 |
|
|
Library Participation in NWTPLS Programs and Services
It is of the utmost importance that ALL LIBRARIES carefully follow the proper procedures when participating in a Service or Program. The cooperation of all participating libraries is essential to ensure that these Services and Programs run smoothly and thus benefit all people throughout the NWT. Each library is a vital part of a territory-wide Library System that serves the people of the NWT. Being a part of this system enables libraries to access Services and Programs that would otherwise be unavailable to their local patrons. In return, individual libraries have the responsibility to ensure that the proper procedures are followed when participating in these Services and Programs.
Libraries not following the proper procedures for a Service or Program may be asked to
withdraw from this Service or Program until they can assure NWT Public Library Services that
they will fulfill their responsibility of following the proper procedures. This regulation is to
ensure that a Service or Program does not suffer due to the actions of a single library.
1. INTRODUCTION
2. GENERAL DUTIES 3. REGISTRATION
4. CIRCULATION
5. REQUESTS, ILLs
6. REPORTS, STATISTICS 7. PROGRAMS, PUBLICITY 8. ROTATING COLLECTIONS 9. FILES 10. SUPPLIES 11. LIBRARY BOARD
12. LIBRARY COLLECTION
...back to Table of Contents INTRODUCTION & OVERVIEW Welcome to the Public Library System of the Department of Education, Culture and Employment. You are now a vital part of a territory-wide information system that serves the people of the Northwest Territories through libraries in Fort Providence, Fort Simpson, Fort Smith, Hay River, Hay River Dene Village, Inuvik, Norman Wells, Tulita and Yellowknife. The Community Library is an important cultural, social and recreational resource for everyone to use and enjoy. By providing a friendly and responsive service, you contribute directly to the well-being of the whole community. This manual is intended to provide information about the basic procedures and services that you will be providing to the patrons of your library. Please read the information carefully and use it to carry out your work. If you need more information or help, please call Headquarters. Hours of operation, telephone, fax numbers and e-mail addresses for all of the libraries are included in the Community Libraries section. This "library list" is an "insert" which will be updated as required and sent to all libraries. When you receive the new list, please insert in the LLH and discard the old outdated list. Other lists, forms, etc. that will be updated periodically are also included in the appendix of the appropriate sections of the LLH
TERRITORIAL LIBRARIAN
HEAD, TECHNICAL SERVICES
ORDER CLERK/CATALOGUING ASSISTANT
ADMINISTRATIVE SECRETARY
ILL CLERK
ROTATION CLERK ...back to Table of Contents There are certain things every new librarian needs to know on the first day at work. The list below is not by any means complete, but it will give you a head start on the job. 1. Who else works at the library? 2. What is the library telephone number? 3. Is there a written job description for your position? 4. Where is the nearest public telephone? Public washroom? Where is the Librarian's washroom? (if this is different from the Public washroom) 5. What is the library PO box number? Where are the keys? How often should mail be picked up? 6. What are the regular hours of the library? When are you supposed to work and what do you do if you cannot come in? 7. Where are the keys to the library? Who is entitled to have them? 8. Where are the circulation records, statistics, request logs, etc. kept? 9. Where does the library get its' FAX mail? What hours/days is this place open? 10. Where are the pens, pencils, stapler, paper clips, note paper, library cards, etc.? 11. Who is the custodian and what is their telephone number? 12. Who else (if anyone) shares the building? What do they do, when do they do it, and how do their activities affect library activities? 13. What is the Board Chairman's name? Telephone number? 14. Contact Headquarters and introduce yourself to the staff. 15. Who do you call for help? When you have the answers (or at least most of them) for these questions, you will be able to concentrate on learning the lay-out of the library, learning what is in the collection, and getting acquainted with your patrons. If you are in a shared facility, get to know your fellow tenants as much as you can. Find out about their programs, activities, etc. and try to be as compatible as possible, without loosing sight of the particular needs of the public library program. Remember - a shared facility is an opportunity to extend community awareness of the library. Getting to know the collection is the single biggest job you will have. This will take time but it is well worth the effort to be able to say "Oh yes, we have that!" and go directly to the shelf to get the item for the patron. Being able to use the Reference materials quickly and efficiently is also a valuable skill. Examine each item in the reference collection to make sure you know what sort of information it contains, how it is organized and where the index is located. If the particular book has an Introduction or "How to use this book" section, be sure to read that and then practice looking things up. You'll learn a lot and your patrons will be impressed by your efficiency. Contact Headquarters or another Librarian for help if you are stuck, whether on a reference question or with a problem in running your library. The members of the Library Board and the previous librarian may also be of help. Ask questions. We can only do our jobs if we know what you need. ORGANIZING YOUR LIBRARY LIFE OR HOW TO SURVIVE IN THE BUREAUCRATIC WILDERNESS 1. Things to do every day that the library is open
- pick up the mail on your way to the library (or on days that the Post Office is open) and open it as soon as possible, this includes FAX mail 2. Things to do every month
- prepare and submit monthly statistics and reports to Library Board and Headquarters. 3. Things to do as required
- if an item that a patron requested from another source has arrived, contact the patron to
let him/her know that the material is available GENERAL HOUSEKEEPING IN THE LIBRARY The librarian has a responsibility to make sure that the library is clean, tidy and well organized. 1. Cleaning
2. Work/Storage Areas
3. Displays
4. The Library Building
5. Interior Decoration
...back to Table of Contents Registration of borrowers is a very important function of the community library. It provides a number we can count annually to measure how much of the community we are serving. People may register for a library card at any time, but a regular borrower registration will help clear your records of out-of-date information and up-date your statistics. The NWT Public Library System is a "one library card" system. Permanent residents of NWT communities may use their library card in any community in the NWT and are entitled to free public library services from any member library in the NWT Public Library System. If a NWT resident does not have their library card with them, treat them as a visitor. Any person residing in the NWT for six months or more, or intending to do so, may register as a borrower in your library. If a library patron moves permanently to another NWT community to live, they must take out a new library card in that community. Registration Procedures Each person wishing to become a member of a library in the public library system must have a completed patron registration card and be given a borrower number. Patrons over 16 are registered as adult patrons. Younger patrons must have their registration card signed by a parent or guardian. 1. Fill out Patron Registration Card. White cards are used for adult patrons. Beige coloured cards are used for juvenile patrons. 2. Ask the patron to read the statement of responsibility on the front of the card and to sign in the signature space. Send a completed card home with a child for signature if the parent/guardian is not with him. DO NOT ASSIGN A NUMBER until the child has returned the signed card. 3. Fill in the "Registered Date" box and "Expires Date" box. Expiry date is the date your library re-registers all patrons. 4. Initial the completed and signed registration card. 5. Assign the borrower number. It should be the next one in your number file or book. DO NOT REUSE OLD NUMBERS. Some libraries have one set of numbers for adults and one for juniors. If your library has two sequences, adult numbers should end in "A" and juvenile numbers should end in "J". Borrower numbers should start with community or library code initials, eg. INL495A or MK32J. Be careful not to give two people the same number. When you re- register a patron they will keep the same number but you must up-date address, phone number and change the expiry date. Online Libraries will assign a patron barcode and follow automated procedures. 6. Give the patron a Borrower's Card. NWTPLS library cards have a space on the front to put a bar code label for libraries that use the automated circulation system. If your library uses a manual circulation system you print or type the name of the borrower in this box. Write or stamp the month and year for re-registration below box. Make sure the borrower signs the back of his or her card. 7. Complete Number File Card or Book: For patron privacy, materials should be signed using the borrower's number, not the borrower's name. Therefore, you need to keep a file in number sequence so that overdues can be done easily. Fill in a second registration card with borrower's name, address and phone number. Put the borrower's number in the upper right corner. File this card in number order. 