GSIS Libraries / Media Centers

HANDBOOK OF POLICIES,

PROCEDURES AND PRACTICES

GSIS Libraries / Media Centers

Handbook of Policies, Procedures, and Practices

1.0  MISSION AND POLICY

1.1 Mission Statement

1.2 Vision Statement

1.3 Policy Statement

2.0 COLLECTION MANAGEMENT

2.10 General Selection Criteria

2.11 Books

2.12 Non-Print

2.13 Electronic

2.2 CATALOGING AND CLASSIFICATION

2.3 EVALUATING THE COLLECTION

2.31 Monitoring and Evaluating the Collection

2.32 Gifts and Donations

2.33 Controversial Materials

2.34 Request for Reconsideration

2.35 Deselection Criteria

2.36 Withdrawal

3.0 CIRCULATION AND USE

3.1 Circulation Policies

3.2 Self-Checkout

3.3 Notifications

3.4 GSIS Materials Stewardship Policy

3.5 A/V Equipment

3.6 Library Collections

3.7 Faculty Circulation/Materials Type Grid

4.0  FACILITIES

4.1 Computers

4.2  Equipment

4.3  Elementary Library

4.4 Secondary Library and Textbook Center

4.5 Spaces

4.6 Hours of Operation

5.0 EXPECTED BEHAVIORS

5.1 Library Essential Agreements

6.0 SPECIAL COLLECTIONS

6.1 Art Department

6.2 Textbooks

7.0 Appendices

7.1 ALA “Library Bill of Rights”

7.2 Request for Reconsideration Form

7.3 IB Learner Profile and ESLR’s

1.0 MISSION AND POLICY

1.1 MISSION STATEMENT

The GSIS library programs support the students and faculty of Gyeonggi Suwon International School by providing access to a variety of resources that encourage reading for enjoyment, enrich cultural , intellectual and spiritual growth, and expand knowledge of concepts taught. The libraries are committed to selecting and acquiring relevant print, digital, and online resources to equip students with the skills to become effective and discerning users of resources and information in the 21st century.

1.2 VISION STATEMENT

The vision of the GSIS Libraries is to serve as the intellectual nexus of the school, functioning as a center for inquiry and for independent learning. The libraries provide diverse resources and guidance, where needed, to promote the spirit of exploration and further the quest for knowledge for students of all ages and abilities. The libraries encourage developing a joy and love of reading.

The libraries support the mission of the school and its curriculum by providing assistance and materials that make it possible for students to function as independent learners, critical and reflective thinkers and to become knowledgeable users of information and new technologies.

The major foci for the libraries/media centers are information literacy and literature.

Information technology is an important part of the library program. Working closely with the Tech. Department and the Tech. Integrators the program and services are integrated within the school through use of the Follett Destiny Automated Library System and includes the library website, databases  available online, digital hardware and Web 2.0 applications, Overdrive  access and support for making, such as card op copying and assistance.

Literature support includes

1) Presenting real authors and illustrators, carefully selected materials, and supporting reading programs and initiatives throughout our school.

2) Using a variety of teaching and learning strategies in response to different learning styles and needs.

3) Providing readers advisory in several formats including lists, web links and personal contact.

4) Beginning at the lowest levels to expose and encourage our students to choose from a wide variety of genres and subjects.

1.3 POLICY STATEMENT

The philosophy of the GSIS Libraries is derived from the overall philosophy of the school. The services and programs provided are shaped by the broad mission statements of the school as a whole. Our school seeks to provide a high quality internationally based education within a Christian environment.

The libraries for the school provide an environment that is sensitive to the different cultures that contribute to our school composition. They provide an educational environment that exposes students to a wide range of materials in print and non-print in a variety of formats. The libraries encourage a love of reading and contribute to the development of lifelong learners. They support teachers with professional resources and materials.

The collection is driven in large part by the school’s curriculum needs and desires.  The libraries and library staff also attempt to provide a broad array of resources that enhance those mandates as well as provide instructional programs of its own to increase research and information skills as well as an appreciation for reading.

