Library Procedures for BHS

 

BEGA HIGH SCHOOL LIBRARY PROCEDURES

Amended November, 2010 (Last updated 26th April, 2012)

Hours of operation

The normal hours for High School libraries are from the commencement to cessation of daily lessons. However, BHS Library is currently operating under extended times.

 

8.30 A.M. – open for staff

8.45 A.M. – open students

Recess – closed for students

Lunch – open

3.20 – closed to students

3.30- closed

Teacher’s morning tea/special events –closed

Teacher librarian’s meeting (usually week 6) – closed for students, open for booked classes only.

Library committee

The Library Committee may include interested members of the school community. The role of the committee could concern matters such as Library procedures, user needs, liaison with the school community and other school committees, and support for the Teacher Librarian and library support staff.

The library and information literacy

Students from Kindergarten to year 12 require opportunities to develop proficiency in using the information process. As they become more skilled in the steps of the process, they are able to complete increasingly sophisticated and difficult tasks. The Library supports classroom teachers using the research steps of the information process to maximise the student’s level of information literacy. These steps are; deciding, finding, using, recording presenting and evaluating. The Teacher Librarian may be available for collaborative planning and teaching involving the research process. This is best undertaken if the Teacher Librarian is notified beforehand, ideally when   a program, assessment or assignment is being planned.

Bega High School Library Blog

• The BHS Library Blog may be used by all staff, student and others.
• Comments are ratified by the TL who is the current administrator.
• Staff is encouraged to use the blog as an aid to lessons, particularly for classes with DER laptops.
• Staff or students may request the TL to upload class resources via comments to the blog.
• The blog address is;

http://begahighlibrary.wordpress.com/

Junior student loans

Juniors are able to borrow four books or periodicals for a period of two weeks.  A book may be renewed provided there is no reserve placed on it.  They may be allowed to borrow books over the short holiday periods.

 Senior loans

Senior students may borrow up to ten books or periodicals at one time for a period of two weeks. They may borrow more books or have the loan period extended if no reservations exist but this is at the discretion of the Teacher Librarian. Students may borrow videos, CDs, DVDs, if their teacher has advised the library that these are necessary for the student’s course of study.

Distance Education students may borrow resources in these formats but the loan will be restricted to a two day or weekend loan only. If Distance Education students wish to view a video, CD or DVD in the library then they must obtain the item on loan. Extended loans for textbooks may be given to Distance Education students but this will depend on the number undertaking the same course.

Staff loans

Staff can borrow  a total of fifteen Library books, periodicals and other resources for a period of one month, (except the loan period for other resources mentioned below). They may not be allowed further borrowings if they have overdue resources. However, under certain circumstances they may be able to borrow more resources. For example; if a class requires a crate of books.   Also, DVDs, CDs, videos, computer software, equipment, etc.  should be  returned the same day or next working day, the exception being in conjunction with a teaching program. In such circumstances, the teacher should advise Library staff at the time of borrowing and an extended date can be set.   Some items, such as cameras and the digital projector should be returned immediately after use. Requests beyond this should be made to the Teacher Librarian. A list of the items borrowed can be provided if requested. Students should not be sent to borrow on behalf of teachers except for DVDs, Videos, cameras, etc. Staff cannot borrow DVDs and Videos over the Christmas holidays.

All borrowings should be made through OASIS and any staff who has library access should not borrow items outside of this procedure.

Reference material

Teachers and selected senior students may borrow reference material for two days maximum or overnight if a student but this is at the discretion of the teacher librarian.

Holiday periods and equipment loans

These loans are usually possible for staff as long as the Teacher Librarian is

advised. The items should be recorded at the office as well as on OASIS.

How to borrow

All students and staff must attend in person to borrow. The exception is for staff when borrowing equipment, videos, DVDs or resource boxes where they may phone or send a note with a student.

Lost Resources

Staff and students are required to pay for lost resources or provide a suitable replacement resource. However, the Teacher Librarian may waive this if special circumstances exist; for example, where the lost resource has been copied from TV.

Students sent to the library

Students should only be sent to the Library when unexpected circumstances arise. 

There is an expectation that all teachers and students, in the interests of quality learning, have all the resources necessary for a lesson prior to the commencement of that lesson.  Teachers should plan tasks for early finishers rather than send them to the Library. The Teacher Librarian is available for help with resources prior to lessons. If a teacher finds it necessary to send more than six students to the Library during a lesson, then they need to book a space to avoid unnecessary interruption to the Library.

