Country Lending Service (CLS) manual
4 Your library stock
4.1 What's included?
Adult non-fiction
Adult fiction
L: Large type books
PIC: Picture books
J: Junior fiction
J: Junior non-fiction
Y: Young adult fiction
Y: Young adult non-fiction
K: Language kits
AJ: Junior audio books
D: Adult DVD
DJ: Junior DVD
4.2 Exchanges
4.3 Shelf list printouts
4.1 What's included?
When your library joins the CLS, you are sent a core collection equal to at least one book per person living in your shire. This collection is exchanged regularly (Section 4.2) and can be supplemented by requests (Section 6) and special collections to meet special needs (Sections 8.2).
What is a core collection?
A core collection contains all or most of the following categories of stock, depending upon the age breakdown of your shire’s population (Section 4.2) and your local needs. A core collection includes adult non-fiction, adult fiction, picture books, junior fiction, and junior non-fiction. Most libraries will also receive large type books, young adult fiction, young adult non-fiction and audio visual materials.
These books deal with many subject areas. The Dewey Decimal Classification Scheme (Section 2.2) is used to classify books by subject. This ensures that books on a particular subject are all brought together into one location on the shelf.
e.g.: 635 is the number for GARDENING. All books on the subject will carry this number, with further numbers added if the book is about a particular aspect of gardening.
The classification number is followed on the spine label by the first four letters of the author’s surname.
Adult non-fiction books should be shelved first in number order and then alphabetically by the four letters.
| e.g. | 636 | COAL | before |
| 636.5 | COAL | before | |
| 636.5 | DENT | before | |
| 636.509 | ALBI | before | |
| 636.51 | DION | before | |
| 636.6 | SMIT | before |
Fiction books or novels are classified into different categories in order to assist your readers to identify the type of books they might enjoy. Category codes are shown on the spine label and a list should be visible for your borrowers to use. Identification is made easier by the addition of coloured symbols.
The first four letters of the author’s surname is on the spine label eg. ROBE - in this case refers to the author ROBERTS.
Adult fiction books should be shelved alphabetically first by author’s surname, then by author’s given name, then title. Ignore category codes when shelving.
(1) Surname shelving
e.g. CONDON before
COOKSON
(2) Given name shelving
e.g. SMITH, Dodie before
SMITH, Wilbur
(3) Title shelving
e.g. SMITH, Wilbur. A falcon flies before
SMITH, Wilbur. Gold mine
Note that "a", "the", and "an" at the beginning of a title is always ignored.
Large type books are designed for people with a visual disability although there is no restriction on who may use these books. A small number of adult non-fiction books are also supplied in the large type format. As the majority of readers in this category are older readers, it is advisable to shelve these books at an appropriate height that is easily reached. Large type books do not have a spine label.
Picture books are stories told using text and pictures that are suitable for young and older children (0 - 12 years of age). Concept, novelty and wordless picture books are purchased as part of the picture book collection.
These books only show the first letter of the author's name on the front left hand corner.
Picture books are best in book boxes or shelving which allows children to see the books easily. Books should always be kept at an accessible height.
Junior fiction stories are suitable for children from beginning reading through to about twelve years of age. The collection also contains graphic novels, which are ideal for encouraging reluctant readers.
Junior fiction books are shelved alphabetically by author’s surname.
Junior non-fiction information books reflect young people's leisure interests and homework needs.
Junior non-fiction books are shelved in classification number order and then alphabetically by the four letters on the spine label.
This collection is aimed at 13-25 year olds. Previously these books were identified by the green star on the spine. The collection includes popular television tie-ins, teenage fiction series, selected adult titles, and graphic novels for reluctant readers, but also reflects contemporary reading options for teenagers.
Young adult fiction books are shelved alphabetically by author's surname. They should be kept in a separate collection, preferably near to the library's audio visual collection and away from the children's collections.
This collection is identified by the green star on the spine label. Contains books selected to meet the recreational and personal enquiry and informational needs of teenagers.
Young adult non-fiction is shelved in classification number order and then alphabetically by the four letters. They are best shelved with the young adult fiction books.
Language learning kits are available in most languages eg. German, Gaelic, Swedish, Swahili. They are available on short-term loan but may be extended if they have not been requested elsewhere. There are two types of kits - the course for travellers which offers a quick lesson of language phrases suitable for travellers, or more extensive courses for those trying to learn a language (these include a grammar book with a number of CDs). Please let us know what your borrower would like and if a substitute would be appropriate.
AJ is a collection of books on CD or MP3 for children and teenagers. These are very popular with children, particularly reluctant readers. A selection of items from this collection is included with each exchange.
