Middlebury

Difference between revisions of "Circulation Services Workgroup"

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Documentation for Circ and LIS staff; procedures, checklists, routines and workflows  
 
Documentation for Circ and LIS staff; procedures, checklists, routines and workflows  
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Wikietiquette - Respect the posts and edits of others; Do not post confidential information; Do not post passwords or login information; Use the Summary field to briefly describe any changes; Check "This is a minor edit" button when making edits that do not significantly change content <br>
  
 
== Checklists  ==
 
== Checklists  ==
  
=== Main ===
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=== Davis Family Library ===
  
OPENING  
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'''OPENING''': see [https://mediawiki.middlebury.edu/wiki/LIS/Opening_Davis_Family_Library here]''<br>''
  
15 minutes prior to opening
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'''DAILY SHIFT ROUTINE&nbsp;: '''see [https://mediawiki.middlebury.edu/wiki/LIS/Davis_daily_shift_routine HERE]
 
 
'''LIGHTS'''  
 
 
 
*Check that light panel is on, located on your Right as you enter Circ area
 
 
 
'''KEYS''' (key to key drawer in master key cabinet)<br>
 
 
 
*Unlock key drawer and cash drawers(and locate all keys needed to unlock equipment etc)
 
 
 
'''COMPUTERS'''
 
 
 
*Wipe phones, key board, mice with disinfectant wipes (can be done later as time allows)
 
*Turn on all 3 front desk and returns area computers
 
*Turn on 2 equipment area computers (one Dell, one iBook laptop): Use libcirc1 log in for Dell; use supervisor's personal username/password for iBook <br>
 
*Log in to libcirc1/current password – changes every 6 months and Millennium (mmcirc/mmcirc – initials are imbedded)
 
*Computer No. 1 log in to mNotices and mmcircsu/mmcircsu (need to type in supervisor initials)
 
*Computer No. 1 open Outlook to access guest password and check for stray departmental mail sent to wrong mailbox (forward to Lib Circ mailbox); delete previous day’s password
 
*Computer No. 1 log in to FILEMAKER PRO to view/print daily media screening list
 
*Computer No. 1 log in to Illiad Client (as needed)<br>
 
*Log in to Info Desk remote connections<br>
 
 
 
'''GUEST PASSWORD'''<br>
 
 
 
*Print out daily guest pw<br>
 
 
 
'''INFO DESK'''&nbsp;
 
 
 
*Turn on Info Desk computer
 
*CircComputer No. 1 Outlook - print out guest password<br>
 
*Check that phone is diverted to Circ
 
 
 
'''SELF-CHECK MACHINE'''
 
 
 
*Stays on (re-boot weekly)
 
*Log on if needed after extended closed period&nbsp;
 
*Check receipt paper supply
 
*Logins (see Self-Check Manual)<br>
 
*Cleaning/maintenance (see Manual and weekly/monthly checklists)
 
 
 
'''CASH AND CREDIT'''
 
 
 
*Batch credit card machine (press purple "more" button; select "settlement" from the menu - see Cash/Credit page for details)<br>
 
*Check for change in cash drawer&nbsp;<br>
 
 
 
'''CIRC DESK CORDLESS PHONE'''
 
 
 
*Check that message function is OFF
 
*Check for any messages – and follow up as needed
 
 
 
'''DOORS AND SIGNAGE''' (FACILITY)
 
 
 
*Unlock Bittner terrace during good weather and as requested
 
*Main front doors open automatically. Contact Campus Safety x5911 with any problems
 
*Verify that library hours signage at front and back doors is correct- especially before/after any change in hours
 
  
 
<br>  
 
<br>  
 
'''DAILY SHIFT ROUTINE&nbsp;'''
 
 
'''CIRCMAIL'''
 
 
*Check Library Circulation mailbox several times during the day– reply to messages &amp; forward as needed (see procedures)'''<br>'''
 
 
'''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 supervisor covering that shift<br>
 
 
'''PAGING SLIPS (Inn-Reach) and NOTICES – MILL CIRC'''
 
 
*Click on Mill icon and log in to mnotices/mnotices
 
*Click on NOTICES mode; click on “new” icon
 
*Select Inn-Reach Paging Slips
 
*Click on “prepare” icon
 
*Select local printer and click on "print" button; click on "print" button again
 
*Click on “send notices” button (pressing print icon button will only print the page – you must press send to generate the notices)
 
*Click on "OK" button
 
*Paging slips will now be sent to the printer selected
 
*Click "yes" to "clear all print notices?" AFTER confirming that all notices have printed
 
*Click on "close" icon
 
*Select other notice types as needed
 
*When finished, click on "close" icon again; "save new job?"- click on "no" - do not save new job; exit/close mill circ session<br>
 
*Process paging slips (at a minimum at 8 am, 1 pm and 8 pm) for Nexpress (Inn-Reach Paging Slips) - see procedures for NExpress, BL (summer only)
 
*Auto notices run at 5 am daily
 
*Prepare manual notices – hourly; pick-up and cancellation; recalls; bills and fines; to notify borrower as needed
 
*Email Special Collections with any requests for LP's
 
 
'''SCREENINGS – MORNING AND AFTERNOON'''
 
 
*Media Screening list in Filemaker
 
*Screening notebook<br>
 
*Check for any changes to the screening list and verify status of media (e.g. titles/call #s/availability/additional screenings, media needed for multiple screenings, multiple screenings on one event, episode titles, etc.) and take appropriate actions!
 
*View FMP online version for most up to date screening info
 
*See film screening procedures
 
 
'''BOOKING MAINTENANCE – MILL CIRC'''
 
 
*View daily bookings - equipment, media on resrves
 
*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 <br>
 
*Attach individual slips to requested equipment
 
*Follow up as needed with overdues to insure availability of equipment; right-click to view item details
 
*<br>
 
 
'''CLEAR EXPIRED HOLDS AND HOLDSHELF - MILL CIRC''' '''('''<br>
 
 
*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<br>
 
 
'''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
 
 
'''REVIEW CLIPBOARDS'''<br>
 
 
*Searching
 
*Guest Borrower applications
 
 
'''ILL AND NExpress and loans from other Libraries'''<br>
 
 
*As needed to support ILL Dept - double-check-in all ILL and NExpress returns, bring to ILL and NExpress return carts; replace with empty returns cart
 
*As needed to support ILL Dept&nbsp; - scan/check-in items on carts of ILL and NExpress arrivals<br>
 
*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/NExpress returns cart<br>
 
 
'''CARTS TO and FROM COLLECTIONS MANAGEMENT AREAS'''
 
 
*Deliver carts of repair/processing materials to P&amp;P/Helpdesk &amp;Media Services/Cat/Collections Management and Development every weekday morning; insure correct item status (CM - in process/P&amp;P - being repaired)
 
*Process rush materials from P&amp;P
 
*Quality Check (QC) - check book carts from P &amp; 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<br>
 
*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.
 