The Library does not accept, for example:

• Students who have not prepared for their lesson
• Students with welfare concerns, unless discussed beforehand with the TL
• Early finishers
• Students who have “nothing to do”
• Classes with small numbers unless the teacher arrives to supervise.

Teachers who know beforehand they are to be absent, should not book Library spaces for senior classes unless a replacement teacher has been guaranteed.

The School rule is that all students, seniors and juniors require a note from their class teacher, preferably in the student diary, with their name, time and purpose of visit when sent to the library. If in a group, they should remain together when travelling to and from the library.  A maximum of six students from a class will be accepted in the library without a teacher. The Teacher Librarian should be consulted beforehand if students are to stay for more than 15 minutes. Computers should not be used as a continuous complement for insufficient computers elsewhere unless it is a ‘one off situation’ and the teacher librarian has been notified. The combined total present in the library will depend on library bookings, available space and the discretion of the Teacher Librarian. Generally, extra students may not be accommodated for any length of time if library spaces are being used. If a teacher has a large proportion of a class that needs to use the library at intervals during a given lesson, then they should book the library space. 

Students should not be sent to the library for photocopies or computer printing as they have ample library access to undertake these duties in their own time. Students should not be sent to the library to complete assessment tasks or assignments during lesson time without special circumstances, or between 12.00 P.M. and 12.45 P.M. as this is the teacher librarian’s lunch break and, the library will be unsupervised.

Photocopying and Printing

Staff

• Library staff do not do photocopying for teachers or for students on behalf of teachers. All such requests should be made to the Print Room or Office if the Print Room is closed for Roll collating and checking.
• A pin number is required.
• Photocopying should be limited to a small amount, for example, sufficient for a lesson. The photocopier is not meant for large scale copying. If a large number of photocopies are required then the Print Room or Common Room should be used.

Students

• Students should undertake photocopying or printing during their own time. The Library is open before school and at lunchtime  for this purpose. Students should not be sent to the Library to print during lesson time.
• Students are required to pay 10 cents per copy unless they are Distance Education students and have asked permission before printing or photocopying for their Distance Education lessons.
• The Print Room or Common Room should used for large quantity photocopying. Students should undertake photocopying or printing during their own time and the cost is ten cents per copy. Teachers should identify a situation where it is considered students are not liable to pay for copies.

Bags, cases, containers and sporting equipment

Bags, sporting equipment, cases and containers other than pencil cases are not allowed in the library. Wallets, money purses, phones or other small valuables must not be left unattended and should be taken by the student into the library. Teachers should either secure student bags in the classroom or use the cage at the library. Teachers are responsible for locking and unlocking the cage although senior students may obtain this key at any time, provided they advise library staff and they re-lock the cage if any bags are remaining.  The key is obtained from on the wall inside the first door of the library office area. Students should not leave any personal possessions in the library staff area. Students should not be allowed to stay in the cage area if it is unlocked; teachers should try and maintain their class within the library.

Food and Drink

Food and drink are not allowed in the Library except for the enclosed staff area. Student water bottles in hot weather may be an exception, provided they are kept away from computers and resources. However, where special events are taking place, students may be allowed to consume food and drink, for example the homework group or study days. In such circumstances, staff should ensure students are situated at the table areas away from computers and books.

Outside Groups Booking of Library

The library is often used for meetings etc during school time. Ensure the library staff is informed of meetings etc. well in advance. Some provision for securing the library must be made for the use of the library outside school operating hours.

All outside groups must complete a contract (via the deputy principal) to enable access to the library outside of school hours. A cost will be incurred for the hire of this facility.

Library bookings

Library bookings should be made on Millennium but the available spaces in the Library may vary from time to time because of changing circumstances, such as total school accommodation and student numbers. There is one booking space on Millennium per teacher and class. Teachers should book the space as required and should try and advise the library as early as possible if they decide to cancel a booking. The teacher is to attend with their class unless special circumstances exist, in which case, the teacher librarian should be advised beforehand. The library should not be used as a complementary space to a classroom, for example, in the situation where a class does not have enough computers in a computer room. Unless searching for books, students should remain seated on student chairs within their class’s booked space. Students should have sufficient work to last for the whole lesson and be actively supervised. Junior students who belong to booked or timetabled lessons should remain outside the library until their teacher arrives at the library door.

