Communication plan

Tiger Elementary School Library Media Center Communication Plan

Purpose of Communication Plan

The LMC recognizes the value of creating a professional learning community through access to information, shared decision
making, and respectful dialogue between library staff, patrons, and stakeholders. The Library Media Center Communication
Plan sets forth guidelines and tools to fulfill the diverse needs of communication within the 5 Roles of a School Librarian
identified in Empowering Learners: Guidelines for School Library Media Programs. ( AASL,2009)Some roles have been
combined to achieve overlapping responsibilities.

•Instructional Partner • Teacher •Information Specialist• Leader •Program Administrator

Scope of Communication Plan
Guidelines and tools presented were chosen based on the needs of an elementary library and school setting. Each section of
The Library Media Center Communication Plan addresses:
Outgoing Communication – getting information to patrons and stakeholders, recognizing who needs information, using a
variety of tools to communicate in physical and virtual presence

Incoming Communication- receiving information from patrons and stakeholders, creating dialogue through a variety of
tools, managing spontaneous and asynchronous communication in physical and virtual environments

Tools for Communication- identifying print, digital, personal, and technology tools appropriate for fulfilling the
communication needs for each role

Specific Examples of Communication- identifying specific circumstances, activities, and events that occur within the
LMC to communicate to stakeholders within each role

Organization of Responsibility- planning for accountability in sending, receiving, and acting on information with staff,
patrons, and stakeholders


Roles: Instructional Partner and Teacher
The librarian as instructional partner recognizes the need for integration of information literacy skills within the meaningful
context of curriculum and project based learning. Due to the collaborative nature of this role, much of the communication will
be done through personal meetings, interviews, and shared technology. Every attempt to encourage and increase collaboration
between students, teachers, and library staff will be taken which many mean multiple paths for communication.Responsibilities
include: collaborating with teachers to plan and implement lessons that connect content achievement and information skills,
evaluating and sharing resources for instructional purposes with teachers and students.

Related to the role of instructional partner is the librarian’s role as teacher of 21st century skills to students through integrated
lessons and library visits. Communication in this role is between student and librarian to assess prior knowledge, construct new
understanding, and self-reflect on the learning process. Student/librarian interaction and observation serves as communication in
this role as well as sharing the instructional outcomes with classroom teachers. The school librarian may meet again as an
instructional partner within the role of teacher to share assessment information or evaluate collaborative learning activities.
Responsibilities include: creating engaging learning opportunities for students to think critically, act creatively, and work
collaboratively to build research skills, promote a love of reading, teach students to become effective and ethical users of
information.


Outgoing Communication To Patrons as Instructional Partner and Teacher
Teachers The librarian will be proactive in providing collaboration opportunities through monthly e-news letters sent through email and posted
on library website highlighting resources and opportunities in the LMC. Personal invitations for collaboration will occur through
presentations at monthly faculty meetings and grade level meetings. Resources will be jointly shared and collected through digital sites.
Events in the library will be advertised through a shared email calendar system as well as scheduling class visits. Every attempt will be
made to return communication through email, class telephone, or personal contact before the end of the school day. Librarians in the
role of teacher will share student data from learning objectives through personal meeting, collaboration form, and shared projects.
Students Library staff will develop digital pathfinders to assist students in their class projects. During weekly library visits personal invitations
and orientations to the resources available will be given. Resource carts to promote academic interest and a love of reading will rotate
through the grade level. Other resources will be available through the library website including podcasts created by library staff and
students with book talks and recommendations. A monthly section of the PTA newsletter will highlight exciting activities in the LMC.

Incoming Communication From Patrons as Instructional Partner and Teacher
Teachers Teachers can request collaboration through email, personal contact or shared email calendar. In best cases the teacher and librarian will
schedule a meeting to discuss the content, needed resources and complete a collaboration form. A shared calendar through the email
system will allow teachers to sign up for collaboration meetings, lessons and schedule use of the LMC. For spontaneous collaboration
teachers may ask library staff for resources which may be checked out or logged in the “Requested Materials” file to be checked for
future purchase. Every attempt will be made to return communication through email, class telephone, or personal contact before the
end of the school day.

