Middlebury

Difference between revisions of "Circulation Services Workgroup"

m
Line 9: Line 9:
 
=== Davis Family Library  ===
 
=== Davis Family Library  ===
  
OPENING
+
'''OPENING'''
  
15 minutes prior to opening
+
'''15 minutes prior to opening'''
 +
<br>
  
'''LIGHTS'''
+
'''LIGHTS'''  
  
 
*Check that light panel is on, located on your Right as you enter Circ area
 
*Check that light panel is on, located on your Right as you enter Circ area
  
'''KEYS''' (key to key drawer in master key cabinet)<br>
+
'''KEYS''' (key to key drawer in master key cabinet)<br>  
  
 
*Unlock key drawer and cash drawers(and locate all keys needed to unlock equipment etc)
 
*Unlock key drawer and cash drawers(and locate all keys needed to unlock equipment etc)
  
'''COMPUTERS'''
+
'''COMPUTERS'''  
  
*Wipe phones, key board, mice with disinfectant wipes (can be done later as time allows)
+
*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 all 3 front desk and returns area computers - log in: libcirc1/current password (pw changes every 6 months) and Millennium (mmcirc/mmcirc – initials are imbedded)<br>
*Turn on 2 equipment area computers (one Dell, one iBook laptop): Use libcirc1 log in for Dell; use supervisor's personal username/password for iBook <br>
+
*Computer No. 1 (supervisor computer) log in to mNotices (press Windows/N keys) and mmcircsu/mmcircsu (press Windows/M keys) (type in supervisor initials; pw changes every 6 months)  
*Log in to libcirc1/current password (changes every 6 months) and Millennium (mmcirc/mmcirc – initials are imbedded)
+
*Computer No. 1 (supervisor computer) open Outlook to access guest password; check for stray departmental mail sent to wrong mailbox (forward to Lib Circ mailbox); delete previous day’s password<br>  
*Computer No. 1 log in to mNotices and mmcircsu/mmcircsu (need to type in supervisor initials - change every semester))
+
*Computer No. 1 (supervisor computer) log in to Illiad Client (as needed)'''<br>'''  
*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<br>
+
*Turn on 2 equipment area computers as needed to process equipment returns (one Dell, one iBook laptop): Use libcirc1 log in for Dell; use supervisor's personal username/password for iBook (??!!) <br>
*Computer No. 1 log in to Illiad Client (as needed)'''<br>'''
 
  
'''GUEST PASSWORD'''<br>
+
'''GUEST PASSWORD'''<br>  
  
*CircComputer No. 1 Outlook - print out daily guest computing password<br>
+
*CircComputer No. 1 Outlook - print out daily guest computing password - there is a template<br>
  
'''SELF-CHECK MACHINE'''
+
'''SELF-CHECK MACHINE'''  
  
*Stays on (re-boot weekly)
+
*Stays on (re-boot weekly)  
*Log on if needed after extended closed period&nbsp;
+
*Log on if needed after extended closed period&nbsp;  
*Check receipt paper supply
+
*Check receipt paper supply  
*Logins (see Self-Check Manual)<br>
+
*Logins (see Self-Check Manual)<br>  
 
*Cleaning/maintenance (see Manual and weekly/monthly checklists)
 
*Cleaning/maintenance (see Manual and weekly/monthly checklists)
  
'''CASH AND CREDIT'''
+
'''CASH AND CREDIT'''  
  
 
*Batch credit card machine (press purple "more" button; select "settlement" from the menu - see Cash/Credit page for details)<br>
 
*Batch credit card machine (press purple "more" button; select "settlement" from the menu - see Cash/Credit page for details)<br>
  
'''CIRC DESK CORDLESS PHONE'''
+
'''CIRC DESK CORDLESS PHONE'''  
  
 
*Check that message function is OFF<br>
 
*Check that message function is OFF<br>
  
'''DOORS AND SIGNAGE''' (FACILITY)
+
'''DOORS AND SIGNAGE''' (FACILITY)  
  
*Unlock Bittner terrace during good weather and as requested
+
*Unlock Bittner terrace during good weather and as requested  
*Main front doors open automatically. Contact Campus Safety x5911 with any problems
+
*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
 