GSIS employs 2 professional librarians and 2 other highly skilled library employees , under the umbrella of the Technology  Department. The library staff cooperates with and can call on the other staff and resources of the department to enhance the program.

The Librarians serve as instructors, as consultants to other faculty and members of the greater GSIS community, and as coordinators of resources to meet the varied informational and instructional material needs of the institution.

The Libraries’ services are guided by adherence to the American Library  Association’s “Library Bill of Rights” ( see appendix), the IB Learner Profile and School Wide ESLR’s

(see appendix) and the GSIS school verse:

      Trust in the Lord with all your heart;

       and lean not on your own understanding.

           Proverbs 3:5

2.0  COLLECTION MANAGEMENT

2.10  General Selection Criteria

The GSIS Libraries will attempt to provide access to a wide variety of materials in an ever changing variety of formats, endeavoring to obtain the best format(s) for the schools needs. Materials are obtained to meet personal development, educational requirements and information needs for the greater school community. It is assumed that this will include materials in print, nonprint and electronic formats and will include ephemeral items such as newspapers and magazines as well as databases and books derived from a variety of formats and access in several languages. The primary instructional language of the school is in English and the majority of the collection will reflect that.  

2.11 Books

Recognizing the need for print materials can change as a student progresses in the environment the library is open to the acquisition of books in non traditional such as electronic delivery via Overdrive, Kindle and the like. We also recognize that materials are not always available in alternative formats or as soon and that beginning readers often benefit greatly from the tactile senses and linear that traditional books provide. We envision having books, often the same title, in more than one format and having a collection that is weighted more towards print in the lower grades with an increasing use of electronic delivery as a students advances up the educational ladder.

2.12 Non-Print

In a world with rapidly changing formats and platforms it is difficult to imagine a library in the future acquiring large numbers of items in one format such as DVD or CD or videocassette or discs. Some type of streaming or subscription to access will be the method of delivery. The rationale for access however will be the same as used for acquisition. Materials will be of high quality and supportive of the school needs.

2.13 Electronic

Selection criteria of electronic resources will be held to the same standards as those for print.

2.2 CATALOGING AND CLASSIFICATION

The libraries use the Dewey Decimal System with some local modifications for organizational purposes.

2.21 Curriculum Resources including textbooks

Curriculum Support materials are cataloged and assigned to the respective

department/section. These items are indicated with a sub-location in the Library Automated System with appropriate UOI/course description. The materials are labeled on the front cover to designate location.

Textbooks are chosen through departmental budgets by the faculty assigned to each department. The role of the library/media center is to house and distribute those textbooks and related materials through use of the library circulation system. Generally the expectation is that those textbooks chosen and placed for use are available upon faculty assignment to the students of the course for which the book is assigned. Sufficient copies should exist to meet the needs of the school under its present enrollment with the idea that one book per student is available as needed with a small percentage in reserve or easily accessed to allow for loss or increased enrollment. The school does not plan to provide double textbooks for home and school use.

GSIS is committed to electronic delivery and access to textbooks and is always alert to that possibility. Choice between print or electronic access is sometimes desirable but not a goal in and of itself.

Textbooks are carefully chosen by the faculty and subject to change with the course and year-to-year.  

Textbooks are often expensive and difficult to easily replace. Lost or damaged materials will be assessed at the full replacement value of the item(s) that includes cost for shipping and handling.

Information concerning the publisher and distributor of our textbooks is readily available for people who wish to independently acquire volumes. The school will not purchase directly for personal use.

Textbook Support Materials include teachers’ editions, support materials designed for instructional use, copies of other textbooks useful as teaching resources, etc. as well as multiple copies designed for classroom/instructional use and the like are considered curriculum materials and are placed in the professional collection. These materials are checked out for a school year long period to instructional staff with the expectation that they will be returned in a reasonable time once used for the designated purpose.

2.22 Professional Materials

Professional Materials are cataloged using normal DDC but housed in a separate area near the textbook collection. The Professional collection is restricted to faculty/teaching use and is not available to the regular population. This is an integrated grade-level collection making it more useful to the whole

school, especially users who have students who do not fit our standard   placement such as ELL and students in need of support services.