8. File Patron Registration Card in alphabetical order by patron's last name. Temporary Residents Temporary Resident is a term that applies to anyone who will be living in the NWT for less than 6 months or an NWT resident who cannot show their library card from their own community. Patrons who are temporary residents in your community may use the community library. When registering a temporary borrower follow the normal registration procedures for adults and children with the following additional procedures: 1. If assigning a patron number, put a T after the number to indicate the patron's temporary status, eg. HR500T. Otherwise, put a T in the space for patron number on the registration card and library card. 2. On the registration card, include the borrower's permanent address and phone number as well as their community address and phone number. 3. Charge a refundable, one-time deposit of $25.00, to be returned when the patron leaves the community. Make sure the patron has returned all materials to the library before you return the deposit. 4. Receipts. Use a 3-copy receipt book. Give one copy to the patron. Clip one copy to the money. Leave the 3rd copy in the receipt book. 5. When the temporary patron leaves the community delete the patron file. 6. Count temporary patrons in your statistics for the number of registered borrowers. 7. Temporary cards are not transferable from community to community. The patron must register at each new library as s/he moves from community to community. 8. If the $25.00 fee is not returned to the temporary borrower before s/he leaves the community, this money should be sent to the person's permanent address. 9. Temporary residents unwilling to pay the $25.00 deposit may use library materials in the library only. ALL INFORMATION ON THE PATRON REGISTRATION CARDS IS CONFIDENTIAL AND IS NOT TO BE GIVEN OUT TO ANY OTHER PERSON (unless they have a valid Legal Warrant issued by competent authority) Visitors Visitors are people who will be in your community only a few hours or a few days (mostly tourists). Anyone may use materials from the paperback exchange. ANNUAL DECEMBER COUNT OF REGISTERED PATRONS Before you send in your December statistics you must count how many people were registered borrowers for the year and put this number on the statistics sheet. Remember to count all adult patrons, juvenile patrons, and temporary resident patrons, and add together. After your count is completed:
Remember to check your Expired File as well as your current Registration File when someone asks to register for a new Borrower card
...back to Table of Contents SIGNING OUT LIBRARY MATERIALS BORROWED BY PATRONS How To Sign Library Materials Out To A Patron If this job is done efficiently, the patron is happy, the collection will be kept in order, and accurate and timely statistics can be kept. The following instructions do not apply to libraries using the automated circulation system. For each item a patron wishes to borrow, follow these steps: 1. Ask the patron for their library card. If the patron does not have a library card, sign them up for one (see section on Registration of Borrowers). 2. Find the book pocket with the circulation card. This should be on the inside of the back cover. It may be one page into the book, if there are maps or pictures on the back end-papers. 3. On the circulation card, write the patron's Borrower Number. Do not let the borrower sign the card. Stamp the date due on circulation card and on the date due slip in the item. The length of loan period depends upon your local policy. 4. Be sure to return the Borrower's Card to the patron. Remind patrons of the due date. How To File The Circulation Cards 1. Find the Circulation File. It should contain division marker cards labeled with the months and dates. 2. Arrange the Circulation Cards from the books signed out in alphabetical order. File them behind the date that they are due back. File video cards separately. SIGNING IN LIBRARY MATERIALS RETURNED BY PATRONS How To Re-Card A Returned Item 1. Look on the date-due slip in the item to see the date that it was due back. 2. Look under the same date in the circulation file to find the card for this book. 3. When you find the card, double-check to make sure that the author, title and bar code number on the card match those on the book pocket. 4. Draw a line through the borrower's number or name to show that this loan has been completed and return the card to the pocket. Do this for each item that is returned on the day that it is returned. 5. If you cannot find the circulation card under the date on the date due slip, you will have to check through your whole circulation file. DO NOT PUT A BOOK OR VIDEO BACK ON THE SHELF WITHOUT PUTTING ITS CARD BACK IN THE POCKET 6. Reshelve the item in it's proper location. Any item that has not been returned by the date that it was stamped is OVERDUE. It is your responsibility to get overdue items returned as quickly as possible as other people will want to use the materials. It is important to make this part of your regular routine every week or every month. Video overdues should be done every week. Steps in dealing with overdues: 1. One week after the item(s) are due back, contact the borrower to remind them to return the materials. This contact may be in the form of a telephone call, a mailed notice, or a reminder when the person comes to the library. Tell them how many items are overdue and when the library will be open during the week. On the card for each overdue item, note in pencil the date and type of contact made. 2. If the item(s) are returned, thank the patron. Erase the pencil notes from the card, re-card the item and return it to it's proper place in the collection. 3. If the items are not returned, wait until the item is 4 weeks overdue and then contact the person again. Remind the patron that they are responsible for the materials that they have borrowed and that if the materials are not returned, the library will have to charge the patron for the cost of the materials. In pencil note on the card the date and type of contact made for the second contact with the patron.If you send a reminder letter to the patron, keep a copy of the letter in your files. 4. If the item(s) are returned after the second notice, thank the patron. Erase the pencil notes on the card and return the item to the shelf. 5. If the items are not returned after the second notice more serious steps must be considered. Find out from your Library Board what their policy on borrowers who do not return material is. This policy should be in writing and you should remind people who have overdues of what it will mean if the policy is applied to them. 6. If your Library Board has a policy that removes a borrower's privileges for not returning materials, send the borrower a letter informing them of the loss of their privileges when this occurs. Put a note in pencil on their registration card. If your Library Board does not have a policy on suspending borrowers, the NWTPLS guideline is that the third notice, which is also a suspension letter, be mailed to the patron. Until the patron has returned items, paid for their loss or donated a replacement copy in good condition they will not have borrowing privileges. Put a note on the borrower's registration card "Suspended date". NOTE: It is the policy of the Northwest Territories Public Library Services that if an item is lost or so badly damaged that it is no longer useful, the patron who had the item signed out is required to pay for it. An alternative option is that they donate a replacement copy which is in good condition. 7. Overdue materials are a constant problem. You will find that most of your borrowers will return all their materials on time and in good condition. A few people will have most of the overdues. Their names will turn up over and over. You have a responsibility to take care of the materials, but you should not let the problem of overdues take up all your time. When items have been overdue for 1 year they should be considered lost and removed from the catalogueue. To do this local librarians should send the circulation card(s) with a note to Headquarters. LOST AND DAMAGED LIBRARY MATERIALS Public Library Services policy states that Library patrons will be charged for materials that they lose or damage. Parents or guardians are responsible for materials signed out by their children. There are 2 or 3 owners of materials in your library. All items bought by Library Services belong to the GNWT. All items donated to your library or bought by your Library Board belong to the Library Board. In joint community-school libraries all items purchased by the school/DEA or CEC belong to the school. GNWT policy requires that all revenue from lost or damaged Library Services material be sent to Library Services Headquarters for deposit to General Revenues. Once a GNWT receipt has been issued and the funds submitted to the Department of Finance, you cannot reimburse the patron for any reason. This policy covers all books, audiocassettes, videocassettes, kits, etc. and periodicals provided for library collections by Public Library Services in Hay River. Materials purchased by or donated to Library Boards or school authorities are not covered by this policy. Local Library Boards may choose to set their own policy regarding the collection of fees for lost or damaged materials that belong to them. Public Library Services suggests, for consistency, that any fees charged be at the same rate as the fees charged by PLS. Fees collected on materials belonging to the local library should not be sent to Headquarters. The Schedule of Fees for damaged material is based on the cost of replacing or repairing the material, depending on the extent of damage. Costs for replacing lost or destroyed items are established on a flat rate reflecting the average cost of the item at current prices. This fee includes a $5.00 administration fee for each item replaced. The fees charged are as follows:
For damage to materials:
For replacement of materials: ...back to Table of Contents NWT PUBLIC LIBRARY SERVICES - REQUEST/ILL SERVICE - GUIDELINES 1. Reference works - Reference books are non-circulating. They may be requested but used only within the library. The Northern Collection is a reference collection. Lending northern and reference material is at the discretion of the holding library. Photocopies of specified small portions of reference books may be requested. 2. Genealogical materials - Genealogical source materials are not generally available through the request service. Occasionally however, microfilm copies are available and the request should indicate specifically if microfilm is acceptable. 3. Periodicals and serials - Issues of journals, magazines, or other periodicals are not available through the request service. Single subject issues of journals may be treated as reference material. A patron may request photocopies of specified portions of periodicals. 4. Best-sellers/high demand titles - Any book currently on bestseller lists, such as those published by MacLeans, Globe & Mail, New York Times, etc. will not generally be loaned between Yellowknife and other libraries in the NWT. Purchase of a second copy will be considered. 5. Recently published books - Books published within the last twelve months and in high demand may not be available for request. Purchase will be considered. 6. In-print material priced under $15.00 - These materials may be requested if they are in the NWT Library Services library system but may not be requested through interlibrary loan from libraries outside of the Northwest Territories. Purchase will be considered. 7. Paperbacks - These materials may be requested if they are in the NWT Library Services library system but may not be requested through interlibrary loan from libraries outside of the Northwest Territories. Purchase will be considered. 8. Borrowing items from libraries outside the NWT - Will not borrow from libraries where ILL fee is more than $15.00 and will only borrow from libraries where loan period is 3 weeks or more with renewals available at no additional charge. 9. Prescribed texts for school, college, or university courses - These materials are not generally available through the request service. 10. Rare books and costly items - These materials may be requested and will be considered on an item-by-item basis. If available, they will be treated as reference materials and can be used in the library only. 11. Ephemeral or bulky materials, including large maps - These materials will not be available through the request service. 12. Audiovisual materials (audiocassettes, videocassettes, compact disc) - These materials may be requested if they are in the NWT Library Services library system but may not be requested through interlibrary loan from libraries outside of the Northwest Territories. Purchase will be considered. 13. Multi-volume sets - Books published in sets of more than three volumes may not be available through the request service, or may be available only a few volumes at a time. Request for photocopies of the table of contents, the index, or specific pages or particular information from a multi-volume set can be substituted, provided that the request for this material is specific and carefully worded. 14. Thesis and dissertations - These materials are not normally available through the request service but may be requested if available in microfilm. 14. Overdue Fines and Charges for Damaged or Lost Materials - Patrons are legally responsible for all material borrowed for them from other libraries. Patrons must pay any overdue fines or charges for damaged or lost materials. If the borrowing library cannot obtain payment from their library patron the borrowing library is obligated to make payments to the lending library for the expense of such fines and/or charges. REQUEST/ILL SERVICE DEFINITIONS ILL: Interlibrary Loan - any item borrowed from a library outside the NWT ISBN: International Standard Book Number - a multi-digit computer readable number assigned to each title by the publisher; usually found on the back of the title page or on the back cover of a book Request: an item borrowed from another NWT library or from Headquarters Verify: to check information about a requested item for accuracy, including title, author, ISBN or precise subject required, in a recognized resource such as Books In Print, AMICUS, etc. You will receive requests of three types: (1)author/title requests, (2)subject requests and (3)magazine article requests. 1. Author/Title (specific item) Requests When a patron asks you for books by Mary Higgins Clark or for the video "White Dawn" this is an author/title request. 1. Check the NWT Library Services catalogueue. But remember not everything in your library is listed in the catalogueue. 2. Check your shelves. The patron may already have looked but look again; sometimes a second person can find the item. Remember to look on the book block and paperback shelves too. If it is in the library sign it out to the patron. Mark it as a Reference Question in the your statistics. 3. If you know your library has the item but you cannot find it on the shelves, check your Circulation Files. If the item is out on loan put a reserve note on the card (use a post-it or write in pencil). Leave the card in the circulation file. Mark this as a Reference Question in your statistics. When the item is returned notify the patron who asked for it. Hold the item for one week and if it is not picked up by then, put it back on the shelves. If the item is NOT in your library you will have to request it. 2. Subject Requests When a patron asks you for information about dogs or for a bannock recipe this is a subject request. Subject requests are a challenge. Don't be afraid to ask the patron questions about the request. By asking questions you find out what is really wanted. Someone who starts by asking for "something about dogs" may really want information about training sled dogs for races. Finding out what the patron really wants will help provide the best service possible. 1. Check the NWT Library Services online catalogueue. That will give you the Dewey # area to look in. 2. Check your shelves. Is there any information in books which are not completely about the subject the patron has asked for? Is there anything in the encyclopedia or the vertical file? If you find enough information to satisfy the patron, mark it down in your statistics as a reference question. 3. If the patron needs more information than you can provide or if you have no information at all, you will have to request information from NWT Library Services. Provide as much information as possible. Mark it down in your statistics as a request and as a reference question. 3. Magazine Article Requests When a patron asks for a story about the Holy Land that was in National Geographic December 1989 or for an article in News North about the capital of Nunavut this is a magazine request. 1. Check your magazine shelves and magazine file boxes. If the patron has asked for a specific magazine by title and your library has that title you may find it on your shelves. Sometimes patrons will have the wrong month so check several months around the date. If you have it, mark it down in your statistics as a reference question. 2. Check full text article databases on NWT Library Services web site. 3. If you still cannot locate the article wanted you will have to request the article from NWT Library Services. Provide as much information as possible. How To Send A Request All requests should be sent and received by the request software on the NWT Library Services web site.
A request number consists of the following parts:
- the code for your library name If you decide to use the month option, you must start a new sequence of numbers each new month.
HRL00-01-01 (HRL, 2000 January first request) If you decide not to use the month option, your request numbers will be in a continuous sequence for the whole year.
MKL 00-001
For example: "Patron heard about it on CBC radio on Tuesday morning, Nov. 13th 'or' patron saw a review in Maclean's, Nov. 10". If patron will accept a different book on the same topic, add that information under "Comments". For example: When requesting material on a specific subject describe the subject as clearly as possible. "Pets - general materials on all kinds of pets for Grade 4 student" - not just "pets". "House construction with lots of illustrations" not just "building" or "Patron is building his own house, video would be helpful". When requesting a magazine or newspaper article get as much information as the patron can give; if patron cannot remember exact date that the magazine was published, a more general one like "sometime in August" or "the week before Christmas" and the year will help.
