Policies and Procedures

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Policies and Procedures

Several students holding a giant pair of scissors and cutting a ribbon
Curation Guidelines

Materials Curation Criteria

  • Support and enrich the curriculum and/or build an inclusive collection representative of local communities and the world at large.
  • Meet high standards in literary, artistic, and aesthetic quality; technical aspects; and physical format
  • Be appropriate for the subject area and for the age, emotional development, ability level, learning styles, and social, emotional, and intellectual development of the students for whom the materials are selected
  • Incorporate accurate and authentic factual content from authoritative sources
  • Earn favorable reviews in standard reviewing sources and/or favorable recommendations based on preview and examination of materials by professional personnel
  • Exhibit a high degree of potential user appeal and interest
  • Represent differing viewpoints on controversial issues
  • Provide a global perspective and promote diversity by including materials by authors and illustrators of all cultures
  • Include a variety of resources in physical and virtual formats including print and non-print such as electronic and multimedia (including subscription databases and other online products, e-books, educational games, and other forms of emerging technologies)
  • Demonstrate physical format, appearance, and durability suitable to their intended use
  • Balance cost with the need

Top Five Recommended School Library Reviewing Sources:

  • Association for Library Service to Children (ALSC) Notable Children’s Books
  • Booklist
  • School Library Journal
  • Young Adult Library Services Association (YALSA) Best Books for Young Adults
  • Additional Review Resources

Weeding Collection Procedures

Weeding Guidance

For all items, consider the following:

Checklist of Weeding Factors

General Guidelines

How to Delete the Copies from Destiny

How to Prep Books for Discard

  1. Make weeding part of policy
  2. Gather usage statistics of your library’s collection- Watch Video Here
  3. Build weeding into your calendar- I like to do it at the start or end of the year when most books are on the shelf- it is easier to see where there are shelf space issues 
  4. Take a cart to the area you will be weeding- I like to have one side for “weed”, one for pass on to classroom libraries (books that are not circulating well in the library but might do well in a classroom library such as really short books or books that relate to a unit that a certain teacher spends a lot of time on such as animals), replace (still weeding but removing because of condition and want to reorder) and last shelf for re-catalog.  These books will not be weeded- hoping that if they are put in a new section maybe they will be “found.” If considering a book to pass on to classroom libraries, consider reasons for weeding from the library collection. If a title in not suitable for the library collection, it should not be passed on to classroom collections.
  5. Put low circulating books that you do not want to weed on display- see if giving them exposure increases circulation
  6. Follow the guidelines below to start weeding.  Plan to do a small section at a time because you can start to get either more or less picky depending on how tired or rushed you feel.  If you can, set thirty minutes a week aside for weeding or set a big block of time aside before or after school is in session.

For all items, consider the following: 

  • Outdated and obsolete information or inaccurate or false information(especially on subjects that change quickly such as computers, law, science, space, health and medicine, technology)
  • Unused booksets 
  • Series that are no longer popular 
  • Material that contains biased, racist, or sexist terminology or views
  • Unneeded duplicates, especially if they are worn or tattered
  • Worn out or dirty items in poor condition
  • Books with very small print or poor quality pictures
  • Items that have not circulated within the past 3-5 years 
  • Duplicate copies that are no longer needed, regardless of condition 

Google Doc Version

Inventory Procedures

Basic notes for success:

  • Librarians should set up inventory (steps 1-7) and finish up inventory (Steps 9-12)  Anyone can scan (step 8) as long as you trust them to have a degree of attention to detail.  
  • Weeding should be completed before inventory
  • Ideally the shelves should be read before starting inventory but I know how it goes.  Sometimes you read the shelves one week, plan to start inventory the next and do not get back to it for a month.  Basically the more things are where they belong at the start, the smoother it will go.
  • You do not need to stop circulation.  If a book gets checked out it will be accounted for.  This is why I often start three inventories on a Monday and then start my scanning on a Wednesday.  It gives time for things to settle and anything that checks in or out during that time will be accounted for
  1. Go to Reports- Library Reports- Statistics- Choose this report:  Collections Statistics Summary  Note: This report cannot be run during the work day because it slows things down so either do it before 8 or after 3.  I like to print this report and use it to keep track of which inventories are complete and who is working on what if I have aides or volunteers scanning for me.
  2. Any range that has holdings (look at the last column) is a section you can do inventory on.  For example if you have 45 Graphic then you can inventory Graphic.  If you have 122 000-099 you can inventory 000 or if you have 3000 NF you can start inventory on NF.
  3. Once you decide which section you are going to start inventory on- go to Admin-Inventory- START NEW
  4. You can name whatever you want- Just make sure it makes sense to you.  For the call numbers, enter what will “catch” all the books that you want to inventory.  For some of you with BCS collections it might be GRAPHIC to GRAPHIC and that will get all the Graphic novels.  For traditional dewey collections you can do all NF or break down by hundreds.  I am pretty sure BCS will need to do all NF at once.
  5. For circulation type just choose regular unless you set this differently at your school. 
  6. For sublocation definitely uncheck ebooks… not sure how it works but I have had it come up with hundreds of missing books and they are all ebooks.The sublocation kind of depends how you do it in your school but normally I just check what makes sense and it picks up the titles.
  7. The date is up to you- I usually set it for a week earlier or I do this step of setting up the inventory a week before I am actually going to scan.  That gives time for getting books reshelved or any items that might be laying around.  The more you have things where they belong- such as books from a display or a lesson back on the shelf the less “places” you have to remember to scan.
  8. Now that you started the inventory- just start scanning the barcodes.  If it makes the happy sound, just keep going.  If it “yells” with that bonk sound, it means you need to see what is wrong.  If you have a volunteer scanning, tell them to just make a pile of the ones that need checking unless it seems to be a whole shelf or something.  Usually the problem is it is either a book from a section outside the inventory or it is a book that is not in the system.  Or they accidentally scanned the wrong barcode.
  9. When you think you are all done click the %complete link
  10. The info about copies lost are titles that were marked lost before you started inventory.  I like to look at this to see if there are some to delete for good.  In this case there are only 18 so I can look through one at a time.  If you have hundreds you might want to use the script where it says I would choose 4 years previous but this is your call.  Too soon and you delete books that might get returned…too late and you end up with a lot of lost books in your data that you will probably never see again.  This is also a good time to write down titles of a lost book that you want to replace.  I have a tab open with titlewave and add lost titles at this time 
  11. The unaccounted are books that have not been scanned yet.  Look at what is there.  Sometimes you will see a bunch of titles that are on display or in a special area and you can go scan them.  If you have scanned everything and you still have some unaccounted for now is when you would mark them lost.  Go through one at a time and either mark “found” or “mark lost”
  12. At this point you should be 100% so you can finalize.  Should you find one of those books later- possibly even while you are doing another section, just scan the title and it will say- this book had been marked lost.  It fixes itself and you can just put it on the shelf where it belongs.

Parking Lot/ FAQ’s

Google Doc Version

Relevant School Board Policies

School Board Policies

File: EGAD 

Copyright Compliance 

The Board does not sanction illegal use or duplication of copyrighted materials in any form. Neither district employees nor students shall either duplicate or use copyrighted materials in violation of the exclusive rights of the copyright holder. Furthermore, illegal copies of copyrighted materials shall not be made or used on district equipment. Copyrighted materials may only be used or duplicated when the use or duplication constitutes a “fair-use” of materials as defined by law or with prior permission of the copyright holder by letter, license, email or by telephone. Employees or students who willfully disregard the district’s copyright position do so at their own risk and assume all liability. 

Adopted: January 24, 1996 Revised: June 25, 2008 Revised: November 11, 2015 LEGAL REF.: 17 U.S.C. §101 et seq. (agreement on guidelines for classroom copying in Not-for-Profit Educational Institutions, 3/19/76, printed as H.R. Rep. No. 1476, 94th Cong., 2d Sess. 81 (1976))

File: IJ 

Instructional Resources and Materials 

As the governing body of the school district, the Board is legally responsible for the selection of instructional materials. Since the Board is a policymaking body, it delegates to the district’s professional personnel the authority for the selection of instructional and library materials in accordance with this policy. Instructional materials for school classrooms and school libraries shall be selected by the appropriate professional personnel from the department of learning services in consultation with the administration, teachers and students. Final decision on purchase shall rest with the superintendent or designee, subject to approval by the Board. All instructional resources and materials shall be aligned with the district’s academic standards and support the district’s educational objectives. All textbooks, library materials and other instructional resources and materials shall be available for inspection by students’ parents/guardians. 