2.23 Library Materials

The Elementary Collection separates fiction by interest level: the Everyone Collection appeals to PK-Gr 3 and the J Fiction to Gr 3-Gr 5.

Currently the libraries use 920 and 921 for biographies. The DDC currently places those titles in the field for which the person is best known. (It is the intent of the libraries administration to move those to fit current best practices and Dewey recommendations.)

Non-print materials such as DVD and CD formats are separated into different locations, using Dewey numbering schemes, but segregated by format. The plan is to move those materials and integrate them into the regular collection in the secondary school library.

Foreign language materials are also segregated by language using Dewey numbering schemes. Dewey allows for the placement of foreign language materials to be integrated into the collection. This option will be explored during the next school year in the Secondary Library.

The libraries seek to balance materials in both the elementary and secondary locations to best meet the needs of students. To that end materials are sometimes duplicated in the two locations.  Materials may be moved or reclassified to meet current student needs.

2.3 Evaluating the Collection

2.31 MONITORING AND EVALUATING THE COLLECTION

The physical condition of the collection is continuously reviewed, evaluated and weeded using the CREW method. Annually an  evaluation takes place

using various reports generated by the Follett Destiny Automated System to ensure that the library is meeting the library objectives. There are three key indicators of performance.

. Collection Quantity -Total book, electronic and non-print materials available.

. Collection Quality - Average age of the print materials per section.

. Collection usage - Loans per member of the school community by type.

2.32 GIFTS AND DONATIONS

Donations to the libraries collection are encouraged and accepted at the      discretion of the library staff. Materials, if found unsuitable or unneeded by     

GSIS may be passed on to more appropriate organizations or schools. As a general rule materials  must be less than 10 years old (non-fiction) and less than 15 years old (fiction) and in good physical condition to be added to our collection. Gifts of new materials are also accepted. Books donated or gifted should support the   curriculum and be consistent with the schools overall collection management policy.

2.33 CONTROVERSIAL MATERIALS

As an internationally minded school with a strong Christian ethos the major areas of controversy are political, linguistic, religious or sexual in nature. An earnest effort is made to find materials that cover a variety of different viewpoints in politics and public policy issues. As a Christian school we provide a largely non-denominational collection with a strong Christian position. We also provide a variety of materials on other religions that explain all views without attempting to demean or diminish one’s faith. The use of profanity or strong language or treatment of sex in a literary work is not an adequate reason for eliminating material from the collection although these features will be taken into consideration when selecting resources to ensure their suitability for school aged children. A work’s strengths must outweigh its weaknesses to be a part of the collection.

2.34 REQUEST FOR RECONSIDERATION

The libraries welcome expressions of opinion by patrons but will be governed by the collection management policy and The American Library Association’s Library Bill of Rights in making additions or deletions from its collection. Any member of the GSIS community may formally challenge materials on the basis of appropriateness.

The procedure to be followed consists of four steps.

1. The GSIS Patron will be asked to confirm in writing that the work in question has been read/viewed in its entirety. The Request for Reconsideration Form will be completed and signed by the concerned individual.  

2. Upon receipt of the completed form the library staff and the review committee appointed by the Head of School will re-evaluate the item.

3. No restrictions will be placed on the use of the materials until the re-evaluation is completed.

4. The committee will make a written recommendation to the Head of School who will then make a decision regarding the disposition of the material. The decision will be conveyed in writing to the person who initiated the request for reconsideration.

2.35 Deselection

De-selection criteria recognizes that libraries are finite spaces and that the amount of available shelf space plays a part in how much material is to be acquired, along with enrollment, mission and projected needs. Candidates for de-selection come from three primary areas.

1. An excess number of duplicate copies. A reasonable number for a library our size would be no more than three.

2. Editions that have been superseded.

3. Materials no longer needed for current instruction and research and are unlikely to be needed by future users.

2.36 CREW MANUAL

Withdrawal is an important part of maintaining the collection. The GSIS Libraries use the CREW method of Continuous review, evaluation and weeding. Books are evaluated as returned for physical condition, and appearance, and such factors as accuracy, timeliness and use patterns are examined. Factors for withdrawal are the same as those for selection and are not intended to sanction removal based on any controversy.     

