IRC & TPC

Ever have a question about the IRC or TPC you would like answered? Check out the questions below to see if any of these will answer them for you. If not, send an email to Jackie Brown with a question about IRC & TPC to have it answered.

Questions for Duplication

Q: I have a CD I would like to have copies made for the rest of my science teachers, can I do that?

A: We would need to determine if those materials copyrighted? What are the rights for duplication? Is it store bought? Did you create it? If so, where did you get the materials on the disc? You must provide a permission-to-duplicate letter (where applicable) along with the proper number of blank media (CDs, DVD-R's) for what you want duplicated. Contact person - Jackie Brown Jackie.Bown@vbschools.com

Q: There's a program on A&E that I want to use in my classroom, can you record it for me?

A: We can duplicate Off-air/satellite, WHRO, Discovery Channel, A&E, Access Learning [Formerly Cable in the Classroom] programs as long as rights are permitted. We do not copy unless it has been asked for.

Remember to include the date(s), time(s), channel(s), and proper number of blank media for what you want duplicated. Include copyright permission letter(s) where applicable. Please remember that we do not automatically record programs; only those that have been requested. Contact person - Cherie Dettore
Cherie.dettore@vbschools.com

Q: I was told that I needed to send in a duplication request form, but I don't remember where to get it.

A: You can locate the form on our home page at www.irc.vbschools.com on the left-hand column. It is also on the school division’s Intranet homepage at vbcps.net, click on the Forms tab, scroll down to Department of Technology - Instructional Technology, click on Instructional Resource Center, and then AV-Computer Software Duplication Request Form.

Q: I heard that you can help me with my National Boards video, is this true?

A: You can contact Cherie Dettore Cherie.dettore@vbschools.com to compile your clips to make a video or CD for National Boards, however, Cherie cannot edit the actual clips. Please call (757) 648-6140 to schedule an appointment, we cannot do walk-ins. You would need to provide your own media.

Questions for the Teacher Production Center (TPC)

Q: How do I know if the Teacher Production Center is open when I have time to visit it?

A: The TPC will have new hours starting September 14, 2009. They will be:
      Monday - Tuesday 10:00 a.m. - 7:00 p.m.,
      Wednesday & Thursday 9:00 a.m. - 6:00 p.m.,
      Friday 7:30 a.m. - 4:30 p.m.

(During the summer we are CLOSED on Fridays) If in doubt, always check our web site for the most currect hours. Any changes are posted on the front page.

IRC/ TPC personnel follow the Work and Holiday Calendar that all VBCPS 12-month employees follow. This calendar may be found on the Intranet via the Human Resources homepage. When schools and offices are closed for inclement weather, the IRC/TPC closes as well. Please check the Holiday Hours listed below for the November/December alterations to the schedule.

For those who don't know, the Teacher Production Center is a FREE resource center for teachers to use to create instructional materials for the classroom and is housed at the IRC. Any change in TPC hours is always posted on the front of our web site.

Q: How do I get those cool color posters like the ones the teacher down the hall has?

A: The Teacher Production Center (TPC) has saved files for more than 3000 color posters that have been designed over the years. Posters are available to be printed in poster size (18" x 24") or in an 8.5" x 11" version. These posters may also be altered to fit a teacher’s individual needs. The posters are available for viewing in binders in the TPC and a sample of posters are available online. You may have one poster printed per TPC visit.

Teachers who would like to design their own posters may bring in their own Word, Print Shop, PowerPoint, Publisher, Inspiration, or .pdf file on a flash drive or CD. Please be aware that we may experience occasional “glitches” due to different versions of programs on school/home/ TPC computers. Every effort will be made to resolve any problems in order to print the poster you want. Contact person - Marian Lane marian.lane@vbschools.com

Questions for the Circulation Department

Q: How do I get an account?

A: Librarians were asked at the beginning of the school year to forward their teacher lists to the IRC office. If you were on this list, you should already have an account. Our teacher list does not update automatically so if you were hired after the beginning of the school year you may not have an account.

To be sure, go to the Options Menu in our Online Catalog. This will direct you to our Login page. Sign in by entering your last name and password in their respective fields. Your password is your WISE #. You need to enter your name exactly as we have it in our database. In lieu of your name, you also have the option of entering your client number which is vb + WISE # in the last name field.