The teacher librarian may be available for collaborative teaching but prior notice is necessary. Similarly, if resources are required for a lesson then it is better to give the library some notice. When students are using computers, teachers should ensure that users comply with the BHS Internet Policy. Bookings cannot be accepted unless a teacher is to attend with their class or where special circumstances have previously been discussed with the teacher librarian.

Presently,  please be aware of the following:

• Libraries need to respect equality of access for all users so please limit bookings to one month ahead.
• Teachers should not arrive with students to use the library unless they have booked a space or contacted the teacher  librarian to arrange access.
• Always book by “ Add Booking by Place”, not by  ”Add Booking by Lesson”.
• The Small Video Conference Room is available on the booking sheet but bookings should be directed through the Teacher Librarian. This room is frequently used at scheduled times by Distance Education students for video conferences.
• Teachers wishing to book the Library should book Library Computers. This entitles classes to 6 computers at the Carousel Area as well as 10 laptops which should always be used at the tables adjacent the Fiction books. (Formerly Room 41A area). The computers in the middle area of the Library have been allocated to Year 12 students who also use the middle tables. The computers adjacent the office area have been allocated to Distance Eduation students along with the tables and study rooms on the far and rear sides of the Non Fiction books. However, there may be times when booked classes are able to use these other computers, provided students are supervised properly.
• The soft chair area near the Reference books should not be used for teaching. This is a quiet reading area and intended for use by students who are not on lesson time. Similarly, the magazine area should not be used for booked classes.
• Room 41 is subject to permanent bookings but these may not show up on the daily booking sheet. To view these it may be necessary to go click on ‘edit’ or ‘add a booking’.
• The Study Rooms, one being the ‘Small Video Conference’ are largely used by Distance Education students but may sometimes be available for others. Check with the Teacher Librarian.
• The ‘Senior Learning Centre’ a.k.a ‘Mezzanine’ is not available for booking or teaching. During lesson time, it should be occupied by Year 11 students only. These students should be on ‘Study Time’. Some Year 12s on ‘Study Time’ may be admitted but this is subject to the discretion of the teacher librarian.
• Cancellations may only be carried out by Mr. Gorman. However, if this is not possible, then advise the teacher librarian or go to the booking sheet and by using ‘edit’, type in the right hand column of the booking sheet, ‘cancelled’ and your name or initials.

Access to rooms and spaces in the library

Junior students should walk with their teacher to the library cage area and line up quietly. They should not be left unsupervised at the cage area. If necessary, their teacher should secure bags and equipment in the cage before guiding students into the library in an orderly manner. Students should be seated at their booked area before being designated to obtain books or use computers. Teachers who leave a note on their class door, or advise students beforehand that the library has been booked, should wait for the students at the door until the whole class is present so that they can guide their class into the library. Students should not be allowed to run in the library, nor should they be permitted to wander in and out. The noise level should be minimal. The rights of other library users and staff should be respected at all times.

Stationery-students and staff

Students should be prepared for their lessons. It not up to the library to provide stationery for students. Teachers and other staff should also come to the library with their own stationery.

Room 41

The IWB, TV, DVD and video conferencing facilities are housed in this room.  Students are allowed to bring their bags in to this room. If students in Room 41 need to use the general library area without their teacher, then they should do so as if visiting from an outside classroom but without the permission note requirement. Students should not be left without a teacher present. The exception to this is  video conference students who may not always have a teacher. All students who are to use Room 41 should wait outside until their teacher unlocks the door to the room. This is to avoid blocking access to other library users.

Staff should always give as much notice as possible when this room is booked for a special purpose. The person in charge of the booking should also notify library staff of requirements for refreshments and equipment.

Check list – Library booking other than normal class use

• Library space or spaces are to be used?
• Will this require the furniture to be re-arranged or for the folding doors to be opened?

If presenters are to be present, do they require items such as;

• Interactive White Board,
• Flash drive to be used or laptop link?

Are laptop computers to be used by the presenter or others?

• If so, are they to use DER laptops or personal laptops?
• If those present are to be from other schools, have arrangements been made to log on to the IAWB for users to have Internet access?

