be in the same position on the
material.
The subject heading used should be consistent with those used in the library catalogue. An entry
can be made in the library catalogue referring patrons to the vertical file for more information.
The subject heading used should be consistent with those used in the library catalogue. An entry
can be made in the library catalogue referring patrons to the vertical file for more information:
Call # for the vertical file is VF and should be placed in the 082 field.
The title should be what the vertical file is and is placed in the 245 field.
The subject heading would go in the 650 or 651 field.
Add barcode.
Vertical files should be weeded on a yearly basis as it is a resource for current and up-to-date
materials.
21

RECOMMENDED
BOOKSTORES
WHOLESALERS
RETAILERS
23

RECOMMENDED
Book Stores/Wholesalers/Retailers
*****
MCNALLY ROBINSON MCNALLY ROBINSON FOR KIDS
Grant Park Shopping Centre Grant Park Shopping Centre
Ph. 475-0483 Ph. 475-0492
Fax 475-0325 Fax 475-0325
Canadian Owned!!! Quality children’s games, books & music!
For discounts you must register on the second floor at the service desk, where you will receive a card stating you are an
educational shopper & the discount will be automatic at the check out counter.
*Educational Discount* 20% off total amount.
*****
UNITED LIBRARY SERVICES http://www.uls.com/
Western Canadian owned and operated book wholesaler.
*Educational Discount* 20% off total amount.
*****
NATIONAL FILM BOARD OF CANADA http://www.nfb.ca/index.php
Headquarters, Montreal: 1(800) 267-7710 or (514)283-9000
Toronto: (416) 973-3012
Postal Box 6100
Centre-ville Station
Montreal (Quebec)
H3C 3H5
*****
MCINTYRE MEDIA INC. http://www.mcintyre.ca/
McIntyre Media is one of the oldest and most highly respected distributors of non-theatrical video
in Canada.
203-75 First St.
Orangeville, ON
L9W 5B6
CANADA
Tel: 1.800.565.3036
Fax: 519.942.8489
info@mcintyre.ca
24

*****
EDUreference PUBLISHERS DIRECT INC
http://www.edureference.com/?subject=Canadian%20Sales
Edu offers a choice of excellent publications for all subject areas and reading levels including
general interest as well as curriculum support in both print and digital formats.
109 Woodbine Downs Blvd., Unit #3
Toronto, Ontario, CANADA
M9W 6Y1
Tel: 416-674-8622
Toll Free: 877-674-8622
Fax: 416-674-6215
Email: eduref@edureference.com
*****
DISTRIBUTION ACCESS http://www.distributionaccess.com/new/index.cfm
Distribution Access serves the media resources needs of Canadian education since 1997
providing elementary, secondary and post-secondary schools, libraries, businesses, community
organizations and life-long learners with award-winning productions on a wide variety of subjects
for every age and need.
9 Channel Nine Court,
Scarborough, Ontario M1S4B5
Tel (416) 332-6201 or 1-866-999-5292
Fax (416) 332-6204
Email: ontariosales@ distributionaccess.com
*****
S&B BOOKS LTD. http://www.sbbooks.com/
S&B Books Ltd. is a wholly owned Canadian company serving the requirements of Library Systems
across Canada for over 20 years.
3085 Universal Drive
Mississauga, ON L4X 2E2
Tel: 905-629-5055 / 1-800-997-7099
Fax 905-629-5054 / 1-800-826-7702
25

APPENDIX A
SELECTION HANDBOOK
27

FRONTIER SCHOOL DIVISION
SELECTION HANDBOOK
GENERAL CRITERIA FOR SELECTION OF MATERIAL
The evaluation criteria outlined below are principles that apply generally to all materials. Where
applicable, this is stated in great detail in statements dealing with specific subjects. The material to
be selected will be evaluated by the following criteria:
a Accuracy of information.
b Authoritativeness.
c Permanence or timely value.
d Social significance.
e Objectivity.
f Relevance to the needs of the school.
g Quality of production: attractiveness, organization, binding, quality of paper printing,
clarity of illustrations, technical quality of sound and pictures.
h Readability: grade levels, literacy style, interest, clarity.
i Special features: indexes, bibliographies, charts, maps, diagrams, appendixes, audiovisual
aids, etc.
j Price and format of materials.
PROCEDURES FOR IMPLEMENTING SELECTION CRITERIA
Responsibility for implementing the selection criteria lies with the Media Selection Committee.
Ideally the school Media Selection Committee will consist of:
Library Specialist
One staff member from each subject area
Principal or Vice-Principal
Student representative
Parent representative
Practically, the Selection Committee will include whatever portion of this ideal is possible.
The process of selection will take place as follows:
a Reviews or annotated bibliographies are circulated by the library specialist to Selection
Committee members. Publisher’s advertising materials are generally not accepted as
reviews.
b Members of the Selection Committee place their initial next to the material in which
they feel merits consideration for purchase. Each should be willing to explain the
recommendation.
28

c The library specialist will arrange for previews of AV software and books. The
Selection Committee will preview these materials and make recommendations for
purchase. AV software must be previewed before purchase.
d The library specialist considers the endorsements of all members of the Media Selection
Committee when making a recommendation to the principal for the purchase of
materials. The endorsements are weighted against such factors as collection balance,
curriculum need and budget in making a final recommendation. The library specialist is
responsible for alerting the principal to any material, which may require examination
before being placed in the collection. Responsibility for formally approving all
purchases rests with the principal.
e The Selection Committee is obligated to evaluate most carefully the possible purchase of
all materials for which reviews are questionable or about which it may have serious
doubts. In the case of controversial materials, at least two (if possible, more) reviews
will be collected and circulated to the Selection Committee for final recommendation.
The material in question may them be ordered on recommendation of the majority of the
Selection Committee.
f The Selection Committee will strive to purchase materials through previewing, reviews
and annotated bibliographies. Publisher’s catalogs may be used as guides to review but
not as selection tools.
SELECTION CRITERIA FOR SPECIFIC MATERIALS
a Encyclopedias
Encyclopedias are the most comprehensive and easily used form of reference tools, and essential in
any good library. Encyclopedias are judged for their accuracy, their authenticity, and the
qualifications of their editorial boards, the inclusion of current materials, the scope of materials
included and level of presentation. Encyclopedias designed primarily for home use are not
purchased. The library will purchase a minimum of one general encyclopedia for each of the grade
levels in the school. Encyclopedias generally fall into grade levels K-3, 4-7, and 8-12.
Encyclopedias will be updated yearly with yearbooks and replaced every five years.
No more than one general encyclopedia will be purchased in any given year.
b Dictionaries
Like encyclopedias, dictionaries are basic reference tools and must be part of t a balanced
collection. Special dictionaries will be added to the collection on the basis of curriculum demand
and budget. Dictionaries will be judged for accuracy, scope, work treatment, authenticity, special
features, currency and format.
29

c Atlases, Manuals, etc.
If the budget permits, reference books in this category will be purchased on the basis of curriculum
demands. Any manuals, almanacs, yearbooks, etc., that are annuals will be kept up-to-date as long
as warranted. These are evaluated on the same basis as encyclopedias, dictionaries, and maps.
The library should have a minimum of one current almanac or yearbook.
d Textbooks
Textbooks are supplied to schools by special government grants; therefore no authorized
textbooks will be purchased for the library. However, one copy of each textbook currently being
used in the schools may be shelved in the library. Other textbooks will be purchased only when
there are little or no materials available from any other sources.
e Fiction
The library recognizes the importance of the novel as an educational tool. The goal of the library is
to build and maintain a well-balanced collection of fiction to provide recreational reading material
for the staff and students of the school. Special emphasis is placed on obtaining Canadian novels.
f Nonfiction
The present philosophy in education demands a heavy reliance on general and special reading
materials in the various subject areas. The library attempts to meet this demand by supplying
reference books to support each subject in the curriculum.
All nonfiction materials are considered to be reference work irrespective of form or format. The
library collection provides a broad background of materials and information in every field of
knowledge included in the curriculum. The scope of the coverage must be in terms of depth as
well as breadth. The collection must include materials that can be readily comprehended by
those not as capable intellectually as well as materials that are intellectually challenging for
those more advanced. It must include materials that dwell on minute details.
In selecting materials for general reading in subject areas, in addition to the selection criteria
enunciated elsewhere in the Selection Handbook, relevance to the aims and objectives of the
specific subject will be considered. Although there will be no attempt at completeness in terms
of series, generally, the library will complete significant series especially important to the
support of the curriculum.
g Native Language/Studies
The library will attempt to build a collection of native language/studies materials, both in the
original language and in translation. Schools with second language programs will provide
materials in the language being taught.
30

