DESCRIPTION OF THE MEDIA COLLECTION

The Northeast Texas Library System (NETLS) Media Collection includes over 4,100 videos and DVDs and 500 die cutting blocks available for free loan to NETLS-area public libraries and, through those libraries, to the patrons they serve.

The purpose of the Media Collection is to help libraries in Texas meet the information, education, programming and entertainment needs of the public and of the library by providing access to quality public performance-authorized video and DVD programs that otherwise might be unavailable because of cost, limited distribution or other factors. The purpose of the die cutting block collection is to assist NETLS libraries to meet the programming and marketing needs of the library and other community groups by providing access to a broad collection of die cutting pattern blocks that would be too difficult and expensive for any single library to accommodate.

WHO MAY USE THE COLLECTION?

The collection is available to all public libraries within the 33 counties served by the Northeast Texas Library System, whether or not those libraries are members of NETLS. These libraries, in turn, may lend materials from the collection to their patrons. Materials may be booked by library staff members only.

DVDs and videos in the NETLS Media Collection are also available to members of Texas Regional Library Systems through special contract. Interested libraries may contact NETLS Media Consultant Barbara Rhodes  to discuss contract arrangements by calling 972.205.2573 or by sending an email at brhodes@netls.org.

Each library using the service must sign an annual Letter of Agreement which is then kept on file at the System office. Library staff members may wish to have patrons sign a similar form to ensure that borrowers understand that they are responsible for materials borrowed from NETLS and checked out to them.

EQUIPMENT

Borrowers must provide their own equipment in good working condition. NETLS Media Service is not responsible for any damage to equipment that may occur while using NETLS videos, DVDs or die blocks.

USE POLICY

All programs in the collection have public performance rights. They may be used for library programming or checked out to patrons for use in schools, day care centers, nursing homes, community agencies, institutions and organizations. They may also be used in the home for viewing by families and individuals.

USE RESTRICTIONS

The programs listed in this catalog may not be shown at any event where admission is charged. The majority of them may not be transmitted on broadcast television without the written permission of the producer and/or distributor holding such rights. In the case of public service announcements, or any other programs that have been allowed broadcast rights, that fact has been noted in the annotation.

All videos, DVDs and die cutting blocks in the NETLS Media Collection are protected by copyright and may not be copied or altered in any way without written permission from the copyright holder. The NETLS Media Service reserves the right to refuse to fulfill a loan request if, in its judgment, fulfillment of the request would lead to violation of the copyright law.

LOAN PERIOD

Materials can be borrowed for a period of 1 day up to 13 days depending on availability. If a loan period of over 13 days is needed, users should contact the NETLS Media Service office at 972.205.2574 or 1.877.463.8537.

Materials are scheduled and shipped from the NETLS office to arrive at the borrowing library one working day prior to the scheduled day of use or “show date”. They must be mailed back no later than one working day following the show date.

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USING THE WebBOOK© ONLINE CATALOG

The NETLS Media Collection Catalog is available online at www.av.netls.org for both library staff members and patrons to browse and/or search for specific titles and subjects. Topics may be searched in a variety of ways: by title, subject, keyword, media identification number, running time or item attribute. Specific instructions for using WebBOOK© are available on the site.

USING THE PRINT CATALOG

SUBJECT INDEX

The Subject Index is comprehensive to allow access to all materials on a given subject. A title's format is indicated by the ID number prefix: VC (videocassette) and DVD (digital video disc). Die cutting blocks are listed in a separate catalog on the NETLS web site. Audience/grade levels are listed to the right of each title.

TITLE SECTION

Items are listed alphabetically by title. Attribute codes are included above the annotation to give additional information on the item. Also listed are running time, production date and the distributor code. If an item is part of a series, the series name will be indicated at the end of the annotation. For a list of other titles and information about a particular series, refer to the series note which is listed alphabetically by the series title. Other codes used with the annotations are listed below.

BORROWING MATERIALS

WebBOOK© Online Booking System

The WebBOOK© Online Booking System, www.av.netls.org, allows authorized library staff members to book materials directly from the NETLS Media Collections through the Internet. The system is available 7 days a week from 6:00 a.m. until 11:00 p.m. Libraries using the WebBOOK© System are required to have a Letter of Agreement on file with NETLS.

The Catalog and Search sections of the booking system are open to patrons as well as library staff members to view and/or search for titles and information. However, only authorized library staff members may log on to the System to book materials. Agency I.D. numbers and individual personal identification numbers (PINs) are required for booking. WebBOOK© training and authorization codes are available to interested library staff members through the NETLS Media Service. Contact Media Assistant Lori Mullins by email lmullins@netls.org or by phone (972.205.2574) or Media Consultant Barbara Rhodes by email brhodes@netls.org or by phone  (972.205.2573) to arrange for training and authorization.

PATRONS:

• Materials must be booked through your local public library.
  Schedule materials at least 14 days in advance of your show date(s).
• Know the ID numbers and titles for the items you wish to book.
  Have show dates at hand. Know the number of days that each item will be needed.
• Plan for alternate show dates and/or titles in case the items you want are not available on the preferred dates.
• To reschedule a show date or extend the loan period on an item, contact your local library. The library staff will contact NETLS to find out if rescheduling or extending a return date is possible.
• If you find you will not need materials that have been booked for you, please call your library as soon as possible to cancel your request.
• Please check with your local public library for specific policies and procedures regarding their use of the NETLS Media Service.
  
