+44 (0) 1273 386849Running A School Library Without a Full-time Librarian: What Needs To Be Simple?
Not every school has the resources to employ a full-time librarian. Instead, teachers, teaching assistants, office staff and volunteers often take responsibility for keeping the library running alongside their other duties. Finding time to manage books, organise borrowing and support children’s reading can be challenging, especially when several people share the work.
A school library might run perfectly well on Monday, when the person who knows the system is there. But what happens on Tuesday when they’re not? Can someone else step in, find what they need and keep things moving without having to ask for help?
When time and resources are limited, simplicity makes an enormous difference. But what does simple really mean in a busy school library? From everyday routines and sharing responsibilities to protecting pupil information, let’s explore how to make your library easier to manage, whoever happens to be in charge.
Make Sharing Responsibilities Simple
One of the biggest challenges of running a school library without a dedicated librarian is maintaining continuity. Perhaps a parent volunteer helps on Mondays, a teaching assistant supervises class visits on Wednesdays and a teacher handles new book orders whenever there’s time.
Who knows what’s been done? Which books still need cataloguing? Has somebody already contacted the supplier?
The good news is that you don’t need a complicated management plan. A shared checklist, whether it’s a notebook, spreadsheet or online task board such as Trello, can help everyone see what’s been completed and what still needs attention.
Divide tasks into daily, weekly and termly activities, assign responsibilities and agree on a simple way to hand over unfinished jobs. The aim is to create a library that doesn’t depend entirely on one person’s knowledge or availability.
Make Everyday Library Tasks Straightforward
Borrowing, returning and cataloguing books are essential activities in any school library. Yet when different people share these responsibilities, even routine tasks can become complicated. How many books can pupils borrow? What happens when a book is overdue? How are new books added to the catalogue?
Agreeing on a few basic procedures can prevent confusion. Keep instructions short, accessible and consistent so that staff and volunteers can follow the same routines.
A school library management system can make everyday tasks easier by recording loans, returns and renewals. Features such as AutoCat in Simple Little Library System can also retrieve bibliographic details using an ISBN, saving time on manual data entry.
But technology is only part of the solution. Everyone helping in the library needs to feel confident using it, whether they’re issuing books, cataloguing new arrivals or helping pupils find what they need. Clear signage, organised shelves and an accessible catalogue can also help children find and borrow books independently.
Make Library Information Safe and Accessible
When different people help manage the library, they need access to the information required for their tasks. But that doesn’t mean everyone should have access to everything.
School libraries handle information about children, including their borrowing records. Protecting that information should be part of everyday library management.
Consider who needs access to pupil records, how accounts and passwords are managed, and how access is removed when a member of staff or volunteer leaves. Make sure everyone understands the school’s procedures for handling personal information and knows where to seek help if something goes wrong.
Simplicity should make good practice easier to follow, without compromising security or privacy.
Don't Just Take Our Word For It!
When Abersychan School in Wales decided to reopen its library after six years, Susan Davies found herself taking responsibility for a library serving more than 900 pupils. It was her first experience of running a school library, and she needed a system that was straightforward, reliable and easy to learn.
After trying Simple Little Library System, Susan found that everyday tasks such as cataloguing, tracking overdue books and producing reports became much easier. Just as importantly, she appreciated having friendly, patient support whenever she needed help.
As Susan explains:
“I am so glad that I chose this system because it really does make light work of running the library.”
Simple Systems, Stronger School Libraries
A well-run school library gives children opportunities to explore ideas, discover books and develop a love of reading. Qualified librarians bring invaluable expertise to this work, but where schools cannot employ one full-time, clear routines, practical tools and reliable support make all the difference.
At Simple Little Library System, we believe that managing a school library should be straightforward, whoever is responsible.
Discover how our easy-to-use library management software can help.
Library Glossary for School Librarians
As a school librarian, understanding key library terms is essential. Our comprehensive library glossary provides clear definitions to help you navigate the world of library science with confidence.
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