Library Collection Management

Maintain -- Support Materials
Discarding Instructional Materials

Destiny Process:

If you choose to delete a copy, you'll have the option, Track as weeded, to add the copy to your Weeding Log. If you choose Yes, Destiny adds title and copy information to the log. You can generate a Weeding Log in Reports in the Back Office.

If you choose to delete a copy, be aware of the actions that Destiny takes automatically:

• Any fines are retained on the record of the patron(s) who incurred them.
• Any holds for the copy are deleted. (If there are other copies, any title holds remain in effect.)
• The total numbers in the Collection Statistics Summary are not affected by a deletion. When drilling down to view the copies, however, this copy, and its individual statistics, will not appear on the list.

Before you choose to delete a copy that is the last copy attached to a title (MARC) record, make sure you have selected your preferred option on the Site Configuration page in the Back Office.

If you selected the option, when the last copy of a title is deleted, remove the title from the library's collection, the title's association with your library is severed. By default, this check box is selected. By removing titles with no copies, search results will include only titles that have copies for your patrons.

If you prefer to globally remove title records with no copies, see the Remove Titles tab of the Update Titles page in the Catalog.

What to do with the book:

1. Pull the books from the shelf and track as weeded in Destiny.   
2. Notify teachers that surplus books are available for classroom library collections for at least a week.
3. Once teachers have had an opportunity to select books for their classrooms, provide the Purchasing Office with an electronic list of weeded books.
4. The Purchasing Office will present the list of books to the Board, who will officially declare the weeded books as surplus. Per RCW28A.335.180 the District is not allowed to dispose of surplus property for 30 days following Board approval.
5. During the 30 days, display the books in an open area for students to select copies.
6. After student selection they can be granted to a federal, state, or local government entity at no cost on the condition the property will be used for preschool through twelfth grade education purposes. (RCW 28A.335.180)
   Donation locations must be approved by the Instructional Technology and Libraries Director.
7. Provide an electronic list of the remaining book titles, approved by the Principal, to Purchasing. If applicable, Purchasing will arrange the sale of the books based on the following RCW guidelines (RCW39.33.070).
   1. If the reading materials are estimated to have value as reading materials in excess of one thousand dollars, they shall be sold at public auction to the person submitting the highest reasonable bid following publication of notice of the auction in a newspaper with a general circulation in the library or school district.
   2. If no reasonable bids are submitted under subsection (1) of this section or if the reading materials are estimated to have value as reading materials of one thousand dollars or less, the library or school district may directly negotiate the sale of the reading materials to a public or private entity. Proceeds from the sale are returned to the building’s book budget.
   3. If the reading materials are determined to have no value as reading materials or if no purchaser is found under subsection (2) of this section the reading materials may be recycled or destroyed.
8. If Purchasing determines that option C is applicable they will instruct Library staff to coordinate the recycling or destruction of books with the Instructional Technology & Libraries Director.

Discarding Textbooks and Instructional Materials Not in Follett Database

1. Open the Excel surplus book form.xls , enabling macros, and fill in all fields for each title. Save an electronic copy of the surplus book form.xls using the following filename format: school code-box number (ex: 01-001 = Alderwood-Box#1). Assign box numbers consecutively from the Discard, Box # list in the Patron database. Do not duplicate a box number. Attach the saved surplus book form.xls file to an email to Carol Rier notifying her that these materials are ready for surplus. Print a hardcopy for your building records.
2. Place boxes of discards in your school's pick up location. Maintenance will pick up the boxes when their schedule permits.

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