3.0 CIRCULATION AND USE

3.1 Circulation Periods

General circulation policies are designed for the user of regular library materials. Length of the circulation period is adjusted by patron type and specific exceptions.

Normal circulation periods are for two weeks in the Secondary Library and the Elementary School library. This would hold for the circulation of regular library materials in both fiction and nonfiction to students and other members of the

GSIS Community such as parents, staff and faculty reading for pleasure or information for a personal use.

Student exceptions are made for such research activities as Extended Essay and MYP Personal Projects with requests initiated by the user.

Faculty may request a longer period for materials checked out to support a particular unit of inquiry (with the understanding that teachers who check out books for units will not take them home at all - these materials remain at school). The preference would be for older students to check out and be responsible for materials.

Materials needed for classroom/course units or professional activities are generally purchased for that purpose and are placed in the professional collection or the classroom.

Policies in general exist to promote access for more people in a useful manner for a reasonable length of time.

Access to the library website and all of its carefully chosen links, subscription and recommended databases and the full library catalog is available 365/24/7 and through the school’s web presence and use of patron ID and password access.

3.2 SELF-CHECKOUT

The libraries have self-checkout capability. Selected faculty and staff may access the collection through a self-checkout using faculty ID but the libraries monitor student use in the lower grades. It has not been deemed necessary in the Secondary at this time. As the school grows this option may become more attractive.

3.3 NOTIFICATIONS

The library automated system will routinely send notices to library patrons tracking materials. The notice serves as reminder to those with materials out and is a prompt to return unneeded materials as soon as reasonably possible. Disputed notices will remain until the annual inventory and general end-of-year returns have taken place.

All patrons have unlimited access to their patron records by logging in using their personal account in Follett’s Destiny System.

3.4 Gyeonggi-Suwon International School Materials Stewardship

1. All materials are considered GSIS resources and are either classified as consumable or non-consumable.

2. While GSIS does not currently conduct a Summer School Program or mid-term program, that possibility exists.

3. Any classroom is subject to reassignment or adjusted use. Materials are assigned to a section or to an individual, not to a room.

4. Any classroom is subject to being emptied and or cleaned during the summer.

5. Enrollment dictates the number of sections and teacher assignments and is subject to change at any time. Materials may be changed and/or reassigned at the discretion of the school

The GSIS resources are defined as belonging to one of four categories

• Curriculum Support Materials- Purchased with HOD/ADMIN approval to support the curriculum. These  items may be assigned to the department/section.

• Professional Materials-Shared materials (print and manipulatives) available to enhance the curriculum.

• A/V Equipment- All audio/ electronic equipment.

• Library Collections- Media and print

3.41 Curriculum Support Materials INCLUDING TEXTBOOKS

Where materials have been purchased to support specific instructional units, those materials may be considered Year-long Resources. These items are cataloged and assigned to appropriate department/section locations.

At the end of the school year all school resources will be accounted for through an inventory process. Lost or damaged and still needed materials will be repaired or replaced.

3.42 PROFESSIONAL MATERIALS

GSIS uses the term Professional Materials to refer to materials that are shared among the faculty through a Professional Materials section housed in the Libraries’ joint work space or in closets scattered throughout the school currently controlled by various departments. The materials tracked through the library are set to check out for eight weeks (a normal unit length) and returned to the library for use by other teachers. This kind of material is often very valuable to someone working with special needs students or ELL students who might need differentiation or supplemental help.

As a courtesy the libraries will send all faculty and staff a list of materials checked out (including Professional Materials) on a regular basis and a request to return any items no longer in use.

Faculty - as the prime stewards of their teaching materials - are required to exercise due diligence in taking care of the school’s resources.

3.43 AV EQUIPMENT

Equipment is borrowed through the Tech Office and Library. Long term needs such as ceiling mounted LCD projectors are Tech Office decisions. Equipment borrowed through the library is for short prearranged terms and users are encouraged to return them to the library as soon as the use is complete.  Most uses will be for school use only on school property. This will provide the entire school community equitable access to GSIS resources.

