Difference between revisions of "Circulation Services Workgroup"

Line 398: Line 398:
Closing –  
Closing –  
*Closing – call PS with any problems closing 
*Closing – call PS with any problems closing   
*Equipment inventory 
*Equipment inventory   
*Gate counts 
*Gate counts   
Weekly –  
Weekly –  
*Missing – forwarded for replacement 
*Missing – forwarded for replacement   
*Lost & Found 
*Lost & Found   
*Bulletin boards 
*Bulletin boards   
*Check supplies, get needed supplies  
*Check supplies, get needed supplies  
*Order toner and paper, stock shelves
*Order toner and paper, stock shelves  
*New Books display
Bi-Weekly - Periodicals/Bindery Processsing • Prepare for shipment – pull from shelf • Unpack biweekly bound periodicals shipment • Unpack, stamp, strip, shelve • New Books display/shelves
Bi-Weekly -  
Weekends • Shelf-reading • Shelving • Erase books • Special projects • Equipment clean-up and inventory
*Periodicals/Bindery Processsing - Prepare for shipment pull from shelf 
*Unpack biweekly bound periodicals shipment, stamp, strip, shelve
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
Weekends –  
Semester – beginning and end, intersession, closed periods – • Signage • Mill Circ maintenance • Web • Carrels & lockers • Displays • Carrels and Lockers • Displays
*Erase books
*Special projects
*Equipment clean-up and inventory
<br>Student Assistants Hiring/posting/interviewing Scheduling Supervising Training • Contracting • Student Assistant Performance reviews Review policy/handbook  
Monthly –
*USGS Maps&nbsp;- Time and size of shipment varies, Index, Physical processing – unpack, stamp, shelve,&nbsp;store replaced maps for annual give away
*Stats – gov docs
*Stats – reserves, ILL, gate counts, daily activity
*Replacement processing
Semester –
*Beginning and end, intersession, closed periods&nbsp;
*Mill Circ maintenance
*Web • Carrels &amp; lockers
*Carrels and Lockers
<br>Student Assistants  
*Student Assistant Performance reviews  
*Review policy/handbook
Annually –  
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  
*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  
Summer – Special Projects – long term, short term recess periods  

Revision as of 10:44, 5 February 2010

Circulation Services

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

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




15 minutes prior to opening


  • Check that light panel is on, located on your Right as you enter Circ area

KEYS (key to key drawer in master key cabinet)

  • Unlock key drawer and cash drawers(and locate all keys needed to unlock equipment etc)


  • 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
  • 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 - change every semester))
  • 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)
  • Log in to Info Desk remote connections (password required)


  • Open Outlook on Infodesk logi-in and open room reservation folders


  • Print out daily guest pw
  • Turn on Info Desk computer
  • CircComputer No. 1 Outlook - print out daily guest computing password
  • Check that phone is diverted to Circ at Info Desk


  • Stays on (re-boot weekly)
  • Log on if needed after extended closed period 
  • Check receipt paper supply
  • Logins (see Self-Check Manual)
  • Cleaning/maintenance (see Manual and weekly/monthly checklists)


  • Batch credit card machine (press purple "more" button; select "settlement" from the menu - see Cash/Credit page for details)


  • Check that message function is OFF
  • Check for any messages – and follow up as needed


  • 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



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


  • 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


  • 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
  • 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


  • 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
  • Attach individual slips to requested equipment
  • Follow up as needed with overdues to insure availability of equipment; right-click to view item details


  • 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


  • Searching
  • Guest Borrower applications

ILL AND NExpress and loans from other Libraries

  • 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  - scan/check-in items on carts of ILL and NExpress 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/NExpress returns cart


  • 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)


  • 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.
  • 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 & 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.


  • 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


  • 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


  • 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


In addition to the daily check-list above


  • 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
  • Never mark NExpress loans as “claims ret” status


  • Lock staff room after the dinner hour
  • Check that all appliances are off/unplugged


  • Stock and replenish


  • Check forms daily and replenish/copy when low


  • Check equipment bookings for the following day.  For items that are due today and have not yet been returned, move tomorrow's booking to another available item.  If there are no available items, please email patron with item currently checked out, requesting that they return the item immediately.


  • During the last hour of the evening shift, pull following day's screenings from Media Collection, using the Film Screenings binder as a guide.  Inspect each disc visually and clean by hand if necessary.  Label each case with pertinent screenings info.
  • View FMP online version for most up to date screening info




  • 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


  • at 15 min prior to closing, use the P.A.: “Your attention please; the Library will be closing in 15 minutes.”
  • At closing, the lights will automatically turn off.  ("Early" closings will require that the supervisor on duty turns off the lights manually at the light panel located next to the door out of the Circulation area.)
  • After the lights go out, use the P.A.: "The library is now closed.  Please bring your laptops to the Circulation Desk.  Thank you."  

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


  • At closing, check status of laptops in Mill Circ. (search by title, sort by due date).  Confirm that the laptops are indeed still out by checking each patron record (if 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


  • 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.


  • 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



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
  • Log off the self-check machine
  • Set out-of-office on Library_Circulation and Lib Res mailboxes (webmail)


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
  • Log on the self-check machine




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


  • 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


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


  •  ILL and NExpress 
  •  Print ILL requests 
  •  Process requests – pull materials, scanning 
  •  Process Reserves – Mill Res module
  •  Send notices in iii
  •  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 & Main res 
  •  Process – Mill Res module, physical
  •  Spine labeling 
  •  Send to repair
  •  Follow-up on overdues 
  •  E-Res Stacks  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 
  • Spine labeling
  • Send to repair
  • Reserves
  • Communicate with faculty 
  • Collaborate with Mus & Main res 
  • Process – Mill Res module, physical 
  • Spine labeling 
  • Send to repair
  • Follow-up on overdues
  • E-Res
  • CM Withdrawals, Transfers 
  • Ref materials 
  • Coordinate shifting projects 
  • Map and GD document processing

Closing –

  • Closing – call PS with any problems closing 
  • Equipment inventory 
  • Security/alarms 
  • Gate counts 
  • Lights 
  • Shelving

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 Processsing - 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 – 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 & 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 • 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.




  • Check for any special projects that may have been assigned
  • DVD Browsing Collection – re-shelving, maintenance, shelf reading; file sleeve reading; cleaning


  • 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 & 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



  • Pittsfield News Service delivers newspapers to the northeast door of the library each day
  • 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 & 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

Note – please do the following if the papers do not arrive:

  • Call nearest market/store to check if they received papers
  • 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

Sorting Summary:

  • New York Times - 4 copies
  • 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

Harman Reading Room - previous day(s) papers

  • Remove and straighten out the previous day's papers
  • 1 complete copy of NYT, BG, and BFP to shelf
  • Remains of 2nd copy to recycling bin

New York Times

  • 4 copies received
  • One copy to each of the two branches (including inserts) 
  • 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

  • 3 copies received
  • One copy to Music Library 
  • 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

Boston Globe

  • 2 copies received
  • 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

  • Stamp each section of the papers with "Middlebury College" stamp
  • 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

  • Music keeps the Sunday NY Times and Burlington Free Press for the duration of the week.  They get recycled when the new ones arrive.
  • Daily NY Times and Free Press are delivered to Music via the courier.  These are kept for the day, then recycled when the next day's papers arrive.
  • Armstrong receives the NY Times every day.  They are kept for a week, then recycled. 



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

  • Select to view/display by status and print lists as needed for processing requests:
  • Missing – search; check-in; cancel if not found
  • Available – check submit date, not needed before/after dates; page; check-in
  • New Books – page; check-in (requestable but does not generate a paging slip)
  • On Display – page; check-in (requestable but does not generate a paging slip)
  • In Transit - page; check-in to generate hold; mark missing if not found
  • In Process – search if more than 1 month from time of request; follow up with CM
  • Billed – refer to Elin for billing/replacement
  • Being Repaired – check request date/status of repair process; search if more than 1 month from date of request; search if more than 1 month from time of request
  • Out at Bindery – check request date/status of repair; search if more than 1 month from time of request
  • Clms retd - check request date/status of searching/replacement
  • C-backlog in cat – retrieve from Cataloging if requested
  • Check status of requests - too long on hold; multiple holds; in process too long; bib holds with no items attached; troubleshoot/search as needed; Ilsley items on hold at Midd holdshelves; delete holds for borrowers no longer on campus


  • Inn-Reach/NExpress holds: - Show Inn-Reach hold shelf; select location mmc; print list; physically remove items from hold shelf; "return Item" in Inn-Reach mode
  • NExpress - pull items with received date older than 1 week; "Return Item" in Inn-Reach mode
  • ILL - pull items with expired due dates; check-in and place on ILL return carts
  • Inventory Midd holds - print list; status "on holdshelf"; sort by borrower; verify that items are physically on holdshelf; search if missing


  • Reboot weekly
  • Cleaning and maintenance


  • Weekly Banner loads – new and updated; manually added list; maintenance; patron messages/notes; “staff” who function as faculty
  • Check borrower records for accuracy

GUEST APPLICATIONS (see procedure)

  • Check clipboard and process pending applications
  • File in notebook
  • OK to refer applications to weekday staff


  • FYI/Memo; meeting notes; updated workflows and procedures


  • File and archive messages that have been resolved
  • Follow up on any unresolved issues


  • Process all missing lists
  • Follow up - claims returned items
  • Follow up on any unresolved requests - assist with NExpress/ILL/Purchase


  • Create reports - Follow up on all overdue recalls, reserves, hourly, equipment loans

NEXPRESS NExpress too long reports - Inn-Reach Reports Mode – Accountability rests with borrowing institution – copy and paste item details in to email message and contact owning/borrowing library to resolve – see NExpress web pages

  • Paged too long – minimum days: 3 – items requested; owning library has not responded (item never paged at owning library); page asap and process rush for NExpress
  • Returned too long – minimum days: 8 – Patron returned item; not yet received (checked in) by the owning library;
  • Requested too long – minimum days: 4 – item requested; owning library has not responded
  • In transit too long – minimum days: 8 – Owning library checked it out to the patron’s library; not yet received (checked-in) at the patron’s library
  • Received too long – minimum days: 14 – Received (checked-in) at patron’s library; not picked up by patron; still on the hold shelf
  • Overdue reports
  • Clear NExpress items on holdshelf – Run report in the Clear Holds Mode (not Inn-Reach Mode); bullet “show INN-Reach Hold Shelf; bullet location; select mmc (main circ desk); print list; remove items (physically) from hold shelf; scan barcode in Inn-Reach Mode Return Item Button
  • Follow up with Returnables staff at member libraries


  • During reduced hours – document activity and gate counts
  • Monitor as needed to ensure accurate stats and user activity


  • Long term loan requests: coordinate with Helpdesk to fill them
  • Equipment closet / storage unit inspection: organize bags, spot check accessories within bags; check for parts
  • Fac/Staff laptop inspection: organize and spot check; add user agreement form to booked laptops
  • Four-hour laptop loaners / headphones: tidy


  • Replace user agreement forms – iPods and laptops; file
  • Replace gate alarm log; file previous day’s log
  • Forms - check supply of & make additional copies as needed
  • Supplies - check desk & replenish/order as needed
  • Printer paper – stock Circ cabinet with paper; refill printer paper
  • Organize/tidy up desk space/counter


  • Transmit credit card machine
  • Check for change in cash drawer (keys in 250A)
  • Equitrac machine – cards and cash
  • Reconcile cash drawer
  • Deposits to college cashier



  • Thaw and install any needed Windows Updates (access through Automatic Updates under Control Panel)


  • Reboot weekly
    • Wipe/vacuum bottom inside of the cabinet at least once/month
  • Wipe lens of the Item Scanner with a dry soft cloth
  • Blow out/clean the Optic Eye located on the guide where the hole is (with cotton swab or pressurized air)
  • Clean stainless steel with  with silicone base solution
  • Clean touch screen monitor with soft clean cloth and distilled water. DO NOT USE WINDEX OR OTHER AMMONIA BASE PRODUCTS.


