The Department of Libraries (DOL) invites Vermont school libraries and media centers to make use of DOL's services:

1. Two Regional Libraries: located in Berlin and St. Johnsbury
   Schools may use these libraries for short-term borrowing of collections of books (and audio-visual materials)
2. Childrens Services Consultant/CBEC (Children’s Book Exhibit Center)
   Offers workshops of interest to school librarians, including oral review programs of new books for birth through high school (Material Review Sessions); sponsors or co-sponsors Vermont’s three student selected book awards and consults no children’s literature and children’s services.

• Discounts on electronic products (Vermont Online Library), Motion Picture Licensing, and State Contracts with Selected Library Vendors
• Annual Vermont School Library Statistical reports

      Packet contents:

  1. School Use of the Regional Libraries (Go To)
     
  2. Department of Libraries addresses, phone numbers, and hours of operation (Go To)
  3. Department of Libraries Web-Based Catalog: Web2 (Go To)
  4. School Access to the Vermont Automated Libraries System (VALS) (Go To)
  5. VALS Access Agreement for School Libraries form and “Guidelines for General Use” (Go To)
  6. Vermont Online Library (VOL) Membership Agreement, 2009 (Go To)
  7. Contributing to the Vermont Union Catalog and Using Interlibrary Loan (Go To)
     
  8. K12cat: Information to Include Each Time Records are Submitted (with sample form) (Go To)
  9. OCLC FirstSearch 3-User License for Libraries (available via VALS) (Go To)
  10. ERIC via the Department of Libraries (Go To)
  11. NationalLibrary Service (NLS) Policy for Use of Talking Books (Go To)
  12. WebJunction Vermont(an online community for Vermont librarians and library staff) Information Sheet (Go To)
  13. Public Performance Site License to Exhibit Motion Pictures form (Go To)
  14. Vermont’s Child-selected Book Awards (Go To)

                      and the:

  15. 2007-2008 School Library/Media Center Statistics Report Form (Go To)
      

  Note: All school libraries planning to use ANY DOL services during the 2008-2009 school year should complete and return the School Library Report Form by December 15, 2008 (postmark date).

  Vermont School Library/Media Center Statistics for the 2006-2007 School Year are now available online at: http://www.libraries.vermont.gov/libraries/stats/slstats

   

OPTIONS FOR REGIONAL LIBRARY BORROWER CARDS
A library card is required to use the regional libraries. Cards are issued at each regional library without charge. School personnel may choose to use an institution card or an individual may choose to register personally for his/her own card. Upon registering, schools and individuals will receive a copy of "Information for Borrowers" (sample below).

1. Institution/School Card
DOL expects that a school card will be retained by a designated individual at each school, preferably the librarian; regional library staff will assume that the bearer of the card is authorized to charge out books for the school. School cards are required at the time of borrowing and no materials will be loaned without presentation of a valid card.  Please remember to bring your school card on every visit to a regional library. Use of the school card means that the school assumes full responsibility for all charges and for all lost or damaged materials charged to its card.

Collections of materials are charged out on a school card for 120 days, with one 90 day renewal allowed. Please return due materials promptly.

2. Individual Borrower’s Card
Regional libraries loan materials to individuals for 30 days, with one 30 day renewal allowed. Teachers are considered individuals under these borrowing policies.

Materials loaned to all borrowers should be returned promptly at the end of the loan period in order to insure availability to other borrowers. Individuals with borrower cards assume full responsibility for all charges and for lost or damaged materials borrowed with his/her card.

BORROWING COLLECTIONS OF MATERIALS                               

1. School librarians and teachers must visit a regional library to choose large collections for borrowing. School librarians may call either Regional Library and arrange to have a box of items selected and mailed to them.
2. Although the size of a collection is not limited for those who visit a regional library, selectors should avoid exhausting subject areas or taking duplicates of titles so that others may have access to similar materials.
3. The card(s) in the “book pockets” may be used by the school to keep a record of borrowed materials. Please replace all cards in the pockets before returning materials.
4. After borrowing a collection, you may request from the regional library a list of items which you have charged out, or use the online “My Account” to track items charged to your library.
5. We need your cooperation: please do not return large collections in the book return boxes when the regional library is closed. Remember to check the current schedule of hours and holiday closings.

OVERDUE MATERIALS

Regional Libraries send overdue notices:

1st notice:10 days after due date                             

2nd notice: 30 days after due date

Bill: 60 days after due date

Please note:  If you have questions about an overdue notice or bill, contact the regional library immediately.

Bills for Lost or Damaged Materials

1. Checks for lost or damaged materials are payable to the “Vermont Department of Libraries.” Please send the school check to the regional library from which the item was borrowed and attach to the check a list of the items for which you are paying.  DOL cannot accept personal checks for items charged to an institution/school card.
2. The Department of Libraries cannot refund payment for lost books.

Suspension of Privileges

DOL will suspend borrowing privileges for schools or individuals with a delinquent record. Delinquent records are defined as: (a) having 5 or more overdue items, or (b) an outstanding bill of $100.00+, or (c) if payment has not been made for items due in the previous school year.

A school with a delinquent record will be denied access to the Vermont Automated Libraries System (VALS).

INFORMATION FOR BORROWERS AND TEACHERS

All registered borrowers of the Department of Libraries facilities are responsible for the safe return of materials (books, audio visual items, etc.) charged out to that card whether borrowed by the cardholder or by another individual whom the cardholder has authorized to borrow with said card.

