Middlebury

Armstrong checklists

ARMSTRONG LIBRARY – TASKS/CHECK LIST


Opening

  • Turn on lights- at desk, copy/print areas, lab
  • Keys - unlock 208; bring out key to circdesk area.
  • Clock-in at the Shift Planning computer.
  • Walk-through and sweep
  • Security/alarms- check that alarms are active and doors locked
  • Turn on printers and copiers (these may be on already)
  • Desk opening procedures -log-in to desk computers.
  • Take gate count
  • Empty book drop
  • Unlock front doors and test auto-open function

Mornings

  • Equipment • Bookings Maintenance • Inventory • Unlock equipment and prep for circulation 
  • ILL • Print ILL requests • Process ILL requests – pull materials, scanning, packing
  • Check student schedules in Shift Planning
  • Pack bins and ILL to be shipped – deliver to MBH 120 before 9:00 am (check back after 9:30 to pick up Armstrong bin.
  • Unpack bins - process items (Ref/Check in)
  • Follow-up on requests, recalls, claims returned, missing, check out/in
  • Searching
  • Reference/research support
  • Info point for McCardell Bicentennial Hall
  • Troubleshooting - equipment, copy/print, lab/lib computers, general facility (light bulbs, doors, rest rooms)
  • Send to repair
  • Signage - labs; library hours
  • Bulletin boards - clear outdated
  • Report any problems with physical space
  • Monitor patron use and safety

Reserves

  • Communicate with faculty 
  • Collaborate with Davis Family res 
  • Process – Mill Res module, physical

Afternoons 

  •  ILL  
  •  Print ILL requests 
  •  Process requests – pull materials, scanning 
  •  Process Reserves – Mill Res module
  •  Send notices manually in iii- as needed
  •  Troubleshooting - equipment, copy/print, lab/lib computers, general facility (light bulbs, doors, rest rooms)
  •  Requests, recalls 
  •  Claims returned, missing
  •  Check out/in
  •  Searching; follow-up on missing materials 
  •  Reference support 
  •  Info for McCardell Bicentennial Hall
  •  Communicate with faculty 
  •  Collaborate with Davis Family res  
  •  Send to repair
  •  Follow-up on overdues 
  • Re-shelving etc. CM
  •  Withdrawals 
  •  Transfers • Ref materials
  •  Equipment
  •  Bookings Maintenance 
  •  Inventory
  •  Unlock equipment and prep for circulation

Evenings  

  • Gate counts 
  • Shelving 
  • Troubleshooting - equipment, copy/print, lab/lib computers, general facility (light bulbs, doors, rest rooms) 
  • Reference support
  • Info” for McCardell Bicentennial Hall 
  • Requests, recalls 
  • Send to repair
  • Reserves
  • Communicate with faculty 
  • Collaborate with Davis Family res 
  • Send to repair
  • CM Withdrawals, Transfers 
  • Ref materials 
  • Coordinate shifting projects 

 ARMSTRONG CLOSING PROCEDURES

Tasks for both Closers:

  • Walk through Library every hour during closing shift and check for books to be re-shelved and tidy up all copier/ printer areas. Fill all printers and copiers.

20 minutes before closing get started on closing procedures. (if there’s a lot of shelving to be done start earlier):
1. Clean up printer alcove.
2. Put any film or fiche away, make sure film readers are turned off.
3. Close shades (if it hasn’t been done already).
4. Begin pushing in chairs and picking up debris at the upstairs carrels and
empty computer workstations. Grab any unattended books, periodicals etc. that need to be shelved.
5. Check in books from book-drop and shelve them.
6. Push in chairs, pick up debris and so forth around the first floor carrels and computer workstations.
7. Clean up in 161 and let people know the library is closing. Check study rooms to let people know the library is closing.
8. Shelve anything that needs to be shelved.
9. Turn off the look up computer at the Circ desk.
10. Lock media cabinet in room 208.
11. Five minutes to closing, shut off the three lights labeled: “Carrel Lights,” “Reference Area (Center)”, and “Entryway and Stairs.” This will let people know the Library is closing.
12. At closing, clean up anything left behind in 161, turn off the lights and lock the door.
13. Shut off downstairs lights.
14. Close and lock the doors for 207(if not locked already), make sure coffee pot is unplugged.
15. Make one last sweep downstairs.
16. check that all carrel lights are off.
17. at closing hour, not before, lock front doors – turn off red switches on door power units.