h Paperbacks
Although most reference books selected for the collection are cloth bound, some reference
books may be purchased in paperback.
i Class Sets
The library will NOT purchase class sets in any subject; these must be ordered through
Instructional Supplies. Duplication of titles is covered in the Selection Handbook under that
heading.
j Vertical File Materials
Selection of vertical file materials follows the general criteria outlined for the selection of
books.
k Periodicals
Periodicals are included in the collection to provide current information not available in any
other form; to supplement the book collection, to serve the staff as professional reading, book
reviewing media, subject information and book selection aids. When ordering periodicals, keep
in mind they are supposed to contain current, timely, and relevant information. Be mindful of
this when ordering as some companies offer discounts for out-of-date periodicals. I.e.)
September edition comes in December and often there is a minimum amount required. The
types of periodicals selected are those dealing with current affairs, subject support and leisure
reading and these will be a balanced collection in all three areas. The following factors will be
considered in selecting individual titles: authority and reputation of editors and contributors,
organization issuing publications, the relevance to the curriculum and professional interest to
the staff. Not to exceed 10% of budget.
l Newspaper
Since newspapers supply information available from no other source the library should
subscribe to any local newspapers and to one major provincial paper. Newspapers ordered on
the library budget should be housed in the library until they are discarded.
m Government Publications
Because government publications provide an important source of information often needed in
reference and research work, the library will include in its collection Manitoba provincial
government publications, which are pertinent to the school curriculum. Government
publications will be selected on the same basis as books and other pamphlets—importance,
need, and demand.
31

n Audio-Visual Software— Kits, Videos, DVDs , etc.
Schools are encouraged to build a balanced collection of A.V. resources where budget allows.
The cost of the A.V. software should not exceed 20% of the library budget.
The general selection criteria for audio-visual materials follows the general outline for books
and other materials except that all A.V. software with the exception of dubbed videocassettes
must be previewed before purchase.
o Maps
The library will purchase sheet maps to supplement those found in atlases and other books.
p Professional Materials
Part of the budget, to a maximum of 5% is devoted to building and maintaining a professional
collection specifically for the staff. These materials will be purchased by the library staff on
recommendation by individual members of the staff, or by subject departments. The criteria for
evaluation, generally follows that outlined. However, since this is a special collection for the
staff, their recommendations will be the major criteria for the inclusion.
Professional materials are not limited as to form and may include serials, books and audiovisual
materials. The library will not necessarily purchase all recommended materials and
emphasis will be placed on a balanced collection. Consideration should be given to the
availability of materials from other sources (e.g. Central Office, Manitoba Education Library,
etc.)
q Gifts
Gifts of books and other materials are accepted by the library with the understanding that they
are not necessarily to be added to the collection, but they may be disposed of by standard
procedures outlined in the Selection Handbook.
EXCLUSION OF MATERIALS
a Rare Books
Rare books that have become collector’s items will not be purchased as such. However, out-ofprint
books about Manitoba history, minerals, agriculture, industry and flora and fauna will be
purchased whenever available at a reasonable price.
32

Textbooks
No textbooks included in the official Manitoba Education Textbook list will be purchased
through the library budget.
DUPLICATION OF TITLES
Unless a book is used by more than one subject area, and in more than one grade level, it is
recommended that no more that two copies of one title be ordered.
REMOVAL OF MATERIAL FROM THE LIBRARY COLLECTION
Weeding
Outdated, seldom used or worn items remaining in the collection can weaken a library as surely
as insufficient acquisitions. In time such material characterizes the whole collection, overshadowing
newer and more useful purchases. This type of collection does not encourage
patrons to use the library. School libraries should not be considered as archives. The only
exception to this would be in the field of local history.
Weeding should be done on a continuous basis in order to maintain a meaningful collection.
The following criteria should be considered.
Weeding based on appearance:
1 Books of antiquated appearance.
2 Badly bound volumes with soft pulpy paper.
3 Badly printed works, with small print, dull or faded print, cramped margins, poor illustrations.
4 Worn-out volumes with dirty, brittle or yellow paper, missing pages, frayed bindings, dirty or
dingy covers.
Weeding of duplicated volumes:
1 Unneeded duplicated titles.
2 Older editions that have been replaced with updated editions.
Weeding based upon poor content:
1 When information is dated (old geography).
2 When book is poorly written.
3 When information is incorrect (old science).
4 When improved editions exist.
33

Weeding based upon use patterns:
Before books are weeded solely on this basis, the attempt must be made to ascertain whether or not
potential circulation values may exist. Subject specialists who make suitable recommendations
should check volumes in subject areas.
An attempt should be made to promote Fiction books, which may not have circulated because of
their locations on the shelves.
1 Books not circulated in three years.
2 Reference books that have not been used for reference in the last three years.
Special classes of books that should be checked closely during weeding.
1 Textbooks; usually discarded after 10 years.
2 Travel, geography and science books; after 10 years.
3 Fiction, best sellers of short-lived value; after 10 years.
4 Almanacs, yearbooks and manuals; latest editions should be purchased and older editions
should be kept for 5 years.
*Library Specialists are expected to participate in the Weed of the Month program, organized
by the Library Coordinator, and are required to provide follow-up.
DISPOSING OF WEEDED MATERIALS
Prior to disposal, send a letter to the Chief Superintendent stating the number of books to be
disposed of indicating the reasons why (damaged, outdated, etc.) . (F.S.D Policy Regulation DN-
R).
It is recommended that materials weeded from the library be made available at no charge to
students. Teachers who wish to use weeded materials in their classroom may do so but are not
allowed to take weeded materials for personal use. Encyclopedias that have been weeded can be
placed in classrooms. Teachers should be made aware that the science, technology and geography
sections will be out of date. If an item has been challenged for appropriateness and the procedure
for dealing with the challenged item have been completed, the material will be dealt with according
to the decision of the area superintendent.
34

PROCEDURES FOR DEALING WITH CHALLENGED MATERIALS
Guiding Principles:
Any resident or employee of the School Division may formally challenge materials used in the
Division’s educational program on the basis of appropriateness.
The principal should review the selection criteria and procedures for dealing with challenged
materials annually with his/her staff.
No parent has the right to determine reading, viewing or listening matter for students other than
his/her own children.
A decision to sustain a challenged shall not necessarily be interrupted as a judgment or
irresponsibility on the part of the professionals involved in the original selection and/or use of the
materials.
REQUEST FOR INFORMAL RECONSIDERATION
Guiding Principles:
Any resident or employee of the School Division may formally challenge materials used in the
Division’s educational program on the basis of appropriateness.
The principal should review the selection criteria and procedures for dealing with challenged
materials annually with his/her staff.
No parent has the right to determine reading, viewing or listening matter for students other than
his/her own children.
A decision to sustain a challenged shall not necessarily be interrupted as a judgment or
irresponsibility on the part of the professionals involved in the original selection and/or use of the
materials.
REQUEST FOR INFORMAL RECONSIDERATION
The principal or other appropriate staff receiving a complaint regarding a learning resource shall:
Explain the selection procedure, criteria, and qualifications of the people selecting materials to the
complainant.
Explain how the material is used in the educational program to the complainant.
35