Borrowers are responsible for the return of DOL materials by the due date.  The Department of Libraries does not charge overdue fines, but sends two overdue notices. When an item(s) is 60 days overdue, DOL will send a bill for the replacement cost of the item(s).

Borrowers are responsible for prompt payment of all charges, including replacement costs of unreturned, lost or damaged material borrowed from the Department of Libraries; this includes items loaned by other libraries via interlibrary loan.  Borrowers should be aware that some libraries may also charge a processing fee, in addition to the replacement cost, for interlibrary loan materials that are lost or damaged. Borrowers are responsible for payment of any such additional fees.

Failure to pay outstanding bills will result in the suspension of borrowing privileges, as well as possible legal action.

Lost or stolen borrower cards should be reported to the Department of Libraries immediately.

Please note:  Children under the age of 18 may not borrow materials from the Department of Libraries without the written permission of a parent or legal guardian who agrees to assume the above mentioned responsibilities. In the case of children under the age of 18, a parent or legal guardian must initial the borrower's card adjacent to the child's signature to indicate receipt of information and acceptance of responsibility for materials charged out by the minor child.                                          

Your signature on the borrower's card indicates that you have received a copy of this information and that you agree to the above mentioned rules. 

Consultants by the counties they serve:

Rob Geiszler, (802) 379-0081: Addison, Chittenden, Rutland  rob.geiszler@mail.dol.state.vt.us

Amy Howlett, (802) 463-0142 : Bennington, Orange, Windham, Windsor  amy.howlett@mail.dol.state.vt.us

Jeremiah Kellogg, (802) 828-2320: Franklin, Grand Isle, Lamoille, Orange, Washington jeremiah.kellogg@mail.dol.state.vt.us

Michael Roche, (802) 748-3428: Caledonia, Essex, Lamoille, Orange, Washington michael.roche@mail.dol.state.vt.us

Other Consultants by specialty, serving the state:

Gerrie Denison, (802) 828-3261: Reference, Interlibrary Loan, gerrie.denison@mail.dol.state.vt.us

Paul Donovan, (802) 828-3261: Legal Reference, State Documents, paul.donovan@mail.dol.state.vt.us

Teresa Faust, (800) 479-1711: Services to Special Populations, teresa.faust@mail.dol.state.vt.us

Grace Greene, (802) 828-6954: Children’s Services, grace.greene@mail.dol.state.vt.us

Sheila Kearns, (802) 828-3261: Technology, sheila.kearns@mail.dol.state.vt.us

Lorraine Lanius (802) 828-6953: VUC, card/MARC, lorraine.lanius@mail.dol.state.vt.us

The Department of Libraries (DOL) maintains the Web-based Catalog: Web2, located at: http://web2.libraries.vermont.gov

Web2 is a union catalog made available for searching Vermont library collections, including DOL library collections, and, for participants in the resource sharing network/VALS, for requesting materials via Interlibrary Loan. Help documentation is available from links on all pages of the catalog to help users in all aspects of Web2.  Regional librarians are also prepared to assist you in using Web2.

Please note that “talking books,” provided through the DOL Special Services Unit and the National Library Service, are not listed in Web2. Large print books held by Special Services are listed in Web2, but the circulation status is not updated. Please call Special Services to see if a particular title is available.

Basic step-by-step overview:

1. From the Welcome screen, click on the <Catalog> button.
2. To search the web-based catalog, enter the search terms and then choose the type of search you wish to perform.  Take note that the steps for filling out the search forms are numbered; follow these steps in sequence in order to complete your search.
3. One can search multiple library catalogs and databases simultaneously by clicking the “Other Libraries” link in the banner at the top of the initial DOL search page. Search individually or simultaneously: DOLcat, PUBcat, K12cat, the online catalogs of VALS partner libraries, and other databases.  The “Other Libraries” search currently includes all VALS libraries that meet specific technical requirements.
4. To request items located by searching Web2, view the full record of the item and click on the Request Title via ILL or the Request Title link that appears just above the title of the item in the full record display. Those making requests are required to enter a “Library Card Number” and PIN. (For assistance with card numbers and PINs contact a regional librarian.)  A copy of each request will be sent to the corresponding VALS email; check the email to confirm that the request was submitted successfully.  Detailed instructions for making requests can be found in the Help documentation.  (Click on the Help link at the top of the Interlibrary Loan Request page for instructions.)
5. Please note that requesting items via interlibrary in Web 2 is available only to VALS participants in good standing:  libraries that have made the annual contribution to the VUC or K12cat and who check their VALS e-mail as agreed, on a twice per week basis when school is in session.
6. In Web2, the link to “My Account” is found in the banner at the top of most pages of the catalog. On this page (after entering a valid library card number and PIN), view the list of items that you have checked out, renew items that are not overdue and that have not been renewed previously, and view a record of current fines and fees charged against your account.

If you have any questions about using the Web2 catalog, please contact your regional librarian or Sheila Kearns (phone: 828-3261; email: sheila.kearns@mail.dol.state.vt.us) or the DOL Interlibrary Loan office (phone: 828-3268; email: dol_ill_mail@mail.dol.state.vt.us).

