Circulation Services Workgroup

Revision as of 16:11, 14 January 2010 by Todd Sturtevant (talk | contribs)

Circulation Services

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




15 minutes prior to opening


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

KEYS (key to key drawer in master key cabinet)

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


  • Wipe phones, key board, mice with disinfectant wipes (can be done later as time allows)
  • Turn on all 3 front desk and returns area computers
  • Turn on 2 equipment area computers (one Dell, one iBook laptop): Use libcirc1 log in for Dell; use supervisor's personal username/password for iBook
  • Log in to libcirc1/current password – changes every 6 months and Millennium (mmcirc/mmcirc – initials are imbedded)
  • Computer No. 1 log in to mNotices and mmcircsu/mmcircsu (need to type in supervisor initials)
  • Computer No. 1 open Outlook to access guest password and check for stray departmental mail sent to wrong mailbox (forward to Lib Circ mailbox); delete previous day’s password
  • Computer No. 1 log in to FILEMAKER PRO to view/print daily media screening list
  • Computer No. 1 log in to Illiad Client (as needed)
  • Log in to Info Desk remote connections


  • Print out daily guest pw


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


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


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


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


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



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


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


  • Click on Mill icon and log in to mnotices/mnotices
  • Click on NOTICES mode; click on “new” icon
  • Select Inn-Reach Paging Slips
  • Click on “prepare” icon
  • Select local printer and click on "print" button; click on "print" button again
  • Click on “send notices” button (pressing print icon button will only print the page – you must press send to generate the notices)
  • Click on "OK" button
  • Paging slips will now be sent to the printer selected
  • Click "yes" to "clear all print notices?" AFTER confirming that all notices have printed
  • Click on "close" icon
  • Select other notice types as needed
  • When finished, click on "close" icon again; "save new job?"- click on "no" - do not save new job; exit/close mill circ session
  • Process paging slips (at a minimum at 8 am, 1 pm and 8 pm) for Nexpress (Inn-Reach Paging Slips) - see procedures for NExpress, BL (summer only)
  • Auto notices run at 5 am daily
  • Prepare manual notices – hourly; pick-up and cancellation; recalls; bills and fines; to notify borrower as needed
  • Email Special Collections with any requests for LP's


  • Media Screening list in Filemaker
  • Screening notebook
  • Check for any changes to the screening list and verify status of media (e.g. titles/call #s/availability/additional screenings, media needed for multiple screenings, multiple screenings on one event, episode titles, etc.) and take appropriate actions!
  • View FMP online version for most up to date screening info
  • See film screening procedures


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


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

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

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


  • Searching
  • Guest Borrower applications

ILL AND NExpress and loans from other Libraries

  • As needed to support ILL Dept - double-check-in all ILL and NExpress returns, bring to ILL and NExpress return carts; replace with empty returns cart
  • As needed to support ILL Dept  - scan/check-in items on carts of ILL and NExpress arrivals
  • Shelve new arrivals on Circ hold shelf alpha by borrower (during summer – send to BLSE/WC borrowers for pick-up at Davison Library)
  • Returns from other libraries without ILL slips (including Ilsley items) - place on ILL/NExpress returns cart


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


  • Clear and sort Circ holding areas/carts - monitor for quality; sort out mis-shelved materials, check for materials that need repair, reserve materials, shelving errors etc. - do this at student shift changes and follow up with specific student assistants as needed
  • Check in and re-shelve all returns
  • Bring books to re-shelving (recently returned) areas as needed
  • Re-shelve and monitor Atrium/Lobby shelves – Browsing DVD and book collections, new books, faculty author collection, foreign language browsing
  • Re-shelving as needed – open stacks; Oversize, Vermont Collection, Reference, Ready reference, Foreign Language Collections…
  • Check and clear short term courtesy (aka 24 hour) shelf; follow up on too-long held items, missing DVDs etc.
  • Check front book drop by returns area
  • Check back book drop for returns (look up – media and books can get stuck in chute); bring any items in back book drop to circ area for check in on Fri, Sat and Sun opening (and whenever Stacks Manager is out)
  • Building sweep - pick up stray library materials on non-assigned carrels and reading areas; check all 3 copy rooms, sweep for materials, check-in at circ, sort to re-shelving areas
  • Check lost & found areas for library owned materials; notify owners of found items as possible; send valuables to Public Safety - all forms of ID Cards such as Midd Cards, Passports and Drivers License's should be brought to the Department of Public Safety the same day they are found. Call our office at ext. 5133 and an officer will pick up items when needed.


