Ordering Procedures

Updated August 2022

Introduction

This document contains guidance and basic procedures for purchases using the 1501 Library Media Materials and 1501 Supplies Audio Visual budgets. Specific questions should be directed to the Technical Assistant for Media Technical Services.

Every year, each school is allotted county funds for the purchase of books and periodicals (print and digital) as well as other materials to be used in their Library Media program during the course of that school year. These funds are held in two budgets:

● 1501 Library Media Materials

● 1501 Supplies Audio Visual

Library Media Specialists may also have access to the 2501 Instructional Technology budget at their school. This document addresses only the 1501 Library Media budget categories. All purchases using funds from HCPSS budgets must be made using a procurement card (pcard) or by Workday requisition. There will be NO reimbursement from these budgets for purchases made using personal resources. All records, paper and digital, of the purchases using these funds must be stored by the media specialist for four years, per guidance from the HCPSS Records Management Division and Policy 3050. Consult with your school administrative team for additional guidance before destroying records.


1501 Library Media Materials (“Book budget”)

1501 Library Media Materials – Selection Guidelines

Each year during the budget process, funds are allocated for Library Media materials using a "per pupil" allocation. Funds from this budget are to be spent on books and other publications such as additional databases, subscriptions, eBooks, and or video materials/DVDs to be circulated to students and staff—it is frequently referred to as the “book budget.” 

Each school's allocation for this account becomes available at the beginning of the fiscal year (July) and the Coordinator, Library Media, will inform each school librarian of their Library Media Materials budget in a timely manner. The Technical Assistant for Media Technical Services completes all purchases made from this fund on behalf of the school Library Media programs. 

The 1501 Library Media Materials funds are intended to be used for the purchase of books and other materials for use by students during the school year in which the funds are allocated. Library Media Specialists are encouraged to spend the funds as early as possible in the school year. 

Selection of materials for school Library Media collections is one of our greatest responsibilities. This responsibility is delegated to the professionally-trained Library Media Specialists in accordance with HCPSS School Board adopted policies and guidelines (Policy 8040).

After determining collection needs, the Library Media Specialists identify high-quality materials that meet Howard County Public School System guidelines.

Materials may be selected from:

● favorable reviews in approved sources (see table below)

● the HCPSS Public Access Catalog (PAC);

● HCPSS curriculum guides and resource guides;

● bibliographies in HCPSS approved textbooks;

● favorable evaluations by three certificated educators using the "Selection Criteria forMedia Center Materials" form (see Library Media Handbook appendix).

All materials must be for the appropriate grade level.

The following resources are approved as review sources. This list only includes major review journals - a full list of approved review sources can be found in the Appendix. Please use the indicated abbreviations:

Booklist  -  B

Bulletin of the Center for Children’s Books - BCBS

Booklinks - BL

Horn Book - HB

Kirkus Reviews - KR

Public Access Catalog (HCPSS) - PAC

School Library Connection - SLC

Science Books & Films - SB&F

School Library Journal - SLJ

Reviews may also be found on Follett's Titlewave (https://www.titlewave.com/). Library Media Specialists should set up a school-specific account on the Titlewave “Sign Up” page.

When no review is found and the item is not already in the PAC, the “Selection Criteria for Media Center Materials” form found in the Appendix of the Library Media Handbook should be used to submit the item for approval. This form requires each submitter to review the work in its entirety then provide a signature of review and approval by three certificated educators. After three educators approve the addition, both the item and the form should be sent together to Media Technical Services to add the item to the county catalog database. Forms will be returned with the processed item to the school submitting them. Forms should be kept on file at the school as long as the title is in the HCPSS PAC.

