Ordering Methods
for Library Materials/Equipment/Other
| Book
Ordering Procedures - Online Purchase Method |
- Use online ordering vendors
approved by the Office of Library Information Services and the
Purchasing Department. Those that are currently approved for
library books are: Follett, Grolier, World Book. The trend in BCPS is to utilize e-commerce
as the preferred method of ordering as it is efficient, cost
effective, and results in more timely delivery of goods and services.
NOTE: The Office of Library Information Services during the 2000-2001
school year piloted the online method for the 10.529 million
secondary school collection upgrade project (Library OnLine Acquisitions-
LOLA). It was a great success for all - librarians, Purchasing
Department, and the vendors who met our purchasing specification
"to use technology to work effectively and efficiently."
- Follow directions provided online
for use of database and searching features. See information about
the LOLA project for an example of directions provided by LIS
from a previous project.
- Provide a "Do Not Exceed"
amount rather than add up value of books ordered. The average
cost of book for elementary schools is $17.00. The average cost
of a book for secondary schools is $25.00.
- Check in book orders upon receipt
of shipment. It is very important to verify items shipped with
items ordered.
- Upload MARC records into library
automation system.
NOTE: System-level cataloging
and processing specifications are on file with all vendors
that library media specialists do business with. These specifications
are the standard by which all school library collections in BCPS
are organized.
| Book
Ordering Procedures - Purchase Requisition Ordering Method |
- Prepare a list of books using
recommended professional reviewing sources such as School
Library Journal, Booklist, H.W. Wilson publications, etc.
For detailed list of review resources, see the BCPS
Selection Policy for Library Materials.
- Provide a "Do Not Exceed"
amount rather than add up value of books ordered. The average
cost of book for elementary schools is $17.00. The average cost
of a book for secondary schools is $25.00.
- Complete the School
Library Media Order Cover form.
Supply vendor with needed
information.
- The Circulation System - Library
Pro or Follett
- Computer Hardware - MAC or DOS
Format
- Barcode Start # - Assigned by
school (Refer to your Barcode Range Assignment Form).
- Barcode Symbology - 3 of 9
- Make 5 copies of book list and
School Library Media Order
Cover form. Retain a copy in your administrative file.
Forward original and 4 copies to Library Information Services.
- Check in book orders upon receipt
of shipment. It is very important to verify items shipped with
items ordered.
- Upload MARC records into library
automation system.
NOTE: System-level cataloging
and processing specifications are on file with all vendors
that library media specialists do business with. These specifications
are the standard by which all school library collections in BCPS
are organized.
| Catalog
Ordering Method for Magazines and Periodicals |
- Use the print catalog of approved
magazines for school libraries. Annually, the Office of Library
Information Services prepares the list of recommended titles
and the Purchasing Department seeks bids from magazine jobbers
in order to obtain the best price and services. These catalogs
are sent to the school in the spring of each year. Subscription
period is for the calendar year - Jan - December.
| Library
Supply Ordering Method |
Use the library supply vendor
catalogs marked with a special label noting the discount and
bid number negotiated by the Purchasing Department. Vendor catalogs
such as Broadart, Demco, Gaylord, Highsmith, and others are send
to the school library annually.
| Audiovisual
Equipment Ordering Method |
- The Office of Library Information
Services annually prepares Educational Specifications for Audiovisual
Equipment in order to ensure
that schools purchase quality goods and services. The Purchasing
Department seeks bids from AV vendors in order to obtain the
best
price and services. A Price List for Audiovisual Equipment is
sent to the schools annually. Use the Purchase Requisition method
to order this equipment, or, if a Procurement Card for Library
Audiovisual Equipment is authorized by your school administrator,
then phone orders are authorized. Do not use Procurement Cards
for budget accounts other than those specified for the library
media center. It is extremely important for reporting, fund
tracking, and budget accountability reasons.
| Other
Goods and Services Ordering Methods |
- Library budget accounts strings
have been set up with the Accounting Department for contract
services, audiovisual equipment repairs (items not repaired by
LIS central funding), staff development, and electronic databases.
Use the Purchase Requisition method to order this equipment,
or, if a Procurement Card for Library these accounts is authorized
by your school administrator, then phone orders are authorized.
Do not use Procurement Cards for budget accounts other than
those specified for the library media center. It is extremely
important for reporting, fund tracking, and budget accountability
reasons.