Technical Processing Policy

Maggie Mae Middle School

900 Starlight Lane
Richmond, VA 23235

Valerie Lynn Dieter

EDSL 580
Spring 2008

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 TABLE OF CONTENTS

Page

Introductory Analysis.................................................................................................3
Philosophy .................................................................................................................... ..5
Mission Statements
Goals and Objectives
Library Media Center Goals and Objectives..........................................................6
Role of Technical Services in Mission.....................................................................7
Size and Scope of Collection.....................................................................................8
Staffing, Budgeting and Scheduling......................................................................10
Descriptive Cataloging............................................................................................ ...14
Call Numbers............................................................................................................. ...17
Subject Cataloging....................................................................................................22
Cross Referencing.................................................................................................... ..24
Authority Records.....................................................................................................24
Physical Processing of Print....................................................................................25
Physical Processing of Nonprint.............................................................................29
Catalog Maintenance.................................................................................................32
Inventory.................................................................................................. ...................33
Rationalization / Justification for Polices and Procedures.............................34
Revision and Updates................................................................................................34
Bibliography of Tools Used in Library..................................................................35
Bibliography............................................................................................................ .....36

Appendix A: Inventory Directions.........................................................37

Appendix B: Vendor Specification Examples......................................46
Appendix C: Sample MARC Records.......................................................61

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 INTRODUCTORY ANALYSIS

Maggie Mae Middle School is located in Chesterfield County, Virginia, only a

few miles from the Richmond City limits. Chesterfield County is one of the
largest school systems in the area and has thirty-six elementary schools,
twelve middle schools (with an additional middle school projected to open in
2008), eleven high schools, and a technical center.

The school opened its door in the fall of 1968 as a junior high school serving
grades seven through nine. In 1972, sixth graders were introduced to the
school, and the ninth graders moved to the high school. In 1974, the school
reverted to seventh through ninth grade and remained that way until 1980
when it became a true middle school, six through eight. Two additions were
made to the school in the early 1980s providing more classroom space, and
auxiliary gym, and meeting rooms. With the growth of the surrounding
population, four mobile classrooms were added to the school grounds.

Maggie Mae Middle School is located in a lower middle to upper middle class
suburban area with approximately ninety percent of students falling in this
economic range. Five percent of the student body comes from poverty level,
and two percent comes from a wealthy background. One percent of the
student body lives in group homes.

Grades six through eight are housed in the school. The total school
population is approximately 888 students: 461 males, 416 females. The
student population consists of

Caucasian 343
African-American 402
Hispanic 101
Asian 29
Native American / 3
Native Alaskan
Unspecified 12

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Students with special needs are as follows:

Special Education 125

Students
MIMD 13
ESL 32
504 Plans 9
Gifted 72

The faculty and staff of Maggie Mae Middle School are made up of 115
individuals with the majority living in the surrounding area of the school.

Currently the school operates on a block schedule with four classes per day.
The students attend three core classes per day: English, math, and either
science or social studies. At the end of the first semester, the students will
finish their science or social studies class and switch to the other one for
second semester. The students also take two elective courses, one on even
days, and one on odd days.

The Maggie Mae Middle Library Media Center is located in the center of the
school in an enclosed area. The upper portion of the longest library wall is
made up of windows allowing the students to see the interior of the library.
Maggie Mae Middle School’s library is part of the district’s media center
program.

The media center’s primary objective is to enrich and support the

instructional goals of the school. It should make available through its
collection a wide range of materials at varying levels of difficulty having a
diversity of appeal compatible with the different needs, interests, and
viewpoints of students and teachers. Some specific areas that should be
addressed are the availability of
• Materials that meet the current teaching needs of the teachers;
• Hi-low books to specifically meet the needs of the poor and reluctant
readers, ESL students; and students with disabilities;
• Native language materials for ESL students; and
• Materials that focus on cultural diversity.

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 Philosophy Statements

CCPS Mission Statement:

The mission of CCPS is to work in partnership with students, families and

the community to ensure that each student acquires the knowledge, skills
and core values necessary to achieve personal success and to enrich the
community.

