Destiny Policy Manual Part III: TEXTBOOK MANAGEMENT STATUS OF TEXTBOOKS

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1 Destiny Policy Manual Part III: TEXTBOOK MANAGEMENT Contents STATUS OF TEXTBOOKS TEXTBOOK TRANSFERS TEXTBOOK INVENTORY INVENTORY SCANNERS STUDENT OBLIGATIONS AUTOMATED TEXTBOOK MANAGEMENT ISSUES ELEMENTARY TEACHERS PREP FOR INVENTORY STATUS OF TEXTBOOKS In order to improve the accuracy of the school textbook inventory and achieve greater accountability for textbook distribution, textbook operations have been automated and integrated with the library circulation system. Each textbook s barcode is the identifying mark for the textbook system and all records kept must use the barcode number. All transactions involving textbooks need to go through the library computer system. Unless stored in a bookroom or designated common storage room, each textbook should be checked out to either a teacher for use in a classroom set or checked out to an individual student. In order to accurately assess the availability of textbooks in the district, stored books should be identified as available when textbook holdings are searched in the system. Textbooks should be checked out to a specific student or teacher who is responsible for that textbook. Available textbooks should be those in a reasonably secure location where students do not have easy access to those books.

2 Withdrawn/Out of adoption For Individual copies of textbooks that are damaged beyond use, the copy should be deleted from Destiny, the barcode removed, and stamped DISCARD or WITHDRAWN. For textbooks deemed out of adoption by the district but not being discarded from the building should be deleted from Destiny, stamped OUT OF ADOPTION, and have the barcode removed (not just blacked out--he black mark often wears off over time. Never delete a title that has checkouts on it. TEXTBOOK DATA ENTRY Textbook title records should be entered as consistently as possible. Search across the district to see if there is already a title record created FIRST. Watch for the Red Flag! TEXTBOOK TRANSFERS Destiny has a transfer process for moving textbooks from one site to another as required to balance needs. Linda Blakely in the Curriculum Department monitors enrollment in the elementary schools so that she can balance textbook needs across the district and assist in insuring classroom teachers have the textbooks they need. Transfers should be initiated by an or call from Linda Blakely requesting the transfer to another school. (Schools on the elementary level should NOT be transferring textbooks without Linda being involved.) As admin of your site, you have access rights to request and receive transfers without a Destiny admin level person approving the transfer. DO NOT DELETE ANY TEXTBOOKS FROM YOUR SITE. Textbooks must be in the system as AVAILABLE at the originating site for a transfer to occur. If transfer steps are followed, the barcode will be reassigned to the new school (even though the building #'s are different)

3 TEXT TRANSFER STEPS *Log in as SITE ADMIN. *select CIRCULATION (in Textbook view) *select CHECK IN (on left of screen) *Check in the items for transfer (if these are not check in, the transfer will show as failed) *select CATALOG *select TRANSFER TEXT (on left of screen) *select lesser tab: UPLOAD *fields to check: (use drop down menu if needed) To: Select School Transfer: by barcode *click cursor in CREATE A BARCODE LIST *SCAN BARCODES (click ADD so they appear in the large box) *click TRANSFER This will bring up a screen that shows the transfer on the top of the list. LINDA to let her know that the transfer is complete and that the books have been sent to the new school. The receiving school follows mostly the same steps to go in and say the books have been received. Scan each book that you receive into the "receiving" section of "Transfer Textbooks" (found on the side menu of the Textbook View) Then you can check those books out to the appropriate teacher. Destiny will re-assign the barcodes from the old school to the new school. You might want to stamp the books with the new school's name since the barcode prefix will always show the site number for the original site. Instructions on this process are on page 2C 100 in your Textbook Manual. TEXTBOOK INVENTORY The textbook management system is integrated with the library circulation system so any movement of textbooks to and from classrooms or from school to school must be run through the library system at the building level or at the district level. No barcoded textbook items should walk out of your classroom door without going through your school librarian

4 INSTRUCTIONS Do not begin or finalize Textbook Inventory unless directed to do so by district personnel. Establish consistent Destiny procedures for Textbook Inventory data upload. Scanner/Destiny Please read over instructions carefully as there are two different ways to proceed depending on if the textbooks are checked out to a teacher and kept in their classroom or in a storage closet. INVENTORY SCANNERS A. PANTHER Teacher s Classroom Textbook Renewal Procedure (this is for items stored in a teacher s classroom that are checked out to them). See page 2 for storage room inventory. Scanner preparation: Panther open Follett Remote click on Function, Textbook, Circulation click on Teacher Checkout (Now you need teacher Patron Numbers on hand). Scan or enter Teacher Patron Number. Start scanning textbooks. If you scan a book more than once, it s fine, just keep going. If you change teacher/classroom you will need to enter the new teachers Barcode patron number before you start scanning their room. Uploading: Plug scanner in, wait for it to synchronize. Close Destiny Remote on scanner. Go to: My Computer Mobile Device

5 IPSM Follett Remote Choose the correct file and rename it with Teacher, Grade, Date (ie. Math 6 th ) (If you get a sharing violation message it is because the scanner is still open to the circulation file you will need to close Destiny Remote. And then rename the file again). Create a folder called Textbooks 2012 on your desktop and drag the renamed file to it. Down Loading: Under Circulation choose - Offline Circulation (left side of screen) Date of Transactions (it s automatic) Make Check outs Due (6/1/2012) Browse for file (this is the file you renamed and put into the folder on your desktop). Leave boxes blank click Upload Go to Job Manager and view report for any ERRORS. B. PANTHER STORAGE ROOM Textbook Inventory Procedure (this is for items stored in a storage room, not checked out to anyone.) Scanner Preparation: open Follett Remote click on Textbook click on Inventory Start scanning Uploading:

6 Plug scanner in, wait for it to synchronize. Close Destiny Remote on scanner. Go to: My Computer Mobile Device IPSM Follett Remote Choose the correct file and rename it with Storage room name & Date (ie. Library ) if you do multiple scanners in on location put the scanner number in the description or persons name. (If you get a sharing violation message it is because the scanner is still open to the circulation file you will need to close Destiny Remote. And then rename the file again). Create a folder called Textbooks 2012 on your desktop and drag the renamed file to it. Log into Destiny admin _ level Go to: Back Office Inventory click Textbooks tab go down to - Account for Each Barcode Or upload a file of barcodes click Browse go to desktop and find the Inventory folder you created click on the renamed file and Open click Upload Go to Job Manager and view report for any ERRORS.

7 C. SCANNER 7100 The Follett 7100 is the newest model wireless inventory scanner purchased in will have different uploading instructions. STUDENT OBLIGATIONS Student obligations should be submitted to bookkeeper or office for billing. Procedures will vary from site to site. Obligations follow students to middle school and on to high school. Destiny makes items lost in the system if unreturned by due date (or un-scanned in inventory) if the Overdue to Lost process is run. Referral of obligations to collections will only be done at the high school level and will not occur until multiple billings have occurred and annual inventories have taken place. Parents should be billed at the end of the school year on the secondary level, but on the elementary level parents should be notified at the time a lost textbook becomes lost by a student. If students move out of district prior to high school, the middle school business office can refer to collections if multiple billings have occurred and annual inventories have taken place. AUTOMATED TEXTBOOK MANAGEMENT The district has implemented an automated system called Destiny to improve the accuracy of school textbook inventories and achieve greater accountability for textbook distribution. Automated textbook management systems have been proven to produce significant cost savings to school districts in textbook budgets, the third largest investment of district funds. Rationale for adopting an automated system: Responsible management of huge financial resources Pre-automation methods not efficient, thorough, or accessible Loss estimates are huge without automation Coordination and balancing of resources district wide enabled

8 The key elements of an automated textbook management system: Centralized Accountability Efficiency Accessible Better curriculum support An accurate annual inventory is a crucial piece in greater accountability. The Destiny textbook system is integrated with the library circulation system so library staff can print reports and assist teachers with accessing information from the system. TEXTBOOK MANAGEMENT ISSUES Levels of responsibility Who does what? Library & office work together Physical barcoding of textbooks Data entry Generating reports Inventory Following up on obligations What gets barcoded? Teacher s guides Teacher support materials (i.e. kits, videos) Student media (i.e. cd-roms) Not student workbooks (consumables) Who pays for what? Licensing at district level Textbook barcodes funded by curriculum dept Levels of access to textbook data

9 Who will have access? Library staff Bookkeeper/financial secretaries Curriculum department at district level Special Programs Centralized record keeping Textbooks must be checked in and out in the system Integrated with library obligations Textbook title records entry (consistency) Classroom storage of textbooks Remote checkins and checkouts Books are not secure Teacher loans to students often not put in the system Teacher Inventory check list Renewed for another year Delivery of textbooks to schools Centralized To warehouse and Curriculum or Special Programs Then to school library for processing (barcoding & data entry) Collection of funds Separate records for library vs. textbooks Reports integrated with library obligations Receipt books Title and barcode of lost items listed on receipt Textbook fines Damage price list Processing fee for making items LOST in the computer

10 (i.e. 50 cents) Middle schools withholding yearbook if there are fees owed Paying for lost books that are being or have been discarded Discarding Withdrawal from computer system Who physically prepares books in boxes? (labor and supplies) Recruiting of volunteers to help? Who? End-of-year teacher check out Textbook inventory status ELEMENTARY TEACHER PREP FOR INVENTORY (Sample) Your assistance in carrying out a successful textbook inventory is appreciated. A time frame for when the inventory will take place will be communicated well in advance. Elementary librarians will scan textbooks as they can fit it in on their library schedule. Librarians will supply printouts to teachers to facilitate their preparation for scanning. PREPARATION STEPS 1. All barcoded textbooks must remain in their present classroom locations until textbook inventory is finalized. No movement of textbooks!! 2. Library staff print textbook checkout lists for each teacher and distribute. 3. Teachers prepare for textbook scanning by organizing and properly storing language arts textbooks and supporting materials. Books should be stacked on a shelf or stored in closet with school barcodes facing up. Textbooks should be stored in or on shelves, counters, or closets that will not be moved by custodians for summer cleaning. Kits should be reassembled and stored in the original boxes or plastic bins. If not, other containers should be clearly labeled. Closets should not be locked unless keys are left with office staff for the summer.

11 Locations of materials should be identified with clear signage. 4. Teachers should return textbook printout with specific locations marked on the printout identifying exactly where each group of materials is stored in their classroom so they can be located easily. Return printout to building librarian. 5. All language arts textbooks checked out to special programs instructors should be returned to the library or other designated location. 6. Inventory schedule will be communicated to Tech Services so sites are prepared for scanner uploading. 7. Inventory schedule will be communicated to building custodians so they can adjust cleaning schedule as needed. 8. Items will be renewed for another year if being kept by the teacher for next year. POST STEPS 1. Reports of missing textbooks printed and distributed to teachers and administrators. 2. Any movement of textbooks from classroom to classroom or to a different building should not occur without direction and approval of the Curriculum Director s office.