Spreadsheet: 122a3bc0-25f7-420a-b52d-fee98d4539c4
Sheet: Sheet1

Task category | Task | Done when? (time, date, day) | Done how often? | By whom? | Backup | Done most recently on | Notes
Acquisitions/Collection development | Deal with missing items |  |  |  |  |  | Re-order, search, delete record, etc.
Acquisitions/Collection development | Weeding
Acquisitions/Collection development | Physical material processing |  |  |  |  |  | Preparing new items for circulation
Acquisitions/Collection development | Ordering
Acquisitions/Collection development | Purchasing
Acquisitions/Collection development | Mending |  |  |  |  |  | Repairing worn and damaged items
Acquisitions/Collection development | Assess standing orders
Acquisitions/Collection development | Evaluate donations
Acquisitions/Collection development | Send invoices to city to pay |  | Monthly
Acquisitions/Collection development | [NAME]/automated acquisitions tool funds with city funds |  | Monthly |  |  |  | For MORE libraries using Millennium Acquisitions; only the largest libraries do this
Acquisitions/Collection development | Check on old order records still with an on order status |  | Quarterly – [NAME] (depending on size of library) |  |  |  | Verify that they are still backordered; cancel if necessary; for MORE libraries using Millennium Acquisitions
Acquisitions/Collection development | Delete cancelled orders |  | Quarterly – [NAME] (depending on size of library) |  |  |  | For MORE libraries using Millennium Acquisitions
Acquisitions/Collection development | Verify that all orders with a receive date have been invoiced |  | Quarterly – [NAME] (depending on size of library) |  |  |  | For MORE libraries using Millennium Acquisitions
Acquisitions/Collection development | Check for negative encumbrances |  | Quarterly – [NAME] (depending on size of library) |  |  |  | For MORE libraries using Millennium Acquisitions
Acquisitions/Collection development | Run Fund Activity Report |  | Annually |  |  |  | For MORE libraries using Millennium Acquisitions
Acquisitions/Collection development | Run Vendor Statistics and Copy to Vendors |  | Annually |  |  |  | For MORE libraries using Millennium Acquisitions
Acquisitions/Collection development | Run Fiscal Close |  | Annually |  |  |  | For MORE libraries using Millennium Acquisitions
Acquisitions/Collection development | Add new funds (if appropriate) |  | Annually |  |  |  | For MORE libraries using Millennium Acquisitions
Acquisitions/Collection development | Input new year’s fund appropriations |  | Annually |  |  |  | For MORE libraries using Millennium Acquisitions
Acquisitions/Collection development | Delete or archive old (at least 3 yrs on system) order records |  | Annually |  |  |  | For MORE libraries using Millennium Acquisitions
Acquisitions/Collection development | Create list of orders with an “on hold” status and update status to “on order” (then physically order them) |  | Annually |  |  |  | For MORE libraries using Millennium Acquisitions
Acquisitions/Collection development | Check for funds out of balance |  | Annually |  |  |  | For MORE libraries using Millennium Acquisitions
Administration | Receive MORE bill | Early January | Annually |  |  |  | MORE libraries only
Administration | Receive courier bill (libraries paying for additional days only) | Early January | Annually
Administration | Complete State Annual Report online | By February 15 | Annually
Administration | [NAME] | February | Annually |  |  |  | http://www.wla.lib.wi.us/legis/day/index.htm
Administration | MORE and courier payments due to IFLS, as billed | February | Annually
Administration | Annual Report paper copies due to IFLS | By March 1 | Annually
Administration | County reimbursement payments received | March | Annually
Administration | Board review of long-range plan and goals | March | Annually
Administration | Present Annual Report to municipal board | March | Annually
Administration | National Library Week | April | Annually |  |  |  | http://www.ala.org/ala/conferencesevents/celebrationweeks/natlibraryweek/index.cfm
Administration | WAPL Conference | April/May | Annually |  |  |  | http://www.wla.lib.wi.us/conferences
Administration | Begin budget development | June/July | Annually |  |  |  | Review 6 month expenditures/revenues, determine municipal budget calendar
Administration | Submit county reimbursement requests | By July 1 | Annually
Administration | Director drafts budget |  | Annually |  |  |  | Timing based upon municipal budget calendar and library board schedule
Administration | Conduct staff evaluations | July | Annually
Administration | Library board conducts director evaluation | July | Annually
Administration | MORE budget established | July | Annually
Administration | Budget reviewed by municipality | September/October | Annually
Administration | Library Card Sign-up Month | September | Annually |  |  |  | http://www.ala.org/ala/conferencesevents/celebrationweeks/card/index.cfm
Administration | WLA Conference | October/November | Annually |  |  |  | http://www.wla.lib.wi.us/conferences
Administration | Public hearing on municipal budget | November | Annually
Administration | Submit Annual Summation for Director Certification to IFLS Director | December | Annually
Administration | Conduct sample survey |  | Minimum: one week spring, one week fall; encouraged: one week each quarter. |  |  |  | If actual count is not used. Reference transactions, library visits, computer use.
