Library Media Purchasing Process

FY 2018

General guidelines
1. School-based allocations will be calculated based on student enrollment figures
and a standard amount per student. Schools that have significantly lower or
higher enrollment amounts will have their allocation adjusted higher/lower to a
minimum/maximum amount.
a. Elementary - $8.00 per student (schools receiving less than $2000 will be
bumped up to that amount)
b. Secondary - $7.00 per student (middle schools receiving more than $5000
will be bumped down to that amount, high schools receiving more than
$7000 will be bumped down to that amount)
2. School-based allocations should be utilized to purchase:
a. books (print or digital)
b. magazines (print or digital)
c. reference materials (print or digital)
d. materials to support LM or specific content area instruction
e. supplies/materials to support the management of the library media center
and its materials
3. School-based allocations should not be utilized to purchase:
a. Equipment or furniture over $1000
b. Supplies (example printer cartridges, laminating film, toner, etc) that is not
specifically utilized for or by the Library Media Center

Specific Instructions for the 2017-2018 School Year

AGAIN THIS COMING SCHOOL YEAR, JONI PATTERSON WILL BE ENTERING ALL
REQUISITIONS FOR ALL SCHOOL LIBRARY MEDIA CENTERS.

Library Media Specialists are responsible for:

identifying and creating lists of materials to be purchased and communicating
that information to Joni
notifying Joni when materials have arrived/orders are complete so that they can
be received/paid within the Munis system
ensuring that materials ordered are appropriate, are of good quality, and meet
other established criteria per our Policies and Procedures documentation
ensuring that correct processing (cataloging specifications, barcode ranges, et)
information is on file with vendors
ensuring that Joni receives all information in a timely manner so that established
deadlines are met and invoices are paid

Outlined below are recommended steps for ensuring accuracy of requisition

entry and receiving.
Ordering:
1. Use online vendor services when available to create shopping carts or other lists
of items. When online shopping services are not available, please scan any
paper copies of lists, etc and email to Joni Patterson using the same naming
convention suggested below.
2. When compiling book orders, please do two different shopping carts. One for
books/other materials and a second cart for e-Books.
3. When creating magazine orders, please utilize the lists available on the LibGuide
or directly from the EBSCO/Flipster site and email your list to Joni Patterson for a
quote.
4. Save and name carts/shopping lists with school name, vendor name, and date so
that it is easily identifiable (example: JHEFollettlListOct2017).
5. Email the shopping carts/lists and the completed requisition template to Joni
Patterson.

Receiving:
1. When ordered items arrive at the school, use the packing slip to indicate what
has been received.
2. Keep in mind that e-Book Orders only take a couple of days to be placed in your
school's Destiny Discover.
3. Scan the packing slip and name the file in the same structure as requested
above (JHEFollettPacking) to Joni Patterson by scanning and attaching it to an
email.
4. If there are issues with any orders (missing or damaged items, incomplete
orders, etc.) please include that information in the email accompanying the
scanned packing slip.

It may be necessary to fine tune or adjust these processes as we begin entering or receiving
orders. The current version of these instructions will be available on the Departmental LibGuide
- Program Management at http://libguides.wcps.k12.md.us/LMGuide/programmgmt