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Library Media Guidelines

(Revised 5/11)



Library Media Budgets

  • Approvals and Budget Management: It is the responsibility of the library media specialist to track media expenditures and not exceed budget allocations. Expenditures must be approved by the library media specialist and the school principal.
  • Media Budget Allocations come from two sources:
    • District Media Budget (0050). District Media Budget funds may be used to purchase books, magazines, media materials, media software, and media center supplies that are not part of the school’s regular supplies.
    • State Media Budget (5810). State funds may be used to purchase library books and electronic resources.
  • Media funds must be spent on materials that support the core curriculum and remain in the school media center. Media funds may not be spent on equipment, hardware, furniture, etc. Funds may not be used to purchase videos/DVDs, textbooks, and class sets of books. (The District’s instructional Media Center purchases videos for district use, including videos available through eMedia  Given the limited media funding for elementary schools, library resources are better spent on non-video materials.)


Collection Development

  • Elementary library media specialists have the designated responsibility to select books, magazines, and materials for the media centers. The selections are based on teacher and principal requests and recommendations, curriculum support needs, professional reviews and recommendations, and various library media resources. Most importantly, books are selected to meet the needs and interests of the students and the school.
  • Book donations from any source, including book fairs, must be approved by the elementary media specialist assigned to the school.
  • Weeding the collection is a part of collection development. This process is done under the direction of the elementary library media specialist assigned to the school. Books are weeded following professional guidelines according to wear and tear, lack of circulation, and outdated contents.
  • The cataloging and shelving of all books, magazines, and materials are done under the direction of the elementary library media specialist.


Media Materials Received as Gifts

  • Individuals desiring to donate media materials to a school media center should contact the school principal and the licensed elementary library media specialist assigned to the school to discuss the potential donation. The principal and the licensed library media specialist will determine if the donation will be beneficial to the school and, if so, accept the donation.
  • If the individuals making the donation request tax credit for their donation, they must contact the Director of the Jordan Education Foundation to receive tax credit information.
  • The school principal and/or the elementary library media specialist should respond to the donation with a letter of appreciation. The letter may include, but is not limited to, the following suggested response:

    The faculty, staff, and students of (school name) appreciate your recent gift of (specify the donation) to the school media center. 

    Please understand that Jordan School District has a Library Media Selection and Review Policy in place. Each acquisition, including gifts, must meet the selection criteria as stated in the policy. The licensed library media specialist assigned to our school carefully reviews each gift to determine if it meets the selection criteria. Jordan School District reserves the right to place each gift in the most appropriate location or program.

    Thank you for your contribution and your support of (school name)’s educational program.


Discarding Library Media Books and Materials

  • In order to maintain a current base of resources in a library media center, it is necessary to “weed” the collection when materials become worn out, out-dated, or fail to meet curriculum needs.  The following guidelines should be followed to appropriately discard library media books and materials:
  • The licensed, elementary library media specialist assigned to the school is responsible for “weeding” the library collection based on professional guidelines related to wear and tear, lack of circulation, outdated content, and failure to meet curriculum needs. The process includes removing the items from the circulation inventory.
  • The discarded materials will be offered to teachers in the school for classroom and school use only.
  • Materials not wanted by the teachers in the school will be boxed and labeled with the school name and a brief description of the materials being discarded.
  • The elementary library media specialist assigned to the school will submit to the Director of Purchasing the Library Media—Discarded Books and Materials form that includes the requested information on the available discarded books and materials.
  • The Purchasing Department will dispose of the library media books and materials in an appropriate manner.
  • Surplus media equipment must be submitted on Fixed Asset Form #5107243, available from Central Warehouse.


