LEM 517: Project 2: Automation Plan
Automation Process Outline
by Sandy Kinman
Phase I: Initiate the Project
Library Media Center Profile
Technology plan: Consult the school’s technology plan to include its guidelines throughout the process to ensure project support and success.
Collection description: Identify the following information about the collection;
1. Number of items in the school library collection
2. Types of material in the collection
3. Anticipated growth areas of the collection
4. Number of items not currently cataloged
5. Number of special collections items
6. Expected areas of curriculum change or growth
User profile: Use the following information to develop a user profile;
1. The number of professional and paraprofessional staff in the library who must use the system.
2. Technology use of professional and paraprofessional staff (low, medium, high)
3. The number of students who will use the system, by grade level
4. Technology use of students by grade level (low, medium, high)
5. The number of teachers who will use the system
6. Technology use of teachers (low, medium, high)
7. The number and type of other systems users
8. Technology use of other system user
9. Any limitations to systems use by any user group
10. Multilingual requirements for user groups
Goals of the school library media center: Identify clearly defined goals and objectives.
Existing services and technology: Identify the technical specifications each piece of existing hardware and software, including the following;
1. Technology platform
2. Processor speed
3. Operating system
4. Hard drive capacity
5. Memory (RAM)
6. Network configuration
7. Software
8. Audio/Video capabilities
9. Graphics card
10. Wireless capabilities
11. Data devices
12. USB ports for peripheral devices
13. Monitor
14. Age of equipment
Inventory the current services provided and who provides those services, including;
1. Technology staff who manage the computer and network infrastructure
2. Technology support staff who provide training to school teachers and staff
3. School library media center staff who are self-sufficient with existing technology
4. School library media center staff who provide technology training to teachers and staff
Polices and procedures: Collect the existing polices and procedures for the library.
B. Needs Assessment: Conduct a needs assessment of the school’s technology plan that combines the overall goals and objectives of the district with the expectations of the patrons and staff. Gather the information to access what the users of the library need from the library and the automation system. Address the following issues;
1. Will the users of the library require access from home?
- Do the users of the library use laptops and handheld devices?
- Do the students and teachers require library access from the classroom?
- What assistive technologies are available to support the needs of individuals with disabilities?
- What are the multilingual requirements or preferences?
- What administrative functions does the library staff perform?
- What library functions are difficult to maintain manually?
Phase II: Planning the Project
A. Identify Major Issues: Identify the gaps in information services
specification.
B. Preliminary Research
1. Ask other school librarians/media specialists
2. Explore automation systems
3. Research automation vendors
4. Identify costs
5. Suggest personnel
6. Explore funding options
7. Set a realistic timeframe
C. Project Support: When all your research is gathered, test your findings with
people who are supportive of the project and people whose endorsement you need
throughout the project process.
D. Project Proposal: The project proposal may be one or a combination of the
following options;
1. A brief written one-page description of a new or replacement system with the reasons why an automation system is necessary and the benefits that can be expected.
2. A PowerPoint presentation to an administrative group that details the need for a new automation system, project goals, and the anticipated timeframe for delivery.
3. A detailed written report with a thorough examination of all aspects of the project.
E. Assign Project Manager: The project manager is responsible for the
entire project process. In a school library media center the librarian is usually charged
with this role.
F. Assemble Project Team: This task usually includes the share responsibilities of the following people; teachers, school library staff, librarian, parents, and administrator. Identify who will be involved in the following tasks;
1. Gathering technical information
2. Defining equipment and supply needs
3. Researching automation systems
4. Interviewing vendors
5. Conducting site visits to evaluate automation systems
6. Developing the criteria for the Request for Proposal
7. Preparing the RFP
8. Evaluating the responses to the RFP
9. Finalizing the contract
10. Site preparation
11. Catalog conversion
12. Installing the system
13. Training staff, teachers, professional, and paraprofessional librarians
14. Evaluating the automation system
15. Preparing the final report
G. Prepare Project Schedule: This phase identifies the steps required to
complete the process of implementing the automation system.
1. Subdivide the project process into sub-phase.
2. Subdivide the sub-phases into activities
3. Subdivide the activities into tasks
4. Assign time projections
5. Identify key dates
6. Make team assignments
7. Develop a communications strategy
H. Update Stakeholders: To keep stakeholders informed, consider sending
updates in e-mails or as hardcopy.
Phase III: Project Definition
A. Design Specifications: Identify the specifics of the automation system to
ensure you are meet objectives.
1. System Configuration Options
2. Resource Sharing
3. System Structure
4. System Features
5. Security Considerations
B. Cost Estimates: Cost areas to review and consider;
1. Consulting and staff fees
2. Hardware purchases
3. Software purchase price
4. Network costs- hardware, software, cabling
5. Service costs – retrospective conversion or data conversion
6. Training costs
7. Operational costs – ongoing fees
8. Furniture
9. Supplies
C. Funding: Review funding for the project when cost items are finely detailed.
D. Keep Stakeholders Informed: Keep stakeholders up-to-date on the
projects progress.
Phase IV: Selection of an Automation System
A. Assemble Selection Team: Members of the selection team may include a
library media specialist, a curriculum specialist, and a technology person. Additional
team members may also include parents and district administrators.
B. Prepare Request for Proposal (RFP): A formal document used to detail specific expectations for the required automation system to prospective vendors and provides an equitable basis for comparing responses. Common elements of an RFP include;
1. Introduction
2. Terms of the Proposal
3. System Capacity Requirements
4. Form of the Proposal
5. Mandatory Proposal Form
6. Server Software Requirements
7. General System Requirements
8. Software Functional Requirements
C. Issue RFP
D. Evaluate REP Responses: Compares automation systems across various
dimensions.