Schools should order a minimum of ninety percent of allocation funds spent on books (print and digital) from the following companies:

● Follett (Titlewave)

● Perma-Bound (as of 2024, .84 per book attached processing fee, must be paid from book budget)

● Mackin

● Capstone

● Scholastic Library Publishing

However, some publications are not available from these suppliers and may be ordered from the publishers or specialized suppliers. The Technical Assistant for Media Technical Services is available to help with this.


eBooks

eBooks should not account for more than 15% of the school book budget. You do not need to set a DNE limit for eBooks or other digital materials as they are not physically stocked in a warehouse and therefore possibly out of stock.

Mackin should be used as the primary vendor for eBooks. Another vendor may be used with approval by the Coordinator, Library Media. Do not purchase eBooks from Follett or Perma-Bound as their platforms are not supported by HCPSS. Give priority to titles that have perpetual licenses as titles with subscription access that expires periodically will have to be paid for again from collection funds.


Series Titles

Titles in a series, even if previous titles in that series are already approved, must have a positive review or they must be read and have a “Selection Criteria for Media Center Materials” form completed (indicating that the title is appropriate/approved). There have been series for which the first several titles were appropriate, but a later title had serious flaws/issues.


Standing Orders

Standing orders (orders that are automatically generated by the supplier, such as new titles in a series) are not permitted. Because funding from year-to-year cannot be guaranteed, Library Media personnel may not enter into agreements for standing orders.


Paperback Books

Paperback books are frequently not cost-effective purchases when one considers the limited shelf life and cost of processing them. Consider instead purchasing the titles in prebound format, which are specifically bound for library use.


Audiovisual Materials

Audiovisual (AV) materials must meet the same selection criteria as books. AV materials may be purchased from the Library Media Materials account.

From HCPSS Policy 8040, section IV.2, the following guidelines must be used in selecting AV materials. Materials rated R, NC-17, or were produced after 1990 with no rating must not be purchased at any school level. Materials rated PG-13 must not be purchased for elementary or middle schools.

a. Audio and video materials including streaming, should be used to enhance instruction according to approved curriculum. Schools must be judicious in acquiring and using audio and videos, making certain that they are not substituting their use for more worthwhile experiences or using an entire video when several selected excerpts would serve the instructional purpose more effectively. Rarely should teachers show full-length feature videos during class time.

b. Videos rated R, NC-17, or non-rated feature videos produced after 1990, may not be shown to classes in HCPSS; furthermore, PG-13 videos may not be shown in middle or elementary schools. PG rated videos may not be shown to students in Grades PreK-3. Annual notification of these restrictions should be made to parents and site-based staff.

c. Teachers may show brief, appropriate excerpts from audio and visual excluded by this policy to address an important instructional purpose. The teacher is responsible to ensure that the excerpts conform to this policy and subject area selection criteria.

d. Prior to use with students, all audio and video material will be previewed and evaluated by those teachers who will use it. If the material meets curricular objectives and is age and developmentally appropriate, it may be used.


Collection Equity Funds

The HCPSS Library Media budget may include funds for schools with small Library Media collections or collections that need additional up to date materials. In order for a school to be considered for an equity allocation, all of the following requirements must be met:

1. All Book and AV budget purchases are made by February 1st. Book lists should be submitted for approval to the Coordinator, Library Media by this date. Approximately $300 may be retained after this date for incidental purchases.

2. 5% of total collection weeded during the school year from June 1st – May 31st (weeding figures obtained from the Coordinator, Library Media)

3. Periodical order for less than 10% of Book & AV budget.

4. Online resources ordered total no more than 5%(ES), 10%(MS), 15%(HS) of Book & AV Budget

5. All required reports (Annual MSDE Library Media Report, HCPSS Annual Library Media Report, etc.) submitted on or before the deadline.



1501 Library Media Materials – Book Ordering Procedures

Making Your List

1.Whenever possible, use the vendor website to build your title list. You may sign up for an account directly on most websites. If you are having difficulty signing up, contact Media Technical Services for assistance.

2.Preapproved lists of books (such as Best of Year, Summer Reading and state awards) can be found on Titlewave (Follett) and can be used for purchasing.