Adopted: February 8, 1984 Revised: June 25, 1986 Revised: June 8, 1994 Revised: May 10, 2006 Revised: October 28, 2015 LEGAL REFS.: C.R.S. 22-32-109 (1)(t) (Board duty to determine educational programs and prescribe textbooks) C.R.S. 22-32-110 (1)(r) (Board power to exclude immoral or pernicious materials and books) C.R.S. 22-54-105 (1) (budgeting for instructional supplies and materials) CROSS REFS.: DB, Annual Budget, and subcodes IMB, Teaching about Controversial Issues and Use of Controversial Materials KEC, Public Concerns/Complaints about Instructional Resources

File: IJK

 Supplementary Materials Selection and Adoption 

The Board recognizes that it may be necessary to use various types of supplementary materials in addition to the basic and fundamental textbooks to support implementation of a standards-base curriculum and student attainment of district academic standards. For the purpose of this policy, supplementary materials shall be defined as any instructional materials other than textbooks including but not limited to books, periodicals, newspapers, pictures, diagrams, maps, charts, slides, films, audio tapes, videotapes, computer programs, and web-based resources.

The Board believes that teachers and administrators should have a large role in recommendation and selection of supplementary materials. Teachers are encouraged to use a wide range of learning aids, provided the expense incurred in purchasing these aids remains within the limits of the budget. The superintendent or designee shall develop a plan which will allow teacher participation in the selection of supplementary materials. This plan shall be part of the budgeting process, and Board approval shall be assumed by its inclusion in the adopted annual budget. All instructional resources and materials, including supplementary materials, shall be available for inspection by parents and guardians. 

Adopted: June 11, 2008 Revised: October 28, 2015 LEGAL REF.: C.R.S. 22-32-109 (1)(t) (board duty to determine educational programs and prescribe textbooks) CROSS REFS.: DB, Annual Budget, and subcodes IJ, Instructional Resources and Materials KEC, Public Concerns/Complaints about Instructional Resources

Copyright Laws

Fair Use is the part of Copyright Law that permits limited use of copyrighted material without acquiring permission from the rights holders. It is one type of limitation and exception to the exclusive rights copyright law grants to the author of a creative work.

In the United States, fair use is determined by a judge, who analyzes how each of the four factors of fair use applies to a specific case.

  1. The purpose and character of the use, including whether such use is of commercial nature or is for nonprofit educational purposes
    • Courts typically focus on whether the use is “transformative.” That is, whether it adds new expression or meaning to the original, or whether it merely copies from the original. Commercial uses are less likely to be considered fair, though it’s possible to monetize a video and still take advantage of the fair use defense.
  2. The nature of the copyrighted work
    • Using material from primarily factual works is more likely to be fair than using purely fictional works.
  3. The amount and substantiality of the portion used in relation to the copyrighted work as a whole
    • Borrowing small bits of material from an original work is more likely to be considered fair use than borrowing large portions. However, even a small taking may weigh against fair use in some situations if it constitutes the “heart” of the work.
  4. The effect of the use upon the potential market for, or value of, the copyrighted work
    • Uses that harm the copyright owner’s ability to profit from his or her original work are less likely to be fair uses. Courts have sometimes made an exception under this factor in cases involving parodies.

Prohibitions Regarding Single and Multiple Copying 

The following shall be prohibited: 

  • Copying shall not be used to create or to replace or substitute for anthologies, compilations, or collective works.  Such replacement or substitution may occur whether copies of various works or excerpts therefrom are accumulated or reproduced and used separately. 
  • There shall be no copying of or from works intended to be “consumable” in the course of study or of teaching.  These include workbooks, exercises, standardized tests, and test booklets and answer sheets, and like consumable materials. 

Copying shall not: 

  • substitute for the purchase of books, publishers’ reprints, or periodicals; 
  • be directed by higher authority; 
  • be repeated with respect to the same item by the same teacher from term to term. 

No charge shall be made to the student beyond the actual cost of photocopying. 

