Middlebury

Davis daily shift routine

DAILY SHIFT ROUTINE 

CIRCMAIL

  • Check Library Circulation mailbox several times during the day– reply to messages & forward as needed (see procedures)

SCHEDULES

  • Check student and staff schedules for changes to work schedule/sub arrangements
  • Update schedule changes in Outlook calendars; confirm changes via email; initial and date changes in Outlook; refer requests to be excused to shift supervisor covering the affected shift - See Updating Circulation Student Calendar
  • Contact lists are avaialable in Middfiles


REFERENCE If a reference librarian is not on duty when one is supposed to be, send an email via the Ask a Librarian form on this page saying that no one is on duty.  Direct patrons with reference questions to that form in the absence of a reference librarian.



BOOKING MAINTENANCE in MILL CIRC - LOANER EQUIPMENT AND FILM SCREENING

  • View daily bookings - sort by location - equipment (mmce); media on reserves(mmcs)
  • Main is the default location; start date is today; click DISPLAY, highlight all notices, print slips to view daily report (printing is optional)
  • Check equipment closets for booking slips and availability of equipment
  • Print slips as needed
  • Attach individual slips to requested equipment, and set aside in designated areas
  • Follow up as needed with overdues to insure availability of equipment and media; right-click to view item details and status

CLEAR EXPIRED HOLDS AND HOLDSHELF - MILL CIRC

  • DO NOT CLEAR HOLD SHELVES DURING REDUCED HOURS/BREAKS
  • Clear Holdshelf in Mill Circ – Select “Clear Expired Holds and Holdshelf” and click on “clear” button; print (list cannot be retrieved or viewed again!) list; physically remove items from hold shelf; check-in; process for next hold; transit to owning location; re-shelving; search for any items not on hold-shelf

VIEW HOLDS – MILL CIRC – to identify “missed” requests (daily snapshot view – updates nightly - not a real time view)

  • Select to view/display by status and print lists as needed for processing requests:
  • New books, in transit, etc.
  • Missing – see below

ILL AND and loans from other Libraries

  • As needed to support ILL Dept - double-check-in all ILL returns, bring to ILL return carts; replace with empty returns cart
  • As needed to support ILL Dept  - scan/check-in items on carts of ILL arrivals
  • Shelve new arrivals on Circ hold shelf alpha by borrower (during summer – send to BLSE/WC borrowers for pick-up at Davison Library)
  • Returns from other libraries without ILL slips (including Ilsley items) - place on ILL returns cart

CARTS TO and FROM COLLECTIONS MANAGEMENT AREAS

  • Deliver carts of repair/processing materials to P&P/Helpdesk &Media Services/Cat/Collections Management and Development every weekday morning; insure correct item status (CM - in process/P&P - being repaired)
  • Process rush materials from P&P
  • Quality Check (QC) - check book carts from P & P - sort to correct holding areas and new book shelves (see QC procedure)

RETURNS/SHELVING/HOLD AREAS

  • Clear and sort Circ holding areas/carts - monitor for quality; sort out mis-shelved materials, check for materials that need repair, reserve materials, shelving errors etc. - do this at student shift changes and follow up with specific student assistants as needed
  • Check in and re-shelve all returns
  • Bring books to re-shelving (recently returned) areas as needed
  • Re-shelve and monitor Atrium/Lobby shelves – Browsing DVD and book collections, new books, faculty author collection, foreign language browsing
  • Re-shelving as needed – open stacks; Oversize, Vermont Collection, Reference, Ready reference, Foreign Language Collections…
  • Check and clear short term courtesy (aka 24 hour) shelf; follow up on too-long held items, missing DVDs etc.
  • Empty front book drop by returns area and check in
  • Empty back book drop (look up – media and books can get stuck in chute); bring any items in back book drop to circ area for check in 
  • Building sweep - pick up stray library materials on non-assigned carrels and reading areas; check all 3 copy rooms, sweep for materials, check-in at circ, sort to re-shelving areas
  • Check lost & found areas for library owned materials; notify owners of found items as possible; send valuables to Public Safety - all forms of ID Cards such as Midd Cards, Passports and Drivers License's should be brought to the Department of Public Safety the same day they are found. Call PS at ext. 5133 and an officer will pick up items when needed

RESERVES

  • Check for materials that need reserve processing; check Reserve Mailbox for requests
  • Check Eres documents – assign as needed for checking links and filing
  • Read reserve shelves – check for reserve dots on spine labels
  • Read Reserve Media shelves - check for yellow/red labels on spine