If you cannot log in, please contact the IRC office via email at irc@vbschools.com , by phone at (757) 648-6140, or click on the Need An Account? link at the bottom of the Login page. Our circulation staff is available Monday – Friday 7:30 – 4:30. Please have your WISE # available.

Q: How do I change my personal information?

A: Should you change schools or change your name, it is necessary that you contact our office so that we can update your account. This is especially important if you have orders pending or wish to place an order. If we do not have the right information on file, we cannot guarantee delivery.

You can reach us via email at irc@vbschools.com or by phone at (757) 648-6140. Our circulation staff is available Monday – Friday 7:30 – 4:30.

Q: What if I forget my password?

A: Go to either the Options Menu or the Order Form in our Online Catalog. Both will prompt you to log in. Click on the Forgot Your Password? link at the bottom on the page. Enter your last and first name. Your name should be exactly as we have it listed in our database. If you have a current account and your email address is on file, a new password will be emailed to you within just a few minutes.

If you have any trouble, please contact our office via email at irc@vbschools.com or by phone at (757) 648-6140. Our circulation staff is available Monday – Friday 7:30 -4:30.

Q: How do I order online?

A: We have provided a step-by-step tutorial on the Circulation web page. The most important step to remember is the last step. After you have chosen your dates and checked availability for the items you are requesting, you must click the Submit button. Your order is not complete until you see the words… “Thank you for your order. You have successfully booked the following items.”

Should you have any problems, you can reach us via email at irc@vbschools.com or by phone at (757) 648-6140. Our circulation staff is available Monday – Friday 7:30 – 4:30.

Q: Why can’t I place an order online the day before my delivery?

A: The day before your school’s scheduled delivery day, we are already preparing the orders. Labels and paperwork have already printed; delivery lists have already been emailed. If you try to order your materials on line for next day delivery, the system will not let you. You must call or email your request to our office.

You can reach us via email at irc@vbschools.com or by phone at (757) 648-6140. Our circulation staff is available Monday – Friday 7:30 – 4:30.

Q: How do I know my order went through?

A: Whether an order is placed online, by phone, or by email, you should receive an email confirmation within 24 hours. You may also check your orders online. Go to the Options Menu in the Online Catalog. Under Display, select Bookings, then Current & Future. If you do not see your request listed, your order did not go through. When ordering, please be sure you are clicking the final Submit button after checking availability. Your order is not complete until you see the words… “Thank you for your order. You have successfully booked the following items.”

If you are having trouble placing your orders or if you do not receive an order confirmation, please contact the IRC office via email at irc@vbschools.com or by phone at (757) 648-6140. Our circulation staff is available Monday – Friday 7:30 – 4:30.

Q: How can I renew or extend my materials?

A: You can renew your materials online by going to the Options Menu in the online catalog. Once there, you will see the word Order under the heading of Update. Select this option then select Extend/ Renew. A complete list of all of your current and future orders will appear. Choose your new return dates for each item you wish to extend and click the Submit button. Your changes are complete when you see the words… “The following bookings have been successfully extended to your desired new return date.” You may also call or email your request into our office.

As with your original order, you should receive an email confirmation of the changes you make. If you do not receive this, please contact our office.

Please note that placing an additional order for an item is not the same as an extension. When an additional order is placed, the original item still needs to be returned to our office and then re-issued. If we have more than one copy of an item, you may not be assigned the same copy # for your next order. It is always best to extend.

If you need any assistance with this or have any questions, you can reach us via email at irc@vbschools.com or by phone at (757) 648-6140. Our circulation staff is available Monday – Friday 7:30 – 4:30.

Q: What do I do with my confirmations?

A: Your order confirmation is your receipt. Please check this carefully. Make sure your name and school location are correct, as well as your titles and the dates of your request. You can order materials more than a year in advance so it is important that you are choosing the correct month and year when placing your order.

If you have any questions about the information on your confirmation, you can reach us via email at irc@vbschools.com or by phone at (757) 648-6140. Our circulation staff is available Monday – Friday 7:30 – 4:30.