3.44 LIBRARY COLLECTIONS

Library collections are shared materials tracked through the library circulation system. This will include items such as library books, DVDs, CDs and the materials regularly found on shelves within the libraries, as well as media, non-print, electronic and database materials.

These materials are selected and purchased primarily for student use. They support the curriculum and address personal needs and interests on the part of the student body. Elementary students visit the library on regularly scheduled visits to check out materials and to learn library and information skills. They are accountable for the care and return of library materials - an important part of their learning process.

Teachers may use library materials to enhance the UOI for eight weeks. All other circulation dates are based on regular circulation periods.

Materials six weeks past due will be declared lost, the individual billed and the item re-ordered as appropriate.  Student circulation periods and fines will be covered in the Student Handbook. As a courtesy the libraries will send all faculty and staff a list of materials checked out (including Professional Materials) on a regular basis and a request to return any items no longer in use. Faculty and students may log into their Library Account at anytime through the Follett Destiny Management System.

At the beginning of the school year the libraries will provide information during Faculty Orientation. Library information is also provided to all teachers via the libraries’ website linked to the GSIS Homepage.

Faculty - as the prime stewards of their teaching materials - are required to exercise due diligence in taking care of the school’s resources.

3.5 Materials Circulation for Faculty

4.0 FACILITIES

4.1 Computers

As a one-to-one school the libraries do not provide computer access directly for students. The exceptions are a small number of computers whose primary purpose to access the OPAC (Online Public Access Catalog).

iPads and laptops are available where needed for larger instructional purposes through the Tech Department

A dedicated computer is used to run the card controlled printing system and work computers are on the desk on each individual library unit. Everything is networked.

4.2 AV Equipment

Most audio/visual equipment is managed through the IT office. Some exceptions are a few Tripods and a portable screen.

The elementary library has a wall mounted screen and a ceiling mounted LCD projector used for scheduled classes. The Secondary library has access to equipment through the Tech. office.

4.3 Seating

The Secondary library has seating at tables, in comfortable chairs and study carrels for 63 people and can comfortably  host 2 classes in the library at the same time.

The lower school level  library can seat approximately 40 students in the class   instructional area and about that many on flexible seating; benches, bean bags, etc. of various sizes in the other side of the library.

4.4 Lighting

The libraries have good lighting, natural light and spaces that can be adequately heated and cooled.

4.5 Hours of Operation

The PYP (Elementary School) Library is open from 7:40 am until 4:00 pm every school day (except Mondays when it closes at 3:30 pm), including lunch on Days 3, 4, 5, & 6. In order to be respectful of student learning, parents are welcome before and after school.

The MYP and DP Library (Secondary School) is open from 7:30 to 4:30 pm every school day (except Mondays when it closes at 3:30 pm).

Classes take place in both libraries throughout the day. When not scheduled for classes the libraries are open to the school community. Students are welcome to borrow materials, research, read or relax in the morning before school, during lunch, after school or during free periods with teacher permission.

The libraries are available to the GSIS Community one day each week during the summer. Schedule varies.

The library is run by accredited school staff with some support and assistance provided by parent volunteers.

5.0 EXPECTED BEHAVIORS

5.1 Library Expectations

Provide users with a place to work, study, and read

• Use quiet voices that do not disturb others.

• Be productive and allow others to be productive.

• Keep study groups to four or less, please use tables.

• Use study carrels for independent work only.

Maintain an environment that is clean and orderly

• Dispose of trash, push in chairs, and leave unchecked resources at the desk.

• Consume drinks only from containers with lids.

• Enjoy all food items outside the library.

Keep an accurate account of patrons and records

• Bring a PASS and sign in upon arrival from a class or study hall.

• Bring your Student ID card to check out items.

Ensure access to resources

• Keep textbooks, library books, and devices in good condition for future use; notify librarian of repairs needed.

• Return library books, textbooks, and devices on time so others may benefit from their use.

• Pay for LOST and damaged materials.

• Know and abide by GSIS Academic Integrity and technology use expectations.

