H. Name(s) of Central Library/Co-Central Libraries:  Public library systems only:

I.         

-Square mileage 2,499

-Population:             

Public   9,956

Nonpublic   670

L.  List of Members:

Attach a current list of members (See Attachment 1-List of System Members) in BOTH print and electronic format (Microsoft Word)

For School Library System:  List member public school districts with participant buildings AND member non-public schools.

            Note:  Changes in members should be reported on system’s annual report.

Section 2.  GOVERANCE

A.     Bylaws:  If not covered in bylaws, describe how constituents are represented on the board/council.

1)      Attach copy of current governing board/school library system council bylaws.

(See Attachment 2-System Bylaws).

2)      Any revisions of bylaws should be submitted annually to Library Development on or before April 30^th.

B.     Organizational Chart:

1)  For School Library Systems only:  Submit a copy of your Agency's Organizational Chart.

(See Attachment 3-BOCES/Big 5 City Organizational Chart)

Section 3.   DESCRIPTION OF MEMBER INPUT ON POLICIES

A.  Briefly describe the role of members in advising the board or council. The members advise the council on a regular basis.  At least twice a year district representatives meet with council members to discuss various items pertaining to the School Library System including, but not limited to, interlibrary loan, coordinated cooperative collection development and library automation.  Council members use the input from these meetings in their decision making process.

B.   Describe the role of member advisory groups, special purpose groups or meetings, such as those for developing federal and state grant proposals, directors’ advisory groups as appropriate to your type of library system or other types of advisory groups required in Education Law or Regulations of the Commissioner

The School Library System Liaisons advise the School Library System on needed policy and procedure revisions.  They act as intermediaries between the School Library System and the district.  Their responsibilities include

• Representing their school district and its participating libraries in School Library System matters

• Communicating information and opinions from the district to the School Library System

• Disseminating information from the School Library System to the district

• Keeping other librarians and staff of participating libraries informed of School Library System policies, activities and services.

School Library System committees meet as needed to advise the School Library System on various topics such as:  automation, coordinated cooperative collection development, interlibrary loan, online databases, etc.

The purpose of School Library System Council, as defined by Commissioner’s Regulation 90.18, is to be responsible for the development of the Plan of Service and to monitor the implementation of the Plan of Service.

Section 4.   DESCRIPTION OF PLANNING, EVALUATION, REVISION AND APPROVAL PROCESS FOR ALL ELEMENTS OF THE PLAN OF SERVICE

A.     Plan of Development-Include the following elements:

1)     Member Needs Assessment:  What information was gathered and through what process (e.g. annual system evaluation, workshop evaluations, etc.)

Members’ needs are continually assessed.  Each year a formal system evaluation, including questions on needs assessment, is sent to every participant.  Evaluations are also completed for every School Library System workshop.  Responses are collated for use in planning system services as outlined in the Plan of Service.

2)   Planning Process:  Who was involved in the planning process?  What was the role of members in developing the plan?

A special meeting was held of all School Library System participants.  They reviewed the current Plan of Service.  Then they broke into groups to discuss the following questions:

§         What School Library System service will be of greatest importance to you during the next school year?

§         What School Library System service will be of greatest importance to you during the next five years?

§         If you could add one service to the School Library System for next year, what would it be?

§         If you could add one service to the School Library System within the next five years, what would it be? 

Responses to the questions were collated and used to draft the new Plan of Service.  Council members reviewed the first draft and suggested changes.  The final draft was approved by the council at its March meeting.

B.     Evaluation

1)     What information will be collected to evaluate whether or not the system has achieved the intended results of the plan?

An annual evaluation survey will be sent to all participants.  It will be based on School Library System services as itemized in the Plan of Service.  Participants will be asked to rate the effectiveness of each service.

2)     What methods will be used to determine whether the system’s customers were satisfied with the system’s services?

      Participants will rate their satisfaction with each service on the annual evaluation survey.

3)     How will the information on customer satisfaction be used to shape the system’s plan in the next year or in the following cycle?

Participants’ responses on the annual evaluation will be collated and discussed with council members.  Amendments to the Plan of Service will be based on information gathered on the annual evaluation.

C.     Amendment Process

Describe the ongoing process for amending and revising the system’s Plan of Service.

Council members will review the School Library System Activities and Results at their final meeting each spring.  They may revise the Plan of Service for the next school year.

D.    Approval Process

Describe the process for approval of the system’s Plan of Service and/or approval of Plan amendments.

The School Library System Council approved the final draft of the Plan of Service at its March meeting.  The Plan of Service was then sent to the BOCES District Superintendent for his signature.

1)     Attach two copies of the enclosed official signature page (one copy must have original signatures signed in blue ink).

2)   Official signatures required include:

            School Library Systems-BOCES/Big 5 City Superintendent, System Director, Council Chair

Section 5.  MISSION STATEMENT, GOAL STATEMENT(S), ACTIVITIES AND INTENDED RESULTS

                     (See Attachment #4)

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