Instructions for submitting the school’s annual library inventory

A reliable library inventory gives school leaders a clear picture of the books, magazines, learning kits and other reading resources available to students. It also helps the school identify damaged items, missing materials, new acquisitions and gaps in reading support before the next planning cycle.

For schools working with DepEd Ozamiz resources, the annual count should be completed carefully and submitted through the current division-approved process. Australian education partners, librarians and school administrators can use the same principles when coordinating records across campuses, including schools in Sydney, Melbourne, Brisbane or regional communities.

Confirm the required reporting format

Begin by checking the latest division memorandum, official form and submission instructions. Requirements may specify the reporting period, file format, signatories, supporting documents, naming conventions and delivery channel. Do not rely on last year’s spreadsheet if a revised template has been issued.

Pay close attention to deadlines. A school improvement plan and its supporting evidence may follow a separate timetable from the library report, so record each due date in a shared calendar. The submission deadline update is a useful reminder to verify amended schedules rather than assuming that previously published dates remain unchanged.

Australian schools commonly manage deadlines through platforms such as Microsoft 365, Google Workspace or department portals. Whatever system is used, assign one staff member to monitor notices and another to check the final file before submission.

Prepare the collection before counting

Organise the library by subject, year level, reading level or classification system before beginning the physical count. Separate books that are on loan, awaiting repair, held in classrooms, stored in offices or temporarily used for literacy programs. Include these items in the correct category instead of counting only what is on the main shelves.

Use a stocktaking sheet with fields for title, author, accession or barcode number, format, quantity, condition and location. For sets, record the number of complete and incomplete copies. Digital resources should be listed separately, with the licence owner, access period and number of permitted users where those details are available.

School libraries in Australia often see increased borrowing during National Simultaneous Storytime, Book Week and holiday reading programs. Similar events can leave materials in classrooms or with student reading groups, so staff should search these areas before declaring an item missing.

Check condition and ownership records

Classify each item consistently as serviceable, damaged, obsolete, lost or awaiting disposal. Minor cover damage should not be treated in the same way as mould, missing pages, water damage or unsafe shelving materials. Add a short note when an item needs repair, replacement or approval for withdrawal.

Reconcile the physical count against the accession register, purchase invoices, donation records and previous inventory. Investigate unexplained differences rather than adjusting totals without evidence. A donated book may be part of the collection even when it has no purchase receipt, while a book recorded in an old register may have been formally transferred to another school.

Australian schools should also consider privacy and records obligations when attaching photographs, borrower lists or incident notes. The Privacy Act 1988 and state or territory education rules can affect how student names, contact details and images are stored or shared. Keep the annual inventory focused on collection data and remove unnecessary personal information.

Record damaged and environmentally unsuitable materials

Create a separate list of books and reading resources that cannot remain in circulation. Note whether each item can be repaired, repurposed for craft or classroom use, recycled, returned to a supplier or disposed of under local rules. Never place mould-affected or contaminated material back on a shelf.

Disposal should follow the school’s asset procedures and any relevant local waste requirements. In Australia, councils can have different arrangements for paper, hard covers, electronic equipment and general waste. A school in Perth may follow different collection guidance from one in Adelaide or Hobart, so the local council and education authority should be checked before materials are removed.

Environmental care can be built into the broader resource-management process. Staff responsible for damaged books may also benefit from the waste management workshop notice, particularly when the school is reviewing practical ways to reduce disposal and improve reuse.

Validate, approve and submit the inventory

After counting, compare totals with the previous year and explain significant changes. New class sets, transfers, donations, losses from flooding or a change in enrolment may account for a major difference. A short explanation is more useful than an unexplained figure that appears inconsistent.

Have the librarian or designated custodian sign the working sheet, then ask the school head or authorised administrator to review and approve the final report. Save the editable file, signed version, evidence of submission and any correction correspondence in a controlled folder with a clear file name and date.

Before sending the report, check that every required field is complete, totals match across pages, attachments open correctly and the recipient address or portal entry is accurate. Retain a submission receipt or screenshot according to the school’s records policy. This final check supports audit readiness and makes next year’s stocktake faster.

Send the completed annual inventory through the authorised DepEd Ozamiz channel or the relevant education authority process, using the current form and deadline. Keep a local copy, update the library register and schedule follow-up actions for repairs, replacements and responsible disposal so the inventory leads to a stronger reading collection rather than becoming a document that is simply filed away.