1. Finding the Request Form on the Website: http://libraries.idaho.gov/page/resources-my-first-books-participants You can also go to the main Read to Me page, scroll to My First Books, then on the right you will see “Resources for My First Books Participants”– click on that linkRead to Me

2. Using the Request Form on the website to order more books Examples: 1) Enrollment increase with notice 2) Enrollment increase with no notice 3) Future enrollment increase 4) Decrease: 2 examples 5) Your inventory was short

3. Here is the Partners and Enrollment Numbers form this participant submitted at the start of the year. Refer to this sheet in the following examples…..

4. Tiny Tots called and said they enrolled 3 new babies. The elementary school just informed you they enrolled two new kindergarteners. 1) Using the form to order books when you know in advance about enrollment additions:

5. Here is how to request more books in time for your distribution: You need three more board books and Bookworms each month for Tiny Tots. You need two more books each month for the elementary school. Your “New Enrollment Total” is 15 (Tiny Tots now has 8, plus Mini Mashers’ 7). We need to know the total number of books to send you for this age group each month from now on. Your original number for this age group was 98, so you now need 100. You need September’s books. List titles. As we’ve already sent your September books, tell us your distribution date so we can make sure you receive them in time for your distribution. Optional: If you want to separate your numbers, feel free to do so here. This is not required, but it can be helpful and I can change it on your Partners and Enrollment Form. Or use this section to clarify anything I might need to know. 2 3 4 5 6 7 * Fill out your contact info and click “enrollment increased.” 1 How many total books do you now need us to send you for this age group?

6. I also change your numbers on the master spreadsheet that both Tina and I use each month for books and Bookworms. The left side of the spreadsheet reflects the numbers you anticipated when you applied, while the right side tracks your updated numbers.

7. You show up to Tiny Tots for your storytime on September 20, and find that they enrolled three additional toddlers and did not inform you. 2) Using the form to order books immediately: On the spot: Hopefully you have a few extra books in your bag, either the September title or random leftover books, that you can give them until you can order more September titles. Or you can send home a little note explaining that you’ll send a book home with those children in a few days. Remind the provider to let you know if their enrollment increases so you can be prepared. Then order additional books:

8. Here is how to request more books immediately : You need three more books and Bookworms each month for Tiny Tots. Your “New Enrollment Total” is 15 (Tiny Tots now has 8, plus Mini Mashers’ 7). We need to know the total number of books to send you for this age group each month from now on. You need September’s books, but you will also need October’s books since we already sent your October order. List titles. Choose “immediately” so we can get them right out. Optional: If you want to separate your numbers, feel free to do so here. This is not required, but it can be helpful and I can change it on your Partners and Enrollment Form. Or use this section to clarify anything I might need to know. Be sure to make additional copies of Introduction Letter for the new children.

9. You show up to Tiny Tots for your storytime on September 20, and they tell you they plan to enroll three more toddlers on October 1. 3) Using the form to order books for multiple or alternate months: You have two choices: You can order just the October books, or you can request the September books as well since the year has just begun.

10. Here is how to request more books : You need three more books and Bookworms each month for Tiny Tots. Your “New Enrollment Total” is 15 (Tiny Tots now has 8, plus Mini Mashers’ 7). We need to know the total number of books to send you for this age group each month from now on. You will only need October’s books, but you can still request September if you wish. In that case, click “This month’s titles” as well. List titles. If there is plenty of time before your next distribution, just let us know when that is. Optional: If you want to separate your numbers, feel free to do so here. This is not required, but it can be helpful and I can change it on your Partners and Enrollment Form. Or use this section to clarify anything I might need to know. Be sure to make additional copies of Introduction Letter for the new children.

11. Tiny Tots tells you they are losing 2 toddlers. 4) Decrease in numbers: Don’t worry about it. Leave your numbers as is unless you have additional decreases down the road. It takes more staff time for us to make this change than to count out two extra books. You will also have a cushion in case you have increases. Use any leftover books for other programs or outreach.

12. The owner of Yukon Preschool is moving to Katmandu and is closing the school. You were serving 15 preschoolers there. 4) Decrease in numbers: You now have 15 less preschool books, and this is a “significant” decrease. Please use the web form to report.

13. Mark that there has been a decrease in enrollment. You will need to mark that the shipment will need to change this month. Mark the number of books that will be decreasing. Optional: If you want to separate your numbers, feel free to do so here. This is not required, but it can be helpful and I can change it on your Partners and Enrollment Form. Or use this section to clarify anything I might need to know. Make the shipment option “other” specify “don’t Ship”

14. I will make the change on your form and in our master spreadsheet. Heads up: When daycares/ preschools in small communities close, there is a good chance those kids may show up at one of your other partner sites.

15. September 16: You counted your books as soon as the delivery person walked out the door. You are short 3 board books and 2 kindergarten books. 5) Your inventory was short: We usually have two different people count and re-count orders, but sometimes stuff just happens….

16. Here is how to request more books in time for your distribution: You were short 3 board books. You were short 2 kindergarten books. Your “New Enrollment Total” is still 12; it should match what is on your Partners and Enrollment Form for the 0-2 age group. You need October’s books. List titles. Since you counted your books well in advance, there should be no problem sending books in time for your distribution. The earlier you inventory your books, the easier it is for us to send you additional books. Fill out your contact info and click “my inventory was short.” Your “New Enrollment Total” is still 98; it should match what is on your Partners and Enrollment Form for the Kinders age group.

17. October 16: Your boxes arrived almost a month ago, but you did not open them until 2 days before your first distribution. You are short 3 board books and 2 kindergarten books. 6) Your inventory was short: I’m not even going to take this further, because this stresses us out. COUNT YOUR BOOKS AS SOON AS THEY ARRIVE.

18. These are the majority of scenarios you will encounter. Please feel free to contact me if you have any questions! ~ Staci 208-334-2150 1-800-458-3271 staci.shaw@libraries.idaho.gov