If necessary provide the complainant with a copy of the Division’s Selection Handbook and a
“Request for Reconsideration of Learning Resources” form.
FORMAL REQUEST FOR RECONSIDERATION OF LEARNING RESOURCES
1 The complainant will be asked to complete a “Request for Reconsideration of Learning
Resources” form available from the library specialist and submit it to the principal. The
principal will forward the complaint to the area superintendent.
2 Upon receipt of the completed form, the area superintendent will appoint a Review Committee
consisting of:
One member of the school staff.
The Library Specialist.
Two members of the school committee.
One student.
The area superintendent will appoint a chairperson from among the members of the committee.
3 The Review Committee takes the following steps.
a Read, view, or listen to the material in its entirety.
b Check general acceptance of materials by reading reviews and consulting recommended
lists.
c Complete the “Checklist for Review Committee’s Reconsideration of Instructional
Materials” judging the material for its strength and value as a whole and not in part.
d The Review Committee will submit their recommendation to the area superintendent
within one month.
4 Following the steps outlined above, the principal will submit an independent recommendation,
to the area superintendent within one month.
5 The area superintendent will make a decision based on the recommendations of the principal
and Review Committee and will inform the complainant of the decision in writing.
36

REQUEST FOR RECONSIDERATION OF LEARNING RESOURCES
School ____________________________________
Please check type of material:
( ) Book ( ) Film ( ) Record
( ) Periodical ( ) Filmstrip ( ) Kit
( ) Pamphlet ( ) Cassette ( ) Other
Title____________________________________________________________________
Author__________________________________________________________________
Publisher or Producer______________________________________________________
Request initiated by _______________________________________________________
Telephone ______________ Address ________________________________________
Community _____________________________________________________________
The following questions are to be answered after the complainant has read, viewed, or listened to
the school library material in its entirety. If sufficient space is not provided, attach additional
sheets. (Please sign your name to each additional attachment.)
1. To what in the materials do you object? (Please be specific, cite pages, frames in a filmstrip,
film sequence, etc.)
____________________________________________________________________
_____________________________________________________________________
____________________________________________________________________
_____________________________________________________________________
2. What do you believe is the theme or purpose of this material?
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
37

3. What do you feel might be the result of a student using this material?
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
4. For what age group would you recommend this material?
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
5. Is there any good in this material? Please comment.
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
6. Would you care to recommend other school library material of the same subject format?
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
__________________________ ________________________
Signature of Complainant Date
Please return completed form to the school principal
38

CHECKLIST FOR REVIEW COMMITTEE’S RECONSIDERATION OF
INSTRUCTIONAL MATERIAL—NONFICTION
Title____________________________________________________________________
Author _________________________________________________________________
A Purpose
1. What is the overall purpose of the material?
__________________________________________________________________
2. Is the purpose accomplished? ______ Yes _______ No
B Authenticity
1. Is the author competent in the field? ______ Yes _______ No
2. What is the reputation and significance of the author and publisher/producer in the field?
_______________________________________________________________
_______________________________________________________________
_______________________________________________________________
3. Is the material up-to-date? ______ Yes _______ No
4. Are information sources well documented? ______ Yes _______ No
5. Are translations and retelling faithful to the original?
______ Yes _______ No
C Appropriateness
1. Does the material promote the educational goals and objectives of the curriculum of
Frontier School Division? ______ Yes _______ No
2. Is it appropriate to the level of instruction intended?
______ Yes _______ No
3. Are the illustrations appropriate to the subject and age level?
______ Yes _______ No
39

D Content
E Reviews
1. Is the content of this material well presented by providing scope, range, depth and
continuity? ______ Yes _______ No
2. Does this material present information not otherwise available?
______ Yes _______ No
3. Does this material give a new dimension or direction to its subject?
______ Yes _______ No
4. Is the material presented in an unbiased manner? ______ Yes _______ No
If no, please cite specific examples.
_______________________________________________________________
_______________________________________________________________
_______________________________________________________________
1. Source of Review__________________________________________________
Favorably reviewed _________ Unfavorably reviewed _________________
Does this title appear in one or more reputable selection aids?
______ Yes _______ No
If answer is yes, please list titles of selection aids
_________________________________________________________________
_________________________________________________________________
Additional Comments
_________________________________________________________________
_________________________________________________________________
_________________________________________________________________
_________________________________________________________________
_________________________________________________________________
40

Recommendation by Review Committee for treatment of challenged materials.
_________________________________________________________________
_________________________________________________________________
_________________________________________________________________
_________________________________________________________________
Date ____________________________
__________________________
__________________________
__________________________
__________________________
__________________________
Signatures of Review Committee
41

CHECKLIST FOR REVIEW COMMITTEE’S RECONSIDERATION OF
INSTRUCTIONAL MATERIAL—FICTION AND OTHER LITERARY FORMS
Title ___________________________________________________________________
Author _________________________________________________________________
A Purpose
1. What is the purpose, theme or message of the material? How well does the
author/producer/composer accomplish this purpose?
_______________________________________________________________
_______________________________________________________________
_______________________________________________________________
2. What age group is the work intended for ______?
Do you feel that this age group is appropriate? ________ Yes _______ No
If no, please indicate which age group you would recommend __________
3. If the story is fantasy, is it the type that has imaginative appeal and is suitable for the
intended audience? ______ Yes _______ No
4. Will the reading and/or viewing and/or listening to material result in more
compassionate understanding of human beings? ______ Yes _______ No
5. Does it offer an opportunity to better understand and appreciate the aspirations,
achievements, and problems of various minority groups?
______ Yes _______ No
6. Are any questionable elements of the story an integral part of a worthwhile theme or
message? ______ Yes _______ No
42

B Content
1. Does a story about modern times give a realistic picture of life as it is now?
________ Yes _______ No
2. Does the story avoid an oversimplified view of life, one which leaves the reader with the
general feelings that life is sweet and rosy or ugly and meaningless?
________ Yes _______ No
3. When factual information is part of the story, is it presented accurately?
______ Yes _______ No
4. Are prejudices evident? ______ Yes _______ No
5. Are concepts presented appropriate to the ability and maturity of the potential readers?
______ Yes _______ No
6. Do characters speak in a language true to the period and section of the country in which
they live? ______ Yes _______ No
7. Does the material offend in some special way the sensibilities of women or a minority
group by the way it presents either the chief character or any of the minor characters?
______ Yes _______ No
8. Is there preoccupation with sex, violence, cruelty, brutality, and aberrant behavior that
would make this material inappropriate for the intended audience?
______ Yes _______ No
9. If there is use of offensive language, is it appropriate to the purpose of the text for the
intended audience? ______ Yes _______ No
10. Is the material free from derisive names and epithets that would offend minority groups?
______ Yes _______ No
11. Is the material well written and produced? ______ Yes _______ No
12. Are the illustrations appropriate and in good taste?
______ Yes _______ No
13. Are the illustrations realistic in relation to the story?
______ Yes _______ No
43

C Reviews
1. Source of Review ________________________________________________
Favorably reviewed ____ Unfavorably reviewed _____
2. Does this title appear in one or more reputable selection aids?
________ Yes _______ No
If answer is yes, please list titles of selection aids.
Additional Comments
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
Recommendation by Review Committee for treatment of challenged materials
_____________________________
Date
_____________________________
_____________________________
_____________________________
_____________________________
Signature of Review Committee
44