Access to VALS is available to school libraries that make the annual contribution of catalog cards to the Vermont Union Catalog or MARC records to K12cat. VALS provides access to online interlibrary loan and electronic mail.  The Department of Libraries (DOL) provides this service at no charge to eligible schools; access to VALS is made via the Internet using either a private internet provider (ISP) or the State's GOVnet/K12net network.  Librarians should check with their principals and/or technology coordinators about their local internet access (or plans to implement internet access).

For Libraries that used VALS last year and wish to continue in the 2008-2009 School Year:

ALL schools that wish to use VALS in the 2008-2009 school year MUST contribute current acquisitions either in the form of catalog cards to the Vermont Union Catalog or MARC records to the K12cat online catalog.  Cards or records must be postmarked NO LATER than October 31, 2008. The October 31 deadline is firm for participation in the 2008-2009 school year, unless an extension is approved in advance.

If your library is automated please complete and return the K12cat Information form (see page 15) each time you submit records. Records cannot be processed without the necessary information on this form.

Libraries that participate in VALS are required to log on and check e-mail at least twice per week when school is in session.  This is a requirement of the resource sharing network.  Libraries that do no participate according to this schedule will be deactivated and will be denied service for the remainder of the school year.  Please complete and return the annual VALS Agreement (see green sheet in this packet.)

For Libraries New to VALS or Libraries Seeking Reinstatement:

New VALS participants or VALS users wishing to have their accounts reinstated must apply for a user account in writing, as well as submit holdings, by October 31, 2008.  (Complete and attach the green VALS Agreement sheet to your letter of application.) Failure to do this by October 31, 2008 will delay activation until the 2009-10 school year.

Libraries that join VALS are required to log on and check e-mail at least twice per week when school is in session.This is a requirement of the resource sharing network.  Libraries that do not participate according to this schedule will be deactivated and will be denied service for the remainder of the school year.

For equipment/software guidelines or for other information, please contact Sheila Kearns at 802-828-3261; sheila.kearns@mail.dol.state.vt.us

(Current School Year)

VALS ACCESS AGREEMENT FOR SCHOOL LIBRARIES

VALS access and online interlibrary loan are cooperative services of the Department of Libraries. In order for this resource sharing network to remain vital, all participating libraries must follow DOL guidelines and must remain active VALS users.

VALS access assumes a high level of cooperation. Therefore, continued use of VALS is based on the requirement that a school library’s VALS E-MAIL ACCOUNT will be accessed AT LEAST TWICE PER WEEK when school is in session.  School library e-mail accounts not accessed according to this requirement will be deactivated for the remainder of the current school year. In addition, schools will be denied access to Web 2 for interlibrary loan for the remainder of the current school year. 

Please complete and sign this form (see below). Keep a copy, including the information on the reverse side, for your records. Return the original signed form no later October 31, 2008 to:  

Participants must agree to the following (please place an “X” in each box):

 My library contributed cards to the Vermont Union Catalog or MARC records to K12cat to meet the October 31, 2008 deadline.

I understand that my school library must access its VALS E-MAIL ACCOUNT AT LEAST TWICE PER WEEK when school is in session or the account will be deactivated for the remainder of the current school year.

I also understand that the school library’s VALS account is for the exclusive use of library staff for conducting library business and I agree to the Guidelines for General Use of VALS (see reverse side of this page).

I hereby assume responsibility for all library business transacted with my school library’s VALS account. 

I understand that the school is responsible for all materials borrowed via its VALS account

I understand that my school/library is responsible for maintaining up-to-date anti-virus protection on any and all computers used to access this VALS account. 

(Please print)

By: _______________________________________________ Date:  __________________                                                      
                                             Signature

Name: ______________________________ _____________  VUC Symbol: _____________

Title:   ______________________________________________________                                           

School: _________________________________________________________________   

See reverse side of this page for “Guidelines for General Use of VALS.”

All libraries planning to use VALS must return this form by October 31, 2008.

PURPOSE AND POLICY STATEMENT

VALS Internet services and e-mail capabilities are resources to facilitate the work of the Department of Libraries and Vermont's local libraries.

This policy will be interpreted to allow a limited degree of personal use of VALS internet services and e-mail capabilities where personal use meets all of the following tests. No such use will be allowed where any of the following is not met.

The State of Vermont purchases internet services for use by State agencies to meet the operational and programmatic needs of their units. This policy provides guidelines for acceptable access and use and prohibits any internet use that violates Federal or State laws or regulations.

As defined by this policy, systems and information are State property. All systems and information therein are, and shall remain, the property of the Department of Libraries, subject to its sole control. The Department of Libraries owns all legal rights to control, transfer, or use all or any part or product of its systems. All users must comply with this policy. Nothing in this policy shall be construed to alter the Department of Libraries' rights or obligations under the Vermont public records law (1 V.S.A. § 315, et seq.).

The Department of Libraries has full control and access as defined below:

Control.The appointing authority of the Department of Libraries reserves and intends to exercise all rights relating to information used in its systems. The Department of Libraries may trace, review, audit, access, intercept, block, restrict, screen, delete, recover, restore, publish or disclose any information at any time without notice.

Access.Passwords, scramblers or various encryption methods may not be used without Department approval, access and control. No user may attempt to access, copy, forward, delete, or alter the messages of any other user without Department authorization. The Department of Libraries system (VALS) may not be used to attempt unauthorized access to any information system.

