NYC School Librarian Guidebook: Budget and Purchasing

How do I locate a school's library budget? 

1. Visit http://schools.nyc.gov, click "Find a school", locate the school you want the budget for from the "Find a school" search, and click on it.  

2. When you are on the school’s Welcome Page, click on Reports on the right hand side of the page

3. Scroll down and expand "Budget and Finances" 

4. Select "Budget Summary"

5. Scroll down to the final section, Section OTPS, and find the line that says: LIBRARY BOOKS.

How do I know if the library's budget is correct?

The minimum school library budget is based on the state formula of $6.25 per student recorded on your school’s register via the Basic Education Data System (BEDS form) as of October 31st of the previous academic year.  For example, if your student population is 500, your budget would be $3125.00 (500 x $6.25).

Library Materials  (Object Code 338)

All materials purchased should align with the NYCDOE Collection Development Policy for Classroom Collections and School Libraries and should be obtained through contracted Library and Materials Vendors. If a company does not hold a valid contract, you should not place orders with them. Please also note that vendors are only contracted for specific classes of items (see chart below). If a particular item is not covered under a vendor’s contract, you must use a vendor that is contracted for that item. Please reach out to Library Services with questions or concerns.

All materials ordered for the school library should be purchased as “shelf-ready.” Shelf-ready print materials should include mylar covers for dust jackets, spine labels, barcodes, barcode protectors, and MARC 21 records for all items in the library order.

All cataloging and processing specifications for the library's collection should be on file with each individual vendor/jobber the order is being placed with.  Every vendor should receive a different range of barcode numbers and the school librarian/teacher-assigned-to-the-library should maintain records of the barcode ranges allocated for each vendor.  

Librarians, please make sure you send the order directly to the vendor and DO NOT EXCEED (DNE) the amount of funds in your library's budget.

Please refer to the Automation page for guidance on barcodes, call numbers, and setting up cataloging and processing specifications. 

A robust collection of magazines is available in the Citywide Digital Library on Sora for all students and staff for FREE, compliments of the NYC Public Schools Office of Library Services. 

Print magazine subscriptions do not have an active contract with NYC. OLS is currently working with Division of Contracts and Purchasing to obtain a magazine contract. In the meantime, you can purchase using three-bids or one non-contracted vendor for a maximum of $250. 

Library Furniture and Supply Contracts - OLS is working with DCP and contracts will be in place for FY25. Stay tuned!

If you are unable to wait and risk losing funding, please proceed with obtaining three-bids. In addition, library non-specific office furniture is available in the FAMIS E-Catalog.

Library Supplies

Library non-specific office supplies (e.g., staplers, pens, pencils) are available in the FAMIS E-Catalog.

If you have any questions or concerns, please contact Library Services or Finance Service Center at (718) 935-4444.