Middlebury

Davison (Breadloaf) checklists

Davison Library Checklist

Fall – following the session

  • Review – what worked what did not
  • Meet with BLSE staff

Late Winter/Early Spring

  • Reserve/circ staff meet with BLSE Coordinator and Collection Management staff to facilitate order process, guarantee that books are available in a timely fashion, set deadline date for ordering April 15
  • Meet with LIS liaison, Collection Management staff, Circ, Reserve, Davison Librarian
  • Letter to BLSE faculty requesting reserve lists
  • Handbookcontributions?
  • Check stats & previous year requests
  • BLNM?

June

  • Process reserve lists and pick up books for reserve: location Dav Res; status available; dots on spine labels, shelved by LC, bundled by LC and numbered for easy unpacking
  • Contact faculty and BLSE Office – review procedure for requesting reserve materials
  • Borrower data base – review patron load updates for accuracy, ptype, exp. date, email; (will part time staff be in system; will BL be issued photo ID’s; will BL be using Midd email account?)
  • Review & test all Mill Circ parameters & settings, LR/LRDT, hours/days closed/open, logins, initials
  • Review workflows, procedures & forms; update manual; staff documentation
  • User documentation – students and faculty
  • Planning for training on Mill Circ for Davison staff
  • Set staff schedules – create outlook account
  • Review requesting procedures
  • Request FM work order for delivery of books to Davison for the Mon prior to start of classes
  • Box up reserve books & deliver to mailroom for pick up
  • Box up Davison books from Davis Family holding shelves & deliver to mailroom
  • Schedule set-up staff

Beginning of Term

@ Davison
• Set-up crew: Reserve Coordinator and other res/circ/ILL staff (2) and student workers (2) – along with BLSE liaison and Davison Librarian; scheduled 1 full day; 2nd day as back-up if needed
• Unpack and shelve reserve materials by LC Class (some courses will be shelved separately by course)
• Davison Desk – staff work station: collaborate with Systems staff and Media/Distribution staff); install/upgrade Java & Millennium client and off-line client at DavisonCheck in & shelve all returns from previous summer and academic year
• Davison Desk Binder – procedures and policies
• Check supplies: due slips, misc Davison desk supplies, bins, copyright & due date stamps
• Search missing lists etc
• Reserve lists – printed or online?
• Request list of BL students, staff, and faculty, partners, spouses, children, theatre, guests from BL office
• Test BL borrower data base – print “template” of borrower record as guide for entering BL borrowers not in the data base
• Test cordless phone
• Schedule training session on Mill Circ , workflow, policies and procedures for any staff scheduled to work at the Davison Desk
• Test Loan Rules and LRDT
• Documentation and signage – how to activate accounts, My Midcat, search for and request books from Midd and other libraries, forward/change email accounts to get library notices etc.
• Confirm Davison courier schedule

End of Term
• Set break down date
• Schedule staff for break down
• Contact Facilities Management for pick up/delivery to Davis Family
• Alert Stacks Coordinator to shipment of BLSE reserve materials & returns
• Process overdue & bill notices @ Davis Family
• Check for any items still out on BLNM record & process for replacement
• Reports & stats – VT and NM
• Review accuracy of item records
• Search items missing from Davison reserve lists for replacement & billing consideration
• Search missing lists
• Process reserve materials
• Borrower data base

@ Davison
• Check in all returns
• Sort items with requests/holds/recall
• Sort items to stay for BLWC
• Shelve Davison materials
• Sort items for repair to P&P
• Search missing items
• Create lists for inventory of reserve items for return to Davis Family Library

@ Davis Family Library
• Hold re-shelving until items spot checked in system for accuracy of hold locations, status etc.
• Spot check items for correct hold loc & status
• Process reserve materials

BLSE

Davison Library: x2740

Bread Loaf Inn front desk: x2700

Apple Cellar @ Davison Library: x2741

Bread Loaf Administrative Office: x5418

Davison Paging Slips

  • need new documentation?

Retrieving library materials to fill requests for ILL, MiddCampus, Davison (Breadloaf), Mills (California) etc.

