San Jacinto Unified School District

Library Procedure Manual

Stefanie Seward
Azusa Pacific University
LIB 505
October 19, 2018
 Table of Contents

Date/Signature Page 2

Community and School Analyses

Library Mission Statement

School Library Goals and Objectives

Description of Programs and Services

Personnel Job Descriptions

Formats Collected

Selection Policies and Procedures

Acquisitions, Processing and Cataloging of Materials

Gifts/Donations

Maintaining Materials and Equipment

Inventory of Materials

Circulation

Confidentiality of Library Records

Weeding Materials

Collection Evaluation

Internet/Technology Acceptable Use

Copyright and Fair Use Compliance

Intellectual Freedom

References

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 San Jacinto Unified School District

Library Procedures Manual

__________________________ __________________________
District Librarian Assistant Superintendent,
Education Services

__________________________ __________________________
__________________________ __________________________
Board Member Board Member

__________________________ __________________________
__________________________ __________________________
Board Member Board Member

__________________________
__________________________ __________________________
Board Member

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 Community and School Analyses

San Jacinto is one of Riverside County’s oldest communities, dating back to its founding in
1870. San Jacinto is located in the Inland Empire, approximately 85 miles east of Los Angeles
and 90 miles north of San Diego. The community is home to approximately 46,000 people. The
median age is 33. The city is located in a valley surrounded by beautiful desert hills. Major
employers include agriculture and San Jacinto Unified School District.

San Jacinto Unified School District has approximately 10,000 students between 7 TK-5 schools,
three 6-8 middle schools, and one 9-12 high school. The district is also home to an alternative
high school that also hosts a K-12 virtual learning academy.

SJUSD Mission Statement: we exist to education and empower all students to achieve academic
excellence, personal growth and social responsibility. (SJUSD Mission Statement, 2018).

San Jacinto High School is home to 2,700 students that form a very diverse student body,
consisting of 3% American Indian, 2% Asian, 9% African American, 70% Hispanic, 13% White,
and another 3% of students who identify with multiple races. Approximately 83% of students
are socioeconomically disadvantaged, with 28% English Learners and 2% Foster Youth. All
students in our district now have free lunch. All district 9th grade students receive a new chrome
book. Students are expected to keep their chrome books until they graduate.

All school sites within the district have a library/media center that is open during school hours to
students, parents, and staff. Each media center has an assigned Library Media Technician.

Our high school library was formerly a public library. However, last year the district opened the
library as a student-only library, and discontinued public access. We are quickly building our
book collection, including a strong focus on ethnically diverse resources. Primary library users
are both students and teachers. Since the space is new, it’s still developing its role on our
campus. The principal’s goal is to make the library the hub of the school. It’s quickly becoming
just that!

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 Library Media Center Mission Statement

San Jacinto Unified School District Library Media Centers exist to provide all students a safe,

relevant, and purposeful place to learn and grow into resourceful, inquiring, ethical and

independent lifelong learners. Our library space is open, allowing all patrons full access to

resources and materials. Library shelves are spaced in such a way that the space is accessible to

those patrons with physical disabilities. Our library space is designed to allow individual,

partner, and small group work space.

The SJUSD Library Media Centers will strive to stay abreast of both technological and learning

trends so that all of our patrons will be well-prepared to thrive in whatever role they embrace

after they leave San Jacinto Unified School District.

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 Library Media Center Goals and Objectives

The library media centers of San Jacinto Unified School District will provide all students a safe,

relevant, and purposeful place to learn and grow into resourceful, inquiring, ethical and

independent lifelong learners. The SJHS Media Center will strive to stay abreast of both

technological and learning trends so that our students will be well-prepared to thrive in whatever

role they embrace after they leave San Jacinto Unified School District.