*Verify that library hours signage at front and back doors is correct- especially before/after any change in hours
  
<br>
+
<br>  
  
'''DAILY SHIFT ROUTINE&nbsp;'''
+
'''DAILY SHIFT ROUTINE&nbsp;'''  
  
'''CIRCMAIL'''
+
'''CIRCMAIL'''  
  
 
*Check Library Circulation mailbox several times during the day– reply to messages &amp; forward as needed (see procedures)'''<br>'''
 
*Check Library Circulation mailbox several times during the day– reply to messages &amp; forward as needed (see procedures)'''<br>'''
  
'''SCHEDULES'''
+
'''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 shift supervisor covering the affected shift<br>
 +
*Contact lists are avaialable in Middfiles<br>
 +
 
 +
'''INFO DESK'''<br>
  
*Check student and staff schedules for changes to work schedule/sub arrangements
+
Check that phone is diverted to Circ at Info Desk<br>  
*Update schedule changes in Outlook calendars; confirm changes via email; initial and date changes in Outlook; refer requests to be excused to supervisor covering that shift<br>
 
  
'''INFO DESK'''<br>
+
*Check supplies - tape, staples, paper cutter, paper-punch
 +
*Tidy desk and display area
 +
*Check that computer is on
 +
*May need to remote in to assist users with room scheduling in the absence of others responsible for scheduling rooms<br>
 +
<br>
  
Check that phone is diverted to Circ at Info Desk<br>
+
'''PAGING SLIPS and NOTICES in MILL CIRC (see also NExpress and Bread Loaf procedures)'''
  
*Check supplies - tape, staples, paper cutter, paper-punch
+
'''Process paging slips morning, early afternoon and evenings'''<br>
*Tidy desk and display area
 
*Check that computer is on
 
  
'''PAGING SLIPS (Inn-Reach) and NOTICES – MILL CIRC'''
+
'''NExpress (inn-reach) Paging Slips'''<br>
  
*Click on Mill icon and log in to mnotices/mnotices
+
*Click on Mill icon and log in to mnotices/mnotices  
*Click on NOTICES mode; click on “new” icon
+
*Click on NOTICES mode; click on “new” icon  
*Select Inn-Reach Paging Slips
+
*Select Inn-Reach Paging Slips  
*Click on “prepare” icon
+
*Click on “prepare” icon  
*Select local printer and click on "print" button; click on "print" button again
+
*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 “send notices” button (pressing print icon button will only print the page – you must press send to generate the notices)  
*Click on "OK" button
+
*Click on "OK" button  
*Paging slips will now be sent to the printer selected
+
*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 "yes" to "clear all print notices?" AFTER confirming that all notices have printed  
 
*Click on "close" icon
 
*Click on "close" icon
 +
 +
'''Midd Paging''' '''- Summer sessions only'''<br>
 +
 
*Repeat above procedure selecting "Item Paging Slips" (during the summer when requesting of available items is turned on.)
 
*Repeat above procedure selecting "Item Paging Slips" (during the summer when requesting of available items is turned on.)
*Select other notice types as needed
 
*When finished, click on "close" icon again; "save new job?"- click on "no" - do not save new job; exit/close mill circ session<br>
 
*Process paging slips (at a minimum at 8 am, 1 pm and 8 pm) for Nexpress (Inn-Reach Paging Slips) - see procedures for NExpress, BL (summer only)
 
*Auto notices run at 5 am daily
 
*Prepare manual notices – hourly; pick-up and cancellation; recalls; bills and fines; to notify borrower as needed
 
*Email Special Collections with any requests for LP's
 
*Once weekly - check for Midd paging slips
 
  
'''BOOKING MAINTENANCE MILL CIRC'''
+
'''Notices'''<br>
 +
 
 +
*Select other notice types as needed to generate notices manually<br>
 +
*Prepare manual notices – hourly; pick-up and cancellation; recalls; bills and fines; to notify borrower as needed <br>
 +
 
 +
*When finished with all notices and paging, click on "close" icon again; "save new job?"- click on "no" - do not save new job; exit/close mill circ session<br>
 +
*Auto notices run at 5 am daily<br>
 +
*Email Special Collections with any requests for LPs, oversize VHS, LDs
 +
*Once weekly during academic year - check for Midd paging slips (see weekly checklist)
 +
 