Maggie Mae Middle School’s Belief Statements:

• Students need to know that we care about them.

• Students, who are honest, responsible, accountable for their actions,
and respectful of others, should be academically successful.
• Parent involvement is crucial to student success.
• Students need to be pushed beyond their comfort levels.
• All students can learn and succeed, regardless of their labels,
limitations, problems or personal hardships.
• Every child has positive and worthwhile attributes which need to be
explored.
• We should be aware of the emotional and academic needs of students.
• Teachers and students need to appreciate, as well as, be sensitized to
cultural diversity.
• Mutual respect is valued; we should treat others as we wish to be
treated.
• Faculty and staff are role models and teach more than content.
• The “Core Values” of honesty, respect, responsibility, and
accountability have a valued place in our curriculum.
• There are many ways to deliver instruction; creative and relevant
delivery modes should be practiced.
• A community raises a child; all parts need to be active in order for
children to be successful.

The library media program strives to provide materials and services that
support these belief statements.

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 CCPS Library Media Services Mission Statement

School library media programs enable students to learn. Through

promoting reading and literature appreciation, teaching information literacy
skills, providing access to intellectual resources, and fostering critical
thinking and independent learning, Chesterfield County Public Schools library
media programs contribute to student success and the support of lifelong
learning.

CCPS Library Media Services Philosophy Statement

The philosophy of Chesterfield County library media services is to provide

access to information and ideas that support the mission and the
instructional program of Chesterfield County Public Schools. Library media
collections support the curriculum and state standards of learning and
provide for the informational needs of all students and staff in Chesterfield
County Public Schools. Library media specialists shall use established
procedures for the selection of library media to build the collection through
selecting and discarding of library media resources. The procedures will also
assist students, teachers, administrators, parents, and community members
in understanding the principles behind selection and collection management
in Chesterfield County Public School library media centers.

These mission and philosophy statements provide a foundation for the

library media center to service the school’s instructional needs.

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Role of Technical Services in Mission

The primary role of technical services in the Maggie Mae Middle School
Library Media center is to

• Provide all patrons with the most efficient access to all materials in
the library media center in the shortest amount of time possible.

In order to achieve this goal, the library media specialist seeks to ensure

• Rapid location of materials through careful standardization;

• Complete listing of materials on any given subject, genre, by any given
author, or within any available series; and
• Ease with which a patron can select and check out materials.

Technical services are ongoing processes throughout the year that consist
of
• Acquiring,
• Cataloging, and
• Processing materials.

Using standardized policies will facilitate the location of all types of media
for both students and staff. To meet mission goals, access to the
information and resources will be processed using the following standardized
guidelines given in the most current editions:

• Abridged Dewey Decimal Classification and Relative Index

(http://www.oclc.org/dewey);
• The Concise AACR2;
• Library of Congress Subject Headings; and
• Library of Congress Children’s Headings (http://loc.gov).

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 Size and Scope of Collection

The Maggie Mae Middle School media center includes a wide variety of
materials and equipment to meet the diverse needs of both students and
faculty. As of January 28, 2008, the collection contains 14,748 items.

Collection Description Number of Items in Collection

Audio Visual Materials 758
Biography 625
Computer Software 3
Databases (by subscription) 5
Equipment 638
Fiction 5,292
Magazine 17
Newspaper 2
Nonfiction 3,304
Professional 31
Reference 363
Story Collection 192
World Wide Web 367
TOTAL RESOURCES 11,597

The size and scope of the collection meet the general needs of the student
and staff populations, but several specific areas need to be addressed. To
improve the services of the library media center for all students, new items
will be added to the collection to meet the following needs:

• Increased population of ESL and ELL students; and

• Increased need for high-low materials for struggling and reluctant
readers.
• Need for more up-to-date materials, especially in the nonfiction area
due to recent weeding of out-of-date materials.

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Collection Analysis Report:

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 Staffing, Budgeting, and Scheduling Implications

Staffing:

The Maggie Mae Middle School media center staff includes the following
full-time positions:
• Head Library Media Specialist;
• Assistant Library Media Specialist; and
• Library Clerk.