Library media center staff will be available to:

 assist students as they engage in problem solving exercises
 encourage students to be critical thinkers
 guide students as they learn to use the print and digital resources in the library
 guide students as they learn to use the information they discover during their research

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 Description of Programs and Services

With the goal of fostering a love of reading and encouraging strong, lifelong reading habits,
SJUSD library staff will strive to purchase materials that will support the curriculum and support
the recreational interests of our readers by maintaining a collection of high interest novels and
relevant resources. The library staff are committed to developing a collection that will both
support classroom instruction and assist students as they develop critical thinking skills,
communication skills, ethical attitudes and an appreciation of literature for both pleasure and
information.

Library collections will be shelved according to AR levels (elementary) and genre (secondary.)

Library staff will maintain a supply cabinet which includes art supplies, glue, hot glue guns, and
other project-type supplies for students to access as they complete school projects.

Hours: Students can utilize the library during intervention time and lunch time for studying and
working on classwork. All library media centers will be open during school hours. Each school
library media center may be opened for extended hours; please inquire at the specific school site
for more information. For students who need to print school work, docs can be shared to:
“sjhslib@sanjaconline.net.”

Library media centers will be available for meetings. Library staff will coordinate after school
reading clubs, chess club, and other voluntary activities for students who are interested in
participating. In addition, the library media centers will be available for peer tutoring Monday-
Thursday.

SJUSD library media centers will provide services in which technology serves a major role, not
only in the daily routine of the school library, but as an instructional part of the school
program. Students will have access to a variety of media resources managed by the district to
help them succeed in their learning and have opportunities to develop and foster computer skills
to prepare for life's experiences in a technological society. Library media center staff will
provide ongoing support to students and staff as technology advances. Staff will also be
available to repair chrome books, both before and after school.

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 Staffing and Job Descriptions

Each school site will be staffed with a full-time 11-month LMT. Under direct supervision of the
school administrator and the district librarian, the Library & Media Technician coordinates and
operates a computerized media/library center; provides technical, instructional and clerical
services and support for a media/library center; provides information, instruction and training to
staff and students in the use of library materials and media equipment; and performs related
duties as required.

ESSENTIAL FUNCTIONS

 Coordinate the Accelerated Reader program in support of the District’s mission and
development of college and career ready students

 Operate library computer system including, but not limited to, Destiny

 Provide and use the best information sources, multimedia, and other resources that can
be used with every learner regardless of their literacy level, language competence, or
learning style

 Collaborate with teachers to teach and promote reading across the school; create an
environment to encourage and reward reading

 Support teachers with materials for curriculum delivery, including digital resources

 Read aloud to students, teaching and modeling comprehension strategies such as

visualizing, making predictions, previewing, questioning, clarifying and
summarizing

 Play an active role working collaboratively with the school leadership team to move the
Common Core State Standards (CCSS) forward and make the necessary instructional
and cultural shifts within the school environment

 Attend curriculum meetings where reading, complex texts, and reading strategies are
being discussed; promote both informational and literary texts in a variety of genres to
support topics being considered

 Ensure students have opportunities to not only expand their reading abilities but also
experience the satisfaction and pleasure of relaxed, fluent reading

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 Provide opportunities for students to engage with texts on any preferred device and
format

 Provide opportunities for students to write and publish stories, books, poetry, and create
original media across the various genres and technology

 Work with the local public libraries in a wide range of literacy activities

 Promote the use of the library as an integral component of before and after school
programs and other informal learning initiatives of the school

 Support the program of digital citizenship in the school

 Maximize the school library environment, creating a rich information and technology
environment to support teaching and learning

 Present skills to and assist students in a variety of media/library center programs,

assignments, projects and in the use of equipment

 Provide media skills information, consultation and follow up assistance for individual,
small groups and/or a classroom of students

 Use a variety of audio, graphic and printed presentation materials and computer
equipment to reinforce skills and learning

 Assist students with daily assignments, projects, researching materials, study skills,
home work, remediation and extended learning programs

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 Library Media Center Formats

Books: SJHS Media Center is building a book collection that will be organized according to

genres. The genres represent both high interest material as well as material that supports core

instruction. The media center will make efforts to fulfill books series, and will maintain a

current and relevant collection. Media Center patrons will regularly be surveyed to determine

current collection needs. When ordering printed books, the following specification must be

considered:

● Does the printed material support the instructional values of SJUSD?