Is tea, coffee, urn, food, etc., required? If so arrangements need to be made.

Has someone arranged for the Library to be opened if participants are arriving early?

Has someone arranged for the security of the Library when presentation has finished?

Have arrangements been made to clean or remove food, mugs, etc., and for furniture to be replaced if necessary?

Is there any other special arrangement required?

The person organizing the event needs to ensure proper arrangements are in place.

Study Rooms

The study rooms are usually used by Distance Education students who are timetabled. The spaces may be available for other uses in which case a request should be made to library staff with as much notice as possible.

Mezzanine/ Senior Study Area

The mezzanine area is for senior students and is the designated Senior Learning Centre space.  Apart from access to the Video Editing Room, teachers should not allow junior students to be in this area.

Library Staff Area

The library staff area is for library staff only, except for Distance Education students who should only access the area to collect and deliver their work, or to phone their teacher. Other staff members should at all times respect the  library workplace and the right to privacy for the library staff. For example, other staff should not occupy library staff desks or search library staff desks or cupboards in order to obtain equipment or stationery.

Senior Students- Library Access 

Senior students are encouraged to use the library as it is an integral learning area in the school. Students should therefore see the library as a positive part of the school community.

Senior students need to have easy access to relevant information to their learning needs i.e. syllabus documents, standards packages, updated media file, computers and peripherals such as printers and internet. It is hoped that through negotiation students can utilize the expertise of the Teacher Librarian in sourcing materials.

There may be occasions where students are required to participate in group work and discussion (mandatory in several HSC subjects).

The following guidelines have been developed to ensure staff and senior students have a clearer understanding and awareness of the way the library operates to ensure this resource is used effectively.

• Students must recognise the authority of the Teacher Librarian when using the library and demonstrate the same level of cooperation as accorded to any member of staff.
• Senior students must sign on in the book provided upon entry to the library. Upon entry to the library, students have a responsibility to inform the Teacher Librarian, or other staff, of their intentions whilst in the library.
• Senior students have access to the library during study periods for genuine purposes.        When a senior class is not covered through staff absence the library may also be accessed. A pass is not required under these circumstances although signing in to the library is still required.
• The Teacher Librarian is the manager of the library area and therefore has the right to remove a student/s who are not following library guidelines or who are not using the library appropriately. Normal discipline procedures as per the school’s discipline code will apply. This may include prohibited use of the library for a period of time until the student can demonstrate they are prepared to follow library procedures.
• The mezzanine area is a designated senior student area. Other areas of the library can only be used by negotiation with the Teacher Librarian.
• All students must be issued with a pass from their class teacher to use the library during class time. Students are to present this pass upon entry to the library to the Teacher Librarian and explain the task they are undertaking.
• No food or drink is to be brought into or consumed in the library by students.
• The use of mobile phones, ipods, Discmans etc. are not permitted in the library
• Computer use is to be negotiated with the Teacher Librarian and can only be used for genuine school related purposes only. Checking of personal email, downloading programs, music etc is not permitted.
• Attempts to install, corrupt, or change software/network settings in any way will be considered as malicious and may result in suspension from school and the removal of network/computer privileges.
• Valuables such as mobile phones and wallets should not be left in bags outside the library. The school does not accept responsibility for the loss of such items.

Camera bookings

The library has a number of digital still and video cameras. Students may borrow cameras if they have permission from a teacher. The camera is borrowed on the teacher’s card and the borrower is responsible for care of the camera.  Overnight loans are for seniors only but they must have paid their subject fees. This should be checked by class teachers. Juniors must return cameras on the same day and after the borrowing period that their teacher has specified. The teacher must advise library staff either by phone or a note that the student is to borrow a camera. Borrowers should always try to book one day ahead. Teachers who borrow cameras should return cameras as soon as possible, preferably after the lesson has been completed. However, borrowing overnight, for the weekend or excursions is possible if library staff is advised. Teachers may also borrow cameras during holidays provided they write the details in the register at the front office. The library staff attempt to maintain batteries for the cameras but it is up to the borrower to ensure that the camera is ready for use. Images should be deleted from a camera before it is returned to the library although library staff may be able to help those who are not able to do this.