 +
 
 +
'''BOOKING MAINTENANCE in MILL CIRC - LOANER EQUIPMENT AND FILM SCREENING'''  
  
*View daily bookings - sort by location - equipment (mmce); media on reserves(mmcs)
+
*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)
+
*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
+
*Check equipment closets for booking slips and availability of equipment  
*Print slips as needed <br>
+
*Print slips as needed <br>  
*Attach individual slips to requested equipment, and set aside in designated areas
+
*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<br>
 
*Follow up as needed with overdues to insure availability of equipment and media; right-click to view item details and status<br>
  
'''CLEAR EXPIRED HOLDS AND HOLDSHELF - MILL CIRC'''<br>
+
'''CLEAR EXPIRED HOLDS AND HOLDSHELF - MILL CIRC'''<br>  
  
*DO NOT CLEAR HOLD SHELVES DURING REDUCED HOURS/BREAKS
+
*DO NOT CLEAR HOLD SHELVES DURING REDUCED HOURS/BREAKS  
 
*Clear Holdshelf in Mill Circ – Select “Clear Expired Holds and Holdshelf” and click on “clear” button; print (list cannot be retrieved or viewed again!) list; physically remove items from hold shelf; check-in; process for next hold; transit to owning location; re-shelving; search for any items not on hold-shelf<br>
 
*Clear Holdshelf in Mill Circ – Select “Clear Expired Holds and Holdshelf” and click on “clear” button; print (list cannot be retrieved or viewed again!) list; physically remove items from hold shelf; check-in; process for next hold; transit to owning location; re-shelving; search for any items not on hold-shelf<br>
  
'''VIEW HOLDS – MILL CIRC''' – to identify “missed” requests (daily snapshot view – updates nightly - not a real time view)
+
'''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:
+
*Select to view/display by status and print lists as needed for processing requests:  
*New books, in transit, etc.
+
*New books, in transit, etc.  
 
*Missing – see below
 
*Missing – see below
  
'''REVIEW CLIPBOARDS'''<br>
+
'''REVIEW CLIPBOARDS'''<br>  
  
*Searching
+
*Searching  
 
*Guest Borrower applications
 
*Guest Borrower applications
  
'''ILL AND NExpress and loans from other Libraries'''<br>
+
'''ILL AND NExpress and loans from other Libraries'''<br>  
  
*As needed to support ILL Dept - double-check-in all ILL and NExpress returns, bring to ILL and NExpress return carts; replace with empty returns cart
+
*As needed to support ILL Dept - double-check-in all ILL and NExpress returns, bring to ILL and NExpress return carts; replace with empty returns cart  
*As needed to support ILL Dept&nbsp; - scan/check-in items on carts of ILL and NExpress arrivals<br>
+
*As needed to support ILL Dept&nbsp; - scan/check-in items on carts of ILL and NExpress arrivals<br>  
*Shelve new arrivals on Circ hold shelf alpha by borrower (during summer – send to BLSE/WC borrowers for pick-up at Davison Library)
+
*Shelve new arrivals on Circ hold shelf alpha by borrower (during summer – send to BLSE/WC borrowers for pick-up at Davison Library)  
 
*Returns from other libraries without ILL slips (including Ilsley items) - place on ILL/NExpress returns cart<br>
 
*Returns from other libraries without ILL slips (including Ilsley items) - place on ILL/NExpress returns cart<br>
  
'''CARTS TO and FROM COLLECTIONS MANAGEMENT AREAS'''
+
'''CARTS TO and FROM COLLECTIONS MANAGEMENT AREAS'''  
  
*Deliver carts of repair/processing materials to P&amp;P/Helpdesk &amp;Media Services/Cat/Collections Management and Development every weekday morning; insure correct item status (CM - in process/P&amp;P - being repaired)
+
*Deliver carts of repair/processing materials to P&amp;P/Helpdesk &amp;Media Services/Cat/Collections Management and Development every weekday morning; insure correct item status (CM - in process/P&amp;P - being repaired)  
*Process rush materials from P&amp;P
+
*Process rush materials from P&amp;P  
 