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

EQUIPMENT - see Circ wiki equipment page for more information

  • Run bookings maintenance and follow up on booking issues and overdue/missing/repair equipment
  • Overdues: rely on automated notices, but send personal emails when a booking is (or will soon be) jeopardized
  • Check in equipment "kits"; charge and delete data
  • Re-image laptops and firewire drives


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


In addition to the daily check-list above


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


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


  • Stock and replenish


  • Check forms daily and replenish/copy when low


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


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




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


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

SHIPPING/RECEIVING AREA (can be done on your way out of the building if you have your own general Circ key)

  • Bring Armstrong and/or Music books to put into courier bins
  • Davison bins are never brought to the shipping/receiving area – there is no campus delivery service to Davison


  • At closing, check status of laptops in Mill Circ. (search by title, sort by due date).  Confirm that the laptops are indeed still out by checking each patron record (if a laptop is out but an adapter is not, it's likely that they were both returned and laptop has not been checked in), and by counting the number of laptops present in the cabinets versus the number which should be there.
  • If laptops are not returned by 15 minutes after closing, send personal emails (see template below) to borrowers reminding them that the laptop is overdue and that they need to get in touch with Circ first thing the next morning. Copy the Library Circulation mailbox on these emails.
  • It is the responsibility of the closing supervisor to make every effort to insure the return of laptops before leaving - this may include a walk-through to look for the laptop (if it is out to a thesis student - check their carrel assignment via the key on their record)
  • (Please use this as a template for your messages to students when they haven't returned laptops by the end of the evening. Remember to CC the Lib Circ mailbox)

Dear _____. Our records show that you checked out a laptop earlier today which was due at ____, making it ___ hours overdue. Please return it immediately, or at the very latest, by opening tomorrow morning. Laptops are not allowed to leave the library under any circumstances. Your library account is currently blocked, and you will need to speak with a supervisor to reinstate borrowing privileges. If this happens a second time, you may lose the privilege of borrowing laptops. If the laptop is not returned, you may be liable for the $2,000.00 replacement cost. Please contact us immediately regarding this problem. Best regards, _______________(supervisor's name) Library Circulation

FRONT DESK (assigned to student employees)

  • Check in and sort all returns on appropriate carts, shelves, etc.
  • Log off all but 1 computer – leave one on until 15 minutes after closing for patrons returning materials.
  • Shut down two computers in equipment area: one Dell and one iBook laptop


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

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


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



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

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


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

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




Opening – Facility

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


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


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


  •  ILL and NExpress 
  •  Print ILL requests 
  •  Process requests – pull materials, scanning •
  •  Process Reserves – Mill Res module
  •  Send notices in iii
  •  Troubleshooting - equipment, copy/print, lab/lib computers, general facility (light bulbs, doors, rest rooms)
  •  Requests, recalls 
  •  Claims returned, missing
  •  Check out/in
  •  Searching; follow-up on missing materials 
  •  Reference support 
  •  Info for McCardell Bicentennial Hall – Desktop stats Reserves 
  •  Communicate with faculty 
  •  Collaborate with Mus & Main res 
  •  Process – Mill Res module, physical
  •  Spine labeling 
  •  Send to repair
  •  Follow-up on overdues 
  •  E-Res Stacks
  •  Re-shelving etc. CM
  •  Withdrawals 
  •  Transfers • Ref materials
  •  Equipment
  •  Bookings Maintenance 
  •  Inventory
  •  Unlock equipment and prep for circulation

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

Reserves • Communicate with faculty • Collaborate with Mus & Main res • Process – Mill Res module, physical • Spine labeling • Send to repair • Follow-up on overdues • E-Res

CM • Withdrawals • Transfers • Ref materials • Coordinate shifting projects • Map and GD document processing

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

Weekly – • Searching • Missing – forwarded for replacement • Lost & Found • Bulletin boards • Check supplies, forms – order as needed • Order toner and paper, stock shelves

Bi-Weekly - Periodicals/Bindery Processsing • Prepare for shipment – pull from shelf • Unpack biweekly bound periodicals shipment • Unpack, stamp, strip, shelve • New Books display/shelves

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

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

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

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

Annually –

Stacks • Oil & clean tracks on moveable shelves • Weeding • Displays • Procedure manuals maintained • Reports • Stats • Documentation and shared files • Mill Circ maintenance • Web • Annual map give away

Summer – Special Projects – long term, short term recess periods

• Shift collections • Dusting/cleaning • Shelf-reading • Weeding • Searching • Re-labeling project • Transfer of old materials (including journals) to Special Collections • Procedure manuals maintained • Review and set priorities for projects and goals • Review library hours • Review web pages – borrower information • Oranize and clean up shared space, work areas, files etc.