  • Overdue recalls, reserves, hourly and other overdues
  • Too long 3-month reports
  • Inn-Reach Mode - Nexpress too long reports – Institutional Overdue Reports – This is a list of items the local system reports as being off-site too long. Once the owning library generates this report, relay the item information to each borrowing library. Copy and paste item info from list and contact returnables staff at borrowing library. This is the only way borrowing libraries know what their patrons have overdue on NExpress
  • 3-month missing lists
  • Stats
  • Create lists/reports
  • Search missing materials
  • View Holds – too long ago requested
  • Celebrations


  • Reports
  • Circulation Stats
  • Oberlin Stats
  • NExpress/INN-Reach Reconciliation – twice/year – Each Library will keep track of what has been lost; in July/August of each year report those numbers to the Library Director/Dean

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

See specific wiki pages for detailed procedures


  • Reshelving at all locations
  • End of semester - Main - prioritize re-shelving, and getting materials back on the shelf before tackling searching and reserve pick-ups
  • Shelf reading at branches
  • Map Collection at Armstrong
  • Gov Docs Collection at Armstrong
  • New books
  • Reserves from previous semester - shelve directly to stacks

Reserves - see Procedures

  • Eres scanning
  • Eres links checking
  • Other projects as assigned/needed; assign checking Eres docs/links

Past semester

  • Reshelve reserve and media collection
  • Remove green dots from Reserve books, and yellow stickers from media
  • Pull from reserves: personal copies of books and media, and browsing media
  • Prepare personal copies for  pick-up by faculty
  • Organize faculty Eres materials for pick-up by faculty
  • Dust media and reserve shelving
  • Read media shelves
  • Pull, process and box up BLVT, BLWC materials - summer only

Upcoming semester

  • Process and shelve new reserve materials

Carrels and Lockers & Keys - see Procedures

  • End of term due date and returns
  • Clean-up and inventory
  • Sweep and clearing non-assigned carrels
  • Clear assigned carrels and lockers after graduation
  • Key maintenance: Overdue keys, borrower account messages, replacement, repair, prepare for next semester use; carrel maps; carrel labels; review policies and borrower guidelines; Info for Seniors (with RDS/liaisons); marketing, communication, policies, user agreements, user and staff documentation, web info; LS carrel suite signs

Loaner Equipment - see Procedures

  • Inventory and cleaning
  • Maintenance, imaging, repair, replacement; stats; meet/plan with other workgroups for inventory/equipment needs/requests
  • Laptops - cleaning, re-imaging, inventory, repair, replacement, maintenance, upgrades

Library hours - see Guidelines

  • Stats gathered, recorded and posted; feedback gathered
  • Review guidelines and set facility hours - annually in July and in advance of each semester
  • Post hours on the web
  • Collaborate with building coordinator to post hours @ front and back doors; check signage for accuracy, notify Public Safety as needed

Lib Circ Mailbox - see Guidelines

Sort and file

  • Follow-up on outstanding issues

Staff Schedules

  • Review college calendar, library hours, effect on circulation workflow, ensure adequate staffing for Circ, Reserves, and Stacks for semester and recess ahead; update contact info

Student staff

  • Schedules - note activity from previous years to asssit with scheduling; ensure adequate coverage for projects
  • Management, hiring, scheduling on Outlook, policies, rosters, documentation, handbook, reviews/evaluations, updates, training, celebrations, etc.

Hold shelves

  • Within the semester - do not clear Holdshelf during breaks within semesters, no-clear period to include last day of classes prior to break and 2 days following the break period (as listed on the college calendar)
  • End of/between semesters - clear Holdshelf
  • Reports, "view holds" and inventory to ensure accuracy of Holdshelf; clear expired NExpress and ILL - in addition to related weekly tasks
  • NExpress - in addition to weekly tasks - clear received date older than 1 week (may not have been checked in properly; clear NExpress system holds and process a "return" to lending libraries
  • ILL - remove items with expired due dates
  • Review holds and cancel holds on Midd items that areavaialble in NExpress


  • Process missing, paid, billed, claims returned items; replacement requests, credits/refunds for items returned

ILS system/Millennium

  • Review tables & parameters: days closed, hours open, loan rules and tables, etc.
  • Research enhancements

User Documentation

  • Guides, handbooks, web updates

Collections Stewardship

  • Bindery/P&P projects at branches
  • Browsing Book Collection – collaborate with CM on shelf reading and weeding etc.; shifting shelves as necessary
  • Foreign Langauge Browsing Book Collection - collaborate with CM on shelf reading and weeding etc.; shifting shelves as necessary
  • DVD Browsing Collection – read shelves; read shelf sleeves; re-labeling; collaborate with CM on labeling, shelf reading and weeding etc.; shelf shifting as needed
  • Media Collection - maintenance: shelf-reading, replacement, repair, shifting, dusting
  • Searching – in collaboration with CM, Stacks
  • Follow-up on missing, claims returned, check-in errors

Borrower data base

  • Maintenance; patron messages/notes; guests; auditors; educators; alums; Winter Term; faculty transitions lists; new faculty; documentation; policies; loan rules; patron types
  • Guest Borrowers - update documentation and internal procedures, web, forms, brochures, signage, etc.

Web pages

  • Updates, review policies, guidelines and content – check links, typos, errors, edit

Workflows, Projects, Goals and Reports

  • Create Lists and follow up – the “too long” reports: overdues; view holds by status; item and patron messages and notes; billed; clm ret; in repair; NExpress
  • Review past semester activity and stats, workflows
  • Review project list for upcoming break period
  • Planning for semester ahead
  • Review and set priorities for projects and goals – individually and with team
  • Procedures, Forms and Documentation - update, review, copy

Work Space

  • Organize & clean shared and individual work areas, circ desks; check supplies and forms; inventory, make copies and order as needed
  • Departmental files – review, clean up – paper & electronic

Lost and Found - end of the semester

  • Send to Public Safety

Valuable items - all forms of ID Cards such as Midd Cards and Drivers License's; passports should be brought to the Department of Public Safety the same day they are found. Call PS at ext. 5133 to have an officer pick up

  • Send to Re-Use Center

Non-valuable items - clothing, re-use bottles/drink containers; misc unclaimed stuff

Circ/Media equipment, cords, cables, electronics, computing stuff

  • Evaluate for adding to loaner pool

Books and media

  • Deliver to CM as library donations

Displays/Public Spaces - collaborate with Building Coordinator

  • Setup or take-down as needed
  • Atrium/lobby a welcoming and interesting space; review college events and calendar as it effects visitor traffic; feature foreign language titles during LS
  • New Books
  • Bulletin boards - check public bulletin boards for outdated notices; departmental bulletin boards



  • Cleaning and maintenance
  • Wipe/vacuum bottom inside of the cabinet at least once/month
  • Wipe lens of the Item Scanner with a dry soft cloth
  • Blow out/clean the Optic Eye located on the guide where the hole is (with cotton swab or pressurized air)
  • Clean stainless steel with with silicone base solution
  • Clean touch screen monitor with soft clean cloth and distilled water. DO NOT USE WINDEX OR OTHER AMMONIA BASE PRODUCTS.


  • Check inventory - order, revise and copy as needed

Checklist - student schedules and staffing - annual cycle notes/reminders

In addition to lists above


  • Feb graduates
  • Semester break - do not clear hold shelves
  • Spring student employee schedule
  • Feb break student schedules - coordinate with reserves and stacks
  • Feb grad celebration


  • Winter Carnival and March break schedules - verify open hours
  • Start prep for summer hiring - emails,job posting,verify schedule hours,days and budgets and bread loaf


  • Spring break - do not clear hold shelf during break
  • Campus tours - peak
  • Spring break schedule and hours
  • Summer hiring


  • Plannig for 24/7/exam hours
  • Hours and plans for exams, have sign up, confirm responsibilities and expectations
  • Confirm all summer students. Contracts are due
  • Hire and train NOW for fall schedule vacancies. Sign up is after class registration


  • Summer borrowers loaded in database
  • Graduation, alumni weekend - ensure adequate staffing
  • Summer student schedule
  • Stacks - reshelving workflow
  • Fall schedule sign up( after class registration). confirm during summer.


  • BLSE
  • BLWC
  • LS
  • New Books and Display - LS, graduation speaker
  • Alumi weekend- ensure adequate staffing
  • Start of LS- ensure adequate staffing
  • June is project time


  • Review Library hours for year ahead; evaluate 24/7
  • Confirm fall schedule. Complete and submit PAF cards. Prepare distribution list and phone list.


