Library Management Forms & Templates

cover_data_notebookTeachers make forms and templates for everything they do in hopes that it makes it more efficient in the future to print new copies and keep right on rolling.

I’ve been wanting to put together a library data notebook of sorts with as many forms as I could muster that might be useful to another person. I have finally come to a stopping point for this project! I won’t say it’s at the end, because I’ve already thought of files that need to be added to the collection. That will be for another day…

I’ve uploaded six new listings at TeachersPayTeachers. There are five sets of documents I divided by function, and the final set is a bundle of all of them for a discounted price. I think we probably all struggle with lesson plan formats and calendars that ‘don’t quite just fit.’ Mine may not quite fit you either, but I’ve given it a try! The file to create your own plan book is a variety of templates for weekly calendars, lists, and notes. I didn’t even attempt to make a traditional ‘lesson plan book.’ Instead the calendars can be used to plan a few days in advance or to use for reflection. I use these files as documentation for that question of “What exactly do you do all day?” My own notebook includes post-its and notes taped to most of the pages. Anytime a teacher leaves a note on my desk requesting a lesson or a resource, I jot down the date, the date of my response to the request, and I tape it in my book.


RF_Plan_BookI’m also quite pleased with my calendars for tracking patron use of the library. I have used these every day for two years in my library. Each week I print a new one off with the dates for the week and leave it on our circulation desk. Through the day I add a tally mark every time I notice a student using the library just for the space, or one for a volunteer or teacher coming in with a small group. I write down teacher names when a whole class is taught in the library. And when I count library cards at the circulation stations, it’s easy to jot the number down in the box to track patrons circulating materials. At the end of the week, I add the numbers to an Excel spreadsheet that calculates the average number of patrons in the library each day. It’s great data to be able to share with staff. I got the idea for uploading these forms when I realized it would have been easier to print all the forms I needed for the year and to spiral bind them into one item, rather than stuffing each page into a file folder at the end of the week.

There are also listings with a few of the forms I used for collection development and collection maintenance. These are for collection analysis, tracking how many books were added to the collection, how many were discarded, and keeping up with inventory.

And finally, there is a set of forms I use for transferring students. Every time students are enrolled I need to make sure they are added to the circulation system, keep up with books they might have from another school, or add them to systems such as Study Island, AR, or Reading Counts. Similar procedures must take place when students are withdrawn. This past year while withdrawing students I realized that I have no system in place for keeping track of the value of materials that are lost. I also waive fines for students who can’t pay for extremely overdue and presumed lost materials. A fine tracking form lets me waive what I need to for students to be successful, but also to be able to report the value and impact on the collection.


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