Middlebury

Difference between revisions of "Circulation Services Workgroup"

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=== Newspapers  ===
 
=== Newspapers  ===
  
'''DELIVERY OF NEWSPAPERS TO THE MAIN LIBRARY'''  
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'''DELIVERY OF NEWSPAPERS TO THE MAIN LIBRARY'''
  
*Pittsfield News Service delivers newspapers to the northeast door of the library each day  
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*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  
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*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  
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*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  
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*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
 
*When opening again on a Sunday after being closed, please process papers for that Sunday only, and leave all other papers in the Serials Work Area
  
<br>  
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<br>
  
'''Note – please do the following if the papers do not arrive:'''  
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'''Note – please do the following if the papers do not arrive:'''
 +
''I think we can eliminate the top 3 --AH Feb. 12,2010; other suggestions in italics below''
 +
*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'' Arabella or leave note on packing list on "Current Periodicals" shelf behind Circ desk'' and let them know that the papers didn’t arrive
  
*Call nearest market/store to check if they received papers
+
<br>
*If they have not, then there is a ‘global’ problem with the vendor
 
*If they did get their papers, then the driver must have missed the Library on his/her route. In that case, try calling them in Rutland at 802-747-0526.
 
*In either case, please email Serials and let them know that the papers didn’t arrive
 
  
<br>
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'''Sorting Summary:'''
  
'''Sorting Summary:'''
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*New York Times - 4 copies
 
+
*Boston Globe - 2 copies
*New York Times - 4 copies  
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*Burlington Free Press - 3 copies
*Boston Globe - 2 copies  
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*Saturdays - Daily copies plus inserts for Sunday papers
*Burlington Free Press - 3 copies  
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*Sundays - Daily papers
*Saturdays - Daily copies plus inserts for Sunday papers  
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*The Music Library gets 1 complete (with all sections) New York Times and 1 Burlington Free Press - place on the courier shelf
*Sundays - Daily papers  
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*The Armstrong Library gets 1 complete (with all sections) New York Times - place on the courier shelf
*The Music Library gets 1 complete (with all sections) New York Times and 1 Burlington Free Press - place on the courier shelf  
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*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 Armstrong Library gets 1 complete (with all sections) New York Times - place on the courier shelf  
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*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)
*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  
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*Save the NYT Book Review and Magazine section - place on current periodicals shelf at Circ for the Serials Dept
*The Main Libary gets 1 extra "table" copy of each of the New York Times (without the magazine and book review sections), 1 Burlington Free Press, 1 Boston Globe - place on tables in the Harman Reading Room on Level 1 (these are the extra copies of the BPF, BG and NYT that get recycled the next day)  
 
*Save the NYT Book Review and Magazine section - place on current periodicals shelf at Circ for the Serials Dept  
 
 
*Pull out and save all coupons and advertising flyers<br>
 
*Pull out and save all coupons and advertising flyers<br>
  
<br>  
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<br>
  
'''Harman Reading Room - previous day(s) papers'''  
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'''Harman Reading Room - previous day(s) papers'''
  
*Remove and straighten out the previous day's papers  
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*Remove and straighten out the previous day's papers
*1 complete copy of NYT, BG, and BFP to shelf  
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*1 complete copy of NYT, BG, and BFP to shelf
 
*Remains of 2nd copy to recycling bin <br>
 
*Remains of 2nd copy to recycling bin <br>
  
<br>  
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<br>
  
'''New York Times'''  
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'''New York Times'''
  
*4 copies received  
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*4 copies received
*One copy to each of the two branches (including inserts)&nbsp;  
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*One copy to each of the two branches (including inserts)&nbsp;
*One copy to the shelf in Current Newspapers  
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*One copy to the shelf in Current Newspapers
*One copy to a table in the Harman Periodical Reading Room  
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*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  
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*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
 
*The remaining inserts can be held and put out with the papers on Sunday
  
'''Burlington Free Press'''  
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'''Burlington Free Press'''
  
*3 copies received  
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*3 copies received
*One copy to Music Library&nbsp;  
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*One copy to Music Library&nbsp;
*One copy to the shelf in Current Newspapers  
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*One copy to the shelf in Current Newspapers
*One copy to a table in the Harman Periodical Reading Room  
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*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
 
*Please keep comics, the TV guide section and all magazine sections/inserts together with newspaper for all locations
  
<br>  
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<br>
  
'''Boston Globe'''  
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'''Boston Globe'''
  
*2 copies received  
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*2 copies received
*One copy to the shelf in Current Newspapers  
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*One copy to the shelf in Current Newspapers
*One copy to a table in the Harman Periodical Reading Room  
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*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
 
*Please keep comics and all magazine sections/inserts together with newspaper for all locations
  
'''Special requests'''  
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'''Special requests'''
  
*Stamp each section of the papers with "Middlebury College" stamp<br>  
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*Stamp each section of the papers with "Middlebury College" stamp<br>
*Please place all coupon sections/fliers in Hilarie Gade’s mailbox in the staff room  
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*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  
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*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
 
*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'''  
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'''Newspapers at the Branches - regular routine'''
  
*Music keeps the Sunday NY Times and Burlington Free Press for the duration of the week. &nbsp;They get recycled when the new ones arrive.  
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*Music keeps the Sunday NY Times and Burlington Free Press for the duration of the week. &nbsp;They get recycled when the new ones arrive.
*Daily NY Times and Free Press are delivered to Music via the courier. &nbsp;These are kept for the day, then recycled when the next day's papers arrive.  
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*Daily NY Times and Free Press are delivered to Music via the courier. &nbsp;These are kept for the day, then recycled when the next day's papers arrive.
*Armstrong receives the NY Times every day. &nbsp;They are kept for a week, then recycled.&nbsp;
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*Armstrong receives the NY Times every day. &nbsp;They are kept for a week, then recycled.&nbsp; ''Carrie asked me when she first started to note in the OPAC that Armstrong keeps the NY Times for _a month_; is _a week_ the actual practice?''
  
<br>  
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<br>
  
 
=== Weekly  ===
 
=== Weekly  ===

Revision as of 09:36, 12 February 2010

Circulation Services

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

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Checklists

Main

OPENING

15 minutes prior to opening

LIGHTS

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

KEYS (key to key drawer in master key cabinet)

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

COMPUTERS

  • Wipe phones, key board, mice with disinfectant wipes (can be done later as time allows)
  • Turn on all 3 front desk and returns area computers
  • Turn on 2 equipment area computers (one Dell, one iBook laptop): Use libcirc1 log in for Dell; use supervisor's personal username/password for iBook
  • 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)

ROOM RESERVATIONS

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

GUEST PASSWORD

  • 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

SELF-CHECK MACHINE

  • 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)

CASH AND CREDIT

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

CIRC DESK CORDLESS PHONE

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

DOORS AND SIGNAGE (FACILITY)

  • Unlock Bittner terrace during good weather and as requested
  • Main front doors open automatically. Contact Campus Safety x5911 with any problems
  • Verify that library hours signage at front and back doors is correct- especially before/after any change in hours


DAILY SHIFT ROUTINE 

CIRCMAIL

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

SCHEDULES

  • Check student and staff schedules for changes to work schedule/sub arrangements
  • Update schedule changes in Outlook calendars; confirm changes via email; initial and date changes in Outlook; refer requests to be excused to supervisor covering that shift

PAGING SLIPS (Inn-Reach) and NOTICES – MILL CIRC

  • Click on Mill icon and log in to mnotices/mnotices
  • Click on NOTICES mode; click on “new” icon
  • Select Inn-Reach Paging Slips
  • Click on “prepare” icon
  • Select local printer and click on "print" button; click on "print" button again
  • Click on “send notices” button (pressing print icon button will only print the page – you must press send to generate the notices)
  • Click on "OK" button
  • Paging slips will now be sent to the printer selected
  • Click "yes" to "clear all print notices?" AFTER confirming that all notices have printed
  • Click on "close" icon
  • Select other notice types as needed
  • When finished, click on "close" icon again; "save new job?"- click on "no" - do not save new job; exit/close mill circ session
  • 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
  • Once weekly - check for Midd paging slips