  • Fall schedule and training programs
  • BLWC


  • Fall schedule


  • Fall break schedule
  • Parents/family weekend - busy with visitors


  • Thanksgiving break - Fri prior to break - ensure good staffing levels; Sun prior to classes resume - ensure adequate staffing
  • Registration - spring schedule sign up
  • Winter term schedule
  • Exam schedule sign up


  • Exam schedules - include last week of classes
  • Holiday break - adequate staff to close
  • Holiday goodie bags and celebrations
  • WT - make sure adequate desk coverage 1st day of term after long holiday break; potentially BUSY 1st Sunday of WT

Checklist for Circulation 24/7 Exam Hours

General access/security

  • In an emergency, call Public Safety, x5911
  • Access card needed to enter Main Library between 11 pm and regular opening (PS programs exterior door for card access only - 24x7 Access (using MiddCard) begins at 11 pm on first day of 24/7 & ends @opening on morning of last day
  • A security officer (contracted through an outside security service) is scheduled at the Info Desk 12:30 pm – 7:30 am (Fri 11 pm – Sat 9 am; Sat 11 pm – Sun 9 am)
  • No guest passwords between 11 pm and 7:30 am any night (9am on Sat/Sun)
  • Alert Public Safetey to any non-Midd users in building after card access - our priority is to our student users - we are not open at night for guest users

Circulation/borrowing policies

  • No Circulation Services for borrowers after-hours except self-check machine - the Circulation Desk closes and opens at the regular time (when a Circ supervisor is there to close); 1 am closing Sun – Thurs and 11 pm closing Fri and Sat; opening 7:30 on weekdays and 9 am on Sat/Sun
  • No LIS support services available from regular closing to regular opening times
  • NO check outs (except via self-check).
  • If someone wants to renew or check out reserve books, laptops, media, interlibrary loans, etc., they need to do so before 1 am – we can hold the material for them and they can stop by the next morning
  • YES - we will accept returns.
  • The check-in station will remain on. Check in and re-shelve returns; check in and place all equipment returns on top of laptop carts
  • Elin's office will be locked, but the general key drawer will remain unlocked in case of emergency

Overnight procedures and responsibilities

  • Hourly gate count. A form will be on a clipboard at the side counter. Maintain a record of accurate and timely gate counts!
  • Responding to printer and copier troubleshooting, requests for help with microfilm, etc. is at the discretion of the student assistant, as long as it does not take you away from the desk for more than a couple of minutes.
  • Remain at Circ Desk – only scheduled staff should be behind the Circ Desk
  • Respond to the gate alarm – hold any materials that may not be checked out – offer to hold for check-out the next day
  • Items that cause self-check to be blocked – hold any materials that may not be checked out – offer to hold for check-out the next day
  • Observe general building activity from the desk. (Obviously you aren't able to canvas the entire library this way, but anything helps.)  Are people working, or just sitting and talking? Are people watching movies? Are people sleeping? Write comments on the hourly gate count form.
  • Your safety is of great importance!  If you at any time feel uncomfortable or threatened by another student at the Desk, immediately withdraw yourself from the situation, into the back of the Circ area or an office if necessary, and call Public Safety.  Then call the Security Guard at the Info Desk as well.
  • If copiers/printers/readers/fax breaks down, post out of order signs (in “forms” file drawer) and send an email to Helpdesk with specifics of the problem, which they can address the next day.  Copy the Library Circulation mailbox (library_circulation@middlebury.edu) with any requests, problems, questions that need follow up.
  • Email the Library Circulation mailbox (library_circulation@middlebury.edu) with any requests, problems, questions that need follow up
  • Refer borrowers questions to daytime/evening supervisors for follow-up
  • Provide general answers to Circ-related questions
  • Serve as a backup regarding Library questions to the security officer at Info Desk
  • Refer safety problems to the security officer and Public Safety if warranted
  • Stay awake!
  • Statistics – remember to click on stats and record gate counts and observations about activity levels
  • Check in with closing supervisor before they leave to get any further instructions
  • Check in with opening supervisor when they arrive and update them night activity
  • Call your replacement if they do not arrive – check the schedule on Outlook, do not leave until your replacement arrives
  • Call Steve or Elin with major problems ANYTIME. But call Public Safety first. Cell phone numbers are located on the bulletin board in 250B
  • Eat snacks! Available for student assistants scheduled for the night shifts. (Watch that the tea/coffee pot does not boil away)

Closing/evening - supervisors

  • Closing shift - make an announcement at 30 min. before closing to renew or check out any materials needed overnight: “Your attention please, the library will remain open but the Circulation Desk will be closing at 1am (or 11 pm Fri and Sat). If you need to check out laptops, media, or reserve books, please do so in the next 30 minutes. Thank you.”
  • Complete regular evening and closing routine, except DO NOT turn off lights
  • Log off all computers and Millennium (do not leave on!)
  • Re-start 1 computer at front desk and 1 computer at returns area
  • Review shift schedules etc. on Outlook
  • Post desk CLOSED sign
  • Lock 250A office but leave general key drawer unlocked.
  • Closing supervisor sets up snacks and refreshments for night shift staff

Opening/days - supervisors

  • Opening routine – double check that equipment is checked in and returned to equipment holding areas
  • Opening staff replenishes/prepares snacks & drinks for night shift

Safety officer at Info Desk/orientation

  • Review staffing with Safety Officer (A security officer is scheduled at the Info Desk 12:30 pm – 7:30 am (Fri 11 pm – Sat 9 am; Sat 11 pm – Sun 9 am)
  • Circ Evening Supervisor: Schedule brief building orientation with Safety Officer
  •      o Review Emergency Procedures Manual
  •      o Review Building Map
  •      o Review how to contact Public Safety
  • Responsible for walk through building hourly
  • Counts and records hourly head counts
  • Responds to emergencies (calls Public Safety).
  • Refers problems to PS
  • Public Safety officer continues to provide regular walk through
  • No guest passwords after 11 pm

Checklist to prepare for 24/7

Prior to 24/7 – About 1 month in advance


  • Review and update Circ policies/procedures
  • Review procedures and expectations for night shifts


  • Confirm budget
  • Confirm security service
  • Time plus half for student assistants working overnight
  • Snacks


  • Confirm actual 24/7 hours
  • Verify that correct hours are posted on web
  • 24x7 Access (using MiddCard) begins at 11 pm on 11/29 & ends @9am on 12/12

Security service

  • Contract with security service to arrange staffing
  • Review responsibilities, schedule, orientation
  • Alert PS; need to request access ID card

Facility - Collaborate with LIS Facility Coordinator

  • Facilities Management - verify that lights are programmed to stay on all night during 24/7
  • Public Safety - verify that doors programmed to require card access between 11 pm and regular opening times
  • Post hours signage
  • Post signage regarding priority use
  • Publicize hours - all student email; LIS blog; LIS Administration alerts campus by email to 24/7 exam hours
  • Room reservations - 4 hour max room reservations
  • Guest access - no passwords during overnight hours; student have priority use

Schedules - (entered in outlook calendar) ===

  • Student employees and regular/on-call Circ staff (1 student employee or staff member in 2 overnight shifts), in addition to regular student exam hours shifts during day/evening
  • Shifts: 12 midnight – 4 am and 4 am – 8 am; until 9 am on Sat and Sundays; from 11 pm on Fri and Sat nights
  • Opening/closing staff schedules remain the same
  • Regular and on-call staff may need to fill overnight gaps in the schedule


  • Schedule training/orientation for student employees covering the night shift
  • Student orientation to Mill login/password; libcirc1/password


  • Create/update forms and clipboards
  • Log sheets for head and gate counts


  • Shop for snacks (caffeinated tea, coffee, hot chocolate, caffeinated cold drinks, healthy energy snacks, cheese and crackers, pretzels, granola bars, cookies, chocolate, sweet and savory options…)
  • Staff bring own re-use mug/drink container to save $ and environment
  • Winter Parking ban policies in effect during Fall exam period - park in staff lot behind Libary - not on the street


  • Maintain daily stats of gate and head counts in shared folders for each semester
  • At end of 24/7 period, add totals to comprehensive semester stats sheet

Borrower Data Base

General guidelines for entering new borrowers

  • Weekly downloads of borrower records from Banner have greatly reduced the need for manual entry of borrowers.
  • If the borrower has a Midd ID, MIIS ID or a VCAL (Vermont Consortium of Academic Libraries) card, but is not in the system, please enter immediately
  • If the borrower does NOT have a Midd ID, MIIS ID or a VCAL (Vermont Consortium of Academic Libraries) card, an application is required
  • Place completed and signed application on "borrower application" clipboard
  • There is a three working day wait to process guest applications
  • Applications are processed weekdays at the Main Library
  • Prior to creating card, email (from libcirc mailbox) borrower to verify interest - include link with borrowing guidelines in email; this also verifies email
  • Main Circ staff create a library card; attach a patron barcode - step by step directions listed below
  • When filing completed cards, attach a note/sticky to the card. Include borrower's name (and name of faculty of a proxy card); your initials and date created and amount of fee due
  • Borrower patron codes are listed in Mill Circ - Admin - Parameters - Circ - Patron Type
  • Daily - check clipboard for pending applications
  • Weekly - check clipboard for applications that require follow-up; refer to Manager as needed
  • Monthly - review all new records created during previous month (Mill List)
  • Annually - look up all cards awaiting pick-up in Mill Circ: delete records for cards never picked up (card and barcode can be reused)
  • Refer borrowing privileges questions, concerns and requests to the Circulation Services Manager

Middlebury Staff, Students and Faculty (Midd ID)

  • Verify status and contact information in College Directory

Faculty Proxy accounts

  • Verify status and contact information in College Directory
  • Verify faculty signature on Proxy Card form
  • Follow guidelines below for creating a faculty record, with the exception of using patron type 57 - Faculty Proxy
  • Add a note in the record with the name of the student allowed to borrow on the proxy card
  • Departmental Proxy cards - include name of Dept and names and signatures of all faculty members; 1 faculty member designated primary contact
  • Ptype: 57 - Faculty Proxy
  • Exp.date on account to match application
  • Merge or clear expired accounts as needed
  • Refer to ILL for ILL proxy borrowing
  • No proxy for NExpress possible

Guest Borrowers

Guest Borrowers: (need to fill out an application; we create a library card; have no Midd ID)

  • If the borrower does not have a Midd ID, MIIS ID or a VCAL (Vermont Consortium of Academic Libraries) card, an application is required
  • We do not have any active reciprocal agreements for students at other VT insititutions; please refer students to their home institution ILL for borrowing Midd materials
  • All others need to complete and sign a guest borrower application
  • Auditors of classes taught at Middlebury must apply and be eligible for for a guest borrower card to access class resources; auditing a class does not automatically grant borrowing privileges
  • Please refer to info on the web site - Guest Borrower Guidelines

Courtesy College Midd ID Cards

  • May need to be entered manually on a case by case basis
  • Enter in Mill Circ as Courtesy Guest if "courtesy" printed on the card
  • Enter as visiting faculty if "courtesy or visiting faculty" printed on the card
  • Please refer courtesy guest privileges questions to the Circ Services Manager
  • HR and Old Chapel may issue different categories of courtesy Midd ID's

Alums (Midd ID)

  • Alums do not need to fill out a form - refer to PS for Alum ID as needed
  • May use their Student ID if recent graduate and still in the database

Recent graduates working on campus the summer after graduation

  • Extend due date as needed. Its OK to leave patron type as senior over the summer. Verify email address, add home address info. etc.
  • If they have an alum ID card, and are not working on campus, but are staying in the area, change patron type, and leave expiration date blank, add home address info, update email etc. as with all alums

Alums here for reunion weekend

  • Add as needed to allow borrowing - see details below

Friends of the Library

  • Verify membership with Special Collections
  • Borrower must sign and fill out application
  • Regular loan/borrower policies apply

Dependent of benefits eligible faculty/staff member

  • Applies to academic year dependents who are not issued ID cards
  • Parent/guardian must sign application
  • Parent/guardian assumes responsibility for all materials checked out on their dependent's account

Addison County Educator Courtesy Cards:

At the beginning of every Fall semester:

  • Email the Education Studies Coordinator to request a list of participating schools/teachers eligible for educator courtesy cards.
  • List of eligible participants is kept on the borrower applications clipboard
  • Questions about eligibility? Refer borrower to the Director of the Education Studies Program

Participating schools - list of eligible educators is verified annually:

  • ACSU (Middlebury, Weybridge, Cornwall, Shoreham, Salisbury, Bridport, Ripton)
  • ANESU (Bristol, Lincoln, Monkton, New Haven, Starksboro)
  • ANWSU (Vergennes, Addison, Panton, Ferrisburgh, Waltham)
  • Private Schools: Gailer School?