Duties for each position are as follows:

The Head Library Media Specialist shall be responsible for

• Managing the library budget in cooperation with the school

administrator, bookkeeper, and central budget administrators;
• Creating and submitting orders for new materials;
• Attending county-level library meetings and reporting information
back to the library staff and administration;
• Conducting school-level library staff meetings;
• Planning and conducting faculty training on technology and equipment
operation;
• Coordinating activities of student aides and community volunteers;
• Establishing connections with departments within the school to
facilitate collaboration and the use of library services;
• Collaborating with classroom teachers to support instruction;
• Submitting requests for facility, custodial, or maintenance needs;
• Advocating library programs to the administration, faculty, and
community; and
• Helping with shared responsibilities.

The Assistant Library Media Specialist shall be responsible for

• Planning and overseeing Book Fair events;

• Managing overdue materials;
• Maintaining equipment and handle equipment requests;
• Coordinating community programs and fund raisers such as the Kroger
Receipts Program and the Ukrop’s Golden Receipt Program;

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 • Collaborating with classroom teachers to support instruction;
• Maintaining library supplies and submitting supply requests to the
head librarian;
• Creating and maintaining an ongoing list of selections to be purchased
for the library collection;
• Maintaining periodical subscription services;
• Overseeing the language arts class visitation schedule;
• Overseeing the computer lab schedules; and
• Supervising student aides.

The Library Clerk shall be responsible for

• Opening the media center each morning by turning on equipment and

preparing the circulation desk;
• Managing the circulation desk;
• Generating daily reports;
• Generating overdue reports daily and weekly;
• Managing periodicals;
• Entering data into the TLC program;
• Programming television programs for recording;
• Taking notes during staff meetings;
• Supervising student aides; and
• Filling out deposit slips and submitting monies collected to the school
bookkeeper.

Responsibilities to be shared by all library staff are

• Shelving materials and maintaining the neatness of the shelves and
the library;
• Entering data for new acquisitions;
• Preparing new acquisitions for circulation;
• Maintaining displays and bulletin boards within the library media
center;
• Maintaining computer stations within the library media center and any
computer labs for which the library staff are responsible;
• Maintaining support equipment within the library media center such as
the copy machine, the laminator, and the poster machine;

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Any duties not implicitly stated here will be assumed or assigned by the
Head Library Media Specialist.

Budgeting:

The funds allocated to the Maggie Mae Middle School shall be spent at the
discretion of the Head Library Media Specialist within the guidelines set
forward by county policy.

The majority of Maggie Mae Middle School Library Media Center’s funds for
materials and supplies comes from Chesterfield County’s Library Media
Services Office and is part of the county budget determined by the School
Board. This amount is supplemented with funds from the building
Administrator and the PTA whenever possible.

The following is a list of the areas of spending and the current allocated
funds:

FUND NAME AMOUNT

Books $7,556.50
AV Equipment $1,820.00
AV Supplies $900.00
Operating Supplies $910.00
Library Software $2,000.00
Library Activity Fund $860.50

$14,047.00

There are three ordering windows during the school year, the first in
October, the second in December, and the third in April. Special ordering is
permitted for special offers. Monies from the Library Activity Fund may be
spent at any time and are not subject to the ordering windows.

The library is not responsible for the purchase of computer equipment

within our school. This is handled through the school budget at the
discretion of the principal.

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Scheduling:

All sixth, seventh, and eighth grade students are scheduled to come to the
media center on a monthly fixed rotation through language arts classes.
This is a change from last year’s two week fixed rotation. The purpose of
this change is to allow for more flexible library usage by students during
SSR time which is a daily part of language arts classes and to allow all
teachers to bring classes to the library during open time slots to utilize the
materials and facilities available in the media center.

Fixed scheduled classes spend a period of thirty minutes in the library to

allow time for a lesson and checkout.

