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Our Library Policies
Collection Development Policy

Library Mission

The purpose of the Dimitris and Aliki Perrotis Library (DAPL) collections is to serve the needs of its users, i.e. the faculties and students of the AFS educational programs, whether at the primary, secondary, post-secondary or adult levels. 

The Collection Development Policy guides the Library in the selection, acquisition and retention of materials for the Library and to serve as a plan for the overall development of its collections. This policy grows and changes to meet the needs of the Library and its users. Accordingly, it will be reviewed and revised as new resources and technologies become available and as the needs of the Library and its users demand.  

In order for our library to establish, and achieve, the highest it is necessary that the collections comprise a variety of print and electronic publishing media including, for example, printed books, printed and electronic journals, electronic media and Internet accessible materials.

Priorities

In building the library collection, priority is given to materials and subjects, which directly support the curricula of the Pre-K and Kindergarten, Elementary School, Secondary Educational Programs, Perrotis College and the programs of Adult Education. 

Non-curricular, general interest materials will be collected less intensively for the purpose of providing the library constituency with opportunities for more general exploration in the world of ideas, as well as recreational reading materials.

Current Situation, Collection Scope

The addition of new educational programs created the need to separate the library’s collections. Thus:

Dimitris & Aliki Perrotis Library is the central library with holdings of Perrotis College and the Secondary School: The last weeding and evaluation of DAPL print collection took place in 2011. Holdings include 8229 vols. at a rough percentage of 38.27% English and 61.72% Greek. (Note: weeding and evaluation of the age of the collection are performed every 3 years).

Pre-K/Kindergarten has libraries in their facilities. A central one and classroom libraries. The last weeding took place in 2017 and the holdings are 1767 vols

Elementary School has the Samourkas Media and Library Central as a central collection and remote collections in each classroom. The Elementary Library weeding took place in 2017 and the holdings are 2539 vols.

Selection processes

Primary Schools: Every Primary Division assigns the role of a Library representative who communicates directly with the Head Librarian and the Primary School’s librarian liaison on their requests. All requests for electronic and print resources are submitted by the teachers to the library representative who in turn sends the orders to the Head Librarian for approval and purchase.

Secondary Schools: every faculty member submits its proposal(s) to the Secondary school librarian liaison who in turn sends the orders to the Head Librarian for approval and purchase.

The American Farm School staff and residents can request the purchase for print or electronic resources and the Head Librarian decides based on budgetary indicators and the actual need.

 

Integrated Library System (ILS)

Currently implementing Koha.

 

Journals, Periodicals and Newspapers

The DAPL carries 23 GR print journal and periodicals, as well as 3 newspapers. The titles are the following:

Greek journals/magazines

1. 

α-ζ Αρτοποιία - Ζαχαροπλαστική

2. 

Αρτοποιός και η δουλειά του, Ο

3. 

Βιοτεχνική αρτοποιία & ζαχαροπλαστική

4. 

Γεωργία - Κτηνοτροφία

5. 

Δήμητρα

6. 

Ελληνικό Πανόραμα

7. 

Επιλογές

8. 

Ζ+G: Ζαχαροπλαστείο + Gelateria

9. 

Θεσσαλονικέων Πόλις

10. 

Καινοτομία: έρευνα & τεχνολογία

11. 

Μελισσοκομική Επιθεώρηση

12. 

Με υγεία

13. 

Οινολογία

14. 

Πανόραμα των ελληνικών σούπερ μάρκετ

15. 

Φρουτονέα

16. 

Ψητό: το περιοδικό για τη γαστρονομία & τη μαζική εστίαση

17. 

EL

18. 

Fresher

19. 

Marketing Week

20. 

Profi

21. 

Snack and Coffee

22. 

Vita

23. 

Wine Trails

 

Newspapers

1. 

Μακεδονία - Θεσσαλονίκη

2. 

Agrenda

3. 

