Country Lending Service (CLS) manual
2. Your role as a CLS Librarian
2.1 Helping library patrons
2.1.1 Shelf order
2.1.2 Shelf displays
2.1.3 Signage
2.1.4 Assisting library patrons
2.1.5 New member orientation
2.2 Dewey Decimal System
2.3 Library appearance
2.3.1 Collections
2.3.2 Displays
2.4 Community awareness
2.4.1 Advertising
2.4.2 Contacting groups
2.4.3 Schools
2.4.4 Activities
2.4.5 Publicity
2.5 Bringing it all together
2.5.1 Sharing ideas
2.5.2 The final word!
2. Your role as a CLS Librarian
Public libraries aim to provide their communities with easy access to information and recreational resources. A library without a librarian is just a collection of books. It is the librarian who brings it all together. In addition to managing the day to day operations of the library, your role as a CLS librarian includes:
- helping library patrons
- keeping the library looking attractive and tidy
- promoting the library within the community
- maintaining the standard of the collection through requests and exchanges with Public Library Services (PLS)
What is involved in doing these things?
2.1 Helping library patrons
Many library patrons just want to browse through the library stock to make their selection. A well-organised and attractively presented collection is important here. Books should be arranged tidily and in the correct order to facilitate easy access.
There are conventions in library shelf order which should be adopted in order to make it as easy as possible to locate books. The appropriate order, for different categories of stock, is given in Section 4. The information required about each book for shelving is contained on the spine label.
Adult non-fiction spine label
Collections (ANF, AF, Junior, Young Adult, Reference) are shelved separately. All are shelved:
- From left to right on each shelf
- From top shelf of a bay continue from left to right down each shelf of that bay of shelving.
- From the right-hand side of the bottom shelf, the sequence continues up to the left-hand side of the top shelf of the next shelving bay (to the right of the previous bay).
- Books should be evenly spaced and each shelf should be no more than 3/4 full.
2.1.2 Shelf displays
Although the above methods of arranging the books should be followed for most of the library stock, a browsing reader will often be attracted to a particularly interesting book displayed face on, so that the title and jacket design catches the eye. In choosing books to display in this way, the librarian will take into account the visual appeal of the book and will display only books in good condition. Book easels are useful for such face on display of books.
Libraries can often appear daunting to readers and simple shelf guiding or signing can often help them find their way around. Smaller libraries will often only use guiding to highlight different collections (such as adult fiction, large type books and so on) but larger libraries may also include guides at key points within collections (for example, cookery and gardening within the adult non fiction).
2.1.4 Assisting library patrons
Helping readers means far more than keeping books in order. It also means that the librarian must present a helpful and welcoming face to library clients so that they feel free to ask for help. Sometimes you will need to help them find what they are looking for in your own library stock. At other times, it will be necessary to send off requests to PLS. Remember ... it is worth promoting that there are over 900,000 books and non-book materials within the PLS network, as well as other major resources from the State Library, including maps, and magazine articles which are available to you and your readers (See Section 8.6). Only by listening to your library clients, by knowing their interests, by talking to them about what they are really looking for, will you be able to help.
As new members join the library, take time to explain:
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what services the library provides
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hours of opening
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how to use the catalogue
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the different collections
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conditions of membership
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borrowing procedures
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request service
A library brochure detailing these matters can easily be compiled. If time permits show new borrowers over the collection, so they know where to locate particular items of interest. Making members feel welcomed and informed will keep bringing them back to the library which won’t seem intimidating.
2.2 Dewey Decimal system
Dewey Decimal Classification is the most widely used method of organising non-fiction items in a library. It is named after Melville Dewey, who devised the system originally in 1876. It is now in its 22nd edition.
The numbers assigned by the Dewey Decimal System are important for two reasons. Firstly, they determine the order the books are placed on the shelf (See Section 4). Secondly, the system classifies items according to subjects which are divided into 10 main groups, each represented by figures.