Implications:

By providing two full-time librarians and a full-time clerk, Maggie Mae

Middle School ensures that all students have access to library professional
to assist them in their academic needs and meet the goals of the school. In
addition, the county allotted funds and supplemental funds enable the library
staff to keep a current collection that meets the needs of all students in
the building. By allowing more available time in the media center for flexible
scheduling, Maggie Mae Middle School is ensuring that all subject teachers
have equal access to the resources available. In addition, the flexible
scheduling allows students the ability to use the library and the professional
staff on an as needed basis.

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 Descriptive Cataloging

Descriptive cataloging will be completed by the library media specialists at

the central processing office according to the most recent edition of The
Concise AACR2 (Anglo-American Cataloging Rules). The minimum level of
description used will be Level 2.

Standards used for cataloging include

• The Concise AACR2;
• Library of Congress bibliographic records;
• Library of Congress Subject Headings;
• Library of Congress Subject Headings for Children; and
• Abridged Dewey Decimal Classification (most current edition).

Whenever possible, MARC records will be purchased from vendors according

to county specifications. If MARC records are unavailable, the central
processing office will do original cataloging. All MARC records will be
checked by central processing for accuracy; any necessary corrections or
additions will be made.

The following information is to be included in MARC records whenever

applicable:
• Other title information;
• GMD: General materials designation will be used consistently for the
items in the chart below;
• Statements of Responsibility;
• Edition statement;
• Serials: when possible include frequency of publication, volume and
number, and publication date using MARC fields 310 and 362;
• Electronic Sources: using MARC fields 256 and 538 include
information on type of source and any directions for use;
• [S.l.] will be used if no publication location is given;
• [s.n.] will be used if no publisher’s name is given;
• [year] will be used when the cataloger must make an educated guess
about a publication date, with the actual year in brackets;
• [number of pages] will be used when a book has unnumbered pages and
are counted by the cataloger; more than 50 unnumbered pages will not
be counted;

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 • SMD: Specific materials designation (see list below);
• Format descriptions (see list below);
• Series statements and series numbers;
• Summary statements;
• Notes for reading programs such as Accelerated Reader and Reading
Counts;
• Notes for major awards; and
• ISBN: the number will be entered without any punctuation and
without binding details.

GMD (General Materials Designation):

The following GMDs will be used in the MMMS media center:

GMD Types of Materials

Electronic Resource Web sites, CD-ROM
Kit Multi-material items
Realia Equipment
Sound Recording CDs, Audio Cassettes,
Audiobooks, Music
Videorecording DVDs, VHS

** Materials such as maps and globes are maintained by the History

Department and are not cataloged through the media center.

** As material formats change, the GMD list will be updated to include all
materials housed within the media center.

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SMD (Specific Materials Designation):

The following SMDs are currently in use at MMMS Media Center

SMD Materials
Adapter All adapters
Cart All equipment and library carts
Cassette Tape Player Audio cassette player(s)
Cassette Tape Recorder Audio cassette recorder(s)
CD-ROM Computer program(s) on disc
Digital Camera All digital camera(s)
Digital Video Disc Player DVD player(s)
Digital Video Disc Recorder DVD recorder(s)
Keyboard Alphasmart Keyboard Devices
Laptop Computer Laptops housed in the library
Opaque Projector Opaque projector(s)
Overhead Projector Overhead projector(s)
Portable Amplifier Portable amplifier(s)
Projector for Data or Video Signal LCD / Video Data Projector(s)
Remote Remote control devices to TVs, VCRs, etc.
Slide Projector Slide projector(s)
Sound Cassette Audio cassette tapes such as audiobooks
Sound Disc CDs
Sound Filmstrip Projector Filmstrip projector(s) with sound
Television TV(s)
Tripod Tripod(s)
Video Camera Video camera(s)
Video Cassette VHS tape(s)
Video Cassette Recorder VHS recorder(s)
Videodisc DVD(s)
** As material formats change, the SMD list will be updated to include all
materials housed within the media center.

Format Descriptions:

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Format descriptions will follow the rules outlined in AACR2.

For materials other than books, the following information should be included
whenever possible in the description.

• Accompanying materials;
• Equipment requirements;
• Dimensions;
• GMD; and
• SMD.