*Quality Check (QC) - check book carts from P &amp; P - sort to correct holding areas and new book shelves (see QC procedure)
 
*Quality Check (QC) - check book carts from P &amp; P - sort to correct holding areas and new book shelves (see QC procedure)
  
'''RETURNS/SHELVING/HOLD AREAS'''
+
'''RETURNS/SHELVING/HOLD AREAS'''  
  
*Clear and sort Circ holding areas/carts - monitor for quality; sort out mis-shelved materials, check for materials that need repair, reserve materials, shelving errors etc. - do this at student shift changes and follow up with specific student assistants as needed<br>
+
*Clear and sort Circ holding areas/carts - monitor for quality; sort out mis-shelved materials, check for materials that need repair, reserve materials, shelving errors etc. - do this at student shift changes and follow up with specific student assistants as needed<br>  
*Check in and re-shelve all returns
+
*Check in and re-shelve all returns  
*Bring books to re-shelving (recently returned) areas as needed
+
*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-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…
+
*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 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
+
*Empty front book drop by returns area and check in<br>
*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)
+
*Empty back book drop (look up – media and books can get stuck in chute); bring any items in back book drop to circ area for check in&nbsp;
*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
+
*Building sweep - pick up stray library materials on non-assigned carrels and reading areas; check all 3 copy rooms, sweep for materials, check-in at circ, sort to re-shelving areas  
*Check lost &amp; found areas for library owned materials; notify owners of found items as possible; send valuables to Public Safety - all forms of ID Cards such as Midd Cards, Passports and Drivers License's should be brought to the Department of Public Safety the same day they are found. Call our office at ext. 5133 and an officer will pick up items when needed.<br>
+
*Check lost &amp; found areas for library owned materials; notify owners of found items as possible; send valuables to Public Safety - all forms of ID Cards such as Midd Cards, Passports and Drivers License's should be brought to the Department of Public Safety the same day they are found. Call PS at ext. 5133 and an officer will pick up items when needed<br>
  
'''RESERVES'''<br>
+
'''RESERVES'''<br>  
  
*Check for materials that need reserve processing; check Reserve Mailbox for requests
+
*Check for materials that need reserve processing; check Reserve Mailbox for requests  
*Check Eres documents – assign as needed for checking links and filing
+
*Check Eres documents – assign as needed for checking links and filing  
*Read reserve shelves – check for reserve dots on spine labels<br>
+
*Read reserve shelves – check for reserve dots on spine labels<br>  
 
*Read Reserve Media shelves - check for yellow/red labels on spine<br>
 
*Read Reserve Media shelves - check for yellow/red labels on spine<br>
  
'''EQUIPMENT'''
+
'''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)
+
*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&nbsp;Mac &amp;&nbsp;PC firewire drives
+
*Re-image returned faculty/staff Mac laptops and&nbsp;Mac &amp;&nbsp;PC firewire drives  
*Delete data from returned camcorders and digital cameras
+
*Delete data from returned camcorders and digital cameras  
*Run bookings maintenance
+
*Run bookings maintenance  
*Overdues: rely on automated notices, but send personal emails when a booking is (or will soon be) jeopardized
+
*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
+
*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
+
*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
+
*Equipment closet / storage unit inspection: organize bags, spot check accessories within bags  
*Fac/Staff laptop inspection: organize and spot check
+
*Fac/Staff laptop inspection: organize and spot check  
 
*Four-hour laptop loaners / headphones: tidy
 
*Four-hour laptop loaners / headphones: tidy
  
'''BOOK DROPS'''<br>
+
'''BOOK DROPS'''<br>  
  
*Check front book drop by returns area
+
*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 <br>
 
*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 <br>
  
'''SHIPPING/RECEIVING GARAGE'''
+
'''SHIPPING/RECEIVING GARAGE'''  
  
*Check shipping and receiving room for courier bins late afternoon – will be notified in Lib Circ mailbox
+
*Check shipping and receiving room for courier bins late afternoon – will be notified in Lib Circ mailbox  
 
*Summer only - deliver Davison Library courier bins(s) to garage when courier calls from back entrance<br>
 