APPENDIX B
A/V EQUIPMENT CLEANING
45

Contents
A/V Cleaning & Repairs/List of Supplies 48
TV & Video Monitors/ TV/VCR Combos 49
Video Cassette Recorders/DVD Players 50
Overhead Projectors 51
Cassette Recorders 52
Video Camcorders /Digital Camcorders 53
Slide Projectors 54
Film Strip Projectors 55
16mm Film Projectors 56
Equipment to be sent out for Repairs 57
AV Repair & Maintenance Services 57
Computer Repairs 58
AV Equipment/General Maintenance/Repairs/Equipment Inventory 59-60
Repair Tag – Sample 60
47

A/V CLEANING & REPAIR SUPPLIES
Isopropanol —————– 99% pure rubbing alcohol
Cotton Swabs ————— wooden shafted preferred
Screw Drivers ————–- Philips
Robertson
Flat Head
Anti-Static Screen & Keyboard Cleaner Wipes (Tech. Spray)
Allen Wrench
Lens Cleaning Fluid (Kodak) or Pre-Moistened Lens Wipes (Optic Prep)
Lens Tissue (Kodak) or Optical Wipe (Optiwipes)
Compressed Air (Dustaway)
Chamois Plastic Shamy Sticks
Any non-alcohol glass cleaner (Glass Plus)
Soft Clothes with minimal lint (Blue Jiffy)
Audio/Video Head Cleaner
Cleaning supplies may be purchased locally with your Petty Cash Account, or they may be
requisitioned to Val Monique.
Cleaning supplies are generally charged to the Teaching Supplies Budget; 1-711-0035-120-SC
depending on what your particular school does. (Double check with your Principal to make
sure)
SUPPLIES MAY BE ORDERED FROM:
Tip Top Electronics Active Components
11-1391 St. James Street 106 King Edward Street
Winnipeg, Manitoba Winnipeg, Manitoba
Ph# 204 786-7788 Ph# 204 786-3131
Fax # 204 786-6530
48

TV & VIDEO MONITORS
TV/VCR Combos
1. Used compressed air to blow out dust particles from the back of the unit.
2. Use an Anti-Static Screen Cleaner Wipe to wipe down the screen, buttons, and outer case of
unit.
*There are no parts inside these units that you can clean. Send unit out for all other
maintenance or repairs.
TV/VCR COMBOS
1. Clean monitor according to above instructions.
2. Aside from blowing compressed air into the VCR to clear dust particles, these machines are
very difficult to clean.
Recommendation
*Send these units out for regular repair and maintenance.
BASIC VCR CLEANING
Position the drum assembly to permit access to the Video Head (Typically two or four Video
Heads).
Hold the Upper cylinder to keep it from turning while cleaning. Gently rub the Video Head in
the direction of the tape travel only with a head cleaning stick moistened with 99% isopropyl
alcohol. – or,
While applying light pressure press the head cleaning stick moistened with 99% isopropyl
alcohol, against the drum assembly and then rotates the upper cylinder in a counter clockwise
direction allowing the video head to pass behind the stick.
Repeat for the other video heads.
Clean all other VCR parts that touch the video tape: erase
head, audio head, tape guides, rollers, etc.
Note:
1. Do not rub vertically
2. Do not apply too much pressure to the video heads, they
are fragile!
3. More pressure can be applied to the other areas of the
drum.
4. Remember: PRACTICING PREVENTATIVE MAINTENANCE MAKES GOOD SENSE!
49

VIDEO CASSETTE RECORDERS
DVD Players
1. Using a cotton swab or plastic shamy stick dipped in alcohol or audio/video head cleaner,
clean the following:
Heads
Capstan
Pinch Roller (s)
Any part that the tape has touched
Drum Assembly
Erase Head
Tape Guides & Rollers
*Important: make sure alcohol is not dripped into bearings!!
2. Use compressed air to blow dust particles from back of unit.
3. Use an Anti-Static Wipe to wipe down outer casing of unit.
Tips
When cleaning the Drum Assembly, rotate drum in a counter clockwise direction. (same
direction that the tape travels)
Trouble Shooting
DO NOT USE COMMERCIAL HEAD CLEANER TAPES!!!
1. Try to set a fairly new videocassette on Fast Forward—View or Rewind—View. Often this will
help remove residue from rollers.
2. If your unit is eating the cassette tape, your Pinch Rollers could be worn or hard, and may need
replacing.
3. If your unit seizes up or appears to be burnt our, you might need to have the unit re-lubricated.
50

OVERHEAD PROJECTORS
1. Open base of unit.
2. Use compressed air blowing out as many dust particles as possible.
DO NOT WIPE ANY PART OF INSIDE BASE!!
3. Depending on the make of the unit, either unscrew or pop out the Fresnel Lens and clean the
under-side of the glass with glass cleaner or an anti-static wipe.
4. If necessary, use air on both sides of Fresnel Lens to remove excess dust. Clean both sides of
the lens with water and paper towel in a circular motion.
5. Replace Fresnel lens and close base and clean top side of glass. Be sure to place the glass back
on in the correct position. *If it projects a circle – the Fresnel Lens is on upside down.
6. Unscrew top lens compartment and use a lens cleaner to gently wipe compartment & lens.
7. Reassemble.
8. Wipe down the outer casing of the unit with and anti-static wipe.
Tips
Never touch glass with fingers (use pliers or a clean cloth) Clean with alcohol if touched.
Do not move unit while still hot, as parts are very fragile.
DO NOT USE WINDEX!
Do not touch bulb with fingers, use a soft cloth or Kleenex to change bulbs.
Use compressed air on the mirror to remove excess dust particles.
To remove fingerprints: breathe on the mirror, and rub with a non-abrasive cloth.
Trouble Shooting
If you are continually blowing bulbs, your unit may need a new lamp socket.
You can use and anti-static wipe on the Fresnel Lens, but test first. If it clouds up, use water
and paper towel.
51

CASSETTE RECORDERS
1. Using a cotton swab dipped in alcohol, gently clean:
Head
Capstan
Pinch Roller (s)
Any part of the tape has touched removing all residual deposits left by cassette tape
2. Using compressed air blow dust particles from back of unit.
3. Use compressed air t blow across speaker.
4. Blow air into cassette holder/door, getting rid of any remaining dust.
5. Wipe down outer casing of unit with an anti-static wipe.
Trouble Shooting
*DO NOT USE COMMERCIAL HEAD CLEANER TAPES!!
1. Try playing a new cassette tape on Fast Forward for a few moments. Often this will remove
residue from rollers.
2. If your unit is eating cassette tapes, your Pinch Rollers may need replacing.
3. If your unit seizes up & refuses to continue to play, you might have to have the unit relubricated.
52

VIDEO CAMCORDERS
DIGITAL CAMCORDERS
1. Using a cotton swab or plastic shamy stick, dipped in alcohol or audio/video cleaner, clean
the following:
Heads
Capstan
Pinch Roller (s)
Any part that the tape has touched
Drum Assembly
Erase Head
Tape Guides & Rollers
Important: Make sure alcohol is not dripped into bearings!!
2. Use an Anti-Static Wipe to wipe down outer casing of unit.
3. Use lens cleaner and lens wipes, or pre-moistened lens wipes to clean view finder.
Recommendations
These machines have very limited access and can be very difficult to service. Units of this type
should be sent out for more thorough cleaning.
DO NOT USE COMMERCIAL HEAD CLEANER TAPES!!
1. Wipe outside.
DIGITAL CAMCORDERS
53