BOOKING MAINTENANCE – MILL CIRC

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

CLEAR EXPIRED HOLDS AND HOLDSHELF - MILL CIRC

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

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

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

REVIEW CLIPBOARDS

  • 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

CARTS TO and FROM COLLECTIONS MANAGEMENT AREAS

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

RETURNS/SHELVING/HOLD AREAS

  • Clear and sort Circ holding areas/carts - monitor for quality; sort out mis-shelved materials, check for materials that need repair, reserve materials, shelving errors etc. - do this at student shift changes and follow up with specific student assistants as needed
  • Check in and re-shelve all returns
  • Bring books to re-shelving (recently returned) areas as needed
  • Re-shelve and monitor Atrium/Lobby shelves – Browsing DVD and book collections, new books, faculty author collection, foreign language browsing
  • Re-shelving as needed – open stacks; Oversize, Vermont Collection, Reference, Ready reference, Foreign Language Collections…
  • Check and clear short term courtesy (aka 24 hour) shelf; follow up on too-long held items, missing DVDs etc.
  • 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.

RESERVES

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

EQUIPMENT

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


SHIPPING ROOM

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

EVENING

In addition to the daily check-list above

MISSING MATERIALS

  • Review and clean up search clipboard daily
  • Search for missing materials – immediately if staffing allows
  • Cancel in system if not found; verify missing status
  • Claims returned – search; renew as needed while searching; supervisors only - mark claims ret; leave on record; refer to Circulation Manager
  • Never mark NExpress loans as “claims ret” status

SECURITY – FACILITY – DURING THE EVENING

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

CIRC PRINTER PAPER

  • Stock and replenish

FORMS/SUPPLIES

  • Check forms daily and replenish/copy when low

EQUIPMENT BOOKINGS

  • Check equipment bookings for the following day.  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.

FILM SCREENINGS

  • 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


CLOSING PROCEDURES

BEGIN - AS ACTIVITY ALLOWS - 30 MINUTES PRIOR TO CLOSING BUT BE PREPARED TO STAY 15 MINUTES AFTER CLOSING TO COMPLETE ALL CLOSING PROCEDURES


VIEWING CARRELS, LAB MONITORS AND VIEWING ROOMS (can be assigned to students)

  • Turn off any viewing station monitors that are still on, especially in viewing rooms/classrooms on main and lower levels.
  • Turn off individual reading lamps in upper level front reading room.
  • Lock Bitner Terrace

P.A. SYSTEM and LIGHTS 

  • 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

STUDENT LAPTOPS

  • 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

KEYS

  • Lock cash drawer under main counter (key with beaded keychain), media closet and fac/staff laptop closet (regular Circ key), laptop cart (laptop cart key), iPod cabinets (iPod cabinet keys), return keys to key drawer.
  • Lock key drawer, return key to key cabinet in Circ Office.
  • Lock Circ Office - 250A (lock on inside of door)

Note: if you have any problems (patrons refusing to leave, front doors not locking automatically, etc.) call Public Safety at x5911.

DOORS AND SIGNAGE (FACILITY)

  • Main front doors lock automatically. Contact Campus Safety x5911 with any problems
  • Verify that library hours signage at front and back doors is correct- especially before/after any change in hours


CLOSING and OPENING FOR INTERSESSIONS

WHEN LIBRARY IS CLOSED FOR  AN EXTENDED PERIOD

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

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


OPENING AFTER INTERSESSIONS

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

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


Music

Armstrong

ARMSTRONG LIBRARY – TASKS/CHECK LIST


Opening – Facility

  • Opening
  • Security/alarms
  • Gate counts
  • Book drop
  • Lights
  • Desk opening procedures -cash
  • Troubleshooting - equipment, copy/print, lab/lib computers, general facility (light bulbs, doors, rest rooms)
  • Signage - labs; library hours
  • Bulletin boards
  • Recycle newspaper(s) (previous day New York Times)
  • Report any problems with physical space
  • Monitor patron use and safety

Mornings

  • Clear holdshelf
  • Check student schedules in Outlook
  • Check shared email account
  • FM courier – unpack bins, process items (Ref/Check in)
  • Requests, recalls, claims returned, missing, check out/in
  • Searching
  • Reference/research support
  • Info point for McCardell Bicentennial Hall
  • Troubleshooting - equipment, copy/print, lab/lib computers, general facility (light bulbs, doors, rest rooms)
  • Spine labeling
  • Send to repair
  • Equipment • Bookings Maintenance • Inventory • Unlock equipment and prep for circulation
  • ILL and NExpress • Print ILL requests • Process ILL requests – pull materials, scanning • Process NExpress

Reserves

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

Afternoons 

  •  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

Evenings  

  •  Gate counts 
  • Shelving 
  • Process ILL requests – pull materials, scanning
  • Troubleshooting - equipment, copy/print, lab/lib computers, general facility (light bulbs, doors, rest rooms) 
  • Reference support
  • Info” for McCardell Bicentennial Hall 
  • Requests, recalls 
  • Spine labeling
  • Send to repair
  • 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.

Weekends

CHECK AND COMPLETE ALL OPENING, DAILY, EVENING, CLOSING TASKS – ESPECIALLY NOTICES, PAGING, NEXPRESS, BOOKINGS, SCREENINGS as listed above

CIRC DESK

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

FACILITY

  • Building sweep in mornings, copy rooms, book collection carts, public use areas; at Circ scan all materials in check-in mode before sorting to re-shelving areas
  • Troubleshoot printers, copiers, facility issues as needed
  • Check that copiers are up and running/have enough paper (Info Desk or Helpdesk staff may be able to help if needed)
  • Pay special attention to the facility as a whole (email Facilities & 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

Newspapers

DELIVERY OF NEWSPAPERS TO THE MAIN LIBRARY

  • 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: I think we can eliminate the top 3 --AH Feb. 12,2010; other suggestions in italics below

  • 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 Arabella or leave note on packing list on "Current Periodicals" shelf behind Circ desk 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.  Carrie asked me when she first started to note in the OPAC that Armstrong keeps the NY Times for _a month_; is _a week_ the actual practice?


Weekly

CIRCULATION SERVICES CHECKLIST AND PROCEDURES SHARED RESPONSIBILITY FOR ALL CIRC STAFF


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

CLEAR HOLD SHELF - NEXPRESS, ILL and Midd

  • 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

SELF-CHECK MACHINE

  • Reboot weekly
  • Cleaning and maintenance

BORROWER DATA BASE

  • 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

Check for WIKI AND BLOG UPDATES

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

LIBRARY CIRCULATION SERVICES MAILBOX

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

MISSING MATERIALS

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

REPORTS

  • 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

GATE COUNTS

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

LOANER EQUIPMENT

  • 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

FORMS/SUPLIES ETC.

  • 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

CASH AND CREDIT

  • 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

Monthly

FRONT DESK COMPUTERS

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

SELF-CHECK MACHINE

  • 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.

REPORTS

  • 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

Annually

  • 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

Stacks

  • 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


Billing

  • 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


MISC

SELF-CHECK MACHINE

  • 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.


FORMS/SUPPLIES ETC.

  • Check inventory - order, revise and copy as needed



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

In addition to lists above

JANUARY

  • 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

FEBRUARY

  • 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

MARCH

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

APRIL

  • 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

MAY

  • 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.