DEFINITIONS:

"Agency" means the Department of Libraries.

"Agency systems" or "systems"   means all Department of Libraries software, electronic information devices, interconnections, intranet and technical information related to them. Systems include other systems accessed by or through those devices, such as the Internet, e-mail, or telephone services. Systems include designs, specifications, passwords, access codes and encryption codes.

"Electronic communications" means electronic mail and internet service access.

"Information" means information of any kind, used in any way, in the Department of Libraries system(s) (VALS). Examples include messages, communications, e-mails, files, records, recordings, transmissions, signals, programs, macros, and data.

"Local library" means any Vermont library of any type that is authorized to use the Department of Libraries system(s) (VALS).

GUIDELINES FOR USE OF ELECTRONIC COMMUNICATIONS AND INTERNET VIA VALS:

1.  Local library staff with access to VALS or the Internet via VALS has the responsibility not to disclose their access codes or passwords.

2.  No local library staff member shall send e-mail that is, or appears to be, sent from another's e-mail or that attempts to mask identity.

3.  Local library staff must conform to reasonable professional standards for use of internet services and e-mail as detailed in this guideline. This includes a prohibition against any activity that impairs operation of any state computer resource. Such activities include, but are not limited to, sending junk mail or chain letters, injecting computer viruses or mass mailings via e-mail.

4.  The Department of Libraries is not responsible for any impairment or damage to local library systems that may be caused by the spread of a virus or other malicious computer code through e-mail systems that DOL operates.  Local libraries are responsible for employing technology measures to protect the security of their own systems.

5.  Local library staff must respect intellectual property rights at all times when obtaining information over the Internet.  Copyrighted or licensed information shall be used only with full legal right to do so.

6.   Use of the Internet via VALS and of VALS e-mail services is for Department of Libraries and local library business. The only exception is for personal use that fully complies with the limited personal use described by this policy. Any use that is not for Department of Libraries and local library business or authorized limited personal use consistent with this policy may result in revocation of internet access, or other appropriate corrective action.

7.  Use of VALS for offensive or disruptive purposes is prohibited.  Inappropriate reference to race, color, age, gender, sexual orientation, religions, national origin or disability is prohibited.

8.  The Department of Libraries has the right to monitor its systems and internet activities of its employees and local library staff users. Monitoring may occur, but is not limited to occasions when there is a reason to suspect that an employee or local library staff user is involved in activities that are prohibited by law, violate State policy or regulations, or jeopardize the integrity and/or performance of the computer systems of State government. Monitoring may also occur in the normal course of network administration and trouble-shooting, or on a random basis.

The Department of Libraries will ensure that systems administrators and technicians involved in monitoring, or who otherwise have access to systems and records that contain information that is subject to any statutory, regulatory, or common law privilege or obligation to limit access, are appropriately trained on the requirement to respect such privilege or confidentiality and directed to do so.

9.  Prohibited activities also include, but are not limited to, the following: lobbying public officials or asking others to lobby in their behalf.

10.  Using or allowing others to use VALS internet services or e-mail accounts to conduct transactions or advertising for a personal profit-making business is strictly forbidden.

Licensed Materials available to members of the Vermont Online Library includes these Gale databases:

General OneFile and the following related collections:

• Business and Company Profiles ASAP
• Gardening, Landscape and Horticulture Collection
• General Business File ASAP
• General Reference Center Gold
• General Science Collection
• Home Improvement Collection
• Insurance and Liability Collection
• Military and Intelligence Database
• Small Business eCollection
• Tourism, Hospitality and Leisure Collection
• Vocations, Careers and Technical Education Collection  

Academic OneFile and the following related collections:

• Agriculture Collection
• Communications and Mass Media Collection
• Computer Database
• Criminal Justice eCollection
• Diversity Studies eCollection
• Educator's eCollection
• Environmental Studies and Policy Collection
• Expanded Academic ASAP
• Gay, Lesbian, Bisexual and Transgender Issues Collection
• Health Reference Center Academic
• Information Science and Library Issues Collection
• LegalTrac
• Nursing and Allied Health Collection
• Physical Therapy and Sports Medicine Collection
• Pop Culture eCollection
• Psychology eCollection
• Religion and Philosophy eCollection
• U.S. History Collection
• War and Terrorism Collection
• World History Collection

InfoTrac Student

InfoTrac Junior

Kids InfoBits

Business and Company Resource Center

Opposing Viewpoints Resource Center

Health and Wellness Resource Center, with Alternative Health Module

InfoTrac Custom Newspapers

Gale Virtual Reference Library

• Beacham's Guide to the Endangered Species of North America
• Biology
• Encyclopedia of Espionage, Intelligence, and Security
• Encyclopedia of Population
• Encyclopedia of Small Business
• Fashion, Costume, and Culture: Clothing, Headwear, Body Decorations, and Footwear through the Ages
• Gale Encyclopedia of Alternative Medicine
• Gale Encyclopedia of Cancer
• Gale Encyclopedia of Genetic Disorders
• Gale Encyclopedia of Medicine
• Gale Encyclopedia of Multicultural America
• Gale Encyclopedia of U.S. Economic History
• Renaissance: An Encyclopedia for Students
• St. James Encyclopedia of Popular Culture
• U*X*L Encyclopedia of Landforms and Other Geologic Features
• World of Earth Science                               

Licensed Materials available to members of the Vermont Online Library to be provided by H.W. Wilson:

Biography Reference Bank

Includes the following subsets:

Wilson Biographies Plus Illustrated

• Current Biography Illustrated
• Junior Authors & Illustrators

VermontUnion Catalog (VUC)

The Vermont Resource Sharing Network, which is coordinated by the Department of Libraries, is the mechanism that provides the means for libraries of all types and sizes to share library materials through interlibrary loan.  To be successful and fair, interlibrary loan must be viewed as a partnership in which the participants are willing to lend materials as well as borrow materials for their patrons.