Library Procedures for Digital cameras

• Cameras are accessioned in the library
• Borrowing is direct from the library.
• Batteries and repairs are funded by I.T. Library staff will attempt to maintain the     cameras but teachers are encouraged to book early for cameras and to  inspect them beforehand to ensure they are in working condition.
• Students may borrow cameras but they must attend the library with written permission from their teacher. Alternatively, their teacher could phone the library to advise of the borrowing.
• Cameras and accessories that are being borrowed overnight should be collected at the end of the school day or as close as possible to that time.
• The borrowing must be listed on the teacher’s OASIS record along with the student’s name.
• In order to borrow a camera, senior students must have paid their subject contributions. These will be checked by their class teacher.
• Borrowing is restricted to one day for teachers and senior students. However, this may be extended to include overnight, weekends or special circumstances, such as excursions. Juniors may only borrow during the school day and the duration is to be specified by their teacher.
• Failure to return a camera on time may result in a restriction of further borrowing.
• The borrower is responsible for care of the camera whilst borrowed under their name.
• The borrower may be held liable for camera repair or replacement where costs arise due to negligence.
• Photos must be downloaded and deleted from the camera memory prior to return.

Other equipment

The library has a range of other equipment. A digital projector is available for loan but needs to be booked and then returned immediately after use. Overhead projectors are also available. These should also be returned as soon as possible although a longer loan period may be made provided library staff is advised. Some equipment, such as video recorders, television sets and cassette recorders are not available for loan outside of the library.

Student bookings - computers

Students are requested to make bookings in advance with the Teacher Librarian for computers at lunchtime. Students should only use the computers for school associated activities. Students should at all times observe the BHS Internet Policy in their use of the computers.

• Wherever possible, students should book a computer before school. Their name should be placed next to the number of the computer.
• Students will have to leave the library if they cross out someone’s name or cause other problems that disrupt the library.
• Students may play educational games but they cannot for more than one half of lunch.
• Students undertaking assignment and research work may book for two halves of lunch, subject to numbers.
• One student per computer unless assignments or research.
• Students not using computers need to remain away from computer spaces.
• Senior students should write their name on the booking sheet so that junior students can see that a computer is unavailable.
• Computer number 4, adjacent to the printer, must be vacated if someone wishes to print. The other computers on hall side also print but number 4 is to be used if no-one else wants to vacate computers numbered 1 to 3.
• Computers 5 to 10 are located in the middle area of the library and numbers 11 to 16 are located at the carousel. None of these computers are connected to the printer.
• The four computers on the Mezzanine are for senior use at lunchtime but are not connected to the printer.

Laptops

• Only for student use in booked classes  unless permitted otherwise by the teacher librarian.
• Laptops are obtained by the teacher at the start of the lesson and returned at the end of the lesson.
• Laptops are numbered and students need to write their names on the sheet kept with the laptops; next to the number of their laptop.
• Laptop login procedures are shown on the sheet. Students need to logout and shut down at the end of the lesson.
• Students are to use them at the tables in their booked area and the students must be seated on a student chair.
• Laptops are not to be carried for use at the desktop computers. When carrying elsewhere they should be supported by the base; not the lid.
• Students need a flash drive to save their work or they should email their work to their email address to save on the desktop computers.
• Teachers should ensure the laptops are not dirtied.

Games

The library has chess sets and some other games, such as Scrabble. Students may use these at lunch time if they ask the library staff.

Distance Education students

The Teacher Librarian is the supervisor for a number of Distance Education students and TAFE students. These students are to use the study rooms for their lessons, assessment tasks and exams. If they require resources, computers, printing or photocopying, then they should request permission from their supervisor.

• The TL advises the DE students about requirements and expectations.
• Due to increasing numbers of DE and TAFE students, they may have to be accommodated in the general Library spaces

Copyright

The Department of Education holds certain rights and obligations under the Copyright Act 1968 (the Act) and subsequent agreements made between the   collecting agencies licensed under the Act. Copyright in Australia is automatic so if something does not have a copyright insignia, it doesn’t mean copyright does not exist. All school staff should visit the smart copying website to establish their copyright obligations. http://www.smartcopying.edu.au/scw/go and http://www.curriculumsupport.education.nsw.gov.au/schoollibraries/assets/pdf/hbkcopy.pdf

Text resources for library procedures

 Information Skills in the School, New South Wales Department of Education

Handbook for School Libraries, New South Wales Department of Education: Ryde. 1996, 2^nd Edn.