Students Student visits to the library are encouraged and expected. The library staff will conduct age appropriate reference interviews to assist
students in finding resources for academic purposes. Library staff will promote a love of reading by encouraging students to leave book
suggestions in the Suggestion Box, give readers advisory, and initiate literary conversations with students. Librarians in the role of
teacher will use self-reflection rubrics, learning outcomes, and active response to receive feedback from students on lesson objectives.

Specific Example of Communication as Instructional Partner and Teacher
Teachers - School librarian meets with grade level to plan a joint unit on folktales using reading curriculum standards and information literacy
skills to research, compare and create digital versions
- School librarian starts a web mix of resources for American Civil War and emails link to history teachers to encourage collaboration
Students - Students and librarian develop a research plan to complete a project about DNA using a pathfinder and share strategies on the LMC
Wikispaces
- Librarians maintain a virtual library collection of resources available 24/7 through the LMC website


Tools for Communication as Instructional Partner and Teacher
Teachers Symbaloo- will allow teachers and library staff to share resources for specific topics by creating web mixes displayed on the library
website to be accessed from anywhere. http://www.symbaloo.com/

School Collaborative Planning Template- will be jointly completed when planning, teaching, and reflecting on collaboratively
planned units. Morris, B. J. (2010). Administering the school library media center. Santa Barbara, CA: Libraries Unlimited

Microsoft (Outlook) Exchange- will be used for email, survey voting, creating file rules, and sharing appointments and calendars, and
address books. It is the official communication method of the school district and available at school, online, and on mobile devices with
integration of other Microsoft products.

Microsoft Publisher- will be used to create the monthly newsletters sent to teachers because they allow content to be personalized,
archived in PDF or edited form, available with Microsoft Office products. Easily used by library staff without requiring extensive
training.

LMC Policies and Procedures Handbook- created by the school librarian will outline interpersonal skills for interactions with
teachers and students by library staff. Training will occur based on ideas found in the Chapter 6, “Interpersonal Skills and
Collaboration” of Collaboration and the School Library Media Specialist. Doll. C.A. ( 2005). Collaboration and the school library
media specialist. Lanham, MD: Scarecrow Press

Students The LMC Website and Wikispaces- will provide students with access to the OPAC to browse the collection for academic and
pleasure reading resource. It will also provide upcoming events, student created projects, and digital resources. The website will be
designed to align with the district technology plan. Wikispaces- will be used to create specific pathfinders and class resources because
of the collaborative and easy to update nature of the tool. This service is free to education organizations.

LMC Reference Interview- will be used to assist students in finding information resources for academic needs. This dialogue is
essential in helping students develop information skills and in the staff meeting their needs. Guidelines will be taken from Chapter 5,
“The Reference Experience.” Bryner, J. & Lanning. S, ( 2010). Essential Reference Service for Today’s School Media Specialists.
Santa Barbara, CA: Libraries Unlimited

Senteo Response System- allows students to be actively engaged a remote responder. This software is integrated to the Smart Products
already in place and allows for formative assessment of learning outcomes. Students, teachers, and librarians have access to the data for
evaluation.
http://smarttech.com/us/Solutions/Education+Solutions/Products+for+education/Complementary+hardware+products/SMART+Response


Organization of Responsibility as Instructional Partner and Teacher
Working Library Staff- create welcoming and stimulating environment that encourages collaboration, assist librarian in creating newsletters,
with collecting resources as requested by teachers
Teachers
Librarian- takes lead role in initiating collaboration opportunities, providing resources, and scheduling meetings, implement teaching of
information skills in lessons

Teachers- participate actively in collaboration, implement content standards of lessons, collaborate with shared resources

Working Library Staff- create welcoming and stimulating environment that encourages student exploration, love of reading, and use of library
with skills, engages each student who enters LMC with personal greeting and appropriate support, collects resources for pathfinders and
Students website, assist in creation of website, newsletters, pathfinders

Librarian- takes lead role in modeling/teaching information literacy skills through interactions with students, creates and plans content
for website, wiki, newsletters but may delegate responsibility to produce to library staff

Students- show dispositions of critical thinking, ethical user, and informed responsibility using the library resources for life-long
learning.


Roles: Information Specialist and Leader
The librarian in the role of information specialist exercises leadership expertise in selecting, evaluating, and implementing a
variety of resources for teaching and learning. Communication of emerging technology, best practice trends, and copyright
through on demand access are important topics in this role. Responsibilities include: technology software, promoting
information literacy, maintaining a diverse collection of information mediums, assisting all stakeholders with issues of
technology, developing a global perspective in the school setting.