In order to participate fully in the Vermont Resource Sharing Network and to be eligible to request interlibrary loans, schools must not only lend their materials, but they must also regularly contribute their holdings to the Vermont Union Catalog (VUC).  Cards MUST be sent to DOL's Technical Services Unit at least once per school year (this year: between November 1, 2007 October 31, 2008). Schools that miss the October 31, 2008 deadline will be ineligible for participation in ILL/VALS.

New union catalog (VUC) participants must apply before October 31 of the school year or wait until the following school year to join.

How to Apply for a VUC Symbol

School personnel who wish to apply for a VUC symbol - the initial step in the resource sharing process - or who have any questions about the VUC should contact Lorraine B. Lanius, Head, Technical Services Unit, Department of Libraries, 109 State Street, Montpelier, VT 05609-0601 (802-828-3261).

Interlibrary Loan

School libraries that make the yearly contribution of cards to the Vermont Union Catalog may participate in the interlibrary loan network and/or VALS (Vermont Automated Libraries System).  Location for materials (specific author/title or subject) will be supplied if an item is unavailable from either of the regional libraries.

Schools that do not contribute to the Vermont Union Catalog may only request materials from one of the regional libraries and other DOL collections, e.g., Library Science. Such requests, in the event that materials are not available at the regional level, will NOT be routed through the interlibrary loan network.

Interlibrary loan request forms are available at the regional libraries. Requests for interlibrary loan for the following are inappropriate and cannot be accommodated:

• long lists of books (or other materials) (ILL accepts a maximum of five title requests in any one subject area)        
• multiple copies of the same title.

Participating libraries set their own loan periods, so differences will occur. Strict adherence to these specific loan periods is very important.  Interlibrary loan materials cannot be renewed except in special circumstances.  Renewals should be requested in writing well before the due date.  Renewal requests submitted after the due date will be denied.

For Automated School Libraries:

ALL schools with automated library collections wishing to use DOL’s interlibrary loan and VALS services in the 2008-2009 school year MUST contribute MARC records for current acquisitions to the K12cat online catalog.  Records must be postmarked NO LATER than October 31, 2008 to be eligible for the 2008-2009 school year. Contributions cannot be made retroactively. That October 31 deadline is firm for participation and is identical to the requirement for submitting cards above. Complete and return the K12cat Information form each time you submit records. Records cannot be processed without the complete and necessary information on the form.

Each school library needs an assigned VUC symbol to contribute MARC records (see: “How to Apply for a VUC Symbol,” on preceding page.)  Information on where your VUC symbol should be located in each MARC record is available in the handout, "Vermont Library Guidelines for MARC Record Input," by Lorraine Lanius (contact information above). 

More information about the Vermont Union Catalog is available at: http://www.libraries.vermont.gov/libraries/tsu/vuchome

More information about the card/MARC service is available at: http://www.libraries.vermont.gov/sites/libraries/files/tsu/cardmarc.htm

PLEASE NOTE:In order to expedite loading your library's records, please enclose the following information each time you submit records to K12cat.  (Photocopy this page or include this information in an e-mail message.)

School Name: ______________________________________ VUC Symbol: _____________ Date: __________

Librarian: ____________________________________ Library system software in use (vendor): _____________

                                                                                        Software Version #: ___________________________________

Phone:  __________________________________ E-mail Address: ____________________________________

In what field/subfield is your VUC symbol located (this must be the same field in every record submitted):

MARC field (e.g. 049, 852):  ____________  Subfield (e.g. a,b):  ____________

Your VUC symbol should be entered in the above listed field/subfield in uppercase only (e.g. B733E, NOT B733e)

Please make a note here if your VUC symbol varies in any way, and indicate how it varies (e.g. "lowercase used," "school name used instead of VUC symbol," etc.) We can make  

Variation:      None.    Otherwise, please describe: __________________________________________

Approximate number of records in this submission: ______________________

Cautions:

• Please make a note of the last record in your current submission so your next submission does not overlap and add unnecessary duplicates to K12cat.
• Please avoid submitting locally input/brief (i.e."home-made") records.  Submit records from reputable vendors only.
• Do not submit diskettes or CDs from your vendor. Extract the records from your local database using your local library system's "extract" program into a single file or file(s) as appropriate.

There are 3 ways you can send MARC records:

Mail CDRoms and disks to:

Lorraine Lanius
Technical Services Unit
Vermont Department of Libraries
109 State Street
Montpelier, VT 05609-0601

3-USER LICENSE FOR LIBRARIES

The Vermont Department of Libraries (DOL) offers a 3-user license for public and school library staff to search certain OCLC FirstSearch databases at no cost to you:

WorldCat:  a cooperative database/union catalog of bibliographic records contributed by more than 69,000 libraries with owning library locations.