*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 on Fri, Sat and Sun opening (and whenever Stacks Manager is out)
 
*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 &amp; 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 our office at ext. 5133 and an officer will pick up items when needed.<br>
 
 
'''RESERVES'''<br>
 
 
*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<br>
 
*Read Reserve Media shelves - check for yellow/red labels on spine<br>
 
 
'''EQUIPMENT - see Circ wiki equipment page for more information'''
 
 
*Run bookings maintenance and follow up on booking issues and overdue/missing/repair equipment<br>
 
*Overdues: rely on automated notices, but send personal emails when a booking is (or will soon be) jeopardized
 
*Check in equipment "kits"; charge and delete data<br>
 
*Re-image laptops and firewire drives<br>
 
 
'''SHIPPING ROOM'''
 
 
*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<br>
 
 
'''EVENING'''
 
 
In addition to the daily check-list above<br>
 
 
'''MISSING MATERIALS'''
 
 
*Review and clean up search clipboard daily<br>
 
*Search for missing materials – immediately if staffing allows<br>
 
*Cancel in system if not found; verify missing status<br>
 
*Claims returned – search; renew as needed while searching; supervisors only - mark claims ret; leave on record; refer to Circulation Manager<br>
 
*Never mark NExpress loans as “claims ret” status
 
 
'''SECURITY – FACILITY – DURING THE EVENING'''
 
 
*Lock staff room after the dinner hour
 
*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.&nbsp; For items that are due today and have not yet been returned, move tomorrow's booking to another available item.&nbsp; 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&nbsp;Collection, using the Film Screenings&nbsp;binder as a guide.&nbsp; Inspect&nbsp;each disc visually and clean by hand if necessary.&nbsp; Label each&nbsp;case with pertinent screenings info.
 
*View FMP online version for most up to date screening info
 
*Check Circ wiki for up to date general procedures on screenings.
 
 
<br>'''CLOSING PROCEDURES'''
 
 
'''BEGIN - AS ACTIVITY ALLOWS - 30 MINUTES PRIOR TO CLOSING BUT BE PREPARED TO STAY 15 MINUTES AFTER CLOSING TO COMPLETE ALL CLOSING PROCEDURES'''
 
 
<br>'''VIEWING CARRELS, LAB MONITORS AND VIEWING ROOMS''' (can be assigned to students)
 
 
*Turn off any viewing station monitors that are still on, especially in viewing rooms/classrooms on main and lower levels.
 
*Turn off individual reading lamps in upper level front reading room.
 
*Lock Bitner Terrace
 
 
'''P.A. SYSTEM and LIGHTS'''&nbsp;
 
 
*at 15 min prior to closing, use the P.A.:&nbsp;“Your attention please; the Library will be closing in 15 minutes.”
 
*At closing, the lights will automatically turn off.&nbsp;&nbsp;("Early" closings&nbsp;will require that the supervisor&nbsp;on duty turns off the lights manually at the light panel located next to the door&nbsp;out of&nbsp;the Circulation area.)
 
*After the lights&nbsp;go out, use the&nbsp;P.A.:&nbsp;"The library is now closed.&nbsp; Please bring your laptops to the Circulation Desk.&nbsp; Thank you."&nbsp;&nbsp;
 
 
'''SHIPPING/RECEIVING AREA''' (can be done on your way out of the building if you have your own general Circ key)
 
 
*Bring Armstrong and/or Music books to put into courier bins
 
*Davison bins are never brought to the shipping/receiving area – there is no campus delivery service to Davison
 
 
'''STUDENT LAPTOPS'''
 
 
*At closing, check status of laptops in Mill Circ. (search by title, sort by due date).&nbsp; Confirm that the laptops are indeed still out by checking each patron record (if&nbsp;a laptop is out but an adapter is not, it's likely that they were both returned and laptop has not been checked in), and by counting the number of laptops present in the cabinets versus the number which should be there.
 
*If laptops are not returned by 15 minutes after closing, send personal emails (see template below) to borrowers reminding them that the laptop is overdue and that they need to get in touch with Circ first thing the next morning. Copy the Library Circulation mailbox on these emails.
 
*It is the responsibility of the closing supervisor to make every effort to insure the return of laptops before leaving - this may include a walk-through to look for the laptop (if it is out to a thesis student - check their carrel assignment via the key on their record)
 
 
*(Please use this as a template for your messages to students when they haven't returned laptops by the end of the evening. Remember to CC the Lib Circ mailbox)
 
 
Dear _____. Our records show that you checked out a laptop earlier today which was due at ____, making it ___ hours overdue. Please return it immediately, or at the very latest, by opening tomorrow morning. Laptops are not allowed to leave the library under any circumstances. Your library account is currently blocked, and you will need to speak with a supervisor to reinstate borrowing privileges. If this happens a second time, you may lose the privilege of borrowing laptops. If the laptop is not returned, you may be liable for the $2,000.00 replacement cost. Please contact us immediately regarding this problem. Best regards, _______________(supervisor's name) Library Circulation
 
 
'''FRONT DESK''' (assigned to student employees)
 
 
*Check in and sort all returns on appropriate carts, shelves, etc.
 
*Log off all but 1 computer – leave one on until 15 minutes after closing for patrons returning materials.
 
*Shut down two computers in equipment area: one Dell and one iBook laptop
 
 
'''KEYS'''
 
 
*Lock cash drawer under main counter (key with beaded keychain), media closet and fac/staff laptop closet (regular Circ key), laptop cart (laptop cart key), iPod cabinets (iPod cabinet keys), return keys to key drawer.
 
*Lock key drawer, return key to key cabinet in Circ Office.
 
*Lock Circ Office - 250A (lock on inside of door)
 
 
Note: if you have any problems (patrons refusing to leave, front doors not locking automatically, etc.) call Public Safety at x5911.
 
 
'''DOORS AND SIGNAGE (FACILITY)'''
 
 
*Main front doors lock automatically. Contact Campus Safety x5911 with any problems
 
*Verify that library hours signage at front and back doors is correct- especially before/after any change in hours <br>
 
 
<br>
 
 
'''CLOSING and OPENING FOR INTERSESSIONS'''
 
 
WHEN LIBRARY IS CLOSED FOR&nbsp; 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)<br>
 
*Check that hours and bookdrop signage information is accurate
 
*Copy rooms – copiers, printers all turned off – collaborate with Helpdesk
 
*Viewing stations &amp; 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 &amp; remove recycling and waste to large covered bins
 
*Lock staff room &amp; unplug any small appliances
 
*Log off the self-check machine
 
*Set out-of-office on Library_Circulation and Lib Res mailboxes (webmail)
 
 
<br>'''OPENING&nbsp;AFTER&nbsp;INTERSESSIONS'''
 
 
WHEN&nbsp;LIBRARY&nbsp;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 &amp; classrooms, labs – monitors, DVD, laser, VHS players off - collaborate with Helpdesk and Lab Manager
 
*Shades up in work areas
 
*Log on the self-check machine
 
 
<br>
 
 
=== Music  ===
 
  
 
=== Armstrong  ===
 
=== Armstrong  ===
  
ARMSTRONG LIBRARY – TASKS/CHECK LIST
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Armstrong checklists can now be found [https://mediawiki.middlebury.edu/wiki/LIS/Armstrong_checklists HERE]
 
 
<br>Opening – Facility
 
 
 
*Opening
 
*Security/alarms
 
*Gate counts
 
*Book drop
 
*Lights
 
*Desk opening procedures -cash
 
*Troubleshooting - equipment, copy/print, lab/lib computers, general facility (light bulbs, doors, rest rooms)
 
*Signage - labs; library hours
 
*Bulletin boards
 
*Recycle newspaper(s) (previous day New York Times)
 
*Report any problems with physical space
 
*Monitor patron use and safety
 
 
 
Mornings
 
 
 
*Clear holdshelf
 
*Check student schedules in Outlook
 
*Check shared email account
 
*FM courier – unpack bins, process items (Ref/Check in)
 
*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
 
*Equipment • Bookings Maintenance • Inventory • Unlock equipment and prep for circulation
 