*Summer only - deliver Davison Library courier bins(s) to garage when courier calls from back entrance<br>
  
'''EVENING'''
+
'''EVENING'''  
  
In addition to the daily check-list above<br>
+
In addition to the daily check-list above<br>  
  
'''MISSING MATERIALS'''
+
'''MISSING MATERIALS'''  
  
*Review and clean up search clipboard daily<br>
+
*Review and clean up search clipboard daily<br>  
*Search for missing materials – immediately if staffing allows<br>
+
*Search for missing materials – immediately if staffing allows<br>  
*Cancel in system if not found; verify missing status<br>
+
*Cancel in system if not found; verify missing status<br>  
*Claims returned – search; renew as needed while searching; supervisors only - mark claims ret; leave on record; refer to Circulation Manager<br>
+
*Claims returned – search; renew as needed while searching; supervisors only - mark claims ret; leave on record; refer to Circulation Manager<br>  
 
*Never mark NExpress loans as “claims ret” status
 
*Never mark NExpress loans as “claims ret” status
'''SECURITY – FACILITY – DURING THE EVENING'''
 
  
*Lock staff room after the dinner hour
+
'''SECURITY – FACILITY – DURING THE EVENING'''
 +
 
 +
*Lock staff room after the dinner hour  
 
*Check that all appliances are off/unplugged
 
*Check that all appliances are off/unplugged
'''CIRC PRINTER PAPER'''
+
 
 +
'''CIRC PRINTER PAPER'''  
  
 
*Stock and replenish
 
*Stock and replenish
'''FORMS/SUPPLIES'''
+
 
 +
'''FORMS/SUPPLIES'''  
  
 
*Check forms daily and replenish/copy when low
 
*Check forms daily and replenish/copy when low
'''EQUIPMENT BOOKINGS'''
+
 
 +
'''EQUIPMENT BOOKINGS'''  
  
 
*Check equipment bookings for the following day.&nbsp; Print slips and attach them to appropriate items, placing them in designated areas in the Media Cloest for booking pick-up.&nbsp; For items that are due today and have not yet been returned, move tomorrow's booking to another available item, print slips, etc.&nbsp; If there are no available items, please email patron with item currently checked out, requesting that they return the item immediately.
 
*Check equipment bookings for the following day.&nbsp; Print slips and attach them to appropriate items, placing them in designated areas in the Media Cloest for booking pick-up.&nbsp; For items that are due today and have not yet been returned, move tomorrow's booking to another available item, print slips, etc.&nbsp; If there are no available items, please email patron with item currently checked out, requesting that they return the item immediately.
  
'''FILM SCREENINGS'''
+
'''FILM SCREENINGS'''  
  
*During the last hour of the evening shift, pull following day's screenings from Media&nbsp;Collection, using the Mill Booking Maintenance Mode.&nbsp; Inspect&nbsp;each disc visually and clean by hand if necessary.&nbsp; Label each&nbsp;case with pertinent screenings info; attach booking slip.
+
*During the last hour of the evening shift, pull following day's screenings from Media&nbsp;Collection, using the Mill Booking Maintenance Mode.&nbsp; Inspect&nbsp;each disc visually and clean by hand if necessary.&nbsp; Label each&nbsp;case with pertinent screenings info; attach booking slip.  
 
*View FMP online version for most up to date screening info
 
*View FMP online version for most up to date screening info
  
<br>'''CLOSING PROCEDURES'''
+
<br>'''CLOSING PROCEDURES'''  
  
'''BEGIN - AS ACTIVITY ALLOWS - 30 MINUTES PRIOR TO CLOSING BUT BE PREPARED TO STAY 15 MINUTES AFTER CLOSING TO COMPLETE ALL CLOSING PROCEDURES'''
+
'''BEGIN - AS ACTIVITY ALLOWS - 30 MINUTES PRIOR TO CLOSING BUT BE PREPARED TO STAY 15 MINUTES AFTER CLOSING TO COMPLETE ALL CLOSING PROCEDURES'''  
  
<br>'''VIEWING CARRELS, LAB MONITORS AND VIEWING ROOMS''' (can be assigned to students)
+
<br>'''VIEWING CARRELS, LAB MONITORS AND VIEWING ROOMS''' (can be assigned to students)  
  
*Turn off any viewing station monitors that are still on, especially in viewing rooms/classrooms on main and lower levels.
+
*Turn off 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.
+
*Turn off individual reading lamps in upper level front reading room.  
 
