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1 Follett Destiny Textbook Management 1 Thomas Chang District Resource Media & Technology Specialist Instructional Technology and Library Media, Academic.

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Presentation on theme: "1 Follett Destiny Textbook Management 1 Thomas Chang District Resource Media & Technology Specialist Instructional Technology and Library Media, Academic."— Presentation transcript:

1 1 Follett Destiny Textbook Management 1 Thomas Chang District Resource Media & Technology Specialist Instructional Technology and Library Media, Academic Services 445 West Amelia Street Orlando, Florida x.2556

2 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 3 Table of Contents 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

4 4 District Policies? 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?

5 5 Getting Started 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

6 6 Getting Started Contact the Florida School Book Depository to get an estimated schedule of your shipments

7 7 Getting Started 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.

8 8 Getting Started Arrange a plan to add your unbarcoded textbooks: –Order barcodes if needed at –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 okplanningtable.xls okplanningtable.xls –Place the barcodes on the books using consecutive numbers for each stack (title) –Record all the info to the planning sheet

9 9 Getting Started 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 needed With this information, it should now be much easier to catalog your textbooks into Destiny.

10 10 Getting Started 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: rlytextbooktasks.doc rlytextbooktasks.doc –Prepare a plan distributing and collecting textbooks bookchecklist.pdfhttp://teacher.ocps.net/thomas.chang/media/text bookchecklist.pdf

11 11 Site-Based Policies 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.

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

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

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

15 15 Site-Based Policies 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

16 16 Site-Based Policies 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)

17 17 Site-Based Policies 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

18 18 Site-Based Policies 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

19 19 Site-Based Policies 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

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

21 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 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 23 Textbook Policies Overdue to Lost is helpful as a pre-inventory indicator of what is lost. No Auto-conditioning necessary

24 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.htmlhttp://teacher.ocps.net/thomas.chang/page5.html

25 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 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 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 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 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. 30

31 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 32 Searching for Patrons Circulation tab / Patron Status

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

34 34 Patron Issues I have a patron who has two accounts in Destiny. –Contact or 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 35 Patron Issues Submit a Heat Ticket Request to ICTS 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 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. 37

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” 38

39 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 40 You must select a reason for the fine from the drop down menu. The Other… button allows you to create/edit/delete

41 Fines 41 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 42 Notices Regularly notify students and teachers about their textbook obligations Go to Back Office / Reports / Textbooks tab, and Checked Out/ Overdue…

43 43 Notices

44 44 Notices

45 45 Notices

46 46 Deleting Textbooks

47 47 Textbook Copies Comprehensive Report

48 48 Textbook Copies Comprehensive Report

49 49 Textbook Copies Comprehensive Report

50 50 Textbook Copies Comprehensive Report 12 34

51 51 Textbook Copies Comprehensive Report Right click on the saved file, and choose Open With. Then choose Microsoft Office Excel.

52 52 Textbook Copies Comprehensive Report Choose As a read-only workbook.

53 53 Textbook Copies Comprehensive Report Highlight all of column B and right click. Choose Format Cells.

54 54 Textbook Copies Comprehensive Report Choose the Category Number. Set the Decimal places to 0. Click the OK button. This will expand out your barcode numbers.

55 55 Create a.txt file for updates and deletes Now that you can isolate your barcodes into a single column, you can copy them from the EXCEL file and paste them into a Notepad (.txt) file. This will enable you to: Perform batch deletes Perform batch updates

56 56 Resources My website

57 57 What do I do when the internet is down or too slow? –Before this happens, you must download and install Follett Remote to any computer you use to circulate textbooks –http://fsc-download02.fsc.follett.com/sp640/remote/win/FollettRemote_1_0.exehttp://fsc-download02.fsc.follett.com/sp640/remote/win/FollettRemote_1_0.exe Follett Remote

58 58 Tips Always look at the screen after you scan something to verify if it processed correctly Listen for the sounds Remember the tabs Remember the features at bottom of the page and on the upper right side of the page Using Prnt Scrn key (or Alt + Prnt Scrn)

59 59 In-service Points component # 006 points Use 3 leading zeroes in front of the personnel ID #


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