  

LIBRARY STAFF:

• Know your Agency ID and PIN. Bookings cannot be accepted without Agency IDs and PINs. Know if the materials are to be booked on the library’s patron account or the library’s in-house use account.
• Schedule materials at least 14 days in advance of your show date(s) to allow for processing and mailing time.
• Know the ID numbers and titles for the items you wish to book.
• Have show dates at hand. State the number of days each item will be needed.
• Plan for alternate show dates and/or titles in case the items you request are not available on the preferred dates.
• Materials may be scheduled up to 11 months in advance.
• If a desired title is not listed in the NETLS catalog, library staff members may contact the NETLS Media Consultant at 972.205.2573 for further assistance.
  

CONFIRMATION FORMS

Libraries using the WebBOOK© System need to print their own confirmations at the time of the booking.

Check all confirmations to ensure that titles and arrival dates are correct and that there have been no cancellations. Call NETLS Media Service immediately if any discrepancies are noted.

Keep confirmation forms as a written record of materials booked. The arrival date printed on the form will be required by the NETLS staff if you need to extend bookings on materials. The return date printed on the form is the date the item must be back in transit to NETLS to avoid late returns. Late returns cause booking cancellations for other users.

CANCELING, RESCHEDULING & EXTENDING BOOKINGS

• Bookings may be cancelled online at the user’s discretion up until 4 days before the shipping date.
• To cancel a booking by telephone, call as far in advance as possible.
• Know your Agency ID number and PIN.
• Know the ID numbers and titles for the items you wish to cancel, reschedule or extend.
• Know the original arrival date as shown on the confirmation form.
• All booking extension requests must be made by telephone. When extending, know how long the booking needs to be extended.
• When rescheduling, have new show date(s) at hand.
• If NETLS Media Service has to cancel a booking because an item is lost in the mail, damaged or returned late, the borrowing library will be notified by mail as soon as possible.
• Never keep a program beyond the return date without first calling NETLS to extend the booking. A late return could cancel another user’s booking. Repeated failure to return materials on time will lead to cancellation of borrowing privileges.

REPORTING STATISTICS

Library staff members who use NETLS Videos and DVDs must report viewer and showing statistics online as a part of the media booking system. Email reminder messages are automatically generated to media users for each individual title. A link from those messages will take the user to WebBOOK© where statistics may be submitted. A Statistical Reporting Card is enclosed with each video or DVD borrowed from NETLS. The card may be used as a reminder to collect the needed numbers and used as an aid to report them online. After the statistics are reported online, the card should be discarded. Please do not return completed cards to NETLS.

ALWAYS REPORT STATISTICS! Funding for the Media Service is directly related to usage statistics. Statistical information also influences program purchases and withdrawals.

RETURNING MATERIALS

• Always return materials on time. Return dates are indicated on the confirmation form.
• Be sure videos are rewound and DVDs are securely fastened into their cases.
• DVDs and videos must be returned in the plastic storage cases and brown shipping cases in which they were shipped.
• Be sure that any print materials or workbooks that were shipped along with videos or DVDs are repackaged in the original shipping envelopes and returned. Borrowed items cannot be cleared unless all parts of the title, including workbooks, are returned to NETLS.
• Die cutting blocks must be replaced in their protective bags and returned in the cardboard cases in which they were shipped.
• Make sure that each item is in the correct case or bag before returning it to NETLS.
• The NETLS Media Service return address is printed on the back of the original address card.
• Libraries using a courier service should be sure that address information on the courier label is correct. Courier labels produced and used by NETLS to ship media are reversible and may be flipped over and used to insure that delivery codes are correct.
• Libraries that do not use a courier should mail materials uninsured at Library rate or in boxes at Parcel Post rate. To determine the amount of postage needed, look at the metered amount on the original address card, which is reversible and can be flipped over and used to return the item.
• The borrowing library is responsible for return postage. This cost may be passed on to the patron if library policy allows.
• Make sure that all locks on shipping cases are closed. When locks are fully turned, they will click.
• Be sure all straps are tightly fastened on die block shipping boxes. Items lost in the mail are the responsibility of the borrowing library.
  

DAMAGED MATERIALS

If an item is damaged while in use, DO NOT attempt to repair it. Minor repairs can often become serious problems if not handled with the proper equipment and materials. Note and describe the damage as succinctly as possible on a separate piece of paper and tuck it into the case when returning the item.

The borrowing library is responsible for loss or damage to materials beyond normal wear and tear. No charges will be assessed for slightly damaged materials that are repairable by the NETLS Media Service staff. If damage is severe, the extent of damage and the cost of repair or replacement will be determined by the NETLS Media Consultant. If the damage occurred while the item was on loan to a library patron, these costs may be passed on to the responsible patron if library policy allows.

OTHER NETLS MEDIA COLLECTION SERVICES

CUSTOMIZED MEDIAOGRAPHIES

NETLS Media Service staff can compile annotated lists of programs from the NETLS collection based on:

• Subjects
• Age/Interest Levels
• Item Attributes
• Closed/Open Captioned Materials
• Running Times

Mediaographies can be tailored to meet the needs of a specific group or individual, or to be used with programs, workshops or special events.

TITLE/SUBJECT SEARCHES

NETLS Media Service maintains a collection of media journals, indexes and distributor catalogs to aid in locating sources of materials not in the NETLS collection. Any library staff member may use these materials in person at the NETLS Office or may telephone the Media Consultant at 972.205.2573 to request assistance with a search.

PROGRAMMING/CONSULTING SERVICES

The Media Service Consultant is available to work with library staff and/or supporters on developing and promoting media program, advise on visual media copyright issues and to help promote the use of visual media as an education and information resource.

Questions?

Call NETLS Media Service
972.205.2574
1.877.463.8537 (Toll free)
Media Assistant lmullins@netls.org
Media Consultant brhodes@netls.org