Librarians also serve in the role of leader as innovative users of technology for teaching practices. A school wide learning
community is created when librarians in leadership promote an enthusiasm for learning, a willingness to take risks, and a spirit
of collaboration. Communication of advocacy, problem solving, school library achievement, and research based practices are
important topics to be shared with all stakeholders in this role. Responsibilities include: providing professional development,
serving in leadership capacities

Outgoing Communication To Patrons as Information Specialist and Leader
Teachers Monthly electronic magazines custom designed for educational technology topics will be sent to all staff to stay current in technology
and staff trends. Copyright information will be presented through professional development session at the beginning of the year with tip sheets
distributed and posted in relevant places. Articles, tutorials, and podcast training in technology will be available on the LMC website
for on demand staff learning. A minimum of 3 professional development topics will be planned by surveys. Invitations to attend will
be sent through RSVP buttons on school email system. These sessions will be added to the shared school calendar through the email
system. Information affecting school libraries and learning from local, state, and national publications will be shared in timely ways
with faculty through appropriate print or digital distribution.
Students The library will use integrated lessons on ethical use, copyright, and internet safety throughout the year. Specific handouts and
multimedia information will be shared with students on information literacy topics to help them become experts. A technology
exploration lab will be advertised in PTA newsletters, and library websites for students to receive hands on training using technology
products and then teach other students. Library staff will highlight the diverse collection of resources in the LMC through weekly
appearances on the in-school broadcasts.
Stakeholders A quarterly Lunch and Learn invitation will be sent to stakeholders via email and the PTA newsletter to attend presentations on
pertinent technology topics (social media, cyber bullying etc). These sessions will also include a highlight of library and school
achievement using a multimedia product that can later be placed on the LMC website. Quarterly messages will also air on the city
cable television channel for schools.


Incoming Communication From Patrons as Information Specialist and Leader
Teachers Surveys for professional development topics will be conducted and analyzed by library staff for planning purposes. Enrollment in
and staff these sessions will be done through RSVP buttons on a school email that will be directly routed to a folder in the librarian’s email for
collection. A Library and Technology Committee representing all grade levels and departments will meet quarterly to form goals,
discuss library’s ability to meet the needs of school goals, and solve problems. Minutes from these meetings will be posted on a
shared network drive. Technical problems needing assistance will be submitted through a Technology Work Order sent by email
form to librarian and IT directors. Library staff will check for these request each morning and afternoon and provide assistance if
possible.
Students Library staff will interact with students through observation and lesson assessment of their information skills. Students may request
assistance in using technology and specialized help in finding resources through scheduling a meeting with the library staff.
Stakeholders Library staff will respectfully and promptly address any communication concerning the library from a stakeholder through email or
phone call. Matters beyond the scope of the library will be directed toward the administration.

Specific Example of Communication as Information Specialist and Leader
Teachers - Tech Tuesdays allow staff and librarians to informally explore emerging technology after school
and staff - Librarian serves on curriculum committees at the school and district level
- Librarian provides assistance to administrators in preparing professional and engaging multimedia reports needed for
accreditation
Students - Students and librarian collaborate to hold a Tech Expo for student peer teaching of technology and research skills
- Students use screen capture to document search strategies for information seeking to show librarian during meeting
Stakeholders - Open house held during School Library Month with multimedia presentation of achievement in school libraries
- Computer training sessions during lunch hours and evenings to train parents on ordering yearbooks, depositing lunch money
and checking student’s grades online as well as advocating for use of school library website at home


Tools for Communication as Information Specialist and Leader
Teachers Scoopit- will be used by the library staff to create free online magazines customized to technology topics of need. Teachers can link
and staff directly to primary sources for tutorial and integration tips as well as archive them for future use. Teachers can also create their own
for classroom and instructional use. http://www.scoop.it/

Survey Monkey- will be used to collect development needs of teachers, staff, and stakeholders. This free online survey tool allows
for various questions and answers format, analyzes the data, and has different sharing options. Teachers can create their own for
classroom and instructional use. http://www.surveymonkey.com/