3.Determine each item being ordered meets HCPSS Media selection requirements. An item will only be approved for addition to a collection if it is already part of the HCPSS collection (found in the Public Access Catalog) or has a positive review in a journal listed as an approved review source (see table page 3). Include the review source for each item in the Notes field provided on the vendor site. Use the abbreviations in the table and include the date of publication of the review in your Notes for list approval. If the vendor site does not have a Notes field for items, a separate spreadsheet must be provided with the book order for approval.

4.You are responsible for completing and forwarding a Selection Criteria for Media Center Materials review form to Media Technical Services to add any item that does not have a positive review or is already in the PAC. The form with directions for use is available in the Appendix of the Library Media Handbook. Once the item is processed, the form will be returned to you and must be kept on file at the school for as long as the item is in the HCPSS PAC.

5.When naming your list, use the following convention. If requesting a specific DNE limit for print books (item 6 below), include it in your list name:

School Abbreviation – Last Name - Identifying Details/DNE limit

Example:    MTS - Ressler – Fall 22 DNE 1500

6.Do Not Exceed (DNE) Orders: When placing orders to purchase print Library Media books, create a Do Not Exceed (DNE) order for carts over $300. Because vendors do not always have all the books in their catalog in stock, creating a DNE order gives the vendor a greater chance of filling your order to a specified spend limit from what they have available. To create a DNE order, fill your cart with items to reach the amount you would like to spend (your DNE limit), then pad the cart with an additional 15% more (dollar value) in items that you would also want to add to your collection. Indicate the DNE limit in the list name (see naming convention in item 6 above). For example, a cart with a DNE limit of $1000 should have items totaling $1150. The cart value is 15% more than your desired amount to spend (your DNE limit). If you do not indicate a DNE limit in your list name, the Technical Assistant will set one on all print carts over $300 that will be 15% less than the total value of the cart.


Submitting your book list for approval and purchasing

1.Whenever possible, use the vendor website to create and share your book purchase lis twith the Coordinator, Library Media, for approval and ordering. Individual accounts canbe set up on all of the sites below.

2.Follett (Titlewave), Perma-Bound, and Mackin offer a direct list share function to submit for approval. For Capstone, Scholastic, and other vendors, create a cart on the vendorsite, print a copy of the cart as a PDF, and email it to Melissa Daggett for approval. Onceit is approved, Media Technical Services will submit the cart to the appropriate representative for a formal quote and purchasing. Mackin is our preferred vendor for eBooks; do NOT order eBooks from Follett or Perma-Bound as their platforms are not supported.:

Vendor - Website - Share to (case-sensitive)

Follett   -   https://www.titlewave.com/    -   melissa_daggett

Perma-Bound   -   https://www.perma-bound.com/   -   MELISSA_DAGGETT@HCPSS.ORG

Mackin   -   https://www.mackin.com/hq/   -   melissa_daggett@hcpss.org

Capstone   -   https://shop.capstonepub.com/library/   -   Email PDF of cart to Melissa

Scholastic   -   https://scholasticlibrary.digital.scholastic.com/   -   Email PDF of cart to Melissa

When your list is approved, it will be forwarded to the Technical Assistant for Media Technical Services to create the requisition and place the order using your school’s Library Media Materials allotment (book fund). Once the order has been placed, the Technical Assistant will forward a copy of the order confirmation to the Library Media Specialist.


When Your Book Order Arrives

Keep track of the fulfillment of your book order via the vendor website. Follett (Titlewave) is particularly easy to consult Order History to track the filling and shipment of your orders, as well as access past order invoices. If the vendor is not able to fill your order to within $25 of your DNE limit, Media Technical Services will contact you to ask for a filler list – additional titles that the vendor can use to try to completely fill your purchase order.


