Circulation Services Workgroup

Circulation Services

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

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Checklists

Davis Family Library

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 - log in: libcirc1/current password (pw changes every 6 months) and Millennium (mmcirc/mmcirc – initials are imbedded)
  
• 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)
• 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
  
• Computer No. 1 (supervisor computer) log in to Illiad Client (as needed)
  
• 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 (??!!)
  

GUEST PASSWORD

• CircComputer No. 1 Outlook - print out daily guest computing password - there is a template
  

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
  

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 shift supervisor covering the affected shift
  
• Contact lists are avaialable in Middfiles
  

INFO DESK

Check that phone is diverted to Circ at Info Desk

• 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
  

PAGING SLIPS and NOTICES in MILL CIRC (see also NExpress and Bread Loaf procedures)

Process paging slips morning, early afternoon and evenings

NExpress (inn-reach) Paging Slips

• 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

Midd Paging - Summer sessions only

• Repeat above procedure selecting "Item Paging Slips" (during the summer when requesting of available items is turned on.)

Items requested for pickup at Mills - Summer session only 

• Any paging slip with a pickup location of Mills should follow this procedure
• If item is not on shelf, a standard cancellation notice will be generated by Main Circ and the item status will be changed to “missing”
• If item is on shelf, item is pulled, and then checked in, which will put the item in transit to Mills. Paging slip is placed in the item.
• Circ will cancel the hold using the new Mills hold cancellation notice. This will alert the patron at Mills that the item will be shipped to them shortly.
• Item is placed RUSH on Cataloging shelf @ Circ
• Circ's involvement ends at this point.  Documentation continues: 1. CM and LS Liaison evaluate item for transfer or ILL
  2. If replacement item is available, item will be transferred to the Midd at Mills campus collection
  3. Cataloging will edit and mask bib record; add 949 field – which creates an item record at Mills; item will be visible in client (loc omill), but not in MidCat; ILL will ship
  4. If replacement item is not available, SKIP step 3! Item will be processed as an ILL, shipped by ILL, and returned to Midd campus

Notices

• Select other notice types as needed to generate notices manually
  
• Prepare manual notices – hourly; pick-up and cancellation; recalls; bills and fines; to notify borrower as needed
  

• 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
  
• Auto notices run at 5 am daily
  
• 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)
• 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.
• Empty front book drop by returns area and check in
  
• 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 
• 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 PS 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

BOOK DROPS

• 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
  

SHIPPING/RECEIVING GARAGE

• 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.  Print slips and attach them to appropriate items, placing them in designated areas in the Media Cloest for booking pick-up.  For items that are due today and have not yet been returned, move tomorrow's booking to another available item, print slips, etc.  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 Mill Booking Maintenance Mode.  Inspect each disc visually and clean by hand if necessary.  Label each case with pertinent screenings info; attach booking slip.
• 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 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.

(It's important to shut down the *displays/TVs* in any viewing rooms or viewing stations. We recommend this in order to extend the life of the displays/monitors used for viewing and save power; it is unnecessary to shut down the computers or computer monitors, as they turn off on their own)

UPPER READING ROOMS

• Turn off individual reading lamps in upper level reading rooms.
• 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 at closing – there is no regular on-campus delivery service to Davison (during the summer we have a separate courier system in place)
  

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
  

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.

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

Opening

• Get the key if it is a weekend or a supervisor has notified you that you are opening alone.  The key is located in the lockbox under the information desk on the 2nd floor of the CFA.
• Turn on lights (3 behind the circ computer, 4 across from the carrel room)
• Turn on the circ computer
• Login to Millennium
• Reshelve any materials waiting to be shelved

Daily

• Assist patrons with reserves, CDs, other searches
• Reshelve all materials before the end of your shift
• Unload and check-in bin from Davis Family

Closing

• Get the key (it may already be at the circ desk)
• Tidy up the circ desk / reshelve all materials
• Make an announcement 10 minutes prior to closing that the library will be closing
• Five minutes before closing, lock the front doors
• Make sure everyone is out of the library - look in the listening rooms, carrel and reading rooms, and the two upstairs classrooms
• If anyone is uncooperative, call Public Safety at x5911 immediately
• Log out of Millennium and the circ computer / shut down computer
• Turn off lights
• Make sure the doors close and lock securely behind you
• Return the key to the lockbox.

Armstrong

ARMSTRONG LIBRARY – TASKS/CHECK LIST

Opening

• Turn on lights- at desk, copy/print areas, lab
  
• Keys - unlock 207 and 208; bring out key to circdesk area.
• Walk-through and sweep
  
• Security/alarms- check that alarms are active and doors locked
  
• Turn on printers and copiers
• Desk opening procedures - cash, log-in to desk computers.
  
• Take gate count
• Empty book drop
  
• Unlock front doors and test auto-open function
  

Mornings

• Equipment • Bookings Maintenance • Inventory • Unlock equipment and prep for circulation 
• ILL and NExpress • Print ILL requests • Process ILL requests – pull materials, scanning, packing • Process NExpress
  
• Check student schedules in Outlook
• Check shared email account in scilibst (check for reserves requestrs; general circ struff, and any MBH announcements)
•  Clear holdshelf
• Pack bins and ILL to be shipped – deliver to MBH 120 before 8:30 am (check back after 8:30 to pick up Armstrong bin.
• Unpack bins - process items (Ref/Check in)
• Follow-up on requests, recalls, claims returned, missing, check out/in
• Searching
• Reference/research support
• Info point for McCardell Bicentennial Hall
• Troubleshooting - equipment, copy/print, lab/lib computers, general facility (light bulbs, doors, rest rooms)
• Spine labeling
• Send to repair
• Signage - labs; library hours
• Bulletin boards - clear outdated
• Report any problems with physical space
• Monitor patron use and safety
  

Reserves

• Communicate with faculty 
• Collaborate with Mus & Davis Family 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 manually in iii- as needed
  
•  Troubleshooting - equipment, copy/print, lab/lib computers, general facility (light bulbs, doors, rest rooms)
•  Requests, recalls 
•  Claims returned, missing
•  Check out/in
•  Searching; follow-up on missing materials 
•  Reference support 
•  Info for McCardell Bicentennial Hall – Desktop stats Reserves 
•  Communicate with faculty 
•  Collaborate with Mus & Davis Family res 
•  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 & Davis Family 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 Processing - Prepare for shipment – pull from shelf 
• Unpack biweekly bound periodicals shipment, stamp, strip, shelve

Weekends –

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

Monthly –

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

Semester –

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

Student Assistants

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

Annually –

• Stacks -

        Oil & clean tracks on moveable shelves

        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
• Organize and clean up shared space, work areas, files etc.

Davison

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 BLSE Coordinator and Collection Management staff to facilitate order process, guarantee that books are available in a timely fashion, set deadline date for ordering April 15
• Meet with LIS liaison, Collection Management staff, Circ, Reserve, Davison Librarian
• Letter to BLSE faculty requesting reserve lists
• Handbookcontributions?
• Check stats & previous year requests
• BLNM?

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

@ Davis Family Library
• 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

BLSE

Davison Library: x2740

Bread Loaf Inn front desk: x2700

Apple Cellar @ Davison Library: x2741

Bread Loaf Administrative Office: x5418

Davison Paging Slips

• need new documentation?

Retrieving library materials to fill requests for NExpress, ILL, MiddCampus, Davison (Breadloaf), Mills (California) etc.

• Process paging slips in the Mill Circ Notice system (mnotices/mnotices) A minimum of 3 times daily - morning, early afternoon, and evening – or more frequently to ensure timely request processing and delivery
• Davis Family Stacks: In the absence of Stacks, ILL will retrieve; if ILL unable to pick up by 2 pm, Circ will retrieve
• Incorporate BL requests into existing Midd, NExpress, and ILL paging and retrieval workflow.
• BL requests have priority over main campus hold requests. NExpress have top priority over everything
• Check daily that items for Bread Loaf are not placed on the Davis Family Library hold shelf
• Sort all paging slips by branch and type (Midd or NExpress)
• Place all pending requests in clear sleeve on red NExpress cart in ILL area next to Kate’s desk
• Fax paging slips to branches for retrieval

Armstrong fax – 2016

Music fax – 2332

• Branches: items for BL borrowers will go in transit when scanned at branches; send to Davis Family Library in courier bin; check in at the Davis Family Library; place items in Davison bin.
• For items being held at main campus locations – follow standard procedures and check in to generate hold or transit status
• Double check pick-up location – do not use borrower address on paging slip as pick-up location

Davison Requests Workflow

• Sort out all requests going to BLSE
• Retrieve items
• Check carefully for pick-up location – some BL borrowers may request pick-up at other locations
• Do not send items for pick-up at Davis Family Library (or Arm or Mus) to Davison
• Fold paging slip in half lengthwise, insert into book. Place in Davison courier bin for delivery to Davison hold shelf – items will have "in transit" status
• Items that cannot be requested through the web: On reserve; In-lib-use and non-circulating collections; Items with hold location Davison Library (BL borrower may retrieve from shelves; priority is given to BL borrowers for Davison materials; exceptions can be made through the client); Checked-out – do not recall if at all possible – advise borrower to place a request through NExpress

NExpress

• Requested through NExpress by borrower
• NExpress requests for delivery to Davison will be delivered to Davis Family Library Circ with all other ILL and NExpress materials
• Davis Family Library Circ will separate out Davison items; follow standard procedure for scanning and dating
• Place in transit to Davison

ILL Requests

• Requested through ILLiad by borrower with a pick-up location of Davison
• ILL requests for delivery to Davison will be delivered to Davis Family Library Circ for scanning/check-in with all other ILL and NExpress materials
• Davis Family Library Circ will separate out Bread Loaf items; follow standard procedure for scanning and verifying item records etc.
• Place hold on Bread Loaf ILL items @ Davis Family Library Circ in patron record (verify that you are in the correct borrower account) and stamp/write today’s date on green band (so we can track when it was placed on the hold shelf at Davison). When the item is checked in to generate the hold, it will then go in-tranit up to Davison. Place it in the bin for Davison.
• Borrower will be notified by ILLiad e-mail and Millennium email (once it is checked-in at Davison).