1. Spray mirror with compressed air.
SLIDE PROJECTORS
2. Clean inside: - wipe with dry, lint-free cloth
- wipe with swab dipped in alcohol
- wipe with dry swab
3. Clean lamp lens are with lens tissue.
4. Clean heat filter lens: - remove lens
- wipe with dry lens tissue or optical wipe
- squirt with lens cleaner or wipe with pre-moistened lens wipe
- wipe with dry lens tissue or optical wipes
- holding with dry tissue, replace unit
5. Clean condenser using same steps as above.
6. Be sure all parts are locked in place.
7. Clean lens: - remove lens
- spray with compressed air
- wipe with dry lens tissue or optical wipes
- squirt lens cleaner onto lens tissue & wipe lens, or wipe with a premoistened
lens wipe
- spray with air
- replace lens
8. Wipe down outer casing of unit.
54

1. Glass pressure plates & condenser lens:
2. Projection lens:
FILM STRIP PROJECTORS
- spray with air
- wipe with lens tissue or optical wipes
- squirt lens cleaner on tissue and wipe, or use a pre-moistened lens wipe
- wipe with dry lens tissue or optical wipe
- spray with air
- spray with air
- wipe with lens tissue or optical wipe
- wet lens tissue with cleaner, or use a pre-moistened lens wipe, and wipe
lens.
DO NOT PUT LENS CLEANER DIRECTLY ON LENS!!
- wipe with dry lens tissue or optical wipe
- spray with compressed air
3. Spray accessible areas with compressed air including fan.
4. Cotton swabs dipped in alcohol should be used to clean sprockets and other hard to reach areas.
55

1. Remove housing, lens, gate & lamps.
2. Spray with compressed air.
16MM FILM PROJECTORS
3. Wipe with dry cotton swab—sprockets, gates, etc.
4. Spray with air again.
5. With cotton swabs dipped in alcohol:
6. Spray with air again.
7. Wipe off exciter lamp & replace it.
8. Replace projection lamp.
9. Clean lens:
10. Reassemble.
- To clean sprocket pins either advance manually or turn on & bump swab
over sprocket pins.
- don’t forget to clean removable gate parts & aperture.
- air
- dry lens tissue or optical wipe
- wet lens tissue with lens cleaner or use a pre-moistened lens wipe
- dry lens tissue or optical wipe
- air
11. Clean housing unit with Anti-Static Wipes.
56

EQUIPMENT TO BE SENT OUT
Digital Camera
LCD Projectors
CD Players
*Should be sent out for all service & repairs, as they involve either laser or digital components.
For everyday cleanliness, use Anti-Static Wipes to clean outer casing of units.
DO NOT ATTEMPT TO TAKE UNIT APART!!
AUDIO VISUAL EQUIPMENT
A/V REPAIR & MAINTENANCE SERVICES
Advance Service
576 Wall St.
Winnipeg, MB
R3G 2T4
Ph# 204-775-1783
Toll Free # 1-800-392-1295
**Type of equipment serviced: Digital Cameras
with no warranty
Inland Audio Visual
1857 Notre Dame Ave
Winnipeg, MB
R3E 3E7
Ph# 204 786-6521
Toll Free # 1-800-933-6006
**Brands serviced: JVC, Panasonic, Elmo,
Hitachi, Sharp, Epson, Tandberg
Quality-Sonnx
Unit L 675 Berry St.
Winnipeg, MB
R3H 1A7
Ph# 204-953-0110
** Type of equipment serviced: Digital Cameras
still under warranty
**Need bill of sale and warranty
The Video Re-Fit Shop
3092 Portage Ave.
Winnipeg, MB
R3K 0Y2
Ph# 204-831-0862
**Type of equipment serviced: DVDs
**There is a $10.00 charge for an estimate
Winnipeg Audio Visual
320-550 Century St.
Winnipeg, MB
R3H 0Y1
Ph# 204 775-6662
**Type of equipment serviced: Overhead
projectors, all EIKI equipment, TV’s, VCR’s,
video cameras, etc
57

COMPUTER REPAIRS
Send all computer repairs to your Area Technician:
AREA 1 - Volodymyr (Vlad) Lyseyko
16 Kelsey Bay
Thompson, MB.
R8N 0L7
P: (204) 677-6744
F: (204) 677-6878
E: vlyseyko@frontiersd.mb.ca
AREA 2 - Ron Matthes
13-1 st Avenue N.W.
Dauphin, MB.
R7N 1G7
P: (204) 638-6839
F: (204) 638-3335
E: rmatth@frontiersd.mb.ca
AREA 3 - Dave Straker
1402 Notre Dame Avenue
Wpg., MB.
R3E 3G5
P: (204) 775-9741
F: (204) 775-9940
E: dstrak@frontiersd.mb.ca
AREA 4 - Brien Leslie
Cranberry Portage, MB.
R0B 0H0
P: (204) 472-3633
F: (204) 472-3283
E: blesli@frontiersd.mb.ca
AREA 5 - Ken Bauer
Norway House, MB.
R0B 1B0
P: (204) 359-6711
F: (204) 359-6897
E: kbauer@frontiersd.mb.ca
58

AUDIO-VISUAL EQUIPMENT
The library specialist is responsible for cleaning, maintaining and conducting inventory
of A-V hardware.
When new equipment is received the library specialist must:
1. Complete the warranty
2. Read through the service manual
3. Check the operation of the machine
4. Fill in an Audio Visual Inventory Card
SAMPLE: (Can be ordered through Library Services or the Purchasing Department)
Audio Visual Inventory
School: __________________________________________________
Machine: ________________________________________________
Make: __________________________________________________
Model: _________________________________________________
Serial No.: ______________________________________________
Date Purchased: __________________________________________
Bulb or Needle Type: ______________________________________
This equipment inventory card is the school’s record of equipment. Information such as
dates of repair, be recorded on the back of the card.
GENERAL MAINTENANCE:
All machines should be dusted and the lenses cleaned regularly (See Appendix B). The
equipment should be stored in a closed cupboard. When ordering parts or bulbs always
include the make and model number of the machine.
If there is a maintenance trades person available when the machine breaks down, have
him/her check the machine for any repairs he/she may be able to do. If he/she is not
available, send the machine to the appropriate repair depot. DO NOT HAVE ANYONE
TRY TO FIX THE MACHINE IF IT IS STILL UNDER WARRANTY, send it out
for repair immediately.
59

REPAIRS
If a machine is to be sent out for repair, a
repair tag (see example on next page) must
be filled out. The form should be made up in
triplicate. The white copy goes to the
supplier (along with the machine), the yellow
copy to the Division Office and the pink
copy is to be kept in the school. When
completing the form use Val Monique’s
name at the bottom for the supplier reference
(e.g. Please phone Val).
A listing of the repair depots is included for
your information. (Appendix C).
Purchase orders will be issued to the supplier
stating the amount of the repairs (except
when the machine is under warranty). The
receiving copies should be filled in as usual.
EQUIPMENT INVENTORY
The AV equipment inventory is to be completed each year during regular school hours
during the month of March, when the library specialist and the Principal can arrange a
time. The Purchasing Department will send out the inventory forms early in March.
Each piece of equipment must be matched to the list and the condition of the equipment
recorded. When complete, the form must be returned to the Purchasing Department.
Equipment that is no longer required by the school may be disposed of by following these
procedures:
1. Write a letter to the Chief Superintendent requesting permission to dispose of the
equipment, explaining why, and requesting instructions for the method of disposal.
2. Wait for a reply and follow the instructions you receive in the response.
60