JUNE

  • 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

JULY

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

AUGUST

  • Fall schedule and training programs
  • BLWC

SEPTEMBER

  • Fall schedule

OCTOBER

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

NOVEMBER

  • 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

DECEMBER

  • 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

Documentation

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

Budget

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

Hours

  • 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

Orientation

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

Forms

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

Misc.

  • 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

Stats

  • 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

www.vermontlibraries.org/vcal

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

Save/close!


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.

NExpress Workflow & Procedures - Circulation/ILL

  • Refer to Innovative User Manual for detailed Inn-Reach and Mill Circ policies and procedures
  • Processing by supervisors and closely supervised students
  • Returnables contact information is available on the NExpress (internal) wiki
  • Keep incoming and outgoing NExpress separate during all stages of processing
  • Link to NExpress User Documentation
  • Link to Midd ILL page NExpress info
  • NExpress Wiki: internal wiki for NExpress libraries - hosted by Williams. The NExpress wiki is password protected - see Midd systems for password information

Schedule of regular NExpress processing

  • Sunday through Thursday X3/day – morning, mid-day, evening and as needed (Approximately 8 – 9 am; 12 noon - 1 pm; 8 - 9 pm (optional))
  • Friday X2/day - morning and evening
  • Saturday X2/day - morning and evening
  • Daily - Generate Inn-Reach paging slips; fax slips to the branches; Main slips on the NExpress cart for retrieval by ILL; Main Circ back-up in the absence of ILL; deliver to the Main Lending Office 250H for sorting and processing
  • On weekends (Saturday and Sunday) and in the absence of ILL Lending staff, Circ will page Nexpress requests;  ILL requests will be left on the lending processing table for ILL staff to process;
  • Proposed processing time – around 2 pm (after the afternoon pick-up) – in order to meet pack and ship deadline (usually 3 – 5 pm); Saturday and Sunday – processing can be done anytime for Monday packing and shipping
  • ILL will alert Circ staff to upcoming absences and request support from Circ as far in advance as possible
  • For unexpected absences – Circ will be notified by phone or email to Library Circulation mailbox
  • Extra support by Circ may not be possible during peak Circ times
  • Due to staffing patterns, NExpress requests for Armstrong and Music items that are sent to branches on Friday through Sunday may not be delivered to Main until Monday. Items will be delivered to Main as soon as possible on Monday morning

Lending – Outgoing

Processing requests sent TO Middlebury from other libraries - Borrower from other NExpress library places request through web for a Midd item

GENERATE PAGING SLIPS

  • Log in to Mill Circ Notice System To generate paging slips:
  • Midd should be bulleted
  • Sort By: item type & call # field; save (makes it easier to retrieve if in call # order)
  • Send notices to printer – CLEAR ONLY AFTER VERIFYING THAT ALL SLIPS HAVE PRINTED
  • Select and print Inn-Reach paging slips
  • Keep in call number order
  • Sort slips by holding location – Main, Music, Armstrong
  • Place INN-Reach slips with Main holding location (in folder on the side) on the red NExpress cart
  • Fax paging slips with Armstrong and Music holding locations to branches
  • Check for ILL paging slips in the orange bin by the fax – and fax along with other paging slips
  • Do not send printouts to branches in courier bins - unless there is a problem with faxing – recycle paging slips after faxing to branches
  • NOTE: During recess periods there may be times when the branches are closed (and fax machines turned off) and Main is open; fax paging slips the next day the branches are open again. Save paging slips in the orange paging slip file bin – located next to the Main copier in the ILL work area.
  • Refer any requests for Gov Doc microforms to ILL

PAGING & PROCESSING

Branch Circ:

  • Check fax for paging slips every morning and as needed during the day Mon – Fri - Retrieve requested materials
  • Insert paging slips in items as they are retrieved
  • If not found on shelf – cancel request (in Mill Circ – Search/Hold Mode)
  • Band and check-out in NExpress Deliver to Main - Red NExpress cart
  • Use courier bins if necessary for next day delivery to Main


PAGING

  • ILL will retrieve; Main Circ back-up
  • Page materials and insert paging slips
  • Browsing DVD's - retrieve case; pull DVD from sleeve; visually inspect for damage; clean/scan only if needed; insert in case; deliver to ILL Lending Office
  • Fold NEXPRESS notice lengthwise (name of patron face out) and place inside book or item
  • Deliver all paged items to Lending Table in the ILL Lending Office for sorting to appropriate carts by an ILL supervisor
  • ILL - processed by ILL
  • NExpress - processed by ILL (with CIrc as back-up)
  • If not found on shelf, write “NOS” on paging slip and give directly to Circ supervisor to cancel request (in Mill Circ – Search/Hold Mode)
  • Fri afternnoon, evening and weekends – retrieve NExpress, ILL and Midd requests as staffing and activity levels allow


PROCESSING

ILL (and Main Circ in the absence of ILL staff)

  • NExpress requests (returnables) Use designated processing cart
  • Process away from front desk activity
  • Band all items
  • Fill out blue NExpress band with name of requestor in the section “Patron” and circle requesting library in the section “Send to”
  • Band item - tape paging slip (patron name and requesting library face up) to blue band, wrap around book and secure tightly with tape
  • Never tape NExpress band directly to book
  • Check out in the Inn-Reach Mode (mode available in the mxcircsu login)
  • Pop up message will confirm check-out – “send book to above patron at X institution – item has status NExpress paged and has been cleared”
  • Click OK
  • Place nose down on cart to indicate checked-out status
  • Screen will display the most recent item scanned
  • SCAN ONLY ONCE – if you scan the item barcode twice you will cancel the request
  • If you get the message – this item has no hold – check that the barcode matches
  • For CD’s – fold and tape paging slip to the smaller version of the blue NExpress slip; tape both to the outside of the case; do not tape the case closed 
  • Deliver to red NExpress cart; and sort to correct library section for mailing/shipping
  • Return to/leave processing cart ILL Lending Office

PACK & SHIP LENDING REQUESTS (via UPS)

ILL: Sunday – Friday or daily as ILL staffing allows Ship: Monday – Friday morning only – no shipping on Sat and Sunday

UNPACK RETURNS OF LENDING REQUESTS

  • ILL: Sunday – Friday or daily as ILL staffing allows

NOTE!

  • Materials being unpacked: Returns of Midd materials that have been loaned to other libraries by Midd and incoming borrowing to Midd from other libraries will be unpacked together – both will have blue NExpress bands
  • Sort arriving Nexpress requests (borrowing) separately from Midd returns (lending)

Lending – Returns

ILL - Unpack and sort (boxes come from libraries with mix of ILL and Nexpress materials; incoming loans for Midd and returns to Midd)

Check in returns ILL Lending will check in and process to returns carts/areas at Main OR deliver to Circ returns area on "Nexpress Returns" cart for check-in by Circ - refer to a Circ supervisor Check-in Process:

  • Remove Blue NExpress bands (and recycle)
  • In Mill Circ - check-in mode
  • Scan barcode - message will say” Item has status OFF CAMPUS and has been cleared”
  • Click on OK
  • Items for transit to branches – no need to print transit slip, unless to be held for another borrower
  • Sort to re-shelving areas and branch hold/transit shelves
  • Return cart to ILL area

Borrowing

Requests FROM Middlebury users to other libraries;  Midd borrower initiates request; request processed at lending library; request sent via UPS to Middlebury

UNPACK INCOMING BORROWING

ILL:

  • Unpack: Sunday – Friday or daily as ILL staffing allows
  • NOTE! Materials being unpacked: Returns of Midd materials that have been loaned by Midd and incoming borrowing to Midd from other libraries will be unpacked together – both will have blue NExpress bands Need to insure that each is sorted to correct area – and processed correctly
  • Sort arriving Nexpress requests (borrowing) separately from Midd returns (lending)

ILL:

  • In Mill Circ Check-in Mode Type “b” in barcode field
  • Scan item barcode
  • Stamp check-in date on the blue NExpress band in the section “Date received at borrowing institute”
  • Deliver to Circ area on cart with ILL incoming borrowing

Main Circ:

  • Shelve on hold shelf alpha by borrower’s last name
  • Intershelve NExpress items on hold shelf with ILL and Midd requests
  • Return cart to ILL work area
  • After the item has been scanned @ Circ the borrower receives a notice that the item is ready for pick-up

Check-out of NExpress

Midd borrower picks up item – pickup at Main only

  • Checks out to borrower in Mill Circ
  • Scan borrower ID
  • Type “b” in barcode field
  • Scan item barcode
  • Write or stamp due date on blue NExpress band in the section “Date Due”


Renewals

  • Up to 3 renewals allowed - refer additional renewal requests to Circulation Manager
  • Do not override past 3 renewals

Returns

CHECK-IN - return to lending library

  • In Mill Circ Check-in Mode Type “b” in barcode field
  • Scan item barcode
  • Message “…item belongs to x library and has status ILL/NEXP RET’D
  • Click on Check-in button
  • Click on NO for option to print transit slip – transit slip is not necessary - UNLESS the blue band is missing
  • Place on ILL returns cart, Status: ILL/NEXP RET’D

ILL (CIrc as back-up) DOUBLE CHECK THAT ALL NEXPRESS (and ILL) ITEMS HAVE BEEN CHECKED IN

  • Scan all NExpress returns a second time
  • Stamp date on blue NExpress band in the section “Checked in from patron”
  • Deliver NExpress items to red NExpress cart and sort to correct library holding area on the cart
  • Deliver ILL returns to ILL return carts in ILL work area
  • Verify that all sections of the blue band have been filled out
  • If returned to the branches – check-in @ branch; deliver (or send in courier bin) to ILL/NExpress returns cart at Main Circ (for double check-in by Main Circ staff

PACK & SHIP RETURNS OF BORROWING MATERIALS

ILL: Sunday – Friday or daily as ILL staffing allows Ship: Monday – Friday morning only – no shipping on Saturday and Sunday Returns will be packed and shipped with outgoing lending requests

Reports and troubleshooting and quality control

  • Check for problems and requests that did not generate paging slips – weekly
  • Check for items with "arrived" date older than 1 week (did not get checked in accurately)
  • Weekly: Print Inn-Reach hold shelf report – pull items from shelf; in the INN-Reach mode – in the “return item” button – scan item barcodes – then deliver to red NExpress cart
  • Weekly: Too long reports (returned; in transit; received)
  • Monthly: Inn-Reach overdue report
  • Twice a year: NExpress reconciliation STATISTICS
  • NExpress stats – Mill web stats Daily paging activity

Pick-up notices

  • Will be generated automatically at 5 am
  • Supervisors can choose to send pick-up notices manually as needed

Film Screening Procedures for Circ staff

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

  • Booking period equals the loan period

Reserve Procedures/workflow

  • Media is placed on Reserve - request includes time, date and name of screenier
  • Reserve/Circ staff book; assume faculty unless notified otherwise
  • Media is self-booked by prof or designated student or LIS staff

View in Bookings Maintenance

  • Select location mmcs
  • 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

OR place booking through item record

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

  • Print Media Bookings slips - view bookings in Mill Circ 3 days ahead
  • Verify status; correct call number; title etc.
  • Locate all media on the list for screenings (see procedures below)
  • Locate and examine media scheduled for 2 and 3 days ahead. Unless there are issues, return them to Reseves shelving.
  • Locate and examine media scheduled for the following day; attach the correct bookings slip to the case and place on the separate "Screenings" shelf next to Reserves.  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


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

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

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; will be booked in ssystem
  • 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

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

Carrels

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:

  • 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
  • Print out a master carrel map and a large stack of applications.


Carrel Day (and thereafter) Checkout Procedure:

1. Students can begin taking from the stack of applications and lining up whenever they'd like; at 12 noon carrels will begin to be given out.  They should have a filled-out application ready.  If they don't, call the next student.

2. After swiping their ID card, look at their Millennium account.  They should be p-type 6 (thesis student).  If not, they cannot get a carrel at this time. 

3. If they have the appropriate p-type, 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.


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.


Carrels at the branches

Students need to check in with a supervisor at the circ desk to "reserve" a carrel for the semester.  The carrels are not locked, so no key is involved.  Carrels are available to anyone who is interested on a first-come, first-served basis.


Lockers

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.

http://www.middlebury.edu/academics/lis/help/borrow/equipment/

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

Reserves

Electronic Reserves

Receiving new materials for electronic reserve

Faculty should submit photocopies for ERes by completing Copyright Clearance Permission Form

Place incoming forms and photocopies on shelf in reserve area labeled "incoming"

Reserves staff will review submissions, checking for copyright, hightlight author/title on the form, and organize articles in order as they appear on the ERes form.

Materials will next be placed on "to be scanned" shelf.

Students will pick up materials and create the PDF files (see Scanning and Mark-up proceedures)

After creating scanned files, students will place hard copies on shelf labeled "scanning complete"

Reserve staff will add documents to the Docutek ERes system, and hard copies will be placed on "to be checked" shelf

Students will check documents on ERes pages

Scanning Documents

  • Type in the department ID (posted on wall behind photocopier)
  • Press "ID" on the photocopier control panel
  • On top of screen select/press "SEND"
  • On bottom of screen the "ONE TOUCH BUTTON" tab should be visible. If not select/press this tab.
  • Select/press "ERES"
  • Load paper on the top feeded of the photocopier. Insert copyright statement page as first page of document (choose copy with same orientation - horizontal vs. vertical - as the photocopies. Be sure the originals are FACE-UP and that any staples or paper clips have been removed

- If the original document is double sided, on the right hand side of the screen, select/press the 2-SIDED ORIGINALS button. Select "BOOK TYPE" and hit "OK".

  • OPTIONAL: Name the document (if not: documents will be identified in Bearcat/manager server by a long series of numbers) select/press "SEND SETTINGS" on the bottom right hand corner of the screen. Select/press "SEND DOC NAME". Type in the author's last name_title of the article. Select/press "OK". Select/press "DONE"
  • Now you are ready to begin the scanning. Click on the big GREEN circular "START" button on the photocopier control panel
  • Once the document finishes scanning, it will automatically be sent to the "Bearcat" server.

Marking up with eCopy

  • ERes computer station, log-in as "libres1" password is old circ password.
  • From "my computer", open "manager on bearcat" drive
  • Select eCopy file (unless files are named when scanned, they will be named by random numbers and will be in order of the time they were scanned)
  • To rotate:

Select View All from toolbar

Select Rotate Left or Rotate Right from toolbar

  • To mark-up:

Select first page and select lenght on toolbar to fit file on one page

Select markups from toolbar

Select whiteout (be sure to select the white one and not the black one)

Draw a box around dark photos or black lines and cleanup document, please leave pencil drawings and light photos

Hit Enter

Select "next" and continue until all pages are clean (*HINT* be careful as mistakes cannot be undone)

  • To add bib information:

If file does not contain bib information, using the markup tool, select text

Cursor will change, and now you can enter text information on first page of document

  • To export file

Select "export"

Check box to create searchable text Make markups permanent by selecting "ALL" from pull down box

Name file authorlastname_onewordoftitle

Export file to manager drive

  • Close eCopy document. Do not save changes. Delete eCopy file.
  • File will now be in PDF format

Creating Persistent Links

Docutek

Docutek Support Copyright Annual Copyright License (ACL)

Check documents (not covered Fair Use) to see if they are covered under ACL:

  • Go to www.copyright.com and click

Statistics

Books/Media

Semester stats are included in Circ Stats in Dec, Jan. May column

BL, LS and WC are included in Circ Stats in Aug. column

ERes

Coursepages:

  • Search coursepages with coursenumber containing F09 for total number of coursepages
  • Notice date created and count created dates: recently created = new coursepage, older date = restored coursepage. NOTE: you also can export data to an excel sheet. However, I just noticed when you export the data, it seems to export the data for all the coursepages, and not just the ones with the F09 at the end of the coursenumber. Something to work with...