VCAL - Vermont Consortium of Academic Libraries


VCAL Faculty Reciprocal Borrowing Authorization Form

Guest borrowing cards are issued during weekdays at the Main Circ Desk

  • Forms can be downloaded from the VCAL website (complete online and then print out)
  • Extra forms in Main Circ forms file drawer
  • Faculty need to date and sign
  • After verifying eligibility and processing card, give card to faculty to present to other VT Libraries
  • Circ can keep form - or copy for our records if faculty prefers to keep for their records (if they have a VCAL card they do not need to present the application)

How to process VCAL borrowing privileges for Midd faculty

  • Home institution issues form and card
  • Process form/card at Main
  • Fill out web form, then print out, sign and date form - this will authorize borrowing at the participating institution
  • Copy form for our records; file in VCAL folder
  • Insert note in borrower record and type "VCAL" (for gathering stats)
  • Attach expiration sticker to back of card (under vcal web address) and give VCAL card and authorization form to faculty
  • Cards are valid for 1 semester or 1 full academic year; please check faculty's Midd expiration date to determine length of VCAL borrowing privileges
  • Note - Midd faculty need to present the VCAL card AND their Midd ID to the lending library  - it is required for setting up borrowing privileges at participating institutions
  • Note - presenting the form to the lending library is optional

How to process VCAL borrowing privileges for visiting faculty from participating institutions

  • Home institution issues form and card
  • Process form/card at Main
  • Visiting faculty member from participating institution presents a VCAL card (with valid expiration date sticker on back) and may also present the optional form from their home institution
  • Attach barcode to the VCAL card (place sticker above the web address on the back of the card, ensuring that there is room for other institutions to add their barcodes if faculty use reciprocal privileges at other institutions (see sample VCAL card)
  • Enter borrower contact etc. information into data base (see how to info below for details)
  • If they have a form, copy form for our records; file in VCAL folder

General Guidelines - individual institutions may establish their own specific loan periods and borrowing guidelines

  • Eligibility status is determined by home institution (may include adimistrative staff who teach/do research)
  • Midd faculty members in good standing are eligible for guest borrowing at participating institutions
  • Home library of the borrower assumes responsibility for replacement of any lost materials
  • There is no reciprocal student and staff borrowing agreement; we recommend that students and staff utilize ILL at their home institution
  • Faculty at Vermont Consortium of Academic Libraries (VCAL) member institutions are eligible to receive guest borrowing privileges at participating institutions
  • Faculty complete a form (link to form listed above and on VCAL site) and are issued a VCAL card at the home institution
  • All candidates for reciprocal borrowing privileges must present a valid institutional ID from their home library, a VCAL card with a valid expiration date sticker and optionally a completed ‘Vermont Consortium of Academic Libraries, Faculty Reciprocal Borrowing Authorization" form issued by their home library; the VCAL form shall have an authorized signature from the home library
  • Reciprocal borrowing is limited to a maximum of 10 books from the general circulating collections
  • Borrowing guidelines are determined by the lending institution; Midd faculty must adhere to policies of the lending institution
  • Materials are subject to recall by the lending institution
  • The home library of the borrower shall be ultimately held responsible for the payment of lost or unreturned item fees, as determined by the lending library
  • The expectation is that borrowers will return materials to the lending library; libraries will return materials via interlibrary loan as needed (eg if materials are returned to the borrower's home library in error)
  • Stats will be gathered annually: number of cards activated (Midd faculty); number of circs (by VCAL visiting faculty); number of external users (number of VCAL visiting faculty)
  • Home institution will be recorded in the note field of the borrower account

Refer unresolved questions about reciprocal faculty borrowing to the Circulation Manager

Vermont Residents needing access to the Government Documents collection

Government Documents access only - courtesy borrowing; must complete application

Addison County High School students taking a course at Middlebury College

At the beginning of every Fall and Spring semester:

  • Email Registrar's Office for a list of high school students taking a course at Middlebury, eligible for a courtesy borrowing card for the semester that they are taking the class

Ptype 103 - auditor of classes

  • Exp date - end of current semester
  • Needs to fill out and sign guest application; school, home address and email required
  • Note "MUHS (or name of participating school) taking X course code/number with Professor X, semseter X. your initials/date

Local residents issued courtesy College ID

  • Includes but is not limited to local physicians, special guests of the college

Others by application to the Circulation Services Manager

Includes but is not limited to:

  • Local non-Addison County resident
  • visiting faculty from non-reciprocal institutions
  • MMLA faculty may be in the data base, but are not issued a Midd ID; please create a library card, and add a barcode field to the record; update contact info - phone, email, addresss etc. as needed
  • Summer student researchers may be in the borrower data base, but are not issued Midd ID's; please create a library card, and add a barcode field to the record; update contact info - phone, email, addresss etc. as needed

How to Add a New Borrower

Before adding a new borrower:

Double check that the borrower is NOT currently in the system.

Double check that there is no previous history of problems with borrowing

Search by:

  • First name (may have been transposed when previously entered)
  • Last name
  • ID number
  • Verify that borrower does not have a previous guest account with history of bills/overdues (check guest binders)
  • Guest accounts with "overdue guest" status must see the Manager - paper records on file may document previous overdue history
  • ID Midd student, staff, faculty - verify status in College Directory
  • Dependents of academic year faculty/staff are not issued a Midd ID - create guest card, parent/guardian must sign application
  • Retired staff/faculty are eligible for a courtesy borrowing privileges
  • Government Documents access - courtesy borrowing
  • VCAL - courtesy guest borrowing
  • Other by application to the Manager
  • If already in the borrower data base - edit as needed

To add or edit:

  • In Circ Desk mode – click on “NEW” icon
  • Enter data as prompted (see below)
  • Click next when ready to move on
  • If you make a mistake you can edit after you have finished
  • Use correct capitalization and punctuation
  • A monthly report is generated to check manually entered records for accuracy and consistency
  • If not sure what to enter in each field, please refer to Manager

Enter Expiration date:

  • Students: 5/31/20XX; XX = Year of graduation;
  • Exchange student: Date of departure - Usually end of term or academic year
  • AY Faculty  - No expiration date
  • Faculty Teaching Assistants: 5/31/20XX; XX = end of academic year
  • WT Faculty - End of winter term; when WT ends may extend borrowing through Summer Term as a courtesy guest (ptype 107); set date for 9/30/20XX; replace college address and email with home contact info (may teach next WT); edit note field "Winter Term faculty 20XX" and current status - ie alum'XX or guest courtesy
  • Proxy  - As requested by faculty on application
  • Applied Music Faculty: 5/31/20XX; XX = End of academic year
  • Emeritus, retired Faculty  - No expiration date
  • Staff - No expiration date
  • Spouse/partner - No expiration date
  • Alum - No expiration date
  • Guests - Usually 3 month or 1 year; last day of the month
  • Educator courtesy: 9/30/20XX; XX = next academic year
  • High school students taking a class - End of semester
  • VCAL - Duration of the academic year; or 1 semester; max 1 year; as specified on VCAL application form/card; home library authorizes borrowing privileges
  • Summer faculty, students, families: 9/1/20XX; XX = current year
  • Summer student researchers - end of employment date

Enter patron type – double click to see ptype options

  • Students: 1 - 10
  • Faculty: 50 - 60
  • Proxy: 57
  • Staff: 80 - 83
  • Guests: 100 – 107; choose appropriate ptype based on type of guest borrowercategory
  • Alum guests: Ptype 100
  • VCAL: 102
  • Summer: 121 – 124, 155, 160

Enter name of borrower:

  • Last, First
  • Proxy accounts - enter faculty name

Enter email: Required for library notices and courtesy notices; email can be updated later by borrower in My Midcat; enter carefully to avoid errors!

  • Proxy: enter faculty email
  • Guests: Email required; we do not send paper library notices (we DO NOT share email - and we respect confidentiality and privacy)
  • VCAL - required - as with all other guests
  • Please recommend (especially to summer borrowers) that they forward email to their other email account if they do not intend to use the Midd account; or enter other preferred email; can be updated by borrower in My Midcat to email of their choice

Enter address information:

  • Students: Campus Box Number
  • Faculty, Staff and Proxy: Campus address
  • Summer: Campus address
  • Guests: Home address
  • VCAL: Home institution address AND home address

Enter barcode:

  • Students, Faculty; Staff, and Summer ptypes with Midd ID: Enter 6-digit ID number (no leading zeroes)
  • Faculty proxy: Enter barcode on library card
  • Guests: Enter barcode on library card
  • Alum guests: Enter barcode on library card (if unique ID number not imbedded in Midd ID)
  • VCAL: attach and scan barcode

NOTE: you will be alerted if there is a duplicate record found with a match on the ID number

Enter Unique ID:

  • Students, Faculty; Staff, and Summer ptypes with Midd ID: Enter 6-digit ID number (no leading zeroes)
  • Faculty proxy: Enter barcode on library card
  • Guests:do not enter a unique ID for guest borrowers
  • Alum guests: Enter ID number on Alum Card in unique ID field
  • VCAL: enter faculty home institution ID number

Enter telephone: XXX-XXX-XXXX (enter dash between numbers)

  • Students, Faculty; Staff, and Summer: Not required
  • Guests: Required

Enter note: (add date and your initials to all notes)