At the FirstSearch log-on screen, you will need to insert an authorization code and password. To obtain the URL, logon authorization and password, send an email message to: vss@mail.dol.state.vt.us with the subject line “Request 1^st Search Info.” The information will be emailed to you.

Library staff members are not permitted to release the log-on authorization or password to the general public, students or faculty

Our license allows only 3 libraries to use FirstSearch simultaneously. If the service is not available when you log-on, wait and try again later. Note: DOL staff and regional libraries will NOT be using this account so you will not have to compete with the Department.

Our license includes only part of what OCLC FirstSearch offers. Certain features, such as interlibrary loan and those databases that are not highlighted, are not available under the terms of our license.

Use of FirstSearch is very easy, with on-screen help.

DOL staff members are also available to assist you in using FirstSearch:

Gerrie Denison, Reference Librarian
802-828-3261 or 802-828-3268

Michael Roche, Regional Librarian
Northeast Regional Library
802-748-3428

Jeremiah Kellogg, Regional Librarian
Midstate Regional Library
802-828-2320

Rob Geiszler
Regional Consultant, Rutland
802-786-3939

Over 100,000 full-text ERIC (Educational Resources Information Center) documents (issued 1993 to 2007) are available at no cost in PDF format at www.eric.ed.gov. Use “advanced search” in the online ERIC directory at www.eric.edu.gov to locate ERIC materials by author, title or subject. When the ERIC material needed is not available in this full-text database, use the following procedures.

ERIC documents not available at www.eric.ed.gov and all ERIC journal articles are provided via interlibrary loan. Any request by a teacher or student should originate at the school library. School librarians should follow the procedure normally used for requesting books and articles via interlibrary loan (ILL). 

School libraries that use VALS for ILL should follow the procedure outlined in Section (2) on the next page.  For libraries that don’t use VALS, school libraries should submit requests on DOL ILL forms to their DOL regional library. The regional library then transmits the requests electronically to the DOL Central Office in Montpelier.

Requests for ERIC documents (ED)should be treated as book requests. The school librarian should provide complete author and title information as well as date and verification (source of citation). The ERIC document (ED) number should be included as verification, if available. If the ED number is not known, but the school librarian knows that the item being requested is an ERIC document, that information should be included on the ILL form. ERIC documents are stored in microfiche format. DOL will provide paper copies of documents up to 30 pages at no charge. Documents more than 30 pages in length will be offered in two formats: (1) a loan of the document in microfiche format, or (2) as an email attachment. DOL expects the turnaround time for 30 page paper copies and microfiche loans to be 3-5 days, once the request is received at the DOL Central Office. (Please note that turnaround times do depend on the accuracy of the information provided on the ILL request form and the volume of non-ERIC ILL requests being processed by the DOL Central Office at any given time.) 

To request an ERIC journal article (EJ), school librarians should complete an ILL request (just as one would for a photocopy of a magazine/periodical article). ILL requests for articles should include: journal title, volume/number, date, article author and title, page numbers, verification (source of citation), and appropriate copyright compliance.  Please include the EJ number when available as verification, or indicate that you seek an EJ article lacking the number. DOL obtains the photocopies of articles from owning libraries in Vermont and cannot process requests for photocopies of journal articles that do not include the appropriate copyright compliance. Costs for EJ articles are: 1-30 pages, free; $.10 per page, thereafter. Expected turnaround time is 7-10 days and depends on the accuracy of the citation provided and the volume of ILL traffic at the time of the request. Please remember: school libraries that use VALS for ILL should follow the procedure outlined in Section (2) on the next page.

Requests for subject searches of www.eric.ed.gov should be submitted on the DOL ILL form in the same format used for general subject/information requests. School librarians should provide a detailed explanation of the information needed and specify that they would like an ERIC search. If the DOL Central Office does not receive sufficient detail to perform the search, the request will be returned with a more detailed search form designed to provide more complete information. All formats for ILL requests are explained in the Vermont Interlibrary Loan Handbook available at the DOL website. A reminder that all types of requests: ERIC documents, journal articles, or subject searches, should be sent to the appropriate regional library.

School libraries that use the Vermont Automated Libraries System (VALS) to transmit interlibrary loan requests should follow the procedures they normally use for book, article or subject/information requests. ERIC document requests (ED) should be treated like book requests; ERIC journal article requests (EJ) like periodical requests; and ERIC subject searches like general subject/information requests. Each request should be identified as an ERIC document, article or subject request. Please include the ED or EJ number when available.

As with other ILL requests, ERIC ILL requests should be transmitted by email to the Central Office at: dol_ill_mail@mail.dol.state.vt.us  All formats for electronic ILL requests are explained in the Vermont Interlibrary Loan Handbook at: http://www.libraries.vermont.gov/libraries/ill. ERIC documents will be supplied as described in section (1) above, except for ERIC journal articles. For journal articles, DOL will supply the locations of owning libraries so that the school librarian can make the journal request to the owning library directly via VALS.

Ordinarily the Department of Libraries does not provide ILL service to school libraries that do not participate in the Vermont Resource Sharing Network/Vermont Union Catalog.  However, DOL will make an exception for school libraries requesting searches for ERIC documents, articles and subject requests. ERIC requests originate at the school library and are sent to the appropriate DOL regional library in the formats described in (1) above. Use of VALS to transmit requests electronically is not available to nonparticipating libraries.