Faculty:

  • Organize excel sheet by faculty name and count number of faculty (yes, that's the excel sheet that I am currently NOT getting accurate results from!

New Documents:

  • From Systems, Tools and Settings on Main Menu, select Reports
  • Pull down tab to select: Summary: System growth - view number for "documents"
  • Choose date grouping:

- Fall term (Aug.1 to Dec.15)

- Winter term (Dec. 15 - Jan. 15)

- Spring term (Jan. 15 - May 25)

- Summer term (May 25 - Aug. 1)


Oberlin Survey

Report requests: "Reserve transactions for electronic. Include both initial transactions and renewals". Stats reported have been of the total number of ERes document hits:

ERes Main Menu > Reports > Hits:Documents > select dates

Print Reserves

Receiving new materials for print reserve

Please see on-line directions at http://www.middlebury.edu/academics/lis/about/library_info/departments/reserve_room/faqs-place_mat_res/faqs-print/#q1

Photocopies

  • Complete bibliographic information must be written on the photocopy (journal article: title, publisher, volume number and year; book: author (or editior, title, publisher and year)
  • Single copy- use the single copy stamp and have faculty member sign their name
  • Multiple copies:
  • Use multiple copy stamp and have faculty member sign their name
  • Get a copy of letter faculty member will send to publisher asking for multiple copy permission. Permisson letters are kept on file in reserve office.

Creating a new course

  • In course reserve mode in Millennium, select "new" icon on the top of the page
  • Type information as prompted: BEGINNING DATE ("t" for today), ENDING DATE (last day of semester exams), LOCATION (mmcs = Main, macs = Armstrong, mucs = Music, mds = Davison), FACULTY NAME (last name, first name), COURSE NAME/NUMBER (course abreviation, 4 digit number, semester abreviation, followed by faculty last name: HIST0372-F09 Ralph), COURSE NOTE (course name), save

Adding items to reserve Course reserve settings

When adding many books with the same system settings, set up system preferences first (you won't have to select the location and item type for each item). The selections will stay until you move out of the course reserve mode:

  • From the Options pull down menu, select "COURSE SETTINGS"
  • Check box "USE THESE SETTINGS FOR ADDING ITEMS/BIB"
  • Select location and item type
  • Select OK

Library owned book

In course reserves mode, locate course by faculty name or course number

Select "ADD ITEMS OR BIB" button in middle of screen

From pop-up window, pull down arrow to select "BARCODE" and enter barcode

From pop-up window, select "ADD SELECTED ITEM(S)" button

From pop-up window, pull down arrow to select "LOCATION" (mmcs=Main, macs=Armstrong, mucs=Music, mds=Davison)

Double click in "ITEM TYPE" box.

From pop-up window, select item type (90 = 1-day, 91 = 2 hour, 92 = 3 day, 93 = 4 hour media, 94 = 7-day)

To complete, select OK, and OK again

Add green dot to spine label

Edit item message from "no message" to "reserve" or edit many records at once: globally adding and removing item message. Book from Branch Library

Follow steps as outlined above

NOTE: If item has HOLD placed by Reserve Office, when hold is cancelled, item will go to "in transit" status. After adding item to course reserve, edit item record to "available" and remove message "in tranist to branch library on date"

On spine label, cover name of branch library with yellow "reserve" sticker. Personal copies

In the course reserve mode, select the course to which the item will be added

Select ADD ITEM or BIB

Select NEW icon

Choose either MAIN RES PERS COPY, MAIN RESERVE MEDIA, or MAIN RESERVE REPRINT template

At prompt, enter author, title and call number (please see below for info re: call numbers)

Choose MAIN RESERVE, hit select

At next screen, scan barcode number attached to personal copy, select NEXT

SAVE new item record

Select ADD ITEM to course reserve

Make sure that the location and item type are correct

NOTE: Call number generally assigned by first letter of faculty's last name, followed by a number. It's very important to search for a call number before the item record is created.

Example for books:

S21Sommers

S22 Sommers

S41 Saunders

S42 Saunders

Example for Media:

Media S45 Smith

Media S46 Smith Photocopies

In the course reserve mode, select the course to which the item will be added

Select ADD ITEM or BIB

Select NEW icon

Choose MAIN Res Reprint

At prompt, enter author and title

Choose MAIN RESERVE, hit select

At next screen, scan barcode number attached to the reprint, select NEXT

Save new item record

From Bib tab (summary), select edit

Insert faculty's last name in place of "Prof name": Reprint file (Prof name)

Save

Select ADD ITEM to course reserve

NOTE: Reprint will be filed by call number: reprint file (author's last name):

Author Hansen, Niles. Title Are very large cities successful? Call No. Reprint file (Horlacher) Recalls

Search title in Millennium

Select HOLD SELECTED ITEM

Pull down pop-up menu to select nNAME: type in OFFICE, RESERVE

Select PLACE HOLD

From pull down menu:

  • select MAIN LIBRARY CIRCULATION DESK
  • NOT WANTED BEFORE: type t (for today's date)
  • NOT WANTED AFTER: type end of semester date
  • HOLD NOTE: type RESERVE, course number and year, faculty name. All loans considered either 2 hour (book) or 4 hour (media) unless noted otherwise.

Missing books

Send request to Library Acquisitions with faculty and course information for replacement consideration after thoroughly searching the stacks.

For items missing while on reserve:

  • Search for misplaced item in reserve stacks, reshelving area and stacks.
  • Mark as missing
  • Notify faculty

NOTE: be sure to remind student assistants to notify a supervisor when a reserve item is missing. Students should not mark it MISSING. It is not treated like a normal book.


Processing early reserves submission (during previous semester)

  • Create new course with end of term expiration date, add books to reserve, attach green dot to spine, shelve in reserve area. Add signage with circulation directions.


Creating Batch Reserve Note

  • Go to Create Lists
  • Select an empty file
  • Click Search RecordsRe
  • give it a name (such as “Reserves”)
  • Select "item" from "store record type" pull down menu
  • In "type" box location = mmcs
  • Search
  • Click the “Millennium Toolbar” and go to Cataloging
  • enter the circczar initials
  • Click on global update
  • Check the “item” checkbox
  • In the first pull-down menu, choose “review”
  • In the next pull-down menu, choose the list you created earlier
  • Click search
  • Click the “2. Command input” tab at the top.
  • Click “change fixed-length field”
  • Click OK
  • In the first box, click 97 Item message
  • Find: any
  • leave the check in the box for validate field
  • Replace “r Reserve”
  • Click OK
  • Click the “3. Preview” tab
  • Click process.
  • Look at your stats and close Cataloging
  • check one of the reserve items to make sure the message got put in.

To undo, follow the same process except

  • Find “R reserve”
  • Replace with “No message”


Overdue reserve items

In create list function, run created list

  • Select an empty file. Click "Search Records" button. Name file" Reserve Overdue_date_initials"
  • Select "retrieve saved querry"
  • Select list "Reserve Overdue - MAIN"
  • Click "select", then "search"
  • When overdue list is complete, click "list records," and make the following selections:
  • b: call number; b: title; i: overdue date; i: barcode; then # of blank lines: 1; click "number records in list"; then click "OK"
  • print out list, search for items (check in when located) or email patron when not located

In patron's record:

  • Insert into note field "reserve book (media item) taken out of the building, date, intital". Watch for multiple notes (only most recent note will appear on top section on Millennium)
  • Edit patron record in "manual block", select "overdue reserve"

Globally adding and removing item message - review this Adding Global message (1 Day Loan, 3 Day Loan, etc)

In create lists, run a list to capture items (example: location = mmcs, item = 90)

  • Name the list
  • Item type = DVD (11)
  • From the variable field, select item message (1 Day Loan, 3 Day Loan, etc)
  • Click on Search.