  • Students, Faculty; Staff, and Summer - No note required
  • Winter Term faculty - enter "winter term faculty 20XX"
  • Faculty Proxy card - Enter name of research assistant/proxy "Research Assistant X may borrow on behalf of faculty X"
  • Spouse/partner - Enter name of spouse/partner "Spouse/partner of staff/faculty member X"
  • Alum - Enter alum year "Alum 'XX"
  • Educator courtesy - Enter name of school "Faculty at X School"
  • High school students taking a class - Enter name of school "Student at X school, enrolled for current semester class at Midd"
  • VCAL - Enter name of institution "VCAL Faculty at X college/university, reciprocal borrowing"
  • Community Guest Borrower - enter "Community Guest Borrower"
  • Courtesy Guest - enter "Courtesy Guest; X"; where X=relevant qualifying info
  • Government Documents - enter message "only gov docs may be borrowed on this card"
  • MMLA - enter "Middlebury-Monterey Language Academy"
  • Summer student researcher - enter sponsoring faculty member
  • Include the date and your initials on each note

Note! System adds a “manually added patron” note to the record automatically; used to create a monthly report - checked monthly to ensure quality and consistency of borrower records

Before saving

  • Check all entries for accuracy and make any necessary edits
  • Insert other fields as needed
  • Middlebury College students, staff and faculty: Enter their username for ILL/Nexpress requests


Borrower data base download from Banner - weekly procedure

1. Open Millennium Circulation with a supervisor login

2. Click "Data Exchange" on the left

3. Select "Load Patron Records" from the pull-down menu

4. Find the most recent load (in the format YYMMDD.pfts) usually at the bottom, and highlight it

5. Click "Prep P" at the top right

6. Click "Start" at the bottom

7. Select the same file,only now in the yymmdd.pat format

8. Click "Load" in the upper right

9. Click "Test" at the bottom

10. Click "Load" at the bottom

11. Check for any errors

By Borrower Groups

  • Students
  • Faculty
  • Staff: Music applied faculty enter the system (and get updated periodically) as staff. &nbsp;Once a semester, run a list of patrons with "applied music" in their note field and change them to ptype 52 music faculty.
  • Guests

By Semester

  • Fall
  • Winter
    WT Faculty - End of winter term; when WT ends may extend borrowing through Summer Term as a courtesy guest (ptype 107) or alum if appropriate; set date for 9/30/20XX; replace college address and email with home contact info (may teach next WT); edit note field "Winter Term faculty 20XX" and current status - ie alum'XX or guest courtesy
  • Spring
  • Summer

Borrowing policies and procedures

Check here for borrowing policies and guidelines.

Film Screening Procedures for Circ staff

We'll need to think about revising the Circ workflow and support for film screening activity.
A few things to consider:
Mill Circ - loan rules etc.
Booking module to reserve media for specific time/date
Self-booking for media for faculty
What about faculty designated screeners?
What else? Other implications?
Pros and cons? Other thoughts?

Documentation for users? Advertising change and self-booking option? Communicating change to faculty and students?
Assume that we place reservation for faculty teaching the course unless otherwise notified

Procedures for self-booking in MIDCAT

  • Search and locate item in Midcat
  • Click on "PLACE RESERVATION" button (located above item information in the Catalog). This button is only available for items that are currently on Reserve (location mmcs)
  • Sign in (self-booking requires authentication by the borrower who checks it out)
  • Select location. For example, there may be an item at both the Main and Science libraries. Please select the item at the location where you would like to pick up the item.
  • Select start date and time
  • If there is more than one item available for booking, you will be presented with a list of available items. Select the item you want to book.
  • Select end time and date
  • Items on reserve may be booked for a maximum of 4 hours.
  • Include any special instructions in the "Note" field.
  • Click on "SUBMIT" button

Loan Rules and Policies

Reserve Procedures/workflow

Media is requested for screenings - request includes time/date of screening

Media is self-booked by prof or designated student or LIS staff

If it needs to be ordered - how do we ensure that it gets booked?

View in Bookings Maintenance

  • Select location macs
  • Select start date
  • Set date range (between date X and date X) 3 days ahead
  • Click on Display button

Place Booking in Mill Circ

In borrower account:

  • Click on Bookings tab
  • Search
  • Click on add booking button
  • book selected item

Screenings – Late Evening Procedures (usually done in the hour before closing)

  • Print Media Bookings slips - view bookings in Mill Circ 3 days ahead
  • 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
  • Media set aside for screening may not circulate day of prior to the screening

Prepare, search and send hourly overdue notices for reserve and screening media as needed

  • 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

Problems: Items with damaged sectors

  • Update item status to "being repaired" & send RUSH to P&P with media repair slip

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

Repair (P&P)

  • 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)

Rental Films

  • Checked out using "traveling" cases
  • Kept on rental film shelf in reserve area
  • Assume clean and new - no need to clean or repair

Personal Copies

  • LIS does not repair
  • Notify faculty if personal copies are damaged

Cleaning DVDs - Procedures

General Guidelines:

  • 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
  • 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.

When Checking:

  • 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&P repair slip, mark item status R - being repaired
  • If user reports any problems, note on repair slip

To Clean:

  • 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

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

Video materials will be inspected visually when placed on reserve and when pulled for a screening

  • Check condition when placed on reserve
  • Check condition morning of screening
  • Clean carefully & 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&P immediately
  • Send immediate email alert to Reserves Office and Film Screening distribution list
  • If OK return to shelf with screening information

Missing, claims returned, billed, lost&paid status

  • 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

Status codes for damaged media materials

  • If damaged, change the item record to R - being repaired
  • Circ desk assistant will fill out a P&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&P routinely every weekday morning

Carrels and Lockers


Located throughout the library, 202 total (though numbered 1-308 with gaps).  During the academic year, for seniors writing a thesis or independent project at a level of 500 or higher, only during the semester(s) they are actively enrolled in said thesis or project.  Juniors writing a junior thesis or project may not borrow carrels.  Seniors not writing a thesis or project who are in a senior seminar may not borrow carrels.

Preparations and Clean-up, beginning and end of every semester: 

  • Carrels emptied. All materials found are brought to Circulation for check-in, lost and found, discard, etc.
  • Carrels cleaned – collaboration with Custodial. All materials found are brought to Circulation for check-in, lost and found, discard, recycle etc.  Concerning lockers: Circ will give Custodial a list of lockers that are not to be cleaned because of current use by faculty or other borrowers.
  • Keys: catalog each, submit replacements for missing keys, submit replacements for bent keys, change out peeling or faded barcodes on tags
  • Check that the LIS webpage has correct carrel information, including carrel maps and printable applications – contact Bryan Carson if it does not

Additional Preparation, Fall Semester Only:

  • Check with Reference (usually Brenda Ellis) to confirm that the Reference Services email to Seniors has correct information. 
  • Check with Building Supervisor to confirm that the Carrel Maps are up to date.
  • Review documentation and user agreement language.

Carrel Day Circulation Supervisor Prep:

Print out a master map and 200 applications

  • Update and print out instructions for giving out carrels, enough for each Circ station to be used for carrel transactions
  • Signage for carrel procedures a week before the day we start giving out carrels
  • Plan ahead for extra staffing on Carrel Day
  • A post-its pack numbered 1-150
  • On the night before Carrel Day, at closing, add a small table to the lobby, with the stack of post-its, 150 of the applications, and a few pencils.  This is for the line of students which will almost surely begin to form at 6am.

Carrel Day (and thereafter) Checkout Procedure:

1. Students line up and come to the desk when their number is called.  They should have a filled-out application and a Banner printout of their classes.  If they don't, send them to the printers and call the next student.

2. Look on the list of classes for a “thesis” or “independent study” class. Different departments have different numbers for their senior work, anything from 500s to 700s.

3. If they have an appropriate course, give them the Carrel Map (we have one master map for each semester) and ask them to pick a carrel. Retrieve the key. Regular carrels will have a carrel key on a black tag. The Media Closet Doors include ALL carrel keys.

4. Checking out the key:

  • Scan ID card – ID required!
  • Carrel must be checked out in person
  • Do not override for overdue materials
  • Scan the key barcode
  • 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.
  • Close the transaction
  • Cross out their carrel on the master carrel map
  • Give them the key.

5. Fill out the back of the application: their name, carrel, and the bottom “staff only” section. Put the completed application on Steve’s desk for him to finish processing.

Note: A few students who come on Carrel Day have just signed up for a thesis within the past week, instead of the previous semester, so Banner does not yet have their info: take their application, reserve a key for them and set both aside. When they bring the Banner prinout, they can pick up the key.

Carrels During Summer sessions (LS, BLSE, BLWC)

Who can have them: Language Schools students, staff and faculty; Bread Loaf School of English: students, staff and faculty; Academic-year Middlebury students, faculty and staff currently on campus.  Due dates should be set for the end of the borrower's program, or otherwise August 31.
Where: Upper Level Mezzanine (carrels 1-22), Upper Level South (carrels 25-68), Upper Level Reading Room (carrels 301-308), and Lower Level (carrels 250-273) are available.  Most of the carrel rooms located on the North side of the building (regular levels and mezzanine levels) are available for limited use by language program, and so the carrel keys cannot be checked out.  Signs should be posted at the beginning of LS for ease in determining which room belongs to which language program.  The remaining carrel rooms continue to be used as academic year faculty offices during the summer, at the discretion of the Dean of the Faculty Office.


Located on the Upper Level, 148 total (numbered 1-148).  First-come, first-served; 28 day loan with 2 renewals available.

Preparations and Clean-up, beginning and end of every semester:

  • Lockers emptied. All materials found are brought to Circulation for check-in, lost and found, discard, etc.
  • Lockers cleaned – collaboration with Custodial. All materials found are brought to Circulation for check-in, lost and found, discard, recycle etc. Circ will give Custodial a list of lockers that are not to be cleaned because of current use by faculty or other borrowers.
  • Keys: catalog each, submit replacements for missing keys, submit replacements for bent keys, change out peeling or faded barcodes on tags

Lockers During Summer sessions (LS, BLSE, BLWC)

Who can have them: Language Schools students, staff and faculty; Bread Loaf School of English: students, staff and faculty; Academic-year Middlebury students, faculty and staff doing summer research.

Loaner Equipment

"Borrowing Equipment" page on the LIS website
This page is an overview of our most popular equipment, and includes booking info and loan period guidelines, quick tips, links to manuals, and MIDCAT availability.


There's also a Go link! Simply type go/equipment into your browser.

Daily Routine for Equipment (for Circulation Supervisors)

  • 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)
  • 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

Equipment Training Tutorial
The Library has over sixty different types of equipment available for loan through the Circulation Desk. Most equipment lives at the Main Library, but there are smaller pools of equipment at the Armstrong and Music Libraries as well. All of it is available for short-term loan only.