*Lock Bitner Terrace
 
*Lock Bitner Terrace
  
<br>'''P.A. SYSTEM and LIGHTS'''&nbsp;
+
<br>'''P.A. SYSTEM and LIGHTS'''&nbsp;  
  
*at 15 min prior to closing, use the P.A.:&nbsp;“Your attention please; the Library will be closing in 15 minutes.”
+
*at 15 min prior to closing, use the P.A.:&nbsp;“Your attention please; the Library will be closing in 15 minutes.”  
*At closing, the lights will automatically turn off.&nbsp;&nbsp;("Early" closings&nbsp;will require that the supervisor&nbsp;on duty turns off the lights manually at the light panel located next to the door&nbsp;out of&nbsp;the Circulation area.)
+
*At closing, the lights will automatically turn off.&nbsp;&nbsp;("Early" closings&nbsp;will require that the supervisor&nbsp;on duty turns off the lights manually at the light panel located next to the door&nbsp;out of&nbsp;the Circulation area.)  
 
*After the lights&nbsp;go out, use the&nbsp;P.A.:&nbsp;"The library is now closed.&nbsp; Please bring your laptops to the Circulation Desk.&nbsp; Thank you."&nbsp;&nbsp;
 
*After the lights&nbsp;go out, use the&nbsp;P.A.:&nbsp;"The library is now closed.&nbsp; Please bring your laptops to the Circulation Desk.&nbsp; Thank you."&nbsp;&nbsp;
  
<br>'''SHIPPING/RECEIVING AREA''' (can be done on your way out of the building if you have your own general Circ key)
+
<br>'''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
+
*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
+
*Davison bins are never brought to the shipping/receiving area at closing – there is no regular on-campus delivery service to Davison (during the summer we have a separate courier system in place)<br>
  
<br>'''STUDENT LAPTOPS'''
+
<br>'''STUDENT LAPTOPS'''  
  
*At closing, check status of laptops in Mill Circ. (search by title, sort by due date).&nbsp; Confirm that the laptops are indeed still out by checking each patron record (if&nbsp;a laptop is out but an adapter is not, it's likely that they were both returned and laptop has not been checked in), and by counting the number of laptops present in the cabinets versus the number which should be there.
+
*At closing, check status of laptops in Mill Circ. (search by title, sort by due date).&nbsp; Confirm that the laptops are indeed still out by checking each patron record (if&nbsp;a laptop is out but an adapter is not, it's likely that they were both returned and laptop has not been checked in), and by counting the number of laptops present in the cabinets versus the number which should be there.  
*If laptops are not returned by 15 minutes after closing, send personal emails (see template below) to borrowers reminding them that the laptop is overdue and that they need to get in touch with Circ first thing the next morning. Copy the Library Circulation mailbox on these emails.
+
*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)
 
*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)
 
*(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
+
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  
  
<br>'''FRONT DESK''' (assigned to student employees)
+
<br>'''FRONT DESK''' (assigned to student employees)  
  
*Check in and sort all returns on appropriate carts, shelves, etc.
+
*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.
+
*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
 
*Shut down two computers in equipment area: one Dell and one iBook laptop
  
<br>'''KEYS'''
+
<br>'''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 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 key drawer, return key to key cabinet in Circ Office.  
 
*Lock Circ Office - 250A (lock on inside of door)
 
*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.
+
Note: if you have any problems (patrons refusing to leave, front doors not locking automatically, etc.) call Public Safety at x5911.  
  
<br>'''DOORS AND SIGNAGE (FACILITY)'''
+
<br>'''DOORS AND SIGNAGE (FACILITY)'''  
  
*Main front doors lock automatically. Contact Campus Safety x5911 with any problems
+
*Main front doors lock automatically. Contact Campus Safety x5911 with any problems  
 
*Verify that library hours signage at front and back doors is correct- especially before/after any change in hours <br>
 
*Verify that library hours signage at front and back doors is correct- especially before/after any change in hours <br>
  
'''Before leaving, the Evening Supervisor should give the ol' "once over" to the Circ area and make sure things are tidy and fully closed up for the night.'''
+
'''Before leaving, the Evening Supervisor should give the ol' "once over" to the Circ area and make sure things are tidy and fully closed up for the night.'''  
  