APPENDIX C
IMPORTING PROCEDURES
61

IMPORTING PROCEDURES FROM EBOARD
1. Go to the eBoard by going to http://www.frontiersd.mb.ca/progs/library and click on the eBoard link
2. Enter the password read and click submit to enter the eBoard
3. Click on the Marc Records tab.
Click on the note for your school.
Enter your chosen password. If you have forgotten your password, contact Library Services
and we will provide you with it.
4. Click on the link com.cp
Select Save to Disk and press OK this should save the file to your desktop.
5. Open Library World and go to the Catalogue module.
6. Click on FILE, down to IMPORT across to MARC
7. “Imported Records will not be automatically re-indexed. Please re-index after importing.” Click OK
8. “Import Marc Records from”
Click on DESKTOP, then click on COM.CP, then click OPEN
9. “Would you like to preview the import file?”
Click NO
10. “Translate tags when importing?”
Click TRANSLATE
11. “Choose MARC import table file”
Make sure 092.mtm is selected (dark) and click OPEN
12. “Translate diacritics when importing?”
Click YES
13. “Copies selection”
Click on ALL and click OK
Records will import and you will get a message that lets you know the number of successfully
imported records.
14. Put your barcodes on your books and enter them into the records
15. Re-index You’re done!!!
62

IMPORTING PROCEDURES FROM EMAIL
1. Open the email you received from Library Services.
2. Next to the attachment com.cp, click on the Save As option.
3. Select Save to Disk and click OK. This should save com.cp to your desktop.
4. Open Library World and go to the Catalogue module
5. Click on FILE, down to IMPORT across to MARC
6. “Imported Records will not be automatically re-indexed. Please re-index after importing.” Click OK
7. “Import Marc Records from”
Click on DESKTOP, then click on COM.CP, then click OPEN
8. “Would you like to preview the import file?”
Click NO
9. “Translate tags when importing?”
Click TRANSLATE
10. “Choose MARC import table file”
Make sure 092.mtm is selected (dark)
Click OPEN
11. “Translate diacritics when importing?”
Click YES
12. “Copies selection”
Click on ALL and click OK
Records will import and you will get a message that lets you know the number of successfully
imported records.
13. Put your barcodes on your books and enter them into the records
14. Re-index
You’re done!!!
63

APPENDIX D
LIBRARY WORLD INVENTORY
64

Library World
Inventory
August 2008
LIBRARYWORLD INVENTORY
This manual will assist you in preparing for and conducting your inventory. It is divided
into three sections; the first should be completed before you start the inventory process.
The second section is a detailed description of how to conduct the inventory process, and
the third section will help you deal with the errors and clean-up that is necessary to
complete the entire inventory process.
Each section gives a point by point list of tasks to complete. You can use this as a guide.
For the more complicated tasks, a more detailed description is given immediately
following the list of tasks.
It is important to complete each of the sections.
65

v CHECKLIST:
SECTION 1
TASKS TO BE COMPLETED BEFORE INVENTORY
Set your Global Due Date. (optional)
Shelve library materials.
Put shelves in order (This is especially important if you want to run a Misshelved
report. This report should be run every two to three years)
Discard old circ_errors.log (Check logs to see if you have one)
Backup your library database.
Re-Index your library and verify circulation.
Check new circ_errors.log and make any corrections.
Reset inventory flags.
Run overdue notices.
Set your Global Due Date
You can change the global due date (Go to Administration, Options, Circulation,
Calendar tab) to reflect the date that you want everything returned by. Do not do this
until one circulation period before the library is closed. For example, if your shortest
circulation period is six days, and you plan on having everything returned by June 18th,
you would set your global due date as June 18 ON JUNE 11. Now when you run
overdues, ALL materials will be due on June 18, regardless of when they were checked
out.
Discard Circ errors.logs
The Log that should be dealt with before the inventory is started is the
circ_errors.log. This log is produced when you reindex all of the modules and check
off the box labeled 'Verify circulation'.
66

To discard the old circ_errors.log report.
· This log is located in the library database folder. To locate this log, exit from
LibraryWorld and go to my computer. Your library database will be located
either on your hard drive or the server. Locate the file and double click on it then
double click on the logs folder. The circ_errors.log lists circulation errors that
should be cleaned up before inventory. Click and drag the circ_errors.log to your
trashcan and empty the trash. If you don't throw this out, you will have a very
long, repetitive report as the program keeps adding the same errors on to the
report each time you reindex and ask it to 'Verify circulation.'
*If you do not have an old circ error log, go to the next step.
Backup your library database.
If you have backed up the library database in the past day or two, and have not made
a number of changes to the database, you can skip this step. Otherwise, make a
backup of the database before you reindex and Verify Circulation.
Reindex your library and Verify Circulation.
· Once you have discarded the circ_errors.log, the library should be reindexed.
Reindex ALL the modules and put a check in the Verify Circulation box as well.
Once the Indexing is completed, you will have a new circ_errors.log to print that
will show errors in the circulation module. These errors should be cleaned up
before you do your inventory.
Check new circ_errors.log and make any corrections.
· The report is located in the Log folder within the folder for your library. To
access it, you will have to exit out of LibraryWorld and find the library database
folder. This folder is located either on your hard drive or the server. It will have
approximately 19 files in it. One of the folders is the Log folder. Double click on
this folder and you will see a number of documents. These documents are created
when you index your library. Locate the document that is called circ errors.log,
and double-click on it to open. Print this document and clean up the errors.
67

CLEANING UP THE ERRORS IN THE
circ_errors.log
There are generally five types of errors in this log. You may have other errors
but they all occur because of a conflict between the information that is stored in
the copy record and the patron module. Appendix A describes how to correct
these errors.
RESET INVENTORY FLAGS
This is a very important step that must be done in order to have an accurate inventory.
In the catalog module, Go to FILE, down to PORTABLE INVENTORY and across
to CLEAR INVENTORY. Select ALL and No Serials this will take the “Y” out of
the inventoried field that is located in the Copy Record Window.
Run overdue notices.
If you run the overdue notices the day after the date that you have set global due date
for, you will get a list of all the materials checked out.
68

CHECKLIST:
Inventory:
SECTION 2
LIBRARYWORLD INVENTORY PROCEDURES
Set-up equipment to scan in circulation numbers
Scan circulation numbers into a word processing document or (text only) Microsoft
Word, Notepad, Simple Text, etc.
Save in text only format. Name the file according to the call numbers you’ve scanned.
E.g. 100 AAA – 199 ZZZ or Fic AAA – Fic ZZZ
Load the word processing document into the LibraryWorld program to generate first
report
Run second report, Inventory Report
Fill out the inventory sheet from Library Services and send it with a photocopy of
your reports to Library Services
Set-up equipment to scan circulation numbers
Equipment: Student machine (or alternate machine), scanner (use scanner from
library machine, disk or USB device (to save the word processing document too) and
an extension cord.
The Student machine (or alternate machine) must be disconnected from the network
(if connected) and placed securely on an AV cart with a long extension cord attached
to it. You must also have a word processing program (Word, Notepad, etc.) on this
machine. The barcode scanner must be disconnected from your computer and hooked
up to the student machine.
Before scanning in the records, shelf read the collection. If you have books with Easy
Nonfiction call numbers on them, (e.g. E 971.004 BOT) interfiled with your regular
nonfiction materials; and the computer has them listed with these call numbers you
will have difficulty with your inventory.
69

Scan circulation numbers into a word processing document or Simple Text
Open your word processing program. (Word, Notepad, etc.)
*A new document will be required for each section you scan.
Scan in the bar codes (circulation numbers) in ascending order. Check periodically to
see if the barcodes are reading correctly.
Be sure that the last number scanned in is the last number in ascending order.
Save in text only format
If you save in Notepad or Simple Text, the file will automatically save in a text
format. However, if you are using Word or Apple Works you will have to make sure
that you save the file as a text only file, NOT as a word document. If using Word or
Apple Works follow these instructions:
Insert a blank disk into the disk drive of the computer, or attach the USB
device. This should bring an icon of the disc to the bar at the top of the SAVE
AS window.
Under FILE go to SAVE AS
Name the file (e.g. name the 000—399 file as 000-399)
Change the File Format to “Plain text” by selecting the drop down arrow in
the “save as type” textbox at the bottom of the “save as” screen in Word or
just Text in Apple Works. (Notepad will save it this way automatically)
Click the drop down arrow in the “save in” textbox and select the appropriate
drive. E.g. A: is for the floppy and E: is for the USB device.
Click on SAVE.
You have now saved the circulation numbers to the disk/USB device. You may also wish
to save the file to the hard drive or the desktop of the student machine as a back-up copy.
Open a new word processing document for each section and repeat all of these steps.
70