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


  • Building sweep in mornings, copy rooms, book collection carts, public use areas; at Circ scan all materials in check-in mode before sorting to re-shelving areas
  • Troubleshoot printers, copiers, facility issues as needed
  • Check that copiers are up and running/have enough paper (Info Desk or Helpdesk staff may be able to help if needed)
  • Pay special attention to the facility as a whole (email Facilities & call Public Safety with any problems) – copy Building Coordinator (Joseph) and Lib Circ mailbox
  • Keep staff room locked
  • Check that library hours are posted correctly at front and back – especially during recess and intersession periods
  • Empty back book drop
  • Check that Atrium and public areas are welcoming



  • Pittsfield News Service delivers newspapers to the northeast door of the library each day
  • On weekends, it is the responsibility of staff at the Circulation Desk to retrieve copies of the New York Times, the Boston Globe and the Burlington Free Press newspapers and distribute them to the reading room and on the branch library courier shelves
  • Look around! The papers may be found in mysterious places – outside one of the back doors, inside the Shipping/Receiving area, in Lib 125 - inside the Collection Management area, but will hopefully be on the chair outside Lib 125 – the Collection Management area. Sunday inserts & magazine sections arrive on Saturdays – please save/set aside until Sunday
  • During college breaks, when the Main Library is closed, please leave all papers in the Serials Work Area for sorting and processing
  • When opening again on a Sunday after being closed, please process papers for that Sunday only, and leave all other papers in the Serials Work Area

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

  • Call nearest market/store to check if they received papers
  • If they have not, then there is a ‘global’ problem with the vendor
  • If they did get their papers, then the driver must have missed the Library on his/her route. In that case, try calling them in Rutland at 802-747-0526.
  • In either case, please email Serials and let them know that the papers didn’t arrive

Sorting Summary:

  • New York Times - 4 copies
  • Boston Globe - 2 copies
  • Burlington Free Press - 3 copies
  • Saturdays - Daily copies plus inserts for Sunday papers
  • Sundays - Daily papers
  • The Music Library gets 1 complete (with all sections) New York Times and 1 Burlington Free Press - place on the courier shelf
  • The Armstrong Library gets 1 complete (with all sections) New York Times - place on the courier shelf
  • The Main Libary gets 1 complete shelf copy of the New York Times, 1 Burlington Free Press, 1 Boston Globe - place under plexiglass in current newspaper shelves in the Harmon Reading Room on Level 1
  • The Main Libary gets 1 extra "table" copy of each of the New York Times (without the magazine and book review sections), 1 Burlington Free Press, 1 Boston Globe - place on tables in the Harman Reading Room on Level 1 (these are the extra copies of the BPF, BG and NYT that get recycled the next day)
  • Save the NYT Book Review and Magazine section - place on current periodicals shelf at Circ for the Serials Dept
  • Pull out and save all coupons and advertising flyers

Harman Reading Room - previous day(s) papers

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

New York Times

  • 4 copies received
  • One copy to each of the two branches (including inserts) 
  • One copy to the shelf in Current Newspapers
  • One copy to a table in the Harman Periodical Reading Room
  • On Saturdays, please pull, from the copy that goes to the shelf, "The New York Times magazine" and "The New York Times book review" (one copy of each) and set it on the "Current Periodicals" shelf behind the Circ Desk, near the courier shelves
  • The remaining inserts can be held and put out with the papers on Sunday

Burlington Free Press

  • 3 copies received
  • One copy to Music Library 
  • One copy to the shelf in Current Newspapers
  • One copy to a table in the Harman Periodical Reading Room
  • Please keep comics, the TV guide section and all magazine sections/inserts together with newspaper for all locations

Boston Globe

  • 2 copies received
  • One copy to the shelf in Current Newspapers
  • One copy to a table in the Harman Periodical Reading Room
  • Please keep comics and all magazine sections/inserts together with newspaper for all locations

Special requests

  • Stamp each section of the papers with "Middlebury College" stamp
  • Please place all coupon sections/fliers in Hilarie Gade’s mailbox in the staff room
  • After a break during which the libraries have been closed, please recycle outdated newspapers for the branches - do not put them in the bins
  • During college breaks periods when the libraries are closed, please leave all papers delivered to the Main Library in the Serials Work Area

Newspapers at the Branches - regular routine

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




End/beginning of semesters

Borrower Data Base

Procedures for entering new borrowers

Borrower data base download from Banner - weekly procedure

Borrowing policies and procedures

Film Screening Procedures for Circ staff

We'll need to think about revising the Circ workflow and support for film screening activity.
A few things to consider:
Mill Circ - loan rules etc.
Booking module to reserve media for specific time/date
Self-booking for media for faculty
What about faculty designated screeners?
Communication path - how will we know what is needed when; how will faculty let us know?
Can we eliminate FMP at Circ?
Can we simplify the process for users and circ staff?
What else? Other implications?
Pros and cons? Other thoughts?

