Lending of Library Materials



  • The SWES Library-Media Center is available for students and staff to check out recreational and academic resources. To ensure that there is always a large supply of materials available to all students and staff, the library has placed limits on the number of items a single person may check out.

     

    A Kindergarten student may take out 1 item at a time.

     

    First and Second grade students may take out two items at a time.

     

    Third, Fourth, and Fifth grade students may take out two items at a time, unless it is Friday, or the last day of school before a weekend or break, then they are able to check out three items

     

    All student materials are due every 6 school days (every library class). Students may renew their library books for an additional week (Library Staff may impose exceptions with popular items). Students that do not return their items after the 6 day lending period will receive an Overdue Notice.

     

    School staff can have an unlimited number of items checked out and may keep their items until the end of the academic year.

     

    Summer school students will have the opportunity to check out books with a one week lending period if the Library Media Specialist is available.



Overdue and Lost/Damaged Books


  • Overdue Notices


     

    The SWES Library-Media Center will issue Overdue Notices to students that did not return their library books on time. These notices will be automatically generated by the Library Management System and given to the student, or classroom teacher to send home. Student data included on the notice will include: Name (first and last), Homeroom teacher, and items currently overdue.

     

    Homeroom Teachers and School Administration can be provided information on these overdue books if the Library Media Specialist deems it is necessary for the timely return of the items.

     

    Overdue notices will also include a replacement cost. This cost does not need to be paid unless the book is lost or damaged.

  • Lost or Damaged Books


     

    In the event that library materials are lost, the student and library staff will take a couple of weeks to look for the item and check-out privileges will be suspended until the item is found or paid for. If the item is not found, a Lost Book letter will be sent home with the student. The letter will include the following information: Student name (first and last), title of item lost, and a replacement cost. Families cannot buy a copy of the book, they must send the check or money to the school and allow the book to be replaced through state contracted library vendors. In the event that the item is not found or paid for after a number of weeks a letter will be mailed home. A further delay will be cause for the Library Media Specialist to involve school administration.

     

    In the event that library materials are damaged and the Library Media Specialist decides that it cannot be repaired, a Damaged Book letter will be sent home with the student and check-out privileges will be suspended until the item is paid for. The letter will include the following information: Student name (first and last), title of item lost, and a replacement cost. Families cannot buy a copy of the book, they must send the check or money to the school and allow the book to be replaced through state contracted library vendors. In the event that the item is not found or paid for after a number of weeks a letter will be mailed home. A further delay will be cause for the Library Media Specialist to involve school administration.

     

    All fines must be paid in exact cash or by check (made out to Southwestern Central School District). Please return the money to library staff so the fine can be processed according to the Library Cash Handling Policy.



Cash Handling Policy


  • The Southwestern Elementary School Library-Media Center will collect cash and checks for the purposes of the annual book fair, lost or damaged books, and in special circumstances.

     

    In the event of lost or damaged books, money must be given in exact change or as a check made out to Southwestern Central School District. Upon receipt of the money, Library Staff will immediately walk it up to the Elementary School office to be entered in the safe and later sent to the business office with the appropriate information including who paid the fine, the item the fine was for, and the reason why a fine was charged.

     

    In the event of the book fair, the Library Media Specialist will ensure that the book fair money is kept in a locked and secure cash register, is counted when necessary and is stored in the elementary school office safe outside of school hours. Only the Library Media Specialist and those they deem necessary will have access to the registers and money. At the end of the book fair, the money will be counted by library staff, and given to the PTO president and treasurer for deposit. The PTO will then issue a check to the book fair provider.



Confidentiality of Library Records


  • The Library-Media Center will retain the following information about staff and students in our secure Library Management System. Data retained in the system will be the following:

    • Name (first and last)
    • School ID number
    • School email address
    • Grade level
    • Homeroom teacher
    • School picture of the student
    • Current items checked out
    • History of all items checked out.

     

    This information is deemed highly confidential and will only be accessible to the Library Media Specialist, Library Assistant, and any substitutes.

     

    Items currently checked out may be released to Parent/Guardian, Homeroom Teacher, and School administration in the event of an Overdue Notice, a Lost or Damaged book letter, at the request of the student, and in any event that the Library Media Specialist deems it necessary.

     

    History of all items checked out will not be released to anyone except the student except when required by New York State and Federal Laws.

     

    In the event that a fine (lost or damage book) is paid, the students name (first and last), reason for the fine, and book title will be released to the district business office.

     

    All student data will be permanently removed from our system when the student has moved to middle school or when the student is no longer enrolled at Southwestern Central School.



  • Written: November 25th, 2019

    Last Updated: July 29th, 2020