For audiovisual materials the following should be given when applicable:

• Number of items;
• Total Length (time);
• Sound information;
• Subtitles;
• Language(s);
• Closed-captioning information; and
• Color or B&W.

For realia / equipment the SMD will usually suffice; however when applicable,
include the following:
• Dimensions; and
• Physical description of each item if more than one is included (such as
cables, remotes, etc. Each item will be listed in a separate MARC 300
field.

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 Call Numbers

Call numbers will be determined using the most up-to-date version of the
Abridged Dewey Decimal Classification. Call numbers may be expanded as
needed. The following material types are used in the Maggie Mae Media
Center:
Code Prefix Definition PAC Display

see below
AV Audio Visual Materials and Software Audio Visual
**

BIO N/A Biographies Biography

Easy (may be called enjoyable or

E N/A Easy
everybody books)

Does not display in

EQ N/A Equipment
PAC

FIC N/A Fiction Fiction

MAG N/A Periodicals or Serials Magazine

NF N/A Nonfiction Nonfiction

PRO PRO Professional materials for faculty Professional

REF REF Reference materials Reference

SC N/A Short Stories Story Collection

WWW N/A Cataloged Web sites World Wide Web

** Prefixes for AV Collection Code

AC Audiocassette

CD Audio Compact Disc

CS Computer Software/CD ROM

DVD Digital Video Disc

VHS Videocassette

AV Any other type of Audio visual material or software

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 Filing letters used in the Maggie Mae Media Center:

Print Materials Prefix Call Number

. All letters will be in ALL CAPS

Collective Biography 920 + first 3 letters of author's surname (or main entry)

Easy E + first 3 letters of author's surname (or main entry)

Fiction FIC + first 3 letters of author's surname (or main entry)

Individual Biography B + biographee's entire surname

Abridged Dewey + first 3 letters of author's surname

Nonfiction
(or main entry)

Abridged Dewey + first 3 letters of author's surname

Professional PRO
(or main entry)

Abridged Dewey + first 3 letters of author's surname

Reference REF
(or main entry)

Story Collection SC + first 3 letters of author's surname (or main entry)

Audio Visual and Software

Materials

Audiocassette AC Abridged Dewey + first 3 letters of main entry (title)

Compact disk CD Abridged Dewey + first 3 letters of main entry (title)

Computer Software/CD ROM CS Abridged Dewey + first 3 letters of main entry (title)

Digital audio device (i.e.

DAD Abridged Dewey + first 3 letters of main entry (title)
"Playaway")

Digital video recording (DVD) DVD Abridged Dewey + first 3 letters of main entry (title)

Videocassette VHS Abridged Dewey + first 3 letters of main entry (title)

Any other type of AV or software AV Abridged Dewey + first 3 letters of main entry (title)

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 Additional notes on call number standardization:

AV materials are cataloged with the title as the main entry. An audio
cassette of Shiloh by Naylor would be cataloged as

Prefix AC

FIC
Call number for Shiloh
SHI

Ignore punctuation in the letters, such as the apostrophe in L'Engle

FIC
Call number
LEN

Count spaces when determining the "3" letters of the author or main entry.
Examples: A video of the movie I am the cheese would be

Prefix VHS

FIC
Call number
IA

The book "F. Scott Fitzgerald" (no author, entered as a title entry) would be

813
Call number
FS

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An Easy book by Tomi De Paola would be

E
Call number
DE

If the main entry is a digit, spell out that digit. A video with the title 1984
would be cataloged as

Prefix VHS

FIC
Call number
NIN

Volume numbers should be added in the "Volume" field on the F4 Bib tab:
type vol. followed by a space and the digit. (small "v" followed by "ol" and a
period, followed by a space and the digit(s). Abbreviate supplement as
"supp.", but spell out "index" and "part".

Only enter a year for books that are "serial"-type publications, i.e. Guinness
Book of World Records, Current Biography, or almanacs. The "Year" field in
the PHE will show up as part of the Call number on the labeled Display page
in the PAC. Please don't use the "year" field as a copyright or an accession
date field. The date an item is added to the database is being stored
automatically.