How To Receive Requested Titles
It is important to return requested items on time. If your library gets known as a bad borrower, other libraries will not lend materials to your library. Libraries outside the NWT charge overdue fines to HQ when items are late. Loan Periods For Requests And ILLs Requests are circulated for 6 weeks. This may allow patrons to renew beyond 1 normal loan period. Videos are circulated for 4 weeks. Patrons have the use of the video for the normal loan period. Then it must be returned to the library which it came from. Materials sent by libraries outside the NWT go to the patron for one normal loan period only. The date that the lending library or HQ expects to have the material back is on the bottom of the Request Slip. Extension Of Loan Periods When a patron wishes to renew an item requested from another library check the date due on the Request Slip. 1. If it is an NWT item and you can renew and still put the item in the mail 7 days before it has to be back, you do not need to request an extension. 2. If it is an NWT item and will be overdue the lending library must be asked for an extension. 3. If item has been borrowed from outside NWT, HQ must ask for an extension from the lending library before the date the book is due. For example, if the book is due back July 1st, you must ask for an extension by June 23rd at the latest. HQ will notify you if the extension has been granted by the lending library. Return Of Requests And ILLs 1. Return the item as soon as the patron has finished with it. This may be before the official lending period is up. 2. Put the request slip in the pocket of the item. 3. Use the mailing label to address a padded mailing envelope. You will not need any stamps if you use the return-label provided with the book when it arrived. If you do not have a return mailing label use one of your mail-out labels and address it carefully. 4. Write in the date returned on your Request Log. Loss Or Damage Of An Interlibrary Loan PATRONS ARE LEGALLY RESPONSIBLE FOR ALL MATERIALS BORROWED FOR THEM FROM OTHER LIBRARIES. THEY MUST PAY ANY OVERDUE FINES OR CHARGES FOR LOST OR DAMAGED MATERIALS. If a patron loses or damages an item borrowed from Yellowknife Public Library, Thebacha Campus Library, Legislative Library, or southern libraries: 1. Contact HQ with the information that the item has been lost or damaged. 2. HQ will contact the lending library to find out charges. The lending library will be asked to invoice NWTPLS for the amount owed to them. 3. The lending library will notify HQ of the charges involved and mail an invoice. 4. HQ will then notify your library. You will then collect the money from the patron. 5. The patron will make the payment to Government of the NWT not to the local library. The payment must be sent to HQ. 6. HQ will pay the invoice from the Lending Library. In the event payment by the patron is delayed, HQ will pay the invoice before that payment is received. How To Send Items Requested By Other Libraries Requests should be handled as soon as possible and normally should be filled within one day. 1. Locate the item. 2. Remove the book card from the pocket and write the request number on it. Make it due back 6 weeks from the date that you sign it out for a book or 4 weeks for a video. 3. File the Book Card in your circulation file under the date that the item is due back. 4. Count the request as part of your daily circulation statistics. 5. Complete a Request Slip. Be sure to remember: request number, date sent, date due back in your library. 6. Put the Request Slip and a return mailing label in the pocket. 7. Use a padded envelope for mailing. Address clearly and put "Library Rate" in lower left corner. All NWT library addresses are in your directory. 8. Mark the proper request columns on your daily statistics sheet. 9. Post the book to the borrowing library so that it goes with the next mail out. 10. Postage should be at "Library Rate". This is much cheaper. 11. If the item has not been returned by the due date, send an overdue notice to the borrowing library. Include the request number and the author and title of the item borrowed. If a requested item is not available, send a status report. Explain if the item is lost, damaged or out on loan and you have put it on reserve. (an item is put on reserve when you locate the card in your circulation file and clip a Reserve Slip to it, noting that there is a request on file for this item) As soon as the item is returned send it to the requesting library. Multiple Requests For The Same Item When an item is requested by more than one library, or by more than one patron, the requests will be handled on a "first come/first served" basis at HQ or by the community that has the material. 1. Number the requests for an item as they are received. 2. Keep all requests for a given item together. 3. The item must go to the next request in the queue, when the first request has finished. NO EXTENSIONS ARE POSSIBLE IF THERE ARE MULTIPLE REQUESTS FOR AN ITEM 4. If the patron wishes to borrow the item again but an extension is not possible, send the item on to its' next stop. Make another request (new request number in your log). It will be placed in the lineup for the use of the item. The library that owns the item should send a status report back, telling where the request is in the line-up (4th or 5th, for example) and when the item is expected to be sent to the patron making this request. Keeping Track Of Requests 1. Regularly review the status of request in the NWT Library Services request software. 2. If a requested item has not been received after 1 month, contact the lending library. Be sure to give them the request number and, where it applies, the ILL number.
3. If a requested item has not been received after 2 months, ask the patron if the request should be canceled or extended. When a patron cancels a request this information should be sent to the lending library.
The local librarian is required to provide several reports. These include a short written monthly report and monthly statistics. The local librarian is also responsible for sending a copy of approved Library Board minutes to HQ. Local Librarian's Month-end Report Why:
What to include:
MONTHLY STATISTICS (Community Library Activity Report) Statistics are collected in order to measure the level of activity in your library and plan for future library activities. They provide a detailed record of library programs, program attendance and changing community relationships with the library. It is only on the basis of statistics kept by the local librarians that plans can be made to expand hours of operation or the size of the collection, increase staffing, add new services or discontinue unused services. These forms have been developed to help you to keep accurate, consistent and detailed records that will reflect what is going on in your library and help you to meet the requirements of the contribution agreement. How to Fill in Your Statistics Fill in this information on each day that your library is open. The days of the month are listed (from 1 to 31) on the left column of the sheet. Make sure your community name, the month & the year are written in when you start a new month. Each column should be added up and the total filled in on the Totals line. If you are in a joint school-community library the Totals should include school borrowing & programs. School statistics may be included in the daily count or they may be put at the end of the month on the line between 31 and Totals. Transfer totals to the Community Library activity report. Place the completed sheet on your statistics file. Open hours refers to the total number of hours each day that the library was open to the public. If you are closed on a day you should have been open print "closed" and the reason why, eg. "CLOSED BLIZZARD" or "CLOSED ILLNESS" or "CLOSED HOLIDAY". The last two columns are for use by individual libraries for items they may wish to keep track of. Adult books includes all adult fiction and non-fiction, large print, literacy materials and magazines. Books which have "Y" above the call number are counted as adult material. Count fiction and non-fiction seperately. Junior books includes all items marked with a 'J' on the spine, fiction and non-fiction, and also Count fiction and non-fiction seperately. Easy books include all items marked 'E' for easy (picture books, etc.). Video/DVD material includes all cassettes, kits and videos, both adult and junior. Music material includes all forms of music material; CD's, cassettes, etc. Requests made includes all Requests sent to HQ and other NWT Libraries for your library patrons whether they are filled from within the NWT Public Library System or from outside the NWT. Items provided to other Libraries records the actual number of books, videos etc. you sent to fill ILL requests. Reference Questions includes all requests for information, such as "Where is the school?", "What are your hours?", "Do you have a copy of 'The Mysterious North' by Pierre Berton?", " What is the population of Fort Liard?", "Who was Martin Frobisher and why was he famous?", etc. Please be as accurate as possible on this one. Internet Sessions Record each person using the net for 30 minutes or less as one session. Programs includes all programs you hold in your library eg. weekly story-hour, class visits, special tours, Halloween crafts, etc. In parenthesis included the total number of people who attended these programs, children and adults. Patron Count is the total number of people who came into the library each day. Sub Totals use for fiction and non-fiction and school library totals. Total Registered Patrons includes all people (adult + juvenile) who were registered borrowers in your library during the past year. You include this number on your December statistics only. It is recommended that an annual report be prepared. An annual report is a summary of what has happened at your library in the past year. It informs your municipal authorities and Library Board. It also becomes a good history of your library. It should be completed before the end of February each year and sent to NWTPLS HQ. Who gets copies of the annual report?