Requests that cannot be filled:

• Not on shelf - missing: Call up by barcode in search/hold. Verify that you are in the correct record. Click on hold tab. Highlight hold. Select option to cancel hold. Select option to cancel hold and mark missing. Select appropriate cancellation notice. Requestor will be notified through the notice system

Other Collections:

CMC: Curriculum Materials Collection Non-circulating Refer to Teacher Ed Dept, Twilight Hall for exceptions

CSO: Career Service Office Non-circulating

Scott Center Non-circulating

Music and Armstrong Requests

• Sort and fax paging slips to branches for retrieval
• Retrieve and check in at branch to generate transit status. Send item to Davis Family Library for transfer up to Davison
• Requests from the branches will arrive in the courier bins for delivery to Davison

Returns

Meet Bread Loaf courier to exchange incoming/outgoing bins

• May or may not have been checked in @ Davison Library
• Check in @ Davis Family Library to clear transit status
• Sensitize
• Continue to transit to branches
• Re-shelve TO CORRECT HOLDING AREA/BRANCH

Reserves

• add link

Courier Schedule between Davis Family Library and Davison

Mon – Fri

Approximately 9:30 am (leaves BL at 9 am) and 2:00 pm (leaves BL at 1:30 pm)

Sat and Sun

Approximately 9:30 am (leaves BL at 9 am)

Deliver bins IMMEDIATELY to the back SHIPPING & RECEIVING AREA when the BL courier calls

Open & meet the courier at the shipping/garage door and trade incoming/outgoing bins

Davison Library Manual Documentation

Davison Desk Daily Tasks

• Checklist for every shift

Morning, Afternoon and Evening

• First shift of the day: Log onto computer, Millennium, Outlook etc.
• Check box for "Book Check Out Forms" and check items out to patrons
• Check in returned books on cart
• Shelve all returned books (both regular stacks and reserves)
• Check your email for messages and respond as needed. All staff scheduled at Davison have been added to a distribution list to facilitate communication. Please check for work-related messages when you are scheduled at the desk. Copy library_circulation@middlebury.edu on all related communication.
• Tidy/troubleshoot hold shelf: alphabetical by borrower last name; request date, etc
• Clear hold shelf: remove and check in any items that have been on hold 7 or more days
• Bin from Davis Family Library: unpack and shelve requests alpha by borrower; unpack and shelve reserve materials on reserve shelves
• Bin to Davis Family Library: place all returns in bin for delivery back to main campus; check that all items have been checked in; check that no Davison reserve books are in bin
• Shelf read reserve shelf: see clipboard for details
• Refill paper in printer and copy machine; check supplies etc.
• Set out newspapers; sort and tidy newspapers
• Lock desk computer before going to lunch or dinner and place signage and box on desk
• If chilly, bring in wood and start a fire
• Last shift of the day – Log off Millennium; Shut down computer; place signage and box on desk

Starting the Staff Computer at Davison Library

Windows Login:

Username: breadloaf Password:

Double click Millennium Icon on desktop to activate the Millennium Circulation Module

Log on to Millennium:

Username: mdcirc Password:

To override in Millennium: Note! Always read the override message carefully before overriding – the system is trying to tell you something important – please alert Circulation to any messages that you do not understand.

Initials: circsup Password:

FYI: Supervisor Log in for Millennium

Username: mdcircsu Password:

Starting the four computers on Main floor of Davison

Username: breadloaf No password – leave blank

Staying in touch

Email: Copy the "Library Circulation Services" mailbox on ALL emails re: Davison. This mailbox is checked by the Circ supervisor on duty at the Davis Family Library.

Use the "Davison Desk Staff" email distribution list to send updates, queries, and sub requests. The core Davison Library staff will receive these emails.

Schedule

The "Davison Desk" calendar is in Outlook. Please consult it for the most up-to-date scheduling information.

Blog

Circ staff use the Circulation Services blog to post updates related to the Circ desks at all branches. The blog is searchable and can be sorted by tags such as "BLSE"

Accessing the shared BLSE Circulation folder

O drive "middfiles" ->ORGS folder

->LIS folder

->Circulation Services folder -> Summer – BL and LS folder -> Breadloaf School of English folder

To activate your College email account

1. Type go/activate into your web browser and press enter

2. In the ID field type your 8-digit College ID number (using leading zeros to complete 8 digits)

3. In the PIN field type your 6-digit birth date in MMDDYY format. If you’ve logged into Banner Web in the past (for grades, financial aid), then you need to type the 6-digit PIN number you created previously.

4. You will be given your username; follow the instructions on the screen to create your new password

To forward email to an alternate email provider

1. Type go/forward into your web browser and press enter

2. Enter your College email username and password

3. Type the email address that your mail should be forwarded to (Breadnet, Yahoo, etc.) and click "Make Changes" button

Please contact the Middlebury College Helpdesk at 802-443-2200 with questions about ID numbers and PIN numbers

Requesting Library Materials via MIDCAT

1. Select "MIDCAT" from the Library home page.

2. Select "My MIDCAT" on the top left of screen

• Type username and password (must activate College email first if you haven't already)
• Click "Submit"

3. Click the "Search Catalog" button on the right side of the page

• Locate item for request by doing an author, title, keyword, etc. search
• Once you’ve found the item, click either the "Place Request" link on the left side of the listing, or the "Request" button at the top of the page

4. Choose the pick up location from the drop down menu: "Davison Library (Bread Loaf)"

• Click the "Submit" button at the bottom of the page
• IMPORTANT! Your request is not finished yet!
• Click "Request Selected Item" button in the center of page
• You will then see a message that your request was successful

5. To request another item, click the “Regular Display” button to return to the catalog

• If you are finished, please click the “Log Out” button on the top of the page

Requesting Library Materials via NExpress

-for items either not owned by the College, or checked out to other borrowers

1. Select "MIDCAT" from the Library home page

2. Select "My MIDCAT" on the top left of screen

• Type user name and password
• Click "Submit"

3. Click the “Search Catalog” button on the right side of the page

• Locate item for request by doing an author, title, keyword, etc. search
• If you are not able to locate the item, or if the item is owned by the College but checked out, click the "Search in NExpress" button on the right side of the page
• The collections at all NExpress libraries are searched, and a list of title or author options based on your request are displayed—please click on the item you need
• Then click "Request this item" link

4. 4. You are asked "With which institution are you affiliated?"

• Select "Middlebury College" from the drop down menu and click "Submit above information" button
• Type your username and password, and select "Davison Library-Bread Loaf" as pick-up location
• A message that your request was successful will appear

5. To continue searching in NExpress, click the "Start Over" button

• If you are finished, please close the window and return to your MIDCAT window, where you are still logged in. Continue to search the Middlebury collection in MIDCAT, or choose the "Logout" button to completely log out

6. You will receive an email when your requested material has been delivered to the Davison Library

Requesting Library Materials via ILL

-if an item is not owned by the College, and not available via NExpress

1. Select "Interlibrary Loan (ILLiad)" link from the Library home page

• Type user name and password
• Click "Logon to ILLiad"

2. Select an option under "New Request" on left side of page

• Complete as much information as you can and click "Submit Request" button
• When completing the "User Information" section, please select "Davison Library" as the Delivery Site

3. You will receive an email when your requested material has been delivered to the Davison Library

Finding Book Reserves

1. Select "Course Reserves" from the Library home page

2. Select "Physical Reserves by Instructor"

3. Type the last name of the faculty member

4. If more than one course is listed, select appropriate course

5. The reserve list will appear in alphabetical order by book title. If desired, the buttons above the columns can sort the list alphabetically by author last name or call number.

Finding Electronic Reserves (E-Res)

1. Select "Course Reserves" from the Library home page

2. Select "Electronic Reserves (ERes)"

3. Select first link: "Electronic Reserves & Reserves Pages"

4. Select the "Course Reserves Pages by Department" tab

• Select "Bread Loaf" from the drop down menu and click "Search"

5. Click on the "Course Number" and enter the course password

• The course password is the course number (example: 7550) followed by "BL." So, 7550BL

6. All documents for the course will be listed. Click on the title and then click on the file name (or web link) to display the document

Requesting Items for Reserve (for Faculty)

To request a few items for Reserve:

1. Locate item in MIDCAT 2. Click on "Put on reserve" icon on the right side of the page 3. Complete form (be sure to select "Davison" location in pull-down menu) 4. Click submit

To request many items for Reserve:

1. Locate items and click the box next to each item, and click “Save Marked Records” button 2. When finished, click “View Saved” button on top of page 3. Then click “Export Save” button 4. Have the faculty member email the records to their personal email address. Then they can forward the email to libres@middlebury.edu and change the subject line of the email to reflect the faculty name and course number.

All Reserve materials will be processed at Davis Family Library, and sent in the bin to Davison.

Requesting Items for electronic reserve (for Faculty)

1. Complete Eres copyright permission form 2. Attach photocopies of materials 3. Davison staff will send requests to Davis Family Library in courier bin 4. Materials will be processed ASAP at Davis Family Library 5. Faculty will be notified of Eres passwords by email 6. Questions? Contact libres@middlebury.edu

Instructions for Receiving Bins at Davison - Incoming

1. When a bin arrives at Davison, unpack and check in each item in Millennium. Print a hold slip for Middlebury and ILL items and fold lengthwise, then insert into item. 2. NExpress items must be checked in by typing a "b" in the check-in field before scanning the barcode. These items will not generate a hold slip. 3. Shelve on Davison Holdshelf - alphabetical by borrower's last name – spine facing the back of the shelf – borrower name visible from the desk 4. Use rubber bands to bundle together items for the same borrower 5. Books that belong in the general collection at Davison will have their "in transit" status cleared and will then be ready for re-shelving. Reserve items will also be sent in the bin, and will have a dot on the spine label. Check in to clear "in transit" status and shelve in Reserves area.

Instructions for Sending Bins to the Davis Family Library - Outgoing

1. When you check in an item at Davison that belongs at the Davis Family Library, make sure the status changes to "in transit." You do not need to print the transit slip. Place item in the outgoing bin 2. Please pack the books in the bin carefully. Spine to spine is the way the books should travel to minimize damage to the pages 3. Do not send Davison Reserve items back to Davis Family Library

How to enter a patron record in Millennium

File -> New Patron

Set expiration date (9/1/2010)

Enter Patron type 160 (BLSE)

Enter Name (Last name, First name)

Enter email address

Enter address

Swipe College ID card (or type in College ID number)

Enter telephone

Then click "Save/Close" button on top

Close out of record and swipe/type College ID to make sure it works

BLWC

Procedures for Bread Loaf Writers' Conference

Spring Prior to Conference

• Contact and/or meet with Conference Coordinator, liaisons, Collection Management, College Bookstore
• Review workflow, deadlines, needs of BLWC, what worked well/not previous year
• Review liaison process for ordering/budget process with CM
• Library & computing needs?
• Apple Lab? Printing & photocopying in Library? Computers in Library?
• Reserve readings – set deadline for timely orders
• BLWC coordinator will send orders to Order Office, College Bookstore and Reserve Office by end of May, 1st week in June
• BLWC office requests/orders books directly from Acquisitions Department/Collections Development & Bookstore
• Process all orders for BLWC Reserve Summer XX
• Process for Reserve Shelf - books by faculty, fellows, scholars, guests and requests for reserve readings by workshop faculty
• Save jackets for BLWC materials - for display during the conference and for Mail Library display post conference
• Reserve space for Davis Family Library display for end of August/beginning Sept
• Review Conference schedule of events, list of participants, WC packet, catalog, etc. (some items may not be available until the 1st day of the Conference)
• Conference brochures at Info Desk?

