Welcome to LIB5040

1. Welcome to LIB5040 Management of the School Library Media Center

2. LIB5040Management of the School Library Media CenterToday’s Learning • Questions and updates • Budget (Obj. 1 & 6) • Grant Writing (Obj. 1 & 6) • Policies & Procedures (Obj. 8) • Public Relations (Obj. 10)

3. Questions & Updates • You may schedule a meeting with Dr. Nita in AETZ next week • Others?

4. Budget • “Student reading achievement in elementary and secondary schools is related to increases in school library program spending (Baxter & Smalley, 2003).” • “Scores on standardized reading and English tests in the schools included in this study tended to increase when libraries in the schools had newer books (Burgin & Bracy, 2003).” From: School Libraries Work! (2008). Scholastic Research and Results.

5. Budget • Budgeting is cyclical • Establish the plan based on the overall goals and objectives • Determine how much money is needed & how it will be spent • Identify sources of revenue • Assess if the funds met the goals & objectives • Revise plans or develop new plans NC Department of Public Instruction, Instructional Technology Division (2005). IMPACT: Guidelines for NC Media and Technology Programs. Raleigh, NC.

6. Budget • Establish the plan • Based on school’s instructional program/ School Improvement Plan • Collaborative effort • Use the MTAC – Media Technology Advisory Committee

7. Budget • Determine how much money is needed & how it will be spent • Collaborative effort • NC recommends that 60% of the instructional budget be used to acquire materials of lasting value for the media center

8. Budget • Identify sources of revenue • Local • State • Federal • Local fund-raising efforts (e.g. PTA, Businesses) • Grants

9. Budget • Budgeting systems • Line Item & Object of Expenditure • Each item placed on a line by a budget code/account number

10. Budget • Budgeting systems • Lump-sum Budget • Individual or group decides that different programs get a lump-sum of money

11. Budget • Budgeting systems • Formula Budgeting • NC allocates a certain amount of money based on the number of students - ADM (Average Daily Membership)

12. Budget • Budgeting systems • Zero-based budgeting • Be aware of the zero-based funding concept - in some schools the library gets zero funding

13. Budget • Assess if funds met the goals & objectives • Develop & implement formative evaluation measures

14. Budget • Revise plans or develop new plans • Collaborative effort • Generate a priority list for spending

15. Budget • Budget Activity Sheet

16. Budget Tips – Lessons Learned • Collaborate, collaborate, collaborate & then collaborate some more. • Remember, purchases for the media center benefit the entire school/learning community, not just one person or program.

17. Budget Tips – Lessons Learned • Keep a spreadsheet of what you have spent. • Keep copies of Purchase Orders (POs).

18. Budget Tips – Lessons Learned • Know and understand the budget year. • For example, expend money as soon as possible, particularly before March if the budget year runs from July 1 – June 30.

19. Budget Tips – Lessons Learned • Know and understand the budget year. • Always have a “wish list” handy – at the end of the school year, sometimes there are un-encumbered funds just waiting to be spent – be ready!!!

20. Grants & Grantwriting* • Chronological Outline for Submitting a Grant Proposal • Prepare to Write a Proposal • Identify & Select the Most Promising Funding Sources • Logistics & Pre-Planning • Write the Proposal • Format & Submit the Proposal • The Review Process * Adapted with permission from Writing Winning Grant Proposals developed by SEIR*TEC

21. Grants & Grantwriting* • Prepare to write • Identify needs – Needs Assessment • A NEED is the gap or discrepancy between a present state (what is) and a desired end state (what should be). • Example – “The science collection is out of date. The average age of the books in the 500s is 1992. It is recommended that science books should be no more than 5 years old.” * Adapted with permission from Writing Winning Grant Proposals developed by SEIR*TEC

22. Grants & Grantwriting* • Prepare to write • Identified needs provide the rationale for your proposed project. • Identified needs drive your proposal’s goals, objectives, activities, evaluation, personnel, resources, and budget. * Adapted with permission from Writing Winning Grant Proposals developed by SEIR*TEC

