Although we know what happens "Behind The Scenes" to make sure the Library is ready to go each new school year --- or closed-down each summer --- many do not. In case you forget (or just want to share some of the duties that are done "Behind the Scenes") here's the list!

(A word document format of both the beginning year activities
and end of year activities checklist are also available for you to download to add your own content or share!) Please feel free to also add your ideas and suggestions here!


Beginning the School Year-- Library Checklist


1. Automation System:

1.1. Update circulation system's calendar
1.2. Add new faculty, remove faculty no longer employed
1.3. Delete graduated students from database (and AR, if you use it)
1.4. Delete withdrawn students.
1.5. Add new students and prepare patron ID cards for them (also add to AR and assign passwords)
1.6. Promote students and create new classes for AR and STAR if you use them.
1.7. Verify class lists with the office or classroom teachers
1.8. Print patron barcodes and attach to ID cards, personalized shelf markers, etc.
1.9. Check overdue materials list.
1.10. Send out overdue notices.
1.11. Update your AR or Reading Counts program users, if you are responsible for it.

2. Mail:

2.1. Sort through and respond to all summer mail
2.2. Read and respond to email messages from the summer
2.3. Process catalogs (file the new and withdraw the old)
2.4. Check in magazines and set-up back-file organization for the upcoming year
2.5. Date, label, and file all magazines except the most current
2.6. Put current magazines in protective covers and display

3. Calendar:

3.1. Scheduling monthly Media/Technology Committee meetings
3.2. Set up your calendar/plan book (dating pages and writing in anything that is scheduled).
3.3. If you have scheduled classes, set up your schedule and post it.
3.4. Contact teachers about library orientation for the groups that need orientation

4. Library Materials:

4.1. Contact a nearby large newspaper regarding papers for Newspapers in Education Program.
4.2. Contact your local paper and begin subscription.
4.3. Prepare routing lists for periodicals.
4.4. Assist faculty in ordering materials from the District (or Regional) Media Collection.
4.5. Assist faculty in using the school library web page
4.6. Check-in, process and catalog any materials received over the summer.
4.7. Check-in library books returned over the summer and change records to show they are no longer missing.
4.8. Change the status of books that were paid for over the summer.
4.9. Place last year’s lost books on a re-order list
4.10. Delete weeded books from database
4.11. Repair damaged books located during inventory.
4.12. Check-out equipment to individual teachers.
4.13. Check-out grade level or departmental materials for the year.
4.14. Process any special requests from staff.
4.15. Pull seasonal, special interest, and holiday books.
4.16. Publicize the use of Library databases.
4.17. Publicize the services of the public library.
4.18. Develop a list of new materials for teachers.
4.19. Update the Serials list.
4.20. Create a Back-To-School newsletter for parents/students.

5. Staff:

5.1. Schedule and plan new teacher orientation.
5.2. Plan staff development for teachers. Place activities for the year on the school calendar.
5.3. Create teachers' Library Info Packets (Welcome back newsletter, copyright info, services the library offers, library hours,
contact info, changes from last year, new materials, explanations of library procedures--checkout times, passes, etc., media
request forms, video
request forms, etc, Star, AR, Reading Counts instructions)
5.4. Send the URL of school board policy to teachers
5.5. Learn the names and interests of the new staff members.
5.6. Visit any new teachers to your building to welcome them and give them a brochure of services you provide etc.
5.7. Meet with new teachers to show how to check out resources and offer any help.
5.8. Show new teachers how to use equipment.
5.9. Check to see which teachers are taking college courses. Introduce them to your Professional Materials Collection and
online databases.

5.10. Update phone lists.
5.11. Solicit student and parent volunteers.
5.12. Train volunteers as needed.



6. Equipment / Technology:

6.1. Test all A-V equipment, TVs, & other classroom equipment to see that it still works, all parts are still there, spare bulbs, etc.
6.2. Check for completion of summer repair jobs.
6.3. Clean all A-V carts (may also be a spring project if stuff comes back early enough).
6.4. Set-up overheads & other equipment on carts and prepare it to be checked out to teachers.
6.5. Distribute any equipment that was collected at the end of the year for repairs, cleaning or storage.
6.6. Try to remember the "safe place" you put the remotes so you would be able to find them again.
6.7. Check/update library computers (unless that's the Technology Department's job).
6.8. Check that all computers are working and that the OPAC is working on them.
6.9. Check that the data projector is working.
6.10. Update your library website to reflect changes in the new school year.
6.11. Check-out equipment for staff development meetings.

7. Curriculum:

7.1. Review and formulate instructional goals for the year.
7.2. Meet with each department, team, and/or grade level for long-term planning.
7.3. Collaborate with teachers individually or in small groups to plan lessons, unit, and library scheduling.
7.4. Develop an instructional outline for reviewing the curriculum for the first semester.
7.5. Organize teaching materials for instruction.