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Call numbers and local information will be recorded in MARC field 949 and
will include the following:

• Field a: School code followed by the material designation code;

• Field c: Call number;
• Field g: Holdingscode (barcode) number
• Field p: Price

Examples:

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 Subject Cataloging

The following will apply for subject cataloging:

• Library of Congress and Library of Congress Subject Headings will be
used (http://catalog.loc.gov/ and http://authorities.loc.gov/ )
• All MARC records for fiction, nonfiction and AV materials are
required to have subject headings.
• The number of subject headings per item are determined on a by item
basis. For most items a single subject heading is required, and the
rule of three will be used whenever possible.
• All subject headings will be maintained in the subject authority file
within the library catalog.
• Changes in subject headings will be made for all new materials as they
are processed.
• Changes for existing library holdings will be made as time allows with
most used holdings updated first. Global change tools will be used
whenever possible.

The following types of subject headings will be used:

• Topical;
• Form: Arrangement and Genre (when applicable);
• Geographic (when applicable); and
• Names (when applicable).

The following subdivisions will be used whenever applicable:

• Topical;
• Geographical;
• Chronological; and
• Form.

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 Cross-Referencing

Cross-references will be added to the catalog as needed to provide better

access to materials for patrons. Library of Congress and Library of
Congress Children’s Subject Heading rules will be used as the authority for
cross-references. Cross-references for related terms and narrower terms
will be recorded in a local authority file within the TLC cataloging system.
The authority file will be maintained by the Central Processing Department
to provide consistency in cataloging.

Examples:

Maintenance of Authority Records

Name Authority:
• Library of Congress (http://catalog.loc.gov/) is the name authority.
• A name authority file will be maintained by Central Processing in the
TLC automation program to provide consistency.
• An authority file for uniform titles will be maintained.
Subject Authority:
• Library of Congress and Library of Congress Subject Headings are
the subject authorities.
• A subject authority file will be maintained by Central Processing in
the TLC automation program to provide consistency.
• Cross-references will be recorded in the local authority file in the
TLC automation program.

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 Physical Processing of Print Materials

New materials are now processed by the Central Processing Office. All
materials purchased through the vendor(s) will be processed through this
office and will come with some or all of the procedures listed below already
completed.

Materials purchased from other sources may be processed within the school
library IF the ISBN or ISSN already exists in the system. Any new
purchase that does not exist in the system will be sent to Central Processing
for cataloging before any other procedures are followed.

To add a new item under an existing ISBN or ISSN:

• Open the Library Solution Web page;
• Choose the Online Holdings Editor;
• Search for the ISBN or ISSN number;
• Locate the item and open it;
• Choose “Holdings Edit”;
• Choose “Add Holdings”;
• Fill in the barcode number, the holdings code, and price.
• Click on “Add Holdings.”

Materials used in physical processing:

• Polycovers and label covers;
• Laminating Machine;
• Barcode Labels;
• Property stamp;
• Magazine jackets;
• Avery Labels for call number and reading program labels; and
• Genre / Category stickers,

Processing materials may be purchased from any reputable supply company

and will be paid for with general library funds. The company currently used
is Demco.

Barcode labels are supplied by the Central Processing Office on a limited

basis at the request of the school library media specialist.

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All print materials will:

• Be stamped with the school library property stamp in four locations:

inside the front cover, on the title page, on page 25 and on the back
cover. If a book does not have 25 pages, page 10 will be used.
• Have the following information recorded on the verso: year the
material was added to the collection, the list price, the barcode
number, and the fund with which it was purchased if it was not
purchased with the library fund.
• Have a call number label affixed on the bottom of the spine.
• Have a barcode label affixed to the top left corner of the front cover
of the book. The numbers should face towards the spine. The
exception is periodicals which will have the barcodes placed in the
middle of the right side of the cover.
• When applicable, have an Accelerated Reader sticker affixed to the
spine directly above the call number label and a reading level / point
value label affixed to the lower right corner on the back cover.
• When applicable, have a genre or category sticker affixed to the top
of the spine. The genre / category labels currently in use are
mystery, historical fiction, fantasy, and graphic novel.
• Have a list of books in the series affixed to the inside cover of the
book if the material being processed is part of a series.

