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Secondary Media Guidelines

Approvals and Budget Management | Media Material Received as Gifts | Discarding Library Media Books and Materials | Fines for Lost and Damaged Books | Library Media Center Technology Upgrades | Hiring and Training of Library Assistants | Use of Mechanically Edited Videos/DVDS ("Cleaned" Videos/DVDs)| Movie Site Licenses and Guidelines for Using Videos for Non-Educational (Entertainment) Purposes | Practicum Hours for Potential Library Media Specialists

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 and Allowable Expenditures
      • Estimated District Media Budget (0050) for Year Ending June 30, 2012. District Media Budget 0050 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.
        • Middle Schools: $11.18  per student (prior year October 1 student enrollment)
        • High Schools: $14.01  per student (prior year October 1 student enrollment)
      • Estimated State Media Budget (5810) for year Ending June 30, 2012. State Media Budget 5810 funds may be used to purchase library books and electronic resources.
        • All levels: $ 0.64  per student (prior year October 1 student enrollment)
  • 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 for reward or entertainment purposes.


Media Material Received as Gifts

  • Individuals desiring to donate media materials to a school media center should contact the school principal and the licensed, school library media specialist 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 licensed 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 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 school’s licensed library media specialist is responsible for “weeding” the library collection based professional guidelines according to wear and tear, lack of circulation and outdated content. 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 school’s library media specialist will submit to the Surplus Warehouse a copy of 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.


Fines for Lost and Damaged Books

  • Circulation and Overdue Fines
    • Regular materials circulation – 15 school days
      • Renewal – 2 cycles allowed
      • 10 cents overdue fine each school day
  • Fines for Lost and Damaged Library Materials -- All fine monies should be collected in the library and deposited regularly into the in-school library account.
      • Library materials are considered lost under any of the following conditions:
      • The student reports the library book or other item has been lost.
      • The book or other item is overdue within one month of the end of the school year.
      • The book or other item has not been returned by the year-end designated final due date.
    • FINES FOR LOST AND DAMAGED MATERIALS -- The following fines apply for library media books, materials, and magazines that are lost and/or damaged:
      • The fine for a lost item is the original price listed in Destiny’s Copy Editor.
      • Fines for items that have not been paid will remain with the student until the fine has been paid or the student graduates from high school.
      • 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.
      • Students may not replace a lost or damaged book in lieu of paying the fine. All library books must be purchased by the library.
      • Lost and/or damaged books may not be replaced by other versions of the items. They 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.
    • DAMAGED BOOKS -- The following fines apply:
      • Damaged page: $1 per page up to the cost of the book
      • Lost or damaged barcode: $1
      • Lost or damaged spine label: $1
      • Lost security tag: $1
      • Books that have extensive damage, are water damaged, or are unreadable: fine as a lost book.
    • MAGAZINES -- The following fines apply:
      • Lost or damaged magazine: $5
      • Lost or damaged envelope: $1
      • Refunds will only be given for books that are returned after the lost book fine has been paid if the book is returned within the same school year as the book was declared lost.
    • Library media specialists should use their discretion in deciding which lost books should be repurchased for the collection.
  • Collection and Use of Fine Money
    • Secondary school media centers collect fines for lost or damaged books and magazines and overdue materials. Principals are directed to collect fine money in school media centers. Fine money should be submitted to the financial secretary for deposit into the media budget on a daily basis (or weekly if less than $10.00 a day). This includes money collected by the media center for book fairs.
    • The money collected for fines should be retained in the school media account and used at the discretion of the principal and library media specialist for the replacement of lost and/or damaged materials and media program supplies.


Library Media Center Technology Upgrades

  • Computer technology is required to manage the day-to-day operations, help students and teachers locate library materials and develop their information literacy.
  • Responsibility for Upgrading Library Computers and Presentation Equipment
    • Library media center technology is not part of a regular Information Systems upgrade rotation. Principals are responsible for incorporating library media computer and data projector upgrades into their school’s technology plan.


Hiring and Training of Library Assistants

  • Position -- The library assistant position is a lane 2, 17-hour per week position.
  • Job Summary
    • Library assistants in secondary schools assist the secondary library media specialist. They check in and check out library materials and equipment, and process new materials. They assist students and teachers in locating appropriate books, equipment, and materials; send overdue notices; and collect fine money for lost and damaged books.
  • 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.
    • Must be able to bend, lift (50 lbs.) and climb to access books and equipment.
    • Must be able to organize work priorities under the direction of the library media specialist.
    • Must be able to interact regularly with principal, students, teachers, school staff, 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 library media specialist must be included in the hiring process.
  • Training
    • Training of all library assistants is conducted under the direct supervision of the library media specialist.


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

  • Reference:
    • 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 the Companies, 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.
  • Based on this ruling, mechanically edited videos/DVDs may not be purchased and/or used in Jordan School District.


Movie Site Licenses and Guidelines for Using Videos for Non-Educational (Entertainment) 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. 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 Swank 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 Swank Movie Licensing USA and Swank Movie 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 Swank Movie Licensing USA site license, go to the Swank Movie Licensing USA K-12 Schools webpage, type the title of the movie in the "Search” box, and press “Enter.” The titles of movies that are licensed for public performance under the Swank Movie 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 Swank Movie Licensing USA K-12 Schools site license and cannot be shown for entertainment purposes without violating copyright law.
      • Swank 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


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 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 director of Instructional Support Services requesting:
      • 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.