Placing an Order
- Always obtain a price quote first.
- Upon confirmation, schools will do a “do not exceed” for $1,000.00
- Schools should use their p-cards and the invoices are to be sent to their schools.
Recommended Source Lists (library books only)
You may order from the following sources according to the needs of your school. Keep in mind that this list is for ordering books only. These sources can also provide a beginning point in your search for appropriate multicultural materials. Library books may be approved if you locate and read two positive reviews from any of the review sources on the list.
Book purchases can be made from the following companies...
- Amazon
- Barnes and Noble
- Junior Library Gild
- Mackin
- Titlewave
The picture below is a link to the Library Acquisition Manual starting on page 53
Magazine Subscriptions
Library media specialists frequently subscribe or purchase a certain number of issues of a periodical, newspaper, or service such as a database.
Newspapers
Databases and other Subscriptions
Use a procurement card if the database or subscription is less than $1000. Use a Requisition/Release form for subscriptions if the amount is equal to or over $1000. Be sure to attach an invoice from the company.
Library Supplies
Supplies can be purchased from any vendor as long as they are tax exempt.
Library media specialists frequently subscribe or purchase a certain number of issues of a periodical, newspaper, or service such as a database.
- These individual items follow a review and evaluation process similar to other library media materials. Anne Arundel County Public Schools has awarded a competitive bid to WT Cox to supply periodicals. Periodicals Periodical subscriptions typically start in January and expire in December.
- A few periodicals are only published during the school year; these subscriptions start in August or September and expire in May or June.
- All periodical orders will be placed using the WT Cox website and the unique school user ID and password assigned by WT Cox.
- Periodical orders will be paid via procurement card, unless they are over $1,000. Periodicals orders that are over $1,000 will require a Requisition/Release form and an invoice from the company.
Newspapers
- Newspapers Order subscriptions can be purchased with an AACPS procurement card.
- Follow the procurement card guidelines when ordering.
- You must notify the newspaper to start and stop deliveries and summer break.
- The newspapers do not always take responsibility for stopping delivery.
Databases and other Subscriptions
Use a procurement card if the database or subscription is less than $1000. Use a Requisition/Release form for subscriptions if the amount is equal to or over $1000. Be sure to attach an invoice from the company.
Library Supplies
Supplies can be purchased from any vendor as long as they are tax exempt.
Recommended Review Sources: Books may be approved if two positive reviews have been read from any of the following review sources. All graphic novels, even those approved through journal reviews, approved publishers, H.W. Wilson, etc., must be “checked” for any inappropriate content.
Standard Approved Sources
All graphic novels, even those approved through journal reviews, approved publishers, H.W. Wilson, etc., must be “checked” for any inappropriate content. Graphic Novels need to have two positive reviews and reviewed by two Anne Arundel County Media Specialist.
• Received two or more favorable evaluations from established review journals. The full text reviews are available through Titlewave and should be referenced when making purchasing decisions. Reviewers will disagree and it is important to refer to the specifics, especially when purchasing for 5th grade and 8th grade.
• Reviewed favorably by at least two media specialists, or by the school media specialist and an additional staff member or parent. Items must be entered in TAIMMS. Final approval will be by the Office of Library Media. These items are located in TAIMMS. If you are approving a title for grade levels that are different than the currently recommended grade levels, the change should be put into TAIMMS with a comment. This applies primarily when approving a title for a lower grade. If a title has a “Teen+” rating, “16+” rating, or other indication of mature content, the TAIMMS record must contain a description of the nature of the content and a justification as to why that content is deemed appropriate for middle school students. This information will help other media specialists to determine the appropriateness of these titles for their school.
• Issued by one of the approved publishers listed in this manual.
• Approved for general student use by any curriculum committee.
Standard Approved Sources
- Booklist
- Bulletin of the Center for Children’s Books
- Children's Core Collection (H.W. Wilson via EBSCOHost)
- Colorin Colorado.org
- Horn Book
- H.W. Wilson Core Collection
- Kirkus Reviews
- Library Media Connection
- Middle and Jr. High Core Collection
- Multicultural Review
- Publishers Weekly
- School Library Journal
- Senior High Core Collection
- Voice of Youth Advocates (V.O.Y.A.)
All graphic novels, even those approved through journal reviews, approved publishers, H.W. Wilson, etc., must be “checked” for any inappropriate content. Graphic Novels need to have two positive reviews and reviewed by two Anne Arundel County Media Specialist.
• Received two or more favorable evaluations from established review journals. The full text reviews are available through Titlewave and should be referenced when making purchasing decisions. Reviewers will disagree and it is important to refer to the specifics, especially when purchasing for 5th grade and 8th grade.