Circulation & Fines

    • Regular materials circulation – 10 school days
    • Renewal – 1 cycle allowed
    • Students may check out up to 2 items.
    • No daily fines are charged for overdue materials in the elementary libraries.
    • Fines are assessed for lost or damaged materials.
    • Once a book is declared lost, student check-out privileges will be adjusted accordingly.
    • Habitual loss or damage of books/materials will result in loss of check-out privileges.
    • Library materials are considered lost under any of the following conditions:
      • The student admits or reports the item is lost.
      • The item is overdue for more than one month. (The Destiny System automatically marks these items as lost.)
      • The item has not been returned by the year-end designated final due date.
    • Books/materials that have extensive damage, are water damaged, or are unreadable are fined as lost
    • Books/materials that have limited damage are assessed according to the type or extent of damage
    • Fines are collected for lost or damaged books, blue cards, and magazines.
    • Students may not replace a lost or damaged book in lieu of paying the fine. Replacements for lost and/or damaged books may only be purchased through the school’s library media specialist to guarantee the purchase of appropriate bindings, cataloging records, editions, and other media specifications.
    • Fines for items that have not been paid will remain with the student until the fine has been paid. If a student moves to another school in the Jordan School District, the fine will remain on the student’s library record.
      • Lost Books
        • The fine for a lost book is the original price listed in Destiny’s Copy Editor.
        • If the original purchase price for a lost book cannot be found in Copy Editor, the fine is $20 for a hardcover book or $8 for a paperback book. The fine for a hardcover book older than 10 years is $10 or $5 for a paperback book.
      • Damaged Books
        • Damaged page: $1 per page up to the cost of the book
        • Lost or damaged barcode: $1
        • Lost or damaged spine label: $1
      • Magazines
        • Lost or damaged magazine: $5
        • Lost or damaged envelope: $1
    • Student receives a printed notice from the library that states the replacement cost or damages assessed.
    • Payments for damaged and lost books are collected in the main office and deposited into the in-school library account.
    • Student receives a receipt from the secretary and takes it to the library.
    • The library assistant updates the student’s record in Destiny to reflect payment of the fine.
    • The student receives a receipt from the library assistant that indicates the fine has been paid and recorded in Destiny.
    • A copy of the receipt from Destiny is kept on file in the library.
    • If a lost book that has been paid for is returned in good condition within the same school year, then a refund may be given for verified payments of fines.
    • Collected media center fine monies will be used by the library media specialist to purchase replacements for lost and/or damaged books or be used to meet other identified center needs.
    • The money collected for media fines should be used at the discretion of the school’s assigned library media specialist. As the school’s library professional, the library media specialist is responsible for prioritizing library needs, sharing those needs with the principal, and making all purchases for the library. Library assistants are not authorized to make purchases from the in-school media account. They should communicate any need to their library media specialist, who then decides how the funds are to be allocated.


Scheduling the Library Media Center

  • The Library Core Curriculum is integral to developing essential skills that are assessed through the testing instruments used to evaluate individual progress and adequate yearly progress. To effectively integrate the knowledge and skills taught in the Library Core Curriculum, it is essential that each elementary school library implement a weekly schedule that ensures that all students have regular access to the library and the library assistants have a two-hour block of overlap time to accommodate collaboration and assistant training.
    • SCHEDULE DEVELOPMENT -- The school’s library assistants propose a template for the weekly schedule that includes the following:
      • On a daily basis:
        • One 15-minute book exchange when any student may check out or return a book – Usually at the beginning of the day.
        • One 30-minute non-paid, duty-free lunch for assistants.
      • On a weekly basis:
        • One 2-hour overlap of assistants’ schedules without classes – Overlap time facilitates collaboration and coordination of the media center. It is also a time for the elementary library media specialist to instruct, train, and work with the library assistants. Any day, morning or afternoon, can be an overlap time.
        • Enough 30-minute class sessions to accommodate all classes and all grades – For schools with crowded schedules, older grades may be scheduled every two weeks.
      • The library assistants work in collaboration with their principal to schedule classes into the weekly schedule.
      • Library assistants are expected to notify their library media specialist about upcoming library closures and scheduling changes that will affect scheduled collaboration.


Shelving Standards

  • The arrangement of the collection on the library media center shelves is under the direction of the elementary library media specialist. Books and materials are not moved or rearranged on shelves or in areas without the specialist’s specific approval.
  • Books and materials should be shelved according to the following guidelines:
    • Call numbers on books and materials are under the direction of the elementary library media specialist and may not be changed without the specialist’s approval. If a library assistant believes a book or any other material arrived from the vendor with the incorrect call number, the assistant must contact the elementary library media specialist to receive direction/approval for correct cataloging.
    • Books may not be pulled from the regular collection for any reason without the approval of the elementary library media specialist. For example, Caldecott, Newberry, and Eyewitness books are not to be in their own special areas.
    • Non-fiction books must be arranged and maintained in correct Dewey Decimal order.
    • Fiction and easy books must be arranged and maintained in correct alphabetical order.
    • All shelves must be read by the library assistants on a regular basis to maintain correct shelving order for books and materials.