Fair-Use Guidelines for Music Classes Prohibitions 

  1. Copying to create or replace or substitute for anthologies, compilations or collective works. 
  2. Copying of or from works intended to be “consumable” in the course of study or of teaching such as workbooks, exercises, standardized tests and answer sheets, and like material. 
  3. Copying for the purpose of performance, except as in 1 above. The purpose of his or her scholarly research or in preparation to teach a class 3 of 5
  4. Copying for the purpose of substituting for the purchase of music, except as in 1 and 2 above. 
  5. Copying without inclusion of the copyright notice which appears on the printed copy. 

Fair-Use Guidelines for Multimedia:

Students may use copyrighted multimedia in school assignments with the following limitations:

  • Television, film, video-up to 10% or three minutes whichever is less, of an individual program.
  • Music or music video-up to 10% but not more than 30 seconds from a single work.   
  • Artwork including cartoons, illustrations and photographs-no more than 5 images from a single artist.
  • Computer databases-up to 10% or 2500 fields or cells whichever is less.

Fair Use Myths:

There is some misinformation out there that might lead you to believe fair use automatically applies if you say a few magic words. There is actually no silver bullet that will guarantee you are protected by fair use when you use copyrighted material you don’t own. Courts will consider all four of the factors and weigh them on a case-by-case basis. Here are some common myths:

Myth #1: If I give credit to the copyright owner, my use is automatically fair use.

Transformativeness is usually a key in the fair use analysis. Giving credit to the owner of a copyrighted work won’t by itself turn a non-transformative copy of their material into fair use. Phrases such as “all rights go to the author” and “I do not own” do not automatically mean you are making fair use of that material — nor do they mean you have the copyright owner’s permission.

Myth #2: If I post a disclaimer on my video, my use is fair use.

As we noted above, there are no magic words that will do this for you. Posting the four factors of fair use in your video or including the phrase “no infringement intended” won’t automatically protect you from a claim of copyright infringement.

Myth #3: “Entertainment” or “non-profit” uses are automatically fair use.

Courts will look carefully at the purpose of your use in evaluating whether it is fair, but the three remaining factors also need to be considered. Declaring your upload to be “for entertainment purposes only,” for example, is unlikely to tip the scales in the fair use balancing test. Similarly, “non-profit” uses are favored in the fair use analysis, but it’s not an automatic defense by itself.

Myth #4: If I add any original material I created to someone else’s copyrighted work, my use is fair use.

Even if you’ve added a little something of your own to someone else’s content, you might not be able to take advantage of the fair use defense — particularly if your creation fails to add new expression, meaning, or message to the original. As with all the other cases discussed here, courts will consider all four factors of the fair use test, including the quantity of the original used.

Streaming Media and Fair Use

Amazon Prime:

This is an agreement between you and Amazon Digital Services, Inc. (with its affiliates, “Amazon”, “we” or “us”) regarding the Store, Prime Music and the Music Library Service (collectively, the “Services”). The Services allow you to purchase and access digital versions of audio recordings, artwork and information relating to the audio recordings, and other content (collectively, “Music Content”), as described below. Before using the Services, please read these Terms of Use, all rules and policies related to the Services (including any specific rules, usage restrictions and other conditions or procedures that we post or update on or through the Services or on Amazon.com), the Amazon.com Privacy Notice, and the Amazon.com Conditions of Use (collectively, the “Agreement”). If you use any of the Services, you are agreeing to the terms and conditions of the Agreement. 

Prime Music

You may use the Services only for your personal, non-commercial purposes, subject to the Agreement. You may not use the Services to store, transfer or distribute content of or on behalf of third parties, to operate your own content application or service, to resell any part of the Services or for any form of unlawful file sharing. We grant you a non-exclusive, non-transferable right to use Purchased Music, Prime Music Content, Matched Music and any additional Music Content we provide you access to through the Music Library Service only for your personal, non-commercial purposes, subject to the Agreement. Except as set forth in the preceding sentence, you may not redistribute, transmit, assign, sell, broadcast, rent, share, lend, modify, adapt, edit, license or otherwise transfer or use Purchased Music. We do not grant you any synchronization, public performance, public display, promotional use, commercial sale, resale, reproduction or distribution rights for Music Content you purchase or access through the Services. You must comply with all applicable copyright and other laws and with the terms of any licenses or agreements to which you are bound in your use of the Services and Music Content you purchase or access through them.