How to Search for Equipment in Millennium or MIDCAT: Many equipment-related questions will come to you in person and over the phone. It is important to know how to identify the equipment that lives at the Circulation Desk. In Millennium: choose the "Search/Holds" button and do a "Genre" search for "equipment." In MIDCAT: do a "Genre" search for "equipment." Both will pull up a complete, alphabetical listing of all equipment at the Library.

A "Title" search for a specific piece of equipment ("camcorder" or "firewire drive") in MIDCAT and Millennium will pull up that specific piece of equipment instead of the comprehensive list.

When you select a specific piece of equipment (an iBook laptop, for example), you can see how many we own, where they live (Main, Armstrong, or Music), and their status (checked out, available, being repaired, etc).

Checking Out Equipment to Borrowers: Only students, faculty, and staff of the College can borrow equipment. Alumni and community borrowers cannot. Our equipment is in high demand and intended for short-term use. Any requests for an extended loan period must be referred to a supervisor for special permission, which may or may not be granted.  If borrowers are checking out a laptop or an iPod, they must also read and sign an agreement form at the Circulation Desk.

When you check out a piece of equipment, be sure to carefully read all messages that pop up. These are extremely important as they alert you to check for accessories that belong with the equipment. Here is one example of a message (for a camcorder): "Check for 4 items in case: camcorder; battery pack; power adapter with power cable attached; firewire cable." If you are ever unsure of what you are looking for, please ask a supervisor. Please check each item thoroughly every time.

Once the item is checked out, please clearly state the day and time that the item is due. Often, the item is needed by another borrower as soon as it's returned, so it is our job to communicate the loan period each and every time we check out equipment so that there is no confusion.

Booked Equipment: All equipment available at the Library can be booked ahead of time -- anywhere from one day in advance to many months in advance. Please refer all requests for equipment reservations to a Circulation Supervisor.

When a borrower comes to the Circulation Desk and says that a piece of equipment is being held for them, you will find it in the equipment closet on the "Booked Circ Equipment" shelf. The item will have a booking slip attached, stating the name of the borrower and the dates of the loan period. Booked laptops for faculty and staff can be found in the Laptop storage unit in the equipment area. Please let a supervisor know if you have any questions about something that is booked.

The Media Services department (which handles equipment for all special events and lectures) also has a pool of equipment available for loan. Their equipment is not barcoded and cannot be found in MIDCAT or Millennium. Media Services handles all reservations and establishes the loan periods for each item. When an item from this pool is reserved, someone from Media Services will bring it to Circulation and place it on the "Media Services Equipment: Pick Ups" shelf. The borrower's name will be on the equipment, and it can just be handed to the borrower when they come to pick it up -- no need to check it out like you would the equipment at the Circulation Desk.

Checking In Equipment When Returned: Equipment contained in bags should be given to a Circulation Supervisor for check-in.  This means student workers should NOT be checking in: camcorders, LCD projectors, laptops, iPods, firewire drives, digital cameras, memory card readers, conference phones, and the digital presenter.  Equipment with only one "piece" (e.g. digital voice recorders, microphones, tripods) should be checked in by student workers.

Equipment Needing Repair: Sometimes a piece of equipment will stop working. Please get as many details about the problem as possible from the borrower, and then fill out an "Equipment Repair Slip" on top of the equipment drawers and tape it to the equipment. Please fill the slip out completely, and make sure to mark the item as "being repaired" in Millennium before leaving it on Steve's desk. The only time you don't want to mark something as "being repaired" would be if repairs were needed because a borrower damaged the equipment. In that case, please leave it on the borrower's record so we can follow up re: replacement costs and billing.

Circulation Services mailbox - procedures for Circ staff

Two ways to access the mailbox:

  1. Outlook Client: Add Circ Mailbox to your folder list in your personal Outlook mailbox (See Technology Helpdesk web page for documentation on adding a mailbox: Tools – email accounts – bullet view/change existing – next – change – more settings – advanced tab – add (select library_circulation mailbox) – click OK – next – finish) * Note - in the client any mail sent from the Lib Circ Mailbox will go into your personal mailbox sent folder (you will need to delete sent mail more frequently)
  2. Web Mail: Log in to username: library_circulation with current password

General guidelines:

  • Use the Lib Circ mailbox for all departmental communication
  • ALWAYS copy the Library Circulation mailbox on all departmental communication so that we retain sent messages for record keeping and follow up purposes
  • If student employee emails a borrower regarding departmental issues, they must copy the Lib Circ mailbox
  • Send departmental communication FROM the Lib Circ mailbox to avoid replies to your personal mailbox when not on duty
  • Copy Library Reserve mailbox as needed
  • Copy MDYILL mailbox as needed
  • Copy branch staff as needed to resolve questions pertaining to branch collections
  • Follow up on all messages that are sent to the Library Circulation mailbox during your scheduled hours and in the period between closing and opening prior to your work hours
  • It is the shared responsibility of Circ staff to insure follow up on circulation correspondence
  • Coordinate follow-up with co-workers scheduled at the same time
  • If, for any reason, you do not follow up on a message that you have opened/read, mark the message unread and/or forward as needed
  • Sort messages into archive folders ONLY when FULLY resolved
  • Refer unresolved questions and requests to Circ Services Manager
  • Do not copy borrower on internal communication while resolving question
  • Reply to borrower with a professional, courteous and complete message when following up
  • When replying, edit the Subject line so it is specific to the topic
  • Forward/copy as needed to appropriate LIS work area: Circ, Reserves, ILL, Reference, Liaisons, Helpdesk, LIS Administration, other LIS areas etc.
  • Lib Circ mailbox is on the Main Student distribution list for student Employee Schedule issues/requests: follow up on schedule issues and adjust Outlook calendar as needed to reflect changes; initial any changes in Outlook calendar
  • Lib Circ mailbox is on the Film Screening distribution list; follow up on any problems reported with media
  • Music and Armstrong materials/questions: forward message to all Circ staff in relevant branch for follow up; for claims returned or when no supervisor is scheduled, follow up with branch student staff by phone; if searched and found at one of the branches, copy staff at relevant branch when replying to borrower; branch staff - copy Library Circulation when following up with borrower
  • Always copy Library Circulation Mailbox on all correspondence
  • Copy Circ Services Manager on billing problems, any unresolved issues; problems, extra long overdues etc.; if in doubt - copy!
  • Email Helpdesk with any media equipment/support and computing issues/requests/support and always copy Lib Circ mailbox
  • When covering at Main for regularly scheduled staff, use Web Mail to follow up on any urgent borrower issues, but feel free to refer unresolved questions/issues to next scheduled staff member; if in doubt - leave it unread
  • During closed periods, set "out of office" option in Lib Circ web mail

Types of messages

Borrower Communication

  • Follow up on borrower requests, questions, replies to library notices etc.

Student Schedules

  • Follow up on all Main student schedule changes, gaps, problems, issues
  • Record changes to schedule in Outlook; initial and date

Film Screening Reports

  • Read reports
  • Follow up on any problems with screening media
  • If a film screener is asked to leave the screening media with the faculty they will note it on the report; transfer item to faculty library account

Out of Office

  • Check borrower account and determine how you can best assist
  • Delete

Spam/junk mail

  • Delete immediately

Bin in Garage/shipping&receiving

  • Pick up courier bin; delete message
  • Leave BOLD if unable to pick it up

Undeliverable and FTS email messages - may be deleted after being resolved or forwarded; if not able to be resolved quickly, delete

  • Determine if it is an Ilsley or Midd borrower; use "Send Again" function to identify borrower and forward as appropriate; can also use Create Lists function to identify borrower by email
  • Ilsley messages: forward to Susan Gowen - susan.gowen@ilsleypubliclibrary.org; delete after forwarding
  • Midd borrowers: locate correct email address in College Directory and edit borrower account; if unable to locate correct email address, please add a message to their account "Email required for library notices"; include date/initials
  • Delete FTS messages after resolving - indicates a borrower without email address - please add a message to their account "Email required for library notices"; include date/initials; follow up by phone or paper mail if recall/bill/overdue notice; if a borrower prefers to not use an email account, explain that we require email for library notices - courtesy notices are only available in email format – remind them that we do not share email – all information in confidential and is only used for library borrowing communication



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 BL coordinator and CM/CD to facilitate order process, guarantee that books are available in a timely fashion, set deadline date for ordering April 15
  • Meet with LIS liaison, CM/CD, Circ, Reserve, Davison Librarian
  • Letter to BLSE faculty requesting reserve lists
  • Handbook
  • Check stats & previous year requests
  • Print out NM borrower record @ beginning and end of term for stats


  • 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 Main 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 Main
• Alert Stacks Coordinator to shipment of BLSE reserve materials & returns
• Process overdue & bill notices @ Main
• 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 Main

@ Main
• 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

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

  • No longer need to check details of every item record
  • Sort the cart and scan barcodes in Check-In Mode
  • All items need to be scanned & checked in at Circ Desk
  • Sort materials (see below), then scan item barcode in check-in mode
  • Scanning will generate any requests that have been placed at any point in the order/in process stage through user web request system or by Circulation or Collection Management staff
  • Watch the screen between each scan!
  • Retain book jackets for new books display
  • Save all colored processing slips (without any writing on them) for Collection Management (for re-use)
  • Items with requests may or may not have a pink request slip
  • Clear “in process” status at check in
  • Message will display “Item status in process. Clear it?” Press space bar to clear/answer yes.
  • Must answer or clear each hold message. (If you scan the next bar code without answering, the scan works as an answer but the next barcode is not scanned and hence won’t have its status cleared)
  • Call numbers and location codes display on screen as each item is scanned (adjust column width as needed)
  • IF spot check is needed, check line item information (call # and location) from check-in view
  • To view/edit item: Right click, select “view item” and press “Edit” button
  • Edit record if needed and click on save/close to save changes
  • Items with multiple parts should display a message alert at check in – add appropriate message if necessary or return to Collections Management
  • Check for prefix labels in sub-collections

Change status back to P “in process” if item needs to be returned to P&P or Cataloging to correct errors

The QC – Sorting the cart:

  • Rush & Hold – May have bright pink hold and yellow rush slips; many hold items will come with an existing electronic request
  • Items with hold slip: If the hold does not generate at check-in, and/or requestor’s name is not indicated on the hold slip, check order record for requestor’s name and place system hold if needed; check in to generate pick-up/on hold shelf status & hold slip; view/edit record as needed; insert hold slip, file alpha by borrower on hold shelf, or send to branch pick up location
  • Media - check all media carefully for accuracy!
  • DVD Browsing mmbd - check for DVD file sleeve, 3-day & Midd ownership stickers, call # label on front
  • Main DVD mmcd – check carefully that spine label & item record match, call # label on spine
  • Other Media - software, CD-ROM’s, cassettes, VHS, DVD, etc.; check for correct prefix, correct location, item type, parts etc
  • Reserve materials – place on Reserve processing shelf, give rush materials directly to reserve staff
  • Library Use Only and Ref Collection – Pink LIB USE ONLY slip; change status to Lib Use Only; send to appropriate hold/shelf areas; all Ref prefix materials should be changed to status Lib Use Only
  • Miscellaneous Collections – VT Collection, Gov Doc, Foreign Language, Oversize; send to appropriate hold/shelf area
  • Reference  – check for correct prefix; shouls ALL be lib-use-only status; place on Reference re-shelving area at Circ
  • Browsing books - check for prefix and correct hold loc: foreign language and english language category; authors last name; CSO; Wellness
  • Faculty Author – check for correct prefix; correct hold location; permanent book jacket for display; check for barcode on outside of jacket - attach barcode and re-issue barcode if needed (this will deactivate the barcode attached to the book itself; and correctly activate the barcode on the back of the jacket)
  • Armstrong and Music materials – usually sent directly to branches by P&P; if found on the cart, place on Arm/Mus transit shelf
  • Davison – to Davison during BL summer sessions only, to BL hold shelf all other times
  • Withdraw/Transfer - return to Collections Management – status should be P – In Process

New books for display – look for eye-catching jackets and book covers suitable for display:

  • Change status to L “new books” (alternately see procedure below using Item Use 3 method)
  • Wrap book with jacket
  • Shelve and display in new book shelves
  • Alternate sides weekly so that books are displayed/removed regularly by date added to new books
  • Return new books to stacks weekly: books removed from display need to be scanned in at Circ to clear “new book” status & change status to “available”; remove jackets before sending to stacks/re-shelving areas
  • Keep display current & interesting, display books face out for maximum visibility of new titles
  • Books not being sent to new book display – clear "in process" and send directly to stacks; place on re-shelving carts

Change to L- NEW BOOK Count item/Item use 3/Create List/Rapid or Global Update Method

  • Create a list of all item records with an Item Use 3 of greater than 1
  • Using Rapid or Global Update—reset the Item Use 3 to 0 and change the status
  • Empty the list when done Rapid update status from “in process” to ____________
  1. Log in to Millennium using mXcircsu
  2. Click the “count use” button on left
  3. Click the “item use 3” button on left
  4. Scan in each item (if you accidentally scan an item twice, it does not matter)
  5. Click the “up one level” button on left
  6. Click the ‘create lists” button on left
  7. Double click an empty list
  8. Name your list (reffing, new books, etc.)
  9. Select item records from the pull down menu
  10. Type = I, field = 74 (item use 3), condition = greater than or equal to, value = 1
  11. Click “Search”
  12. Click “rapid update” button on left
  13. Select item from the first pull down menu
  14. Select Review from the next pull down menu
  15. Select the list you just created
  16. Field = 74 item use 3, Value = 0 
  17. Field = 88 status, Value = (double click in box and select which status you want to change these books TO)
  18. Click “start” in upper right
  19. Click “create lists” button on left
  20. Find your list and highlight it
  21. Click the “empty” button at top, middle

Cash and Credit Procedures

Main & Armstrong Circ Cash/Credit: Collection & Delivery When any financial transaction takes place, the dollar amount must be recorded on the Daily Cash/Weekly Sheet (found in drawer, under circ counter). This is a Circ internal document only, necessary when preparing the deposit. All money (cash or credit card) must be recorded on the sheet along with date, patron’s name, the reason for the transaction, and the staff person’s initials handling the transaction It is critical that the patron name be included and recorded so in the case of a potential future refund, the necessary info will be available One sheet per week Any daily credit card batching documents (Main only) should be stapled to the corresponding week ending sheet Any duplicate signed credit card receipts (Main only) should also be stapled to the week ending sheet At the end of the week, remove the previous week’s sheet and corresponding monies: cash, credit card slips. Using a Cash Receipt Submission Form (@ Main - in the NBM off white folder on Main circ supervisor desk) (@ Armstrong, in room 208 locked cabinet), transfer the information and place money in red (Main) or white(Armstrong) bank bag and deliver to the cashier’s office on the second floor of the Service Building prior to 4 pm, M-F. No other paperwork or recording of info is required

Instructions for Using Credit Card Machine: (Main only)

Collecting Funds -

  • Swipe card, black stripe towards to the left
  • Enter amount to be charged.
  • The last line in lower left corner of the screen will display current activity
  • Press BIG green button
  • Machine will print receipt and beep once. Then it will print again and beep.
  • Note! Unit uses thermal paper, not a double copy
  • Customer signs one copy; place in cash drawer following usual procedures
  • Customer keeps the second, unsigned receipt

Crediting Funds - Supervisors ONLY

  • Press left arrow (purple key titled MORE)
  • Scroll and Select "refund"
  • Swipe card, black stripe to the left
  • Key in amount to be refunded 5
  • Press green arrow key

To Settle Funds -

  • Press left arrow (purple key titled MORE)
  • Scroll and Select "settlement"
  • Wait while dialing out
  • "Settlement successful" on the bottom of the tape confirms batching was successful

For problems/questions/troubleshooting contact: Christine Dowd Technology Services Support National Bank of Middlebury P.O. Box 189 Middlebury, VT 05753 Telephone: (802) 388-4389 Fax: (802) 388-0960 Email: cdowd@nationalbankmiddlebury.com
Alissa Cutter Student Financial Services Meeker House 206, (802) 443-5997 Email: cutter@middlebury.edu

On campus at the Main Library Vestibule (ATM Machine) every Friday morning between 8:30 and 9 AM

Music Library

Small amount of cash/change avaialable at the Music Library Make change as it is necessary / possible. Checks will be deposited by the Circ supervisor regularly/in a timely fashion after they are received. Credit card transactions can only take place at the Main Library.

Circ staff scheduling/calendar procedures and time guidelines

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


Date of Application:

Name: Campus Box: Midd ID Number:

Campus phone number: Mobile phone number:

  • List campus work experience, dates of employment, references and phone numbers. How would skills learned at these jobs transfer to the position as a circulation assistant?

  • List on-campus activities/organizations/clubs/athletics in which you have participated. Be sure to add any volunteer service experiences

  • List off campus work experience, dates of employment, references and phone numbers. How would skills at these jobs transfer to the position as a circulation assistant?

Please attach current resume

Confidentiality Agreement


As a student employee of LIS, I ____________________________, understand that in the course of performing my job responsibilities I will have access to information and will view information that is of a confidential nature. I understand that under no circumstances will I share this information. Furthermore, I will use this information only as is necessary to perform my job and will not use this information for any other reason. I understand that confidentiality includes, but is not limited to: the number and titles of all books a patron has on their record; contact information of patrons; internal library system notes about a patron’s borrower status or fines they owe; titles of books patrons have on hold or have recalled. I understand that a patron only has access to the above information about themselves, not about any other patrons.

I also understand that if it is determined that I have used such information for another purpose, other than that of performing my job, I will be immediately dismissed from my position and that I may be subject to disciplinary action.

Date: ___________________________ Printed Name: __________________________________________ Signature: ___________________________________________



  • What made you apply for this job?
  • Any customer service/library experience?
  • Talk about a good customer experience
  • Talk about a bad customer experience
  • What is your major and how did you chose it?
  • What interests you about this job?
  • Tell me about your experience working with the public, and did you enjoy it?
  • How would you describe yourself as a worker, include strengths and weaknesses?
  • What extracurricular activities are you involved with this year?
  • How would a classmate describe your work style?
  • If you had a choice, would you rather cook an elaborate dinner or go water skiing?
  • Are you applying for any other summer on or off campus jobs and/or internships, LS, BLSE, BLWC, etc?
  • Talk about your comfort level with computers and various programs


  • Your first question EVERY shift should be what can I do first, not pull out homework and sit down
  • Customer service – most important responsibility
  • Most successful candidate is a self motivator, self starter, able to work independently
  • Discuss customer confidentiality
  • Policies and procedures – ask questions
  • Schedules and subs, on time, absences, responsibilities, work 2-3 shifts per week during the AY and exams
  • Personal calls, visiting, emails, homework
  • Explain about ILS - Innovative Millennium Circulation
  • If hired, subject to a 30 day probationary period

Job Description

LIS Circulation Services Student Assistant (link to SEO, eventually)


Circulation Services Student Policy Handbook

also see: Middlebury College Student Employment Handbook

IMPORTANT NOTE: Working at Circulation is a privilege. You are hired to work for a semester. If you meet the expectations outlined below, you will be invited back the following semester. Do not assume that once you get this job, you have it for the rest of your time at Middlebury. We know that our expectations are high, but so is the interest in working for Circulation Services.


  • Circulation Services depends on student employees to BE ON TIME, AS SCHEDULED
  • Check in with the supervisor on duty on arrival and at departure
  • Arrive prepared and ready to work on time – this means arriving a few moments early
  • Student employees are responsible for working the schedule agreed upon at the beginning of the term
  • Student employees are responsible for finding a substitute if they are unable to work for any reason
  • Student employees are responsible for notifying a supervisor to record any substitute arrangement on the Outlook schedule
  • Student employees are responsible for notifying a supervisor if they are going to be late - and must speak directly with the shift supervisor
  • In an emergency or illness, please call well before a shift begins so that alternative arrangements can be made. Speak directly with the shift supervisor.
  • For recess periods, when library hours are reduced, student employees are responsible for shifts until closing, through the last day of the regular library schedule
  • It is essential that student employees are supportive and cooperative with one another by substituting for each other, particularly in instances where a student is dealing with an illness or emergency


  • Send an original email to the appropriate student assistant distribution list - do not tack your request on to an exisiting request
  • Main Library: LIS - Main Lib Circ Student Assistants distribution list
  • Music Library: LIS - Music Library Student Assistants distribution list
  • Armstrong Library: LIS - Armstrong Library Student Assistants distribution list
  • Music and Armstrong - copy regular branch staff
  • Main - the Library Circulation mailbox gets copied automatically
  • Type your name, day, date & time (of the sub shift) in the subject field of the message
  • Reply to all when signing up for a shift – you are now responsible for the shift
  • Confirm with a supervisor that the shift change has been recorded on the master Outlook calendar

Important! If all efforts to find a sub fail, you must speak directly with a supervisor to alert them to the problem


  • LIS Circulation Services relies on student employees to be here on time when scheduled
    * Circulation Services recognizes that student employees are students first and foremost, and we understand that it is important to find a balance between academic responsibilities and work.
  • Arriving past the time scheduled is considered a tardy arrival
  • Repeated unexcused tardy arrivals may result in a verbal warning
  • Further unexcused late arrivals may result in probationary employment status and a written warning
  • Any unexcused late arrival during the probationary employment status may result in dismissal
  • One unexcused absence will result in a verbal warning
  • Further unexcused absences will result in a probationary employment status
  • Three unexcused absences status may result in dismissal
  • Excusing a student staff member from work due to severe illness & academic schedule conflicts is at the discretion of the shift supervisor and the Circulation Services Manager
  • Supervisors - please update, initial and date the Outlook calendar entry for the excused shift; refer request for an excused shift to the supervisor on duty for that shift


THE DO LIST Arrive on time, as scheduled. Provide good customer service Check in with the supervisor on duty on arrival and at departure; tell your shift partner (at Main) if you need to be away from the desk for a few minutes during your shift. Alert the supervisor if your replacement has not arrived when it is time for you to leave. Remember that there is always a supervisor at Main. Put your Circ work first. Respect the privilege of being able to do personal work. Keep visits brief – plan your personal, lengthy, loud visiting for a time when you are not at work. Turn off your phone when at work. Limit any personal phone calls while on shift. Contain your stuff. Keep work areas tidy and professional looking. Keep voices soft – our voices carry quite far! Respect and maintain confidentiality of all library transactions and passwords. Be attentive to the work and use good judgment. Ask questions if you are not sure.