The Department of Libraries Central Office cannot accept written or telephone requests directly from teachers or students; nor can the regional libraries. Such inquiries from teachers and students will be referred to the school libraries. Telephone requests from school libraries to the DOL Central Office or regional libraries are discouraged and can be accepted only under special circumstances.

For specific information about use of the ERIC collection at UVM please contact the DOL/UVM Access Office at 802-656-2293 or the UVM Reference Department at 802-656-2022.

If you have questions about ERIC services, please contact Gerrie Denison, DOL Reference Librarian, at (802) 828-3261.

Other useful information:

• ERIC Toll-free Information: 800-538-3742

The Library of Congress, National Library Service for the Blind and Physically Handicapped (NLS), administers a free national library program for visually and physically disabled persons who cannot use ordinary print library materials. With the cooperation of authors and publishers who grant permission to use copyrighted works without royalty, NLS selects and produces unabridged books and magazines in braille and recorded format. Reading materials are distributed to a network of cooperating regional and subregional libraries where they are circulated to eligible borrowers. Special cassette players are required to listen to these books on cassette, or “talking books.” Beginning in 2009, the NLS will be transitioning to digital book players and book cartridges based on USB flash technology. Reading materials (for listening) and playback machines are sent to borrowers and returned to libraries by postage-free mail. The collection consists of recreational and general informational reading for adults and children at all grade levels. Talking Books are selected on the basis of their appeal to a wide range of reading interests and include bestsellers, biographies, and general fiction and non-fiction.

The NLS collection is recorded primarily for visually or physically disabled adults and children. Each book is read by a single reader, without background music or special sound effects. The materials at any given reading level are not geared to children or adults with short attention spans or to those who need high-interest, low-vocabulary books. Textbooks and curriculum-oriented and remedial reading materials are not included in the NLS book collection.

See also: http://www.loc.gov/nls/ for additional information and online catalogs, including a “kid’s catalog.”

Public Law 89-522

The NLS program was established by an act of Congress in 1931 to serve blind adults. The program was expanded in 1952 to include blind children, and in 1966 by Public Law 89-522 to include individuals with physical impairments that prevent the reading of regular or normal print materials.

Eligibility of Persons with Reading Disabilities

Public Law 89-522 states that materials will be loaned to readers "certified by competent authority as unable to read normal printed material as a result of physical limitations, under regulations prescribed by the Librarian of Congress for this service." The current federal regulation for this program is set forth in the Federal Register for June 7, 1974, as amended October 2, 1981. Individuals with reading disabilities are not expressly covered by this statute. Under Public Law 89-522, only persons whose reading disabilities are physically based are eligible for the NLS talking-book program. Furthermore, the reading disability must be certified by a competent authority, as described below, as having a physical basis before an applicant is considered eligible for the talking-book program. An individual whose reading disability does not have a physical origin is not eligible.

Applications for service from individuals claiming a reading disability based on a physical disability must establish the following facts:

1. reading disability must be of sufficient severity to prevent reading regular or normal printed material in a normal manner;
2. cause of the disability must be physically based; that is, it must be an organic dysfunction; and
3. person certifying the application must be medically able to judge whether the disability has a physical or organic basis.

The following groups of individuals are not automatically eligible: those who have learning disabilities, dyslexia, attention deficit disorder, attention deficit-hyperactivity disorder, chronic-fatigue syndrome, autism, functional illiteracy, or mental retardation, unless there is a specific accompanying visual or physical disability.

Competent Authority

For most eligible people served by this program, the cause of the inability to read printed material--such as blindness, paralysis, loss of arms or hands, extreme weakness, or palsy--is readily observable. In these cases, professionals in various fields related to health care, education, or rehabilitation are acceptable as certifying authorities.  With persons classified as reading disabled, usually only the effect is readily apparent.  The cause, when physical, lies within the central nervous system.  Under the existing regulation, this cause can be determined only by competent medical authority.

The signature of a doctor of medicine or doctor of osteopathy is required by federal regulation on the application to certify not only that a reading disability exists and is serious enough to prevent reading regular printed material in a normal manner, but also that the identified condition has a physical basis.  Nonorganic factors--such as emotional or environmental causes, intellectual or educational deficiencies, mental retardation, or other possible nonorganic or nonphysical causes--must be ruled out and cannot be taken into consideration.  When certifying applications for service for persons with reading disabilities, certifying medical authorities are encouraged to consult with colleagues in associated disciplines.

Application Procedure

A standard application form and additional information about this free library service may be obtained from: Vermont Department of Libraries, Special Services Unit, 578 Paine Turnpike N., Berlin, VT 05602.  Telephone: (802) 828-3273 or 1-800-479-1711; or at the website: http://www.libraries.vermont.gov/sites/libraries/files/libraries/SSUapplication2008.pdf  

The completed application, signed by a competent authority (a doctor of medicine or doctor of osteopathy in the case of a reading disability), should be submitted to the Special Services Unit.

Recording for the Blind Program

Recording for the Blind and Dyslexic (RFB&D) is a private organization that lends recorded textbooks and other educational materials to blind and visually handicapped people or those with specific learning disabilities who are eligible under its own policies.  There is a registration fee and an annual membership fee for RFB&D service.  Some applicants for NLS service with reading disabilities are already receiving service from RFB&D, and they expect that the RFB&D certification will suffice for the NLS talking-book program; however, RFB&D has its own eligibility criteria for persons with specific learning disabilities that differ from the NLS requirements.  (RFB&D has more flexibility in its policies because it is a private, nonprofit, voluntary organization; NLS, however, can provide service only to those who meet the federal statutory requirements.)