Annual Report Outline Date: year Name and address of Library Staff: Names and positions. Include any volunteers and staff hired for short term projects. Summary of the library year, including: 1. Description of regular activities and services during the year 2. Description of special activities and programs 3. Outline any problems or concerns
4. Anything else you want to include
...back to Table of Contents Programs are an important aspect of Library service to the community. There are many different types depending on their content, organization and intended audience. Publicity for programs is vital if the programs are to be successful. Planning Considerations When planning programs, there are several things to be considered: 1. How does the particular program contribute to the overall purpose of the library? - does this program support the library's goals as a cultural resource, a community information centre, a recreational resource, etc. 2. How does this program fit into the overall programming schedule of the library? - is it a one-shot program, a short series of activities, or an ongoing program? 3. Who is the intended audience of the program? - what age group will use this program? - will it appeal mainly to regular library users, non-users, a special audience or a cross section of the community? 4. What resources will be required to put the program on? - resources include time (staff, committee and/or volunteers), money, and "stuff" (craft supplies, equipment, food, publicity, space, etc.) 5. What evaluation procedures will be used for this program? - a record should be kept of all programming activities, including an assessment of the success or failure of the event community reaction, suggestions for future improvements, etc. (be honest in evaluating the success of each activity) Planning Assistance NWTPLS has a limited amount of material in the professional development collection. Call to find out. 1. Regular, ongoing programs
2. Short Series
3. One-shot or special event programming
When planning program activities, keep in mind everything else that is going on in your community. A program for adults might not be very successful if it is on the same night as Town Council Meeting, a Stanley Cup final game and a big Bingo game. 1. Publicity should be appropriate to the type of programming, the intended audience and the amount of effort you put into the entire event. 2. Use a variety of methods: posters, announcements on the community or regional radio or tv stations, flyers left at the post office, store or school, ads in school or community newspapers, etc. Make sure you spread your efforts all around the community. 3. Don't use the same type of publicity for every activity that the library presents. 4. Keep copies of all publicity releases, posters, flyers, etc. in the file on each programming event. These items are an important part of the library's history. 5. Enlist volunteers to help with specific publicity jobs. 6. If you see a particularly effective example of publicity for some other group, organization or event, save it for inspiration at some future time. (But don't copy it immediately - that's tacky and will probably cause confusion anyway.) 7. "Word-of-mouth" is the most effective form of publicity, but it cannot be the only form of publicity. 8. The basic parts of a publicity release/poster, etc. are:
9. Get somebody else to proofread your ad. Public Library Services encourages each library to provide regularly scheduled programs directed towards preschool children and their parents, baby-sitters, etc. These programs are generally known as "Story Time". "Story Time" is
Some practical advice on running "Story Time" programs 1. Make sure you aren't trying to do "Story Time" and do regular library stuff (signing out books, answering the phone, etc.) at the same time. 2. Mix old familiar stories and new ones. Some people find it easier to work around a theme each week. 3. 2 to 4 stories, depending on their length, is usually plenty. Children who are not used to listening to stories in groups will have a shorter attention span. 4. PRACTICE! PRACTICE! PRACTICE! especially with new stories. Remember to slow down when you speak.. Give the children a chance to comment. Ask questions about the story or picture. 5. If you are doing handicraft projects, make sure to recruit some helpers from among the parents. Pre-school children need lots of help and attention. Pre-schoolers should be accompanied by an adult. 6. Have all craft supplies prepared ahead of time. Who knows that the library exists in your community? Is the library the first place people think of when they need information? How important is the library to people in your community? If the answers to these questions are "nobody", "not usually" and "not very", then it's time to raise the community's awareness of the library and the services it can offer. Publicizing the library is an on-going activity that local staff, Board Members and Patrons can all participate in. Librarians and Board Members should do this automatically, satisfied Patrons will do it unconsciously, as they talk to their friends and family about what the library has done for them. Some steps in raising community awareness: 1. Don't assume that everyone, or even anyone, knows your hours, location or services. Publicize them regularly. Remind people that you exist. 2. Take advantage of announcement services in the local newspaper, community cable channel, community radio station, CBC and similar outlets. 3. Make use of local events - put a float in the parade, sponsor skaters/runners etc. in local fundraising events, etc. 4. Contact the teachers and parents at the beginning of the school year. Make sure they know when the library is open and what you can do to assist them in making education a success in your community. Students will be some of your most faithful users. 5. Talk about your successes, your new acquisitions, programs, etc. Make sure people know when a new Book Rotation arrives. You will soon learn who likes mysteries or craft books or northern history. It is worth a little effort to bring special books to the attention of people who will really appreciate them. Word-of-mouth advertising from satisfied customers is the very best publicity you can get. 6. Participate in Territory-wide and National events such as Children's Book Week, NWT Literacy Week, and other "Weeks". If possible, cooperate with other groups in supporting their events, whether it is Nutrition Month or Safe-Driving Week or whatever.
7. Remember: Public Relations is like exercise; you have to do it regularly and enthusiastically for it to have any effect.
...back to Table of Contents ROTATIONS - INTRODUCTION/EXPLANATION Rotation collections are sent out 3 times a year. For the other libraries when the new collection is received, the old collection must be packed up and sent back to Headquarters (Hay River). Libraries using automated circulation module must return current rotation before the next one can be processed. Each collection will include the following types of materials: videos, talking books (audio cassettes), children's music cassettes, kits (book & cassette, book & video etc.), easy books (picture books), junior fiction, junior non-fiction, adult fiction, adult non-fiction, large print books, French language material (some communities). No reference books will be sent as part of a rotation collection. The number of items sent will depend upon the population of your community. Each library may keep 10% of a rotation to build up their permanent collection. Procedures: Receiving a collection 1. Each shipment arrives in your community pre-paid and addressed to the library. There should be way-bills and a packing slip with each shipment. Sign and date all way-bills, check the numbers against the number of boxes received and send the way-bills back to HQ as soon as you have received the complete shipment. 2. The books will be packed in boxes. Save these boxes for returning the shipment to HQ. 3. Each shipment will have a computer print-out listing all titles in shelf-list order. SAVE THIS LIST. YOU WILL NEED IT LATER. Check the contents of the cartons against this list as you unpack them. Notify HQ (Alison), immediately, of any missing items or extra items. 4. Shelve the books and videos in proper order in your library. You may have a separate area for the rotating collection or you may integrate it into your permanent collection. Choose the method that you think will work best. 5. Let the community know you have a new shipment!!! Procedures: Returning a collection 1. Box up the rotation items that are on the shelves. Use the list that was sent with the rotation to make sure that you have everything that should be there. Make sure that the circulation card is in the pocket of the item and not still in your file. Make sure the videos in the boxes match the labels on the outside of the boxes. 2. Collect all the items that are circulating. Contact the borrower by phone or in person if necessary. 3. If there are books or videos that you cannot find or some that are difficult to get back from patrons, do not hold up the whole shipment. They can be mailed back later. But most of your materials should be returned in the boxes or cartons that you received them in. Let HQ know of any items that are missing or coming later. 4. Address each box: Buffalo Air Express Yellowknife, NT (873-2804) (Library Services) Ship as one shipment. Bill to Buffalo Air Express, collect. Mark the boxes as required eg. (1 of 3), (2 of 3), (3 of 3) so HQ can tell if all boxes shipped have arrived. If there is a charge for local cartage (from the library to the airport, for example), your community library is responsible for that charge. Do not use Postage Pre-Paid labels on boxes to be shipped by Air Express or truck.
**Ship materials only by the carrier approved by Headquarters**
...back to Table of Contents As Librarian you will be responsible for maintaining a number of files which record activities in the library. Below are a number of suggestions for dealing with information that should be kept in organized files. All files must have appropriate identifying labels. These files fall into a number of categories: 1. Circulation Files (book, audio & video cards)
2. Membership Files
3. Administration Files
A. Statistics
B. Library Board Minutes
C. Local Policies and Procedures D. Equipment file
E. Letters In
F. Letters Out
G. Rotation
H. Monthly Reports - Current Year
I. Annual Reports
J. Personnel
K. Requests
L. Magazines
M. "Subject Files"
...back to Table of Contents Headquarters provide LIBRARY SUPPLIES (list on next page) for all community libraries. Please check your library supplies regularly and reorder before your supply is low. Some library supplies have to be specially ordered and/or custom printed. The order might therefore take 6 to 8 weeks for delivery to Headquarters before shipment to local libraries. Procedures: 1. Write/Fax/E-Mail your order to HQ. Include the following information about each item:
2. Plan your orders carefully. Make sure you have enough on hand to do the necessary work and carry out your planned programs. Store all supplies in one location, so that items do not get lost or forgotten. 3. Do not order excessive amounts of supplies. For example, if you have only 250 registered borrowers, you do not usually need to order 200 new library cards every six months. If you are using large amounts of supplies, especially book cards and pockets, you should consider carefully whether or not the books need to be processed at all.
