Questions
1)  Why does the receipt printer print out TWO receipts?
2)  What should we do if a student's information is not in the system and we can't pull up the patron information to check out the book to them?
3)  Why can't we just write down the student's name and the barcode of the book the student wants and then let them have it rather than wait for their data to be entered into Millennium? (see previous quesion)
4)  What if a student brings up a book to check out and it is damaged (spine split, pages falling out, stains, etc)?
5)  Can you prevent the warning message coming up about a student being close to their circulated items maximum?
6)  How can junior high students get materials needed from other GateNet libraries?
7)  What do we do with material owned by another library that is returned to a DISTRICT 90 Media Center?
8)  What if a teacher wants to check out a non-circulating item or a library use only item like a reference book or encyclopedia set?
9)  Some of the K-5 teachers are having their student's books checked in a day prior to their library visitation time. On the day of their scheduled visit is it possible to create some sort of list that indicates which of the students in that class still have a book checked out?
10)  Are there any tasks we can do when there are no students using the library , all the books have been checked-in and shelved and we are working our shift?
11)  How can we place a hold on an item for a student from their home library so that when the checked out item is returned, the student requesting it next can check it out?
12)  What if a faculty member needs an item from another library? Do they need to fill out an Interlibrary loan form as well?
13)  Lately there seems to be a lot of books getting on the shelves without being checked in. What's up with that?
14)  What happens if a student loses a book and has paid for it but then finds it later? Can he/she get a refund?
15)  How many times can a student renew an item?
16)  We know that GateNet provides resource sharing opportunities for our staff and students but is it possible to keep recently purchased items from being requested by other libraries to give our students a chance to checkout first?
17)  What are these literacy bag things that have suddenly appeared in some of the media centers?
18)  Is there a way for K-5 students to request items via the GateNet catalog that are not available at their home school library?
19)  If a student borrows material from another library outside District 90--where should they return the item?
20)  Why do you have to weed library collections?
 
Answers
1)  Q Why does the receipt printer print out TWO receipts?
A
You do not need to click the PRINT button to print--simply hit the CLOSE button (upper right hand corner) after you complete the check out transaction and that will generate the date due slip. If you hit the print button, then close--it will print twice.
2)  Q What should we do if a student's information is not in the system and we can't pull up the patron information to check out the book to them?
A
There should be appropriate forms in the Circulation Manual at each building that will address this issue. Send the STUDENT NOT IN MILLENNIUM form--down to the office (fill in student's name). The building secretary will complete the form with needed data and forward the form to Jennifer Slack OR e-mail her the information. Inform the student that you can HOLD the item for them but that they cannot check it out until the data gets in the system, usually within 24 hours. Put their name and date on the book with their teacher's name (advisory for junior high). When a volunteer comes in the next day they can try to circulate the item to the student by first doing a name search to see if the data has been entered. If so, they can scan the item out to the student, tape the date due slip with the student' s name and then the volunteer can take it down to the office and have it placed in the teacher's mailbox. If a teacher is there with the student, he/she also has access to SKYWARD info and can fill the form in and can also contact Jennifer Slack in lieu of the building secretary performing this function.
3)  Q Why can't we just write down the student's name and the barcode of the book the student wants and then let them have it rather than wait for their data to be entered into Millennium? (see previous quesion)
A
Because the student may not keep the book and return it in the book drop before the data gets entered. Then the student would be responsible for that book even though they turned it in. This would cause more problems when overdue reports are generated. Better to just tell the student to wait until the next school day to get the book.
4)  Q What if a student brings up a book to check out and it is damaged (spine split, pages falling out, stains, etc)?
A
You will have to tell the student to choose another item to check out. Damaged items need to be replaced or repaired. Place the item in the PROBLEM BOX. If the student really wants the item, put their name and teacher's name on it and when replaced or repaired we can circulate to the student.
5)  Q Can you prevent the warning message coming up about a student being close to their circulated items maximum?
A
Unfortunately no. It is part of the software. After scanning in the item to be checked out the message "PATRON CAN ONLY CHECK OUT (number) MORE ITEM? CHECKOUT ITEM ANYWAY?" Just click the yes tab and continue with the process.
6)  Q How can junior high students get materials needed from other GateNet libraries?