Administration | Keep library statistics | Beginning in January | Ongoing |  |  |  | Program [NAME] (Actual count required), Summer Library Program Attendance (Actual count required), [NAME] (Actual count strongly encouraged (Electronic Door Counter) or survey sample), Internet Use (Actual count strongly encouraged (Pharos) or survey sample), [NAME] (Tally Sheet--Actual count strongly encouraged or survey sample)
Administration | [NAME] Annual Report | January | Annually |  |  |  | http://dpi.wi.gov/pld/annrpt.html
Administration | Schedule sample survey weeks if actual count is not used | January | Annually |  |  |  | Staff required to record tally of number of visits; internet use; and reference transactions if actual count is not used (Minimum: one week spring, one week fall; encouraged: one week each quarter)
Administration | Adjust budget expenditures based upon municipal appropriation and county funding | December | Annually
Administration | Complete Continuing Education Activity form for each event attended |  | Ongoing
Administration | Library board meeting |  | Monthly |  |  |  | Year-to-date budget report, voucher/bill list for board approval, director's report
Administration | Conduct new trustee orientation |  | Annually
Administration | Library board elections |  | Annually
Cataloging | Catalog new materials |  | Ongoing
Cataloging | Improve existing catalog records |  | Ongoing
Cataloging | Headings reports |  | Monthly |  |  |  | MORE libraries in particular
Cataloging | Run statistics |  | Monthly
Cataloging | Check for withdrawn items and delete (or notify MORE staff to batch delete) |  | Annually |  |  |  | MORE libraries in particular
Cataloging | Check for incorrect imessages and opac messages (“no holds” opacmessage should match itype) |  | Annually |  |  |  | MORE libraries in particular
Cataloging | Check for problem barcodes (no barcode, invalid scans, invalid numbers) |  | Annually
Cataloging | Check for invalid/incorrect call numbers |  | Annually
Cataloging | Check for invalid location codes (i.e. two letter or three letter codes or problem codes; if or ifc or  ifzzz) |  | Annually |  |  |  | MORE libraries in particular
Cataloging | Check for invalid itypes (grant itypes that should be changed to permanent location code; 255 do not use) |  | Annually |  |  |  | MORE libraries in particular
Cataloging | Check for problem statuses (in particular, damaged, mending, unavailable, reordered, unavailable, on search, av/circ/ts workroom) |  | Annually |  |  |  | MORE libraries in particular
Cataloging | Check for invalid agency codes |  | Annually |  |  |  | MORE libraries in particular
Circulation | Check in returned materials |  | Daily
Circulation | Staff the circulation desk for checkouts, fine collection, and renewals |  | Daily
Circulation | Run paging list and slips |  | Courier days
Circulation | Fill pages |  | Courier days
Circulation | Resolve item holds you cannot fill |  | Courier days
Circulation | Process materials arriving in courier |  | Courier days
Circulation | Run hold pickup notices |  | Daily
Circulation | Clear the holdshelf |  | Courier days
Circulation | Print overdue notices and bills |  | Daily
Circulation | View outstanding holds for your patrons |  | Weekly
Circulation | View unfilled holds for your materials |  | Weekly
Circulation | Clear in-transit reports |  | Monthly
Circulation | Print statement of charges |  | Monthly
Circulation | Deliver "unsuccessful" notices |  | Daily
Circulation | Search for items missing in transit or stuck on the holdshelf (system-wide search) |  | Monthly
Circulation | Delivery study | April (April 23-27, 2012) | Annually
Circulation | Inspect incoming materials & watch for damaged/missing pieces/misrouted materials |  | Courier days
Circulation | Take out labels to library |  | Courier days
Circulation | Wipe out bins |  | Courier days
Circulation | Label & Prepare outgoing bins |  | Courier days
Circulation | Check on delivery supplies (rubber bands, bubble bags, quantity of bins; quantity of labels and flags)