Book Selections by Students

  • Children should have freedom of choice to select a book from any section of the library.  Any child in any grade should be allowed to select non-fiction, fiction, or picture books.
  • Commercial reading programs are designed for supplemental reading. These programs should not totally dictate students’ reading choices. If a student is going to develop a love for reading, books should be chosen based on personal interest.
  • Research shows that younger students prefer non-fiction books because they are interested in learning about the real world in which they live. They should not be denied access to the non-fiction books.
  • Research shows that reading level fluctuates greatly depending on a student’s background and experiences.
  • The opportunity for the library media assistants to share books with students in all grade levels is an integral part of the elementary library media program. This may include reading books to classes, book talks, introductions to author and genres, and other activities that will stimulate students’ interest in reading. Literature read aloud to students in the classroom shall meet the criteria identified in JSD Policy AA424: Literature Selection and Review.


Student Checkout Privileges

  • Students may check out two books. Students may check out additional books at teacher discretion if they are doing a class research project that requires additional resources. Kindergarten students should be encouraged to check out books as soon as the teacher deems it advisable.
  • Lost Library Materials -- The following guidelines have been adopted to conserve limited funds and promote responsible behavior:
    • The library assistant should contact the parent or guardian as soon as a book is deemed lost.
    • If a student fails to pay for a lost book, the student may check out only one book until the account is paid in full. After a second loss, the student may not check out any library books and the library assistant should notify the principal.


Hiring and Training of Library Assistants

  • Position -- The library assistant position is a lane 2, 17-hour per week position.
  • Job Summary
    • Elementary library assistants maintain the media center checkout system for books and media equipment and process new materials. They assist students and teachers in locating appropriate books, equipment, and materials; send overdue notices; and help coordinate the collection of fine money for lost and damaged books. They also set up equipment and assist teachers in operating media equipment. They maintain the media center book and equipment inventory and assist the elementary library media specialist with required reports.
    • Under the direction of the local school principal and a classroom teacher, the elementary library assistant may read to student groups, may instruct students in library science skills, and may assist teachers and students as needed to encourage use of the library media center. A classroom teacher must be present during these activities unless the library assistant is covering while PLCs are taking place.
  • Qualifications
    • Must have a high school diploma or equivalent skill and must demonstrate basic competence in reading, writing, math and interpersonal relations.
    • Must be able to relate well with students and interact cooperatively with teachers, principal, and school staff. Must be able to assist students and teachers in locating books, equipment, and supervision.  Must type 40 wpm and use a computer terminal. Job involves bending, lifting (50 lbs.) and climbing to access books and equipment.
    • Must be able to organize work priorities under the direction of the local school principal; decide when equipment needs repair; recommend replacement of books, materials, and equipment to the elementary library media specialist.
    • Must be able to interact regularly with principal, students, teachers, school staff, elementary library media specialist, and school patrons.
    • At the discretion of the administration, some minimum training and/or work experience requirements can be set. However, as a general rule, experience and training can be interchangeable.
  • Hiring -- Applicants are screened, interviewed, and hired according to the hiring guidelines provided by the Human Resources Department. The elementary library media specialist assigned to the school must be included in the hiring process.
  • Training -- Training of all library assistants is conducted under the direct supervision of the elementary library media specialist for the school.


Inservice Training for Elementary Library Assistants

  • In order to prepare and train elementary library assistants to effectively provide services to the elementary schools, it is essential that the elementary library media specialists provide in-service training on a regular basis. Time should be scheduled for the library assistants to attend in-service meetings during their regular 17-hours per week allotment.
    • Elementary library media specialists are authorized to schedule a two-hour in-service training meeting one time per month from September through May of each school year.  If a monthly meeting is not needed, it will not be held.
    • Notification of scheduled in-service training meetings will be given to elementary principals and library assistants a minimum of three weeks in advance to allow for any needed scheduling changes in the library media center.
    • Because students are not scheduled for the library during the 2-hour overlap time, this time may be used to provide on-site training designed to meet specific school needs such as training new assistants.
  • The cooperation and support of all elementary principals and library assistants is essential to the success of the elementary library media program.  If additional information is needed concerning specific in-service meetings, please contact the elementary library media specialist for the school.