*ILL and NExpress • Print ILL requests • Process ILL requests – pull materials, scanning • Process NExpress
 
 
 
Reserves
 
  
*Communicate with faculty&nbsp;
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=== Davison  ===
*Collaborate with Mus &amp; Main res&nbsp;
 
*Process – Mill Res module, physical
 
  
Afternoons&nbsp;
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Davison checklists can now be found[https://mediawiki.middlebury.edu/wiki/LIS/Davison_(Breadloaf)_checklists HERE]
  
*&nbsp;ILL and NExpress&nbsp;
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==== Davison Library Manual  ====
*&nbsp;Print ILL requests&nbsp;
 
*&nbsp;Process requests – pull materials, scanning&nbsp;
 
*&nbsp;Process Reserves – Mill Res module
 
*&nbsp;Send notices in iii
 
*&nbsp;Troubleshooting - equipment, copy/print, lab/lib computers, general facility (light bulbs, doors, rest rooms)
 
*&nbsp;Requests, recalls&nbsp;
 
*&nbsp;Claims returned, missing
 
*&nbsp;Check out/in
 
*&nbsp;Searching; follow-up on missing materials&nbsp;
 
*&nbsp;Reference support&nbsp;
 
*&nbsp;Info for McCardell Bicentennial Hall – Desktop stats Reserves&nbsp;
 
*&nbsp;Communicate with faculty&nbsp;
 
*&nbsp;Collaborate with Mus &amp; Main res&nbsp;
 
*&nbsp;Process – Mill Res module, physical
 
*&nbsp;Spine labeling&nbsp;
 
*&nbsp;Send to repair
 
*&nbsp;Follow-up on overdues&nbsp;
 
*&nbsp;E-Res Stacks&nbsp;&nbsp;Re-shelving etc. CM
 
*&nbsp;Withdrawals&nbsp;
 
*&nbsp;Transfers • Ref materials
 
*&nbsp;Equipment
 
*&nbsp;Bookings Maintenance&nbsp;
 
*&nbsp;Inventory
 
*&nbsp;Unlock equipment and prep for circulation
 
  
<br>Evenings – • 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 • Spine labeling • Send to repair
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See [https://mediawiki.middlebury.edu/wiki/LIS/Davison_Library_Manual here].
  
Reserves • Communicate with faculty • Collaborate with Mus &amp; Main res • Process – Mill Res module, physical • Spine labeling • Send to repair • Follow-up on overdues • E-Res
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==== BLWC  ====
  
CM • Withdrawals • Transfers • Ref materials • Coordinate shifting projects • Map and GD document processing
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'''[https://mediawiki.middlebury.edu/wiki/LIS/BLWC Procedures for Bread Loaf Writers' Conference]'''
  
Closing – • Closing – call PS with any problems closing • Equipment inventory • Security/alarms • Gate counts • Lights • Desk closing procedures • Shelving
+
'''<br>'''
 
 
Weekly – • Searching • Missing – forwarded for replacement • Lost &amp; Found • Bulletin boards • Check supplies, forms – order as needed • Order toner and paper, stock shelves
 
 
 
Bi-Weekly - Periodicals/Bindery Processsing • Prepare for shipment – pull from shelf • Unpack biweekly bound periodicals shipment • Unpack, stamp, strip, shelve • New Books display/shelves
 
 
 
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 – gov docs • Stats – reserves, ILL, gate counts, daily activity • Replacement processing • Reports
 
 
 
Semester – beginning and end, intersession, closed periods – • Signage • Mill Circ maintenance • Web • Carrels &amp; lockers • Displays • Carrels and Lockers • Displays
 
 
 
<br>Student Assistants • Hiring/posting/interviewing • Scheduling • Supervising • Training • Contracting • Student Assistant Performance reviews • Review policy/handbook
 
 
 
Annually –
 
 
 
Stacks • Oil &amp; clean tracks on moveable shelves • Weeding • 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 • Oranize and clean up shared space, work areas, files etc.
 
 
 
=== Daily  ===
 
  
 
=== Weekends  ===
 
=== Weekends  ===
  
'''CHECK AND COMPLETE ALL OPENING, DAILY, EVENING, CLOSING TASKS – ESPECIALLY NOTICES, PAGING, NEXPRESS, BOOKINGS, SCREENINGS as listed above'''
+
Weekend checklists can be found [https://mediawiki.middlebury.edu/wiki/LIS/Weekends_at_Davis_Family_Library HERE]
 
 
'''CIRC DESK'''
 
 
 
*Check for any special projects that may have been assigned
 
*DVD Browsing Collection – re-shelving, maintenance, shelf reading; file sleeve reading; cleaning
 
 
 
'''FACILITY'''
 
 
 
*Building sweep in mornings, copy rooms, book collection carts, public use areas; at Circ scan all materials in check-in mode before sorting to re-shelving areas
 
*Troubleshoot printers, copiers, facility issues as needed
 
*Check that copiers are up and running/have enough paper (Info Desk or Helpdesk staff may be able to help if needed)
 
*Pay special attention to the facility as a whole (email Facilities &amp; call Public Safety with any problems) – copy Building Coordinator (Joseph) and Lib Circ mailbox
 
*Keep staff room locked
 
*Check that library hours are posted correctly at front and back – especially during recess and intersession periods
 
*Empty back book drop
 
*Check that Atrium and public areas are welcoming<br>
 
  
 
=== Newspapers  ===
 
=== Newspapers  ===
  
'''DELIVERY OF NEWSPAPERS TO THE MAIN LIBRARY'''
+
See [https://mediawiki.middlebury.edu/wiki/LIS/Newspapers here].
  
*Pittsfield News Service delivers newspapers to the northeast door of the library each day
+
=== Weekly  ===
*On weekends, it is the responsibility of staff at the Circulation Desk to retrieve copies of the New York Times, the Boston Globe and the Burlington Free Press newspapers and distribute them to the reading room and on the branch library courier shelves
 
*Look around! The papers may be found in mysterious places – outside one of the back doors, inside the Shipping/Receiving area, in Lib 125 - inside the Collection Management area, but will hopefully be on the chair outside Lib 125 – the Collection Management area. Sunday inserts &amp; magazine sections arrive on Saturdays – please save/set aside until Sunday
 
*During college breaks, when the Main Library is closed, please leave all papers in the Serials Work Area for sorting and processing
 
*When opening again on a Sunday after being closed, please process papers for that Sunday only, and leave all other papers in the Serials Work Area
 
 
 
<br>
 
  
'''Note – please do the following if the papers do not arrive:'''  
+
'''CIRCULATION SERVICES '''CHECKLIST AND PROCEDURES - SHARED RESPONSIBILITY FOR ALL CIRC STAFF
  
*Call nearest market/store to check if they received papers
+
<br>'''[https://mediawiki.middlebury.edu/wiki/LIS/View_holds VIEW HOLDS MODE]'''[https://mediawiki.middlebury.edu/wiki/LIS/View_holds VIEW HOLDS – MILL CIRC (daily snapshot view – updates nightly - only accurate 1st thing in the morning prior to any Circ activity)]&nbsp;<br>
*If they have not, then there is a ‘global’ problem with the vendor
 
*If they did get their papers, then the driver must have missed the Library on his/her route. In that case, try calling them in Rutland at 802-747-0526.
 