Dewey said that almost every single subject could fit into 9 broad subject areas and to each of these he allocated a number, from 100 to 900. The subjects left over, which did not conveniently fit into one of these broad categories e.g. journalism, or which covered several categories e.g. encyclopedias, he placed in a class called Generalia and gave it the number 000.
| 000-099 | Generalities (encyclopedias, bibliographies, periodicals, journalism) |
| 100-199 | Philosophy and Related Disciplines |
| 200-299 | Religion |
| 300-399 | The Social Sciences (economics, sociology, civics, law, education, vocations, customs) |
| 400-499 | Language (dictionaries, grammar) |
| 500-599 | Pure Sciences (astronomy, biology, botany, chemistry, geology, mathematics, palaeontology, physics, zoology) |
| 600-699 | Technology (agriculture, aviation, economics, engineering, home business, medicine, radio, television) |
| 700-799 | The Arts (architecture, sculpture, painting, music, photography, recreation) |
| 800-899 | Literature (novels, poetry, plays, criticism) |
| 900-999 | General Geography and History |
Under each broad grouping the major subject fields were chosen and each given a more specific number:
600 Technology
610 Medical Sciences
620 Engineering
630 Agriculture
etc.
Similarly these were broken down to more specific subjects:
630 Agriculture
631 Crops and production
632 Plant diseases, pests
633 Field crops
634 Orchards, forestry
etc.
At this stage Dewey decided to put a decimal point, or full stop, hence the term Dewey Decimal Classification. The only reason for doing this was to make it easier to say, for example, ‘Milking is at 6, 3, 7 point 1,2,4’ than ‘Milking is at six hundred and thirty seven thousand, one hundred and twenty-four’.
Following the decimal point, subjects are broken down into classes or groups of 10, and given a further number between 0 and 9:
637 Dairying
637.1 Milk production
637.2 Butter production
637.3 Cheese production
etc.
The numbers continue to grow in length the more specific the subject.
Dewey also made particular combinations of numbers denote particular treatments of a subject no matter where they appeared throughout the scheme. So anytime you see a classification number containing, after the decimal point, the number ‘09’, you know the book is either history or geography. Anytime you see ‘03’ it tells you the book is either a dictionary or an encyclopedia. These special numbers will always be followed by other numbers which will tell you, for instance, which country, region, State, or historical period the book covers. ‘94’ is always Australia, ‘943’ is always Queensland. We therefore have:
637.109943 Dairying in Queensland
This is derived from,
600 Technology
630 Agriculture
637 Dairying
637.1 Milk production
637.109 Shows the book covers an historical period or geographical area
637.1099 Geography of Oceania etc.
637.10994 Australia
637.109943 Queensland
2.3 Library appearance
Think about the impression your library makes - both from the outside and to the people who venture through the door. Does it look welcoming and attractive? Or bleak and uncared for? There are many cheap and easy ways of improving the appearance of a library.
2.3.1 Collections
Firstly, the stock of your library should be maintained in good condition and should look attractive and inviting to library users. This means that you should keep a close eye on the condition of your stock, regularly removing tatty and dirty books from the shelves (See Section 4.2 on selecting items for exchanges). Materials which are damaged or worn should be returned to PLS for repairing.
It is worth taking a good look at every corner of your library regularly to ensure that it looks as clean and tidy as your readers would like to find it. The local government should employ a cleaner to maintain the appearance of the library or provide closed time for the librarian to clean the library.
The library can be made to look more attractive in other ways too.
- Create a display corner with regular "feature" displays; these can include topics of interest in your area or, perhaps better still, topics which might create interest. Displays may be aimed at both adults and children.
- What about a notice board for advertising local events or news of interest? If you have a notice board already, is it up-to-date and tidy? Contact local groups and make them aware of its availability.
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Bay End Panels - Bay end panels for the ends of shelving are an excellent means of increasing display space in libraries and giving old shelving a new look.