E. Vendor Demonstrations: Arrange demonstrations with the highest ranking
vendor. Ask the following questions to allow a fair evaluation;
1. What is the company’s privacy policy?
2. What other charges exist beyond the installation and service fees?
3. What kind of technical support is provided?
4. When is technical support available?
5. What kind of training is provided?
6. Where will the school’s data be housed?
7. How much data can you store and for how long?
8. What schools can you offer as references?
9. How do you handle wireless and remote access?
10. Are error messages easy to decipher?
11. Can we customize help files?
12. What standards does your system support?
13. What are your plans for supporting emerging technologies such as handhelds?
14. What file formats are used to import and export data?
15. What kind of expertise does the vendor’s organizations have?
16. What is the cost of upgrades?
F. Vendor Selection: The stakeholders must be sure that the chosen vendor will
be able to meet the following commitments;
1. Financial solvency
2. Customer service
3. Maintenance and support methods
4. Frequency of system updates
5. Feedback from other libraries
G. Finalize Price, Installation, and Maintenance:
1. Contracts, Site Licenses, and Service Level Agreements
2. Confirm System Details
3. Confirm Project Schedule
4. Vendor Relationship
H. Update Stakeholders
Phase V: Prepare Site
A. Physical Space: Make necessary alterations or renovations to the libraries
facility.
B. User Orientation: Introduce the new facility, new computers, and the selected
automation system.
C. Prepare the Collection:
1. Weed the collection
2. Take inventory
3. Assess special collection items
4. Review spine label standards
5. Barcode all items
6. Add resource security to all items
D. Acquire Electronic Records:
1. Retrospective Conversion-The process of converting bibliographic data into an electronic format.
2. Acquiring MARC 21 Records In-House-
3. Migration-
E. Update Stakeholders
Phase VI: System Implementation
A. Site Installation
B. System Setup
C. Testing:
1. Data accuracy
2. Navigability
3. Data transactions
4. Authority control routines
5. Access restrictions
6. Report Functions
7. Maintenance utilities
8. Backup functions
9. System restoration procedures
D. Training Staff and Users: Options for receiving and providing training
include:
1. Vendor provides all face-to-face training sessions
2. Vendor provides computer-based training
3. Vendor provides training videos
4. Vendor trains a group of project team members who train staff and patrons
5. Vendor provides documentation only
E. Going Live
F. Maintenance and Support
Backup options include;
1. Removable media
2. External hard drive
3. Networked computer
4. Magnetic tape
5. Vendor’s server
Backup Schedule:
1. Daily backup of bibliographic records
2. Weekly backup of patron and bibliographic records
3. Monthly backup of full system
Technical Support- Vendor contract specifies technical support with a schedule accompanying initial implementation and ongoing commitments.
G. Workflow: Examine work procedures and the provision of services to patrons.
Phase VII: Evaluate
A. Assess System Effectiveness: This assessment involves the following
dimensions;
1. System specifications
2. Performance of system configuration
3. Vendor services
B. Assess User Satisfaction: Use a simple survey to receive effective user
feedback. Questions and statements to consider include:
1. Please identify yourself. (school administrator, teacher, librarian, parent, student)
2. Please identify the system features you use.
3. How much training did you receive on how to use the library computer catalog?
4. How does the new library system assist you?
5. Do you find the library system easy to use? If the answer is no, why not?
6. What do you like about the library computer catalog”
7. What do you dislike about the library computer catalog?
8. Please add any other comments you have about the library system, including policies.
C. Assess Project Experience: Use the following questions to assess the
project experience;
1. What did the project achieve?
2. What went well during the project?
3. What did you learn from the project?
4. What would you do differently if you were to repeat the project?
D. Compile Final Report: Requirements for a formal report include the
following summary information;
1. Project objectives
2. Project process
3. Project activities
4. Key dates
5. Final costs
6. Project statistics
7. Policies created, amended, or supplemented
8. System effectiveness
9. User Satisfaction
E. Disseminate Results: Use the following options to share the project outcome
including;
1. Reports
2. Presentations to community groups and parent associations
3. Internal newsletters
4. Web sites
5. Informal staff meetings
School Library Media Center Automation Process Outline
Phase 1: Initiate the Project
A. Library Media Center Profile
· Technology Plan
Geneva County Schools
Telecommunications
Acceptable Use Form
Internet access is now available to qualified students and staff of the Geneva county School systems. to qualifiy, staff, students, and parents must read, sign, and return this Acceptable Use Policy.
Geneva County Schools believes in the educational value of such electronic services and recongnizes their potential to support the curriuculum. Inappropriate and/or illegal interaction with any information services is strictly prohibited. These policies are under the governance of Geneva County Board of Education policies and Alabama State Law.
Please read this document carefully. Only after you have read, signed, and returned this document will you be permitted access to these services. Students teachers, and staff and parent/guardians must read, sign, and return this document for access to services.
Listed below are the provisions of this agreement. If any user violates these provisions, access to the information services may be denied, and the user will be subject to disciplinary action.
Terms and Conditions of this Agreement
1. Personal Responsibility
As a representive of this school, I will accept personal responsibility of reporting any misuse of the network to a staff member. Misuse may come in many forms, but it is commonly viewed as any messages sent or received that indicate or suggest unethical or illegal requests, information on explosives, racism, seism, inappropriate language, pornography, and other issues described below.
I have read and understand provision #1 (user initials): _____________________
2. Acceptable Use
The use of electronic services must be in support of education and research in accordance with the educational goals and objectives of the Geneva County Schools. I am personally responsible for this provision at all times when using the electronic information service.
A. Use of computing resources must comply with the rules appropriate to that network.
B. Transmission of any material in violation of any U.S. or other state organizational laws is prohibited. This includes, but is not limited to copyrighted materials, threatening or obscene materials, invading an individual’s privacy, or material protected by trade secret.
C. Use of commercial activites by for profit institutions is generally not acceptable.
D. Use of product advertisement or political lobbying is prohibited.
I have read and understand provision #2, (user initials): _____________________
User (Student, Staff, or Teachers)
I understand and will abide by the provisions and conditions of this agreement. I understand that any violations of the above provisions may result in disciplinary actions, the revocation of my privileges, and appropriate disciplinary action. I also agree to report any misuse of the information system to a staff member. Misuse may come in may forms, but may be viewed as any messages sent or received that indicate that or suggest unethical or illegal solicitation, pornography, racism, sexism, inappropriate language, and other issues described above.