A
In the circulation manual should be forms titled: GATENET Interlibrary Loan Form. All junior high teachers were sent a copy of this form via e-mail as well and were requested to have them for their students if they gave research assignments that may require material from other libraries. The form has spaces for the requesting student's name, date, title of the item wanted, etc. The teacher giving the assignment must sign the form. This is the way we can get the material to the student via the teacher's mailbox. If the material wanted is not from a DISTRICT 90 library, the student's parent must sign the form as well. When the completed form is turned into the media center, place in the problem box and it will get picked up daily and processed by Media Services staff. When the material arrives it will be sent to the teacher's mailbox with the student's name on the item. We tell the students to allow at least TWO WEEKS for material to arrive.
7)  Q What do we do with material owned by another library that is returned to a DISTRICT 90 Media Center?
A
You can do two things: either check the item in as normal and you will get a message indicating that the material belongs some place else and would you like to print a transit slip? Click yes. A slip will print that indicates the owning library and tape (with removable tape) to the front of the book and place in problem box. OR you can just place in problem box without checking in. Media Staff will make sure it gets to the proper library. We would prefer you check in and print the transit slip, that way the owning library can see that it is on the way back to them.
8)  Q What if a teacher wants to check out a non-circulating item or a library use only item like a reference book or encyclopedia set?
A
Simply note the teacher's name and the barcode of the items to be borrowed and place note in problem box, e-mail to Jennifer Slack or me or put note in campus mail to one of us and we will input into the database.
9)  Q Some of the K-5 teachers are having their student's books checked in a day prior to their library visitation time. On the day of their scheduled visit is it possible to create some sort of list that indicates which of the students in that class still have a book checked out?
A
No--however--one of two things can be done. If the volunteer has time before the library visit and has the check out cards from the teacher--they can scan each of the cards (type b first) to see which student in the class still has a book out. Another way would be for the teacher to come up with some sort of system in the classroom. If the teacher is having the students put their books in a crate or box in the classroom--he/she could have them check their name off of a list near the box--that way students whose name is not crossed off still has an item out.
10)  Q Are there any tasks we can do when there are no students using the library , all the books have been checked-in and shelved and we are working our shift?
A
Yes--shelfreading is an important job because if a section is mis-shelved and other books are being re-shelved into the wrong section, many items will be misplaced. You can "adopt a shelf or section". You would be responsible during or after your shift to make sure your section of books is in proper order. This would pertain to both fiction and non-fiction items. Another project you could do: Pull books out for a special display according to a theme, holiday or topic. For instance --you could pull all the books out of a collection on cars and trucks with a sign; example "GET MOVING WITH THESE BOOKS!!" OR pull out some mystery books--sign could say; "WANNA SOLVE A MYSTERY??" Special attractive displays will provide interest to readers. You can put them on a top of a low shelving unit, a table, --even a spare book truck if one is not being used.
11)  Q How can we place a hold on an item for a student from their home library so that when the checked out item is returned, the student requesting it next can check it out?
A
The volunteer log in will not authorize that function. However, there is a form available on the LIBRARY FORMS page that you can access and print off HOLD ITEM REQUEST FORM--fill in and put in the problem box. Tell the student to return when the item is due to check to see if it was returned on time. Due date information is available in Millennium. Jennifer or I will pick up and then place the hold for the student. When an item that is on hold for another student gets checked in, a message will appear: HOLD ON ITEM..and it gives the name of the student who wants the item. It will ask you if you want to FULFILL HOLD--click yes. It then will ask you if you want to print a pickup slip--click yes. The slip will come out of the receipt printer. Date the slip and place in the wanted item and place on desk near circulation. You can designate a HOLDSHELFfor these items if you like. When the student comes in to get the item--check in as usual. If the item is there for a week after it has been returned, Jennifer or I will place back in the collection.
12)  Q What if a faculty member needs an item from another library? Do they need to fill out an Interlibrary loan form as well?
A
NO--teachers have all had the opportunity to be trained to order their own items through GateNet. The Interlibrary loan forms are for STUDENT requests only. If a teacher indicates to you that they don't know how to use GateNet , please refer them to Jennifer Slack or me so that we can show them the steps to order materials.
13)  Q Lately there seems to be a lot of books getting on the shelves without being checked in. What's up with that?