- Think about colour and decor! It may not be possible for the library to be redecorated, but a little thought given to coordinating the colours used in displays, in signs and in library features will improve the overall appearance tremendously. As well as the displays you create yourself, you could allocate a permanent space in the library to displays of art work from a local school or local craft groups. Contact local community, sporting groups, or charities as they are often willing to provide a display as a means of promoting their own group. It certainly takes the pressure off you, especially if you are in a particularly busy library. Any library can be improved by well-placed colourful displays of this kind, or perhaps by mobiles hanging from the ceiling. Flowers and plants are also ideal for creating a welcoming impression.
- And, of course, carpets, curtains and well designed library furnishings will really complete the picture! PLS staff are happy to discuss any suggested improvements to the library with both you and with the Chief Executive Officer.
All libraries, no matter how small, can find room for a display! It doesn't have to take up a lot of room, but it should attract the eye and stimulate interest among your library users. It is not difficult to think of themes for displays - there are actually very few topics which will not make an interesting display provided you give a little thought to design and content.
Remember that a display should have a lot of visual appeal. Do not feel you have got to limit yourself to a poster and books (although a display featuring these can be very successful). Why not try extending the range of items you feature in displays. Depending on your theme you could include craft items, tools, historical and modern photographs etc., all accompanied by relevant and attractive books from your stock.
It is easy to produce eye-catching lettering cut from coloured card or paper, particularly if you select a free-form style of letter design so that slight variations do not show.
PLS may be able to suggest designs and ways of using materials to create maximum impact. And we would always be happy to talk through ideas with you.
Do not feel that you need special display equipment before you venture to try things out. All you really need is a small wall space and a small surface area on which you can stand books. (Paper and scissors can often help too!). But if you want to provide a more sophisticated display area in your library, display shelving and other equipment are available and subsidy on these items may be possible. Again, PLS can advise further on this.
And, finally, the ideal time to gain maximum impact with a display is during an important community event. A celebration of your shire’s history or your library’s birthday, for example, can be a major flag-waver. For special occasions like these, PLS may be able to offer extra assistance, so do get in touch with us. The Queensland Museum also provides excellent displays through the Queensland Museum Loans service [new window] which may be borrowed. For further information call 3840 7170. Public Programs have several photo displays based on themes such as history of Brisbane, aviation in Queensland etc. For further information, email learningparticipation@slq.qld.gov.au.
2.4 Community awareness
All communities contain people who will seek out the library and use it regularly. But there are also many people who need to have the library and what it can do for them drawn to their attention.
Have you considered using the places which people visit in your area to display a poster about the library? You could arrange for notices to be displayed in local shops, garages, post offices, banks, doctors’ surgeries and many other places.
Many doctors and dentists welcome a small collection of children’s books or books on health in their waiting rooms. Accompanied by an attractive poster (which includes library opening times), this serves as an excellent advertisement for the library.
Or what about a library newsletter, distributed around your community; you could use such a newsletter to publicise everything from the arrival of your exchange collection (Section 4.2) to the content of your children’s activity programme (Section 8.1.3). This information can also be conveyed through a regular column in the local newspaper.
It is also worth contacting all local groups; these might include craft groups, sports clubs, local history guilds, youth groups, health support groups and so on. You can offer to talk to them about what the library can offer in their interest area, or perhaps suggest they visit the library for one of their meetings. Do not forget that as well as telling them about the library, it is the perfect time for finding out what they want from the library too. A short book list, highlighting titles likely to be of interest can drum up publicity for the library amongst group members too!
But a local library does not need to restrict activities to catering for existing groups; in fact, the library can play a part in generating new interests within the community, by arranging and holding meetings with guest speakers. The librarian can include a short presentation on the library’s stock in the same subject area, or simply illustrate this with a good display.
For those libraries situated in shire council buildings or community centres, make sure local groups are aware of meeting rooms' availability. Events can be held in these areas which can lead to greater awareness of the library’s resources.
