Follett Destiny Textbook Management 1

1. Follett Destiny Textbook Management 1 Thomas ChangDistrict Resource Media & Technology SpecialistInstructional Technology and Library Media, Academic Services445 West Amelia StreetOrlando, Florida 32801407.317.3200 x.2556

2. Objective • Teach basic skills used for textbook management: • Cataloging & processing • Circulating • Reporting • *Inventory will be in a separate workshop • Increase confidence and autonomy • Problem-solving > Share ideas

3. District Policies? Getting Started Site-Based Policies Patron Accounts Logging On Textbook Policies Barcodes Barcode Placement Adding Titles Adding Copies Searching for Patrons Patron Issues Checking Out Checking In Fines Notices Deleting Textbooks Resources Table of Contents

4. http://teacher.ocps.net/thomas.chang/page5.html Only enter adopted, or FSBD textbooks in the textbook database (no jobber novels*, equipment, etc.) Enter into Destiny all 5 core curriculum area textbooks used in the current adoption cycle before August, 2010 No need to enter old consumables Student textbooks are highest priority Teacher materials are recommended at school’s discretion. Consider the following: Which materials do your teachers actually use? Are those materials available online? Are those materials expensive to replace? District Policies?

5. Organize a Textbook Team Administrator Department/grade level chairpersons Technical Support Representative Bookkeeper Secretary Attendance Clerk / Registrar Classified Staff Teacher and parent volunteers Student volunteers Getting Started

6. Contact the Florida School Book Depository to get an estimated schedule of your shipments http://www.fsbd.com/ Getting Started

7. Request and keep copies of all textbook P.O.s generated at your school Keep a copy of all packing/shipping receipts that arrive with shipments Cross-reference the packing receipt of each shipment with the boxes delivered before signing off Cross-reference the packing receipt with the P.O. Getting Started

8. Arrange a plan to add your unbarcoded textbooks: Order barcodes if needed at http://teacher.ocps.net/thomas.chang/page5.html Request your teachers to stack all textbook materials by title in their classrooms (remove everything from closets, cabinets, etc.) Visit each room with a stack of barcodes and this planning sheet http://teacher.ocps.net/thomas.chang/media/textbookplanningtable.xls Place the barcodes on the books using consecutive numbers for each stack (title) Record all the info to the planning sheet Getting Started

9. Once you have inventoried all of the rooms, present the planning sheet to your administration to clarify which titles should be added to Destiny, and which titles can be removed as surplus during the school year Use the FSBD catalog or Google to find ISBNs and prices if neededhttp://www.fsbd.com/ With this information, it should now be much easier to catalog your textbooks into Destiny. Getting Started

10. Make a plan with your team for ordering, receiving, processing, cataloging, and circulating textbooks at your school Set up a Calendar for touchstone days that require textbook duties High school sample: http://teacher.ocps.net/thomas.chang/media/yearlytextbooktasks.doc Prepare a plan distributing and collecting textbooks http://teacher.ocps.net/thomas.chang/media/textbookchecklist.pdf Getting Started

11. Management The single most effective deterrent for loss of your school’s materials is to have the confidence of the community you serve. Students, parents, and teachers all should have the clear perception that your school is well-organized with instructional materials and obligations management. Your policies need to be thorough and communicated as often as possible. Consequences should be consistent throughout your school. Exceptions should be kept to a minimum. Taking time to put policies and procedures in place will reduce the number of challenges you might encounter when collecting textbooks and/or payment from your patrons. Site-Based Policies

12. Promote and publicize your school’s Textbook Policies wherever possible: Website: Olympia High School https://www.ocps.net/lc/west/hol/mediacenter/Pages/Textbooks.aspx University High School https://www.ocps.net/lc/east/hun/schoolinformation/policies/Pages/Textbooks.aspx Site-Based Policies

13. Promote and publicize your school’s Textbook Policies wherever possible: Destiny Homepage link School newsletters Staff Handbooks Student Planners Emails Overdue notices Receipts Morning and afternoon announcements Site-Based Policies

14. Have clear and consistent consequences for lost and damaged materials Replacement costs http://www.myfloridahouse.gov/Sections/Documents/loaddoc.aspx?FileName=h0813b.EPC.doc&DocumentType=Analysis&BillNumber=0813&Session=2009 Removal of Student Privileges: Extra-curricular activities Dances Ceremonies Parking Decals Site-Based Policies

15. Have clear and consistent consequences for lost and damaged materials Refunds and Receipts? If a student pays for a lost textbook, and the textbook is found, Destiny will automatically generate a refund to the patron’s account If the patron withdraws from OCPS after paying off all obligations, Destiny will delete the patron’s account, and there will be no record of collecting monies If a patron brings back a textbook after withdrawing, and asks for a refund, it should be stated in your policies that the school requires a receipt of payment in order to receive a refund Site-Based Policies

16. Have clear and consistent consequences for lost and damaged materials (cont’d) Establish a school network to support compliance: Registrar Bookkeeper Activities Directors Ticket Salespeople Coaches Media Specialist (can provide Destiny View Patron Only access to selected staff for checking obligations) Site-Based Policies

