School Library Handbook

Handbook Table of Contents

(revised July 2001)

Circulation policies and practices should give maximum access to the collection to your various patrons. The policy and practice should establish procedures for taking books out of the library, returning books to the library, and keeping records to show where the books are. Involvement in the circulation process provides an opportunity for students to develop responsibility, orderly work habits, and critical thinking skills.

1) Circulation Policies

(a) Borrowing:

The length of borrowing and quantity of materials borrowed by students and teachers should be based on the size of the collection, the needs of the school, and the availability of reliable shelvers.

(b) Overdues

Fines for overdues are not recommended as there are too many possibilities for inequities. Borrowing privileges for students with overdue books may be canceled or limited.

(c) Lost or damaged books

Consult the building principal and the library advisory committee about creating a written policy concerning lost or damaged books. Letters should go home to parents if lost or damaged items require payment. Options include a uniform amount for lost or damaged materials, based on the format (hardcover book, paperback, CD, video); full purchase price; a token fee; or after school service. The policy should be based on how the school community will best be served.

Students should be held accountable in some way for lost, damaged, or overdue books and should be required to clear their library record before transferring to another school or before leaving at the end of the school year. Uncleared records can be transferred to other schools in the district. Other schools in the area may be notified of uncleared records.

2) Checkout Procedures

Described below are several methods that may be used for checking out library materials to users. The method chosen will depend on the needs and resources of the school community. In libraries with automated circulation systems, follow directions in the system manual.

Method 1: Total Self-Checkout

The student signs his or her name and advisory section or room number on the card and stamps a preset due date on the card and “date due” slip on the pocket. The student places the card in a designated place.

Non-automated libraries may find it helpful to set up charging trays organized by advisory section or room number. Students in grades K-3 participating in total self-checkout have an easier time if provided with a separate charging tray containing only cards for their room number, with preset date due stamps and pads inside.

All students participating in self-checkout will require a great deal of training, guidance, and reinforcement from the librarian and classroom or advisory teacher. However, the increased access, empowerment, and responsibility that self-checkout offers to students is well worth the effort.

Method 2: Partial Self-Checkout

The student signs his or her name and advisory section or room number on the card and places a slip in the pocket on which the date due has already been stamped. A library aide stamps and files the cards. (The library aide might also stamp the date on the pocket’s “date due” slip.)

Method 3: Total Library-Checkout

A student presents a library or reader’s card prepared by the library. A library staff person enters the information, stamps the card and “date due” slip, and files the card.

Note: The use of a "reader’s card" is optional, and the library staff must decide whether to use them. A reader's card is available as an official School District form (EH-49), as described in the Forms section of this Handbook. In situations of open circulation in elementary schools, reader’s cards can be helpful in locating borrowers. The name and room number of the borrower is added at top of the card. The due date is stamped in the left column, and date the book is returned is stamped in the right column.

3) Returned Materials

Materials should be returned when they are due. They may be placed on a special cart, a depository, or collected by an individual.

In libraries without automation systems, book or media cards must be placed in the pockets of the returned items. Materials may be slipped or checked in by volunteers or clerical staff, depending upon the situation at your school.

4) Shelving Returned Materials

Materials must be shelved after they have been returned and slipped or checked in. Materials may be shelved by volunteers or clerical staff, depending upon the situation at your school. Accurate shelving is essential to access.

5) Overdues

Students should be notified promptly if books are overdue. A list of overdue books should be kept for each class or advisory. The cooperation of the classroom teacher or advisor is necessary to encourage students to return overdue books.

6) Written Policies and Procedures

The library should prepare and maintain written policies and procedures concerning the following issues:

• Length of borrowing
• Quantity of materials to be borrowed
• Overdues
• Lost or damaged books
• Registration / Identification / Reader’s Cards
• Checkout procedures
• Circulation of magazines, unbound materials, and realia
• Filing book and media cards
• Renewal policy
• Returning materials
• Slipping books
• Shelving books

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Sample of Book Card





Sample of Date Due Slip



When charging trays are organized by room number, adding the room number to the date due slip as shown in the sample above is helpful in finding the book card when the book is returned.