Overview of Order Processing

Work Flow

• Receive and log all orders

• Unpack box(es)

• Inventory received titles against the packing slip/invoice

• Initiate a Damage/Exception Report when received item is nonfunctional for library use

• Stamp school library name on front fly page of all books

• Consult the district database for existing matching MARC record

• Load MARC records if accepted from vendor

• Check loaded vendor records for correct cataloging

• District Cataloger creates MARC records for items, as needed

• Add supplementary tags as required

• Complete physical processing of Items (e.g. addition of barcodes, protective corners, security strips, mylar covers, spine labels and label locks)

• Pack and label box(es) for shipment to library

• Prepare and submit invoice for payment

• Track and resolve Damaged/Exception Report issues, process replacement(s) and send to school

Materials for processing should include only hardcover books intended for multiple circulations. Only relevant books in good condition should be added to library collections.

Librarians may also want to process extra copies of books for library events such as author visits, Battle of the Books, and Clash of Titles. If you receive a donated book, please review the Collection Development Policy.

We have developed a system for in-demand titles to accelerate processing. Please use the Hot Titles forms if you need a book as soon as possible. We will try to get these books sent out by the next outgoing Pony delivery. Hot Title forms may also be used for reading list and reading competitions.

Please do not mix regular priority and hot title books on one form.

Regular Priority Forms 
The forms below may be used for approval of campus-funded purchases OR for transfers of materials to another library.

Audio Visual Materials

Do not mix material types on the same form

Hot Title Forms

In-Demand Items

Do not mix material types on the same form.

Selection of Library Materials

A well-balanced collection of library materials is essential to the promotion of information literacy for all students. In order to provide a current and relevant collection, NEISD Board Policy will be followed in the selection of library materials.

EF Local Instructional Resources
Request for Reconsideration of Instructional Materials

In addition, literary review sources such as School Library Journal, Horn Book, Booklist, VOYA, etc., should be consulted before selections are purchased. Consideration should be based on appropriateness to the level of students, school/community culture, relationship to the curriculum, and appeal to students.

Challenged Library Materials

Occasionally there may be an objection to a particular item in the collection. Please develop an awareness of the procedures and policy regarding the reconsideration of such items. It is suggested that each librarian form a Library Advisory Committee to serve in the capacity of a Reconsideration Committee, if needed, and provide support for material selection.

Curriculum Support

School libraries support classroom curriculum by providing print and electronic resources. While multiple copies are sometimes purchased (i.e. award books for a particular year), the library budget is not to be used to purchase class or grade level sets of books. Most library materials barcoded and placed in the ILS (Integrated Library System) will be available for Interlibrary Loan; therefore, careful consideration should be made when entering items not normally circulated.

District Purchased Digital Content

Digital books (eBooks and audiobooks) are purchased by Library Services for district-wide use.

NEISD Board Policy will be followed in the selection of digital content. See EF Local Instructional Resources. In addition, literary review sources such as School Library Journal, Horn Book, Booklist, VOYA, etc., will be consulted before selections are purchased. Consideration will be based on appropriateness to the level of students.

A Library Services Advisory Committee will assist in the reconsideration process of content restrictions for titles in this collection. The final decision on any content restriction change will be made by the Director for Library Services.

The Library Processing Department will inspect all items received from vendors for damage that renders the item nonfunctional.  This includes torn/missing pages and upside down binding.  Items with slight damage, such as bent corners, will be sent to campus. If the campus librarian determines that an item is too damaged for the collection, please return it to Library Processing along with a Damage Report.  Library Processing will contact the vendor and make arrangements for a replacement copy.

Weeding Procedures

Weeding, a library term used to describe the process of identifying outdated, inaccurate, and worn materials for discard is a critical task to maintain a current, relevant, and inviting collection. An ongoing weeding plan should be developed to ensure that sections of the collection are examined on a routine basis. The CREW Weeding Manual can be used as a guide. Librarians can use Follett Tags to help review collections as well.

Use the following procedures to weed the library collection.

1. Librarian weeds items in Insignia.
2. Librarian fills out CRMS Weeded Books Form to request weeded book boxes pickup when 5 – 10 boxes of discarded materials have been collected.
3. Library Services enters the request into the CRMS system.
4. Library Services emails District CRMS Manager with # of boxes, campus, & librarian name.
5. District CRMS Manager sends barcode labels to campus librarian to affix to boxes and sends email notification to Library Services.
6. Librarian affixes labels to boxes, then emails District CRMS Manager (with CC to Library Services) for box pickup. Include barcode # in the email.
7. Boxes of books are picked up by NEISD warehouse personnel from designated location.
8. Additional requests may be placed once the NEISD tags have been placed on the boxes.

Some general reminders:

• Only discarded library materials may be placed in boxes.
• When packing up materials, separate AV and print items. AV boxes need to be labeled “AV” on the outside of the box. Weeded print boxes DO NOT need to be labeled.
• Boxes should be no larger than a standard vendor book box. (If you can’t lift it, neither can the warehouse worker.)
• The minimum number of boxes is 5 and the maximum is 10. They like to keep it at 10 as this is the number of boxes they can fit on one dolly trip.
• Right before the summer, librarians can put in large weeded book box requests for pick-ups during the summer.

Current Cataloguing Guidelines

NEISD Libraries catalog new materials according to RDA (Resource Description & Access) as adopted by the Library of Congress in 2012. Marc Records in AACR2 are accepted for materials cataloged prior to 2012.

Library of Congress Subject Headings are used

• Juvenile literature and Juvenile fiction subdivisions are not used in subfield v

Dewey Decimal Classification, the 23rd unabridged edition, is used to formulate Call Numbers

• DDC number and the first three letters of the author’s last name
• DDC numbers are cut after the 2nd decimal
• B is used for Biography and the last three letters of the subject’s name
• R is placed above the DDC number for Reference items
• PL is placed above the DDC number for Professional Library items
  • No prefix is used in the MARC or Item records
• F or E and the first three letters of author’s last name are used for fiction items

Do not go back to an old Dewey number to keep books together, change the old number to the new one

If barcodes are needed for books or equipment, contact Library Processing

Contact the Library Processing Cataloger for information and guidance when changing a call number

Library of Congress Subject Headings

Dewey Decimal Classification and Relative Index

Resource Description & Access

Anglo-American Cataloging Rules 2nd ed.