*In either case, please email Serials and let them know that the papers didn’t arrive
 
  
 
<br>  
 
<br>  
  
'''Sorting Summary:'''  
+
'''[https://mediawiki.middlebury.edu/wiki/LIS/Clear_holdshelf CLEAR HOLD SHELF - NEXPRESS, ILL&nbsp;and Midd]'''  
  
*New York Times - 4 copies
+
Various other WEEKLY TASKS can now be found [https://mediawiki.middlebury.edu/wiki/LIS/Various_weekly_tasks HERE]
*Boston Globe - 2 copies
 
*Burlington Free Press - 3 copies
 
*Saturdays - Daily copies plus inserts for Sunday papers
 
*Sundays - Daily papers
 
*The Music Library gets 1 complete (with all sections) New York Times and 1 Burlington Free Press - place on the courier shelf
 
*The Armstrong Library gets 1 complete (with all sections) New York Times - place on the courier shelf
 
*The Main Libary gets 1 complete shelf copy of the New York Times, 1 Burlington Free Press, 1 Boston Globe - place under plexiglass in current newspaper shelves in the Harmon Reading Room on Level 1
 
*The Main Libary gets 1 extra "table" copy of each of the New York Times (without the magazine and book review sections), 1 Burlington Free Press, 1 Boston Globe - place on tables in the Harman Reading Room on Level 1 (these are the extra copies of the BPF, BG and NYT that get recycled the next day)
 
*Save the NYT Book Review and Magazine section - place on current periodicals shelf at Circ for the Serials Dept
 
*Pull out and save all coupons and advertising flyers<br>
 
  
<br>
+
=== Monthly  ===
 
 
'''Harman Reading Room - previous day(s) papers'''
 
  
*Remove and straighten out the previous day's papers
+
Monthly tasks can now be found [https://mediawiki.middlebury.edu/wiki/LIS/Monthly_tasks HERE]
*1 complete copy of NYT, BG, and BFP to shelf
 
*Remains of 2nd copy to recycling bin <br>
 
  
 
<br>  
 
<br>  
  
'''New York Times'''
+
=== Break periods - begin/end semesters - all Circulation Services work areas&nbsp;  ===
  
*4 copies received
+
Projects for break periods can now be found [https://mediawiki.middlebury.edu/wiki/LIS/Projects_for_break_periods HERE]
*One copy to each of the two branches (including inserts)&nbsp;
 
*One copy to the shelf in Current Newspapers
 
*One copy to a table in the Harman Periodical Reading Room
 
*On Saturdays, please pull, from the copy that goes to the shelf, "The New York Times magazine" and "The New York Times book review" (one copy of each) and set it on the "Current Periodicals" shelf behind the Circ Desk, near the courier shelves
 
*The remaining inserts can be held and put out with the papers on Sunday
 
  
'''Burlington Free Press'''
+
=== Lost and Found  ===
  
*3 copies received
+
Lost and found procedures can now be found [https://mediawiki.middlebury.edu/wiki/LIS/Lost_and_Found HERE]
*One copy to Music Library&nbsp;
 
*One copy to the shelf in Current Newspapers
 
*One copy to a table in the Harman Periodical Reading Room
 
*Please keep comics, the TV guide section and all magazine sections/inserts together with newspaper for all locations
 
  
<br>
+
=== Student scheduling checklist  ===
  
'''Boston Globe'''
+
Can now be found [https://mediawiki.middlebury.edu/wiki/LIS/Student_scheduling_checklist HERE]
  
*2 copies received
+
== Circulation Procedures  ==
*One copy to the shelf in Current Newspapers
 
*One copy to a table in the Harman Periodical Reading Room
 
*Please keep comics and all magazine sections/inserts together with newspaper for all locations
 
  
'''Special requests'''
+
Various circulation procedures can be found [https://mediawiki.middlebury.edu/wiki/LIS/Category:Circulation_procedures here].
  
*Stamp each section of the papers with "Middlebury College" stamp<br>
+
== Searching Tips for Finding Missing Books and Other Library Materials  ==
*Please place all coupon sections/fliers in Hilarie Gade’s mailbox in the staff room
 
*After a break during which the libraries have been closed, please recycle outdated newspapers for the branches - do not put them in the bins
 
*During college breaks periods when the libraries are closed, please leave all papers delivered to the Main Library in the Serials Work Area
 
  
'''Newspapers at the Branches - regular routine'''
+
Can now be found [https://mediawiki.middlebury.edu/wiki/LIS/Searching_tips HERE]
  
*Music keeps the Sunday NY Times and Burlington Free Press for the duration of the week. &nbsp;They get recycled when the new ones arrive.
+
== '''Missing Item Replacement Procedure'''<br>  ==
*Daily NY Times and Free Press are delivered to Music via the courier. &nbsp;These are kept for the day, then recycled when the next day's papers arrive.
 
*Armstrong receives the NY Times every day. &nbsp;They are kept for a week, then recycled.&nbsp;
 
  
<br>
+
See [https://mediawiki.middlebury.edu/wiki/LIS/Missing_item_replacement here]
  
=== Weekly ===
+
== Checklist for Circulation 24/7 Exam Hours ==
  
=== Monthly  ===
+
See [https://mediawiki.middlebury.edu/wiki/LIS/24/7_exam_hours here]
  
=== Annually ===
+
== Millennium Circulation - Innovative Integrated Library System ==
  
=== End/beginning of semesters ===
+
=== [https://mediawiki.middlebury.edu/wiki/LIS/Manual_checkout Manual Check-out] ===
  
<br>
+
=== [https://mediawiki.middlebury.edu/wiki/LIS/Offline_circ Off-line Circ Procedures]  ===
  
 
== Borrower Data Base  ==
 
== Borrower Data Base  ==
  
=== Procedures for entering new borrowers  ===
+
=== [https://mediawiki.middlebury.edu/wiki/LIS/Add_a_patron_to_Millennium How to Add a New Borrower] ===
 
 
=== Borrower data base download from Banner - weekly procedure ===
 
 
 
<br>
 
  
 
== Borrowing policies and procedures  ==
 
== Borrowing policies and procedures  ==
  
== Film Screening Procedures for Circ staff  ==
+
Check [https://mediawiki.middlebury.edu/wiki/LIS/Borrowing here for borrowing policies and guidelines.]
  
We'll need to think about revising the Circ workflow and support for film screening activity.<br> A few things to consider:<br>Mill Circ - loan rules etc.<br>Booking module to reserve media for specific time/date<br>Self-booking for media for faculty<br>What about faculty designated screeners?<br>Communication path - how will we know what is needed when; how will faculty let us know?<br>Can we eliminate FMP at Circ?<br>Can we simplify the process for users and circ staff?<br>What else? Other implications?<br>Pros and cons? Other thoughts?<br>
+
==== [https://mediawiki.middlebury.edu/wiki/LIS/Overdue_items Circ staff procedures - following up on overdue materials]  ====
  
Documentation for users? Advertising change and self-booking option? Communicating change to faculty and students?<br>
+
== Browsing DVD Collection  ==
  
What about media without barcodes - rental films <br>
+
==== Davis Family Library  ====
  
Check that travel case item records can be booked<br>
+
*Empty cases are shelved under first letter of title (but not necessarily in alphabetical order within each section) in the Davis Family Atrium, behind the Information Desk &amp; New Book shelves
 +
*DVD’s will be filed by ACCESSION number &amp; LC class in DVD sleeves behind the Circulation Desk &amp; retrieved by Circulation staff when borrowed
 +
*Loan period is 3 days for students and staff, 14 days for faculty, 4 hours for alums, and may not circulate to non-alum guests
  
