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End of year stocktake

We regret that the library closes at the end of the year for stocktake. None of us are happy closing, but it is an onerous job, and we have over 20 000 resources for which to account. It is always difficult to close off borrowing and recall resources, so apparently early, but this complex and time consuming job is made none the easier by the busy end of school year. Yet there is no other time that would inconvenience people less. Parent volunteers are also in short supply at this busy time. The schedule is below. Working backwards, here is an explanation of how it works.
 

WEEK 10
  • The last week is consumed by a number of end of year activities, making this a difficult week for stocktake. e.g. 

    • - The second last day is the library monitors' end of year party, and the day disappears with setting up and cleaning up. 
    - Support is given to teachers judging the History Prize.
    - Half a day is spent purchasing major prizes for Presentation Day.
    - Support to executive for printing certificates is provided.
    - End of year functions occur such as the Year 6 farewell.
    - The last day consists of packing up, doing holiday backups etc.
  • This is the week teaching resources are recalled, shelved and stocktaken. ie videos, readers, text books, class sets of dictionaries and atlases, big books, resource boxes, art prints, pictures, kits, CDs etc etc.
  • If possible maintenance of the library system would be carried out, such as cleaning up authority files.
WEEK 8-9
  • The second and third last weeks are the two weeks set aside for the major library collection stocktake - fiction, non fiction, reference and teacher reference.
  • This is also the time a multitude of other jobs are done. The teaching role of teacher-librarian is emphasised throughout the year, and stocktake is an opportunity to catch up with 'THE REST'. The collection is assessed for strengths and weaknesses, wear and tear etc. Tatty shelf signs need to be replaced. We only have 1.5 days clerical support, and in the past there have been untrained and inexperienced appointments, so there are usually a number of errors to correct. There are many, many jobs that need to be done.
WEEK 7
  • If all books were returned promptly, borrowing could continue until close of Week 7. However the sad reality is that many books are held at home, so this week is consumed with chasing late returns, and solving problems. The loss rate has been high in the past, so this week is allocated to stressing the importance of returning library books. The stocktake is so difficult, that all focus and attention goes to it, and after this reminders for outstanding books will not be able to pursued. When all books have been returned, the shelves are put into order and a multitude of loose ends chased up.
WEEK 6
  • And thus it is, that as early as it is, borrowing comes to a close at the end of this week. The many diligent families are penalised by the tardiness of others.

 
NOTES and OBSERVATIONS
Of course in this automated age, borrowing of some sections could continue later than others. However with classes coming and going, books circulating, returning and shelving ongoing, stocktake wouldn't be manageable, let alone efffective.
This was discussed at the School Council meeting 1st December 2004. Possible solutions suggested were:
We hope children continue to read; this is an excellent time to enjoy your public library, as many already do. Borrowing resumes in the new year, as soon as the system is set up, with borrowers transferred to new classes, new borrowers' cards made and a different myriad of jobs.
Library stocktake schedule
Week 6
Children return library books by Friday
Week 7
 Teachers return books by Wed

Chase late returns / Solve problems

Begin putting shelves in order
Week 8
Finish putting books in order
STOCKTAKE commences - fiction, non-fiction and teacher-reference
Week 9
STOCKTAKE continues - fiction, non-fiction and teacher-reference
Friday Week 9
Teachers return
 
Readers
 
Big books

Videos

Dictionaries

Atlases

Text books
Software
 
Art prints

Resource boxes

Music

Pictures
Week 10
STOCKTAKE teaching resources, as above.
End of year jobs.
1st December 2004

Neutral Bay Public School