Paperback materials will be covered with a polycover after all labels have
been placed on the cover.

Dust jackets will be laminated after all labels have been placed.

Hardback materials that do not have dust jackets will have protective poly
label covers placed over all labels.

Periodicals will be placed in protective jackets. Barcodes will be placed on

the

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 Example of Barcode Placement

Example of Label Placement on Spine

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 Example of Information on Verso

Example of a Periodical Jacket and Barcode Placement

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 Physical Processing of Nonprint Materials

Materials used in physical processing:

• Barcode labels;
• Poly label covers;
• Avery Labels for call number and reading program labels;
• Permanent marker;
• White paint pen; and
• Property stamp

Processing materials may be purchased from any reputable supply company

and will be paid for with general library funds. The company currently used
is Demco.

Barcode labels are supplied by the Central Processing Office on a limited

basis at the request of the school library media specialist.

Nonprint materials will be processed in the same way as print whenever

possible using the following guidelines:

• For VHS, DVDs, CDs, audio cassettes, and kits, barcode labels will be
placed on the top left of the front of the material with the numbers
facing the spine.
• In the case of equipment, the barcodes will be affixed in a visible
location, usually on the top of the equipment and the barcode number
will be handwritten on the equipment using a permanent marker or a
white paint pen (see example below).
• Spine labels will be affixed to the bottom of the spine of the case,
cover, or box for the following materials: VHS, DVDs, CDs, audio
cassettes, and kits.
• When applicable, an Accelerated Reader sticker will be affixed to the
spine directly above the call number label.
• All materials will be property stamped or marked with “Maggie Mae
Middle School.” When property stamping is not possible, the material
or equipment will be marked with a permanent marker or a white paint
pen (see example below).

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 • All DVD / CD discs and VHS / audio cassettes will be property
stamped / marked and have the barcode number written on them (see
example below).
• All materials in a kit will be property stamped and have the barcode
number written on each piece.

*** Software and computer equipment are not handled by the library media
center and will not be processed by the media specialist.

Example of Nonprint Materials: DVD/CD/Cassette

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Example of Nonprint Materials: Equipment

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 Catalog Maintenance

The Central Processing Department will handle all catalog maintenance to

ensure consistency in the union catalog.

The TLC automation program is directly linked to the Library of Congress.

Updated subject headings and Dewey call numbers are handled automatically
through this system but each is reviewed and approved by the Central
Processing Department Director before being put into use in the system.
This process will be done on a continual basis as time allows.

As technology changes new material types will be added to the system in a

timely manner to allow access to patrons as soon as possible. Obsolete
material types will be removed from the system.

The TLC automation software will be reviewed annually to determine the

need for updates or changes.

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 Inventory

The Maggie Mae Library Media Center uses the TLC automation system.
Using this system allows us to use Library.Solution Inventory. This
inventory system allows for flexible scheduling.

• Data is collected and uploaded with a portable scanner.

• Only one collection in the library can be inventoried at any given time
(such as FIC or REF).
• Once the records for the completed collection have been uploaded to
the TLC system, inventory may begin on the next collection.
• Inventory of each individual collection is recommended at least once
every 2-3 years. Fiction and Nonfiction collections are inventoried
annually.
• An annual inventory is required of the media center the week after
the close of school and includes fiction, nonfiction, and any collections
that are necessary.
• Reports are not required by Central Processing or the building
administration at this time; however, an inventory report will be filed
and housed in the library media center for each collection inventoried
annually.

See Appendix A for detailed instructions on

• Use of the equipment;
• Uploading inventory data; and
• Running reports.

Tools used for Inventory

• Percon PT2000 portable scanner.
• Computer
• Library.Solution Inventory Program

Following Inventory
• Any damaged materials will either be repaired or discarded;
• All print and digital materials are to be shelved in their correct
locations;
• All equipment is to be cleaned and checked for damage and stored in
the A/V Room or in the library itself during the summer.