Month up to the day before Conference

• Review borrower data base for accuracy – name, ptype, address, email (no email - notices default to paper notices), exp dates as due date
• Verify patron record is correct, review & set loan rules, verify functionality of LRDT, days/hours open/closed, Mill Circ parameters
• Set up schedule of Writers’ Conference – LIS staff 1 to 5 pm daily during the conference, starting the day prior to the conference
• Reserve Coordinator – reserve lists, BLWC orders, rush orders; save book jackets for display
• Submit web request to Facilities Management to deliver boxes/bins of BLWC reserve materials
• Box Davison BLWC materials & deliver to mailroom by 1st day of Conference/last day of BLSE for delivery to BL
• Recall charged items, search missing items, request items from branch libraries, other collections
• Check faculty/fellow/scholars/guest list updates/changes & updates on web – pick up books & process for reserves as needed
• Review & update forms and procedures and desk handbook/binder

Set-Up

• Bring desk supplies, box of paper, pads of paper
• Bring empty bins, boxes, packing tape
• Verify Davison library security, opening, closing schedule with Conference Coordinator
• Review request process/procedures and workflow
• Meet with Conference coordinator - confirm staffing & LIS services day before start of conference
• Pick up Conference packet & Master List (with ID numbers) of participants, faculty and staff
• Test Mill Circ – do Reserve items check out OK to ptype? Check LR/LRDT. Check login permissions.
• Review borrower data base - enter BLWC patrons not in system as needed
• Arrange Reserve shelves alpha by author
• Display books face out with jackets as space allows – check daily author reading schedule and feature their books
• Display workshop packets – Fiction, Poetry, Non-fiction
• Signage as needed: Reserve books – For Workshop & Library Use (may circulate for 1 day if requested), Workshop packets

During Conference

• LIS provides liaison to conference, daily courier service, fills requests, troubleshoots, supervises & trains BLWC library assistant (if one is assigned by WC), checks log book and resolves questions and problems, searches missing books, refers questions, requests as needed to Circ staff, others in LIS as needed
• Conference staff checks on the library in the mornings and conveys any messages/requests to Davis Family Library
• Maintain library facility, shelving & security of collections
• Maintain notebook – faculty lists, daily Crumb Newsletter, procedures
• Check daily for changes – comings and goings of visiting faculty, guests, search catalog and add their books to the Reserve shelf
• Communicate with Conference community
• LIS staff serves as courier during Conference - contact BL Inn office if extra courier services needed during conference.
• Connect with Apple Cellar computing lab/HD staff as needed
• Check in with conference coordinator daily as needed
• Process requests

Also during Conference

• BLSE end of term tasks - set-up for BLWC may overlap with BLSE break-down
• Check for any BLSE returns (bring empty bins, boxes and packing tape!)
• Check in returns from BLSE and set in transit to Davis Family Library in bins
• Search missing materials from BLSE reserve lists
• Search from monthly “missing” report for items with Davison owning location
• Search BLSE overdue & bill notices
• Shelve Davison materials

Near/At end of Conference

• Make sure there are enough empty courier bins or boxes @ Davison
• Submit web request to Facilities Management to pick up boxes/bins Monday after conference
• Saturday Crumb announcement & last day meal announcement to return library books
• Gather any posters or materials that would be useful for the BLWC display
• Pick up master copy of Directory on last Saturday of Conference
• Check for holds and requests before packing up
• Create Lists function to identify overdue/items still checked out to BLWC borrowers; missing materials etc.
• Box up for delivery to Davis Family Library – Circ Desk – for display – do not send directly to shelves
• Shelve Davison books
• Clear hold/request shelf
• Check in all returns & place Davis Family, Armstrong, Music items in bins/boxes for delivery to Davis Family Library
• Search missing books
• General clean up
• Log off & shut down library computers, check lab, turn off printers & copier, lights etc.
• Check Conference Office & BL Inn front desk for returns
• Pack up any misc. requests, equipment, supplies, white conference notebook etc. for return to Davis Family Library
• Lock library (bring the Davison Library key to lock up on the last day of the conference)

Back at the Davis Family Library

• Reserves processing
• Troubleshoot missing, claim returned, overdue items etc.
• Stats & reports: number of items on reserve, circ activity, requests
• Run overdue/bill notices & search for items before forwarding (check Conference directory for contact info & update borrower record)
• Display – reserve library display shelf for 2 weeks; gather display materials; change status to "on display;" arrange display of Writers’ Conference books @ Davis Family Library; save book jackets for after conference display

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 

• Pittsfield News Service delivers newspapers to the northeast (back) door of the Davis Family 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 Music Library courier shelf
• 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 Davis Family Library is closed, papers can be left 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: 

• Email Arabella or leave note on the packing list on "Current Periodicals" shelf behind Circ Desk and let Serials 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 Davis Family Libary gets 1 complete shelf copy of the New York Times, 1 Burlington Free Press, 1 Boston Globe - place the Free Press and Globe under plexiglass in current newspaper shelves in the Harmon Reading Room on Level 1. Place the New York Times behind its display shelf. (Since we now have two "table" copies, we're trying to keep one copy relatively undisturbed.)
• The Davis Family Libary gets TWO extra "table" copies of the New York Times (without the magazine and book review sections), 1 each of the Burlington Free Press and Boston Globe - place on tables in the Harman Reading Room on Level 1 (these are the extra copies of the BFP, BG and NYT that get recycled the next day)
• Save the NYT Book Review and Magazine section - place on current periodicals shelf behind Circ Desk for the Serials Dept.
  

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 (and 3rd) copy/ies to recycling bin
  

New York Times

• 4 copies received
• 1 copy to Music Library (including inserts) 
• 1 copy to the shelf in Current Newspapers
• 2 copies 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

Procedures

• Stamp each section of the papers with "Middlebury College" stamp
  
• After a break during which the libraries have been closed, please recycle outdated newspapers for the Music Library - do not put them in the courier bins
• During college breaks periods when the libraries are closed, please leave all papers delivered to the Davis Family Library in the Serials Work Area

Newspapers at the Branches - regular routine

• Music keeps the Sunday NYT and BFP for the duration of the week.  They get recycled when the new ones arrive.
• Daily NYT and BP are delivered to Music via the courier.  These are kept for the day, then recycled when the next day's papers arrive.

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 (Davis Family Library 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
• Too long reports from Retrineables staff at partner libraries - troubleshoot; follow-up with borrowers; search hold shelf and stacks as needed
• Copy Lib Circ mailbox on all NExpress correspondence with Midd borrowers and pertner 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 - Davis Family Library - 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
• Patron Loads - see procedures: academic year; summer - LS at Mills, LS at Midd, BLSE, BLWC; changes to staff and faculty employemtn status, office locations, positions etc.
• 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 - see Procedures

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
  

Lost and Found

Staff may not help themselves to items in the lost and found

Process as listed below

Send to Public Safety

• Valuable items - all forms of ID Cards such as Midd Cards, driver's license, passports, keys, wallets, check-books, credit cards, jewelry, cell-phones, iPods, should be delivered 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 and misc unclaimed stuff
  

Evaluate for adding to loaner pool

• Equipment, cords, cables, electronics, computing stuff
  

Deliver to P&P for Library booksale

• Books 

Deliver to Collections Management

• Media, DVDs, CDs etc.

Dispose of

• Food and drink

Recycle

• Re-use drink and food containers

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

• Turn on web requesting of available items
• 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
• Turn off web requesting of available items

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

Searching Tips for Finding Missing Books and Other Library Materials

It is helpful to know the size of the item

• See the Description in the full record for the number of pages and height
• Books are measured in centimeters. 28 cm = @11” or the height of a sheet of paper; ‘regular’ size hardbacks and paperbacks are @22-24 cm
• Anything over 28 cm. may be in Oversize

Consider location errors

• Sometimes large books have a location of Oversize or regular stacks but are shelved in the opposite collection
• Reference-type items may be in the Reference Collection even if the location is Davis Family stacks or in the stacks even with a location of Reference.
• Media may be behind the desk when it’s supposed to be in Browsing and vice versa.
• Items supposed to be in the Davis Family Library may be in Armstrong and vice versa

Check the last transaction/status date of the item

• May be in the recently returned re-shelving areas

Check the item status

• Anything except ‘available’ indicates a possible location (e.g. in P&P - being repaired)

Note the subject matter

• Books on library science are sometimes in staff offices/desks
• Books on sex and other fascinating topics tend to walk and may never be found
• Every term, after rooms are cleaned out, check with Facilities Management, Re-use Trailers, Public Safety and Reprographics

OUT AND ABOUT IN THE SHELVES/STACKS

• Users or shelvers may have put the item somewhere other than where it belongs
• Think creatively like someone who’s inattentive, dyslexic, can’t read the label, doesn’t understand classification order, or even wants to hide something

Check around

• Check where the item should be
• Look several stacks forward and behind where the book is supposed to be
• Check behind the other items on the shelves in the section where the item should be.
• Look on the exact opposite side of the stack. It might have been pushed through to the other side<br>

Call number basics

• Items are shelved alphabetically and numerically line by line.
• First line: letters. They go in the order N, NA, NB, etc.
• Second line: numbers. They are whole numbers but sometimes include decimals so they go in the order 50, 490, 989.5, 1500
• 3rd and 4th lines: numbers preceded by letters. The letters go alphabetically; the numbers are treated like decimals so 256, 35, 4 is the correct order.
• Bottom line is usually a year. They go chronologically'

Letters in the call number

• Some letters look alike, especially when print fades (e.g. Q and O; L and I)
• Sometimes shelvers are looking at lower lines on the label and neglect to notice that the top line isn’t what they were expecting.
• Check for dropped or misread letters (ND could be in NA or N). This is a very common shelving mistake.
• B, P, and R often get confused for each other. C, D, and G get confused. E and F get confused. So do I and L.
• PQ, PS, PR are often confused. Look for any of these in the other two sections. PS books can often be found in PQ.
• The photography section (T) and the French comics (PN6747) are often disordered because so many people browse them. Scan the whole section
• Letters vs numbers. Often S and 5 are confused. So are 0 and O; 1 and I or L

Numbers in the call number

• The most common mistake of users looking for items is to be in the hundreds when they should be in the thousands, or some variation of that
• Drop digits (in a 4 digit number) or add digits (in a 2 or 3 digit number) Ex. If the number is PR 1750, check PR 750 or PR 175
• The second common mistake is not to notice a decimal (or, less frequently to see a decimal where none exists)
• If the number has a decimal, cut out the decimal. Ex. If the number is TR 1193.68 P49, look at TR 1193 P49
• Try different variations using the decimal numbers. Ex. If the number is TR 1193.68 P49, look up TR 1193.6, TR 1193.8, and 1193
• Move the decimal even if there is no decimal. Ex. If the number is PR 1764, check in PR 176.4, PR 176, PR 17.64, and PR 17<br>
• As with letters, check the numbers that look similar to other numbers or letters—especially when print fades - 4 and 9 get confused. 3 and 8 get confused. So do 6 and 5; 8 and 9
• Number merging--sometimes a digit is overlooked. Ex. If the call number is PN 5660, look in PN 560
• Reversing digits. The sequence of a number could have been mistaken. Ex. If the call number is PN 2567 R96, check PN 2765 R96, PN 5267 R96, etc.