Your Name (please print) _____________________________________________
Your Signature ___________________________________________________
Date ________________________________________
REPRODUCTION OF COPYRIGHTED MATERIALS
The following guidelines shall govern the reproduction of copyrighted materials in the School System:
1. Board employees may reproduce copyrighted materials under the provisions of the copyright
laws currently in force under title 17 of the United States Code.
2. Any reproduction of copyrighted materials will be done either with the written permission of
the copyright holder or within the bounds of “Fair Use” guidelines provided in the Copyright
Act; otherwise, the individual responsible for the reproduction may be liable for infringing the
copyright under existing laws.
3. The Board in recongnizing the importance of the Copyright Law of the United States (Title
17, United States Code) hereby notifies all employees that a willful infringement of the law
may result in disciplinary action. In the case of a court action for damages, a finding of
willful infringement would preclude the Board paying any judgment rendered against the
employee and paying any attorney’s fees or costs which the employee would incur in
conjunction with a lawsuit and may render the employee liable to the Board for any damages
which the Board is liable to pay.
4. The Board requires that copies of Title 17 of the USC and the text of the 1976 Copyright Act
and amendments be available to teachers and employees and be housed in each school
library/media center and Central Office.
COMPUTER SOFTWARE SELECTION AND DUPLICATION
It is the intent of the School System to adhere to the provisions of copyright laws in the area of microcomputer software. It is also the intent of the School System to comply with license agreements and/or policy statements contained in software packages used in the School System. It is recognized that computer software piracy is a major problem for the industry and that violations of computer copyright laws contribute to higher costs and greater efforts to prevent copying and/or lessen incentives for the development of good educational software. All of these results are detrimental to the development of effective educational uses of microcomputers. Therefore, in an effort to discourage violation of copyright laws and to prevent such illegal activities, the following guidelines shall control computer software selection and duplication in the School System:
1. The ethical and practical problems caused by software piracy will be taught to educators and
students in all schools of the School Systems.
2. School system employees will be informed that they are expected to adhere to the provisions
of the 1976 Copyright Act as amended in 1980 (copies housed in each school library media
center and Central Office) governing the use of computer software. Section 117 states that
the owner of a computer program may make one copy of a program to be used as an archival
copy unless licensing provisions obtained with the software state otherwise. Backup copies
are not to be used on a second computer at the same time an original is in use simultaneously.
3. Software shall not be placed on a network system without a designated network version or a
license agreement. When permission is obtained from the copyright holder to use software
on a network system, efforts will be made to secure this software from copying.
4. Illegal copies of copyrighted programs may not be made or used on School System
equipment.
5. Any legal or insurance protection of the School System will not be extended to employees
who intentionally violate copyright laws.
6. The Superintendent is designated as the only individual who may sign license agreements for
software for schools in the School System. A copy of any software agreements or licenses
shall remain on file at the Central Office.
7. It is the responsibility of the principal at each school site for establishing practices which will
enforce the School System copyright policies.
8. All staff members (including aides) will be expected to abide by the provisions of this policy.
COMPUTER SOFTWARE USE GUIDELINES
The following computer programs are permissible for use in classrooms throughout the School System:
1. Programs in the public domain.
2. Programs covered by a licensing agreement with the software author, authors, vendor or
developer, whichever is applicable.
3. Programs donated to the school (not illegal copies) and a written record that a bona fide
contribution exists.
4. Programs purchased by individual schools and a record that a bona fide purchase exists.
5. Programs purchased by the user and a record that a bona fide purchase exists and can be
produced by the user upon demand.
6. Programs being reviewed or demonstrated by the user in order to reach a decision about
possible future purchase or requested contribution or licensing.
7. Programs written or developed by School System employees and students for the specific
purpose of being used in the classrooms of the School system.
It is also the policy of the School System that there be no copying of copyrighted or proprietary programs on computers belonging to the School System.
· Collection Description
1. 8655 items in the school library collection
2. Types of material in the collection: books, DVD’s, VHS, Audio Books, Kits
3. I anticipate growth in the following areas: library books, DVD’s,
4. 0 Number of items not currently cataloged.
5. 0 Number of special collections items.
6. Fiction,
· User Profile
1. 5 professional and paraprofessional staff in the library who will use system
2. Professional and paraprofessional staff technology use: Low
3. K: 52
1st grade: 64
2nd grade: 54
3rd grade: 45
4th grade: 66
5th grade: 60
4. Technology use of students: Medium
5. 25 Teachers who will use system.
6. Technology use of teachers: Medium
7. 0 Type and number of other systems users
8. Technology use of other system user: None
9. No limitations to system s use by any user group
10. No multilingual requirements for user groups.
· Goals of the school library media center:
1. Goal: To provide a wide range of resources and information and information that satisfy the educational needs and interests to students.
Objective: provide access to the regional online union catalog
Objective: provide home access for the education community via a Web interface
2. Goal: To provide a place where students may explore more fully classroom subjects that interest them, expand their imagination, delve into areas of personal interest, and develop the ability to think clearly, critically, and creatively about the resources they have chose to read, hear, or view.
Objective: provide research skills training using electronic databases
3. Goal: To provide a setting where students develop skills they will needs as adults to locate, analyze, evaluate, interpret, and communicate information and ideas in an information-rich world.
Objective: provide Web site analysis training using access to the Web
4. Goal: To provide access to materials to meet the needs of all learners, including the gifted, as well as the reluctant readers, the mentally, physically, and emotionally impaired, and those from a diversity of backgrounds.