Adult registration cards Changes, additions and subtractions will be made to this list from time to time. Please let us know if we have missed anything. SUPPLIERS LIST (write to them for current catalogueues) Library Supplies, Furniture & Equipment
Brodart Library Supplies and Furnishings
Carr McLean
Gaylord Brs. Canada Craft Suppliers
Moyer's
Louise Kool + Galt Ltd.
Lewiscraft ...back to Table of Contents THIS SECTION IS DESCRIPTIVE AND IS NOT MEANT TO BE DIRECTIVE. 1. Represents the community to the library and the library to the community 2. Sets the goals and objectives for library activities appropriate to the needs of the community 3. Sets policies governing the use of library facilities, services, etc. 4. Recruits people and raises money to support library activities 5. Administers library programs, budget and local staff (local by-law controls this after acceptance of a Contribution Agreement) BOARD MEMBERS - DESIRABLE QUALIFICATIONS 1. Interest in the library, in the community, and in the library's relationship to the community 2. Readiness to devote time and effort to carrying out the duties of trusteeship 3. Recognition of the library's importance as a centre of information, of community culture, recreation, and continuing education 4. Close acquaintance with community social and economic conditions, and with groups within the community 5. Ability to work well with others including board members, librarian staff members, and the public served by the library 6. An open mind, intellectual curiosity, and respect for the opinions of others 7. Initiative and ability to establish policies for successful operation of the library and impartial service to all its patrons 8. Courage to plan creatively, to carry out plans effectively, and to withstand pressures, prejudices and provincialism 9. Ability to envision library development to include internal improvement and external expansion 10. Devotion to the library, its welfare, and progress Planning and policy development are the key activities of a Library Board. By carrying out these activities effectively and efficiently, the Library Board creates a climate of action in which the librarian, the community, the collection and the facility all interact in positive and productive ways. The other functions of the Board: staffing, fundraising, public relations, programming, etc. are carried out on the basis of the plans and policies that the library committee has developed. Planning is an on-going, multi-faceted activity that involves members of the Library Board, the librarian and members of the community. It focuses on short, medium, and long-term activities and integrates all aspects of the library's activities. Good planning results in a positive community attitude towards the library, an enthusiastic and energetic staff and successful programs and activities. A lack of planning or poor planning will lead eventually and inevitably to the death of the library. The Mission Statement The Library Mission Statement
Some sample missions statements:
The Mission Statement is a product of the Planning process and the foundation of all the libraries activities. The Planning Process The Planning process is a multi-step program carried out by a variety of people with the goal of developing an organized and effective program of activities for a library that responds positively to the needs and requirements of the community in which it is located. The activites of the Planning process are carried out by a Planning Committee which includes members of the Library Board, the librarian and members of the community. It is the Librarian's job to guide and supervise the process and make sure that no vital component is missed or short-changed. Basic Steps in the Planning Process
The Community Assessment This is the first step in the Planning process. The goal of this activity is to gather, organize and analyse as much useful information as possible about the library and the community from as many sources as possible, including both actual and potential library users. The information gathered must be as acurate, complete, and representative as possible in order to avoid biased and inaccurate planning. Information Sources A. Secondary Sources This is data that has already been collected by other agencies. It includes census data, federal and territorial government documents, annual reports of the library, local government, community religious, educational, recreational, social and service groups, newspapers, the Chamber of Commerce, Social Agencies, etc. Collecting this data first gives you an overview of the situation in your community and some idea of what areas lack data. B. Primary Sources This is data that you go out and collect yourself, directly from the library users, non-users, board members, staff, local politicians, etc. Methods of collecting this data include telephone surveys (random sample basis), through-the-mail surveys, personal face-to-face interviews, radio call-in shows, requests for briefs, etc. C. Community Meeting The purpose of the Community Meeting is to inform the public about the planning process. It may be large or small, and there may be more than one, depending on the size of the community and local circumstances. The community meeting is a chance to exchange information with people who might otherwise not be part of the planning process. Analysing Data This is the final step in the Community Assessment step of the Planning process. It is a complex and demanding process and the board must be careful to avoid slanting their interpretations or completely ignoring data that does not support fondly-held opinions of the Library Board. Though decisions and plans will be made on the basis of the data collected, individual suggestions and responses cannot automatically change policy. Remember that community members are often unaware of financial and legal considerations that constrain the Library Board. Choosing Roles for your Library There are many possible roles for the Community Library, depending upon local conditions and requirements. At the same time, it is impossible for a single library to be all things to all people. The Library Board will have to choose very carefully the roles that it will emphasize with strong support, those that will receive moderate support and those that will receive little support. Some common roles for Public Libraries include:
Developing the Mission Statement The Mission Statement determines what primary and secondary roles the library will play in the community, and what proportion of the available resources will be devoted to each role. A carefully thought-out mission statement serves as an indicator of the library's purpose for the staff, the public and the community. It is the first and most basic step in making the library relevant and understandable to the community. A MISSION STATEMENT IS USELESS UNLESS THE LIBRARY BOARD AND THE LIBRARY STAFF SUPPORT IT WITH COMMITMENT, ZEAL, AND ACTION. Setting Goals and Objectives This is when you start doing practical things to carry out your mission statement. GOALS are broad statements of purpose or intent which cannot easily be measured but which serve as a focus for directed activity. Goals are long-range. OBJECTIVES are measurable and obtainable and move the library toward a stated goal. Frequently they involve dates, lists of products and statements of individual responsibility. Sometimes there will be several objectives involved in attaining a single goal. To be useful for planning purposes, both Goals and Objectives must be capable of being stated in a clear, understandable, written form. Formulating Action Plans ACTION PLANS are detailed, sequential and outline the specific tasks necessary for an achieving an objective. An example: Goal: To provide effective information service to the Citizens of Alphaville. Objective: To establish a community information and referral service by May 19. Action Plans:
Evaluating the Activities Evaluation is a necessary part of planning. No project is finished until an appropriate evaluation has been carried out. The purpose of evaluation is to assess the success or failure of a project and to make decisions concerning the future of the project and its value in terms of the Mission Statement and the Goals and Objectives established by the Library Board. ON-GOING EVALUATION occurs while an activity is happening and serves to assess progress towards the desired goal. SUMMARY EVALUATION occurs at the conclusion of a project. The choice of On-Going or Summary Evaluation will be determined by the size, complexity, and importance of the project being evaluated. Planning is not a one-shot activity. It is on-going and changing, and includes short, medium, and long-term activities. Only by keeping in-touch with the community and reflecting the changes that occur there in the Mission Statement, Goals and Objectives and Action Plans can the Library stay relevant to its' community. Library Needs Assessment is an organized system of determining what your community needs and wants from its library. The Needs Assessment is carried out by the Library Board in order to develop policies and programs that suit the specific needs of each community. Why do a needs assessment? A needs assessment is a valuable tool for directing the development of the library and the board. It provides a unique view of the community and its information needs. With a properly conducted needs assessment, it is possible to successfully campaign for increased resources or develop more efficient ways of using available resources. Many future services, policies and activities of Public Library Services will be based on the results of the community needs assessments. By participating effectively in the program, a community ensures that it will have significant input into the future of library services in the N.W.T. Things that you will need to do your assessment 1. Information about the library - the size and type of collection, programs offered, usage statistics, etc. 2. Information about your community - records, data, projections, etc. 3. Focussed small group discussions - asking people for information and ideas about the library. 