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Library SOP

School Library SOP — Summary
SOP-PERP-001 · Rev.00 · Active

School Library
Standard Operating Procedure

A summary guide for Directors, Principals, Lead Teachers & Supervisors

Effective Year2025 / 2026
Approved BySchool Director
HoursMon–Fri · 07:00–15:30
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Purpose & Scope
▼
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What this SOP is for To ensure all library users manage and use library services in an orderly, effective, and responsible manner.
Who it applies to
Primary Users
Students (Elementary & Kindy)
Facilitators
Teachers & Class Teachers
Administrators
Library Staff
Oversight
School Director & Supervisors
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Library Rules & Sanctions
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Inside the Library
  • Maintain silence — no loud talking or disturbances
  • No food or drinks near the collection area
  • Return books to the correct shelf after reading in-library
  • Do not write on or damage book pages
  • Place bags in the designated area
  • Keep phones on silent or off
Violations & Consequences
⏰
Late returnNotification via WhatsApp or email
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Book damaged by negligenceMust repair or replace the book
❓
Lost bookReplace with same title or pay IDR 250,000
⚠️
Repeated violationsWritten warning; library access temporarily suspended
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Borrowing & Returns
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Borrowing Limits
UserMax BooksDurationRenewal
Elementary Students4 books14 days2× (14 days each)
Kindy Students2 books14 days2× (14 days each)
Teachers / Staff5 books1 month2× (1 month each)
Class Reading Corner~3× no. of students3 months / termNone
Color Label System
???? Red — Upper Elementary
???? Yellow — Lower Elementary
???? Green — Kindy
⚫ Black — Staff / Teacher
Key Reminders
  • Elementary: reminder sent 1 day before due date
  • Kindy: reminder sent 2 days before due date
  • Renewals can only be done on or before the due date
  • Books reserved by another user cannot be renewed
  • All transactions must be recorded in the digital system
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Class Visits & Reading Corner
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Elementary Session
35 minutes
Teacher must accompany at all times
Kindy Session
30 minutes
Teacher must accompany at all times
Reading Corner — Teacher Responsibilities
  • Maintain and care for the classroom reading corner collection
  • Ensure students handle books carefully
  • Report any damaged or lost books to library staff
  • Return all books at the next rotation (every 3 months)
  • If a student damages a book, they must repair or replace it
Library Log
✏️
What is the Library Log? A student reflection tool — drawing or writing about a borrowed book. Part of the literacy experience, taken home with the book. Elementary: given 1 day after library time. Kindy: given on the same borrowing day.
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Digital System & Access Levels
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UserAccess Level
DirectorRead-only — reports & statistics dashboard
Library StaffFull access — manage collections, members, transactions
TeachersSearch catalog, view loan history, read e-PDFs
StudentsSearch catalog, view personal loan status, read e-PDFs
Data Security
  • Staff must log out after each session
  • Passwords must never be shared
  • Automated daily backups performed by librarian or IT team
  • Manual records in Excel during system outage; imported once restored
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Collection Management
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✅
New Book Acquisition All new purchases require Director approval. Staff submit proposals → Director reviews → purchases made via affiliated vendor.
Maintenance Schedule
Physical Checks
Every 3 months
Condition documented in report
Collection Weeding
At least once a year
Requires Director approval
Weeding Criteria
  • No longer relevant to curriculum or student needs
  • Severely damaged — unfit for reading
  • Incomplete or missing information
  • Not borrowed in more than 5 years
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Literacy Programs & Reporting
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Library Activities
???? Storytelling
✍️ Roleplay Writing
???? Audiobooks
???? Book Discussion
???? Art & Craft
???? Literacy Day
Reporting Schedule
ReportContentFrequency
Visit ReportDaily visits by user categoryMonthly → Director
Loan ReportMost borrowed, overdue itemsMonthly → Director
Collection ConditionDamaged, lost, needs repairEvery 3 months → Director
Annual ReportFull summary, stats, recommendationsAnnually → Director
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Library Room Booking
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  • Check schedule availability at greenmontessori.sch.id/catalog
  • Fill in the Microsoft Form as instructed
  • Confirm with librarian after submitting the form
SOP-PERP-001  ·  Effective 2025/2026  ·  Revision 00  ·  Approved by School Director
This is a living document — subject to updates as needed.