Learn It In 5 – will be used for on demand learning by teachers and staff. This site gives teachers 5 minute video tutorials on a range
of digital products and tools. These are produced by teachers and specifically geared towards technology innovation and integration
in teaching and learning. Teachers of all levels can find this site useful and refer to it at any time. It was recognized by the AASL as
one of the “Best 25 Sites for Teaching and Learning 2012.” http://www.learnitin5.com/

Bookmarks- of the AASL “Best 25 Sites for Teaching and Learning 2012” produced by the AASL will be given to teachers along
with links to the sites for quality technology resources. Instructions for teachers to include these resources in their weekly
newsletters are also given. http://www.ala.org/aasl/guidelinesandstandards/bestlist/bestwebsitesresources

Microsoft (Outlook) Exchange- will be used for email, RSVP buttons, creating file rules, and sharing calendars. An email template
for a Technology Work Order will be created to send through email.

Shared Network Drives- will be used on in school computing to share documents, training materials, and minutes from committee
meetings. All staff will have access to this communication instantly.
Students In School Broadcast Station- will be used weekly to highlight weekly collection resources and an education app for use at home or
school. The entire school population watches this program each morning.

Link with a Librarian Notes- will be used for students to arrange a special time for technology training, or resource assistance for
classroom projects before, after and during school. These will be available outside and inside the LMC and will be checked daily to
confirm a time with student.

Stakeholders Cable Television Channel for Schools- will be used to highlight library achievements and provide technology tips to all citizens and
stakeholders.

Meetings, Personal letters, and Emails- will be used to address school boards, district personnel, legislatures, and city leaders on
issues impacting the school curriculum and library program


Organization of Responsibility as Instructional Specialist and Leader
Working Library Staff- creates surveys under direction of librarian to send for professional development, checking Technology Work Orders,
with assisting teachers and staff with technology issues if able
Teachers
and staff Librarian- takes lead role in planning and implementing professional development through staff or outside resources, collects
resources to assist teachers and staff in locating and using technology and may delegate responsibility to library staff, initiates
positive working relationship with stakeholders in conducting meetings, meets with students to model information skills, meets with
library committee and forms agenda to conduct meeting

Teachers and Staff- inform the library and IT staff of technology problems using email work order, address concerns/needs to
grade level representative before library committee meetings, participate in professional development openly and contribute to
learning community through reflective and honest surveys
Working Library Staff- displays willingness to help students locate and use resources in the library, checks Link with a Librarian appointments
with and sends to librarian for confirmation
Students
Librarian- instructs students in information skills, provides virtual access to resources 24/7 through library website, meets with
students to share expertise, approves resources to be shared on weekly broadcast but students or library staff may present

Students- take ownership of learning by seeking out help from library staff for resources and assistance, shares expertise with school
population
Working Library Staff- compiles list of stakeholders’ contact information and create email invitation for Lunch and Learn, informs librarian of
with any communication made to library from stakeholders, creates warm and inviting atmosphere
Stakeholders
Librarian- maintains consistent relationship with stakeholders in the context of library enhancement, provides information services
through meetings and presentations

Stakeholders- provide feedback and support for library services through participation in Lunch and Learn, uses role in
school/community to advocate for school library programs, contacts librarian with information about promoting funding, technology,
reading, policy,etc. that could impact school library


Role: Program Administrator
The librarian in the role of program administrator develops the collection, policies, resources, and library staff necessary to
support school and library goals. Communication in this role is extremely important to ensure that patrons have a pleasant
experience and access to worthwhile resources. Written, personal, and technological communication tools are shared with
library staff, administrators, teachers, and students. Responsibilities include: publishing LMC policies, developing a collection
of resources that support the school curriculum and promote a love of reading, administering evaluations of library staff and
programs, accountability for school library budget.