• Reviewed favorably by at least two media specialists, or by the school media specialist and an additional staff member or parent. Items must be entered in TAIMMS. Final approval will be by the Office of Library Media. These items are located in TAIMMS. If you are approving a title for grade levels that are different than the currently recommended grade levels, the change should be put into TAIMMS with a comment. This applies primarily when approving a title for a lower grade. If a title has a “Teen+” rating, “16+” rating, or other indication of mature content, the TAIMMS record must contain a description of the nature of the content and a justification as to why that content is deemed appropriate for middle school students. This information will help other media specialists to determine the appropriateness of these titles for their school.
• Issued by one of the approved publishers listed in this manual.
• Approved for general student use by any curriculum committee.
Library Media maintains a database of approved Media materials located in TAIMMS. A method for quickly searching approved materials in TAIMMS is available. http://www.aacps.org On the AACPS website, select Intranet located from the Staff page.
Receiving Items from Purchase
When you receive books, AV, supplies and other materials directly from vendors, you must acknowledge receipt of the items by marking each item on the packing list(s) with one the following codes:
R – received NR - not received BO - back ordered C - cancelled
Contact the vendor if you have damaged, missing items, or an over-shipment. Never return anything until approved by the vendor.
1. What do I send in and to whom do I send it?
You will receive a yellow and blue copy of the purchase order. Keep the blue copy for your school records along with copies of other supporting documentation (packing slips, etc.) Send the signed yellow copy to Library Acquisitions, C & I Resource Center, Chesapeake Bay Middle School to acknowledge receipt of all or part of the order. Do this as soon as the first book comes (even if it is less than 10% of the order). Attach the packing list indicating the status of each item and the signed yellow copy of the purchase order. Indicate full or partial completion of the order on both the yellow and blue copies.
2. Send a signed Supplemental Report (located on the Intranet to Library Acquisitions) each time additional items from the order arrive. Indicate partial or complete on the supplemental. Attach the packing lists indicating the status of each item. Keep a copy of the Supplemental Report and packing lists for your records. Send all original sign off’s for Supplemental and supporting documentation to Library Acquisitions, C & I Resource Center at Chesapeake Bay Middle with your full signature.
3. Media Centers must keep copies of these financial records at the school for five years.
When you receive books, AV, supplies and other materials directly from vendors, you must acknowledge receipt of the items by marking each item on the packing list(s) with one the following codes:
R – received NR - not received BO - back ordered C - cancelled
Contact the vendor if you have damaged, missing items, or an over-shipment. Never return anything until approved by the vendor.
1. What do I send in and to whom do I send it?
You will receive a yellow and blue copy of the purchase order. Keep the blue copy for your school records along with copies of other supporting documentation (packing slips, etc.) Send the signed yellow copy to Library Acquisitions, C & I Resource Center, Chesapeake Bay Middle School to acknowledge receipt of all or part of the order. Do this as soon as the first book comes (even if it is less than 10% of the order). Attach the packing list indicating the status of each item and the signed yellow copy of the purchase order. Indicate full or partial completion of the order on both the yellow and blue copies.
2. Send a signed Supplemental Report (located on the Intranet to Library Acquisitions) each time additional items from the order arrive. Indicate partial or complete on the supplemental. Attach the packing lists indicating the status of each item. Keep a copy of the Supplemental Report and packing lists for your records. Send all original sign off’s for Supplemental and supporting documentation to Library Acquisitions, C & I Resource Center at Chesapeake Bay Middle with your full signature.
3. Media Centers must keep copies of these financial records at the school for five years.
Work Cited
Anne Arundel County Public Schools. “Library Acquisitions Manual.” https://intranet.aacps.org/Dept/Instruction/LMS/Acquisitions/Library%20Acquisitions%20Manual.pdf. Assessed 10 October. 2019.
Anne Arundel County Public Schools. “Review and Evaluation Manual.” https://intranet.aacps.org/Dept/Instruction/LMS/Pages/ReviewEval.aspx. Assessed 10 October. 2019.
Anne Arundel County Public Schools. “Library Acquisitions Manual.” https://intranet.aacps.org/Dept/Instruction/LMS/Acquisitions/Library%20Acquisitions%20Manual.pdf. Assessed 10 October. 2019.
Anne Arundel County Public Schools. “Review and Evaluation Manual.” https://intranet.aacps.org/Dept/Instruction/LMS/Pages/ReviewEval.aspx. Assessed 10 October. 2019.
Created by Stacey Phillips
Last updated July 2022
Last updated July 2022