International New York Times

 

Databases & E-subscriptions

The library subscribes to nearly around 142.000 ebooks representing a broad range of academic subject matters and business topics such as marketing, finance, supply chain management and entrepreneurship. Nearly 850 full-text titles including journals, monographs, magazines and trade publications of Food Science and 1500 journals of agricultural related issues.

More specifically the databases are:

  • Business Source Premier is the industry’s most used business research database, providing full text for more than 2,300 journals, including full text for more than 1,100 peer-reviewed titles. This database provides full text back to 1886, and searchable cited references back to 1998. Business Source Premier is superior to the competition in full text coverage in all disciplines of business, including marketing, management, MIS, POM, accounting, finance and economics.
  • Regional Business News provides comprehensive full text coverage for regional business publications. Regional Business News incorporates coverage of more than 80 regional business publications covering all metropolitan and rural areas within the United States.
  • Food Science Source is an extensive full-text database designed to support the informational needs of the food industry at all levels. This collection offers unmatched full-text coverage of information relevant to many areas that are integral to the food industry. This database offers cover-to-cover full-text coverage for more than 1,400 publications, including journals, monographs, magazines, and trade publications, all directly dealing with food industry-related issues. More than 1,000 key food industry and market reports are available.
  • Environment Complete contains more than 2.4 million records from more than 2,200 domestic and international titles going back to 1888 (including over 1,350 active core titles) as well as more than 190 monographs. The database also contains full text for more than 920 journals.
  • GreenFILE offers well-researched information covering all aspects of human impact to the environment. Its collection of scholarly, government and general-interest titles includes content on global warming, green building, pollution, sustainable agriculture, renewable energy, recycling, and more. The database provides indexing and abstracts for more than 384,000 records, as well as Open Access full text for more than 4,700 records.
  • eBook Academic Collection, this growing subscription package contains a large selection of multidisciplinary eBook titles representing a broad range of academic subject matter, and is a strong complement for any academic collection. The breadth of information available through this package ensures that users will have access to information relevant to their research needs.
  • eBook Business Collection, eBooks are selected for this collection to assist students and scholars with various business research, special project and entrepreneurial needs, and to help students understand general business concepts. The eBook Business Collection encompasses a variety of business topics, such as marketing, finance, supply chain management and entrepreneurship, with additional focus on career growth, personal development, communication and networking.
Archives Collection Development and Records Retention Policy

INTRODUCTION

The American Farm School Archives and Historical Collections came under the administration of the Dimitris and Aliki Perrotis Library in 2001. The American Farm School Archives contain precious documents relating to the foundation of the AFS and its history such as correspondence, reports, photographs and artifacts. In 2007 Nancy Birk, Professor Emerita and former Curator and University Archivist at Kent State University started a volunteer assignment of processing the existing archival collection and this includes the following activities:

  • Appraisal and selection of existing unsorted records;
  • Arrangement into logical record groups within archival boxes and folders;
  • Actual preservation of documents, photos and artefacts (includes physical preservation; for example, encapsulation and digital preservation through scanning and imaging);
  • Coding of each record into a web document and,
  • Creation of an inventory.

In 2007 the American Farm School has been invited to participate in the European Digital Library Project that is being led in Greece by a project team from the Central Public Library of Veria. The inclusion of collections of the AFS Archives into the EUROPEANA – Europe's Digital Library – provided further incentive and mobilized the transformation of core photography collections into digital format

In order for this to be accomplished and along with the processing of existing unsorted records, simultaneous selection for preservation and digitization of 1000 core photographs from three major AFS collection for the European Digital Library Project was carried out. Those collections are Miscellaneous AFS photos, Card Postal collection as well as documents and scanned artifacts from the Girls School.

DSpace was selected to be the platform for participating institutions to enter archival material into EUROPEANA. Configuration, parametrisation and installation was outsourced and a staff training seminar took place in July 2009 which is going to permit to add metadata for each digital object using the DC schema.