Objective: provide adequate facilities in the library to accommodate individual and group research
· Existing services and technology:
1. Technology platform: Windows XP
2. Processor speed: e.g., 500 MHZ Pentium III or G4
3. Operating system: Windows XP
4. Hard drive capacity:80GB (700 RPM)
5. Memory (RAM): 256 MB
6. Network configuration: Peer-to-Peer and LAN
7. Software: Athena, Micosoft Office Professional 2003 and 2000
8. Audio/Video capabilities: 16-Bit audio
9. Graphics card: Integrated Intel Extreme Graphics, ATI RADEON X300SE 128 MB
10. Wireless capabilities: None
11. Data devices: Jump Drive, CD drive, 1.4 floppy drive, DVD drive
12. USB ports for peripheral devices: flash drives and printers
13. Monitor: 15-inch flat screen
14. Age of Equipment: 4 year
Inventory of the current services provided and who provides those services;
1. Technology Staff: Sandy Kinman, Ricky
2. Technology Support Staff who provide training to school teachers and staff: Sandy Kinman and Ricky
3. School Library Media Center Staff who are self-sufficient with existing technology: Sandy Kinman
4. School Library media center staff who provide technology training to teachers and staff: Sandy Kinman
· Polices and Procedures
1. Selection Policy:
i. Statement of Policy
The primary objective of the school library/media center is to implement, enrich, and support
the educational programs of the school. The purpose of education is to help all students
acquire skills, understanding, and attitudes which will promote sound character, responsible
citizenship, intellectual proficiency, and personal fulfillment. Materials selected for the
library/media center shall support these purposes.
ii. Objectives of Selection:
The primary objective of the school’s educational library media center is to implement,
enrich, and support the educational program of the school. To this end, we embrace the
American Association of School Librarians Library Bill of Rights and will operate by the
principles and objectives as outlined below.:
1. To provide a comprehensive collection of instructional materials selected in compliance
with basic written selection principles, and to provide maximum accessibility to these
materials.
2. To provide materials that will support the curriculum, taking into consideration the
individual’s needs, and the varied interests, abilities, socio-economic backgrounds, and
maturity levels of the students served.
3. To provide materials for teachers and students that will encourage growth in knowledge,
and that will develop literacy, cultural, and aesthetic appreciation, and ethical standards.
4. To provide materials which reflect the ideas and beliefs of religious, political, historical,
and ethnic groups and their contribution to the American and world heritage and culture,
thereby enabling students to develop an intellectual integrity in forming judgments.
5. To provide a written statement, approved by the local Boards of Education, of the
procedures for meeting the challenge of censorship of materials in school library media
centers.
6. To provide qualified professional personnel to serve teachers and students.
2. Collection Development Policy
i. Criteria for Selection:
Needs of the individual school based on knowledge of the curriculum and of the existing
collection are given FIRST consideration. Also, request from faculty and students are to be
given consideration.
Each item purchased is to considered on the basis of the following:
1. Overall purpose
2. Timeliness or permanence
3. Importance of the subject matter
4. Quality of the writing/production
5. Readability and popular appeal
6. Authoritativeness
1. Reputation of the publisher/producer
2. Reputation and significance of the author/artist/composer/producer, etc.
7. Format and price
ii. Procedures for Selection:
When selecting material for purchase, the library/media specialist is to evaluate the existing
collection and consult the following sources:
1. Reputable, unbiased, professionally prepared selection aids.
2. Specialists from all departments and /or grade levels
3. The library/media committee, when there is one, appointed by the principal to serve in an
advisory capacity in the selection of materials.
In specific areas library/media center personnel should follow these procedures:
4. Gift materials are judged by basic collection standards.
5. Multiple items of outstanding and much-in-demand media are purchased as needed.
6. Worn or missing standard items are replaced periodically.
7. Charge made for lost items is the replacement cost of that item.
iii. Material Organization and Maintenance
1. Weeding
a. Rationale:
1. It is an essential step in the collection development process.
2. It insures the best use is made of available shelving.
3. It maintains an inviting appearance for the collection.
4. It helps to develop an up-to-date collection.
5. It removes the illusion of a well-stocked library/media center in the eyes of
those who do not use it.
6. It helps identify weak spots in the collection.
b. Criteria
1. Material in poor condition. Only mend material that can be repaired in 10-
15 minutes. Library/media specialists’ time is too costly for major
mending jobs unless the item is out-of-print or expensive.
2. Material with outdated information. Materials with out-of-date sections or
chapters should be replaced with current items.
3. Unneeded duplicates.
4. Material of poor quality, such as print to small, cramped margins, pulpit
paper, yellowed paper, or badly bound.
5. Material that has not circulated in more than five years (after an effort has
been made to attract students to its use).
2. Inventory
Inventory is done once a year at the end of the year. All library books are
scanned with a scanner. After inventory is complete, a report is printed from
Athena.
3. Acquisition Policy
i. Gift Books
Gift materials are judged by basic collection standards.
ii. Book Fair and Other “Free” Books
Book Fair and Free Books are processed the same way as other books. They are
labeled as Book Fair or Free Books. The source of the books is also noted on books
and in Athena.
4. Reconsideration and/or Challenge Policy
Textbook and Instructional Material
Review Procedure
The Board supports principles of intellectual freedom inherent in the First Amendment of the Constitution of the United States. The Board recognizes the right of persons to express objections to textbooks and instructional materials which they deem inappropriate. When a request for review of materials is made, the procedures outlined below should be followed.
1. The suitability of particular textbooks or other materials may be questioned.
All complaints related to textbooks and other such materials shall be presented
to the Superintendent on the appropriate form (see School System’s Request for
Review of Instructional Materials Form, filed IFBE-R). The Superintendent
will forward duplicate copies to the principal and library/media specialist of the
school involved.
2. When a complaint is submitted in reference to a state approved textbook, the
textbook shall remain in use pending a review by the Review Committee and/or
Superintendent/Board has made a final decision on the matter. When a
complaint is submitted in reference to other types of material, such material may
or may not be removed temporarily from use until the Review Committee
and/or Superintendent/Board has made a final decision on the materials in
question.
3. The material in question shall be reviewed by a Review Committee composed
of; the Instructional Supervisor, the school principal, a teacher representing the
appropriate subject area, a parent representative appoint by the school
principal, a lay person interested in school affairs appointed by the
Superintendent, a library/media specialist from the School System, and the
school library/media specialist. The Review Committee shall function at the
call of the Superintendent upon receipt of a complaint.