Circulation: Interlibrary Loan | Handle new requests from patrons |  |  |  |  |  | Check for new requests from patrons (paper or electronic as set up by your library); verify if appropriate for ILL (check if materials are owned in library/shared system, Genealogical or Reference?  Get photocopy information, Too new?  If published in last two months, consider for purchase or let patron know to re-request in 6-8 weeks.); Create ILL requests on WISCAT (or approve if the requests were patron initiated on WISCAT)
Circulation: Interlibrary Loan | Handle incoming materials filling ILL requests |  |  |  |  |  | Update request to received in WISCAT, prepare item to be circulated to patron, inform patron
Circulation: Interlibrary Loan | Handle ILL materials being returned |  |  |  |  |  | Update request to returned in WISCAT, label & return via courier/mail as needed
Circulation: Interlibrary Loan | Lender ILL workflow for MORE Libraries |  |  |  |  |  | Print Item paging slips for IFLS placed ILL holds, pull items & check out materials to requesting library, label & ship via courier or mail as needed (include paperwork with ILL request number & due date information)
Circulation: Interlibrary Loan | Lender ILL workflow for WISCAT lender libraries |  |  |  |  |  | Check for incoming pending requests, pull items and check out materials to requesting library, update WISCAT request to [NAME], print WISCAT shipping label, ship via courier or mail as directed by shipping label
General | Opening duties |  | Daily
General | Closing duties |  | Daily
General | Supply ordering | IFLS group ordering: February, October
Outreach | Update your library website |  | Weekly |  |  |  | Websites should be updated weekly to keep them vibrant. This can be highlighting an event or new item or a database or a person on the homepage.
Outreach | Update your library website's calendar |  | Monthly |  |  |  | Remove outdated info.
Outreach | Update social media (ex. Facebook, [NAME]) |  | Weekly (at least) |  |  |  | Highlight an event, item, database, person, etc., or share a link
Outreach | Add photos to Flickr |  | Monthly |  |  |  | Remember to take photos of library events, displays etc. You will be glad to have this resource for use on your website and Facebook.
Outreach | Contact school personnel for visits or open house opportunities
Outreach | Find out about city or county task forces to serve youth/seniors/immigrants, etc.
Outreach | Publicity about home delivery program to senior center/senior paper/senior apartments/meals on wheels/news outlets
Outreach | Recruit volunteers:  press release to news outlets
Outreach | Recruit volunteers:  contact service clubs to give presentations
Outreach | Recruit volunteers:  contact school community service coordinators
Outreach | Set up volunteer/staff training
Outreach | Select materials to send to daycares/senior housing/nursing homes/etc.
Outreach | Delivery materials to daycares/senior housing/nursing homes/etc.
Programming | Plan program
Programming | Contact presenters
Programming | Contract with presenters
Programming | Order or purchase supplies for program
Programming | Request books, movies, music for program or for displays at program
Programming | Create flyer for program
Programming | Send press release to news outlets
Programming | Post on info about event on website
Programming | Post about event on social media
Programming | Post flyers in library and around town
Programming | Ask staff to start promoting program at front desk
Programming | Get flyers to schools/senior center/other partners
Programming | Set up room for program
Reference | Learn a new database |  | Monthly
Serials | Receive/check in new periodicals
Technology | Apply Windows updates | Tuesday | Monthly (2nd Tuesday of each month)
Technology | Apply AVG updates | Tuesday | Monthly (2nd Tuesday of each month)
Technology | Apply other updates as necessary | Tuesday | Monthly (2nd Tuesday of each month) |  |  |  | "As necessary" updates may include [NAME], Adobe programs