When search is complete:

  • Click on Millennium Toolbar and go to Cataloging
  • Enter circczar initials and password
  • Click on global update
  • Check the “item” checkbox
  • Choose “review” from the first pull-down menu
  • Choose the list you created in the second pull-down men
  • Click on "search"
  • Put your cursor on the "barcode" bar; right click. A toggle switch appears. Select variable length field > messages
  • From the grouping that appears, uncheck the box in front of the list of messages you don't want to change
  • Select Command input tab: insert variable length field – click OK
  • On pop-up screen, uncheck "mark field" box – double click in field group tag and select “message” and write in your message - click OK
  • Click on Preview tab (you can now view the message that will be inserted)
  • Click "process"
  • View total number of changes and close program

When creating list, chose only the records added since last date update ran, or it will add another message to the record. (9/23/09 for 1 Day and 3 Day Loan)

Item records: Globally removing message from item records:

Remove item from Course List when deleting all reserve records Removing Global message:

In create lists, run a list to capture items with message “browsing media on reserve S08” (example)

  • Name the list
  • Item type = DVD (11)
  • From the variable field, select item message has “reserve S08”
  • Click on Millennium Toolbar and go to Cataloging
  • Enter circczar initials and password
  • Click on global update
  • Check the “item” checkbox
  • Choose “review” from the first pull-down menu
  • Choose the list you created in the second pull-down men
  • Right click on the barcode toolbar – select toggle – ITEM variable-length field – select “message” (list will be grouped by messages in item record)
  • Uncheck the grouping that you don't want to change
  • Click “2.command input” tab at the top
  • Select “delete variable-length field”, select OK
  • Make sure “use displayed field” box is check, other boxes remain unchecked with nothing in the boxes
  • Click on Preview, and Process if preview looks OK
  • Look at stats and close Cataloguing


Reserve loan break policy

Library reserve books may be taken out for extended loan over break - IF:

  • There is more than one copy of the book on reserve (one copy should remain).

or

  • The patron has permission from faculty member for an extended loan (email request to: Library_reserve@middlebury.edu).

Up to three books may be taken out over break. Does not apply to media items.

These materials may be checked out on the last day of classes. Change date due to 9am on the first day of classes. Removing items from reserve Pulling all Personal Copies, reprints, media and books from branch libraries

• Organize personal copies of books, media items and reprints on cart by faculty name. • Organize all materials from branch libraries Removing "reserve" item message from records

• Using the create list function of Millennium, run a list of all items on course reserve. • Using the Cataloguing function of Millennium, run a global update to remove reserve item message from each record (see Procedure for Batch Reserve Note) Purging records from course reserve in Millennium

• In course reserve mode: Search for courses to delete (organize search alphabetically by either faculty name or course number) If Millennium indicates a personal copy is on a course, check to be sure it’s physically on the cart before deleting it from the course From course list, select “all” Select “Remove items and bib” Click OK Select delete course

NOTE: Be sure that personal copies on each course reserve lists are accounted for before removing item from reserve Deleting records for personal copies Bibliographic records (for items we created call numbers)

• In search/hold mode: Search by barcode to locate record Select “edit” button on Millennium toolbar Select “delete bibliographic record” on File pull-down menu Enter username and password Item records (for items attached to LC call numbers)

• In search/hold mode: Search by barcode to locate record Select item record of personal copy item Select “delete item record” on File pull-down menu (no password needed) Remove labels and dots from items, box items and return to faculty via campus mail Creating a list of items on past course reserve

Name the list: PSCI0103-S08 Bleich Select: ITEM as record type Select: ITEM (i), RESERVE NOTE (r), HAS (h) “PSCI0103-S08 Bleich” Click: SEARCH Exporting records to email

Sort the records as desired (note: what does this mean?) From file menu> select printer> standard printer > send to email address Enter email address: libres@middlebury.edu In create lists, select LIST RECORDS List item information in fields: Bib (b): author (a) Bib (b): title (t) Bib (b): call number (c) Item (i): call number (c)

Item (i): location (79)

PAGE HEADING: name the page NUMBER OF BLANK LINES BETWEEN ITEMS: select 1 Select: NUMBER RECORDS IN THE LIST Select: OK, select send to email list Exporting records to excel sheet

Sort the records as desired In create lists, select EXPORT RECORDS Enter information in fields as above Select FIELD DELIMITER In ASCII field, change comma stroke (,) to bar stroke ( | ) Select OK Browse to save file Name file as .txt Select OK To open file: Open new Excel file From file menu, select OPEN, and browse to locate file (to see file, you need to pull down “FILES OF TYPES” to include ALL FILES) Select the file (.txt file) TEXT IMPORT WIZARD will pop up Move selected circle from FIXED WIDTH to DELIMITED Click NEXT Deselect TAB box, select OTHER In box next to OTHER, enter bar stroke (| ) Select NEXT Save file as .xls

NOTE: Call numbers will not be in LC order when sorting alphabetically in an excel sheet

Media reserves Browsing DVDs Adding to reserve

Use same proceedure as adding booksto reserve.

Locate item record in search/hold mode In item record tab, switch call number field with note field:

  • Click on “Edit”
  • Move cursor to turquoise box (099 call number field)
  • Selecting “shift” and “tab” keys will cause cursor to jump and highlight “call no” (you many have to hit the tab key more than once to move cursor to correct location)
  • Type “x” in the newly highlighted field (call number field will become internal note field)
  • Save the record (changes will not immediately appear, but if closing the record and going back in, the changes will take effect

If an internal note already exists in the item record (not in all records):

  • Repeat steps above, typing “c” when the “internal note” field is highlighted (internal note field will become call number field)
  • Insert message to record: “browsing media on reserve S09”

Add yellow “reserve” sticker to spine Clean and inspect DVD


A list can be created in Millennium to capture the browsing DVDs with locations that you may have forgotten to change from "Shelved alphabetically by container title" to LC call number:

Select ITEM record type

ITEM Location = mmcs

ITEM Call No has (or =) Shelved alphabetically by container title

Run list, edit each call number as above Removing from reserve

Remove all yellow reserve stickers from spine (browsing items will have stickers on inside of case also)

After purging records from course reserve in Millennium, there is an extra step prior to returning browsing DVDs to their location: Create a list of all Browsing DVDs on reserve for that semester (Location = mmbd, and reserve note has "S08") From the generated list, work with the individual records to edit call number field = "Shelved alphabetically by container title" and internal note field contains LC or Local call number:

  • Click cursor onto turquoise box in 099 internal note field
  • Selecting “shift” and “tab” keys will make cursor jump and highlight “internal note” (you may need to hit the “tab” key more than once)
  • Type “c” (internal note field will become call number field)

If an call number field exists in the item record (not in all records):

  • Repeat steps above, typing “x” when the “call number” field is highlighted (call number field will become internal note field)

Remove DVD from case, and return items to browsing collection Personal copies

Follow instuctions for books personal copies

Special edits for media items:

  • Choose MAIN RES MED template when creating item record in Millennium
  • Add prefix: "Media" prior to call number (Media M22 Moran)

Entering media personal copies into filemaker Language Schools

Check filemaker for screening of personal copy of media item. If item is to be screened, enter call number in filemaker. Acedmic Year

Email alert is normally given by faculty if personal copy is needed for screening. Media items on reserve for more than one course

For any items that are on reserve for more than one course, email Library Acquisitions to request second copy. Meanwhile, alert both faculty members to the policy that the item may not circulate for an extended loan without the prior approval of the other faculty member who placed it on reserve.