● Only books with durable binding will be purchased
● All effort must be made to purchase hard-bound books
● Age appropriateness level must be considered
● Popular series should be considered for additional copies

Online Databases: SJHS is 1:1 student chrome books. In addition, hotspots are available for

students who do not have Wi-Fi access at home. With the goal of preparing SJHS students for

both technical and college challenges, focus will be placed on developing an extensive, high-

quality online database. The database will be maintained on the SJUSD website, so that all

parents and students will have access to learning and resources while away from school.

Databases will be sorted by topic so that parents and students can easily access. When choosing

databases, the following specification should be considered:

● Does the database support the instructional values of SJUSD?

● Are the databases age appropriate?
● Are the databases easy to use? Simple search options (author/subject/title)
● Is full-text available?
● Are there complete citations on the database?
● Are the databases appropriately vetted for student use?

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E Books: SJHS is 1:1 student chrome books. In addition, hotspots are available for students

who do not have Wi-Fi access at home. However, even for those students who do not have Wi-

Fi access, many eBooks have the advantage that they can be bookmarked while on Wi-Fi so that

they can be viewed at any time, even without Wi-Fi. One advantage to creating and maintaining

an eBook collection is that patrons can access the eBook material even when the library is

closed. EBooks take up less shelf space than traditional books, and eBook usually have helpful

search tools. When selecting eBooks, the following specification should be considered:

● Does the eBook support the instructional values of SJUSD?

● Is the material age appropriate?
● Does the material format to chrome books, laptops, e-readers, and cell phones?
● Does the eBook require Wi-Fi to read, or can the book be downloaded/bookmarked?
● Is the book available for free in the public domain?

Graphic Novels: Graphic novels are very popular with many students. For visual learners, the

graphics/artwork may help with deeper understanding of complex text. Graphic novels may be

of particular interest for EL students and students who may not enjoy traditional novels. When

selecting graphic novels, the following should be considered:

● Does the graphic novel support the instructional values of SJUSD?

● Is the material age appropriate?
● Is the binding durable?
● Is the artwork exemplary?
● Is the layout of the graphic novel understandable and easy to follow?

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 Selection Policies and Procedures

GOAL
When purchasing library resources, we must take every step to make certain the books are rich in
quality and age appropriate. Library collections must represent the diversity of our students and
must promote the ideals incorporated in our district philosophy. Materials must align with
district and site goals, and must support student learning.

PROCEDURE

Please use the following procedures when selecting library materials:

1. Survey teachers/students/admin for library needs

2. Determine current collection strengths/weaknesses
3. Examine district/site goals
4. Run a report to determine high interest categories/genres
5. Consider what type of media is most appropriate (digital/print)

After you determine site/library needs, please generate a Follett (our preferred vendor) list/quote
as follows:

1. Go to “saved lists” and select “start a new list”

2. Search Titlewave and add books to your list
3. After you have created your list, it’s time to “analyze” the list
a. Check the analysis spreadsheet to make sure the list is appropriate
b. Go to “more options” and select “search list”
c. Scroll down to “No. of Reviews” and “select 3-4 reviews

 The goal is to make sure the reviews show that the book is a good fit for our
collections-play extra attention to the educational reviews

d. After your list is narrowed, please read thru reviews to determine library
appropriateness
4. Submit final list to your site administrator for approval
5. Share with district librarian

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 Acquisitions, Processing, and Cataloging of Materials

San Jacinto Unified School District Libraries will represent the diverse interests and needs of all
students. Prior to adding resources and materials to district libraries, the Librarian will

 survey site needs by collecting database data

 seek administrator, teacher, and student input
 confirm that material and resources align with district and site curriculum priorities
 determine budget parameters

Teacher/Student Request: a teacher or student may make a request for a specific book or
resource. The Librarian will utilize the resource/material/book request form and determine need,
appropriateness, and budget. The Librarian will confer with administrator prior to purchasing
any request for material that is meant to supplement adopted curriculum.