4. The review of questioned materials shall be treated objectively and as an
important matter. Every opportunity shall be afforded those persons or groups
questioning school materials to meet with the Committee and to present their
opinions. The school library/media specialist and any other persons involved in
the selection of the questioned material shall have the same opportunity. The
best interest of the students, the curriculum, the school, and the community
shall be of paramount consideration.
5. The Review Committee will reach a majority decision concerning the
recommended disposition of the material in question. A report of the final
decision will be mailed to the person initiating the complaint, with copies
provided to all members of the Review Committee and the Superintendent.
6. Provided the matter remains unresolved, The Superintendent shall make a
recommendation to the Board for further review or action concerning the proper
disposition of the material in question.
Source: Geneva County Board of Education, Geneva, AL
Adopted: April 9, 1991
6. Collection Evaluation Policy
Internal Materials
The local school principal or designee (librarians/media specialist) shall be responsible
for library/media center acquisitions at each school. The principal or designee shall
work closely with members of the certified teaching staff in selecting appropriate
instructional materials for the various grade levels and content areas. All books,
magazines, tapes, audiovisual materials, and other teaching aids located in individual
school libraries/media centers that are to be used by students shall be examined and
approved by the principal or designee before making such materials available to students
and teachers.
External Materials
Audiovisual material obtained from sources external to the school libraries/media centers
and other recognized and reputable educational agencies must meet the following
standards prior to use in a classroom or school setting:
A. Relate directly to the School system curriculum and serve as a means of teaching a
specific objective (s).
B. Relate directly to the lesson or unit plan being taught.
C. Be previewed in its entirety by the teacher and receive written approval by the school
principal prior to using the material in the classroom or school setting. The prior
written approval must be on forms approved by the School System (See file IFBEC-
R), with a copy to the teacher and principal.
7. Copyright Policy
REPRODUCTION OF COPYRIGHTED MATERIALS
The following guidelines shall govern the reproduction of copyrighted materials in the School System:
1. Board employees may reproduce copyrighted materials under the provisions of the
copyright laws currently in force under title 17 of the United States Code.
2. Any reproduction of copyrighted materials will be done either with the written permission
of the copyright holder or within the bounds of “Fair Use” guidelines provided in the
Copyright Act; otherwise, the individual responsible for the reproduction may be liable
for infringing the copyright under existing laws.
3. The Board in recognizing the importance of the Copyright Law of the United States
(Title 17, United States Code) hereby notifies all employees that a willful infringement of
the law may result in disciplinary action. In the case of a court action for damages, a
finding of willful infringement would preclude the Board paying any judgement rendered
against the employee and paying any attorney’s fees or costs which the employee would
incur in conjunction with a lawsuit and may render the employee liable to the Board for
any damages which the Board is liable to pay.
4. The Board requires that copies of Title 17 of the USC and the text of the 1976 Copyright
Act and amendments be available to teachers and employees and be housed in each
school library/media center and Central Office.
COMPUTER SOFTWARE SELECTION AND DUPLICATION
It is the intent of the School System to adhere to the provisions of copyright laws in the area of microcomputer software. It is also the intent of the School System to comply with license agreements and/or policy statements contained in software packages used in the School System. It is recognized that computer software piracy is a major problem for the industry and that violations of computer copyright laws contribute to higher costs and greater efforts to prevent copying and/or lessen incentives for the development of good educational software. All of these results are detrimental to the development of effective educational uses of microcomputers. Therefore, in an effort to discourage violation of copyright laws and to prevent such illegal activities, the following guidelines shall control computer software selection and duplication in the School System:
1. The ethical and practical problems caused by software piracy will be taught to educators
and students in all schools of the School Systems.
2. School system employees will be informed that they are expected to adhere to the
provisions of the 1976 Copyright Act as amended in 1980 (copies housed in each school
library media center and Central Office) governing the use of computer software.
Section 117 states that the owner of a computer program may make one copy of a
program to be used as an archival copy unless licensing provisions obtained with the
software state otherwise. Backup copies are not to be used on a second computer at the
same time an original is in use simultaneously.
3. Software shall not be placed on a network system without a designated network version
or a license agreement. When permission is obtained from the copyright holder to use
software on a network system, efforts will be made to secure this software from copying.
4. Illegal copies of copyrighted programs may not be made or used on School System
equipment.
5. Any legal or insurance protection of the School System will not be extended to employees
who intentionally violate copyright laws.
6. The Superintendent is designated as the only individual who may sign license agreements
for software for schools in the School System. A copy of any software agreements or
licenses shall remain on file at the Central Office.
7. It is the responsibility of the principal at each school site for establishing practices which
will enforce the School System copyright policies.
8. All staff members (including aides) will be expected to abide by the provisions of this
policy.
COMPUTER SOFTWARE USE GUIDELINES
The following computer programs are permissible for use in classrooms throughout the School System:
1. Programs in the public domain.
2. Programs covered by a licensing agreement with the software author, authors, vendor or
developer, whichever is applicable.
3. Programs donated to the school (not illegal copies) and a written record that a bona fide
contribution exists.
4. Programs purchased by individual schools and a record that a bona fide purchase exists.
5. Programs purchased by the user and a record that a bona fide purchase exists and can be
produced by the user upon demand.
6. Programs being reviewed or demonstrated by the user in order to reach a decision about
possible future purchase or requested contribution or licensing.
7. Programs written or developed by School System employees and students for the specific
purpose of being used in the classrooms of the School system.
It is also the policy of the School System that there be no copying of copyrighted or proprietary programs on computers belonging to the School System.
8. Circulation Policy
i. Access
1. Hours of Operation-
The library is open from 7:30 a.m. until 3:30 p.m.
2. School Hours-
The library is open for weekly scheduled classes. Classes come to the
library once a week to check out books and participate in activities
provided by library media specialist. Times when there are no classes
scheduled, library is open for individual student and teacher use.