Weekly proceedures

  • Adding "reserve" to note field
  • Adding "1 day loan, 3 day loan" to note field
  • Seaching for overdue items
  • Check outstanding holds on Office Reserve record

During the semester proceedures Searching and correcting browsing media to be sure item record has an LC call number Identifying media items that are needed for 2 courses

Review reserve submissions to be sure all is correct

Annual proceedures Sending reserve information to Faculty:

  • Mid June: send out reserve information to new fall and spring faculty. This is timed to go out after the Dean's letter, and prior to the Liason's letter.
  • End of July, early August: send out reserves information to All Faculty. Add cc to liasons (LIS Academic Consulting Services list).
  • Mid Oct: send out reserves information to WT faculty once you receive the list from Janis Audet and cc liaisons (LIS Academic Consulting Services list). The liaisons will follow-up a little later with their own general message.
  • Late Nov. - early Dec. - email reminder to Spring term faculty

Bread Loaf - see calander

End of term: purge records

Summer Programs: Bread Loaf School of English (VT and NM), Language Schools and Bread Loaf Writer's Conference

Proceedures for reserve submissions vary for our summer programs. Please see information under specific school Bread Loaf Vermont Late Winter/Early Spring

  • Create and print out BLVT and BLNM course list to keep track of submissions. Include columns to insert the following information: course name and number, faculty name, date submitted, date to Acquisitions, date returned, date lists printed, date lists picked up and processed.
  • Create electronic folders in manager file for both BLVT and BLNM. Suggested folders for each: lists to search, lists to Acquisitions, lists complete
  • Touch base with faculty (or BL Office) to remind them of deadline for reserve list submissions (April 15th). Email BL staff to be sure all BL faculty who would like to submit lists, have indeeded submitted lists. The deadline date is needed to be sure there is time to order and process new books. Many faculty like to reuse their past lists; feel free to email their lists to them (LIB_RES mailbox: see end of semester Millennium generated reserve lists for each faculty)
  • Obtain email addresses of BLVT and BLNM faculty ~ often BL Staff like to be the contact for BL faculty, but it is helpful to have when questions arise.

Search BL lists

  • For list submitted from previous semester, no need to search list. Edit course information and save electronic copy.
  • Utilizing Create List function in III, search for books on course reserve from previous year (SEARCH: “item type” HAS “ 7212-06”). Compare lists received from faculty with past lists – excel sheet can be alphabetized.
  • Utilizing Create List function in III, search for missing books on reserve for and “item status” not equal to “available” identifying any titles that need to be searched or reordered. Order replacement books as necessary
  • Check lists to be sure they were from a previous year. If course appears to be a new course, be sure to check books and call numbers (sometimes faculty list call numbers from other libraries and we do not own the books)
  • New titles submitted: search by author/title and publisher information; cut and paste exact call number into reserve list. If book needs to be ordered, type “to be ordered” in call number column. Email list to Library Acquisitions and save a copy in “lists to Acquisitions” file. Acquisitions will return list after orders are placed. Review and edit list as necessary
  • Sort lists by call number - make sure DAV and ARM books are prefixed with these letters
  • Save lists in appropriate folder

Spring

  • Contact facilities to request date for books to be moved to Davison (normally the Monday before the first day of class) – and date for books to return to Main (normally the Monday after graduation. NOTE: request BLSE books to be picked up from Main and delived to Davison on the same day BLVT books are returned to Main)
  • Set date for staff to put books on shelves at Davison (the Monday before class) and take books off the shelf (Thursday or Friday before graduation)
  • Ask Acquisitions Office to start saving large Blackwell boxes for shipping books to NM and VT (60 - 70 needed). Also, ask them to save various size boxes for returning personal copies to Midd faculty at end of term (end of April and mid Nov)

June Retriving books

  • Sort reserve lists by call number and print out each list
  • Pick up books (indicate with a check to the left of the call number when an item is located, a dot when it is missing).
  • Processing: Create courses in Millennium: BLVT7182-09-09 Armstrong; Loan Period: 90 (1 day loan), location: mds (Davison Reserve)
  • Add note to item record if processing prior to the end of the semester: Item shelved with BLVT-09 books in reserve office (make certain item note is consistent so a Millennium list can be generated to locate books)
  • Shelve processed books in seperate area in reserve area
  • Add colored dot to spine label to distinguish reserve books from Davison books
  • Organize books by call number at Main
  • Send request to Acquistions for missing titles
  • Place books in boxes (being systematic about keeping them in call number order is very helpful)
  • Label boxes with call numbers and number the boxes in order of call numbers
  • Tally total number of boxes of books and send email to facilities
  • Inform Davison staff and faculty of policy of requesting reserve materials while Davison is in session (see Print Reserves FAQ's)
  • Obtain faculty breadnet email address from BL Office. Send email to each BL faculty with link to their reserve list and information on how to request additional titles for reserve.


Set Up at Davison

  • Facilities will pick boxes up from Lee Kennedy room early (before 8am) on the Monday requested
  • Plan to arrive at Davison by 9:30am with set up crew: Reserve Coordinator and other res/circ/ILL staff (2) and student workers (2) – along with BLSE liaison and Davison Librarian;
  • Items to bring to Davison: reserve lists, extra dots, pens, pencils, scissors, box cutters, and any special project or searching to be done while at Davison
  • At Davison, shift numbered boxes to approximate shelving location
  • Place books on shelf in LC call number order, leaving shelves at least one quarter empty.
  • Pick up and process books from Davison collection, add colored dot to spine, and place item on reserve shelves
  • Flatten boxes and store for returning books to Main

Daily processing of Davison requests End of term

  • Before the end of term at Bread Loaf:
  • Create lists in Millennium for each Bread Loaf faculty's reserve reading. Save list in two ways:

1. export data to excel sheet and save in BLVT-09 file (helpful if course is taught again) 2. send data to your email address; forward to individual faculty at end of BL term, and include as hard copy with letter below

  • Cut and paste and create informal letter (hard copy) to be delivered to each BL faculty member's before the last week of term. Give letters to Bread Loaf staff to drop in faculty's mailbox.
  • Taking books off reserve:

- In Millennium create accurate lists of all books on Davison reserve (location = mds) - Sort list by call number and print out list (do not export items to excel sheet; items will not be in call number order) Tear Down at Davison

  • Scan shelves for DAV books, ARMS, and Music. Check off lists, remove and reshelve or put in designated box. Check off each book as it is put into box – label boxes with call numbers.
  • Pack up boxes on Thurs. or Friday before graduation. Arrange transportation of books back to Main on Monday following graduation

o Keep a vigilant eye for books not checked off list as stray books are returned to Main. o Search any remaining outstanding copies. o Mark item record missing as needed. o If same courses are taught the following year, be sure to check early for missing books

Late Fall

  • Schedule meeting with BLSE Office

- Set deadline for BL faculty to submit reserve lists in the spring

- Review reserve list submission procedure to have direct contact with BL faculty (not accomplished yet, but hopefully in the works)

  • Create letter for faculty to be included with appointment packet.

- Include printout of faculty’s recent course list; ask faculty to mark up list, and mail back to Library Reserve (include self addressed envelope to Library Reserve). A list can be emailed to them as well, but stress the returning of one paper copy.