Q: What do I do with the delivery lists?

A: A delivery list will be emailed to you the day before your items are scheduled to arrive. This should serve as both a reminder to pick up your materials and as an invoice to ensure all items in your order arrive. Should you forget to pick your items up, they may be sent back the next delivery day.

Should you have any questions regarding your delivery list, you can reach us via email at irc@vbschools.com or by phone at (757) 648-6140. Our circulation staff is available Monday – Friday 7:30 – 4:30.

Q: What if my order doesn’t arrive?

A: If all or part of your delivery is missing, please contact your school librarian first. Each school distributes IRC materials differently and it just might be the librarian set your materials aside or placed them in a specific location. If you find this is not the case, please contact our office immediately. Please do not wait until the item is due.

You can reach us by email at irc@vbschools.com or by phone at (757) 648-6140. Our circulation staff is available Monday-Friday 7:30 – 4:30.

Q: What if I change my mind about an item I ordered or ordered an item by mistake?

A: If the item is already on its way to you, please make sure you let one of your librarians know so they can send the item back with the next pickup. If the order has not yet shipped, we ask that you please contact our office so that we can immediately cancel the order and make the item available to other teachers who may need it.

As always, you can Cancel an order online. Once you log into the Options Menu, select Order and then Cancel. A list of all of your future bookings will appear. Place a check mark next to all those titles you wish to cancel and hit Submit.

Any questions, you can reach us via email at irc@vbschools.com or by phone at (757) 648-6140. Our circulation staff is available Monday – Friday 7:30 – 4:30.

Q: What if I receive an order confirmation for an order I didn’t place?

A: Many teachers log in using their WISE # as both their username and password and it is very easy to transpose #’s. If this happens, it is imperative that you contact our office right away.

You can reach us via email at irc@vbschools.com or by phone at (757) 648-6140. Our circulation staff is available Monday – Friday 7:30 – 4:30.

Q: What is the IRC bucket?

A: This is a large blue, red, or yellow bucket with your school’s name which we use to deliver your items and a place for you to return them when you are finished. In most cases, the bucket is housed in the library. Please consult with your librarian regarding where to locate this bucket. If you library has more than one bucket, please check with your librarian as to which is the delivery bucket and which is the return bucket.

These buckets should be used for IRC purposes only. If you have a bucket in your school being used for other means, please contact our office to arrange a pickup.

You can reach us via email at irc@vbschools.com or by phone at (757) 648-6140. Our circulation staff is available Monday – Friday 7:30 – 4:30.

Q: What is a return reminder?

A: A return reminder is a list of materials that are scheduled to be picked up the following day. All items on this list should be returned to the IRC bucket before you leave school on the day we send this notice. If you need the items longer, you may contact our office to see if an extension is possible. If we are aware your item is scheduled for use at another school we will send a second reminder notice.

Should you have any questions, you can reach us via email at irc@vbschools.com or by phone at (757) 648-6140. Our circulation staff is available Monday – Friday 7:30 – 4:30.

Q: Why do I need to return my materials the day before they are actually due?

A: We have only one delivery driver for almost 100 schools and offices in the district. She is only able to come to each school twice a week. Because of this, it is imperative that materials be returned to the IRC bucket the afternoon before. Pickup times vary and this ensures you do not miss the scheduled pickup. If a pickup is missed by even just a few minutes, the item is automatically late since we will not be returning to your location for several days. This can be problematic if your materials are scheduled for use by teachers at other schools and you may be asked to deliver the items to the IRC office or directly to the school or teacher waiting on these materials.

Q: What do I do if I miss a pickup?

A: If you miss a pickup and your item is scheduled for use at another school, you will be asked to deliver the items to the IRC office or directly to the teacher or school waiting on the materials.

If your items have not been requested by another school, we suggest you contact our office for an extension as soon as possible. Our online catalog is available 24 hours a day and if your item has not been extended the catalog will make the item available to other teachers even though it has not been returned.

You can reach us via email at irc@vbschools.com or by phone at (757) 648-6140. Our circulation staff is available Monday – Friday 7:30 – 4:30.

Q: What if I am out sick?