 

PURPOSE OF DOCUMENT

  • The purpose of this document is the provision of a strategic framework for the collection development of the American Farm School’s Historical Archives with the ultimate intention to highlight the Archives into the active component of the Institutions legacy and history for both processing and preservation of collections and for patron access by researchers and scholars, and,
  • To build the Archival collections so that they not only document fully the life of the American Farm School but also document the history of the local area with unique and rich historical collections.

 

COLLECTION STRUCTURE

The Archives contain the following content:

  • Historical, Legal/Vital Records
  • Administration 
  • Directors and Presidents
  • New York Office
  • American Farm School (Thessaloniki) Office
  • Educational Programs
  • Boy Scouts
  • Greek Summer
  • Green Pioneers, Green Language Camp
  • Library and Information Services
  • Demonstration Farms
  • Development (Fundraising)
  • Publications
  • Press Clipping and Other Institutional Publicity
  • Finance -- Purchasing and Sales -- Personnel
  • Physical Resources and Operations
  • Land Management
  • Campus Community
  • Photographs (prints, negatives, slides, glass plate negatives, albums)
  • Oversize Materials
  • Guest Books
  • Textiles
  • Artifacts
  • Audio Recordings (all formats)
  • Films, Slide Programs, Videos
  • Oral History

 

ACQUISITIONS

Acquisitions focus on the following areas:

  • Building of existing collections from the following key American Farm School departments: President’s Office, Adult Education, Perrotis College, the Secondary School and the Office of Institutional Advancement,
  • Building new collections: Primary Educational Programs, Institutional Publicity, Oral history and,
  • Alumni documentation relating to the history and everyday life of the American Farm School.

Materials added to the Archives collections are, primarily, acquired by way of transfer by AFS departments and staff, or donations by Alumni, Friends of the School and outside users.

Proper application of the Archives collection development report goals make it inevitable that only a relevant to the American Farm School history materials will ultimately be added to the collection.

In the event that the Library accepts a donation, the following points will be made clear to the Donor:

  • It is probable that all of the donated materials will not be added to the collection;
  • The donor will authorize the Library, in writing, to attempt to donate unneeded items to other Archives and Institutions;
  • The donated collection will not be kept together on the shelves but will be distributed throughout the collection, in accordance to the Archives hierarchical classification criteria;
  • The donor shall not require the library to post a name sign identifying the donor.

Similarly, the Library will:

  • Acknowledge, in writing, receipt of all bequests, listing types and numbers of materials donated;
  • Express its appreciation in a letter signed by the Head Librarian. In the event that the donor is an AFS Trustee or a ranking public official, it is recommended that the AFS president sign the letter of appreciation;
  • Provide copies of all communications with donors to the Office of Institutional Advancement.

RETENTION

The American Farm School recognizes the importance of retaining its history and has sought to retain documents it has considered important. At the same time, disposing of records which have no business significance is also important in reducing the cost of maintaining file space and improving operating efficiency.

Additionally, it is important that certain documents are retained for legal purposes, aside from the historical purposes they may serve. Therefore, AFS is establishing the following document retention policy framework:

  • Documents relating to the formation of AFS should be kept in perpetuity.
  • Documents relating to tax issues should be kept as long as needed for possible audit purposes.
  • It is generally the last three tax returns filed that are subject to audit, although under certain circumstances it can be six years.
  • The retention period should be considered to be eight years because the retention period begins on the filing date.

Enclosed is a list of specific types of documents and the minimum holding period for each. AFS will review this list and based on such review, may add items to the list and/or change holding periods.

Original versions of incorporation, legal and tax-related documents should be retained where possible, although in some cases only copies may be available. One of the general principles applicable to this policy is that hard copies of records may be converted to and maintained in electronic or digital form for the same retention period as the equivalent material in printed form, but electronic or digital records which originated in electronic of digital form should not be converted to and maintained in printed form. Rather, such electronic or digital records should be maintained in electronic or digital form for the same retention period as the equivalent material in printed form. Specifically, accounting records must be backed-up and kept off-site.