Dieter - 33
 Rationalization / Justification for Policies and Procedures

To provide the best possible access to library materials, these policies and
procedures have been put into place. The Maggie Middle School Library
Media Center Technical Services Manual was designed to provide the
following:

• Guidelines for acquiring materials;

• Guidelines for cataloging materials;
• Guidelines for processing materials; and
• Best access to materials for patrons.

By establishing these guidelines, we strive to ensure a consistency of

bibliographic records and processing for materials, an increase in the
efficiency in cataloging and processing, and an increase in the efficiency of
patron usage.

Provision for Revision / Updates

The Maggie Mae Middle School Library Media Center’s Technical Services
Manual was designed to meet the needs of its diverse population and to help
provide the best access to materials for students and staff.

Cataloguing and processing procedures will be reevaluated every two years

by the central processing department and school librarians and revised if
needed.

Individual sections of the manual may be updated as needed to address new

resources or procedures.

Dieter - 34
 Bibliography of Tools Used in the Media Center

Abridged Dewey Decimal Classification and Relative Index, 14th ed. Dublin,
OH: OCLC Online Computer Library Center, Inc, 2004.

Bowen, J. H. Essential Cataloguing. London: Facet Publishing, 2003.

Cooke, Deborah. "Library.Solution Web Manual". Chesterfield County Public

Schools. April 8, 2008 <http://chesterfield.k12.va.us/Instruction/
Library_Media/L.S_Web/index.htm>.

Furrie, Betty. Understanding MARC Bibliographic, 7th ed. McHenry, IL:

Follett Software Company, 2003.

Gorman, Michael. The Concise AACR2, 4th ed. Chicago: American Library
Association, 2004.

Information Power: Building Partnerships for Learning. Chicago: American

Library Association, 1998.

"Library of Congress Authorities". Library of Congress. March 22, 2008

<www.authorities.loc.gov>.

“Library of Congress Online Catalog”. Library of Congress. April 1, 2008

<www.catalog.loc.gov>.

"Online Computer Library Center". OCLC. March 24, 2008

<http://www.oclc.org/default.htm>.

Providence Middle School Faculty Handbook. Chesterfield, VA: Providence

Middle School, 2007.

Sears List of Subject Headings, 18th ed. New York: H. W. Wilson, 2004.

Dieter - 35
 Bibliography of Tools Used for this Technical Services Manual

Abridged Dewey Decimal Classification and Relative Index, 14th ed. Dublin,
OH: OCLC Online Computer Library Center, Inc, 2004.

Bowen, J. H. Essential Cataloguing. London: Facet Publishing, 2003.

Cooke, Deborah. "Library.Solution Web Manual". Chesterfield County Public Schools.

April 8, 2008 <http://chesterfield.k12.va.us/Instruction/
Library_Media/L.S_Web/ index.htm>.

Furrie, Betty. Understanding MARC Bibliographic, 7th ed. McHenry, IL: Follett
Software Company, 2003.

Gorman, Michael. The Concise AACR2, 4th ed. Chicago: American Library
Association, 2004.

Information Power: Building Partnerships for Learning. Chicago: American

Library Association, 1998.

Kaplan, Allison G., and Ann Marlow Riedling. Catalog It! A Guide to Cataloging
School Library Materials. Worthington, OH: Linworth Publishing, Inc., 2002.

"Library of Congress Authorities". Library of Congress. March 22, 2008

<www.authorities.loc.gov>.

“Library of Congress Online Catalog”. Library of Congress. April 1, 2008

<www.catalog.loc.gov>.

"Online Computer Library Center". OCLC. March 24, 2008

<http://www.oclc.org/default.htm>.

Providence Middle School Faculty Handbook. Chesterfield, VA: Providence

Middle School, 2007.

“Providence Middle School Library Catalog”. Chesterfield County Public Schools.

April 13, 2008 <http://dewey.chesterfield.k12.va.us/ms/provl/default.htm>

Sears List of Subject Headings, 18th ed. New York: H. W. Wilson, 2004.

Dieter - 36
 Appendix A

Inventory Directions

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