A: Unless your out-of-office assistant is activated, we have no way of knowing whether you are in school or not. If you have materials checked out and are able, you should contact our office or your school library so that we can assist you by either renewing your materials or having someone retrieve the materials from your classroom. It is always best to keep your materials at school in a conspicuous place so that they are easy to locate.

You can reach us via email at irc@vbschools.com or by phone at (757) 648-6140. Our circulation staff is available Monday – Friday 7:30 – 4:30.

Q: What if I receive a late notice for items I know I returned?

A: Please check with your librarian first. If you did not return your materials the day before as requested, you may have just missed us. If your school has more than one bucket, you may have placed your items in the wrong one. If you are like most teachers and you have one of your students return the materials to the library, you will probably find them in the library book drop. If this is the case, please contact us so that we can extend them to the next pickup date.

If you cannot locate your materials, our office should be notified right away so that we can check our shelves and/or provide further instruction. We find that many times when items go missing it is because one of your fellow teachers has borrowed the item from the bucket without asking. This can be problematic if your materials are scheduled for use at another school and cannot be extended. In this situation, we ask that you track the materials and make arrangements for their return to our office or to the school or teacher waiting on these materials. Unfortunately, this is a common problem but one that is best handled at the school level.

You can reach us via email at irc@vbschools.com or by phone at (757) 648-6140. Our circulation staff is available Monday – Friday 7:30 – 4:30.

Q: What if I check out for my grade level?

A: This would not be unusual. We find many teachers check out materials for their grade level or department. Please be sure when placing your orders you are allowing enough time for all users. Because you have ordered the items in your name, you will be held responsible for the materials being returned on time and in good condition with all accompanying materials accounted for; therefore, it is in your best interest to educate your staff on our policies and procedures.

Q: Why don’t you deliver equipment?

A: For liability reasons, all equipment is to be picked up by the borrower from the IRC office and returned by the borrower to the IRC office. Equipment is very expensive to replace and is more likely to be lost, stolen or damaged while sitting in a bucket somewhere waiting for pickup. In addition, some of our equipment is too bulky for delivery. The following is a complete list of all of our equipment available for checkout http://www.irc.vbschools.com/equipment.htm . Some of our most popular items are multi-media projectors, DVD players, laptops, digital still cameras and digital video cameras.

Please remember our equipment is for instructional use only, not for personal use.

Should you wish to order equipment, you can reach us via email at irc@vbschools.com or by phone at (757) 648-6140. Our circulation staff is available Monday – Friday 7:30 – 4:30.

Q: Why can I only check out materials for one- or two-week increments … why can’t I just return them when I am finished?

A: While we have over 10,000 media titles, we only have a few copies of each title to be shared amongst all of our 100 schools and offices. For planning purposes, teachers need to be able to depend on us to get them the materials they need, when they need them. In order to make the sharing process feasible and to guarantee delivery, teachers order our materials in blocks of time.

If you find you haven’t scheduled enough time to use your materials, please contact our office. Your materials may be available for extension. If not, we ask that you return your materials to the bucket so that we can ensure the next teacher will receive the materials on time.

You can reach us via email at irc@vbschools.com or by phone at (757) 648-6140. Our circulation staff is available Monday – Friday 7:30 – 4:30.

Q: What’s the deal with the rubber bands?

A: Many of our larger items will not stay closed during transit without a rubber band. These items are marked with a sticker that states “Don’t forget your rubber band.” We ask that you please secure these items before placing them in the IRC bucket to ensure the contents do not get lost or damaged during transit. If the rubber band we provide has been lost or is broken, please use another means to secure the item. We would rather replace the rubber band than an expensive VHS or DVD.

Q: What if I work at more than one location?

A: Unfortunately, we can assign teachers only one account, so if you are working at more than one location you must choose one school as your home school. This will be the location we will deliver and pick up any materials you order.

It is important to note that each school or location you work may have different delivery days so returning your items to a different location may cause them to be overdue. This is especially important to remember if your items are scheduled for use at another school. You want to be sure your items are in the IRC bucket at your home school by the afternoon before their scheduled return date.

Should you have any questions, you can reach us via email at irc@vbschools.com or by phone at (757) 648-6140. Our circulation staff is available Monday – Friday 7:30 – 4:30.