Each school library will have a different approach to circulation or loaning resources depending on its size and the needs of its students and staff. For example, some schools may charge for overdue items whilst others may impose a different penalty such as withdrawal of borrowing privileges.
Guidelines about circulation should be devised with input from staff and students, especially when the library is only staffed part-time.
Teaching staff and students may be responsible for carrying out basic circulation functions when there are no library staff available. For TALIS libraries, there are several circulation options available to cater for varying degrees of staffing. Contact Systems Support for more information.
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A unique identification should be set up and allocated to each borrower. For state government schools using the TALIS circulation system, this will be in the form of a barcode. A TALIS circulation manual is also available from Systems Support. Many high school libraries create a borrower's card for each student and keep the card on file at the loans desk. In some schools students memorise the last four digits of their barcode and let library staff know the number when they come into the library to borrow (library staff need to be familiar with student identities if this system is to work efficiently). The cards are usually kept on file in class order, and then arranged alphabetically by surname for each class.
Primary school borrowers may be treated differently. Once again, though, their library borrowing card with barcode can be kept on file at the loans desk in class order. Students give their name and library staff are able to locate the borrowing card to issue items. Students keep the same library card for the whole time they attend the school.
Other options for setting up a unique identification using barcodes:
- Barcodes can be attached to class or grade lists
- Class lists can be placed inside plastic sheets in a ring binder and kept behind the issue desk. The barcodes can be placed next to each borrower’s name.
- Cards can be given to the students
- Cards may be stored in boxes at the circulation desk or stored in albums.
If using an automated system, data about each borrower should be entered and matched with the barcode. If you are using a manual system, you can decide how much borrower information you wish to keep and how it should be stored.
Keeping address details for each borrower is handy if overdue notices are sent home (this information will be automatically entered onto a student borrower record in TALIS if a SACS download is completed. (See the Systems Support website for instructions on creating borrower records if you are a TALIS school - Documentation and procedures).
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If your school library is automated, all items in the library should have a barcode or a unique number attached to them. Item barcodes for resources in the library are usually prefixed with a different set of digits from borrower barcodes. Sheets of barcodes always stipulate whether they are for borrowers or for resources.
The item barcodes are matched with the barcode or unique ID of the patron to register a loan transaction. Automated systems will store this data until the item has been returned or will calculate overdues.
For information about item and user barcodes that are compatible with TALIS, see the Systems Support website > Equipment, software and networking..
If using a manual system, cards and pockets will need to be created for each item. There are several recognised manual borrowing systems: Browne, Reverse Browne and Newark are the most common manual circulation systems in use in Australian school libraries. Several minor systems were once used by specialist libraries but automation has reduced the need for cumbersome systems.
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Library staff, in consultation with other staff members, should make decisions about the loan period and number of items that users can borrow, depending on the situation of the particular school. Loan limits will be determined by the size of the library collection and the number of registered borrowers. The usual loan period for a school library is two weeks, but this may vary from school to school of grade to grade. Early childhood classes may have a loan limit of one item per week, for example. Loan periods may vary to cater for the demand of items. For example where items are in particular demand the loan period can be limited to overnight. Similarly, different types of materials may have different loan periods. DVDs for example, may only be loaned overnight.
Schools may allow renewals on items if they are needed for longer. This may be limited to 1 or 2 renewals.
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Some schools may allow reservations (holds) to be placed on items. A shelf for reserved items should be set up behind the circulation area so that these items are kept separate and are easy to access. When reserved items are returned, the TALIS system will automatically generate a message to indicate there is a reservation for the item. It should then be placed on the reserved items shelf. The school library’s circulation guidelines should also indicate whether staff and/or students are notified when reserved items are available.
A special reserve can also be set up for materials which are in high demand but short supply. They can be kept in a separate area and may only be used within the library or for overnight loan. Some items will be placed in the special reserve permanently or for shorter times as requested by teachers.
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Overdue notices are created and sent out to remind borrowers to return items to the library. TALIS can automatically generate overdue notices, which can be printed out and distributed on a weekly or monthly basis. Guidelines on how to deal with overdues should be developed in consultation with the principal and other school staff.
It can be difficult to obtain items from both students and staff when the items have been out for some time. Some libraries use rewards such as lollies for every student who brings his/her book back in December. One Victorian school library also provides prizes to the classroom coordinator with the least number in their class with outstanding loans at the end of the year.
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Teaching staff may wish to borrow materials on a particular subject to use in the classroom for research. These can be for a short time such as a week, or for longer periods of up to a year. As the teacher is responsible for the loan they should have a copy of the transaction to ensure that the items are returned on time.
The State Library of Tasmania offers training in the use of TALIS for circulation purposes. Contact Systems Support on 6233 7939 or email state.library@education.tas.gov.au for more details.
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