Armstrong checklists

Revision as of 15:25, 19 April 2017 by Daniel Frostman (talk | contribs)



  • 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
  • Desk opening procedures -log-in to desk computers.
  • Take gate count
  • Empty book drop
  • Unlock front doors and test auto-open function


  • 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)
  • Spine labeling
  • Send to repair
  • Signage - labs; library hours
  • Bulletin boards - clear outdated
  • Report any problems with physical space
  • Monitor patron use and safety


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


  •  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 – Desktop stats Reserves 
  •  Communicate with faculty 
  •  Collaborate with Mus & 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


  • Gate counts 
  • Shelving 
  • Process ILL requests – pull materials, scanning
  • 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 Mus & Davis Family res 
  • Send to repair
  • Follow-up on overdues
  • CM Withdrawals, Transfers 
  • Ref materials 
  • Coordinate shifting projects 
  • Map and GD document processing


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 bring them down stairs to the shelving carts.
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.
14. Shut off downstairs lights.
15. Shut off the ILL computer if it hasn’t already been done.
16. Close and lock the doors for 207(if not locked already), make sure coffee pot is unplugged.
17. Make one last sweep downstairs.
18. check that all carrel lights are off.
19. 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

Bi-Weekly -

  • Periodicals/Bindery Processing - Prepare for shipment – pull from shelf 
  • Unpack biweekly bound periodicals shipment, stamp, strip, shelve

Weekends –

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

Monthly –

  • USGS Maps - Time and size of shipment varies, Index, Physical processing – unpack, stamp, shelve, store replaced maps for annual give away
  • Stats – government docs
  • Stats – reserves, ILL, gate counts, daily activity
  • Replacement processing
  • Reports

Semester –

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

Student Assistants

  • Hiring/posting/interviewing
  • Scheduling
  • Supervising
  • Training
  • Student Assistant Performance reviews
  • Review policy/handbook

Annually –

  • Stacks -

        Oil & clean tracks on moveable shelves


  • Displays
  • Procedure manuals maintained
  • Reports
  • Stats
  • Documentation and shared files
  • Mill Circ maintenance
  • Web
  • Annual map give away

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

One touch setting

  •  Additional function
  •  Address Back setting
  • One touch
  • Choose the the file to edit
  • Select store/edit
  • Protocal-SBM 


  • host:  [file://\\ARM-ILL-2k \\ARM-ILL-2k]
  • file path:  \scan
  • user: Scilibst
  • Password:????????


  • Host: [file://\\bearcat \\bearcat]
  • File Path: \manager
  • user: libres1
  • Password:??????  

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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