Budgeting for Materials - Materials for school library media centers are ordered at various times throughout the year. The annual budget reflects a base amount plus an allocation determined by the weighted student formula. District-wide procedures and forms are provided to ensure a systematic, effective process.
Call Dawn Wonder at 557-2520 or Sue Ryan at 557-2547 for ordering questions.
General
- You may select the vendor of your choice. In some cases, you will be discouraged from selecting vendors that do not offer cataloging and processing services. Be aware that if you are ordering from a company that is not in the PeopleSoft financial system, it will take additional time to add the vendor. This can delay the processing of your order.
- Do not submit orders directly to vendors. Orders for library materials should come to Library Services for processing. However, the building secretary may place requisitions for supplies, equipment, or computer software. Materials orders using abatement funds, grant funds, etc. can be sent through Library Services. The Building Budget Approval form has areas for budget coding these types of orders.
- Ordering preview materials from vendors is highly discouraged. You are also discouraged from taking your valuable time to take the phone calls of vendors. You may refer sales calls to Gail Formanack in Library Services. Vendors are only to visit schools where an invitation has been issued and an appointment has been made.
- Use the most current Building Budget Approval Form which can be found in the Library Media Specialist conference in First Class. Fill this in completely and obtain your administrator's approval. Send the form and other pertinent information to the attention of Dawn Wonder, Library Services.
- Only one vendor per Building Budget Approval form.
- No orders may be placed for amounts under $ 25.00. This is district policy. The $ 25.00 is for materials only and is not to include shipping.
- If you are submitting an order that is time sensitive, please try to have that order into Library Services at least three weeks before the expiration date of the offer.
- If a vendor charges shipping/handling, remember to deduct it from your budget. With the implementation of the latest PeopleSoft Financials version, shipping charges can now be encumbered when the purchase order is issued. If there is no charge for shipping, please make a notation of that on the Building Budget Approval form.
- The district discourages the reimbursement of employees for materials obtained outside of the district purchasing process.
Titlewave list name on the Building Budget Approval form should be the same as it is listed on Titlewave.
Include the Titlewave list number. The Building Budget Approval form has a line to list the Titlewave list number. Follett assigns a number to each list that is created. That number, along with the list name, needs to be included on every Follett order. When you open the list in Titlewave, the 7-digit list number is in parentheses next to the title.
If you want more than one copy of a title with the same Follett number, the quantity should reflect that. Do not do separate entries for multiple copies. Follett reads that as an error, and you will not receive the additional copy(ies).
If you want a particular title with different Follett numbers, separate entries will be needed, and this is not considered a duplicate entry. For instance, some titles are available in multiple bindings. Each type of binding would need a separate entry.
Do not change the contact information in Titlewave. Library Services staff members are listed as the contact since the lists are to be submitted online only from Library Services. Do not change the shipping or billing information in Titlewave without contacting Dawn Wonder or Sue Ryan.
Unless a title needs to have special processing instructions, such as showing the book as Professional or Reference, there is no need to send a copy of the list with the Building Budget Approval form to Library Services.
Once you have submitted a Building Budget Approval form to Library Services, do not make any changes to that list in Titlewave.
All Follett orders need a Do-Not-Exceed amount regardless of what the material type is.
Do-Not-Exceed example:
- You want to spend $ 500.00.
- Create a list in Titlewave and mark the books that you want for the $ 500.00 as First Choice by clicking on the First Choice box in the title area.
- To use the Do-Not-Exceed take 5-10% of the total amount ordered and add $ 50.00 worth of additional materials to the list. The additional titles can be marked as Want in your list. Now the total of the list in Titlewave is $550.00.
- On the Building Budget Approval form, show $ 500.00 as the DNE. Follett will fill as close as possible to the DNE amount without exceeding it. In case a First Choice title cannot be provided or backordered, then the order can be filled with your Want titles. Using a DNE amount allows for completion of orders usually in one shipment. Do-Not-Exceed amount is always lower than the total amount of the list.
- Do-Not-Exceed amount should appear on the Building Budget Approval form with DNE next to the dollar amount.
Other Vendors
Most websites will let you print a list without actually placing an order. If you cannot do that, please use the form for non-Follett orders (found in the FirstClass Conference). Whichever you use, attach it to a signed Building Budget Approval form and send to Dawn Wonder's attention in Library Services
If you are ordering:
- A set of books with individual titles, list the title of the set and the individual titles in the set.
- Software. Include the platform it will be loaded on. Windows or MAC. If it is a lab pack, please indicate that.
- Include the format. i.e. print, DVD, VHS, audiocassette or cd, kit, game, poster, software. When ordering a kit, include a list of the items in the kit. There is a format column on the attached non-Follett order form.
- Accelerated Reading quizzes. Be aware that there is a minimum purchase of 20 quizzes. Shipping is also charged on AR quizzes if your choice of delivery is a CD.
Non-Follett Order Form for Library Services – Explanation of columns
ISBN# / Item# - If an ISBN number is available include it in this space. If a vendor has a number for the item you are ordering, include it in this space.
Description – Give as much detail as you can. If you need specific cataloging instructions include that on this line. For example: If you want the item designated REF, PBK, etc.
Format – Provide the type of material that you are ordering. Print, DVD, VHS, Kit, Poster, Print, WIN or MAC, etc.
Quantity – Number of copies to be ordered for an item.
Price – Cost per copy. If you are ordering only one put the price in the Extended Price column.
Extended Price – If ordering more than one copy of an item, put the total price in this column.
Shipping - An area on the form is provided for shipping costs. If shipping is applicable include the amount in this area. A standard amount of 10% of the sub-total will be added for shipping if an amount cannot be located. If shipping is free, write that in this area.
Special Instructions/Notes –If there is information that cannot be included in the columns of the form, include that information in this area.