<br>
+
CHECK OUT
  
==== <br> Procedure for booking media<br> ====
+
*Borrower browses in DVD Browsing collection, selects case of DVD to borrow
 +
*Borrower brings empty case to the Circulation Desk
 +
*Circulation staff member takes case, retrieves DVD from Media Browsing sleeve in DVD files, leaves empty sleeve in place as marker for DVD when returned, and places the DVD carefully into the case, double checking that they are retrieving the correct DVD, and briefly inspecting the DVD for problems or damage
 +
*Circulation staff member checks out DVD to patron (ID required), barcode on inside of case, reminds borrower that the item is due in 3 days, and desensitizes the case with DVD inside
  
Parameters to ensure availability? 4 hours prior to/4 hours after screening time?<br>
+
CHECK IN
  
Who places bookings in system? Faculty and students - self-booking; all Circ staff not just Reserves; CM?<br>
+
*Borrower returns DVD in case
 +
*Circulation staff member inspects case and DVD carefully for problems or damage
 +
*If there is damage noted to case or DVD, follow correct workflow procedure for repair or replacement
 +
*If there is no damage, Circulation staff member checks item in, and puts the DVD into the correct sleeve in the Media Browsing file
 +
*Circ puts empty case on the re-shelving shelf – empty DVD cases will be shelved by Circ&nbsp;  
 +
*Double check that case is empty before shelving
 +
*Check spine alpha label; replace if needed
  
Assume that we place reservation for faculty teaching the course unless otherwise notified<br><br>
+
MAINTENANCE
  
==== Procedures for self-booking ====
+
*Read DVD cases
 +
*Read DVD sleeves<br>
 +
*Ensure correct, typed call number label on sleeve
 +
*Ensure 1 disc per sleeve; labeled accordingly (disc 1, disc 2 etc.)
 +
*If repair is needed, send case, sleeve and disc to P&amp;P; change status to "being repaired"; note problem on blue bindery repair slip and attach to case<br>
  
<br>
+
== Browsing Book Collection  ==
  
==== Loan Rules and Policies  ====
+
*Read shelves
 +
*Alpha by author/editor within category or language
 +
*Pull for repair/withdraw any badly torn, damaged, worn books
  
<br>
+
== LP, LD and Oversize VHS Collections  ==
  
==== Reserve Procedures/workflow  ====
+
LP, LD, oversize VHS Circulation Local Midd requesting only – no NExpress
  
Media is requested for screenings - request includes time/date of screening<br>
+
*Borrower places a request via email link in catalog (in summer, when requesting is turned on, a web request is possible)
 +
*In person, the borrower can request that Circ staff place the hold in Mill Circ
 +
*Select pick-up location
 +
*Process paging slips
 +
*Email Special Collections staff to retrieve requested item
 +
*Special Collections staff deliver to Davis Family Circ
 +
*In Mill Circ – check in to generate hold/transit
 +
*Check out to borrower
 +
*At check-in, hold at Davis Family Circ, special collections shelf
 +
*If returned to branches – transit to Davis Family in courier bin
 +
*Email Special Collections staff to pick up for return to Special Collections shelves
 +
*Or hand deliver to Special Collections
 +
*LP’s circulate for 2 weeks to all borrowers (except ILL – 60 days)
  
Media is self-booked by prof or designated student or LIS staff<br>
+
== NExpress Workflow &amp; Procedures - Circulation/ILL  ==
  
If it needs to be ordered - how do we ensure that it gets booked?<br>
+
See [https://mediawiki.middlebury.edu/wiki/LIS/NExpress_workflow here]
  
<br>
+
== Film Screening Procedures for Circ staff  ==
  
==== Screenings – Late Evening Procedures (usually done in the hour before closing)  ====
+
See [https://mediawiki.middlebury.edu/wiki/LIS/Film_screening here]
 
 
*Print Media Bookings slips - view bookings in Mill Circ 3 days ahead<br>
 
*Pull and prepare materials (see below)
 
*Check for any changes to the screening list (e.g. titles/call #s/availability/additional screenings/multiple titles on one line) and take appropriate action!
 
*Verify status; correct call number; title etc.
 
*Locate all media on the list for screenings (see procedures below)
 
*Locate and scan media scheduled for 2 and 3 days ahead; scan with disc scanner (if operational). Unless there are issues, return them to Reseves shelving.
 
*Locate and scan media scheduled for the following day; attach a screening sticker (found in the Reserve Supplies drawer at Circ) to each item and fill in necessary information. Screening media may not be checked out the day of the screening
 
*Visually inspect VHS tape or case for problems or damage
 
*Visually inspect DVD's for damage - cracks, smudges, dirt, gouges etc.
 
*If dirty, clean with moist cleaning cloths - 1 per DVD; air dry
 
*Shelve prepared screening in the separate Screenings area adjacent to Reserve media<br>
 
*Media set aside for screening may not circulate day of prior to the screening<br>
 
 
 
<br>
 
 
 
==== Prepare, search and send hourly overdue notices for reserve and screening media as needed<br> ====
 
 
 
*Contact borrower to return media asap
 
*Check for multiple titles that may be listed under a single screening
 
*Check if title has 2 different screening times on same day
 
*Check for episode info when a TV series is listed<br>
 
 
 
<br>
 
 
 
==== Problems: Items with damaged sectors  ====
 
 
 
*Update item status to "being repaired" &amp; send RUSH to P&amp;P with media repair slip<br>
 
 
 
<br> For other problems: Not repairable; missing; checked out and mia
 
 
 
*Email Reserve Office and alert Reserve Office staff immediately
 
*Email Film Screening distribution list to alert them to any missing, damaged, or unavailable items or to any gaps in the screening schedule
 
*Follow up with Film Screening distribution list to clarify comments, notes, questions regarding entries in FMP<br>
 
 
 
<br>
 
 
 
==== Repair (P&amp;P)<br> ====
 
 
 
*Rush repairs processed daily on weekdays; returned to Circ by late morning
 
*Circ will check in to clear repair status before shelving
 
*Will track repairs with sticker on inside of case (15 - 25 repairs will render disc unplayable)<br>
 
 
 
<br>
 
 
 
==== Rental Films<br> ====
 
 
 
*Checked out using "traveling" cases
 
*Kept on rental film shelf in reserve area
 
*Assume clean and new - no need to clean or repair<br>
 
 
 
==== Personal Copies<br> ====
 
 
 
*LIS does not repair
 
*Notify faculty if personal copies are damaged<br>
 
 
 
<br>
 
 
 
==== Cleaning DVDs - Procedures<br>  ====
 
 
 
<br> General Guidelines:<br>
 
 
 
*Handle the discs by the edges or the center hole
 
*Wipe GENTLY in a straight line from the center of the disc, out (will avoid any potential scrapes from interrupting with the circular path of the signal)
 
*Avoid touching the shiny surface (the shinier side is the signal side)
 
*Make sure the DVD is seated firmly in the center holder in the case for proper storage<br>
 
*FYI – With scratches it is not the actual data section of the disc that is damaged – it is the clear coating that protects the data that is damaged – and the scratch is interfering with the path that the laser must travel through to get to the information.
 