Other

• Combination of problems. Usually there is only one mistake in shelving unless it is put on the shelf randomly (in which case no amount of second guessing is going to find it), but after exhausting other possibilities, you might try looking for cominations. Ex. For PN 4551 G49 try P 451 G94, PG 9551 G94, etc.
• Least likely problem - Mistake in sound. If two letters or numbers sound alike, there is a slim chance the shelver confused similar sounding letters or numbers. Ex. four and five or B, C, D, and G
• Sometimes just wandering around the area helps, as a browser may have left the book lying on a shelf a few stacks over. Sometimes they are misshelved where they were left
• Thesis carrels and desks are a good place to check
• Be Creative, Use your ESP, and be diligent!

Missing Item Replacement Procedure

• Items will be marked missing at Circulation service points immediately after discovered/reported missing.
• Circ staff will search thoroughly 1 - 2 times within 24 hours.
• If the missing item has an outstanding request on it, and it is not found, Circ staff will notify the requestor through the Mill Circ notice system that the item is unavailable. The cancellation notice alerts the borrower to their options - ILL, NExpress, and/or place acquisition/new order request.

Other statuses occur automatically in the system.

Monthly

List will be run by Circ of everything with one of the following statuses, with a “last updated date” in the last month.

• Missing
• In Transit
• Claims returned
• Billed

This list will be searched (now for a second time) by Circ.

Exceptions:

• Being repaired - will be generated in a separate report

• Lost and paid - which is an automatic status that appears after something has been billed and paid for. This status will get picked up in the 3 month report for replacement.

Every Three Months

In December, April, end of June (right before the fiscal rollover, which changes the “last updated date” of everything) and October, a list will be run by circ of everything with one of the following statuses, first from the beginning of time, and thereafter with a “last updated date” sometime in the previous three months. For example: on April 1st, the list will be everything from Oct-Dec.

• Missing
• In transit
• Claims returned
• Lost and paid

• Note that anything that has been found in the last three months will not appear on this list as it will have a status of “available.”
  

• DVDs will be searched first and will be sent as a separate list to Acquisitions for immediate replacement.

• Once the full list has been searched at Circ, it will go to Acquisitions/Collections Management for replacement consideration, with Music items being replaced by the Music Library separately

Davison Library

• A separate Davison list will be run once a year, probably in April.

Checklist for Circulation 24/7 Exam Hours

General access/security

• In an emergency, call Public Safety, x5911
• Access card needed to enter Davis Family 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
• Re-fill stapler and tape dispensers at Info Desk as needed
• 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, Dan or Elin with major problems ANYTIME. But call Public Safety first. Cell phone numbers are located on the bulletin board in space 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.”
• Evening and closing routine is mostly the same with a few exceptions/additions - listed below
• DO NOT turn off lights (if lights go off, turn back on immediately)
  
• If Atrium lights go off, email the LIS building coordinator - he will contact FM
• Double check that the ADA function is working on front (interior) doors
  
• Double check that Main exterior doors are locked
• Log off all computers and Millennium (do not leave on!)
• Re-start 1 computer at front desk and 1 computer at returns area - also restart Millennium on both.
• Review shift schedules etc. on Outlook
• Notify on-call supervisor if there are shift, schedule problems/gaps
• Post desk CLOSED sign
• Set out gate/head count clipboards
• Close doors of equipment carts/closets/drawers but do not lock (open for returns)
• Lock fac/staff laptop closet
• Lock 250A office but leave general key drawer unlocked
• Closing supervisor sets out snacks and refreshments for night shift staff (kept in 250A for overnight shift only)
  

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 – Review about 1 month in advance and 1 week prior

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 (submit temp paycard for extra "pay")
  
• Confirm $ to purchase snacks (save receipts and submit LIS purchase reimbursement form)
  

Hours

• Confirm actual 24/7 hours
• Verify that correct hours are posted on web
  
• Begins at 9 am the 1st day of 24/7; ends at 8 pm on the lst day
  
• Card access required for outside doors between 11 pm and regular opening; inside doors unlocked during that time

Security service

• Contract with security service to arrange staffing; email to confirm date range and specific schedule
  
• Schedule time to review responsibilities, schedule, orientation the 1st night
  
• Alert PS; need to request that access ID cardis activated
  

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 exterior doors programmed to require card access between 11 pm and regular opening times
  
• Post hours signage
• Post signage regarding priority use
• Publicize hours - LIS blog; LIS Administration alerts campus by email to 24/7 exam hours; sidewalk chalk "signage" outside front doors
  
• Room reservations - 4 hour max room reservations - notify all areas scheduling rooms
  
• Guest access - no passwords during overnight hours; student have priority use
• On 1st night - post small pink sign "these interior doors are locked when the library is open 24/7"

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 count (recorded by security officer)
• Log sheet for gate counts
• Circ Desk "CLOSED" signage (include regular hours when desk if open; promote self-check; "hold" service; returns welcome etc.)

Misc.

• Shop for snacks (cold caffeinated tea drinks, cold caffeinated coffee drinks (not hot coffee, tea and hot chocolate), juice/juice drinks, soda, individual packages of healthy energy snacks, cheese and crackers, granola bars, cookies, mini-chocolate bars, biscotti, chips, sweet and savory options…)
• Staff and student 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
• Record hourly head and gate stats on paper log sheets; transfer to on-line stats sheets
• At end of 24/7 period, add totals to comprehensive semester stats sheet

Millennium Circulation - Innovative Integrated Library System

Manual Check-out

The Manual Check-out Form can be used as an alternative to the off-line circ mode if you expect to only be down momentarily

• Please fill in all columns when checking out an item to a borrower
• When Millennium comes back on line, enter all check-outs into Millennium
• Returns can be set aside while the system is down and checked in once the system is back up and this sheet has been entered
• The form is available in the Circ middfiles - ORGS\LIS\Circulation Services\Forms and Signs

Off-line Circ Procedures

General guidelines

• Use Offline Circ If Millennium may be unavailable for an hour or more, or if you anticipate a lot of check-out activity. Use your judgment. :-)
  

The Offline client is available on 1 (one) computer at each branch.

• Music- on the one and only
• Armstrong - on computer on your left as you are facing the desk (from the staff side)
• Davis Family- on Circ computer # 4 (closest to the main front doors)
• Davison- on the one and only

Directions:

• Click on the "Millennium Offline Circulation" on the desktop
• Place cursor after the b and scan ID or type in patron ID number
• Type in the due date (28 days for books, 14 days for CDs, today's date for reserves, etc.)  Must be in MM-DD-YYYY format.
• Indicate Y for hourly or N for regular loan
• Scan the item barcode
• Scan additional barcodes for additional items or click "new patron" for a new patron

NOTE:  The first time you run the program:
     1. Go to View > Preferences and enter your statistics group (Main=100, Armstrong=200, Music=300, Davison=400, Ilsley=500)
     2. Uncheck the box labeled Check for barcode validity

IMPORTANT! AFTER USING OFFLINE CIRC MODE

• Offline circ data must be uploaded to system BEFORE online circ resumes. Follow steps as detailed in III documentation page #100147 and summarized here:
  

Directions:

• Check that the server is running. Test this by starting Millennium Circulation and logging in; you will not be able to log in if the server is not available.
  
• From the File menu of the OFFLINE circ module, choose the Upload circulation and patron data option.
  
• Millennium Offline Circulation prompts you to check that the server can accept data. If you were able to log into Millennium Circulation in step 1, choose Yes.
  
• Millennium Offline Circulation connects to the server and uploads the PC's patron.dat and circ.dat files to the character-based system. When it is finished, Millennium Offline Circulation displays the number of uploaded circulation transactions and patron registrations.
• Erase the files on the PC so that the same information cannot be uploaded again. Millennium Offline Circulation prompts you to erase the files after uploading them. You can also erase the files using the File | Erase circulation transactions or File | Erase patron transactions command.
• Alert Library Systems staff that offline circ has been used. They will load the data into Millennium using the SSH interface. Do not start regular, online circulation until uploading is complete

Borrower Data Base

General guidelines for entering new borrowers

• Weekly downloads of borrower records from Banner have greatly reduced the need for manual entry/edit of borrowersthough individual circumstances and borrowing needs may require manual changes in the data base
  
• If the borrower has a Midd ID, MIIS ID, MMLA or a VCAL (Vermont Consortium of Academic Libraries) card, but is not in the system, please enter immediately, no form needed
  
• Visitors from other NExpress libraries will be in the system via the Inn-Reach visitor check-out function
• If the borrower does NOT have a Midd ID, MIIS ID, MMLA or a VCAL (Vermont Consortium of Academic Libraries)card, a completed web form is required
  
• Web form - submitting web form verifies that user agrees to all borrowing policies
• Webform application for borrowing is automatically sent to the Lib Circ mailbox
  
• There is a 7-day wait to process guest applications
  
• Applications are processed weekdays at the Davis Family Library
  
• Davis Family Circ staff create a library card and account; 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 if 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 (or – double click in field to view ptype options)
  
• Email is required for library notices and courtesy notices; email can be updated by borrower in My Midcat; enter carefully to avoid errors; we use email only for library business
• Daily - check mailbox for pending applications
  
• Weekly - check mailbox for applications that require follow-up; refer to Manager as needed
  
• Monthly - review all new records created during previous month for consistency, accuracy, ptype, etc. (Mill Report)
• Annually - check card file; view records for 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
  

How to Add a New Borrower

Before adding a new borrower d'ouble check that the borrower is NOT currently in the system'

Search by:

• First name (may have been transposed when previously entered)
• Last name
• ID number
• Check previous borrowing history (check notes/messages on account if in system)
• Guest accounts with "overdue guest" status must see the Manager - messages/notes should document history
  
• If already in the borrower data base - edit as needed to update borrower information
  

*To add or edit:

• Mill Circ: Circ Desk mode – click on “NEW” icon
  
• Enter data as prompted for each borrower group (see below)
• Click next when ready to move on
• If you make a mistake, make a note of it and 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

Required fields

• Expiration date
  
• Ptype - 102
  
• Name - Last, First
  
• Email
  
• Address
  
• Barcode - in place of unique ID for guests
  
• Unique ID - required for authentication
  
• Telephone - XXX-XXX-XXXX (enter dash between numbers)
  
• Note field - include the date and your initials on each note
  

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!

