Accountabilities
Information provided by Director, Internal Audit (20 October 2005) can be found on the Library Services website.
^ Top of page
Censorship
Challenged materials
-
Film Classification
Schools must abide by classifications applied to videos/DVDs and computer games by The Office of Film and Literature Classification. Their information sheet for schools (new window 111k
) sets out the conditions that apply.
www.oflc.gov.au/resource.html?resource=236&filename=236.pdf
Please be aware that a teacher is NOT a substitute for
a parent/legal guardian. Thus MA 15+ films can only be shown to students under 15 IF that student is accompanied by a parent or guardian.
However, once a parent or guardian is present, the screening is no longer deemed to be for curriculum purposes only, and there are copyright
implications which may mean that the film cannot be shown.
^ Top of page
Collection development & management
-
Collection development/selection plans
Full details regarding developing a Learning Resources Selection Plan, which includes effective selection procedures, procedures for addressing challenges, and establishment of a Learning Resources Selection Advisory Group are available on the Library Services website.
education.qld.gov.au/library/resource/eval/evalg-guide.html
-
Lost and non-returned materials:
Section 36(1) of the Financial Administration & Audit Act 1977 states that
'Every accountable officer
- is to manage the department under the officer's control efficiently, effectively and economically and avoid waste and extravagance; and
- shall ensure that procedures within the department, including internal control procedures, afford at all time adequate safeguards with respect
to – (iii) the prevention of fraud or mistake … '
Furthermore, the Department's Code of Conduct - specifically Principle 5 dealing with economy and efficiency -
details the requirements for the efficient use of resources as well as ensuring all departmental resources and consumable items are used only for the work
and business of the department. It mentions things like permission to use departmental resources off-site as well as ensuring employees do not breach
copyright laws with regards to copying of library and reference materials, etc.
As a result of the above legislative requirements, staff must ensure that departmental property is used for its intended purposes and any failure
to return departmental property may be subject to disciplinary action under the Code of Conduct provisions. As an example, teachers who fail to return
loaned library books may be asked to recompense the department for any losses and pay for replacement of lost resources.
^ Top of page
Quotes for purchase of books
The Department’s Purchasing Guidelines state that where a Standing Offer Arrangement or Preferred Supplier Arrangement is not in place:
- a minimum of one verbal quote is required for purchases up to $2,000
- a minimum of three verbal quotes from genuine competitors in the local area is required for purchases between $2,000 and $5,000
- three written quotes are required for purchases over $5,000.
Such quotes do not necessarily have to list the actual titles. You can get quotes for discount off recommended retail price for supply of books
from named publishers. In that case, you would approach library suppliers or other suppliers and ask them to nominate what discount off recommended
retail price they would offer, specifying the publishers. You will find that a particular supplier will have different discounts for different
publishers. This method allows you to do comparisons between book suppliers ahead of identifying or ordering specific titles.
Resource replacement
Where a library collection has been lost or damaged due to an “incident” (fire, flood, vandalism, cyclone etc), the Department provides funds for replacement through the Resource Replacement Scheme.
http://education.qld.gov.au/strategic/eppr/equipment/esmpr001/
Cover is provided on the basis that the risk of losses is effectively managed at the site. Of course, school libraries need records. Ensure that backups are not only done, but that they are stored off site – which does not mean in the next room.
Schools Catalogue Information Service (SCIS)
- ISBN-13. The International Standard Book Number (ISBN) has been expanded from 10 digits to 13. For advice on how this change is being
handled on SCIS, and implications for downloading SCIS records, see the Information sheet on ISBN-13 and SCIS (new window
89k
)
- SCIS and ScOT. You now have the choice of downloading SCIS records with an additional set of headings from the ScOT thesaurus. For help in
deciding whether to choose this option, see this
Decision-making aid (new window 88k
).
- SCIS records for learning objects. Education Queensland schools have been provided with learning objects from the Schools of
Distance Education (SDE) and The Le@rning Federation (TLF). SCIS records are now available for these objects. For information on how to acquire
and use these records, go to SCIS records for learning objects
(new window 67k
).
-
Stock-takes
Library collections are low value assets and at a significant risk of loss through theft, non-return or damage. An important
process in maintaining control over these assets is the conduct of annual stock-takes of library collections including 'satellite' collections.
Staffing may be an issue in conducting annual stock-takes however there are various procedures which can make the process less onerous. These
options include the following:
- Performance of audits on a rotational basis i.e. partial stock-takes of parts of collections deemed most at risk of loss or damage or
non-return etc. on a cyclical basis to ensure entire collection is reviewed over say a three year period.
- 'Satellite' collections to be booked out on a permanent basis to a responsible officer (HOD) who will have responsibility for carrying out
the stock-take and certifying that the stock-take has been done and that the report on it is correct.
- Allocation of a budget amount for the stock-take as part of the school budgetary processes.
^ Top of page
Copyright
Library Systems
- The mooted integration of a Library System with the new Management System for Schools (MSS) is not going ahead.
- The Department has a Preferred Supplier Arrangement with Softlink.
- Schools are, however, not required to implement a Softlink system.
- However, before considering a change of Library Automation System it is well to consider the following
- Whole of life costing – this includes
- Licence costs
- Ongoing annual costs (support and annual license renewal if applicable)
- Cost to install – including data conversion costs
- Cost to migrate to another system when the system no longer meets your needs
- Ownership/custody of library data
- Compatibility with other systems in the school, including the school’s management system
-
Privacy and security issues
- Queensland Government Privacy principles
Information Standard 42 (new window 205k) state that we do
not collect more personal information than is needed to do the job. Fingerprints are NOT needed to run a circulation system! Therefore using
a fingerprint module is not allowed by the Department.
www.governmentict.qld.gov.au/02_infostand/standards/is42.doc
- Also, be very careful about what data you store in the Borrower’s file. Queensland Government Information Standards
(Information Standard 18 Information Security)
would suggest that security required for sensitive personal data far exceeds that available on a normal library computer stored in the average
school library.
www.governmentict.qld.gov.au/02_infostand/standards.htm
^ Top of page
Music licences
APRA licensing information
www.apra.com.au/music-users/education_print/schools.asp
Quality indicators (student:staff ratios, collection size and other quality indicators)
The most authoritative source is:
Learning for the future: developing information services in schools. Australian School Library Association, Australian Library and Information Association. Carlton South, VIC: Curriculum Corporation, ©2001
Videos and DVDs
Public screening
The Australian Copyright Council information sheet G31
Videos, Films and DVDs: Screening in Public (new window 245k )
is very useful.
www.copyright.org.au/pdf/acc/infosheets_pdf/G031.pdf
The bottom line is that whether or not a screening is
being charged for, once it becomes a social occasion, involves other than students and teachers for classroom learning, or is held in premises off
the school grounds, you are required to obtain permission from the rights owners.
Last updated: January 2007
^ Top of page
Other languages