Load the word processing document into the LibraryWorld program to generate
first report.
Take the disk/USB device to your library machine (the one running LibraryWorld).
Open LibraryWorld
Go to the Catalog Module
To run reports, go to FILE on the top menu bar (still in the catalog module) and pull
down to PORTABLE INVENTORY and then across to LOAD.
A window will come up on your screen and you will be asked to “Load circulation
numbers from:” Insert the disk/USB device with the circulation numbers on it and it
should appear on the window screen. Highlight the file, e.g. 000-399 and click on OPEN.
You will then be asked to select the reports that you want printed. Put an X in the box for
the reports that you want.
Select types of report:
Books Mis-Shelved X (optional)
On Shelf But Still Checked Out X (required)
Include Serials do not check
Note: If you select Books Mis-Shelved and the books that you scanned in are not in
order, you will end up with a long report. You should try and have the materials in fairly
good order. But the first few items and the last few items MUST be in order. Otherwise
the report will not run properly. It is NOT NECESSARY to run the “Books Mis-
Shelved” report every year. It should be done the first year that you computerize and
then every 2-3 years after that. The reason for this is that if the call numbers on the
catalog record and the call numbers on the book don’t match, you can locate the books
easily and correct this error.
Send to the Printer or Screen.
Fill out the inventory sheet from Library Services and send it with a photocopy of
your reports to Library Services.
71

WORD:
Go into Word
TO GET YOUR BOOK COUNTS
Go to the FILE menu and down to OPEN. Open the appropriate document
Go to TOOLS
Down to WORD COUNT and click
Screen will give you a character count, word count and paragraph count
APPLE WORKS:
In Apple Works, open the document that you want to count and go to EDIT, down to
WRITING TOOLS and then over to WORD COUNT.
NOTEPAD:
Or:
Click on the last Circ Number in the file.
Click on the EDIT menu
Click on GO TO option
You’ll see the amount displayed
Go to EDIT and select ALL
Open a word document
Paste your circ numbers into the word document and follow the Word directions
above
72

SECTION 3
INVENTORY CLEAN-UP
The inventory is not complete until the clean-up is done. Follow these instructions to
clean up the errors on the report generated after LOADING the numbers.
CHECKLIST:
Correct circ numbers not in index.
Check in any items not checked in.
Make corrections on mis-shelved report (assuming that this report has been run)
For lost items use the procedures in Appendix B
Export the items marked lost from 2 year’s previous inventory using the
procedures in Appendix B
Correct circ numbers not in index.
Using your word processing program, open the word processing document for the
appropriate section of the library.
Go to the Find function, (usually located under the EDIT menu of the program) and
type in the circ number that is missing from the index.
Write down the circulation number located immediately before and after the problem
number.
Repeat this for every circ number that is not in index.
Go to the LibraryWorld program and find the circ number that you wrote down for
each item.
Make note of the title and call number of the item.
Go to the shelves; locate the item that you have the title and call number for. The
problem circulation number is located between these two books.
Take the book with the problem circulation number and check for this item by title on
your database.
73

Make the necessary corrections, either by adding a copy if you have that title or by
cataloging the item if you don’t have that title.
Items not checked in:
Select your circulation module.
Select “check in” and check in the books from the report.
Run second report, INVENTORY REPORT
Once you have loaded ALL of the circulation numbers, you must run the Inventory
Report. This should be done for the entire library.
There is an advantage to running the report for the entire library. Any items that are
misfiled or labeled incorrectly will not be listed as MISSING. For example, you may
have a book with and Easy call number and it has mistakenly been filed with the Fiction
materials. If you inventory the entire library, this book will not be considered missing.
But if you inventory section by section then it will be considered missing if you load the
barcodes for the Easy books first.
Go to the Catalog Module, click on FILE, down to PORTABLE INVENTORY and then
over to INVENTORY REPORT.
A window will appear titled INVENTORY MISSING REPORT. You do not have to
change the Branch or Location fields. Leave the call number blank and then click OK.
Select the printer to print the report.
Make corrections on mis-shelved report
The mis-shelved report lists the mis-shelved books in between two books that are shelved
correctly. Find the mis-shelved book and make the necessary corrections.
For lost items use the procedures in Appendix B
Export the items marked lost from 2 year’s previous inventory using the procedures in
Appendix B.
74

Library World
Inventory
circerrors.log corrections
Appendix A
Please note: If you encounter errors on your circerrors.log that you can’t correct please
phone for assistance.
76

Appendix A
HOW TO CLEAN UP ERRORS LOCATED IN circerrors.log
The first type of error is:
12/1/04 18:50 Circnum #7092 is checked out but Patron #200147 does not show
check out.
This type of error occurs when a patron has lost a book and you have indicated in the
Patron module that you have “forgiven” this transaction. If you DID NOT mark the book
“LOST” under status in the circulation module at the same time that you forgave the
transaction then the computer assumes that the book is still checked out to the patron.
Check to see if the item is on the shelf before proceeding. If it is on the shelf, then check
it in. If it is not on the shelf, then you must go to the circulation module, check the item
in then click STATUS, select LOST and then type in the circulation number of the item
that you want to mark lost.
The second type of error looks like this:
4/30/04 16:01 Patron #200311: transaction #1 does not match copy record: cannot
find circnum #9633
This type of error is the reverse of the first error. It usually occurs when you have marked
the books as “Lost” in the circulation module but you have not forgiven the transaction in
the patron module. It may also happen if you have deleted the book from your database.
Check to see if the book has been marked lost by finding the title from the patron record
and searching for the title in the catalog. If it has been marked lost, you can change the
status to OUT, check the item IN through the circulation module and then mark it LOST
again.
If the book has been deleted, you must create a dummy record. Go to the catalog module,
click on ADD. Put the title in the title field and then add the circ number in the copy
record as usual. Then check the item IN through circulation and then delete the entire
record.
77

The third type of error looks like this:
5/21/04 09:16 Patron #8420018: transaction #2 does not match copy record: copy
does not have circnum #84003354 checked out.
In this case, the Patron record shows that the item is checked out but the copy record
shows that the item is in. First check to see if the item is on the shelf. If it is then locate
the patron record and forgive the appropriate transaction as explained above. If the item
is not on the shelf, then go to the circulation module and change the status to “lost” and
the forgive the patron transaction.
The fourth type of error looks like this:
12/1/04 09:40 Circnum #94000056 is checked out but Patron #84200087 does not
show check out.
In this case, the item still shows as checked out, but the transaction has been forgiven in
the patron module. To correct this, first check to see if the item is on the shelf. If it is,
then check the item in. If the item is not on the shelf, then check the item in and change
the status to LOST in the circulation module.
The fifth type of error looks like this:
12/1/04 09:34 Circnum #84004616 is checked out but cannot find Patron #84200002.
In this case, the item is checked out but the patron that the item was checked out to has
been deleted. First, check to see if the book is on the shelf or is presumed ‘lost’. Then to
correct this, you must create a ‘dummy’ patron with the same patron number that is in the
error message. Go to the patron module, click on add and enter the patron number and a
fictitious name. Go to Circulation, and check the item in. If the book is on the shelf, you
have corrected. If the book is NOT on the shelf, then you must change the status to
‘lost’. Either way, you should delete the dummy patron once you are finished. If you
have more errors of the same type, you can just update your dummy patron record with
the other patron numbers.
78