Outgoing Communication To Patrons as Program Administrator
Teachers Library policies and procedures for class visits, collaboration, services, and teacher/student checkout will be distributed in hard copy
as part of the Tiger Elementary School Teacher Handbook at the beginning of school faculty meeting. The librarian will discuss the
policies and allow teachers to ask questions. These will also be available on the LMC website throughout the year. Collection
development notices of new books and resources will be sent to teachers using a Pinterest board divided by topic of study and
classification. Request forms for materials will be sent to Library and Technology Committee representatives to share with grade
level 2 weeks prior to meeting. Committee meetings will include copies of agenda and budget items for representatives.
Students Library policies and procedures for check out, resources in collection, class visit behaviors and services will be engagingly presented
at the beginning of each year to library classes. Additions to the collections throughout the year will be highlighted on the LMC
website each month.
Stakeholders Monthly reports of circulation, collaboration, and services provided to patrons will be available on the LMC website through
SlideShare to promote awareness and advocacy of the library’s impact on school achievement. Budget Reports will be given to
appropriate stakeholders with necessary documentation.
Library Training, education, and evaluation will take place between librarian and library staff through personal meetings, video tutorials, and
Staff a procedure/policy handbook. Written evaluation feedback will be given to staff at a minimum of 2 times a year. Daily
communication of class visits, instruction, duties will be sent via email and posted at the LMC work center for all staff. Integrated
telephone systems will be used to facilitate communication and must include the user’s voice mailbox. Messages should be checked
when arriving and before leaving school each day.


Incoming Communication From Patrons as Program Administrator
Teachers Surveys and evaluations of the LMC programs and services will be administered to teachers digitally at the middle and end of the
and year. Focus groups of students representing a school population sample from each grade will complete these in the computer lab via
Students from the LMC website. Collection responses will be used to plan programs, personnel, and policies for the future. Request for
materials will be collected in database form for future acquisition.
Stakeholders The librarian will solicit feedback on reports and programs from appropriate personnel through surveys, formal evaluations, and
panel discussions at the middle and end of the year.
Library Personal contact, email, and office message board will be used to develop a professional working relationship between librarian and
Staff library staff. Labeled mailboxes for each staff member will be housed in the LMC work center and should be checked when arriving
and before leaving school each day. Situations will be responded to in the appropriate manner and urgency.

Specific Example of Communication as Program Administrator
Teachers - Asynchronously collaborate with technology committee in making goals for the school library program through a wiki to edit
and and revise
Students - Library posts times for flexible scheduling around school and using email calendar to encourage student and teacher use
Stakeholders - Preparing virtual or physical walkthrough for facilities managers during renovation to develop a learning commons concept
- View and comment on reports using shared online documents or Voice Threads
Library - Using Skype to determine resources that need to be weeded during a summer work day through video and chat
Staff - Staff uses online reading communities to comment on books for selection purposes


Tools for Communication as Program Administrator
Teachers Survey Monkey- will be used to collect development needs of teachers, staff, and stakeholders. This free online survey tool allows
and for various questions and answers format, analyzes the data, and has different sharing options. http://www.surveymonkey.com/
Students
Evaluations of the Media Program: Exhibit 14- will be used to form survey and evaluations for teachers, students, staff, and
stakeholders regarding the resources, programs, and expertise of the library program
Morris, B. J. (2010). Administering the school library media center. Santa Barbara, CA: Libraries Unlimited

Microsoft Excel- will be used to create a database of requested materials. This resource is included in Microsoft Office products and
allows customized fields for teacher, grade level, topic, date requested and acquisition decisions that can be shared and searched.
This will be saved on a network drive and used as evidence in the efficacy of the school library collection in promoting student
achievement.

Pinterest Boards- will be used to show new or useful collection resources for specific topics like Language Arts, Character
Education, Plants, etc. This is a free web based service that can link teachers to book reviews online and allow them to view materials
visually and easily. http://pinterest.com/

Voki- will be used to create engaging and welcoming animated orientations to library policies and procedures to share with teachers
and students. This is a free service that can be presented or linked to the LMC website so that communication of use is clear and
consistent. http://www.voki.com/

Stakeholders Slideshare- is a free online presentation and document sharing site. This will be used to share reports on activity, circulation, and
progress toward goals with stakeholders through the LMC website. http://www.slideshare.net/

Library LMC Policies and Procedures Handbook- created by the school librarian will include all procedures and policies for the library
Staff staff. A digital version will be available on the LMC website.

Cisco Unified Phones- will be used to network offices, library phone lines, hold a custom directory, and receive voicemail for each
library staff member. Voicemail can be transmitted as texts or emails in order to be checked away from desk.
http://www.cisco.com/en/US/products/hw/phones/ps379/index.html


Organization of Responsibility as Program Administrator
The librarian as a program administrator uses specific training in library skills and school library planning to accept responsibility for these
communication tasks.

Communication plan

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