4. Touch-base interviews - getting in touch with the community by talking to key individuals and groups. Getting what you need to do your assessment 1. Don't re-invent the wheel. Library statistics are already available in previous years annual reports and in Headquarters reports. Community data is available from the municipal office, MACA, Depts. of Education, Health, Culture, Indian and Northern Affairs, Planning, etc. Make use of the work already done by others. 2. Ask people for information in an organized and effective way. Make sure that you have planned your interviews, and that you have met with as many interested groups and individuals as you possibly can, especially the people who do not usually use the library. Know what kind of information you are looking for. 3. Keep records of all the information you develop. These will form the basis of your reports and future plans 4. Develop a reasonable time table for the project and stick to it. Assistance: 1. Contact HQ for suggested list of titles available from the PROF collection. 2. MACA will do free workshops or workshops at nominal fee for ongoing development of boards. Contact your local or nearest MACA office. LIBRARY COLLECTION - DESCRIPTION/DETAILS The Library Collection consists of all the materials in the library that can be used for information, recreation or entertainment by library patrons. Suggestions and requests Library Services is always happy to receive requests and suggestions for developing the collection, both from librarians and the public. Please provide as much information as possible for the ordering clerk (title, producer, format, etc.) and send to Head of Technical Services. These materials can be described according to various criteria: 1. Ownership of materials
2. Type of Media
These divisions are meant as a guide for the convenience of patrons looking for materials that they will find appropriate and interesting. Any patron can use materials from any section of the collection that he or she finds useful. 4. Circulating and Non-Circulating Materials
5. Fiction and Non-Fiction
Organization of Library Materials
Non-Fiction Materials
Pamphlets, Magazines, Newspapers
Public Information Display
Libraries often receive donations of books and other materials. Donations are not to automatically become part of your collection. You can do one of three things with donations:
People donating items cannot demand that their donations become part of your library collection. If you are unsure of what to do with particular donated materials, call Headquarters for advice. Donations should only be put into the collection if they meet the following criteria:
Materials of local, regional and territorial interest are particularly valuable donations and should never be turned away. What to do with a donation when you have decided to accept it for the library collection If the item is to be added to the permanent collection it must be added to the catalogueue. Please read and follow the procedures in this section which apply to you. If the item is NOT to be permanent (i.e. with a call number) you may choose EITHER to put it in your paperback exchange or booksale box OR to put the item in your circulating paperback collection so that people can sign it out and return it. Do not use cards and pockets for these items. Stamp your library name on one edge and on the inside back cover. Put the year and month you added it to your collection in the upper right corner of the inside back cover, eg. 01-05. Add the paperback book to your shelves. When a patron wishes to borrow it, stamp the date due on the inside back cover. Keep a supply of circulation cards at the desk which have "1 PBK" written at the top. Use one of these to sign out the paperback by writing the title and the borrower's name/borrower's number on the card. When the paperback is returned cross off that line on the circulation card, keep the card at the desk for another paperback and put the book back on the shelf for borrowing. If donated, uncatalogueued paperbacks are returned damaged, throw them away. All donated items put into the "Donated Books" area should be marked with the date on which they were placed there. Each time one is borrowed, it should have the due date stamped on the inside rear cover. The shelf or box should be checked every 4 months. Do not allow it to become untidy or overcrowded. Items which have not been borrowed for 6 months should be marked "discard" and either thrown out or recycled to the paperback exchange.
If you do not find a match on MultiLIS a record has to be created. Items without existing records will be catalogueued by HQ only if they are published within the last 5 years, with the exception of "Northern" and "Aboriginal" material which may be older. Due to restraints in time and staff there will be only a certain number of items that will be catalogueued for each library per month. This will ensure that all libraries are treated fairly. It is essential that certain catalogueuing information be sent to HQ by the libraries wishing to have material from their own collection catalogueued. If all needed information is not supplied or is unreadable, the photocopy sheets will need to be sent back to the local library to add any and all needed information. Double bar codes are required for this catalogueuing to be done. These bar codes come in sheets with numerous bar codes on each sheet (available from HQ). Two bar codes will have the exact same number. Double bar codes enable you to attach one bar code to the item itself and to attach the other bar code with the exact same number to the photocopy sheet(s) of the item that you send to HQ for catalogueuing. This enables HQ to link the item (using the barcode) to the record created on MultiLIS. Here is a list of the information that HQ needs in order to do catalogueuing of local libraries' material. For Books - Photocopy title page and verso (back of title page) of book. As well, please photocopy any other page containing publishing information. Also include number of pages (include roman numeral pages that are at the beginning of some books), mention if there is any illustrations or maps (colour or black & white), size (height in cm.), is there an index or a bibliography, and ISBN if not on photocopy sheets. For Videos - Photocopy front and back cover of video case plus the label on the video itself. The information supplied on these photocopy sheets should include the length of viewing time, is there sound, color or black & white, list of cast, director, producer, etc., name and place of company producing the video and dates. For Cassettes - Photocopy cassette case plus the label on the cassette itself. Please include any additional information you have on this item. For Kits - Photocopy all important information from all parts of the "kit". Please include any additional information you have on these items. For CD/CD-ROMs - Photocopy the case plus the label on the CD/CD-ROM itself. Please include any additional information you have on this item. To ensure that all information required by HQ is supplied with the photocopy sheets sent to HQ, libraries should refer to the list below. Any relevant information that is missing should be added to the photocopy sheets before being sent.
Title: User category: It is not always easy to determine from just the title page etc. who the user of the item might be - is it an Easy Item or a Junior Item or an Adult Item? Please indicate. Subject content: It is not always easy to determine from just the title page etc. what the subject matter of the item is and if it is fiction or non-fiction. Write down the subject matter and if it is fiction or non-fiction. - Remember to put the name of your library on the photocopies so that catalogueuing/linking can be done correctly. - Complete processing and put items into your collection once catalogueuing is completed and labels have been sent back to your library. Linking items to existing records Library staff will be given access to add items to existing records after successful completion of training by HQ. Check against the MultiLIS catalogueue. a) If you find an author and title match for a fiction item link yours to the record. Publisher and date variations do not require a new record. Exceptions are revised editions and large print editions which require a separate record. b) If you find a match for a non-fiction item link yours to the record. This means author/title/publisher/date/edition should be identical to the record found. It is a Library Services Cataloguing Standard to have a single record for the hardcover (hc), softcover (sc) and paperback (pbk) edition if all other criteria are met. COLLECTION MAINTENANCE - WEEDING BOOKS HAVE A SHELF-LIFE, JUST LIKE A LITRE OF MILK. STALE MILK AND STALE BOOKS SHOULD BOTH BE DISCARDED. Weeding is the systematic removal of library materials from the library collection. Weeding maintains the usefulness of the library collection and improves access to the useful and worthwhile items. Weeding can therefore increase circulation and improve the public's perception of the library. Think quality rather than quantity. Weeding the Collection Overcrowded, outdated, inaccurate, unused, and shabby materials can weaken a library collection. Removing these items will help to maintain a high standard of materials that are current and accurate and that reflect the changing informational, cultural and recreational needs of the community the library serves. Materials directly related to local history, territorial history, and aboriginal language items will not be weeded. If such an item is in poor condition, you may wish to put it in REFERENCE so that it can only be used in the library. BARCODE NUMBERS FOR ALL ITEMS BEING DISCARDED OR FOR ITEMS SO LONG OVERDUE THEY HAVE WEEDED THEMSELVES (I.E. MORE THAN 1 YEAR) SHOULD BE SENT TO HEADQUARTERS TO BE DELINKED Criteria for weeding 1. Accuracy of information (especially in areas of science, technology, medicine, world events). Non-fiction materials containing inaccurate, outdated information will be weeded. 