 
 
<br> When Checking:<br>
 
 
 
*Open and inspect case for all required parts
 
*Inspect all parts and condition of case - if there is wear and tear to contents, check in, note details of problem on P&amp;P repair slip, mark item status R - being repaired
 
*If user reports any problems, note on repair slip<br>
 
 
 
<br> To Clean:<br>
 
 
 
*Visually inspect DVD for damage or dirt
 
*Clean visible dirt and stains on DVD's with wet DVD cleaning wipes and dry with soft cloth
 
*Handle the discs by the edges or the center hole
 
*Wipe GENTLY in a straight line from the center of the disc, out (will avoid any potential scrapes from interrupting with the circular path of the signal)
 
*Avoid touching the shiny surface (the shinier side is the signal side)
 
*Make sure the DVD is seated firmly in the center holder in the case for proper storage (With scratches it is not the actual data section of the disc that is damaged - it is the clear coating that protects the data that is damaged - and the scratch is interfering with the path that the laser must travel through to get to the information)
 
*If the DVD has visible scratches AFTER cleaning carefully use RTI DiscCheck Optical Disc Inspection Station to inspect DVD's prior to sending out for repair
 
 
 
<br> If damage is verified by DiscCheck:
 
 
 
*Change item status to R - being repaired
 
*Fill out Media repair slip and place on Media Repair shelf
 
*Use RUSH slip as needed for screening and resreve media<br>
 
 
 
==== Video materials will be inspected visually when placed on reserve and when pulled for a screening<br> ====
 
 
 
*Check condition when placed on reserve
 
*Check condition morning of screening
 
*Clean carefully &amp; visually inspect again
 
*If the DVD has visible scratches, AFTER cleaning carefully, use RTI DiscCheck Optical Disc Inspection Station to inspect DVD's prior to sending out for repair
 
*If damage is verified by DiscCheck:
 
*Try cleaning and inspecting a 2nd time
 
*If damage still evident:
 
*Change item status to R - being repaired
 
*Fill out Media repair slip and a rush slip and deliver to P&amp;P immediately
 
*Send immediate email alert to Reserves Office and Film Screening distribution list
 
*If OK return to shelf with screening information<br>
 
 
 
==== Missing, claims returned, billed, lost&amp;paid status <br> ====
 
 
 
*Follow procedure for searching and replacing missing materials
 
*The item record is immediately marked Missing
 
*Liaisons will be consulted before any replacement is ordered
 
*Items for screenings or for reserves - mark RUSH - and notify Reserves and Film Screenings<br>
 
 
 
==== Status codes for damaged media materials <br> ====
 
 
 
*If damaged, change the item record to R - being repaired
 
*Circ desk assistant will fill out a P&amp;P repair slip with a detailed description of the problem and insert it in the DVD/video case
 
*Item placed on the repair shelf with other items and will be taken to P&amp;P routinely every weekday morning<br>
 
 
 
<br>
 
  
 
== Carrels and Lockers  ==
 
== Carrels and Lockers  ==
  
=== Maintenance and procedures  ===
+
=== '''Carrels''' ===
 
 
=== Senior thesis carrel reservation procedures for staff<br> ===
 
  
THESIS STUDENTS ONLY - please refer requests for exceptions to a Circ supervisor
+
Carrel procedures can now be found [https://mediawiki.middlebury.edu/wiki/LIS/Carrel_procedures HERE]
  
<br>
+
=== Lockers  ===
  
BETA PROCEDURE FOR SELF-BOOKING OF CARRELS/KEYS<br>
+
Locker procedures can now be found [https://mediawiki.middlebury.edu/wiki/LIS/Locker_procedures HERE]
  
Need to document staff workflow and user info.
+
== Loaner Equipment  ==
  
Do we need an application? Signature? User agreement? Carrel policies?
+
Equipment procedures can now be found [https://mediawiki.middlebury.edu/wiki/LIS/Equipment_procedures HERE]
  
Will it be online? Drupal webform?
+
== Circulation Services mailbox - procedures for Circ staff  ==
  
What is the workflow for staff?
+
See [https://mediawiki.middlebury.edu/wiki/LIS/Circulation_services_mailbox here]
  
Bookings maintenance procedures in mill circ
+
== Reserves  ==
  
The procedure for eligible seniors?
+
Reserves procedures can now be found [https://mediawiki.middlebury.edu/wiki/LIS/Reserves_Procedures HERE]
  
How will we market this?
+
== Stacks  ==
  
How to handle exceptions or students not coded properly in Banner?
+
Stacks procedures can now be found [https://mediawiki.middlebury.edu/wiki/LIS/Stacks_procedures HERE]
  
How does first come first served work? When will carrels be available - when will the loan rule be active?
+
== The QC - Quick Check of carts from P&amp;P - General Guidelines  ==
  
Availability - will it be obvious to the user what's available?
+
Procedure for new books from P&amp;P can now be found [https://mediawiki.middlebury.edu/wiki/LIS/New_books_from_P%26P HERE]
  
Arms and Mus carrels?
+
== Cash and Credit Procedures  ==
  
<br>
+
See [https://mediawiki.middlebury.edu/wiki/LIS/Cash_and_credit_card here]
  
Main Library <br>
+
== Circ staff scheduling/calendar procedures and time guidelines  ==
  
*''Special Note: Carrels 67 and 250 are being set aside for students with ADA needs. Previously, carrels 1 and 22 were set aside for this purpose, but those two have now been returned to the general carrel pool. Keys for carrels 67 and 250 are on my desk and may be given only to ADA Office approved students. The carrel numbers have been crossed out on the Master Carrel Map.*''
+
See [https://mediawiki.middlebury.edu/wiki/LIS/Schedules_and_shared_calendar here]
  
1. Give the student an application form to fill out if they don’t have one. Tell them they also need to print their list of enrolled classes from Banner.
+
==== Customer Service  ====
  
2. When they come to you with the form and list of classes, look on the list of classes for a “thesis” or “independent study” class. Different departments have different numbers for their senior work, anything from 400s to 700s.  
+
Customer service information can now be found [https://mediawiki.middlebury.edu/wiki/LIS/Customer_Service HERE&nbsp;]
  
3. At Main, if they have an appropriate course, give them the Main Carrel map (we have one master map for each semester) and ask them to pick a carrel. Retrieve the key. Carrel keys are on black tags. Carrel map also available on the web. Availability of individual carrels can be checked using MidCat.
+
== Circulation Services student employees - policies, training, resources, procedures, handbooks ==
 
 
4. Checking out the key
 
 
 
*Scan ID card – ID required! <br>*Carrel must be checked out in person <br>*Do not override for overdue materials <br>*Scan the key barcode <br>*'''Use the “Change Due Date” button on the middle right side of the screen to change the due date to the last day of the term in which their thesis is due. Fall - 12/12/09; Winter - 1/29/10; Spring - 5/18/10''' <br>*Close the transaction <br>*Cross out their carrel number on the master carrel map&lt;br&gt;
 
 
 
&lt;br&gt;
 
 
 
5. Give them the key and keep the application and list of classes.
 
 
 
&lt;br&gt;
 
 
 
6. Make sure the student has signed the back of the application. Fill out the rest of the back of the application, including your own initials in the “staff only” section. Put the completed application on Steve’s desk for him to finish processing.
 
 
 
&lt;br&gt; ''*If you have a wheelchair user who is going to sign up for a carrel, please explain to them that carrels 67 and 250 are purposely spaced more generously than others in the building and they have ample space for wheelchair access. However, please also point out that the only way to reach the upper and lower levels is by elevator, that we do sometimes experience power outages, and that elevator #3 does not run on generated power during a power failure, though #2 does.''&lt;br&gt;
 
 
 
&lt;br&gt;
 
 
 
Special note #1: Carrels may be given to seniors not writing theses ONLY after a month has passed from the initial Carrel Day and if there are carrels still left. Juniors, whether writing a junior thesis or not, are not eligible for a carrel.
 