3. Extended Service Hours-
Due to limited staff, the library is not open during after school hours.
ii. Confidentiality of Information/Privacy
Students and parents or legal guardians shall be provided access to official records directly related to students and an opportunity for a hearing to challenge such records on the grounds that they are inaccurate, misleading, or otherwise inappropriate. Personal identifiable information shall not be released from student records without the written consent of the parent or legal guardian and student when the student is over eighteen years of age. Students and parents or legal guardians are hereby notified of the above policy through this presentation. Access to student records shall be handled in accordance with Title 45, Code of Federal Regulations (1974) and Policy JEB.
9. Acceptable Use Policies
The Board shall encourage and support the use of technology in the school system as a tool for learning and administrative uses.
To maintain security and proper use of technology in the schools, all users shall adhere to the guidelines established for use by the schools. Misuse of the network, computers, and/or an internet account by any user, including but not limited to, obtaining illegal or inappropriate material or information; use of unauthorized or illegal software or materials; adding, removing or editing software without proper authorization; and use of technology for personal use, business use, or profit could result in employee termination or student expulsion. All information regarding student and personnel stored on the network shall be collected, maintained and disseminated under such safeguards as are necessary to comply with the Family Educational Rights and Privacy Act of 1974.
B. Needs Assessment
1. Users will access the library’s database in the library, computer room, and
classroom.
2. Users of the library will not use handheld devices or laptops. They will use
desktop computers only.
3. Students and teachers will need to access the library from the classroom.
4. As of this moment we have no need of assistive technologies to support the needs
of individuals with disabilities.
5. There are no requirements or preferences for the multilingual students.
6. The library staff check in and out books, inventories material, and assist students
on the computer to research for material.
7. The following library functions are difficult to maintain manually: inventory, circulation, reports,
Phase II: Planning the Project
A. Identify Major Issues: None at this time
B. Preliminary Research:
Media Specialist Interviews
by Sandy Kinman
Hartford Public Library
Mrs. Stephanie Riley
Feb. 6, 2008
Question 1: How does your automation system utilize acquisitions?
Answer: The automation system is used to look at subject areas and reading levels to see the areas of weakness. She takes this information and uses it to help her purchase new material for those sections.
Question 2: How do you use your automation system to organize the libraries resources?
Answer: It keeps the libraries materials organized by call numbers, subjects, and reading levels. It uses barcodes to identify the individual material.
Question 3: How do you use your automation system to classify your material?
Answer: The automation system classifies the materials by subject, reading level, genres, and type of resources.
Question 4: How do you use your automation system to catalog your material?
Answer: To catalog material, Mrs. Riley uses a software program called EZCat. With EZCat she can access numerous MARC records to download to her system. She can also make any changes needed. EZCat and Concourse are developed by the same company and is compatible. MARC records can be added and edited quickly. It can also print a variety of labels and catalog cards.
Question 5: How do you use your automation system to maintain your circulation?
Answer: Circulation is easy and quick. Reports such as overdues, fines, and reserves are easy and fast to generate.
Question 6: How do you use your automation system to inventory your collection?
Answer: Mrs. Riley does not use the inventory option due to the fact that her books do not have barcode labels. She would have to print thousands of labels. Instead she uses the systems shelf list to read shelves to look for missing books.
Question 7: What do you like about your automation system?
Answer: Mrs. Riley likes everything about it. She likes how easy it is to use and the reports it generates. It’s very user-friendly.
Question 8: What do you dislike about your automation system?
Answer: She could not think of anything she did not like.
Question 9: How did you go about selecting Concourse as the system to use?
Answer: Mrs. Riley selected the system herself. She looked at systems online and in catalogs. She called and talked to the companies about their systems. The sales representative for Concourse visited her library to finalize the deal. They sent her a demo and she liked what she saw.
Question 10: How easy is Concourse for patrons to use?
Answer: Patrons use the Public Access Catalog with ease. She stated that it is very user-friendly.
Question 11: How do you encourage your patrons to use the system?
Answer: When a patron asks for a specific book or subject, Mrs. Riley takes them to the computer and helps them use the computer to find their material. She stated that after the first time helping, patrons usually go straight to the computer to look up their information.
Question 12: If I were planning to purchase an automation system for my library, would you recommend Concourse?
Answer: Yes. It’s easy to use and cost effective.
Analysis of the Interview with Mrs. Riley
Mrs. Riley was very happy to answer my questions about her automations system. The interview was very relaxed and informative. I got the impression that she really liked her system and would recommend it. If I were looking for a new system, I would consider purchasing Concourse. If seems to be very user-friendly and cost effective.
2.
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Automation Systems Comparison
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Concourse
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Destiny
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Developed by Librarians
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|
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SYSTEM REQUIREMENTS
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SYSTEM
REQUIREMENTS
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- 64 MB RAM for Windows 98, 256 MB for Windows NT, 2000, XP
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- Be able to use the internet
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PLATFORM
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PLATFORM
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- Windows-based on individual computer
- can be linked with other computers in library only
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- Windows based on any computer
- Can be used whereever there is internet
|
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FEATURES
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FEATURES
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Circulation
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Circulation
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- circulation functions are quick and accurate
- notices can be printed for e-mail or mailing
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- ciruclation functions are quick and acurrate along with inventory, maintenance, and searching for titles.