After a need for resources and materials has been identified, the following considerations should
be made:

Elementary Sites:

 Materials must be age appropriate

 Materials should include print, digital, and other resources that align with elementary site
goals and objectives
 Material should include high interest books that will encourage high student engagement
and will build the capacity of younger students to develop a love of independent reading
 Materials should include below reading level, on level, and advanced reading levels

Middle and High Schools:

 Materials must be age appropriate

 Material should include print, digital, and other resources that align with secondary site
goals and objectives
 Material should represent the diverse needs of students, including college and career,
trade school interests as well as CTE resources.
 Material should include high interest and informational resources
 Material should represent diverse learning levels and styles

SJUSD Cataloging & Processing of Materials and Resources

 Materials and resources will be barcoded and entered into Destiny Resource Manager.
o For site materials, site LMT's will process materials.

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 o For district materials, the Librarian will determine processing needs
 Materials and resources will be entered into Resource Manager in a consistent
manner. Careful consideration will be given to how resources are entered into Resource
Manager.

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 Gifts

SJUSD welcomes donations to our libraries. Please make all donations at the district office,
located at 2045 S. San Jacinto Ave. Our Librarian will determine whether donated material is
appropriate for inclusion in our school libraries. If your donation is not accepted, the Librarian
will contact you. If you require a donation receipt, please indicate such on the donation tracking
form you will be given at the time of the donation.

Please note:

As a general policy, the Librarian will not accept

 Damaged materials
 Textbooks
 Outdated materials
 Most periodicals/magazines that are more than 2 years old
 Media that is in obsolete format

Please note that the donor gives up all rights to the donated material after the material is
approved and accepted by the Librarian. At its discretion, the district retains the right to resell,
donate and or recycling donated materials according to Board policy.

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 Maintaining Materials and Equipment

It will be the responsibility of the district Librarian and site LMT’s to maintain a Destiny Catalog

of all library media center materials and equipment. The librarian is responsible for developing

data entry protocols to ensure that Destiny data is maintained in a consistent and understandable

manner.

Materials that require repair will be repaired or determined to be irreparable by site LMT’s. In

the event that the materials are irreparable, fines and/or fees may be added to the responsible

patron’s account according to district policy.

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 MATERIALS INVENTORY & INVENTORY CONTROL PROCEDURES

Please use the following table format for all library media center inventories:
Item Checked Out Available Total

Library Books

EBooks

Textbooks

Digital Cameras

ACER 732

Acer 740

Acer 720

Dell 11

Digital Calculators

1. WILLIAMS COMPLIANCE:
a. All students, including English Learners and Students with Disabilities, must have
access to standards-aligned core textbooks or other required instructional
materials to use in school and at home. This does not require two sets of
textbooks or instructional materials for each student.
b. Each LMT will run a quarterly “Williams Report” to confirm that each student
has appropriate materials checked out.
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 c. All core materials must be checked out to students within the first two weeks of
school. For late-enrolling students, materials must be check out within the first
week of enrollment.
d. Textbooks and instructional materials must be in good, usable condition.
e. Core textbooks/materials include: ELA, History/Social Science, Math, & Science.
f. LMT’s will work with site admin. to create check out procedures and timelines.

2. CORE TEXTBOOK/MATERIALS CHECK-OUT:

a. Core textbooks/materials include: ELA, History/Social Science, Math, & Science.
i. ALL MATERIALS MUST BE CHECKED OUT TO THE TEACHER or
STUDENT. No materials/textbooks can be checked out to a classroom.
ii. Materials/classroom sets of textbooks must be checked out to the teacher.
iii. Students are to check in their “CORE” textbooks to the library no earlier than
one week before the end of the school year.

3. LOST OR DAMAGED MATERIALS:

i. All lost and damaged teacher/student materials need to be tracked and
information needs to be given to your site administrator on a semester basis.
ii. Lost or damaged student fines are to be sent out two weeks prior to the end of
the school year.