Make contact with yours! Children are your present and future library users and now is the time to capture their interest. Contact your local schools, especially the teacher/librarian (not all schools have one, but many do).
Most schools will welcome your approach and will seek to work with the local library to foster reading amongst children. Run a book competition .... there are so many things you can do. Invite schools to visit the library and use the opportunity to promote the library’s services. School assignment research or library tours are useful visit opportunities.
Build up the very best relationship you can with your local schools - it will pay dividends. Persuade teachers to let you have advance notice of school assignments, so that you can request the books you know you will need. Teachers are usually willing to do this, but often simply forget. So why not make a note to yourself to contact the school(s) once a month to check on planned assignments. If you show that you are interested, teachers will soon fall into the habit of letting you know. When children come to the library to work on their assignments, watch how they go about finding the information they need. If they seem uncertain, talk to their teacher about it later and suggest that you work together to introduce the library to them through games and activities.
Of course, younger children should not be overlooked. Playgroups, day centres and other organisations catering for the under 5's will all appreciate the opportunity to bring children to listen to stories or to hear the librarian tell stories at their centres. Bulk loans can be arranged for such groups.
In the school holidays, what better opportunity for attracting children to use the library than a "fun" activity. It does not have to be sophisticated - often the simplest ideas work best. Craft activities present unlimited opportunities, from face painting to pasta jewellery making. Contact PLS for further information.
Members of the community are often happy to volunteer assistance with activities, especially when your library is busy.
To ensure that whatever you do, you reach the widest audience, try talking to the staff of your local newspaper and radio station. They will probably be happy to include a feature on the library occasionally, or to include library activities in a "what’s on" column. Choose activities or competitions which make good "news" and you will have a better chance of getting into print. Most newspapers will write a story for you. However, do not be discouraged from writing your own releases. All that is needed are simple, clear sentences outlining the activity and you will stand a better chance of being correctly reported.
Let your community, let the world know where you are. Many local governments have home pages on the Internet, so make sure the library, it’s services, hours of opening and contact numbers are listed. You could also include unique information pertaining to your library. Some libraries have their own home pages.
2.5 Bringing it all together
In addition to all the points listed in the previous pages, you will have lots of ideas of your own on maximising the impact of your library. Some ideas will work and some may not - but do not be discouraged by a flop. We have all tried things which have not been highly successful, but might well be just the idea that will work in another library.
Get to know the other librarians in your region and you will be surprised how much you have in common. You will be able to share ideas and workload. For example, if you each make a display and swap them around amongst your libraries, you will minimise the work, but maximise the impact.
- talk over common problems and share ideas on possible solutions
- design combined promotional activities
It is important to remember that working together you can draw on each others’ strengths and support each other where it is necessary. Several informal networks operate throughout the CLS and if interested contact PLS, we may be able to put you in contact with a local group or simply phone, email or visit your neighbouring libraries.
Above all, remember that in the end, it all comes back to you. If you present a welcoming face, if you show you are willing to help, and if you take every opportunity to promote the library when you are talking to other people in the community, then the library will usually be a success. Think of yourself as a public relations person, there to project a good image, and you will not go far wrong.
The way your library is presented and the friendly and efficient way you help your readers are your best promotion.
And finally, PLS is there to help. You will have lots of ideas of your own but if you want to talk them over, or if you want to know what has been tried elsewhere, get in touch with us. We would be happy to hear from you.
Tips to remember
- when you answer the telephone say where you are and who you are
- invite your local councillors to see the new exchange or a display you have put much work into
- as well as regular written reports invite the CEO down occasionally and tell him how things are running
- always remind your borrowers that they are part of a much larger library than just their own and that PLS is there for their needs
- always open accordingly to your advertised hours so your borrowers will not be disappointed and ensure adequate notification if there is unavoidable variation to opening hours.
- keep promotional material, like information leaflets, up to date, including changes to opening hours, phone numbers and new services.
Last updated: 8th February 2012
Creatively engaging people with information, knowledge and community