Homework Group

Once a week, Mr. Whitaker and others conduct a homework class in the Library. Normal Library procedures should be adhered to however;

• Food and drink are allowed, provided they are consumed at the staff area side at the tables and away from the computers.
• Students should not occupy the staff area other than the kitchen and they must be with a supervisor.
• The staff area and equipment therein should not be used.
• The Teacher Librarian’s office should not be used except when phone calls are necessary.
• Staff toilets should not be used by students unless the student toilets are closed.
• The Library and staff area should be left clean and tidy.
• Books and magazines should be replaced in order.
• Library books or magazines can’t be borrowed after 3.45.
• Students should wait outside until a teacher arrives.
• The SLC area, IT Room and Study Rooms are not available for use.

Disputed materials

• Anyone who believes a resource should not be in the Library needs to complete a “Disputed Materials” form. This should be given to the Library Committee for consideration.

Requests for copying from television

The Library is able to copy from the following TV channels

Before requesting the Library to record, the following checks should be made”

• Check the Library catalogue and B.H.S ClickView and ClickView Exchange  to ensure there is not already a copy  available.
• Ensure the request is associated with a school teaching program and syllabus. The Library does not copy programs for personal use.
• Complete the recording request sheet.
• Sometimes, apart from ClickView programs, some TV channels have many programs available via direct download, for example, iView ABC, so if a program has been missed, then you may be able to watch it broadband download provide an IWB or computers are available.
• Recorded programs are placed on Click View.
• If a program must be recorded on DVD, then a DVD must be provided.
• DVDs are then catalogued.
• The Library no longer converts videos to DVDs as the project time for such conversions has now expired.
• Requests should be made at least one school day prior to the TV broadcast.

Lost or damaged resources

Students

Students who lose resources will not be able to borrow another book until:

• The student finds a suitable replacement
• The student pays the replacement cost of the book. To do this, someone from the Library staff will inform the office of the replacement cost of the book. The student will then pay at the office and present the receipt to the Library staff.
• If the book is later found,then the TL should be advised. The TL will then advise  the office to  refund the amount to the student. However, if other amounts remain outstanding, such as school fees, then the office may not always refund the amount.
• The same procedure will apply in exceptional circumstances where other resources have been borrowed and then lost or damaged.
• The TL will consider waiving the cost if special circumstances exist.

Staff

If staff have resources outstanding for more than six months then:

• An invoice will be prepared showing the items outstanding and their replacement cost.
• The invoice will be given to the Principal and the matter discussed with the relevant staff member.
• The Library will not be preparing invoices for videos or DVDs that have been recorded under free to air broadcasting rights.
• The TL may give special consideration to old or near worthless resources.
• Where resources have been bought by a subject area, then the matter will be left to the relevant HT.

Request for copying   TV (and other)broadcasts  and ClickView Exchange uploads

Under the Copyright Act, B.H.S. is able to copy TV programs and the current Library procedure is that these are placed directly on to the school’s ClickView Library.

However, if exceptional circumstances exist, the Library may copy to a DVD in which case a blank DVD should be provided to the Library and when

Completed, the DVD is accessioned to the Library’s catalogue.

In future, when requesting a copy of a program from TV, the following criteria has to be satisfied:

Name of staff member requesting the program:

 __________________________________________

Staff/Faculty:        ___________________________________________________________________

Name of program: __________________________________________________________________

Day of broadcast: ___________________________________________________________________

Date of broadcast: __________________________________________________________________

TV Channel:           ___________________________________________________________________

Duration:               ___________________________________________________________________  

ClickView Exchange: If you require a program from ClickView Exchange, please provide the Video

ID Number (Upload details are not necessary): ___________________________________________

Tick when checked	Checklist
	The B.H.S. catalogue has been checked and a copy does not already exist
	ClickView  Library has been checked and the program is not there
	ClickView  Exchange has been checked and the program is not there
	A check has been made and there is no suitable substitute available from any of the above
	A broadband “catchup” program cannot be used in conjunction with a Smart Board or computers, for example, ABC  iView.

Syllabus for which this resource will be used:  ____________________________________________

Name of course program: ____________________________________________________________

This program will be taught in Semester _____________ during Term_________________________

Authorised by Head Teacher (Please sign):  ______________________________________________