6.0 SPECIAL COLLECTIONS

6.1 ART DEPARTMENT

A group of oversized art books are housed in the art department. The books are checked out to students as necessary from that location. These books are primarily to support upper level students, especially IB, and are still available to others through the catalog and by request.

6.2 TEXTBOOKS

A separate Textbook Module exists in the Destiny System and the school uses it to track textbook circulation for students and faculty in Grade 6 and above. The module also includes items such as novel sets and foreign language materials used  as texts. It has limited search capability and lacks ability to list contents for a more complicated item such as a Unit of Inquiry Box. It is designed for textbooks as it’s name implies. We have a number of items currently in this module that should more properly be placed in the library catalog. The library catalog allows this material to be hidden from regular viewing but can be made available to faculty upon logging in to the system.

A large number (most) of the Upper School textbooks and novel sets are tracked though the system and the textbooks are located in a separate room in the Library/Media Centers Area. Many of the Lower Secondary Texts are located in classrooms and are checked out to students at the main library desk on an as needed basis.

Electronic Textbooks, e-books, are stored on the school server and students are allowed access via faculty direction.

It is envisioned that there will be both formats for the foreseeable future with more movement toward e-book and away from print for a wide variety of reasons including cost, availability of product, ease of use and ease of change and currency.

7.0 APPENDICES

7.1 APPENDIX A

American Library Association, “Library Bill of Rights.”

          The American Library Association affirms that all libraries are forums for information and ideas, and that the following basic policies should guide their services.

1. Books and other library resources should be provided for the interest, information, and enlightenment of all the people of the community the library serves. Materials should not be excluded because of the origin, background, or views of those contributing to their creation.

2. Libraries should provide materials and information presenting all points of view on current and historical issues. Materials should not be proscribed or remove because of partisan or doctrinal disapproval.

3. Libraries should challenge censorship in the fulfillment of their responsibility to provide information and enlightenment.

4. Libraries should cooperate with all persons and groups concerned with resisting abridgment of free expression and free access to ideas.

5. A person’s right to use a library should not be denied or abridged because of origin, age, background, or views.

6. Libraries, which make exhibit spaces and meeting rooms available to the public they serve, should make such facilities available on an equitable basis, regardless of the beliefs or affiliations of individuals or groups requesting their use.

Adopted June 18, 1948 by the ALA Council; amended February 2, 1961 ; amended June 28, 1967; amended January 23, 1980; inclusion of “age” reaffirmed January 24, 1996.

APPENDIX B

Request for Reconsideration of Library Materials

1. CHALLENGED WORK

TITLE:________________________________________________________

AUTHOR:______________________________________________________

COPYRIGHT/ISSUE DATE: _________________

PUBLISHER:___________________________________________________

COMMENTS/REFERENCE FILES: _________________________________

______________________________________________________________

2. TYPE OF WORK

Print: Book___Textbook___Newspaper___Play__Other_________________

Non-Print: Artwork__Film/DVD/Video___Photo___Sound Recording/CD ____

Other: On-line Resources____ Exhibit___Performance___ Other______

3. GROUNDS FOR CHALLENGE: (Check all that apply)

4. INITIATOR OF CHALLENGE:

Name:________________________________________________________

Address:_______________________________________________________

Cell Phone: _________________________________________________

E-mail:_____________________________________________________

5. ORGANIZATION SUPPORTING CHALLENGE:

______________________________________________________________

______________________________________________________________

______________________________________________________________

______________________________________________________________

PLEASE COMPLETE BOTH SIDES OF THIS FORM AND RETURN IT TO THE GSIS LIBRARY. THE LIBRARIAN WILL CONTACT YOU AS SOON AS THE REVIEW PROCESS HAS BEEN COMPLETED.

FOR OFFICE USE ONLY

DATE OF RECEIPT____________________

REPORT SENT?   YES / NO                              

BOARD DECISION________________

STATUS OF MATERIAL

___UNKNOWN  

___MATERIAL RETAINED

___MATERIALS REMOVED

___MATERIALS DEFACED/STOLEN

_____________________________________________________REMARKS

LIBRARIAN____________________________________________________