Responsibilities and Hours of Work for Elementary Library Assistants

  • Elementary library assistants are paraprofessionals without library certification. They are trained by the elementary library media specialist to handle the day-to-day duties of the media center. The elementary library media specialist handles all other library/media responsibilities.
  • FUNDING FOR LIBRARY ASSISTANTS -- Funding for library assistants in the schools has been allocated on a district level. The funding is provided on a per school basis and is not based on student enrollments.
    • Work closely under the direction of the Area Library Media Specialist
    • Circulate books and materials to students and faculty
    • Manage the patron database
    • Reshelf all materials in correct alphabetical and Dewey order
    • Help patrons find materials
    • Read and share literature with all grades
    • Present prepared Media Curriculum with the support of the classroom teacher
    • Send out overdue notices to patrons
    • Process book shipments as they arrive
    • Notify faculty and students of new materials
    • Keep the library media center clean, orderly, and attractive
    • Make minor book repairs
    • Attend in-service trainings
    • Enjoy working with the students and the staff
  • INAPPROPRIATE RESPONSIBLITIES -- The assignments listed below are not appropriate for library assistants and should not be assigned to them:
    • Training new library assistants
    • Selecting books, new or donated
    • Creating book orders
    • Discarding books
    • Planning architectural changes
    • Rearranging library shelving
    • Providing input on grants
    • Creating curriculum
    • Assisting in hiring process
    • Supervising students in the following situations:
      • During recess
      • In detention
      • Taking tests
      • Working on group projects
      • Needing extra help with assignments
      • When outside the classroom
      • In the library without the classroom teacher present unless the library assistant is covering while PLCs are taking place
    • Performing non-media assignments;
      • Preparing Fixed Asset Inventory Reports
      • Serving as substitute teacher
      • Supervising playground
      • Serving on school committees
      • Supervising reading programs
      • Supervising or administering tests
      • Working in the main office
    • Assisting in hiring process and training new library assistants
    • Selecting books, new or donated
    • Creating book orders
    • Discarding books
    • Planning architectural changes
    • Creating curriculum
    • Elementary library assistants are employed to provide access and assistance to students and teachers needing to use the materials provided in the school library media centers. The library media centers should not be closed at any time during the school’s hours of operation without the authorization of the principal. Eliminating access to the library media center to accommodate personal schedules of the library assistants is not appropriate.
    • Elementary library media assistants are scheduled to work 17 hours per regular work week; hours should be adjusted according to the District schedule for shorter work weeks. The school principal determines how the work week is divided between the two media specialists: 1) two and one-half days per week, or 2) mornings or afternoons. The hours each day that an assistant works should match, as closely as possible, the hours that children are in school. Assistants work individually except for a scheduled two-hour overlap once a week for planning, training, and coordination.
    • Assistants’ lunch periods are not included in the 17-hour “paid” schedule. Assistants are entitled to ½ hour duty-free lunch.


Use of Mechanically Edited Videos/DVDS ("Cleaned" Videos/DVDs)


United States District Court for the District of Colorado
Senior District Judge Richard P. Matsch
Civil Action No. 02-cv01662-RPM
Document 309
Filed – 07/06/2006

In the above referenced civil claim and counterclaim between four Mechanical Editing Companies and 24 Motion Picture Studios, the Studios claimed copyright infringement against theCompanies, who were editing copyrighted movies and selling copies of the edited movies. Judge Richard P. Matsch ruled in favor of the Studio’s claim and granted the injunctive relief requested. Judge Matsch further stated:

The applicable law is the Copyright Act, 17 U.S.C., (Sections) 101-122. The Studios, in the aggregate, have valid copyrights for the motion pictures (“movies”) identify . . . and, therefore, have the exclusive rights granted by (Section) 106 of the Act.