Adding Unprocessed Books to a School Collection


1501 Library Media Materials – Non-book Order Guidelines and Procedures 

Periodicals 

Periodicals to be used by students must meet the same criteria as books. A combined order is compiled from all school requests, and all subscriptions are placed with EBSCO for one calendar year. This procedure simplifies routines and results in substantial savings. Therefore, schools are expected to place their subscription orders in the prescribed manner. Detailed directions for ordering periodicals are sent to each school in February or March along with the approved periodical list. Professional periodicals, used only by staff, are automatically approved. Periodicals to be used with students that do not appear on the approved list may be purchased by completing the Selection Criteria for Media Center Materials form. The completed form should be forwarded to Media Technical Services with the periodical order. 

Each school is informed of the cost of its periodicals at the start of the school year. The amount is deducted from your 1501 Library Media Materials account at that time. All correspondence pertaining to missing issues, poor service, etc., should be directed to EBSCO Subscription Support (SubscriptionSupport@ebsco.com). When contacting EBSCO, reference the HCPSS account identifier RB64573-01. 


Online Resources 

HCPSS provides all schools with a wide variety of resources; therefore, the 1501 Library Media Materials budget should be used mainly to purchase books and AV materials. However, there are many products available that support the College and Career-Readiness Standards and provide digital access to materials that support the curriculum. Schools are allowed to spend up to 5% (elementary), 10% (middle) or 15% (high) of their collection funds for online resources. There are some considerations to bear in mind:

● Online resources have an annual cost (unlike perpetually licensed eBooks which are a purchased item which remains available for several years).

● There is no guarantee that funds will be available for subsequent years.

● The Technical Assistant for Media Technical Services will place the order in Workday and send it to the vendor for fulfillment once the purchase order is released.

● Compliance with the determined percentage for online resources will be considered when determining if schools are eligible to receive collection equity funds.

● The Library Media Specialist is responsible for monitoring any database subscription to determine the effectiveness of their use and the overall effects on the program.

● Online resources must follow all the guidelines of the selection policy, having either a positive review in an approved review source or a completed Selection Criteria Review form if other schools don’t already have access.

As a participant in the MDK12 Digital Library, HCPSS schools may purchase a variety of online resources at discounted prices. The most recent list is available in the Appendix of the Library Media Handbook.


Newspapers

Newspapers to be used in the school Library Media Center should be carefully chosen publications for general circulation. Payment for newspapers may be handled through the Library Media Supplies AV account or other appropriate accounts.

Examples include:

● Local newspapers – Columbia Flier, Howard County Times

● Large city newspapers – The New York Times (Sunday edition), The Baltimore Sun, The Washington Post

● National newspapers – USA Today, Wall Street Journal

● Special interest newspapers when they deal with school curriculum and are appropriate for the age, interests, and maturity level of the students – e.g., Baltimore's Child


U. S. Government Publications

Government documents are available for purchase from the U. S. Government Printing Office (http://bookstore.gpo.gov).


Instructional Software and Digital Tools

HCPSS uses a number of contracted Essential Digital Tools and authorized Supplementary Digital Tools to deliver educational programs and services, enhance educational experiences, and educate students about safe and effective online practices. A digital tool is any interactive website, application (app), or software that requires an account with a username and password.

All software to be used with students in the Howard County Public School System must be approved for use prior to purchasing or setting up trials. Review the digital tools menu and proper approval process before purchasing.


1501 Supplies Audio Visual – Guidelines and Procedures 

The 1501 Supplies Audio Visual (Supplies AV) budget is an annual allocation for Library Media and school audiovisual supplies (lesson supplies, supplies related to the function of the Media Center, projector lamps not provided by the Office of Technology etc.). Purchases from this account are made by the Library Media Specialist with the approval of the school principal. 

Purchases can be made using a procurement credit card (pcard). A pcard can be obtained with the permission of your principal and the completion of the HCPSS pcard training course. The school administrative team facilitates this process. 