Tasks for Student at desk
*Students should begin this routine fifteen minutes before closing.
1. Help pick up and push in chairs upstairs.
2. Lock the front doors (at closing, on the hour, not before) for example - 12:00 am not, 11:55 pm.
3. Shut the lights off at closing.
4. Take the door count.
5. Make one last sweep upstairs.
6. Shut down the Circ. Computers once all patrons have left the Library

Weekly –

  • Searching 
  • Missing – forwarded for replacement 
  • Lost & Found 
  • Bulletin boards 
  • Check supplies, get needed supplies
  • Order toner and paper, stock shelves
  • New Books display

Weekends –

  • Shelf-reading
  • Shelving
  • Erase books
  • Special projects
  • Equipment clean-up and inventory

Semester –

  • Beginning and end, intersession, closed periods 
  • Signage
  • Mill Circ maintenance
  • Carrels and Lockers
  • Displays


Student Assistants

  • Hiring/posting/interviewing
  • Scheduling
  • Supervising
  • Training
  • Review policy/handbook

Annually –

  • Stacks -

        Oil & clean tracks on moveable shelves

        Weeding

  • Displays
  • Procedure manuals maintained
  • Reports
  • Stats
  • Documentation and shared files
  • Mill Circ maintenance
  • Web

Summer –

  • Special Projects – long term, short term recess periods
  • Shift collections
  • Dusting/cleaning
  • Shelf-reading
  • Weeding
  • Searching
  • Re-labeling project
  • Transfer of old materials (including journals) to Special Collections
  • Procedure manuals maintained • Review and set priorities for projects and goals
  • Review library hours
  • Review web pages – borrower information
  • Organize and clean up shared space, work areas, files etc.

Copier/Scanner in Room 208

Scanning an Item

1. From the scanner’s home screen set it to send via Ariel:

     a. Send→ One-touch→ Ariel

2. Change the document name to match the correct number for the type of ILL transaction you’re processing. If an Odyssey address is listed on the ILL slip, use the TN number; if there is no Odyssey address, use the ILL number.

      a.Send settings→Send doc. name→enter appropriate number→OK→Done

3. Change the scan dimensions to fit the item you are scanning:

      a.Select the dropdown menu the reads “Clr/Gray 300x300”→Option→Document size select→Other size  
      b.Use the ruler to measure the x (horizontal) and y (vertical) dimensions of the book or article you need to scan in centimeters.    Convert this to millimeters (e.g. 15 cm = 150 mm, 15.5 cm = 155 mm). 
      c.Enter the appropriate dimensions→OK→→Done→OK

4. Scan the ILL slip as the first page; then scan the book or article itself. When finished, select Done to send the document to the computer.


'General Armstrong Map Collection procedures''
We have a collection of various maps located on the botton level of Armstrong. Most of the collection are United States Geological Survey(USGS) topographic maps. The common ratio are the following:

  • 1:1000
  • 1:24000
  • 1:25000
  • 1:62500
  • 1:63360

We also have Defence Mapping Agency  (DMA) maps which have a variety of different scales and Gov doc maps.  The Atlas are located in the oversize section and we have a some up in the Reference area on the main floor. There is a small section in our stacks located in G2300-G9800. 

 Most of the collection is in the cabinets located on the second floor in the middle. We only have a few bar coded maps located underneath the stairs. Wall maps are located in bins underneath the stairs as well. 

each cabinet draw should have an index map which will indicate what is in the draw.  The maps are in Alphabetical  order based on important features (example: Vermont, Middlebury).   

You can check maps out for 2 week periods. You check the bar coded ones out like any book.  The non-bar coded ones are charged out by using the green folder located on the shelf behind the circ desk labed "Notebook for charging out maps without barcodes".

For Vermont maps

  •  keep single copy of most recent map in circulating drawer any additional copies/editions in non-circ drawer
  • Record holdings on inventory spreadsheet (the link below brings you to the folder that has multiple files. Choose “Final inventory of all VT maps, all scales.xls”. There also is a “Final inventory Other States, all scales.xls”. Both are the newest spreadsheets.

 O:\orgs\LIS\Armstrong Library\Maps

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