 
 
Special note #2: Seniors ending one thesis project and beginning a second project are not allowed to keep their carrel from one project to the next. They should return their key and join the general pool of applicants the following semester.
 
 
 
&lt;br&gt;
 
 
 
Music and Armstrong Library Carrels <br>
 
 
 
A few carrels are also available at the Music and Armstrong Libraries. Please contact the Circulation Desks (Music x5218, Armstrong x5449).<br>
 
 
 
=== Summer thesis guidelines  ===
 
 
 
== Circulation Services mailbox - procedures for Circ staff  ==
 
 
 
== Reserves ==
 
  
== Stacks  ==
+
See [https://mediawiki.middlebury.edu/wiki/LIS/Student_employees here]
 
 
== Circ staff scheduling/calendar procedures and time guidelines  ==
 
 
 
== Circulation Services student employees - policies, training, resources, procedures, handbooks  ==
 
  
 
== Research - how to help with questions about research and library resources  ==
 
== Research - how to help with questions about research and library resources  ==
  
Why is this so important?
+
Research tips can now be found [https://mediawiki.middlebury.edu/wiki/LIS/Research_Tips_for_Circulation_Staff HERE ]<br>  
 
 
The library has over a million books, journals, government documents, audio and video recordings, diaries, newsletters, annual reports, microfilm reels and microfiche sheets. We have online catalogs that show what we own, what our consortial partner libraries own, and what other libraries around the world own. We have databases for statistics, photographs, and newspapers. In short, we have a wealth of information.
 
 
 
Even though we try to publicize our resources through workshops, newsletters, web guides and the like, much of it remains invisible to our researchers. Therefore, as a library staff member who works at a public service point (eg, Circulation Desk or Help Desk), it is crucial that you help to connect researchers with resources or refer to a librarian when appropriate. This page gives advice on how to do that.<br>
 
 
 
Guidelines<br>
 
 
 
You've been asked a research question? &nbsp;Here's what to do:
 
 
 
#Is the question similar to any of the questions similar to the Sample Questions below? If so, follow the instructions.
 
#If you hear yourself saying, "Sorry...[I'm not sure; we don't own that; Midcat doesn't include that; maybe we should just try Google]" -- please refer to a librarian (go/askalibrarian)
 
#Remember, librarians ''want'' to help and have lots of research expertise (training and experience) - please don't hesitate to refer students, faculty, staff and guests to them. <br>
 
#What if a librarian is not available?&nbsp; Check with your circ supervisor to see if it is a question he or she can help with.&nbsp; Also alert the user to the hours a librarian is available and the alternative ways of contacting a librarian (phone, email, texting)
 
#You might also&nbsp;show them how to&nbsp;get to the Library Subject Guides if they need to get started on&nbsp;research&nbsp;before&nbsp;a librarian will be available (ex. late at night, Saturdays).&nbsp;
 
 
 
<br>
 
 
 
Sample Questions<br>
 
 
 
Some research questions are easy to answer, and some are not so easy.&nbsp; Some are deceptive--they seem easy at first, but with a little inquiry you'll find that they require more time and expertise.&nbsp; Use these sample questions as a guide.&nbsp; Follow the recommended steps, and remember you can always [http://go.middlebury.edu/ref refer to a librarian].<br>
 
 
 
Where is ''RESERVES''?
 
 
 
''Sometimes sounds like this instead: "My professor told me she put a book on reserves." "Can you tell me what my ERes password is?"''<br>
 
 
 
1) [http://go.middlebury.edu/midcat Midcat] &gt; Reserves
 
 
 
2) "Sorry" ...can't find it? Refer to reserves staff or [http://go.middlebury.edu/ref refer to a librarian].
 
 
 
Where is ''THIS JOURNAL'' [or book or newspaper]?
 
 
 
''Sometimes sounds like this instead: "Do we have the book The College on the Hill?" "I need to find this article in the New England Journal of Medicine." "Where are the journals?"''
 
 
 
1) [http://go.middlebury.edu/midcat Midcat] (for books, select "Main Menu"; for journals and newspapers, select "Journals A-Z" and search for the title of the journal, '''not''' the title of the article)
 
 
 
2) [http://go.middlebury.edu/nexpress Nexpress] &gt; Find a record for the item and "Request this item" or "Request article"
 
 
 
3) [http://go.middlebury.edu/worldcat WorldCat] &gt; Find a record for the item and "Borrow from other library - ILL"
 
 
 
4) "Sorry" ...can't find it? [http://go.middlebury.edu/ref Refer to a librarian].<br>
 
 
 
<br> How do I get to <span style="font-style: italic;">THIS DATABASE</span>?
 
 
 
''Sometimes sounds like this instead: "How do I get to JSTOR?" "Where is LexisNexis?" ''<br>
 
 
 
1) [http://go.middlebury.edu/lib go/lib] &gt; "Indexes and Databases by Title"
 
 
 
2) Does the person want some help using the database? [http://go.middlebury.edu/ref Refer to a librarian].
 
 
 
3) "Sorry" ...can't find it? [http://go.middlebury.edu/ref Refer to a librarian].<br>
 
 
 
<br> How do I ''CITE THIS&nbsp;ARTICLE'' [or book or web page]?
 
 
 
''Sometimes sounds like this instead: "How do I write a footnote in MLA&nbsp;Style?" "How do I cite online newspapers?" "How do I get to RefWorks?" ''<br>
 
 
 
1) Show the person [http://www.middlebury.edu/academics/lis/lib/guides_and_tutorials/style_citation_guides/ Style &amp; Citation Guides]. It includes advice on citation styles and a link to RefWorks and RefWorks guides.
 
 
 
2) Does the person want more help? [http://go.middlebury.edu/ref Refer to a librarian].
 
 
 
3) "Sorry" ...can't find it? [http://go.middlebury.edu/ref Refer to a librarian].<br>
 
 
 
Where are ''THE&nbsp;NEWSPAPERS''?
 
 
 
''Sometimes sounds like this instead: "Where is the New York Times?" ''
 
 
 
1) Do they need a specific newspaper? See [https://mediawiki.middlebury.edu/wiki/LibCirc/Research_-_How_to_Help#.22Where_is_this_journal_.5Bor_book_or_newspaper.5D.3F.22 number 2] above.
 
 
 
2) Do they simply want to see the newspapers we have in print? Direct them to the newspapers section of Current Periodicals, on the Lower Level.
 
 
 
3) Do they simply want to see the newspapers we have in print and online? Show them the [http://www.middlebury.edu/academics/lis/lib/guides_and_tutorials/subject_guides/collection_guide-newspapers/ Newspapers guide ](go/newspapers) and refer to a librarian.
 
 
 
4) Do they need newspaper articles from a particular time period or place? [http://go.middlebury.edu/ref Refer to a librarian].
 
 
 
5) "Sorry" ...can't find it? [http://go.middlebury.edu/ref Refer to a librarian].<br>
 
 
 
<br> Where are ''THE&nbsp;DVDs''?
 
 
 
''Sometimes sounds like this instead: "Do you have any movies in Spanish?" ''
 
 
 
1) Do they know what DVD they want to watch? If they're not faculty and they want to take DVDs outside the building, direct them to the browsing collection.
 
 
 
2) [http://go.middlebury.edu/midcat Midcat] (select "Videos"&gt; search by title, language, or genre)
 
 
 
3) "''Do we have films on global warming''" (or any subject-based question)? [http://go.middlebury.edu/ref Refer to a librarian].
 