<br>
+
<br>  
  
'''CLOSING and OPENING FOR INTERSESSIONS'''
+
'''CLOSING and OPENING FOR INTERSESSIONS'''  
  
WHEN LIBRARY IS CLOSED FOR&nbsp; AN EXTENDED PERIOD
+
WHEN LIBRARY IS CLOSED FOR&nbsp; AN EXTENDED PERIOD  
  
In addition to usual closing/opening check list (listed above)
+
In addition to usual closing/opening check list (listed above)  
  
*Alert Public Safety to any problems with closing/patrons not leaving etc.
+
*Alert Public Safety to any problems with closing/patrons not leaving etc.  
*Confirm closing times with Public Safety
+
*Confirm closing times with Public Safety  
*Confirm automatic lighting turning on/off with Facilities (through Building Supervisor)<br>
+
*Confirm automatic lighting turning on/off with Facilities (through Building Supervisor)<br>  
*Check that hours and bookdrop signage information is accurate
+
*Check that hours and bookdrop signage information is accurate  
*Copy rooms – copiers, printers all turned off – collaborate with Helpdesk
+
*Copy rooms – copiers, printers all turned off – collaborate with Helpdesk  
*Viewing stations &amp; classrooms, labs – monitors, DVD, laser, VHS players off - collaborate with Helpdesk and Lab Manager
+
*Viewing stations &amp; classrooms, labs – monitors, DVD, laser, VHS players off - collaborate with Helpdesk and Lab Manager  
*Lock Circ drawers, office, equipment closet
+
*Lock Circ drawers, office, equipment closet  
*All Circ area printers, monitors and computers turned off/on
+
*All Circ area printers, monitors and computers turned off/on  
*Shades down in work areas
+
*Shades down in work areas  
*Check for any food, garbage in work area that should be disposed of in receiving garage, clean-up &amp; remove recycling and waste to large covered bins
+
*Check for any food, garbage in work area that should be disposed of in receiving garage, clean-up &amp; remove recycling and waste to large covered bins  
*Lock staff room &amp; unplug any small appliances
+
*Lock staff room &amp; unplug any small appliances  
*Log off the self-check machine
+
*Log off the self-check machine  
 
*Set out-of-office on Library_Circulation and Lib Res mailboxes (webmail)
 
*Set out-of-office on Library_Circulation and Lib Res mailboxes (webmail)
  
<br>'''OPENING&nbsp;AFTER&nbsp;INTERSESSIONS'''
+
<br>'''OPENING&nbsp;AFTER&nbsp;INTERSESSIONS'''  
  
WHEN&nbsp;LIBRARY&nbsp;REOPENS - in addition to the usual opening check list above:
+
WHEN&nbsp;LIBRARY&nbsp;REOPENS - in addition to the usual opening check list above:  
  
*Confirm opening and closing times (for locking/unlocking doors) with Public Safety
+
*Confirm 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)
+
*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
+
*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)
+
*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)
+
*Turn off Out of Office in Libres and Libcirc mailboxes (in webmail)  
*Check that signage is accurate.
+
*Check that signage is accurate.  
*Turn printers on - collaborate with Helpdesk
+
*Turn printers on - collaborate with Helpdesk  
*Viewing stations &amp; classrooms, labs – monitors, DVD, laser, VHS players off - collaborate with Helpdesk and Lab Manager
+
*Viewing stations &amp; classrooms, labs – monitors, DVD, laser, VHS players off - collaborate with Helpdesk and Lab Manager  
*Shades up in work areas
+
*Shades up in work areas  
 
*Log on the self-check machine
 
*Log on the self-check machine
  

Revision as of 20:46, 7 June 2010

Circulation Services

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

Wikietiquette - Respect the posts and edits of others; Do not post confidential information; Do not post passwords or login information; Use the Summary field to briefly describe any changes; Check "This is a minor edit" button when making edits that do not significantly change content