23. Grants & Grantwriting* • Prepare to write • In your “Needs” section, answer: • Why does the institution/school/district need the project? • What problem(s) will be solved? How? • What difference will the project make in the long run? • What does the professional literature say about the approach you’re proposing? • How can you document the need for the project? * Adapted with permission from Writing Winning Grant Proposals developed by SEIR*TEC

24. Grants & Grantwriting* • Prepare to write • Create files • Resume file for staff likely to serve as key project personnel • Financial file to aid in budget development: salaries, benefits overhead rates, per diem rates, etc. • Reference file: keep up on current information found in journals and publications • Data file: school demographic information, school survey results, etc * Adapted with permission from Writing Winning Grant Proposals developed by SEIR*TEC

25. Grants & Grantwriting* • Identify & Select the Most Promising Funding Sources • Read applications; notice funding priorities and look for a match with your priorities. • Talk to the grant contact person: how many grants will be funded, how many proposals are expected, are they looking for anything in particular, are abstracts from former projects available for review. • Ask colleagues for “intelligence”– who else is applying, does anyone have an “inside track.” * Adapted with permission from Writing Winning Grant Proposals developed by SEIR*TEC

26. Grants & Grantwriting* • Logistics & Pre-Planning • Communicate within your school or organization that you intend to write; seek support. • Consider asking other teachers to collaborate on the proposal with you – make it a team effort! • Make a checklist of everything required for the proposal * Adapted with permission from Writing Winning Grant Proposals developed by SEIR*TEC

27. Grants & Grantwriting* • Logistics & Pre-Planning • Carefully consider needs data and develop potential goals and objectives to address needs (1-3 goals are sufficient depending on the size of the grant). • Are the goals in line with the funding agency’s stated priorities? • Are the goals outcome oriented (rather than process oriented)? • Are the goals realistic and attainable? * Adapted with permission from Writing Winning Grant Proposals developed by SEIR*TEC

28. Grants & Grantwriting* • Logistics & Pre-Planning • What objectives will you accomplish in order to meet the goals? • Are the objectives measurable? • Can the objectives be met within the life of the project? • What activities will you do accomplish the objectives? * Adapted with permission from Writing Winning Grant Proposals developed by SEIR*TEC

29. Grants & Grantwriting* • Write the proposal • As soon as possible, ask partners, consultants, and others involved to write letters of support. • Start working on the budget earlier rather than later to ensure your plans fit within the funding limit. • Avoid revision of activities later in the process. * Adapted with permission from Writing Winning Grant Proposals developed by SEIR*TEC

30. Grants & Grantwriting* • Write the proposal • Introduction • Start your proposal with an introduction or executive summary in which you briefly state the educational problem. • State the project’s goals. • Explain how the school, teaching, and learning will be different as a result of the project. * Adapted with permission from Writing Winning Grant Proposals developed by SEIR*TEC

31. Grants & Grantwriting* • Write the proposal • Introduction • Explain how the project will address the problem. • Convince the reader that the program will have a sustained impact. * Adapted with permission from Writing Winning Grant Proposals developed by SEIR*TEC

32. Grants & Grantwriting* • Write the proposal • Actions, activities, strategies • Are they interesting and compelling? • What difference will the project make for teachers, students, and/or community? • What difference will the project make for the school, institution or education system? • How will the project activities be sustained after grant funds end? * Adapted with permission from Writing Winning Grant Proposals developed by SEIR*TEC

33. Grants & Grantwriting* • Write the proposal • Management plan • What activities and procedures will you carry out in order to accomplish each objective? • What are the timeframes for completing each major activity? • Who will carry out each major activity? * Adapted with permission from Writing Winning Grant Proposals developed by SEIR*TEC

34. Grants & Grantwriting* • Write the proposal • Evaluation plan • What does the school or district expect to get our of the project evaluation? • How will you use the results? • How will you determine whether each objective has been met? • Whether desired outcomes have been realized? * Adapted with permission from Writing Winning Grant Proposals developed by SEIR*TEC

35. Grants & Grantwriting* • Write the proposal • Evaluation plan • What evaluation strategies or methods will be used? • What kinds of information or data will be collected? * Adapted with permission from Writing Winning Grant Proposals developed by SEIR*TEC