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

Middlebury Staff, Students and Faculty; spouse/partners (Midd ID)

Verify status and contact information in College Directory

Retired staff/faculty are eligible for courtesy borrowing privileges with same privileges as when staff/faculty

• 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 (unless there is an end date to employment/dration of visit)

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  

Applied Music Faculty: 5/31/20XX; XX = End of academic year

Emeritus, retired Faculty  - No expiration date

Staff, retired staff - No expiration date

Spouse/partner - No expiration date

Summer faculty, students, families: 9/1/20XX; XX = current year

Summer faculty (student) researchers - end of employment date (may not be issued Midd ID, card issued by Circ, but needs student privileges, or faculty proxy)

Visiting faculty - exp date matches employment period/time on campus

MMLA faculty

• Patron type (change College admin staff to faculty as needed to access collections, loan periods)
  

Students: 1 - 10

Faculty: 50 - 60

Proxy: 57

Staff: 80 - 83

Summer: 121 – 124, 155, 160

• Name
  

Last, First

• Email
  

Verify correct email; using Midd mail or another email?

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

• Address information

Students - Campus Box Number

Faculty, Staff and Proxy - Campus address

Summer - Campus address

• Barcode

Students, Faculty; Staff, and Summer ptypes with Midd ID: Enter 6-digit ID number (no leading zeroes)

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

Students, Faculty; Staff, and Summer ptypes with Midd ID: Enter 6-digit ID number (no leading zeroes)

• Telephone: XXX-XXX-XXXX (enter dash between numbers)

Students, Faculty; Staff, and Summer: Not required

• Borrower Note (add date and your initials ot all notes)
  

Students, Faculty; Staff, and Summer - no note required

Winter Term faculty - enter "winter term faculty 20XX"

Spouse/partner - Enter name of spouse/partner "Spouse/partner of staff/faculty member X"

MMLA - enter "Middlebury-Monterey Language Academy"

Summer student researcher - enter sponsoring faculty member in note field

Faculty Proxy accounts

General

• Web form
• Verify contact information in College Directory
• Departmental Proxy cards - include name of Dept and names of all faculty members; 1 faculty member designated primary contact
• Merge or clear expired accounts periodically
• ILL - refer to ILL for ILL proxy borrowing
• NExpress - proxy is NOT possible for NExpress (requires authentication)
• Refer to Helpdesk for departmental copy, print account information/questions

How to enter

• Expiration date: As requested by faculty on application; exp. date on account matches application
• Ptype: 57 - Faculty Proxy
• Name - Last, First of faculty
• Email - faculty email
• Address - faculty Campus address
• Barcode - scan/enter barcode on library card
• Unique ID - enter barcode on library card
• Note field - name of research assistant/proxy "Research Assistant X may borrow on behalf of faculty X"
  

Guest Borrowers - general

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, a web application is required
• We do not have any active reciprocal agreements for students at other VT institutions; please refer students to their home institution ILL for borrowing Midd materials
• All others need to complete a guest borrower web application
• Auditors of classes taught at Middlebury must apply and be eligible 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 - issued/approved by HR or Old Chapel

• 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 (if a card is issued, enter as courtesy guest ptype)
  
• Local residents issued courtesy College ID - includes but is not limited to local physicians, special guests of the college
  
• Courtesy Guest - enter "Courtesy Guest; X"; where X=relevant qualifying info
  

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

• Expiration date - none
• Ptype - 100
• Name - Last, First
• Email - current email; using Midd email?
• Address - home address
• Barcode - scan/enter barcode on library card (if unique ID number not imbedded in Midd Alum ID)
• Unique ID - ID number on Alum Card in unique ID field
  
• Note field - alum year "Alum 'XX"

Recent graduates working on campus the summer after graduation

• Extend due date as needed. It's OK to leave patron type as senior over the summer;  verify email address, phone, add home address info. etc.
• If changed to alum ptype, no exp. date needed
  
• 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
  

Friends of the Library

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

Dependent of benefits eligible faculty/staff member

• Applies to academic year dependents who are not issued ID cards
• Parent/guardian completes and submits web form/application
  
• Parent/guardian assumes responsibility for all materials checked out on their dependent's account
  
• 
  
• Expiration date - match parent/guardian
  
• Ptype - 102
  
• Name - Last, First
  
• Email - parent/guardian
  
• Address - home address of parent
  
• Barcode -
  
• Unique ID - parent/guardian
  
• Telephone - XXX-XXX-XXXX (enter dash between numbers)
  
• Note field -  "dependent of X faculty/staff member"
  

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 by Education Studies Department:

• 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?
  

• Expiration date - 9/30/20XX; XX = next academic year
•  Ptype
• Name - Last, First
• Email
• Address
• Barcode
• Telephone - XXX-XXX-XXXX (enter dash between numbers)
• Note field - Educator courtesy - Enter name of school "Faculty at X 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 Davis Family Circulation Desk

• Expiration date - duration of the academic year; or 1 semester; max 1 year; as specified on VCAL application form/card; home library authorizes borrowing privileges
• Ptype - 102
• Name - Last, First
• Email - required - as with all other guests
• Address - home institution address AND home address
• Barcode - attach and scan barcode
  
• Unique ID - enter faculty home institution ID number
• Note field - enter name of institution "VCAL Faculty at X college/university, reciprocal borrowing"
  

General:

• Forms can be downloaded from the VCAL website or completed online and then printed out
• Faculty need to complete web form: name, home address, phone, email, name and signature of home institution, ID number from home institution; then print, sign and date form - this will authorize borrowing at any participating institutions
  
• Extra forms are available in the Davis Family Circ Desk forms file drawer
• Faculty need to read agreement, date and sign
• Circ staff of home institution date and sign form, and issue card to authorize borrowing for their faculty at other VT institutions
  
• Circ staff at each institution create the borrowing records for faculty from other VT institutions when presented with form and/or VCAL card, and ID from home institution
  
• Authorization is good for up to one academic year; this authorization expires on May 30th of the academic year issued
  

VCAL borrowing privileges for Midd faculty

• Home institution issues card and signs form
  
• Process form/card at Davis Family Library Circ Desk
  
• Midd Faculty need to complete form: name, home address, phone, email, name and signature of home institution, ID number from home institution; then print, sign and date form - this will authorize borrowing at any participating institutions
• Circ staff need to complete and sign the home library section on the form
  
• Attach expiration sticker to back of card (under vcal web address) and give VCAL card and authorization form to faculty (the same form can be used at any participating college)
  
• Cards are valid for 1 semester or 1 full academic year; check faculty's Midd record for expiration date to determine length of VCAL borrowing privileges (departing and visitng faculty may not be eligible for full academic year 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
  
• Insert "VCAL" note in borrower record
  
• VCAL note in account is used to gather usage stats
  

VCAL borrowing privileges issued TO visiting faculty from participating institutions

• Home institution issues card and signs form
  
• Process form/card at Davis Family Library Circ Desk
  
• Visiting faculty member from participating institution presents a VCAL card and a valid ID from their home institution (with valid expiration date sticker on back) and may also present the form from their home institution (give the fom back to the visiting faculty member)
  
• Attach Midd 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 information into data base
  
• If they have a card and no form, assume that they have been authorized; will still need contact info to create account in system
  
• VCAL ptype is used to gather usage stats
  

VCAL 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
  
• 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 borrower assumes responsibility for replacement of any lost materials
  
• 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; completed web form required
  
• Note field - enter message "only gov docs may be borrowed on this card"
  

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 submit web guest application; name of school, home address and email required
• Note "high school student taking X course code/number with Professor X; semester X; name of home school; your initials/date"
  

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
  

Addison County Residents- Community Guest Borrower

• Expiration date - usually 3 month or 1 year; last day of the month
• Patron type - 100 – 107; choose appropriate ptype based on type of guest borrower category
• Name - Last, First
• Email - required; we do not send paper library notices (we DO NOT share email - and we respect confidentiality and privacy)
• Address - home address
• Barcode - scan/enter barcode attached to library card
• Unique ID - do not enter a unique ID for guest borrowers
• Telephone - required
• Note field - "Community Guest Borrower"
  

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: recent Feb grads have student privileges until May graduation
• Summer: recent grads; may be alum or summer staff; update ptype to reflect current status; enter home address; update email; phone, etc.; remove exp. date from record

Borrowing policies and procedures

Check here for borrowing policies and guidelines.

Circ staff procedures - following up on overdue materials

General policy: Overdue materials

• There are no overdue fines, but keeping library materials past their stated due dates will result in loss of borrowing and requesting privileges
• The Borrowing system will automatically block borrowing and requesting privileges if library materials are kept beyond stated due dates; once the items are returned, the block is automatically cleared
• Reserve, media equipment, ILL, NExpress, hold and recalled materials are in high demand by our user community
• Items in high demand will prompt a manual block if kept beyond stated due dates
• Manual blocks will be added to borrower accounts for overdue materials at the discretion of Circulation staff on the basis of repeated abuse of borrowing privileges
• Manual blocks can only be cleared by speaking directly with a supervisor
• Repeated abuse of borrowing privileges may result in permanent loss of borrowing privileges; and could result in referral for College judicial procedure.
  

Supervisor Procedure for Follow-up on Overdue Recalls, Holds, Reserves, Equipment, Media, ILL

1. Email borrower; copy Lib Circ mailbox
   
2. Edit borrower account:
   

• Add a manual block- select appropriate type
• Add note field - item type, brief description of issue, your initials, date
• Check for previous notes
• Three notes indicating problems = consult with manager about a permanent borrowing block

Browsing DVD Collection

Davis Family Library

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

CHECK OUT

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

CHECK IN

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

MAINTENANCE

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

Music Library

• Cases and DVD’s will be stored behind the Circ Desk for retrieval by Music Circulation Desk staff
• Loan periods will be the same across all branches for Media Browsing: 3 days for students/staff, 14 days for faculty, not available to Alumni or Guest Borrowers
• Currently no Media Browsing materials available
• Current Media materials kept behind the Circ Desk

Browsing Book Collection

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

LP, LD and Oversize VHS Collections

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

• Borrower places web request
• Or requests that Circ staff place the hold in Mill Circ
• Select pick-up location
• Process paging slips
• Email Special Collections staff to retrieve requested item
• Special Collections staff deliver to Davis Family Circ
• In Mill Circ – check in to generate hold/transit
• Check out to borrower
• At check-in, hold at Davis Family
• If returned to branches – transit to Davis Family in courier bin
• Email Special Collections staff to pick up for return to Special Collections shelves
• Or hand deliver to Special Collections
• LP’s circulate for 2 weeks to all borrowers (except ILL – 60 days)

NExpress Workflow & Procedures - Circulation/ILL

• 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; Davis Family slips on the NExpress cart for retrieval by ILL; Davis Family Circ back-up in the absence of ILL; deliver to the Davis Family 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 Davis Family until Monday. Items will be delivered to Davis Family 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 – Davis Family, Music, Armstrong
• Place INN-Reach slips with Davis Family 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 Davis Family Library 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 Davis Family - Red NExpress cart
• Use courier bins if necessary for next day delivery to Davis Family - wrap with NExpress outgoing warning label so they do not mistakenly get checked in at Davis Family (which will delete the request in the NExpress system)
  

PAGING

• ILL will retrieve; Davis Family 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 Davis Family 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 borrowing library section for mailing/shipping
• Return processing cart to 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 Davis Family 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

Davis Family 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 Davis Family 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 Davis Family Circ (for double check-in by Davis Family 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 Davis Family 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 default to 4 hours.
• Include any special instructions in the "Note" field.
• Click on "SUBMIT" button
  

Loan Rules and Policies

• Booking period equals the loan period
  
• Supervisors - override/adjust bookings as needed to accommodate changes to film screening schedule and faculty/student/projectionist screening the film

Reserve Procedures/workflow

• Media is placed on Reserve - request includes time, date and name of screener
• 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 Reserves 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 Libraries: 202 total (though numbered 1-308 with gaps) at Davis Family; 8 at Music and 9 at Armstrong. 