Library Media Specialists may also make purchases by creating a Workday requisition using the Supplies Audio Visual spend category. Every Library Media Specialist is responsible for learning how to place a requisition and receive on a purchase order using Workday. It is highly recommended that each Library Media Specialist and Media paraeducator responsible for managing purchases in Workday complete the Canvas course Money Matters (Finance Clerks). This course provides detailed videos and downloadable reference sheets for the entire process of purchasing in Workday. The Technical Assistant will post Library Media purchase-specific resources to the Library Media Canvas community and Library Media Support Site at the start of each school year. 

Library Media supplies should be ordered, if possible, from the company awarded the Baltimore Regional Council of Governments bid contract, which provides substantial discounts. The company that currently holds the contract with several Maryland school districts including HCPSS is Demco (demco.com). Library Media Specialists should set up an account on this site and add contract C6MD07. Although AACPS is in the contract name, the contract applies to HCPSS as well. This contract provides an 18% discount on in-stock supplies and 7% on in-stock furniture as well as free shipping on purchases of $75 and higher. Do not purchase from Demco without including this contract. Purchases may be made directly from the Demco website using a pcard, or a quote can be requested from the website, then printed as a pdf and attached to a Workday service requisition. Purchases of Library Media supplies may also be made from online retailers such as Amazon Business and Office Depot Business using a pcard, but it is imperative that a business account be established for work-related purchases only and to remove sales tax, separate from any personal accounts. 


Audiovisual & Technology Equipment 

School-based accounts may be used to purchase audiovisual and/or technology equipment. In addition, audiovisual and technology equipment may be ordered when AV equity funds are available (schools are notified if they will receive these funds). Consult with the building principal about using these accounts. 

Select new equipment from the current AV Equipment Catalog that is available online at https://purchasing.hcpss.org/catalog and is routinely updated to reflect product and price changes. Some equipment, such as projectors and document cameras, should be first delivered to the Logistics Center to be tagged and entered into the Central Inventory Database (CID). 

It is the policy of the Howard County Public School System to solicit competitive price quotations for audiovisual equipment. Accompany any requisition to purchase audiovisual equipment other than that listed in the current AV Equipment Catalog with a written justification to support the purchase of such equipment. Letters of justification must come from the school principal. Email the letter to the Coordinator, Library Media. This approval process reviews the serviceability of the equipment requested. Requisitions to purchase audiovisual equipment not in the current AV Equipment Catalog that are not accompanied by a written justification will be returned to the originator for such justification.

When ordered equipment arrives, open the package to determine that the correct contents have been shipped. Verify that the equipment operates properly. In Workday, create a receipt so that Accounts Payable can pay the supplier. Add an equipment record to the Central Inventory Database (CID) if it hasn’t already been done by the Logistics Center.


Other Accounts

Other monies (profit from book fairs, donations from the PTA, and money from lost materials) should be maintained in a separate, school-based checking account to be spent on Library Media Center purchases. Individual schools determine their own school activity account procedures for collecting and spending these funds. These details should be discussed with the principal's secretary or with the school bookkeeper. Library media personnel should keep a record of expenditures against this account.


Furniture

Check with the Coordinator, Library Media if it is felt that there is a need for new or replacement furniture. If it is determined that furniture is needed for the Library Media Center, the Library Media Specialist should consult with the building principal who manages the funds for furniture. Funds to purchase Library Media Center furniture may also be made available by the Coordinator if the general Library Media budget permits.


Curriculum Guides

For educators in the HCPSS, the Essential Curriculum for all subjects can be found in Canvas.  Parents and community members who would like to see the Essential Curriculum for HCPSS may be directed to the "Academics" link on the HCPSS website (http://www.hcpss.org).   Parents and community members who do not have access to the internet and who wish to examine these documents can do so at the Information Center of the Applications and Research Lab (ARL) on school days between the hours of 7:30 AM and 4:00 PM.  Visitors should call to make an appointment; the phone number is 410-313-6998.  If for some reason a parent is unable to access the HCPSS website or cannot travel to the ARL, a print copy may be made for them.