4. YEARLY INVENTORY REPORTS:

i. Each LMT will conduct a yearly inventory check of all teacher and student
materials.
ii. Each LMT will email the yearly inventory check to Stefanie Seward and a
copy to Eugenia Snyder, DT /PDA

5. DESTINY INVENTORY:
i. All teacher & student materials purchased by either the District Office or the
school sites are to be barcoded and entered into the DESTINY system for
tracking-LMT’S responsible for uploading bar codes applied by the district.
a. All textbooks/instructional materials will be inventoried under the “textbook”
tag in Destiny.
b. All chrome books, calculators, and other electronic resources will be inventories
under the “resource” tag in Destiny.

Textbook/Materials Check Out / Check In

1. LMT will provide a schedule to teachers to check out and in all “CORE” materials for the
year.
a. LMT will provide a class schedule to teachers for student check out / in for
the year.
b. Students are to check out their “CORE” textbooks from the library within the
first week of school.
c. Students are to check in their “CORE” textbooks to the library at the end of
each school year. Please work with site admin. to establish a check-in
timeline.

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 2. For all textbooks/materials that will remain in classrooms during summer break (due to
lack of library storage), LMT must still comply with check-out procedures as soon as
school resumes. All materials that remain in classrooms over the summer must be
checked-in prior to summer break, so that lost materials can be tracked.

Circulation

All students, staff and parents are permitted to borrow books and resources (chrome books,
scientific calculators, microscopes, DVD’s, etc.) from any SJUSD library. Patrons must take
care to treat all materials respectfully. Unless enrolled in summer school, all materials are due 2
weeks before school end, typically the 3rd week of May.

Library Books: library books may be checked out for a period of two weeks. Library books
may be renewed one time for an additional two-week period.

 Faculty and staff may check out books for longer periods if needed to support instruction

Resources: acceptable use agreements must be on file for most electronic resources. Depending
on supply, most resources may be checked out for the duration of the associated class. For items
of limited quantities, some resources will be limited check-out to only those students enrolled in
the associated class.

 For resources of exceptional value, the library may not allow for check-out. Instead, such
materials may be used in the library, under the supervision of library staff.

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Loss/Damage: all patrons will be responsible for fees associated with lost or damaged items. In
lieu of payment of fee, it is at the sole discretion of the librarian to accept donation in-kind. For
electronic resources, fees will be scaled according to age of device.

Summer School: SJHS library will have limited availability for resources/book check-out during
summer school. All above policies are in effect during summer school.

Confidentiality of Library Records

Philosophy Statement:

Maintaining student privacy is the goal of all SJUSD libraries. We encourage our

students to seek needed information without fear that student use of library materials and online

resources will be disclosed. Patrons who utilize school library materials and online resources in

accordance with acceptable use guidelines have an expectation of privacy. Such use will not be

disclosed without proper authority,

Policy Statement:

Library Media Techs will protect patron privacy as set forth in California law (Gov. Code

6267) and SJUSD Board Policy. Patron library records will be confidential and considered an

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education record under federal law. No records will be released unless request for such records

follow board policy and California confidentiality laws.

As a matter of policy, library media techs will keep lending records for 30 days. After 30

days, cleared student records will automatically be erased from Destiny Resource

Manager. Library Media Techs will maintain student lending records for those materials that are

overdue, lost, or damaged.

Weeding of Materials

Removing (weeding) obsolete, inaccurate, and unused materials and resources from SJUSD
school libraries is critical to maintaining a quality collection that is relevant for both staff and
students. SJUSD’s priority is that students have access to high-quality relevant materials.

To determine if specific material is subject to weeding, please use the following guidelines:

 Is the resource misleading or inaccurate?

 Is the resource in disrepair or unusable?
 Does the resource lack educational value?
 Does the resource align with district goal and curriculum?

If a resource is determined to need weeding, please use the following procedure:

1. Delete resources from Destiny.

2. Cross out all school/district identifying marks
3. Discard magazines and audiovisual resources directly into the trash.
4. Discard other resources through a recycler, if available

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 Collection Evaluation

SJUSD libraries media centers are a critical part of the learning and teaching philosophy of our

school district. All stakeholders, including students, staff, parents, and community members will

have access to materials and resources that are pertinent to teaching and learning our adopted

curriculum.