The President and CEO may determine that documents should be retained after the end of the specified holding period for historical and archival purposes, consistent with this policy, notwithstanding the fact that the holding period has ended. Otherwise, only the senior administrative staff will have the authority to delete, destroy or discard documents in their respective areas of responsibility.

 

 Documents

 Holding Period

                     Legal Documents

 

 Articles of Incorporation

 Permanent

 By-Laws

 Permanent

 Tax-Exempt Certificate and related correspondence

 Permanent

 Minute Books, including resolutions adopted, dockets
 approved and budgets approved

 Permanent

 IRS Determination Letter

 Permanent

 

 

Financial Statements

 

 Audited Financial Statements

 Permanent

 State tax filings

 Permanent

 

 

Financial Documents

 

 General ledgers and year-end journal entries

 Permanent

 Records of Assets received

 Permanent

 Pension Plan records

 Permanent

 Payroll journals and supporting documentation

 10 years

 Bank statements and reconciliations/ agreements

 8 years

 Cancelled checks

 8 years

 Cash receipts and disbursement journals

 8 years

 Accounts receivable and payable ledgers

 8 years

 Invoices

 8 years

 

 

Personnel Records

 

 Name, address, social security number, date of birth,
 occupation, rate of pay, weekly compensation of
 employees

 Permanent

 Records of Worker Injury or Illness

 10 years

 Other personnel record, including employment
 applications, references, employment contracts,
 performance appraisals, salary history, attendance, sick
 and vacation leave for employees

 8 years after termination of
 employment

 Employment applications (not employed), resumes

 6 months (only if AFS Inc. is looking to
 fill position; unsolicited resumes are
 discarded)

 

 

Other

 

 Acknowledgements gift letters

 Permanent

 General Correspondence

 Routine materials such as those listed
 below should be discarded at the
 discretion of the staff* but if retained
 should be discarded annually

 Capitalized Property and Fixed Asset records

 Permanent

 Grant files (approved grants only)

 Permanent

 Insurance Policies (after expired)

 Permanent

 Insurance claims

 8 years

 Leases (after expired)

 8 years

 Copyright permissions for use of others’ copyrighted
 material

 Permanent

Copyrights and Trademarks

 Permanent

 Web site pages

 Permanent

 

*Note: The following materials may be discarded at the discretion of the staff:

  • Unimportant letters and notes requiring no acknowledgement or follow-up, such as form letters, notes of appreciation or congratulations, letters of transmittal and plans for meetings;
  • Change of address or position notifications;
  • Unsolicited brochures or annual reports received from other parties, newsletters, press releases, or copies of papers or speeches;
  • Invitations to attend and/or participate in meetings, seminars, workshops; and
  • Routine responses to inquiries.
Gifts Policy
Materials added to the Library collections are, primarily, acquired by way of purchase, while gifts and bequests of collections are a welcome supplementary component of collection development. Proper application of the Library’s collection development report goals make it inevitable that only a small percentage of the gifts received will ultimately be added to the collection.

Prior to accepting a gift collection it is necessary for the librarians to learn as much as possible about the content and size of the donation. In the event that the offered materials do not appear to be appropriate for the Library, as defined in the Library’s collection development policy, other potential recipients for the gift should be suggested to the donor.

In the event that the Library accepts a book donation, the following points will be made clear to the Donor:

  • It is probable that all of the donated materials will not be added to the collection;
  • The donor will authorize the Library, in writing, to attempt to donate unneeded items to other libraries;
  • The donated collection will not be kept together on the shelves but will be distributed throughout the collection, in accordance with the Library’s classification criteria;
  • The donor shall not require the library to post a name sign identifying the donor.

 

Similarly, the Library will:

  • Acknowledge, in writing, receipt of all bequests, listing types and numbers of materials donated;
  • Express its appreciation in a letter signed by the head librarian. In the event that the donor is an AFS Trustee or a ranking public official, it is recommended that the AFS president sign the letter of appreciation;
  • Provide copies of all communications with donors to the Office of Institutional Advancement.
© 2017 American Farm School