  • Process paging slips in the Mill Circ Notice system (mnotices/mnotices) A minimum of 3 times daily - morning, early afternoon, and evening – or more frequently to ensure timely request processing and delivery
  • Davis Family Stacks: In the absence of Stacks, ILL will retrieve; if ILL unable to pick up by 2 pm, Circ will retrieve
  • Incorporate BL requests into existing Midd and ILL paging and retrieval workflow.
  • BL requests have priority over main campus hold requests.
  • Check daily that items for Bread Loaf are not placed on the Davis Family Library hold shelf
  • Sort all paging slips by branch and type
  • Place all pending requests in clear sleeve on red cart in ILL area next to Kat's desk
  • Fax paging slips to branches for retrieval

Armstrong fax – 2016


Branches: items for BL borrowers will go in transit when scanned at branches; send to Davis Family Library in courier bin; check in at the Davis Family Library; place items in Davison bin.

  • For items being held at main campus locations – follow standard procedures and check in to generate hold or transit status
  • Double check pick-up location – do not use borrower address on paging slip as pick-up location

Davison Requests Workflow

  • Sort out all requests going to BLSE
  • Retrieve items
  • Check carefully for pick-up location – some BL borrowers may request pick-up at other locations
  • Do not send items for pick-up at Davis Family Library (or Armstrong) to Davison
  • CHECK IN ITEM and place "in transit".
  • Fold paging slip in half lengthwise, insert into book. Place in Davison courier bin for delivery to Davison hold shelf – items will have "in transit" status
  • Items that cannot be requested through the web: On reserve; In-lib-use and non-circulating collections; Items with hold location Davison Library (BL borrower may retrieve from shelves; priority is given to BL borrowers for Davison materials; exceptions can be made through the client); Checked-out – do not recall if at all possible – advise borrower to place a request through ILL.


ILL Requests

  • Requested through ILLiad by borrower with a pick-up location of Davison
  • ILL requests for delivery to Davison will be delivered to Davis Family Library Circ for scanning/check-in with all other ILL materials
  • Davis Family Library Circ will separate out Bread Loaf items; follow standard procedure for scanning and verifying item records etc.
  • Place hold on Bread Loaf ILL items @ Davis Family Library Circ in patron record (verify that you are in the correct borrower account) and stamp/write today’s date on green band (so we can track when it was placed on the hold shelf at Davison). When the item is checked in to generate the hold, it will then go in-tranit up to Davison. Place it in the bin for Davison.
  • Borrower will be notified by ILLiad e-mail and Millennium email (once it is checked-in at Davison).

Requests that cannot be filled:

  • Not on shelf - missing: Call up by barcode in search/hold. Verify that you are in the correct record. Click on hold tab. Highlight hold. Select option to cancel hold. Select option to cancel hold and mark missing. Select appropriate cancellation notice. Requestor will be notified through the notice system

Other Collections:

CMC: Curriculum Materials Collection Non-circulating Refer to Teacher Ed Dept, Twilight Hall for exceptions

CSO: Career Service Office Non-circulating

Scott Center Non-circulating

Armstrong Requests

  • Sort and fax paging slips to Armstrong for retrieval
  • Retrieve and check in at branch to generate transit status. Send item to Davis Family Library for transfer up to Davison
  • Requests from the branches will arrive in the courier bins for delivery to Davison

Returns

Meet Bread Loaf courier to exchange incoming/outgoing bins

  • May or may not have been checked in @ Davison Library
  • Check in @ Davis Family Library to clear transit status
  • Sensitize
  • Continue to transit to branches
  • Re-shelve TO CORRECT HOLDING AREA/BRANCH

Reserves

  • add link

Courier Schedule between Davis Family Library and Davison

Mon – Fri

Approximately 9:30 am (leaves BL at 9 am) and 2:00 pm (leaves BL at 1:30 pm)

Sat and Sun

Approximately 9:30 am (leaves BL at 9 am)

Deliver bins IMMEDIATELY to the back SHIPPING & RECEIVING AREA when the BL courier calls

Open & meet the courier at the shipping/garage door and trade incoming/outgoing bins

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