Our library media techs, under the guidance of SJUSD’s Librarian, will regularly analyze

existing library collections to ensure that materials align with district and school goals, as well as

provide high quality support for adopted curriculum.

When analyzing collections, the Librarian will consider the needs of the San Jacinto community,

the specific needs of each school site, and the established short term and long term goals of both

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the district and the school site. The Librarian will develop a collection evaluation schedule that

will serve the needs of the district to keep libraries/media centers updated. The Librarian will

attend appropriate budget meetings with a collection analysis for selected school libraries.

Technology
Elementary chrome books: All teachers will have classroom carts of chrome books inside
classrooms. Students are expected to treat chrome books with care.
Secondary chrome books: All students need to have access to a chrome book. Each student
should be assigned a barcoded chrome book, a charger, and a case for their chrome book. It is
their responsibility to bring it to and from school charged every day. If the students fail to bring
their chrome book or it is not charged, they may use a “Loaner” chrome book for the day. They
must do one of the following below:

● Student can ask to check out another chrome book for the day and return the
Chromebook at the end of the day.
● OR the student may borrow a “loaner” from their teachers every period.

Broken or damaged chrome books:

If a student has a damaged Chromebook they must come to the library immediately to make a
statement and be issued a new one. The following reasons to bring in a Chromebook for repair
are as followed:

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 ● Broken or lost keys
● Screen is cracked
● Computer does not charge

Students will be fined for chrome book damage.

 Screen replacement: $40
 Charger replacement: $20
 Other repairs: $30/per repair

Lost or Stolen Chromebooks:

If a Chromebook is lost or stolen, it must be reported to the administration and the librarian
immediately! A statement must be written before giving a new chrome book to the student. If
the chrome book is lost, the student will be assessed the depreciated value fine of the chrome
book.

Student and Staff Login Issues:

Please send an email to the librarian (sseward@sanjacinto.k12.ca.us) or come see her if there is
an issue. If the librarian cannot fix the problem, please call 951-929-7700 ext. 4500 to reach our
technology department.

Technology Acceptable Use Agreement: updated each year and available on SJUSD website.

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 Copyright and Fair Use Compliance
It is the goal of San Jacinto Unified School District to practice lawful use of all materials and
resources. Library Media Technicians will work to ensure that staff and students are trained on
copyright and fair use principles. The district librarian will work with LMT’s to develop an
appropriate schedule based on grade level, CA Model Library Standards, and copyright and fair
use laws.
Library Media Technicians will work with site administrators and teachers to ensure that all
teachers and students receive copyright and fair use lessons throughout the school year. Lessons
should begin in the fall, with refresher lessons scheduled as needed. In addition, should an LMT
realize that copyright and fair use are possibly being violated, the LMT will contact the district
librarian to clarify and will then address as recommended by the district librarian.
The librarian will also train LMT’s proper citation methods so that LMT’s can provide appropriate
grade level citation lessons beginning in grade 5 and yearly throughout all secondary grade levels.
The librarian will develop a continuum of lessons so that citation strategies become routine within
SJUSD’s student body.

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 Intellectual Freedom
Student access to materials and resources are governed by the San Jacinto Unified School
District School Board. The district librarian will closely monitor that all materials available for
student use fall within the guidelines established by the Board. The district recognizes that all
materials/resources must align with the district vision and learning goals.
 Students have a right to access information needed to complete class assignments and
projects
 Students should be taught how to access both available print and digital/online resources
 The district librarian and site LMT’s must work closely with teachers and students to use
search skills safely and appropriately
The district librarian will establish a stakeholder committee in the fall of each school year that
will assist in monitoring the appropriateness of library resources and materials. The committee
will also be called together to address any materials/book challenges, and will present committee
recommendations to the School Board.
Any challenges to materials/books challenges must be handles consistently and must be
documented. The librarian will oversee any challenge process.

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