- Notices can be printed
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Cataloging
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Cataloging
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- simple and straightforward
- item records can be edited or added quickly
- automatically create and import MARC records
- capable of printing catalog cards and labels
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- search for titles
- create bibliography report
- generate a shelf list
- generate a weeding log
- create used/unused barcode lists
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Backup and Restore Option Included
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Everything goes through the internet
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Customizable Reports
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Customizable Reports
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Inventory Control Included
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OPAC
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- patron search option included
- WebOPAC-Patrons can search for resources from home, coffee shop, or anywhere theres Internet conncection. Allows patrons to check items on loan, request items, build bibliography list. Access is secure with a pin number.
|
- patron search available
- patrons can search from anywhere there is an internet connection
- students can not request items
- create unique reports fast
- pre configured reports can be viewed and printed
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- create unique reports fast
- numerous pre-configured reports can be viewed or printed
- pre-configured reports can be modified
- reports can be enhanced by formatting
- filtering allows you to get just the information you need
- templates can be saved for future printing
- offers Drill Down features
- allows you to edit individual reports directly from the report
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- add or edit patrons at the site level
- import patrons using a data file
- access patron checkout history
- configure library manager to use reading programs
- establish library policies
- place interlibrary loan requests for materials from participating libraries in the district
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Extra Features
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Extra Features
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- easy-to-use with context-sensitive help
- well-supported
- feature rich
- free demo
- provides icon flowchart
- keyboard shortcuts
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- search for awared winners under th Power Search tab
- generate a search database usage report
- Identify the function of importatn keys
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COST $
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No subscription, one-time cost with updates
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Programs range for $100, 000 to 1,000,000.00
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3. Cost: Cost of Automation Systems would be included on the comparison charts.
4. Personnel : Sandy Kinman
5. Funding options: Lib. Enhancement, Fee Allocation, Fundraisers
6. Realistic Timeframe:
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September 1
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2008
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Begin project, assemble team
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October 30
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2008
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Define hardware and software requirements
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December
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2008
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RFP issued
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February
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2009
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Evaluation of bids complete
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March
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2009
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Vendor demonstrations
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April
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2009
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Vendor selection and negotiations complete
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May
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2009
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Catalog file preparation complete
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June
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2009
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Delivery and installation of hardware
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July
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2009
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File loading and software testing
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August
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2009
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Staff Training
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September
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2009
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Live implementation
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October
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2009
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Evaluate system
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November
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2009
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Final Report
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7. Prepare a report to update stakeholders on process.
C. Project Support: Call a meeting to present findings to the faculty.
E. Assign Project Manager: Sandy Kinman
F. Assemble Project Team: Principal and Librarian
G. Update Stakeholders: Send an email to stakeholders informing the of progress. The following is a form to use to update stakeholders.
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Activities Completed Since Last Report
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Planned Finish
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Actual Finish
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Comments
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Activities in Progress
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Planned Finish
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|
Comments
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|
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Upcoming Activities
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Planned Start
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Comments
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Phase III: Project Definition
A. Design Specifications:
6. System Configuration Options: Individual Site Based
7. Resource Sharing: No resource sharing. Database will be contained in the library’s facilities.
8. System Structure: Integrated
9. System Features:
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Feature
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Essential
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Optional
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Cataloging
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X
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Authority Control Requirements
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X
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Online Public Access Catalog
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X
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World Wide Web Catalog Interface
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|
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Circulation
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|
X
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Acquisitions
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X
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Reports
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X
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Serials Management
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X
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Media Booking
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|
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Inter-Library Loans
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X
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Backup and Restore
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X
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Maintenance
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X
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Inventory
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X
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10. Security Considerations:
1. How is network security addressed?
Our school server has network security setup with administration passwords.
2. How are the physical systems secured?
The physical systems are secured with a password entered by the librarian.
3. Where are the servers located and how are they secured?
The server that will house the system is located in the library on the librarians desk secured with a password.
4. How are resource items protected from theft or damage?
Resources items are protected from theft or damage by locked doors.
B. Cost Estimates: Consider the following areas to review.
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Areas to Review
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System Name
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Cost
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Consulting and Staff Fees
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Hardware purchases
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Software purchase price
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Network costs-hardware, software, cabling
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Service costs
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Training costs
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Operational costs-ongoing fees
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Furniture
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Supplies
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C. Funding: Library Enhancement, Title One, Fundraisers
D. Keep Stakeholders Informed:
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Activities Completed Since Last Report
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Planned Finish
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Actual Finish
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Comments
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|
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Activities in Progress
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Planned Finish
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Comments
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Upcoming Activities
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Planned Start
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Comments
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|
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Phase IV: Selection of an Automation System
A. Assemble Selection Team:
· The team will consist of the library media specialist , a technology person, the principal, and a teacher
B. Prepare Request for Proposal (RFP): A formal document used to detail specific expectations for the required automation system to prospective vendors and provides an equitable basis for comparing responses Common elements of an RFP include;
9. Introduction
10. Terms of the Proposal
11. System Capacity Requirements
12. Form of the Proposal
13. Mandatory Proposal Form
14. Server Software Requirements
15. General System Requirements
16. Software Functional Requirements
Request for Proposal
for and
Automated Library System
for the
(_________________________________________________________________)
Library
Sealed proposals for the purchase, installation, and maintenance of a client/server electronic library system for the _______________________ Library, will be received at the address shown below until _____________________, local time, ____________________.
Proposals received after that date and time will be returned to the Vendor unopened.
To be considered, Vendors must submit and original and ________ copies of their proposal in a sealed envelope or package, clearly marked with the Vendor’s name and address, and the words “Library Automation Proposal” addressed to:
______________________________________
______________________________________
______________________________________
______________________________________
A single vendor must serve as the prime contractor for all items contained in the proposal.
C. Issue RFP
D. Evaluate REP Responses: Compares automation systems across various
dimensions.