Library World
Inventory
DEALING WITH LOST MATERIALS
Appendix B
80

LOST MATERIALS:
MARKING ITEMS LOST
Every year, after the inventory is completed, there will be some items that should be
marked LOST so that they can be deleted after the next year’s inventory (or the year
after). Usually, a time frame of one year will allow the majority of materials to be
returned to the library before you delete the record. If you prefer, you can wait and delete
items after they have been missing for two years. In order to do this, there must be a date
lost field set up so that you can create a find set for the lost items by date.
CHECKLIST
Do you have a date lost/comments field?
Is the date lost/comments field indexed?
Change the status on the lost item to LOST and add date in
Comments field.
Do you have a DATELOST/COMMENTS field?
Double check to make sure you have the comments or date lost field by selecting the
downward arrow beside “keyword” box (in the catalog module).
Is the date lost/comments field indexed?
Go to OPTIONS, CATALOG, FIELDS (on the top menu bar) and drag down to the 852
Z field. The field may be called COMMENTS or DATELOST. Double-click on the
field name (either COMMENTS or DATELOST) and this will bring up a window with
the field information in it. Click on the box that says “INDEX”, and then click OK. If
you scroll down again to the 852 Z field, it should have a Y in the index field. When you
go back to the Copy record, the 852 Z field will still be called COMMENTS. You will
not be able to search by this field until you reindex the catalog module.
Change the status on the lost item to LOST and add a date in Comments field.
Once you have completed the inventory, you must mark each catalog record to indicate
that the item is lost. This can be done in the Copy Record window. In the catalog
module click the dropdown arrow by “keyword”. Select “circ num”. Type or scan the
circ numbers into the textbox. Select the catalogue record; open the copy record (double
click on the barcode).
Change the Status to LOST in the status field and type a date into the COMMENTS field
or the 852 Z field. IT IS IMPORTANT TO USE THE SAME DATE FOR A GROUP
81

OF ITEMS SO THAT YOU CAN CREATE A FIND SET FOR THESE ITEMS WHEN
YOU ARE READY TO DISCARD THEM. For example, you might mark the books lost
in the June 2009 inventory with the date “JUNE 2009”. Any materials that are lost after
the inventory is completed, in September to May of the next year, you would mark them
with the date “JUNE 2009”. You MUST keep the date the same every time you type it
in. If you have some items marked JUNE 2009 and others marked JUNE 09 you WILL
NOT be able to create a find set for all of the books lost in that time period.
REMOVING LOST ITEMS FROM THE DATABASE
DISCARDING ITEMS AFTER ONE YEAR:
Checklist
Complete the inventory before deleting any records.
Do a find set for the year that you want to delete, e.g. JUNE 2007
Run an ALL COPIES report on the Find set that you have created.
Check the report and manually go into each record that has more
than one copy and delete only the lost copy record.
Export the remaining lost records.
Complete the inventory before deleting any records.
Do not delete any catalog records until you have completed the next year’s inventory.
You may find that some of the materials that show up as circnum not in index are
actually items that were marked lost in previous years. The new program may change
the status on these items when you run the inventory. If it does not, then you must locate
each item and manually change the status on it.
Do a find set for the year that you want to delete, e.g. JUNE 1998
Select date lost or comments in the dropdown box. (If this field does not show up, refer to
the information above on how to index the field.) Type in the exact year that you want to
delete, or select the year from the left hand side of the screen.
Run an ALL COPIES report on the Find set that you have created.
The purpose of running this report is to identify which lost books have two copies
attached to the catalog record. If you have two copies of a title and one copy is LOST
and the other is IN and you do a GLOBAL DELETE, you will lose the entire catalog
record. Therefore it is imperative to run an ALL COPIES report so that you can
manually delete the LOST copies on a title with more that one copy, before completing a
GLOBAL DELETE. If you don’t have an ALL COPIES report available to you in your
print window, please phone the Library Services for information on how to obtain one.
After creating the find set, go to Print, select the All Copies report and print a report for
the find set that you have created.
82

Check the report and manually go into each record that has more than one copy
and delete only the lost copy record.
This report will give you the status of the books and you will be able to identify which
books have more than one copy. Have a find set of these materials on the screen and sort
them by title. Using the report, find the items that have more than one copy. Open the
record and then double-click on the barcode for the lost item. Once you have this copy
visible in the Copy Record Window, click on delete copy to remove it from your
database. Repeat this for each title that has more than one copy. Make sure that you are
only deleting a copy and not the entire record.
Export the remaining lost records.
Once you have completed this, you MUST redo your find set by Date Lost. The new find
set should only contain the books that are lost not records with duplicate copies that are
still in the library. Once you have the correct find set, it is safe to export the records to
your LOST BOOKS database. The LOST BOOKS database will allow you to keep a
copy of the records on file in case the books are returned in subsequent years. If you
choose to delete the records you will either have to recatalog the material if it is returned
or wait for a catalog record to be sent to you from Library Services.
Checklist
Exporting the records for lost materials.
Locate your LOST BOOKS database if you have one.
Create a LOST BOOKS database if you don’t have one.
Do a find set for the Lost books on your database.
Export the records to a file on the desktop.
Import the records into the LOST BOOKS database.
Delete the records from your database.
Discard the file on the desktop.
Locate your LOST BOOKS database if you have one.
A “Lost books” database may have been created in a previous year. Exit out of your
program and go to my computer. Look for your lost books database on your C drive. If
you can not find it, do a search, or for help call Library Services. If you do locate the
database, make note of where it is located and then open your library program. If your
library opens, click on the “back” arrow and clip on “open”. Click the drop down arrow
in the “look in” text box and locate your lost books database.
83

Create a LOST BOOKS database.
Open the Library program and click the back arrow. Click the “new” tab. A message
will appear asking if you really want to create a new library – click “create”. Another
message box will appear asking you to “Name new Library” Type in “Lost Books” and
click “ok”. This will create a new library called LOST BOOKS that you can use to save
the cataloging records for the LOST materials.
Do a find set for the Lost books on your database.
Open your library and create a find set for the year that you want to Export, then with the
Find set showing hold down the Ctrl Key and click in one of the boxes on one of the
records. This should select all of the records.
Export the records to a file on the desktop.
Once you have these records highlighted, Click on FILE, drag down to EXPORT and
across to MARC. A window will open. Click on Desktop, type MARC in the “export
Marc records to” file name box. Then click on SAVE. Another window will open asking
you to “Translate tags when exporting” Click NO TRANS. A copies selection window
will open with the button ALL highlighted. Click on OK. You will then get a message
telling you that you have exported the records.
Import the records into the LOST BOOKS database.
You now have to import these records to the LOST BOOKS Database. Go to the main
screen for LibraryWorld. Click on the icon for the LOST BOOKS database.
To import the records: go to FILE, IMPORT and across to MARC. When the window
asking you to “Import Marc Records from:” appears, click on the desktop and locate the
file you have stored there called MARC. Open the file.
Preview the file if you like then click on IMPORT. A window will appear asking you to
“Translate tags when importing?” Click on NO TRANS. Another window will appear
asking you to “Translate diacritics when importing?” Click YES. When the Copies
Selection Window appears, ensure that the “add a copy to import records that have no
copies” box is not checked off. Click OK.
Delete the records from your database.
You can now safely delete the records from your database. Go to the Main window for
LibraryWorld. Click on your own database. Do a find set for the records that you want
to delete. Put a check in each of the records while holding down the shift key. This
should put a checkmark on each record.
84

Then click on Delete. A message will ask you “Do you really want to delete all the
records in the find set?’ Make sure that you are only deleting the find set and not your
entire database, before you select OK. You can check this by reading the message at the
bottom of the screen that will tell you if you are in a find set and how many records are in
the find set.
Discard the file on the desktop
Locate the MARC document that you have created and throw it in the trash
85