- Include directions on submitting requests for the following year’s reserve items. For new reserve submissions, email faculty reserve form (be sure to edit form every year so it looks different each year). Ask this list be returned via email. Bread Loaf New Mexico Late Winter/Early Spring

  • Touch base with BL Office to remind faculty of reserve list submissions
  • Seaching lists (same proceedure as BLVT)
  • NOTE: Check for similar courses being taught in VT. Second copy of titles maybe needed if courses in VT is similar

Spring

  • Check with BL Office for date to ship out BLNM items
  • Coordinate with ILL to pick up books
  • ILL will process books, checking out to ILL-NEWM
  • After processing books, attach small dots to spine label before shipping to NM (color of dots indicate course number – 7 courses, 7 colors of dots or stars). NOTE: contact BL Office for email address for staff in NM to contack with questions
  • Coordinate with ILL to box books (be sure to include course list in boxes).
  • Alert mail services to pick up boxes in mail room.
  • Plan to mail out to the NM Library the Friday around the end of May or first of June. Need to arrive in NM on the Friday before the beginning of term.
  • Mail to:

Meem Library St. John's College 1160 Camino de ls Cruz Blanca Santa Fe, NM 87505 August

  • ILL Department will check in and process books being returned; check lists for missing items and follow up

Language Schools Books: a work in process!

Language School Department Chair order books for all courses in their department. Therefore, new books often come through with course number for reserve, and no faculty name (or NOT the faculty teaching the course). Definitely needs some work; consult on-line course listing for faculty/course. It was decided to put all books for 600 level courses on reserve. Media: another work in progress!

Language School faculty drop off many personal copies for screening. The example that works the best: Drop off clearly marked item 1 week in advance of screeing. Item should be marked with English title, faculty name, course number, date of screening. Catalogue the item and check filemaker for the title. If title exists, replace "faculty will bring/faculty will drop off at Circ Desk/or anything else" with personal copy call number. BLWC Spring/Early Summer

  • Contact BLWC Administrative Manager to set date for reserve submissions (normally date coincides with the deadline set for bookstore orders)
  • Search lists, indicate call number for items owned by Middlebury. Forward book order requests to Acquisitions Department

Mid Summer

  • Obtain list of BLWC faculty. Create list of faculty authored books by searching Millennium (include title and call number)
  • Pick up faculty authored books and reserve requests
  • Processing: Create course in Millennium: Bread Loaf Writer's Conference, BLWC-09; Loan Period: 90 (1day loan), location: mds (Davison Reserve)
  • Add items to reserve course
  • Add colored dots to spine lable to distingues reserve books from Davison books
  • Shelve processed books in seperate marked area in reserve area, organized by call number

Miscellaneous tidbits Library Reserves Mailbox

Follow general proceedure as in Library Circulation Mailbox

Two minute rule: If you can deal with it in two minutes, DO IT! Otherwise, mark it unread and deal with it when you can

Move read mail into appropriate folder "F09 Books", "F09 ERes", etc.

For multiple requests (emails) generated from "put on reserve" icon, create a word document with multiple requests. Emiail document to Library_Reserve, print out one sheet with multiple requests

Take every opportunity to educate faculty when replying to email. Some common replies:

  • To request a title for purchase, please completepurchase request form
  • To schedule screening assistance, please contact the Help Desk

Sample messages are found in the "Draft messages" folder:

  • ERes Faculty Administrator password
  • ERes inquiry
  • How to use Midcat "shopping cart" function instead of clicking "put on reserve" button multiple times

Supervising Students

Stacks

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

June

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

Application

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

LIS 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: ___________________________________________


Interview

Questions

  • 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

Expectations

  • 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)

Pay Level Criteria Requires no previous training or special skills other than basic computer skills Requires minimum and finite on-the-job training Does not require supervision of others Requires some independence, but also some supervision

Specific Responsibilities Check in/out library materials Answer patron concerns and questions Be knowledgeable of library building and functions Will require night and weekend work must be committed to providing top notch customer service must be comfortable multi tasking and dealing with public 100%


Qualifications

Professional and upbeat manner. Solid communication skills. Team player. Flexible. Confident.

Policies

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.


SCHEDULES

Thanks for your attention to ensuring smooth shift transitions and reliable desk coverage.

  • Circulation Services depends on student employees to BE ON TIME, AS SCHEDULED
  • Check in with the CIrc supervisor on duty on arrival and at departure (in the absence of a Circ supervisoror, check in with your student co-workers)
  • Arrive prepared and ready to work on time – this means arriving a few moments early
  • Check in with your shift partner
  • 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


STUDENT STAFF SUBSTITUTION PROCEDURE

Need a sub? Communicaton is the key!

  • 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, the day, date & time and location (which branch library - Main, Music or Armstrong) of the sub shift in the subject field of the message
  • "Reply all" when signing up for a shift – you are now responsible for the shift- and others are alerted that the shift is covered
  • 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


TARDINESS and ABSENCES

Communication is the key to success.

  • 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 immediate 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


PERFORMANCE EXPECTATIONS

THE DO LIST

  • Arrive on time, as scheduled
  • Stay up to date with changing LIS and borrowing procedures and policies - read the Circ blog
  • Provide good customer service
  • Check in with the supervisor on duty on arrival and at departure - as Circ supervisor schedules permit
  • Notify the Circ supervisor at Main if your shift partner/replacement has not arrived and there is no Circ supervisor at your location
  • Notify co-workers if you need to be away from the desk for a few minutes during your shift
  • Put your Circ work first
  • Share the work with your shift partner
  • 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/mute your phone when at work and limit any personal phone calls while on shift
  • Contain your stuff - keep work areas clear of personal work for transacting business
  • Keep voices soft – our voices carry quite far into public work spaces
  • 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 
  • Have fun and enjoy!

THE DON’T LIST

  • Never leave the desk unattended
  • Do not let your your co-workers do all the work
  • Your Circ work is your priority – personal work is a privilege
  • Do not plan 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


SHIFT RESPONSIBILITIES:

  • Check-in with the shift supervisor or your shift replacement/partner
  • Take the gate count
  • Read the Circ Blog to stay informed
  • Maintain accurate statistics of desk activity
  • 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
  • Complete assigned tasks
  • Look around you regularly throughout your shift – what needs doing?
  • Check to see if there are any projects and assignments
  • Allow time to process all returns before you leave
  • Check that all returns have been checked in and re-shelved and that the returns work area is clear for the next shift
  • Tidy your work area and leave it clean and organized for your co-workers before you leave
  • Check in with the shift supervisor or your shift replacement/partner before you leave the desk
  • Communicate any relevant information to your replacement and/or your supervisor before you leave

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 checklist

  • Millennium Circ Module - Check-in/out; Search/Holds; holds, requests, messages; Midcat; My Midcat
  • Shift Routine and Expectations
  • Customer Service
  • Emergency Manual
  • Circ Blog


ORIENTATION CHECKLIST

  • Tour of circ area; tour of library
  • Keys
  • Equipment and laptops
  • ILL and NExpress
  • Media Collection
  • Film Screening
  • Book Drops
  • Returns - hold shelves
  • Reshelving carts
  • Borrower Info on web
  • New books/materials
  • Front desk - supplies, log-ins
  • Phone
  • Cash and Credit
  • Emergency Manual
  • Opening
  • Closing
  • Self-check
  • Gate Alarm and Log
  • Stacks orientation and training - LC Easy tutorial
  • Searching - missing books
  • Placing requests
  • Reserves orientation, policies and procedures
  • Troubleshooting facility equipment - print/copy; film/fiche, movable stacks
  • Desk stats
  • LIS Borrower web pages
  • Newspapers/on weekends
  • Info desk
  • Help desk
  • Public Safety and when to call; problem users etc.
  • Distribution lists, directory/contact lists; post paper copy
  • Employee policies, timesheets and timeentry, Banner, meal break policy; payroll/direct deposit; PAF; SEO employemt card; tax forms
  • Schedules - substitute policies, Outlook, group email; confirm work schedule; orientation; shadow shifts
  • 1-month review

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.

Guidelines

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.

Where are THE NEWSPAPERS?

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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