E. Vendor Demonstrations: Arrange demonstrations with the highest ranking
vendor. Ask the following questions to allow a fair evaluation;
17. What is the company’s privacy policy?
18. What other charges exist beyond the installation and service fees?
19. What kind of technical support is provided?
20. When is technical support available?
21. What kind of training is provided?
22. Where will the school’s data be housed?
23. How much data can you store and for how long?
24. What schools can you offer as references?
25. How do you handle wireless and remote access?
26. Are error messages easy to decipher?
27. Can we customize help files?
28. What standards does your system support?
29. What are your plans for supporting emerging technologies such as handhelds?
30. What file formats are used to import and export data?
31. What kind of expertise does the vendor’s organizations have?
32. What is the cost of upgrades?
F. Vendor Selection: The stakeholders must be sure that the chosen vendor will
be able to meet the following commitments;
|
Criteria
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System 1
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System 2
|
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Cost
|
|
|
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System Features
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Navigability (user friendly)
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Training
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Standards
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Extras or Add-on Products
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Maintenance and Support
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Customer Service
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References from Other Installations
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Future Adaptability
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Recommended System
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|
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G. Finalize Price, Installation, and Maintenance:
5. Contracts, Site Licenses, and Service Level Agreements
6. Confirm System Details
7. Confirm Project Schedule
8. Vendor Relationship
H. Update Stakeholders
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Activities Completed Since Last Report
|
Planned Finish
|
Actual Finish
|
Comments
|
|
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|
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|
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|
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Activities in Progress
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Planned Finish
|
|
Comments
|
|
|
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Upcoming Activities
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Planned Start
|
|
Comments
|
|
|
|
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Phase V: Prepare Site
A. Physical Space: Make necessary alterations or renovations to the libraries
facility.
B. User Orientation: Introduce the new facility, new computers, and the selected
automation system.
· Provide on-site tours of the new system for teachers and administrators.
C. Prepare the Collection:
7. Weed the collection
8. Take inventory
9. Assess special collection items
10. Review spine label standards
11. Barcode all items
12. Add resource security to all items
D. Acquire Electronic Records:
4. Retrospective Conversion-The process of converting bibliographic data into an electronic format.
5. Acquiring MARC 21 Records In-House-
6. Migration-
E. Update Stakeholders
|
Activities Completed Since Last Report
|
Planned Finish
|
Actual Finish
|
Comments
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
Activities in Progress
|
Planned Finish
|
|
Comments
|
|
|
|
|
|
|
Upcoming Activities
|
Planned Start
|
|
Comments
|
|
|
|
|
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Phase VI: System Implementation
A. Site Installation
· Individual Site Based
· Server required in the library
· Install automation system software on each computer
· Peer-to-peer in the library, LAN within the school
B. System Setup: Basic preparation for system operation involves the following
considerations:
· Site Setup
· Cataloging Setup
· Circulation Setup
· OPAC Setup
· Optional Module Setups, for example, Acquisitions
· Configure for Web Access
· Configure Union Catalog
C. Testing: Create a test plan to ensure that system testing includes all system
operations and displays.
10. Data accuracy
11. Navigability
12. Data transactions
13. Authority control routines
14. Access restrictions
15. Report Functions
16. Maintenance utilities
17. Backup functions
18. System restoration procedures
Test Plan Summary Sheet
|
Feature
|
Tested By
|
Testing Start Date
|
Testing End Date
|
Outstanding Issues
|
|
System Setup
|
|
|
|
|
|
Cataloging
|
|
|
|
|
|
Authority Control Requirement
|
|
|
|
|
|
OPAC
|
|
|
|
|
|
World Wide Web Catalog Interface
|
|
|
|
|
|
Circulation
|
|
|
|
|
|
Acquisitions
|
|
|
|
|
|
Reports
|
|
|
|
|
|
Serials Management
|
|
|
|
|
|
Media Booking
|
|
|
|
|
|
Inter-Library Loans
|
|
|
|
|
|
Backup and Restore
|
|
|
|
|
|
Maintenance
|
|
|
|
|
|
Networking Configuration
|
|
|
|
|
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Other
|
|
|
|
|
|
|
|
|
|
|
D. Training Staff and Users: Options for receiving and providing training
include:
6. Vendor provides all face-to-face training sessions
7. Vendor provides computer-based training
8. Vendor provides training videos
9. Vendor trains a group of project team members who train staff and patrons
10. Vendor provides documentation only
E. Going Live: The date for active system use.
F. Maintenance and Support
Backup options include;
6. Removable media
7. External hard drive
8. Networked computer
9. Magnetic tape
10. Vendor’s server
Backup Schedule:
4. Daily backup of bibliographic records
5. Weekly backup of patron and bibliographic records
6. Monthly backup of full system
Technical Support- Vendor contract specifies technical support with a schedule accompanying initial implementation and ongoing commitments.
G. Workflow: Examine work procedures and the provision of services to patrons.
Phase VII: Evaluate
A. Assess System Effectiveness: This assessment involves the following
dimensions;
4. System specifications
5. Performance of system configuration
6. Vendor services
B. Assess User Satisfaction: Use a simple survey to receive effective user
feedback. Questions and statements to consider include:
9. Please identify yourself. (school administrator, teacher, librarian, parent, student)
10. Please identify the system features you use.
11. How much training did you receive on how to use the library computer catalog?
12. How does the new library system assist you?
13. Do you find the library system easy to use? If the answer is no, why not?
14. What do you like about the library computer catalog”
15. What do you dislike about the library computer catalog?
16. Please add any other comments you have about the library system, including policies.
Automation System Satisfaction Survey
Please answer the following questions.
1. Please identify yourself. (school administrator, teacher, librarian, parent, student)
2. Please identify the system features you use.
3. How much training did you receive on how to use the library computer catalog?
4. How does the new library system assist you?
5. Do you find the library system easy to use? If the answer is no, why not?
6. What do you like about the library computer catalog”
7. What do you dislike about the library computer catalog?
8. Please add any other comments you have about the library system, including policies.
C. Assess Project Experience: Use the following questions to assess the
project experience;
5. What did the project achieve?
6. What went well during the project?
7. What did you learn from the project?
8. What would you do differently if you were to repeat the project?
D. Compile Final Report: Requirements for a formal report include the
following summary information;
10. Project objectives
11. Project process
12. Project activities
13. Key dates
14. Final costs
15. Project statistics
16. Policies created, amended, or supplemented
17. System effectiveness
18. User Satisfaction
E. Disseminate Results: Use the following options to share the project outcome
including;
6. Reports
7. Presentations to community groups and parent associations
8. Internal newsletters
9. Web sites
10. Informal staff meetings
To automate the library, I would follow this plan. I would make sure each step is completed accurately. As each part is completed, it would be dated and documented. The outline and the documents collected would all be kept in a file for reference. I believe this project would take at least a year to complete.
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