36. Grants & Grantwriting* • Write the proposal • Key Personnel • What are the qualifications of key staff in terms of this project? • What is each person’s role in the project? • About what percentage of each person’s time will be spent on the project? * Adapted with permission from Writing Winning Grant Proposals developed by SEIR*TEC

37. Grants & Grantwriting* • Write the proposal • Budget • Are each of the budget items explained in the body of the proposal? • Can you show that costs are reasonable, that the budget isn’t padded? • Are there any in-kind contributions or matching funds? * Adapted with permission from Writing Winning Grant Proposals developed by SEIR*TEC

38. Grants & Grantwriting* • Write the proposal • Appendices • Letters of commitment or agreement to participate in the project • Letters of support • Supporting material • Prepare a current resume for every key staff person * note, not all funding agencies allow appendices, check the application * Adapted with permission from Writing Winning Grant Proposals developed by SEIR*TEC

39. Grants & Grantwriting* • Format and Submit • Give your first solid draft to a colleague • Proofread to see if:--basic elements are there--concepts are sound--writing and charts are clear--sections fit together into one cohesive design--no inconsistencies, especially in discussion of goals * Adapted with permission from Writing Winning Grant Proposals developed by SEIR*TEC

40. Grants & Grantwriting* • Double-check deadlines; When is the proposal “due”? Postmarked or Received? • Make sure necessary forms have been signed by organizational representatives (note: give warning weeks in advance). • Return to your “checklist” to ensure all required proposal elements are there. * Adapted with permission from Writing Winning Grant Proposals developed by SEIR*TEC

41. Grants & Grantwriting* • What do reviewers look for in proposals? • The proposal addresses grantor’s priorities by adhering to the RFP. • The need for the project is well documented. • Intended outcomes are clearly stated; project activities are likely to lead to the realization of desired outcomes. * Adapted with permission from Writing Winning Grant Proposals developed by SEIR*TEC

42. Grants & Grantwriting* • What do reviewers look for in proposals? • The project is compelling and is likely to have a positive, lasting impact. • Elements of the proposal are integrated. • The document is visually appealing. • The project will contribute to the field. * Adapted with permission from Writing Winning Grant Proposals developed by SEIR*TEC

43. Grants & Grantwriting* • Activity • Work in groups • Review the grant proposal

44. Policies & Procedures • Policies • A set of laws & tenets that guide decision-making and procedures. • Procedures • Implementation of policy. Should change with the development of new tools, processes, etc. • Guidelines • Outline the circumstances/use of resources. NC Department of Public Instruction, Instructional Technology Division (2005). IMPACT: Guidelines for NC Media and Technology Programs. Raleigh, NC.

45. Policies & Procedures • Look at sample policy & procedures manuals • What is included? • Why would you want a policy & procedures manual for your school library?

46. Policies & Procedures • Draft a mission statement for your library. • What would you want to include in your policy & procedures manual? (Create a draft outline)

47. Public Relations • It really starts with advocacy • AASL definitions of advocacy • http://www.ala.org/ala/aasl/aaslissues/aasladvocacy/definitions.cfm

48. Public Relations • Why is public relations important?

49. Public Relations • The ABC's of Marketing: Promoting Your Library Media Center Program is a Necessity by Kathy Schrock -- School Library Journal, 11/1/2003 • http://www.schoollibraryjournal.com/article/CA332671.html • Share Your Story: A Little Marketing Goes a Long Way by Christopher Harris – School Library Journal, 2/1/2009 • http://www.schoollibraryjournal.com/article/CA6632975.html?industryid=47087 Articles shared in a presentation given by Karen Perry, SLMS, Forsyth County Schools

50. Assignments • Read Morris Chps. 4, 5, 7, 8, 9, 11, 12 • Read Stephens/Franklin Chps. 8, 9 • Work on Resident Expert PD – Set up a time to meet with Dr. Nita in Qwaq AETZone • Finish Policy & Procedures Outline* • Work on PR Project * If not finished in class