 
 
4) "Sorry" ...can't find it? [http://go.middlebury.edu/ref Refer to a librarian].<br>
 
 
 
<br> I need to do ''RESEARCH ABOUT''...
 
 
 
''Sometimes sounds like this instead: "Where do I find the books on Japanese history?" "I need scholarly articles on sustainable farming." "How can I find CDs that will teach me French?" "I'm trying to figure out the GDP and unemployment rate for Kenya" "I'm supposed to write a paper on negro baseball leagues in the 1920s" "Which countries ratified the Kyoto protocol" ''<br>
 
 
 
1) [http://go.middlebury.edu/ref Refer to a librarian].
 
 
 
2) If a librarian is not available, show them the link to subject guides if they want to get started on their own and show them our [http://go.middlebury.edu/ref reference services page].
 
 
 
None of the above...<br>
 
 
 
Did someone ask you a research question that isn't like any of the sample questions above?&nbsp; Great!&nbsp; [http://go.middlebury.edu/ref Refer to a librarian].&nbsp; Remember, librarians want to help.&nbsp; It's what they're supposed to do!<br>
 
 
 
What will a librarian do?
 
 
 
If you "refer to a librarian," what will the librarian do? Librarians will ask the researcher a few questions to learn exactly what they need. Are they writing a thesis, or are they just putting together a short bibliography? How much do they know about the topic already? Where have they looked for information? What terms and techniques have they used in searching? Do they need a historical perspective, or just the most recent scholarship? Are they focusing on a town, a state, or a country? When is the project due? Once the librarian understands what's needed, she or he will show the researcher how to find and use the best resources. The librarian and the researcher will work together on the topic until all questions are answered.<br>
 
 
 
<br>
 
 
 
Students/Staff: Add example questions below that you'd like to see addressed in training:<br>
 
 
 
How do I access this e-book? -- John
 
 
 
<br>
 
 
 
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*'''[[Film Screenings]]'''
 
*'''[[Film Screenings]]'''
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[[Category:Circulation_services]]

Latest revision as of 11:28, 9 June 2011

Circulation Services

Documentation for Circ and LIS staff; procedures, checklists, routines and workflows

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Checklists

Davis Family Library

OPENING: see here

DAILY SHIFT ROUTINE : see HERE


Armstrong

Armstrong checklists can now be found HERE

Davison

Davison checklists can now be foundHERE

Davison Library Manual

See here.

BLWC

Procedures for Bread Loaf Writers' Conference


Weekends

Weekend checklists can be found HERE

Newspapers

See here.

Weekly

CIRCULATION SERVICES CHECKLIST AND PROCEDURES - SHARED RESPONSIBILITY FOR ALL CIRC STAFF


VIEW HOLDS MODEVIEW HOLDS – MILL CIRC (daily snapshot view – updates nightly - only accurate 1st thing in the morning prior to any Circ activity) 


CLEAR HOLD SHELF - NEXPRESS, ILL and Midd

Various other WEEKLY TASKS can now be found HERE

Monthly

Monthly tasks can now be found HERE


Break periods - begin/end semesters - all Circulation Services work areas 

Projects for break periods can now be found HERE

Lost and Found

Lost and found procedures can now be found HERE

Student scheduling checklist

Can now be found HERE

Circulation Procedures

Various circulation procedures can be found here.

Searching Tips for Finding Missing Books and Other Library Materials

Can now be found HERE

Missing Item Replacement Procedure

See here

Checklist for Circulation 24/7 Exam Hours

See here

Millennium Circulation - Innovative Integrated Library System

Manual Check-out

Off-line Circ Procedures

Borrower Data Base

How to Add a New Borrower

Borrowing policies and procedures

Check here for borrowing policies and guidelines.

Circ staff procedures - following up on overdue materials

Browsing DVD Collection

Davis Family Library

  • Empty cases are shelved under first letter of title (but not necessarily in alphabetical order within each section) in the Davis Family Atrium, behind the Information Desk & New Book shelves
  • DVD’s will be filed by ACCESSION number & LC class in DVD sleeves behind the Circulation Desk & retrieved by Circulation staff when borrowed
  • Loan period is 3 days for students and staff, 14 days for faculty, 4 hours for alums, and may not circulate to non-alum guests

CHECK OUT

  • Borrower browses in DVD Browsing collection, selects case of DVD to borrow
  • Borrower brings empty case to the Circulation Desk
  • Circulation staff member takes case, retrieves DVD from Media Browsing sleeve in DVD files, leaves empty sleeve in place as marker for DVD when returned, and places the DVD carefully into the case, double checking that they are retrieving the correct DVD, and briefly inspecting the DVD for problems or damage
  • Circulation staff member checks out DVD to patron (ID required), barcode on inside of case, reminds borrower that the item is due in 3 days, and desensitizes the case with DVD inside

CHECK IN

  • Borrower returns DVD in case
  • Circulation staff member inspects case and DVD carefully for problems or damage
  • If there is damage noted to case or DVD, follow correct workflow procedure for repair or replacement
  • If there is no damage, Circulation staff member checks item in, and puts the DVD into the correct sleeve in the Media Browsing file
  • Circ puts empty case on the re-shelving shelf – empty DVD cases will be shelved by Circ 
  • Double check that case is empty before shelving
  • Check spine alpha label; replace if needed

MAINTENANCE

  • Read DVD cases
  • Read DVD sleeves
  • Ensure correct, typed call number label on sleeve
  • Ensure 1 disc per sleeve; labeled accordingly (disc 1, disc 2 etc.)
  • If repair is needed, send case, sleeve and disc to P&P; change status to "being repaired"; note problem on blue bindery repair slip and attach to case

Browsing Book Collection

  • Read shelves
  • Alpha by author/editor within category or language
  • Pull for repair/withdraw any badly torn, damaged, worn books

LP, LD and Oversize VHS Collections

LP, LD, oversize VHS Circulation Local Midd requesting only – no NExpress

  • Borrower places a request via email link in catalog (in summer, when requesting is turned on, a web request is possible)
  • In person, the borrower can request that Circ staff place the hold in Mill Circ
  • Select pick-up location
  • Process paging slips
  • Email Special Collections staff to retrieve requested item
  • Special Collections staff deliver to Davis Family Circ
  • In Mill Circ – check in to generate hold/transit
  • Check out to borrower
  • At check-in, hold at Davis Family Circ, special collections shelf
  • If returned to branches – transit to Davis Family in courier bin
  • Email Special Collections staff to pick up for return to Special Collections shelves
  • Or hand deliver to Special Collections
  • LP’s circulate for 2 weeks to all borrowers (except ILL – 60 days)

NExpress Workflow & Procedures - Circulation/ILL

See here

Film Screening Procedures for Circ staff

See here

Carrels and Lockers

Carrels

Carrel procedures can now be found HERE

Lockers

Locker procedures can now be found HERE

Loaner Equipment

Equipment procedures can now be found HERE

Circulation Services mailbox - procedures for Circ staff

See here

Reserves

Reserves procedures can now be found HERE

Stacks

Stacks procedures can now be found HERE

The QC - Quick Check of carts from P&P - General Guidelines

Procedure for new books from P&P can now be found HERE

Cash and Credit Procedures

See here

Circ staff scheduling/calendar procedures and time guidelines

See here

Customer Service

Customer service information can now be found HERE 

Circulation Services student employees - policies, training, resources, procedures, handbooks

See here

Research - how to help with questions about research and library resources

Research tips can now be found HERE


These following 3 pages will be deleted - make edits/updates to the approriate sections above - thanks!



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