8. Planning:

8.1. Attend staff leadership team meetings.
8.2. Attend Library Services meetings.
8.3. Plan reading incentive/motivation activities for year.
8.4. Prepare for back-to-school night.
8.5. Schedule your book fair or other fund raiser.
8.6. Make lesson plans for at least the first two weeks!
8.7. Plan book talks for library orientation
8.8. Plan for the observance of Teen Read Week.
8.9. Plan for the observance of Banned Books Week.
8.10. Plan student orientation activities.
8.11. Plan orientation for library volunteers, student aides, etc.
8.12. Gather orientation materials.
8.13. Develop circulation and other media procedures.
8.14. Prepare emergency sub plans.
8.15. Plan for fall observation.
8.16. Register for your state conference if it is in the fall.
8.17. Create/update list of larger projects that need to be worked on during the year.
8.18. Pick a new project for the year! Examples include: book club, hosting a faculty tea, putting on a puppet play,
organizing the bulletin board materials, initiating Family Night in the library, beginning a library newsletter, etc.


9. Budget / Ordering:

9.1. Update and check activity fund balance and
confirm with school secretary/bookkeeper.
9.2. Determine status of any outstanding Purchase Orders
9.3. Confirm budgets for the new school year.
9.4. Set up folders for each budget account.
9.5. Make orders for anything that has to start at a certain time, like periodicals.
9.6. Place orders for Newspapers
9.7. Make a trip to the local bookstore to pick up some brand new must have titles for the start of the year - the ones that can't
wait until your first book order.

9.8. Order supplies – overhead bulbs, videotapes, office supplies, computer paper, barcodes, processing supplies, etc.
9.9. Join professional organizations.

10. Facility:

10.1. Arrange furniture, put things back after cleaning, summer school, staff development meetings, etc.
10.2. Do a bit of redecorating or rearranging in the library so there's something new and fresh for the students to see when they
come in.

10.3. Buy something new for your desk that lifts your spirits. New beginnings require a renewed enthusiasm.
10.4. Decorate library with posters, banners, plants, etc.
10.5. Laminate signs, posters, calendars, etc.
10.6. Create bulletin boards, displays, and signs for beginning of school.
10.7. Set up new books display.
10.8. Select a number of books to display, cover-side out, in both fiction & non-fiction.




End of the Year Responsibilities


Facilities:
¨ Move any items that must be relocated for summer due to repairs, recarpeting, painting, etc.
¨ Take down bulletin boards.
¨ Take down signs, calendars, etc.
¨ Arrange for care of plants over the summer.

Equipment:
¨ Check returned equipment for needed repairs.
¨ Transport equipment to available location for storage and repair.
¨ Label and set aside all equipment for summer cleaning according to the district schedule; remove batteries from remote
controls and put them in a "safe place."


Library Materials:
¨ Complete and turn in to Library Services or the Administration offices the Library's Annual report.
¨ Pull books that need repair.
¨ Prepare books for shipment to bindery or create a Re-Purchase List.
¨ Weed items so designated during inventory.
¨ Box up materials that require storage.
¨ Print lists of items not inventoried for 2 years (missing) for re-purchase consideration.
¨ Print list of ‘withdrawn’ students and faculty,
¨ attach obligation lists to permanent file(s)
¨ discharge items, check out to LOST
¨ Print list of ‘LOST-PAID, DAMAGED-PD’
¨ Remove circulation user holds for Lost-Paid items 2+ years old
¨ Discharge DAMAGED-PD items, check out to DISCARD
¨ Print list of teacher/faculty obligations
¨ Renew teacher checkouts for next year.
¨ Print list of ‘IN TRANSIT’ items, resolve problems and discharge items

Bookkeeping:
¨ Finalize transactions regarding lost and paid books.
¨ Check on all items ordered but not received.
¨ Contact parents of students with outstanding library materials.
¨ Prepare magazine order for the next school year.
¨ Balance activity fund accounts with school secretary/bookkeeper.
¨ Clear library budget codes.
¨ Electronically clear all purchase orders; if using paper forms, account for all orders, verify expenditures and file under the appropriate school year.

Professional Activities:

¨ Prepare all required inventory printouts and end-of-year statistical reports. Some statistics must be compiled manually from sign-in sheets, lesson plans, and scheduling books.
¨ Update faculty handbook section on library procedures.
¨ Preliminary planning for activities for the next school year--book authors, book fairs, etc.
¨ Sign up for summer Staff Development.
¨ Plan new teacher orientation and ask principal to place you on the August agenda.