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 staff 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, change out peeling or faded barcodes on tags, submit replacements for missing or sharply bent keys to Building Supervisor, who is our point person for Facilties requests
• Check that the LIS webpage has correct carrel information, including carrel maps and printable applications

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: (at all 3 branches)

• 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 at Davis Family
• Print out a master carrel map (1 side per page - not double sided) and a large stack of applications at Davis Family

Carrel Day (and thereafter) Checkout Procedure:

1. Applications and map ready; "take a number" system ready

2. First come/first served starting 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

3. No Banner print-out required; should be p-type 6 (thesis student); if not, note on application for follow-up

4. If they have the appropriate p-type, give them the Carrel Map (at Davis Family - we have one master map for each semester) and ask them to pick a carrel

5. Retrieve the key. Regular carrels will have a carrel key on a black tag. The Media Closet Doors include ALL carrel keys.

6. 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
• Due date defaults to end of term date
• Close the transaction
• Cross out their carrel on the master carrel map
• Give them the key.

7. Fill out the back of the application: their name, carrel, and the bottom “staff only” section

8. File applications; follow-up on incomplete applications; issues with Banner eligibility

Carrels During Summer sessions

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 Lanuage Schools.
Where:

Davis Family: 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.

Armstrong: 9 carrels on lower level

Music: 8 carrels

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, change out peeling or faded barcodes on tags, submit replacements for missing or sharply bent keys to Building Supervisor, who is our point person for Facilties requests

It's also a good idea to check locker key inventory during fall & spring midterms, as it's a heavy use period.  For missing or lost & paid keys, submit for replacements as described above.

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)
• Image, delete, charge, check/tidy all parts for returned equipment
• Use equipment returns cart to hold returns until able to devote time needed to check in and charge, check for parts, re-image etc.
• Run bookings maintenance in mornings to ensure equipment is tagged and available
  
• Run bookings maintenance in evenings to ensure equipment is tagged and available for the next day

• 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 / power adapters tidy (1 per laptop and adapter on each shelf in cart)
• Headphones: tidy and wrap cords
  
• Wrap cords; general tidy of equipment and cordage
• Inventory of equipment as time/activity levels allow
• Cancel old bookings - view bookings for dates past

Yellow Cable Program

• Yellow cables are provided by LIS to supplement wireless coverage in the Libraries
• Middlebury College students, staff and faculty may borrow an Ethernet cable for in-library use by leaving their Midd ID at the Circ Desk
• Lost cables will need to be replaced before the ID is returned
• No Midd ID - NO cable; NO exceptions
• Each Circ Desk will keep ID cards secure in a mini-file box
• Unclaimed IDs should go to Public Safety

Equipment Training Tutorial

The Library has over sixty different types of equipment available for loan through the Circulation Desk. Most equipment lives at the Davis Family 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 (Davis Family, 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 Davis Family 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 Davis Family 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 Davis Family 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 Processing

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 Statistics

Semester stats are included in Circ Stats in Dec, Jan. May column (in statistics document in shared folder)

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

ERes Statistics

Coursepage stats:

• 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

Faculty stats:

• Organize excel sheet by faculty name and count number of faculty

New Documents stats:

• 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

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 canceled, item will go to "in transit" status. After adding item to course reserve, edit item record to "available" and remove message "in transit 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 NAME: 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.

Photocopies

• Complete bibliographic information must be written on the photocopy (journal article: title, publisher, volume number and year; book: author (or editor, 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. Permission letters are kept on file in reserve office.

Media Reserves

Adding Browsing DVDs to reserve

Use same procedure as adding books to 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

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 "S10") 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

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

• Create Lists button: select empty file (with 5000 max records)

• Click Search Records
• Title it "Reserves"
• Store record type: i (item)
• Then: i (type), 79 (field: location), = (condition), mmcs (value a) then "search"

Next, enter circczar initials (Admin - set initials)

Rapid Update button: "select record type to modify": i (item)

• Review file: select the Reserves list
• Select: 97 (field), r (value), then "Start"

To undo, follow the same process except:

• Replace with "No message": 97 (field), - (value)

Overdue reserve items

Click "Create Lists" button

• Select an empty file. Click "Search Records" button. Name file "Reserve Overdue_date_initials"
• Select "retrieve saved query"
• Select list "Reserve Overdue - MAIN"
• Click "select" then "search"
• When overdue list is complete, click "list records" and make the following selections:
• b: c (call number); b: t (title); i: 73 (overdue date); i: b (barcode); then # of blank lines: 1; click "number records in list"; then click "OK"
• Print 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"

Adding Global message (1 Day Loan, 3 Day Loan)

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)

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 Cataloging

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: libres@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 Cataloging function of Millennium, run a global update to remove reserve item message from each record (see Procedure for Batch Reserve Note)

Deactivating courses at end of term

In course reserves button options -- records whose status should change

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

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): title (t)

Bib (b): author (a)

Bib (b): call number (c)

Item (i): call number (c)

Item (i): barcode (b)

Bib (b): pub info (p)

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

Personal copies

Follow instructions 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)

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 procedures

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

During the semester procedures

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

Annual procedures

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 Liaison's letter.
• End of July, early August: send reserves information to All Faculty. Add cc to liaisons (LIS Academic Consulting Services list)
• Mid Oct: send 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 calendar

End of term: purge records

Summer Programs

Bread Loaf School of English (VT and NM), Language Schools and Bread Loaf Writers' Conference

Procedures for reserve submissions vary for our summer programs. Please see information under specific school

BLVT and BLNM 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 indeed 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 Davis Family (normally the Monday after graduation. NOTE: request BLWC books to be picked up from Davis Family and delivered to Davison on the same day BLVT books are returned to Davis Family)
• 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).

Spring: special BLNM processing

Contact: Laura Cooley Email: Laura.Cooley@sjcsf.edu Charge to: nill bread Books due: August 21st Ship Via: UPS to

Saint John's College Library C/o Laura Cooley 1160 Camino Cruz Blanca Santa Fe, NM 87505

After Lists have been Prepared by Reserves department

• Items are ready to be picked up in stacks. Pay special attention to the desired year and # of copies needed
• Missing items need to be searched for extensively; if not found, alert Reserve and they will place order through Lib Acq
• Checked out items need to be recalled
• Order items we don't own, and items that need updated editions
• Check out items to "nill bread" in iii. Set dues date for August 21st
• Include pink slip in front cover of each book that indicates which course the book belongs to, and the number of books there are for that particular course [might eliminate this step in '10?]
• Make copies of each course list to use as packing slips in boxes. Write down the number of books on the top of each packing list
• Include an additional sheet in each box that indicates the box # (ex: Box #7), what course(s) the books in each box are for (ex: this box contains books for course 7740 and 7360), and also note whether or not a packing slip is included for the course in that particular box
• Books should arrive in New Mexico as early as two weeks before classes begin. Books need to arrive between May 30th and June 6th.
• Email Laura to let her know when boxes were sent, how many to expect, and what items (if any) are still pending (ex: books still checked out, or on order, etc.)
• Send pdf file of course lists to Laura via email

June: Retrieving 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-BL10 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 separate area in reserve area
• Add colored dot to spine label to distinguish reserve books from Davison books
• Organize books by call number at Davis Family
• Send request to Acquisitions 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 Davis Family

End of BL 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.

Tear Down at Davison

• Scan shelves for DAV books, ARMS, and Music. Remove and reshelve or put in designated box. Label boxes with call numbers.
• Pack up boxes on Thurs. or Friday before graduation. Arrange transportation of books back to Davis Family on Monday following graduation

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 contact 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

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 Writers' Conference, BLWC-09; Loan Period: 90 (1 day loan), location: mds (Davison Reserve)
• Add items to reserve course
• Add colored dots to spine label to distinguish reserve books from Davison books
• Shelve processed books in separate marked area in reserve area, organized by 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 Midd. Forward book order requests to Acquisitions Department

Language Schools

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 screening. Item should be marked with English title, faculty name, course number, date of screening. Catalog 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.

Library Reserves Mailbox

Follow general procedure 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

For multiple requests (emails) generated from "put on reserve" icon, create a word document with multiple requests. Email document to Lib Res mailbox, 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 complete purchase 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

Stacks

Stacks student employment.

Contact the Student Employment Office.

Guide & Procedures for Book Cleaning

• You will need vacuum with brush tool, and dustrags misted with Windex; the latter for dusting vacated bookshelves; bookwagon; ext cord. 
  
• If topmost shelf is VACANT, dust with dustrag
  
• If top shelf is loaded, unload and clean to your bookwagon, then dust emptied shelf. then begin removing volumes from shelf immediately below, vac-brushing as you handle them
  
• Remove however many volumes as you can COMFORTABLY
  
• Rest volumes on edge of shelf so you don't need to fully support weight of books in your hand
  
• Clean top edge of the books; vac-brush fore-edges and bottoms as appropriate (books on open top shelves and all bottom shelves will be most in need), and place on vacant upper shelf
  
• DUST the shelf that you have just cleared
  
• Continue pulling volumes from each succeeding shelf, clean, and place in sequence on DUSTED vacated shelf immediately above
  
• When bottom shelf has been vacated (if necessary) and DUSTED, replace all books, in sequence, to their previous shelf locations
  
• Be absolutely certain you're returning cleaned books to the shelves in correct call # sequence; if you catch any errors, please correct them; if you drop a handful (you won't, but in case you do) take the time to re-sequence; you CAN and SHOULD readjust shelf loading (space distribution) as you see fit, eg move books from crowded shelves to previously vacant or lightly loaded top/bottoms
• TRACKING: please finish working and entire single-faced section of shelving before you knock off, and place marker at beginning of next shelf to be worked. as redundant check, record CALL NUMBER of next volume to be cleaned on the card that will remain in Stacks Office
  

Vac-brushing TIPS

• You need to agitate your brush lightly along edges of each book to loosen dust, but avoid pressure that may grind grit into the text block; light, brisk brush action is effective, easy to apply and will preserve life of your cleaning brush; don't be concerned about dust that will not come clean with light agitation -- there's a limit to what can be expected with this sort of cleaning, and what appears to be soil may be stain or discoloration due to light damage
  