17. Have clear and consistent consequences for lost and damaged materials (cont’d) Make a minimum of exceptions: Prepare official forms for: Students who report loss or vandalism to law enforcement Students with extenuating circumstances Alternatives to payment, such as community service, or fund raisers Site-Based Policies

18. Have clear and consistent consequences for lost and damaged materials (cont’d) Missing Barcode Information Be prepared with consequences for students who turn in materials with missing barcode information, as these materials are often checked out to a different student Site-Based Policies

19. If you check out textbooks to students: Do not allow students to leave books in classrooms Avoid situations that make the staff accountable for student materials Ask teachers to verify their own class sets and materials mid-year Site-Based Policies

20. Patron Accounts • How do I logon? • http://destiny.ocps.net (available on WWW) • Not everyone has logon access by default • How are patron accounts entered? • SMS for students • SAP for faculty • Manual entry (caution)

21. Logging On • I’m not seeing the same features I usually see. I can’t do the same things I use to be able to do. What happened? • Are you using your own logon? • View setting? • When I logon, I keep getting a message saying, “You must be a district administrator to update the sites in this district.” • Be sure to logon from your site, not destiny.ocps.net

22. Textbook Policies • You must have at least one default loan period setup • Remember to do this before checking out materials for the year! • You can have multiple loan periods if needed

23. Textbook Policies • Overdue to Lost is helpful as a pre-inventory indicator of what is lost. • No Auto-conditioning necessary

24. Barcodes • Use the Textbook Barcode Request Form at my website to order barcodes for materials that were not purchased by the district. I will send them to you by courier. • http://teacher.ocps.net/thomas.chang/page5.html

25. Barcode Placement • District Standard • Where on the textbook will it be easiest to scan the barcode by the hundreds/thousands? • If the barcode is peeled off by the student, how will you know which barcode # the book was assigned to? • How do we prevent students from peeling off or damaging the barcodes?

26. Adding Titles • If you brought along a P.O. or a shipping receipt, search for a title by ISBN in Add Textbook. Always search by ISBN!

27. Adding Titles • Adding Textbook Titles • The district shares titles, but not copies • There are two possible types of textbook titles • District Catalogued: Always choose from these titles first. • Textbook Titles (Follett Catalog): Only choose from these if a District Catalogued title is not available, or if the District Catalogued title is inadequate to attach your copies to. These require you to Save Title so that they become District Catalogued titles.

28. Which Title? • Click on the button that says next to a title that you want to investigate • Choose the best title based on • Completeness & accuracy of information • Number of schools using that title record

29. Adding Copies • Once you have decided on the title that you want to attach your copies to, use the Add Copies button

30. Adding Copies • Refer back to your Planning Table to complete this form.

31. Searching for Patrons • Circulation tab / Patron Status • Locate your own status • What does the status tell you? • Locate the status of someone else at your school • Locate the status of someone from another school

32. Searching for Patrons • Circulation tab / Patron Status

33. Searching for Patrons • Locate the last name “Maria Reyes” across the district? • Common error below. Why?

34. Patron Issues • I have a patron who has two accounts in Destiny. • Contact changt@ocps.net or 317.3200x2556 • Some of our staff badges are not working with Destiny. What’s wrong? • Check to see that the barcode on the ID badge is the same # as the barcode field in the patron’s account • Search for the patron by name, and if possible, have the badge reprinted

35. Patron Issues • Submit a Heat Ticket Request to ICTS • http://teacher.ocps.net/thomas.chang/page2.html • Be sure to include the district ID number of any patrons who are missing, or have incorrect information • Enrollment issues in SMS • Multiple E01 entries • Home School Field = School of Enrollment Field

36. Checking Out Textbooks • Using the To Patron tab is the simplest method of checking out textbooks. • Do not use the To Teacher tab.

37. Checking Out Textbooks • Practice checking out a textbook to your own account, and notice the due date.

38. Checking Out Textbooks • The default date was set when we set your Textbook Policies / Loan Period • You can select a special date, or another loan period • Pay attention to the menu for “until logout”

39. Checking In Textbooks • No need to locate the patron. Just scan the textbook barcode. • Now is the time to assess the condition, or create a fine. • Be sure that the name on the screen matches the name of the person checking in the textbook.

40. Fines • You must select a reason for the fine from the drop down menu. • The Other… button allows you to create/edit/delete

41. Fines • Copy Specific fines are for items in the database • Patron Only fines are for items not in the database • Fines should be stated explicitly in your Textbook Policies

42. Notices • Regularly notify students and teachers about their textbook obligations • Go to Back Office / Reports / Textbooks tab, and Checked Out/ Overdue…

43. Notices

44. Notices

45. Notices

46. Deleting Textbooks

47. Textbook Copies Comprehensive Report

48. Textbook Copies Comprehensive Report

49. Textbook Copies Comprehensive Report

50. Textbook Copies Comprehensive Report 1 2 3 4