Guides for Schools

MUST AN INVENTORY BE MAINTAINED?

Q. MUST AN INVENTORY BE MAINTAINED?

A. Yes. State regulations require that school inventory records for NYSLIB materials be designated as such and kept separate from other tax-levy and reimbursable program inventory records. Inventory records may be kept on a "Inventory Card" or electronically on a ROC designated computer database. Regardless of the system used, the district/central office should maintain a record of the respective NYSLIB inventory of all the schools under their jurisdiction in one location.

NONPUBLIC SCHOOLS who have utilized NYSLIB funds to purchase AV materials should maintain copies of their REQUISITION STATUS REPORT (computerized report) distributed by the NPS Unit after an order is generated. Not only does this report verify that the order has been issued to a respective vendor, but it will also become a cumulative inventory record over time of all school AV materials. Similarly, copies of manual purchase orders must be kept on file together with delivery receipt(s).

Q. WHEN MUST INVENTORY BE TAKEN AND UPDATED?

A. Annual inventory of NYSLIB materials should be taken and records updated during the year to note the current disposition of available materials. The inventory system chosen should be uniform throughout the district. In all cases, records should be continuously updated in keeping with standard library practice for withdrawals and return of materials. Results of the annual inventory should be reconciled with the district's master inventory record and should be readily available for examination in reviewing and filing NYSLIB requests.

Q. HOW LONG MUST INVENTORY RECORDS BE KEPT?

A. Records should be maintained for five years from the date of receipt of NYSLIB materials at the school. 

WHEN AND HOW CAN I DISCARD LIBRARY MATERIALS?

Q. WHEN AND HOW CAN I DISCARD LIBRARY MATERIALS?
A. For Books 
      

FOR ASSISTANCE:
Q. FOR ASSISTANCE:

A. Librarians may call school library services at (212)374-0328.

Q.
FOR ASSISTANCE: NON-PUBLIC SCHOOLS
A. NON-PUBLIC SCHOOLS should regard the Non-Public School Unit, Division of Financial Operations as the administrative equivalent of a public school's ROC. Non-Public Schools should always follow any directives and instructions issued by the Director of the NPS Unit.