• Vaccuum cleaner: leave power ON until you have worked thru vac-brushing a SF section; power off while you stop to replace books. please don't turn off/on at each shelf. -remember to let the shelf-edge take the weight of each handful of books as you vacbrush tops of text block: you will want to minimize the time you are holding the full weight of each handful to stave off arm fatigue

Microprinter Maintenance

canon microprinter puzzles

1) will not print: -no power at printer -out of toner or paper; printer paper jam -transport control not centered on detent (note, as of 03/09, detent click broken on station #4, you need to "feel" for center point: glass flats drop into place on film) -“F4” not selected (Canon 800 only) -setting on paper tray does not match paper loaded

2) won't focus -check for correct seating of lens carrier and -lens body fully seated in carrier; there is a locking pin that must be engaged in the carrier -film carrier fully seated to rear, locking lug engaged

3) shadowy copy/light copy -adjust copy density control on remote pad -damaged film or dirty glass flats -fingerprints on lamp: these cannot be removed, so use care in replacing lamp -auto condensor not actuated: rotate zoom control fully to both ends, then set as desired -check settings for (a) "sharpness", (b) "picture"

4) transport/threading failure -you can’t manually thread, must use auto-thread feature or you’ll mis-cue the electronics: always use auto-thread/reset function -metallic supply spool will NOT function on roll carrier: pre-wind film onto plastic spool -16mm setting selected, 35mm film supplied

5) dark band across screen: power off, then on; repeat if necessary

6) portions of screen image deleted: check trim setting (Canon 400 only)

• For service: 800 724 0340 for sales: 800 836 0912 (as of 03/2010)
• Toner cartridges, replacement lamps: located in projection room Davis Family Library 231. Cartridges stacked on cart or on floor: please refer to labels applied to cartons to match cartridge to printer. projection lamps: top drawer of metal cabinet in 231. refer to label on lamp carrier for correct bulb: each is coded on its box.
  

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
  
• Satellite Collections - CSO, Scott Ctr, Twilight - processed by LIS; purchased by and housed at other campus locations; status "at x location" - example "at Scott Ctr"; send via intercampus envelope to satellite location; P&P will ship to location if multiple items are processed at once

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

Davis Family & 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 (Davis Family only) should be stapled to the corresponding weekly sheet
  
• Any duplicate signed credit card receipts (Davis Family only) should also be stapled to the weekly 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 (@ Davis located in locked department file cabinet in Lib 250A) (@ Armstrong, in room 208 locked cabinet), transfer the information and place money in red (Davis Family) 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
• Save cash transactions/recepts history for current year
  

Music Library Circ Cash

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 Davis Family Library.

Instructions for Using Credit Card Machine: (Davis Family 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; on campus at the Davis Family Library Vestibule (ATM Machine) every Friday morning between 8:30 and 9 AM
Alissa Cutter Student Financial Services Meeker House 206, (802) 443-5997 Email: cutter@middlebury.edu

Circ staff scheduling/calendar procedures and time guidelines

Conferences and Travel

• Consult with Circulation Services Manager and/or your direct supervisor to plan time off – all or part day – for workshops and conferences – pre-approval required
  
• Submit a conference approval request for time off for workshops/conferences that require $ reimbursement PRIOR to conference.
  
• Submit travel reimbursement form immediately after travel; keep all receipts; attach originals
  
• Forms are available in middfiles - LIS staff folder
  
• For hourly employees – travel time can be paid time – plan work schedule carefully after consulting with direct supervisor, manager, AD or HR to calculate hours for travel/conference time (sleeping is unpaid time)
  

Outlook Calendar and Schedule

Color code:

Blue - shifts at Davis Family

Purple -shifts at Armstrong

Green - shifts at Music

Yellow - request for time off pending

White/no color - out

Red/salmon - gap in the schedule

• Update your Outlook Calendar view to include the Circulation Services in Public Folders and add to your favorites list
  
• If using webmail - use Internet Explorer to access public folders
  
• Record your regular schedule as a recurring appointment with no end date. Type your name in the Subject field and enter the branch where you are scheduled to work in the Location field. Label with branch color. Specific time display (busy, free, etc.) is not required for shared schedules. Unclick reminder box
  
• The Circ Calendar should reflect the start and end time and work location (branch) of the shift
  
• Use your personal Outlook calendar to schedule personal appointments and meetings within the scheduled workday; collaborate with co-workers to ensure adequate coverage
  
• Outlook permissions: Anyone can add an appointment; appointments can only be edited by the person who entered the appointment and by the Circulation Services Manager and Coordinators as needed
  

When you are not working a regularly scheduled shift:

• Each staff person assumes responsibility for ensuring that their work schedule is accurate and up to date in Outlook - including substitute arrangements
  
• Consult with Circulation Services Manager and/or your direct supervisor to plan time off – all or part day
  
• Consult the Circ Outlook calendar to determine if others are out that day; avoid scheduling time away when others are already scheduled out
  
• Schedule planned time out as far in advance as possible, in consultation/collaboration with Manager and co-workers
  

• Edit as needed to accurately reflect your schedule – adjust start and end time if different from regular schedule, or anytime your absence creates a gap in coverage
  
• Identify any gaps in the schedule – even if they have not been filled.
  
• If you have arranged for a sub, open the appointment as a single meeting occurrence and change the individual occurrence: record the sub arrangement in each individual occurrence and adjust the time. Example: X for Y 7:15 – 4 pm
  
• Use Outlook schedule function to “invite” the person covering for you - the invite serves as a reminder and confirmation of the arrangement – and the shift appears on the individual’s personal calendar in addition to the departmental calendar
  
• If you do not need a sub, do not delete the appointment: open the appointment as a single meeting occurrence and change the individual occurrence: write OUT after your name and check the "all day event" box. Example: X OUT (now displays on top of calendar)
  
• If you will be out more than one day: record the range of days out after your name. Example: X OUT 5/31-6/5; adjust individual appointments as needed to ensure accurate display on each day out (may need to delete individual appointments on the days out)
  
• Record your days out in the Circulation Services and the all LIS Calendar – strongly encouraged by LIS Administration as a tool for alerting other LIS members to your days out
  
• Tip - use the "copy to…" function to add changes made on the departmental calendar to your personal calendar; then adjust your personal calendar as needed to reflect out of office status
  
• Use the out of office tool and keep your personal calendar up to date to assist with coordination of scheduling and to keep users and co-workers informed
  
• As a courtesy to users and co-workers, please use the call diversion and message functions on your phone when out for long periods
  
• Request subs by emailing the LIS Circ Services list; use "reply to all" when confirming arrangements so that others on the team are informed about substitute arrangements
  
• Verify that schedule changes are correct; it is a shared and personal responsibility to alert each other to schedule gaps and errors
  
• Keep in mind that on-call staff may not always have access to email – please follow up with a phone call if the request is urgent
  
• It is the responsibility of each staff member to know their schedule and to arrange for coverage as needed
  

Davison Desk - separate Outlook schedule - Summer only

• Summer means even more schedule changes as we add the Davison Desk to our busy schedules<br>
  
• The Davison Desk schedule is a separate Outlook schedule (not integrated with the Circ Outlook schedule)
  
• View the Davison Desk schedule in addition to your personal and Circ Outlook schedules when evaluating coverage and staffing gaps
  
• Circ staff who are scheduled at Davison MUST ensure that their regular responsibilities are covered in their absence
  
• It is the responsibility of each staff member to know their schedule and to arrange for coverage as needed
  
• It is a shared responsibility to alert each other to schedule gaps and errors
  
• Tip - add the Davison schedule to your favorites so that you can easily display your personal, Circ and Davison schedules side by side for viewing.
  
• Tip - copy your schedule “appointments” from shared schedules to your personal schedule

Planned time away from work

• Pre-approval required by your direct supervisor, the Circulation Services Manager or User Services Area Director for all changes to the regular schedule
• Consult with Circulation Services Manager and your direct supervisor to plan time off – all or part day – for any time away from your work – including flex time
• Plan as far in advance as possible to allow careful and equitable consideration of all requests for time off
• Consult with team directly affected by your absence as far in advance as possible
  
• Determine schedule/workload gaps; coordinate schedules with team and post for a substitute as needed
  
• Record schedule changes in the Circulation Outlook Calendar – see above
  
• Vacation time should be requested in advance of making plans; in order to coordinate multiple requests; direct supervisors will record requests for vacation days/time away from work. Pending requests will be in yellow, with name of staff member and date range followed by a question mark and will be approved as soon as possible, pending adequate coverage at all service points. In the case of staffing shortages, priority will be based on timeliness of the request and the equitable distribution of vacation time across the work group
  
• LOA – required for longer periods away – consult with Manager and HR
  
• Time away for a medical or family reason – contact HR for eligibility criteria
  
• Feel free to contact the LIS HR Generalist drectly with any questions or concerns
  
• HR should be alerted to unplanned absences longer than 3 days

Recording Time in Banner (Contact HR with questions or concerns)

• You are responsible for ensuring accurate time reporting
  
• Record actual hours worked – plan ahead and flex schedules to ensure that you stay within budgeted hours within EACH week
  
• Hours can’t be carried over from week to week, or pay period to pay period in an effort to avoid overtime
  
• Hourly employees cannot voluntarily forgo pay for hours worked
  
• Hourly staff cannot “volunteer” their time for work performed related to their job. Other work (e.g., staffing the hockey rink, ushering a CFA event) may be performed on a volunteer basis
  
• It is required that you are paid for each hour or portion of an hour worked and that you claim CTO for time not worked
  
• Overtime needs to be pre-approved by Area Director
  
• Enter all time worked in 15 min. increments - round up or down to the nearest quarter hour
  
• Hourly staff should use CTO for each hour/part of an hour away from work
  
• Breaks – must be paid time unless completely free of work expectations for at least 30 minutes (for example - if you are required to eat lunch/dinner at your desk – it is paid time)
  
• Full days/shifts - plan your day with co-workers so that you can take an unpaid meal break (30 minutes required; 1 hour encouraged) away from work – completely relieved of work responsibilities
  
• Breaks of less than 30 min are considered worked time
  
• Breaks are not intended for arriving late or leaving early; two 15 min breaks may not be combined for a half hour paid meal break
  
• Unexpected closings that affect your regular schedule may be paid time – supervisors will contact HR to determine on a case by case basis (until a standard HR policy is developed)
  
• Note all changes to your regular schedule in the Comments section of your Banner time sheet
  
• On-call staff - note details of date and location worked – Info, Arm, Davis Family, Mus, Dav, Stacks – in Comments section
  
• E-mail time is paid time (every effort should be made to use email for work related reasons when at work); consult with your direct supervisor and the Circ manager to be paid for email time; 15 minute increments - round up or down to the nearest quarter hour
  
• Please note any special release time in the Comments section of Banner

Staff Schedules and Time Management Guidelines - Unexpected time away from work

• To ensure consistency and to facilitate communication and coordination of team schedules and activity please refer to the guidelines below
  
• Scheduling and desk coverage is a shared responsibility - every member of the team assumes responsibility.