2. Usage. Materials that have low usage will be considered for weeding. 3. Physical condition of the material. If the item is worn, shabby, badly marked, etc. it should be removed from the collection. If you wish to have it considered for re-ordering, send the book card with a note to the Head of Technical Services at Headquarters. 4. Multiple copies of little-used or formerly popular items will be removed from the collection. 5. Award winners, Canadiana, classic works in various genres will be considered for re-ordering. Send the book card with a note to the Head of Technical Services at Headquarters. 6. Reference items such as yearbooks, almanacs, directories, phone books, etc. Keep current year in REF and put last year's copy in CIRC if you wish, weed the rest. Local Librarians can contact HQ if they are unsure of what to weed or wish to ask for advice before weeding or wish to ask about weeding particular titles. Advantages of weeding The advantages of weeding a collection on a regular and carefully thought-out plan are: 1. It keeps the collection looking tidy and new. Old, damaged and dull materials are more visible than new and interesting items, especially if the old, tired items significantly out-number the new ones. 2. It frees up shelf-space for new items. Over-loaded shelves are uninviting to the patron and can be dangerous. Shelves should never be more than 3/4 full, except in very special circumstances. 3. A regular program of weeding can be part of your shelf-reading work. It enables the librarian to have a wider and deeper knowledge of what the public is using and what they are ignoring in the collection. Decisions about new purchases, displays, etc. can be made more accurately on the basis of weeding decisions. 4. While weeding take note of gaps in the collection - make a list for yourself of subject areas where you want to keep items from next few rotations, also contact HQ as HQ may have titles in these subject areas they can relink to your library. PROCEDURES FOR WEEDED & LOST ITEMS Weeded Items From Library Collection Having an automated catalogueue is a great asset to all library patrons throughout the NWT. For the catalogue to be useful though, it must be accurate and up-to-date. We must be sure all weeded items are delinked and any empty records are dropped. Regardless of whether an item was purchased by your own library, by NWT Library Services, or donated, if it was barcoded and linked it must be removed from the catalogueue. Procedures: 1. Set up a weeding schedule for your library eg. every 6 months 2. Remove circulation card from each item you weed. Make sure the barcode # is on the circulation card. Write WEEDED-DELINK on each card and send cards to HQ. 3. Stamp DISCARD on each item to ensure it does not come back to your library collection. 4. Weeded items purchased by NWT Library Services have special disposal procedures that must be followed. If you have any questions about these procedures please call HQ. Lost Items From Library Collection Having an automated catalogueue is a great asset to all library patrons throughout the NWT. For the catalogueue to be useful though, it must be accurate and up-to-date. We must be sure all lost items are delinked and any empty records are dropped. Regardless of whether an item was purchased by your own library, by NWT Library Services or donated, if it was barcoded and linked it must be removed from the catalogueue. Procedures: 1. When a patron tells you they have lost a catalogueued item, follow the procedures for collecting payment. (Section 4)Pull the card from your circulation file, write "Lost - Delink" on the card and send to HQ. For videos, send the display case to HQ with the card. 2. When a card has been in your circulation file as an overdue for 1 year check your shelves carefully to see if you can find the item.
- Write "Lost - Delink" on the card and send to HQ. 3. Send list of barcodes for lost items to HQ, so these items can be deleted from MultiLIS. 4. If an item that has been declared lost and delinked is returned, it must be sent to HQ with a note asking to have it relinked. Note: When a circulation card gets lost and you have to make a new one, it is very important to write or type the bar code number from the item on the card. Headquarters needs this bar code number to delink item if need be. If you have any questions about the procedures please call HQ. The Reference Collection is a group of specialized resources in your library that are used to answer requests for specific, detailed information. These items are non-circulating, meaning that they do not leave the library under normal circumstances. They are identified by the "REF" on the spine label and are usually shelved in a special area. Generally, reference books will provide one of two types of information. The first type is statistical or factual information, relating to population, geography, economics, history, biography, etc. This type of information is often found in handbooks, yearbooks, atlases, dictionaries, or almanacs. The second type of information is a general, relatively brief overview of a topic, outlining its' major characteristics or qualities. This type of information is often found in encyclopedias. Reference sources will answer such questions as:
Requests for broader or more detailed information will be answered from materials in the general collection or may require answers from several sources. Examples of this type of question are:
Types of Reference Materials Encyclopedia
Dictionary
Atlas
Gazeteer
Almanac
NWT Reference Sources
The Reference Interview Many patrons who ask for information will know what it is they need and will be able to state their request clearly and simply so that you will be able to give them an appropriate resource quickly and easily. Sometimes, however, you may have difficulty in finding out what the patron needs to know. Make sure you understand what exactly it is the patron is asking before you respond to the request. Ask questions about the request. How much information is needed (a lot? just a little?), what level of information (introductory? advanced?), what is the information needed for (school report?, personal interest? - this is often especially important in dealing with children). If the information is not available in your library and the patron still wishes to pursue the matter, send the request to Headquarters. They will search for the required materials and send the answer back. Remember, the patron in front of you is always more important than the one on he phone. If you must interrupt your service, please excuse yourself to the patron. All public libraries in the N.W.T. (except YKL) receive magazines and newspapers on subscriptions paid for by Public Library Services and ordered through Headquarters. Subscriptions are on a calendar year, beginning in January and ending in December. Selection Each year, in the fall, Headquarters staff will send you a list of the magazines and newspapers you should be currently receiving with a letter asking you to look over the list. Make any changes (add or take away titles) and send in your revised list by the date stated in the letter. If you are adding new titles please rank them in priority order. If you have a library board, they may wish to contribute suggestions for the magazine list. Suggestions from your patrons will also be of use in making up the list. You will receive a lot of mail from the magazines and newspapers that you subscribe to, asking you to renew your subscription or take advantage of special deals, etc. Ignore all this junk mail. Throw it away. All subscriptions are renewed through Headquarters once a year. Keeping track of your subscriptions Magazines and newspapers will make up an important part of the mail received at your library. It is important to keep track of the magazines and newspapers and make sure that you are receiving all that you have ordered. A Magazine Index File is provided for each library. It looks like a black binder and holds a card (approximately 6" x 4" or 15 cm x 10 cm) for each magazine and newspaper you should be receiving. These should be arranged in Alphabetical order by title for all your subscriptions (If you do not have this black binder, or do not have sufficient number of the cards, contact HQ immediately. Checking in a magazine or newspaper As each issue arrives it must be recorded ("checked in") in the Magazine Index File. Find the correct record card for the title. Find the Volume and Issue numbers (for monthly and bi-monthly periodicals) or the date (for weekly and daily periodicals) and check the appropriate box on the form. You can use either a check mark on the date/month or else record the actual date on which the issue arrived. The sample card for "National Geographic" shows both methods. The advantage of recording the date of arrival is that after a few months, you will have a reasonably accurate indication of the delivery schedule. This will help you if you have to claim a missing issue. Claiming missing issues If, after a reasonable amount of time (1 month for a monthly publication, 3 weeks for a weekly publication) an issue of a periodical or newspaper has not arrived you should put in a claim for it. It is useful to know the normal delivery dates for your periodicals when deciding whether or not to claim an issue. Check the periodicals list that was sent to your library by the Acquisitions Clerk at HQ listing all the periodicals you are receiving. If the title is listed, contact the Acquisitions Clerk at HQ requesting a claim. Include the following information: Name of your library, Name of the periodical, Date and Volume/Issue number of the missing magazine. Saving magazines and newspapers When patrons require articles or issues of old magazines or newspapers these should be requested from Headquarters. Newspapers: Keep only 2 months. Before throwing old ones out, check for items to go in the vertical file or local history file. If you keep an article for the files, be sure to write the name, date and page number of the newspaper on th |