Proposed Textbook Checkout and Return Procedures

Before you are ready to circulate textbooks using the Zangle Inventory module make sure you complete the following steps:
  1. Staff is granted access to the Zangle inventory module from Information Systems. Contact Erik Greenwood to get access. Don't forget to add new staff members each year.
  2. Computer Technician must install access to the Zangle Front Office Module on each staff person's computers.
  3. If your site has titles not in the system, they must be added by Department Chairs (see Zangle setup workbook) before textbook numbers can be entered. Most of the adopted titles have already been entered to the Zangle system. Title records are added by Mary Torres when new books are adopted.
  4. Department Chairs assign unique numbers to existing textbooks using the following formula: Site Number; Title number; purchasing year, book number (purchasing year and book numbers are already written on the book). Coordinate among Department Heads to make sure there are no duplicate title numbers.
  5. Department Chairs enter textbook numbers to the Zangle System.
  6. Optional: Print Barcodes from the Zangle system and affix barcodes to books. Departments who want this option must organize the funding and labor to accomplish this. Barcodes and scanners are not required to automate.
  7. Trainings:
    • Department Chairs will need training on how to enter title records, books, print reports, and to organize retroconversion.
    • Attendance will need training on how to print out the textbook checkouts for drop paperwork
    • Media Technicians will need training on how to process new books, charge for lost books, clear dropped students, pay fines and to process bills.
    • Teachers will need training on how to check in and out books.

Circulation Procedures:

Textbook Checkout –

Teachers check out books by section number. This brings up the entire class listing, so teachers can make sure each student receives a book. Entering textbook numbers is as simple as posting a grade.

Have students write down the textbook # and the replacement cost in their curriculum letter, that way the parent has been notified of the cost if lost.

Time saver for teachers: No need to keep track of textbook cards. If a student transfers to another teacher, the new teacher can see that the student already has a book, and know which book to collect at the end of the school year. Curriculum letters get signed by parents, so there will be no surprise at the replacement cost of lost books.

Student Drops –

Textbook tracking throughout the district should help reduce losses from students who transfer within the district. When a student drops, attendance prints out the textbooks owed from the Reports module and includes the list with drop paperwork. Students know which books they have to bring back to teachers and will be able to search for them before getting grades from teachers.

Time saver for attendance: You don’t have to add the extra column for “books returned” on to the drop sheet: just print the report.

Time saver for teachers: The student already knows which books need to be returned. As teachers sign the drop form and give the grade, no need to search through textbook cards, just check in the book. If the book is not turned in, no need to fill out a charge slip. Any book not checked in is considered lost.

Time saver for library staff: No need to keep track of textbook cards or charge slips for lost books. Charge slips will still need to be issued for textbook damages. No need to set up your own database to track fines. Just look up the student in Inventory to see if everything is turned in for all teachers. The library staff will not sign off for drops until all textbooks/ library charges are either returned or accounted for.

Williams Compliance:
Department Chairs can print out one report that lists the total number of books ordered/checked out.

Collections:

Check outs from all schools will show on a student’s account. When students graduate from Junior High School, their checkouts transfer with them indicating which school the book or charge belongs to. Students cannot leave the district without clearing obligations from all schools. Payments can be kept track of in the Inventory Module. Current balances show on the student’s profile. Bills and Notices can be issued through Query Writer (Excel Mail Merge).

Time saver for library staff: No need to hand write bill postcards!
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Textbook Check in:

  • Teachers collect textbooks in class.
  • Make all textbooks due before finals and have an all call go out that all textbooks are due on that day. That way we have two days during school to continue to collect books.
  • Inform students well ahead of time that the books will be turned in before finals and if they need further study to use their notes (an incentive to take good notes!).
  • Make sure the due date is clearly publicized to your classes i.e. on the board for several weeks.
  • Have some kind of consequence for students who do not bring their book on check in day (i.e. assign points or open book quiz).
  • Follow up with students who don’t bring their books back, i.e. Teleparent phone call.

Library Staff:
  • Print out a report of books still checked out at the close of school. Use for “hold” list during graduation, registration or other events.
  • Teleparent phone call for outstanding textbooks.
  • Print bills and notices and send before registration so students know what to bring back.

Administration:
  • All Call notifying parents that ALL BOOKS are due prior to finals.
  • Arrange payment or work contracts for students with outstanding books.

Textbook forms and procedures are available online at:
AUHSD Teacher Librarian Wiki
http://auhsdteacherlibrarians.wikispaces.com/Textbooks

Teacher Training Materials are available online at the Zangle Textbook Wiki created by Heather Gruenthal

Questions? Contact gruenthal_h@auhsd.us