Detailed information about the RFB&D program and its availability for reading disabled persons, and application for the service are available from:

RFB does not loan playback equipment to its patrons, but does sell compatible machines. 

Summary

To fulfill the NLS statutory obligations, assure the continuity of this program, honor agreements that furnish NLS with cost-free copyright permission, and protect the free-matter-for-the-blind-and- handicapped mailing privileges, NLS must ensure conformance with the regulations governing this program.  If you have any questions about the eligibility and certification of those with reading or learning disabilities, please refer them to:

(802) 828-3273
1-800-479-1711

(October 1, 2008 – September 30, 2009)

Terms of License

Movie Licensing USA (a division of Swank Motion Pictures, Inc.) under the terms of its contract with the State of Vermont Department of Libraries will provide Vermont K-12 public schools  (as defined by 16 VSA § 11 (a)(7)) and approved independent schools (as defined by 16 VSA § 11 (a)(20)), with Public Performance Site Licenses to Exhibit Motion Pictures (in VHS or DVD form) of the copyright owners listed below in full compliance with 1976 U.S. Copyright Act (Title 17, Pub. L. 94-553).

These motion pictures may be shown only inside a Vermont school building.

• Advertising the motion picture title:  1) through the general media such as public radio, public television or public newspapers, etc. or 2) on websites (except through school publications such as newsletters that are posted on websites), is prohibited.
• Advertising the motion picture title through school newsletters and/or posters inside the school is permitted.
• These licenses do not cover showings where admission is charged.
• These licenses cover motion pictures presently licensed "For Home Use Only."
• There may not be any duplication, editing, altering or digital transmission of the video cassette and/or DVD's in any manner.
• The copyright of the motion picture remains the property of the copyright holder, who reserves all rights to protect its intellectual properties.
• All copyright notices must remain on the motion picture.

The above named school understands and agrees to the Terms of License:

Signed: _______________________________________ Name/Title: ___________________________________

Date: _________________________ Enrollment:  ________ (See next page for where to find enrollment figures).

Amount to be Invoiced:  $_______________ (See reverse page for License Costs)

Check One:            Renewal        New

Please return this signed agreement to the State Librarian's Office by postmarked date September 26, 2008. If your school needs to issue a Purchase Order, give a copy of this agreement to your business office, NOT the original.  Keep a copy for your records.

Enrollment figures (use last school year) for public schools can be found at:  http://education.vermont.gov/new/excel/data/enrollment/enrollment_08_table_04.xls

Enrollment figures for approved independent schools can be found at:

http://education.vermont.gov/new/pdfdoc/pgm_independent/directory_101107.pdf

Community (Combined School/Public Libraries):  The Movie Licensing USA has informed us that community libraries need two licenses: one for the public library and one for the school.

Return signed agreement by September 26, 2008 to:

State Librarian's Office: School Movie License
Vermont Department of Libraries
109 State Street
Montpelier, VT  05609-0601

Red Clover Award

The Red Clover Award promotes the reading and discussion of the best of contemporary picture books in Vermont's elementary schools. Each year over 20,000 K-4 students read, or have read to them, the ten nominated books.

An educator resource guide contains program guidelines and activities. Many activities in the guide are based on the Vermont Framework of Standards and provide dynamic and thoughtful learning experiences for children.   To buy a guide, and for more information on the Red Clover Award, go to www.mothergooseprograms.org.The Red Clover Award is co-sponsored by Mother Goose Programs, Windham County Reads and the Vermont Departments of Education and Libraries.

Dorothy Canfield Fisher Book Award

Children in grades 4-8 are invited to participate in the Dorothy Canfield Fisher Award, the second oldest child-selected award in the country.  Each spring a committee of eight selects 30 books to comprise the DCF Master List.  After reading at least 5 books from the list, students then vote for their favorite titles the following spring.  The winning author is invited to the DCF Ceremony to speak to children about writing and his/her books. There is also a conference in the spring for teachers and librarians to introduce them to the new list, and to present innovative and effective ways of getting students engaged with reading.

Each year the Department of Libraries has bookmarks with the current DCF list, posters, spine labels, and winner stickers available at no cost for school and public libraries.  To request these, contact April Kelley at cbec@mail.dol.state.vt.us or call (802) 828-3261.  For more information on the Dorothy Canfield Fisher Book Award please visit www.dcfaward.org.

GreenMountainBook Award

The newest of Vermont’s book awards, the Green Mountain Book Award is for students in grades 9-12. Books on the list are both young adult and adult titles, and all are available in paperback. Multiple copies of the books on the current list are available from the regional libraries, and every year the Department of Libraries has bookmarks with the current GMBA list, posters, and spine labels available at no cost for public and school libraries.  To request these, please email April Kelley at cbec@mail.dol.state.vt.us, or call (802) 828-3261.  For more information on the Green Mountain Book Award visit www.libraries.vermont.gov/libraries/gmba.

The Department of Libraries sends out the new master lists and the voting information in the spring. Please contact Grace Greene at (802) 828-6954 or grace.greene@mail.dol.state.vt.us if you have any questions.