A
We are discovering that Millennium does not handle a large quantity of books being checked in at one time. Please only check in about 15 books at a time and make sure your items show up on the screen as being checked it. Just because the barcode scanner beeps does not necessarily mean the books are logged in as being checked in. Once you have done about 15 books, click CLOSE and then get back into the CHECK IN mode and continue with the next 15 books. Repeat this process as necessary.
14)  Q What happens if a student loses a book and has paid for it but then finds it later? Can he/she get a refund?
A
If the item paid for cost more than $15, is still in good condition and is found within 30 days of payment, then yes--the parent would go to the school office to turn the book in and request a refund. The book can then be checked in and put back into the collection.
15)  Q How many times can a student renew an item?
A
Items can be renewed twice.
16)  Q We know that GateNet provides resource sharing opportunities for our staff and students but is it possible to keep recently purchased items from being requested by other libraries to give our students a chance to checkout first?
A
Yes--there is a DISPLAY status that we can assign to new items for a short period of time that prevents other libraries from requesting these items. There are a couple of procedural steps to be followed however. Contact Ms. Davies-Smith for more information.
17)  Q What are these literacy bag things that have suddenly appeared in some of the media centers?
A
Literacy bags are a program developed by the Media Specialist to encourage parents to read aloud to their children at home. The bags contain a variety of books and materials and are grouped by themes (WINTER, ABC-123's) etc. There is a check out sheet located in each circulation manual. If a parent wishes to "check out" a bag, just write their name, their child's grade, date and which bag number and theme they are taking. If a bag is returned, please look in the bag for the inventory sheet and make sure all materials have been returned--then initial next to the check out information on the sheet in the manual.
18)  Q Is there a way for K-5 students to request items via the GateNet catalog that are not available at their home school library?
A
YES--there is a form available on the Media Services web page. Click on the picture of the man with papers in front of him and open and download the INTERLIBRARY LOAN FORM. Help the student fill the form out. If the item they want is at another District 90 library then no need to have a parent signature--otherwise they must have their parents sign the completed form first. Send the form to Alayna Davies-Smith or Jennifer Slack at Carriel. Please make sure the information on the form is clearly written including the student's homeroom teacher's name. We will order the material and send it to the teacher on the form and they will give the item to the student. Please remind the student that this is a borrowing privilege and that they will be responsible for return of the items they borrow.
19)  Q If a student borrows material from another library outside District 90--where should they return the item?
A
When the student returns the item--just check in as usual--A transit slip should print out and you can put in the problem box and it will get picked up.
20)  Q Why do you have to weed library collections?
A
COLLECTION MANAGEMENT DESELECTION PROCESS
Weeding the library's collection is an essential part of a library's collection development and maintenance; it helps to ensure a current, useful collection. The process is respectful to the District’s Media Center mission and its service to the school population.
Why do we need to weed?
• To maintain a current, accurate and useful collection;
• To make the best use of space;
• To improve the appearance, appeal and browsability of the collection
• To check for materials that need repair or replacement;
• To get feedback on the collection's strengths and weaknesses.
But some of these books are so good--some of my favorites--even if they are old a little tattered. Shouldn't we keep them?
• If you were to visit two libraries who had purchased identical collections, but one weeded while the other did not, you would find the weeded collection was more attractive, accurate, and therefore better used. You may think it counter-intuitive, but circulation does go up after you weed a collection.
• When you are shopping for clothes, do you like looking on racks that have garments crammed on to the rack, so you can hardly pull one out (and you'll never get it back in again), and you can't really see what's there because it's so crowded? Some of the nice clothes are hidden by those that nobody wanted. It's the same for a library's shelves--old, worn books make it unpleasant and difficult to browse. Much of the library's "business" is done in browsing, by people who come in to look for "a good book,," and most will not want to browse an old, tattered, outdated collection.
How do we decide what to weed?
• There are several criteria that we use. A method that is often used, the CREW (Continuous Revision, Evaluation, and Weeding) method, bases the decision on the currency of the book, length of time since it was last checked out, and the condition of the book. Each section of the nonfiction will have different criteria. For example, the currency of a book in the medical section is more critical than a book in the section on identifying birds. Length of time since the last checkout is a pretty good predictor for whether or not the book will be checked out again anytime soon; if it hasn't been checked out in five years, there probably is not going to be a stampede to check it out today or tomorrow!