EQUIPMENT

  • Check-in of all multiple-piece equipment (camcorders, firewire drives, faculty/staff laptops, iPods, LCD projectors, digital cameras, memory card readers, conference phones, digital presenter)
  • Re-image returned faculty/staff Mac laptops and Mac & PC firewire drives
  • Delete data from returned camcorders and digital cameras
  • Run bookings maintenance
  • Overdues: rely on automated notices, but send personal emails when a booking is (or will soon be) jeopardized
  • Long term loan requests: coordinate with Helpdesk or Media Services to fill if possible
  • Support branch libraries and their equipment needs via regular check-ins and coordinating requests
  • Equipment closet / storage unit inspection: organize bags, spot check accessories within bags
  • Fac/Staff laptop inspection: organize and spot check
  • Four-hour laptop loaners / headphones: tidy

BOOK DROPS

  • Check front book drop by returns area
  • Check back book drop for returns (look up – media and books can get stuck in chute); bring any items in back book drop to circ area for check in

SHIPPING/RECEIVING GARAGE

  • Check shipping and receiving room for courier bins late afternoon – will be notified in Lib Circ mailbox
  • Summer only - deliver Davison Library courier bins(s) to garage when courier calls from back entrance

EVENING

In addition to the daily check-list above

MISSING MATERIALS

  • Review and clean up search clipboard daily
  • Search for missing materials – immediately if staffing allows
  • Cancel in system if not found; verify missing status
  • Claims returned – search; renew as needed while searching; supervisors only - mark claims ret; leave on record; refer to Circulation Manager


SECURITY – FACILITY – DURING THE EVENING

  • Lock staff room after the dinner hour, along with DFL 116 and 131
  • Check that all appliances are off/unplugged

CIRC PRINTER PAPER

  • Stock and replenish

FORMS/SUPPLIES

  • Check forms daily and replenish/copy when low

EQUIPMENT BOOKINGS

  • Check equipment bookings for the following day.  Print slips and attach them to appropriate items, placing them in designated areas in the Media Cloest for booking pick-up.  For items that are due today and have not yet been returned, move tomorrow's booking to another available item, print slips, etc.  If there are no available items, please email patron with item currently checked out, requesting that they return the item immediately.

FILM SCREENINGS

  • During the last hour of the evening shift, pull following day's screenings from Media Collection, using the Mill Booking Maintenance Mode.  Inspect each disc visually and clean by hand if necessary.  Label each case with pertinent screenings info; attach booking slip.
  • View FMP online version for most up to date screening info


CLOSING PROCEDURES

See Closing Davis Family Library

CLOSING and OPENING FOR INTERSESSIONS

WHEN LIBRARY IS CLOSED FOR  AN EXTENDED PERIOD

In addition to usual closing/opening check list (listed above)

  • Alert Public Safety to any problems with closing/patrons not leaving etc.
  • Confirm closing times with Public Safety
  • Confirm automatic lighting turning on/off with Facilities (through Building Supervisor)
  • Check that hours and bookdrop signage information is accurate
  • Copy rooms – copiers, printers all turned off – collaborate with Helpdesk
  • Viewing stations & classrooms, labs – monitors, DVD, laser, VHS players off - collaborate with Helpdesk and Lab Manager
  • Lock Circ drawers, office, equipment closet
  • All Circ area printers, monitors and computers turned off/on
  • Shades down in work areas
  • Check for any food, garbage in work area that should be disposed of in receiving garage, clean-up & remove recycling and waste to large covered bins
  • Lock staff room & unplug any small appliances
  • Open the back book drop in case of overflow
  • Set out-of-office on Library_Circulation and Lib Res mailboxes (webmail)
  • Make sure doors are locked when you leave!


OPENING AFTER INTERSESSIONS

WHEN LIBRARY REOPENS - in addition to the usual opening check list above:

  • Confirm opening and closing times (for locking/unlocking doors) with Public Safety
  • Confirm automatic lighting turning on/off with Facilities (through Building Supervisor, currently Joseph Watson)
  • If necessary, change phone message at 5494 - remember to state that the answering machine will NOT be checked for messages
  • Check front and back book drops, as well as front and back doorways (especially if there has been snow blocking back book drop)
  • Turn off Out of Office in Libres and Libcirc mailboxes (in webmail)
  • Check that signage is accurate.
  • Turn printers on - collaborate with Helpdesk
  • Viewing stations & classrooms, labs – monitors, DVD, laser, VHS players off - collaborate with Helpdesk and Lab Manager
  • Shades up in work areas



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