Movie Site Licenses and Guidelines for Using Videos for Non-Educational (Entertainment) Purposes

  • COPYRIGHT LAW AND USE OF VIDEOS FOR NON-EDUCATIONAL PURPOSES -- The following points of the federal copyright law impact the use of videos in the school setting:
    • Under the fair use guidelines, federal copyright law allows educators to use videos in direct, face-to-face teaching activities as part of regular, systematic instructional activities. Public performance rights are not purchased when movie videos are purchased, and the use of these items for reward or entertainment is not allowed.
    • If any outside organizations, including after school programs, use a school facility to show movies to a group, it is legally permitted if the school itself has a public performance site license and the movie is included under the license. Schools without such licenses should not permit outside organizations to involve them in copyright litigation by permitting the use of movies in their facility or for any after school program without copyright permission.
    • Various situations may result in the need to show a video in the school by school personnel or an outside organization for reward or entertainment purposes. In anticipation of such situations, Jordan School District’s Instructional Support Services Department annually renews the Movie Licensing USA K-12 public performance site license, which has been purchased for each school. The movie copyright ownership of any motion picture in VHS and/or DVD format used in a Jordan School District school for non-teaching purposes must be held by a studio represented by Movie Licensing USA and Movies Licensing USA must have the right to license the movie for public performance.
    • To verify that a particular movie is licensed for public performance under the Movie Licensing USA site license, go to the Movie Licensing USA K-12 Schools webpage (, type the title of the movie in the “Movie Search” box, and press “Enter.” The titles of movies that are licensed for public performance under the Movies Licensing USA K-12 license will be listed in the search results, usually accompanied with some additional information. If the title does not appear, the movie is not covered by the Movie Licensing USA K-12 Schools site license and cannot be shown for entertainment purposes without violating copyright law.
  • MOVIE LICENSING USA K-12 PERFORANCE RIGHTS -- Movie Licensing USA provides to each school a site license from the copyright owner to exhibit publicly movies in VHS and DVD form in compliance with the U.S. Copyright Act (Title 17 of the U.S. Code).
    • The movie site license:
      • Covers a school 24/7 before, during or after schools
      • Covers the entire faculty, regardless of whether person(s) showing the movie are affiliated with the school
      • Licenses the school for 12 consecutive months from the contract start date
      • Allows movie showings ONLY inside of the school – outdoor showings are NOT allowed or covered under the license
      • Allows use of movies licensed for “home use only”
      • Does NOT cover showings where an admission is charged except to cover costs
      • Prohibits advertising through media such as public radio, public television, public newspapers, or any website
  • ADDITIONAL CONSIDERATIONS -- The use of a public performance site license does not eliminate adherence to Jordan School District Policy DE505 and the accompanyingGuidelines for Acceptable Use of Copyrighted Materials in Jordan School District. In addition, media budgets cannot be accessed to pay the licensing fees or to purchase videos for reward or entertainment purposes. Media allocated funds must be spent on materials that support the core curriculum and remain in the media center collection.
  • Based on this ruling, mechanically edited videos/DVDs may not be purchased and/or used in Jordan School District.


Practicum Hours for Potential Library Media Specialists

  • Individuals working to complete a library media degree/endorsement are required to complete practicum hours working in a library media setting under the direction of a licensed library media specialist. All requests to work in a school library media center to complete practicum hours must be approved and placed in a school setting by the Instructional Support Services Consultant.
    • The following two letters must be submitted to the Support Services Consultant by candidates requesting approval to complete practicum hours in Jordan School District.
      • Letter 1 – Candidate Letter -- A letter from the candidate to the Instructional Support Services Consultant including:
        • Approval to work in a library media center
        • The name of the university and specific program requiring the practicum hours
        • Contact information for the university and program
        • The specific time period requested for completing the practicum hours
        • Request for a particular school (optional)
      • Letter 2 – University Letter -- A letter from the university in which the candidate is enrolled for the library media degree/endorsement containing:
        • Confirmation that the candidate is enrolled in the university and actively participating in a library media degree/endorsement
        • Expected completion date
        • Statement from the university requesting placement of the candidate for practicum hours
        • Proof of a background check on the candidate for licensure
        • Name and information for a university contact person/supervisor of the candidate
        • University requirement information/form for verification of practicum hours
    • This information must be submitted for approval at least three weeks prior to the requested date of placement for practicum hours.
    • The Support Services Consultant will contact the school principal and the candidate regarding placement of the candidate.
    • Completion documents will be sent from the principal to the Support Services Consultant and then forwarded to the appropriate university personnel.
    • Copies of all letters and evaluations will be submitted to the Human Resources Department by the Support Services Consultant.