Illness, injuries, weather related etc.

• In an emergency, if unable to work as scheduled, call co-workers directly affected by your absence and the Circulation Services Manager as far in advance of your shift as possible
• Refer to the Team contact list/phone tree to notify, by phone, co-workers directly affected by your absence and to ensure smooth functioning of services
• If all else fails, call the Davis Family Circulation Desk (during open hours)
• Notify your direct supervisor and/or the manager – whether by phone or email - ensure that contact has been made and that substitute arrangements have been documented
• You are not required to provide details of a personal emergency
• Follow procedures in the Emergency Handbook for unscheduled closings
• For unanticipated staffing gaps due to medical or personal reasons, the team will rely on each other to ensure that each member of the team is supported
• Feel free to contact the LIS HR Generalist directly with any questions or concerns
• HR should be alerted to unexpected absences longer than 3 days
  
  

Customer Service

We are here to help. All questions are welcome, and there are no walls between us and our users. Circ staff will:

• Be approachable
• Treat each customer with courtesy and respect
• Remember that some customers may become frustrated with the system; thus we will use our knowledge and skills to guide them through the process
• Listen to requests carefully and ask questions directed at finding what the person truly wants
• Be understanding and flexible
• Use LIS policies as guidelines, not roadblocks. If there is something in the policy that unnecessarily interferes with providing the best service, we will follow up on the matter to ensure that the issue has been addressed
• Find someone who can help if we are unable to do so.
• Inform the customer promptly if the request will take some time to complete; we will estimate a completion date and respond back to the customer at that time.
• Inform the customer when a task cannot be accomplished, and suggest alternative approaches if at all possible

CHECKLIST FOR CUSTOMER SERVICE EXCELLENCE

Put the customers first by being aware of their presence and by interrupting routine tasks to provide service.

• Look up from routine tasks frequently
• Promptly stop other activities to assist customers
• Assist when and where needed to provide customer service
• Do not allow personal difficulties to affect attitude and approachability

Acknowledge every customer with a pleasant verbal greeting and open attitude.

• Greet EVERY customer EVERY time
• Smile and make eye contact
• Ask if the customer has found everything he or she needed
• Focus your full attention on the customer throughout the transaction
• Do not be distracted by other tasks, conversations or activities

Base service to customers on the values of the library rather than your personal convictions.

• Serve all customers equitably
• Explain policies and procedures in a knowledgeable, positive and well-informed manner
• Do not express personal opinions about library policies or procedures
• Respect customers by handling all transactions in a non-judgmental, confidential manner.
• Use a voice level that does not permit other customers to overhear the discussion
• Understand and follow policies regarding customer record confidentiality
• Do not discuss customers or their transactions in any public area

Solve the customer’s problem at the first point of contact.

• Maintain a positive and calm attitude and use a quiet, pleasant voice
• Explain policies and procedures in a knowledgeable, positive and well-informed manner
• Offer options appropriate to the situation
• Make exceptions based on the principles of excellent customer service and consistent with policies and procedures
• When unable to resolve the issue, use a positive transition statement, such as “Perhaps my supervisor can help you.”
  

Work Ethic

• Be enthusiastic. Willing to accept a challenge; a positive attitude
• Be action-oriented. Willing to take the initiative and do something rather than wait for something to be done
• Be hardworking. Willing to do more than what it takes to get by; willing to contribute the extra effort, even if it may not be recognized
• Be clear thinking. Thinking an idea all the way through and analyzing its implications
• Interact well with co-workers. Establish and maintain positive and effective working relationships
• Be supportive of one another with consideration and kindness.
• Technologically oriented. Willing to be open to new technologies and able to apply them effectively to the work
• Pro-active. Always pressing to move forward and improve.
• Integrity. Honest, trustworthy, able to respect confidentiality; able to balance the rights of the individual with the mission of the Libraries.
• Communication. The commitment to communicate appropriate information in a timely and effective manner to those who will be affected by it.
• Promoting the intellect. An appreciation of and commitment to advancing education, research and other scholarly pursuits.
• The Lighter touch. Able to balance the seriousness of purpose with the ability to enjoy one's work and accomplishments. Appreciating the value of a good laugh.

Top Ten Email Tips

1) Grammar:

Office emails should be legible to all recipients. Please save text or chat speak for personal correspondence. Compose an email using the language you would use to speak to your boss, a fellow employee, or a customer. Write clearly and do your best to use correct spelling and grammar. Use a spell-check program before sending an email.

2) Discretion is the greater part of replying:

Imagine that you've received a piece of company-wide e-mail from someone in your very large organization. If you feel the need to respond to the sender, rest assured that every member of your very large organization does not want to read your reply, no matter how witty or urgent you may think it is. Beware the "reply all"!

3) The subject "Re: " means nothing:

In other words, fill out the Subject line. If the subject of the message wasn't important enough for the sender to fill out the Subject line, then it's not important to me. Be gone!

4) Greetings & Salutations:

Don't forget to address the recipient of your email, and close the email with "Sincerely, your name," or something similar. Even if you're in a rush, it only takes a second to be polite. Short emails that contain only one sentence or curt language can be mistaken for rudeness or inconsiderateness. Also, don't forget "please" and "thank you," when appropriate.

5) Stop yelling at me:

USING ALL CAPITAL LETTERS IS NOT ONLY RUDE AND IRRITATING, IT'S ALSO HARD TO READ. Save your caps for special occasions, such as those times when you want your recipient to know you're shouting.

6) Fonts:

Stick to traditional fonts like Times New Roman, Arial, etc. and traditional font colors (black on white background).

7) Humor:

Humor can be difficult to convey through written words. Tone and inflection are not apparent in an email, and it can be easy to offend when you're trying to be comical. Save humor for speaking if you must share an anecdote or humorous comment. Sarcasm and wit are difficult to express when written; leave that to professional humorists, writers, and comedians.

8) Don't be a cyber-coward:

If you've got something to say that is highly personal, scary, sad, angry, tragic, vicious, shocking, or any combination of the above, please do it in person. (Actually, I prefer you don't do it at all.) Sentient beings are filled with emotions (and NOT emoticons). E-mail programs aren't the best translators of this.

Anytime things gets emotional, confusing, overly complicated, or the e-mails start piling up, then it's time to get off e-mail and to move from digital to face-to-face interactions.

9) Itchy trigger finger? Count to 10 before hitting the Send button:

You're hot under the collar. But before sending your scathing message out there to the world (with virtually no chance of retrieving it), remember this: the pushing of the Send button lasts a moment; its effects can last a lifetime -- or at least until you're back on the street, looking for another job.

10) Finally:

Giving a little thought and effort toward email etiquette can go a long way in maintaining a good office morale. Just remember to be professional and courteous. The main point is: think before you send.

Annik Stahl, the Crabby Office Lady columnist

http://office.microsoft.com/en-us/help/HA010429671033.aspx

Send: The Essential Guide to Email for Office and Home, David Shipley and Will Schwalbe, Knopf, 2007: http://ezinearticles.com/?Office-Email-Etiquette&id=1172891

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 position descriptions (link to SEO, eventually)

Pay Level Criteria - Level A

• 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

• Provide front line borrower, circulation and information services to the faculty, staff and students of Middlebury College, applying basic knowledge of library systems and theories
  
• Commitment to excellent customer service
  
• Commitment to agreed upon schedule

Summary of Position:
The LIS Circulation Assistant - General - Level A

Provides front line borrower, circulation and information services to the faculty, staff and students of Middlebury College, applying basic knowledge of library systems and theories

Primary Responsibilities:
• Provide excellent customer service, assist borrowers with all aspects of library circulation; insure accurate and efficient circulation of LIS resources
• Front line support will be provided at all Circulation service points during 24/7 exam periods, weekends, late nights, and other times during open hours to insure high level of service; assist with opening and closing routines
• Provide support to Circulation, Reserves, E-Reserves, Stacks, Interlibrary Loan Services at all branches
• Teamwork to insure excellence in library borrower, circulation, information and customer services to the user community of Library and Information Services, providing attentive, timely and excellent service, following established practices and procedures
• Borrower, circulation, information and customer service will be attentive, accurate, consistent, professional, and confidential
• Basic functional knowledge of multiple modules of the Integrated Library System will be utilized to provide accurate and efficient circulation services
• Regular, consistent, courteous and proactive communication; initiative to stay informed regarding policy and procedure; facilitate and communicate schedule availability; active participation in training
• Respect and adhere to policy and law regarding confidentiality of borrower records and transactions; maintain security of LIS collections
• Meet users’ needs while maintaining library policies and procedures, insuring consistent, excellent standard of service
• Other related circulation, clerical and library duties to support LIS and Circulation Services including, but not limited to: collecting payments and recording transactions; retrieving and searching for library materials; scanning or photocopying; recording statistics; mailing; minor repairs of library materials; filing; loaner equipment maintenance and troubleshooting; media materials maintenance; shelf maintenance; copy/print equipment troubleshooting; data entry projects; periodicals processing
• Work cooperatively with others and accept direction from supervisors
• Other responsibilities as required to assist the department in obtaining and maintaining its mission

Expected Outcomes:
• Consistently high level of user satisfaction with the services provided by Circulation Services

Education/training:
• Current Middlebury College student

Experience:
• Experience in customer and/or library information services preferred
• Basic knowledge of library systems, library and information services, customer services, desktop applications preferred
• Technology, library and information literacy preferred
• Interpersonal and communication skills, ability to communicate in a customer service-oriented manner essential
• Ability to work successfully in a team-oriented environment, responding rapidly and gracefully to changing demands

Policy Handbook

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? Communication is the key!

• Send an original email to the appropriate student assistant distribution list - do not tack your request on to an exisiting request

• Davis Family Library: LIS - Davis Family 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

• Davis Family - the Library Circulation mailbox gets copied automatically

• Type your name, the day, date & time and location (which branch library - Davis Family, 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 and to work out a solution

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 Davis Family 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 print personal materials, including homework, from behind the circulation desk. This is true even if you are not working.
• 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 - Davis Family 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 Davis Family 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 Circ supervisor if you are not sure of the answer or procedure

Training checklist

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

Additional training materials

Student training archive

Training quiz

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
  
• 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/Google, group email; confirm work schedule; orientation; shadow/training 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.

A. 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.

B. 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. 

5)  For more information, consult Find Books and Find Articles.

C. 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.

D. 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.

E. Where are THE NEWSPAPERS?

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

1) Do they need a specific newspaper? See letter B ("Where is this JOURNAL?") 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.

F. 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.  Also try the Video, Images and Sound Effects guide.

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.

5) For more information, see Find Videos.

G. 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 Research Advice page.

H. 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!

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.

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

• Carrels - Senior thesis carrel reservation procedures for staff

• Daily checklists and routine procedures for Circulation Staff

• Film Screenings