Amazon Instant Video Service


Subject to your payment of any applicable fees (including applicable taxes) to rent, purchase, or otherwise obtain access to Digital Content, and your compliance with all other terms we specify for Digital Content or the Service, Amazon grants you a non-exclusive, non-transferable, non-sublicensable, limited right and license, during the applicable Viewing Period, to access, view, use and display the Digital Content in accordance with the Usage Rules, for Non-Commercial, Private Use. As used herein, “Non-Commercial, Private Use” means a presentation of Digital Content for which no fee or consideration of any kind (other than that which you pay to us to view the Digital Content) is charged or received, which takes place in your private home or apartment or, if outside your private home or apartment (e.g., in a hotel room, dorm room, office, or airport waiting lounge) is limited to a private viewing for you and your invitees. Non-Commercial, Private Use specifically excludes any public presentation (e.g., a presentation in a dorm lounge) and any presentation by a place of public accommodation or other commercial establishment (e.g., a bar or restaurant), even if no fee is charged for viewing the Digital Content. To simplify your viewing and management of Digital Content that has a limited Viewing Period (such as Rental Digital Content and Subscription Digital Content), we may automatically remove that Digital Content from your Compatible Device after the end of its Viewing Period, and you consent to such automatic removal. 


The Netflix service, and any content viewed through our service, are for your personal and non-commercial use only. During your Netflix membership, we grant you a limited, non-exclusive, non-transferable, license to access the Netflix service and view movies and TV shows through the service on a streaming-only basis for that purpose. Except for the foregoing limited license, no right, title or interest shall be transferred to you. You agree not to use the service for public performances.


Respect copyright. Only upload videos that you made or that you are authorized to use. This means don’t upload videos you didn’t make, or use content in your videos that someone else owns the copyright to, such as music tracks, snippets of copyrighted programs, or videos made by other users, without necessary authorizations. Visit our Copyright Center for more information.

YouTube staff review flagged videos 24 hours a day, seven days a week to determine whether they violate our Community Guidelines. When they do, we remove them. Sometimes a video doesn’t violate our Community Guidelines, but may not be appropriate for everyone. These videos may be age-restricted. Accounts are penalized for Community Guidelines violations and serious or repeated violations can lead to account termination. If your account is terminated, you won’t be allowed to create any new accounts. 


You also agree that you will not (or aid or abet any third party to): (a) use any robot, spider, rover, scraper, or any other data mining technology or automatic or manual process to monitor, cache, frame, mask, extract data from, copy or distribute the Materials (except as may be a result of standard search engine or Internet browser usage); (b) modify, frame, reproduce, archive, sell, lease, rent, exchange, create derivative works from, publish by hard copy or electronic means, publicly perform, display, disseminate, distribute, broadcast, retransmit, circulate to any third party or on any third-party web site, or otherwise use the Materials in any way except as specifically permitted by these Terms or otherwise in writing by Redbox; or (c) provide access to any Redbox Platforms or Materials via any medium without the prior written consent of an authorized representative of Redbox.

Comcast/Xfinity On The Go

The Comcast Web Services will allow you to access information, such as collections of data, video, audio, or other multimedia, and photographs and other static images (the “Content”). This Content may be owned by Comcast, other companies that give Comcast the right to distribute their Content (like movie publishers), or users of the Comcast Web Services (like you). Comcast grants you a limited license to view the Content and to use the Comcast Web Services for personal, non-commercial purposes as set forth in these Terms or in a manner that does not require a license. Unless the Content was legally posted by you on the Comcast Web Services, you may not distribute copies of the Content in any form (including by e-mail or other electronic means), without prior written permission from its owner except as permitted by law. Of course, you are free to encourage others to access the Content and to tell them how to find it.

In addition, our Content providers want to remind you that you must not remove, alter, interfere with, or circumvent any copyright, trademark, or other proprietary notices marked on the Content or any digital rights management mechanism, device, or other content protection or access control measure associated with the Content. The copying, downloading, stream capturing, reproduction, duplication, archiving, distribution, uploading, publication, modification, translation, broadcast, performance, display, sale, or transmission of the Content is strictly prohibited unless it is expressly permitted by Comcast in writing. You may not incorporate the Content into any hardware or software application. This prohibition applies even if you intend to give away the derivative materials free of charge.

Jennifer Lyon is here to help. If you’d like our Library Health Specialist to come spend some time weeding the stacks with you or help you begin an inventory, click the button below and claim some time on her calendar. You’ll be glad you did!