THE DON’T LIST Never leave the desk unattended. If you are working with another student, do not make them do all the work. Your Circ work is your priority – personal work is a privilege. Do not count on being able to use work time to complete time-sensitive, pressing assignments that require your full concentration. Don’t eat full meals at the front desk – it’s hard to help someone with greasy fingers and food in your mouth – ask for a break if needed. Don’t spread out your own stuff so far into work areas that it creates problems for transacting business.


Check-in with the shift supervisor.

Take the gate count.

Read the Circ Blog to stay informed.

Maintain accurate statistics.

Respond to the security gate alarm.

Provide accurate and efficient check-out and check-in of library materials.

Regularly check-in and accurately re-shelve returns.

Check that all returns have been checked in and re-shelved and that the returns work area is clear for the next shift.

Complete assigned tasks.

Look around you regularly throughout your shift – what needs doing?

Check in with the supervisor to see if there are any projects and assignments.

Allow time to process all returns before you leave.

Tidy your work area and leave it clean and organized for your co-workers.

Let the shift supervisor know when you are leaving.

Communicate any relevant information to your replacement and/or your supervisor.

Scheduling Notes

Student employee shift sign up procedures - Main and Armstrong

  • Will be at 7:30 am on the assigned day (suggested and endorsed by the student schedule focus group in 1/08)
  • Date must be after all students have registered on Banner.
  • Try and keep the total number of student workers as low as possible each semester
  • Aim for 6-8 hours per student each semester. There will always be exceptions and will be reviewed on a case by case basis as those exceptions arise
  • First years or first time workers – pls caution them to a max of 2- 3 shifts for first semester
  • On the assigned day, an empty schedule will be available at the main circulation desk
  • Students can come and sign up for 4 shifts maximum and 2 minimum. Must be signed up in person only. No phone calls or emails accepted.
  • Students abroad may send requests for 2 shifts each before all get the chance for 4. Now may add 2 more requested shifts per abroad student.
  • Wait 48 hours for all to pick 4 max/2 min and then open the remaining slots to all

Scheduling at Music

  • Two weeks before the new term starts, send out an email asking when people WANT to work, when they CAN, and when they CAN'T. Also, how many hours they want.
  • Preferences are filled on a first-come, first served basis.
  • Supervisor fills out the schedule based on responses.
  • Draft schedule is sent to students who respond with any problems or to fill in gaps.

Exceptions to the normal schedule (all branches):

  • Exam weeks and breaks will be by sign-up 
  • The Sunday at the end of a break will usually be on the regular schedule

Tips for good customer service

• Avoid lengthy personal discussions • Avoid intense studying • Don't spread your homework out on work areas • Leave counter areas free for transacting business • Project a welcoming and helpful attitude • Make eye contact • Smile • Ask “May I help you?” • Be attentive • Notice when someone approaches the desk looking for help • Refer to a supervisor if you are not sure of the answer or procedure

Training checklists


  • PAF
    * Tax forms
    * Banner web
    * Policy manual
    * Expectations
    * Meals/break policy for shifts longer than 4 hours
    * Studnet roster/directory
    * Outlook schedule
    * Email distribution list


  • Schedule responsibilites: attendance; tardiness, no show
    * 1.5 hr tour of the Circ area and initial orientation
    * Shadow shift
    * Verify schedule, contact info


  • Stacks
    * Reserves
    * Equipment
    * Media Collection
    * Film Screening
    * ILL/NExpress
    * Reference and research
    * LC Tutorial Wizard
    * Blog
    * Wiki
    * Policies
    * Confidentiality
    * Hold Shelves - Midd, ILL, NExpress
    * Check-in
    * Check-out
    * Mill Circ
    * Shift routine and expectations
    * Customer Service
    * Can't find it/materials reported missing
    * Web pages - LIS and borrowing
    * Desktop stats
    * Info Desk
    * Technology Help Desk
    * Troubleshooting printers, copiers, film/fiche, fax
    * Borrowing Blocks
    * Bins
    * Guests - copy, print, computing, access, borrowing

Main Circ Tour:

  • Coat closet
    * World map
    * Equipment area - cabinets, closets, drawers, carts, policies, procedures, carrel/locker keys, media services loans/returns
    * ILL work area
    * LIS Admin area
    * Circ Keys
    * Book Drop (both)
    * Hold shelves - courtesy shelf and system holds; branches; other collections; re-shelving carts
    * Forms, supplies, cash, credit etc.
    * Phone
    * Emergency procedures
    * Lost and Found
    * Self-check
    * Building tour, Collections, Bookdrops


Outlook, schedules, initialing time and Banner

  Policies – Circ. Desk, and student handbook, Absentee, tardiness

Library tour, collections locations, Book Drops, shelving areas

____ ____ Contact lists – paper and in outlook.

____ ____ Circ desk tour (reserves shelving, 24 hour hold, etc.)

____ ____ Books, Reserves, charging/discharging, renewals, and circulation messages

____ ____ Equipment checkout

____ ____ Patrons holdings, due dates and fines.- Fines, paying on system

____ ____ Delinquent patron policies (books and fines)

 ____ ____ Statistics sheet, questions recorded online

 ____ ____ Books, missing, search processes

____ ____ Maps, USGS, LC and gov. doc locations

 ____ ____ Copiers, Printers, staplers, tape, punch: locations and restocking

____ ____ Door count

 ____ ____ Cash drawer procedures, including daily cash sheet

 ____ ____ Maps, charging and discharging

____ ____ Microfilm and fiche, how to view and print

 ____ ____ Checking our holdings for a patron (Midcat or Millenium)

 ____ ____ Pick-up areas, and Regular pick-ups

_ ____ Questions, referrals of reference, policy and other types

 ____ Reserves, accepting items for

 ____ Checking/reffing new books; new book shelving

 ____ ____ Software, launching and logins

  ____ ____ Books, handling and shelving technique _

 ____ ____ Clearing the library, list of areas

 ____ ____ LC (Library of Congress) call numbers and prefix labels

 ____ ____ LC easy tutorial

 ____ ____ Shelf-reading books, periodicals and gov. docs.

  ____ ____ Shelving books, periodicals and microfroms

____ ____ ILL training :

 ____ ____ Pulling and scanning articles (Illiad, NExpress and rapid)

 ____ ____ Sending and updating (Illiad, NExpress and rapid) 


geography (what is where)

computer login, Millennium login

Millennium (check-in, out, patron records, searching, holds, messages, fines)


emergency procedures



daily password

key, lockbox, opening/ closing

LC Easy

desk policies

Banner time entry

bins from Main

customer service

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

Why is this so important?

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.


You've been asked a research question?  Here's what to do:

  1. Is the question similar to any of the questions similar to the Sample Questions below? If so, follow the instructions.
  2. 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)
  3. 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.
  4. What if a librarian is not available?  Check with your circ supervisor to see if it is a question he or she can help with.  Also alert the user to the hours a librarian is available and the alternative ways of contacting a librarian (phone, email, texting)
  5. You might also show them how to get to the Library Subject Guides if they need to get started on research before a librarian will be available (ex. late at night, Saturdays). 

Sample Questions

Some research questions are easy to answer, and some are not so easy.  Some are deceptive--they seem easy at first, but with a little inquiry you'll find that they require more time and expertise.  Use these sample questions as a guide.  Follow the recommended steps, and remember you can always refer to a librarian.

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?"

1) Midcat > Reserves

2) "Sorry" ...can't find it? Refer to reserves staff or 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) 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) Nexpress > Find a record for the item and "Request this item" or "Request article"

3) WorldCat > Find a record for the item and "Borrow from other library - ILL"

4) "Sorry" ...can't find it? Refer to a librarian.

How do I get to THIS DATABASE?

Sometimes sounds like this instead: "How do I get to JSTOR?" "Where is LexisNexis?"

1) go/lib > "Indexes and Databases by Title"

2) Does the person want some help using the database? Refer to a librarian.

3) "Sorry" ...can't find it? Refer to a librarian.

How do I CITE THIS ARTICLE [or book or web page]?

Sometimes sounds like this instead: "How do I write a footnote in MLA Style?" "How do I cite online newspapers?" "How do I get to RefWorks?"

1) Show the person Style & Citation Guides. It includes advice on citation styles and a link to RefWorks and RefWorks guides.

2) Does the person want more help? Refer to a librarian.

3) "Sorry" ...can't find it? Refer to a librarian.


Sometimes sounds like this instead: "Where is the New York Times?"

1) Do they need a specific newspaper? See 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 Newspapers guide (go/newspapers) and refer to a librarian.

4) Do they need newspaper articles from a particular time period or place? Refer to a librarian.

5) "Sorry" ...can't find it? Refer to a librarian.

Where are THE 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) Midcat (select "Videos"> search by title, language, or genre)

3) "Do we have films on global warming" (or any subject-based question)? Refer to a librarian.

4) "Sorry" ...can't find it? Refer to a librarian.

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"

1) 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 reference services page.

None of the above...

Did someone ask you a research question that isn't like any of the sample questions above?  Great!  Refer to a librarian.  Remember, librarians want to help.  It's what they're supposed to do!

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.

Students/Staff: Add example questions below that you'd like to see addressed in training:

How do I access this e-book? -- John

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

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