All libraries have a collection of DVDs which are exchanged. Return DVDs that are damaged or worn in your exchange. If you require particular titles or a DVD on a particular subject, please request it using the online request system, or by email pls@slq.qld.gov.au fax or phone (see Section 6).
4.2 Exchanges
Preparing for your exchange
Your library’s exchange will be completed by PLS staff. An exchange calendar is available which displays the week that your exchanges will be selected. You can also email pls@slq.qld.gov.au or phone PLS (1800 017114) to check your exchange numbers and the week your exchange is to be selected at PLS.
Prior to each exchange you will be contacted by the PLS staff member who will be selecting your exchange. Be ready to discuss the genres and subjects in demand in your library as well as gaps in the collections if required.
Returning your exchange to PLS
Plan to return your exchange the week that your new exchange is being selected at PLS. If there is a delay in the return of your exchange, please contact PLS by email pls@slq.qld.gov.au or phone 1800 017114. After each exchange a shelflist printout is available on request.
Selecting items to return in your exchange
- Damaged items - include all books that are damaged or beginning to look old and worn.
- Unpopular or older items - check how often a book has been issued and how long you have had it in your library (the printout will tell you) in order to decide whether to return it.
- Duplicate titles.
Returning damaged items
Place a ‘Damaged Item’ slip inside damaged items so that PLS staff can take action when the item is returned to PLS. Copies of this slip can be made using the template in Appendix 3 (Lost and damaged books) Do not return new books or books by popular authors which have only recently been sent to you.
Packing items to return to PLS
- Keep cardboard boxes sent to you from PLS for your return exchanges. Pack carefully, ensuring that books are not twisted or damaged. Do not overfill boxes.
- If you require extra boxes contact PLS by email pls@slq.qld.gov.au or by phone (1800 017114.) The boxes you return should be labelled clearly using the return labels supplied by PLS.
Return label
- It is important that the Checklist for the return of Aurora exchanges is completed and sent to PLS when you return your cartons, so that we can keep a check that all cartons are received at PLS. Books cannot be discharged until all the cartons are received at PLS.
Non-automated libraries
- Clearly label and number (eg 1/8, 2/8, 3/8 etc) exchange boxes and use yellow tape
- Return your exchange in one consignment
- Do not return short term loans and bulk loan items with the exchange items. Short term and bulk loan items need to be packed in separate boxes or parcels using unlabeled or clear tape.
- If you require extra boxes, parcels or yellow, please contact PLS via the PLS mailbox, pls@slq.qld.gov.au or by phone 1800 017114.
- Automated libraries
- Clearly label and number (eg 1/8, 2/8, 3/8 etc) exchange boxes and use green tape
- Return exchange items in one consignment. Libraries that receive their exchanges in two consignments may return exchanges in two consignments. Treat each consignment separately ie clearly label and number (eg 1/4, 2/4, 3/4 etc) exchange boxes for each consignment and return a separate return file for each consignment
- Do not return short term loans and bulk loan items with the exchange items. Short term and bulk loan items need to be packed in separate boxes or parcels using unlabeled or regular tape
- If you require extra boxes, parcels or green tape, please contact PLS by phone 1800 017114 or email pls@slq.qld.gov.au
Emailing exchange return files
- Please email your library’s exchange return file to PLS.
- To email the file you need to save your exchange return file to your hard drive rather than to a floppy disk, and to email the document as an attachment to the pls mailbox pls@slq.qld.gov.au
- If you require assistance with this new process please contact the Enquiry desk at 1800 017114.
Promoting your new exchange
Receiving an exchange is a useful promotional tool. Consider:
- Publicising the arrival of the exchange in your local paper and newsletters
- Letting your borrowers know that an exchange is due
- Choosing ten or more titles you think will interest borrowers and produce a booklist of new titles in the library. This list could be left on community notice boards, in the Council Office etc
- Producing specialised booklists for teachers, the local pottery club etc. A table with some book stands and a sign is all you require (see Section 2.3.3).
4.3 Shelf list printouts
The shelf list printout :
- Shows all books on loan to your library in the order in which they are shelved i.e. classification number order for non-fiction, author order for fiction
- Displays the date each item is due to be returned to PLS (based on a 4 year loan), so it is a useful tool when selecting books to return in exchanges
- Is of use to you rather than the library borrowers, so it can be kept in your workroom or behind your desk.
Please contact PLS at the PLS mailbox pls@slq.qld.gov.au or phone 1800 017114 if a printout of your stock is required.
Example from Shelf List:
Last updated: 8th February 2012
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