Documentation for users? Advertising change and self-booking option? Communicating change to faculty and students?

What about media without barcodes - rental films

Check that travel case item records can be booked

Procedure for booking media

Parameters to ensure availability? 4 hours prior to/4 hours after screening time?

Who places bookings in system? Faculty and students - self-booking; all Circ staff not just Reserves; CM?

Assume that we place reservation for faculty teaching the course unless otherwise notified

Procedures for self-booking

Loan Rules and Policies

Reserve Procedures/workflow

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

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

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

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

  • Print Media Bookings slips - view bookings in Mill Circ 3 days ahead
  • Pull and prepare materials (see below)
  • Check for any changes to the screening list (e.g. titles/call #s/availability/additional screenings/multiple titles on one line) and take appropriate action!
  • Verify status; correct call number; title etc.
  • Locate all media on the list for screenings (see procedures below)
  • Locate and scan media scheduled for 2 and 3 days ahead; scan with disc scanner (if operational). Unless there are issues, return them to Reseves shelving.
  • Locate and scan media scheduled for the following day; attach a screening sticker (found in the Reserve Supplies drawer at Circ) to each item and fill in necessary information. Screening media may not be checked out the day of the screening
  • Visually inspect VHS tape or case for problems or damage
  • Visually inspect DVD's for damage - cracks, smudges, dirt, gouges etc.
  • If dirty, clean with moist cleaning cloths - 1 per DVD; air dry
  • Shelve prepared screening in the separate Screenings area adjacent to Reserve media
  • Media set aside for screening may not circulate day of prior to the screening

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

  • Contact borrower to return media asap
  • Check for multiple titles that may be listed under a single screening
  • Check if title has 2 different screening times on same day
  • Check for episode info when a TV series is listed

Problems: Items with damaged sectors

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

For other problems: Not repairable; missing; checked out and mia

  • Email Reserve Office and alert Reserve Office staff immediately
  • Email Film Screening distribution list to alert them to any missing, damaged, or unavailable items or to any gaps in the screening schedule
  • Follow up with Film Screening distribution list to clarify comments, notes, questions regarding entries in FMP

Repair (P&P)

  • Rush repairs processed daily on weekdays; returned to Circ by late morning
  • Circ will check in to clear repair status before shelving
  • Will track repairs with sticker on inside of case (15 - 25 repairs will render disc unplayable)

Rental Films

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

Personal Copies

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

Cleaning DVDs - Procedures

General Guidelines:

  • Handle the discs by the edges or the center hole
  • Wipe GENTLY in a straight line from the center of the disc, out (will avoid any potential scrapes from interrupting with the circular path of the signal)
  • Avoid touching the shiny surface (the shinier side is the signal side)
  • Make sure the DVD is seated firmly in the center holder in the case for proper storage
  • FYI – With scratches it is not the actual data section of the disc that is damaged – it is the clear coating that protects the data that is damaged – and the scratch is interfering with the path that the laser must travel through to get to the information.

When Checking:

  • Open and inspect case for all required parts
  • Inspect all parts and condition of case - if there is wear and tear to contents, check in, note details of problem on P&P repair slip, mark item status R - being repaired
  • If user reports any problems, note on repair slip

To Clean:

  • Visually inspect DVD for damage or dirt
  • Clean visible dirt and stains on DVD's with wet DVD cleaning wipes and dry with soft cloth
  • Handle the discs by the edges or the center hole
  • Wipe GENTLY in a straight line from the center of the disc, out (will avoid any potential scrapes from interrupting with the circular path of the signal)
  • Avoid touching the shiny surface (the shinier side is the signal side)
  • Make sure the DVD is seated firmly in the center holder in the case for proper storage (With scratches it is not the actual data section of the disc that is damaged - it is the clear coating that protects the data that is damaged - and the scratch is interfering with the path that the laser must travel through to get to the information)
  • If the DVD has visible scratches AFTER cleaning carefully use RTI DiscCheck Optical Disc Inspection Station to inspect DVD's prior to sending out for repair

If damage is verified by DiscCheck:

  • Change item status to R - being repaired
  • Fill out Media repair slip and place on Media Repair shelf
  • Use RUSH slip as needed for screening and resreve media

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

  • Check condition when placed on reserve
  • Check condition morning of screening
  • Clean carefully & visually inspect again
  • If the DVD has visible scratches, AFTER cleaning carefully, use RTI DiscCheck Optical Disc Inspection Station to inspect DVD's prior to sending out for repair
  • If damage is verified by DiscCheck:
  • Try cleaning and inspecting a 2nd time
  • If damage still evident:
  • Change item status to R - being repaired
  • Fill out Media repair slip and a rush slip and deliver to P&P immediately
  • Send immediate email alert to Reserves Office and Film Screening distribution list
  • If OK return to shelf with screening information

Missing, claims returned, billed, lost&paid status

  • Follow procedure for searching and replacing missing materials
  • The item record is immediately marked Missing
  • Liaisons will be consulted before any replacement is ordered
  • Items for screenings or for reserves - mark RUSH - and notify Reserves and Film Screenings

Status codes for damaged media materials

  • If damaged, change the item record to R - being repaired
  • Circ desk assistant will fill out a P&P repair slip with a detailed description of the problem and insert it in the DVD/video case
  • Item placed on the repair shelf with other items and will be taken to P&P routinely every weekday morning

Carrels and Lockers

Maintenance and procedures

Senior thesis carrel reservation procedures for staff

THESIS STUDENTS ONLY - please refer requests for exceptions to a Circ supervisor


Need to document staff workflow and user info.

Do we need an application? Signature? User agreement? Carrel policies?

Will it be online? Drupal webform?

What is the workflow for staff?

Bookings maintenance procedures in mill circ

The procedure for eligible seniors?

How will we market this?

How to handle exceptions or students not coded properly in Banner?

How does first come first served work? When will carrels be available - when will the loan rule be active?

Availability - will it be obvious to the user what's available?

Arms and Mus carrels?

Main Library

  • Special Note: Carrels 67 and 250 are being set aside for students with ADA needs. Previously, carrels 1 and 22 were set aside for this purpose, but those two have now been returned to the general carrel pool. Keys for carrels 67 and 250 are on my desk and may be given only to ADA Office approved students. The carrel numbers have been crossed out on the Master Carrel Map.*

1. Give the student an application form to fill out if they don’t have one. Tell them they also need to print their list of enrolled classes from Banner.

2. When they come to you with the form and list of classes, look on the list of classes for a “thesis” or “independent study” class. Different departments have different numbers for their senior work, anything from 400s to 700s.

3. At Main, if they have an appropriate course, give them the Main Carrel map (we have one master map for each semester) and ask them to pick a carrel. Retrieve the key. Carrel keys are on black tags. Carrel map also available on the web. Availability of individual carrels can be checked using MidCat.

4. Checking out the key

  • Scan ID card – ID required!
    *Carrel must be checked out in person
    *Do not override for overdue materials
    *Scan the key barcode
    *Use the “Change Due Date” button on the middle right side of the screen to change the due date to the last day of the term in which their thesis is due. Fall - 12/12/09; Winter - 1/29/10; Spring - 5/18/10
    *Close the transaction
    *Cross out their carrel number on the master carrel map<br>


5. Give them the key and keep the application and list of classes.


6. Make sure the student has signed the back of the application. Fill out the rest of the back of the application, including your own initials in the “staff only” section. Put the completed application on Steve’s desk for him to finish processing.

<br> *If you have a wheelchair user who is going to sign up for a carrel, please explain to them that carrels 67 and 250 are purposely spaced more generously than others in the building and they have ample space for wheelchair access. However, please also point out that the only way to reach the upper and lower levels is by elevator, that we do sometimes experience power outages, and that elevator #3 does not run on generated power during a power failure, though #2 does.<br>


Special note #1: Carrels may be given to seniors not writing theses ONLY after a month has passed from the initial Carrel Day and if there are carrels still left. Juniors, whether writing a junior thesis or not, are not eligible for a carrel.

Special note #2: Seniors ending one thesis project and beginning a second project are not allowed to keep their carrel from one project to the next. They should return their key and join the general pool of applicants the following semester.


Music and Armstrong Library Carrels

A few carrels are also available at the Music and Armstrong Libraries. Please contact the Circulation Desks (Music x5218, Armstrong x5449).

Summer thesis guidelines

Circulation Services mailbox - procedures for Circ staff



Circ staff scheduling/calendar procedures and time guidelines

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

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

Why is this so important?

The library has over a million books, journals, government documents, audio and video recordings, diaries, newsletters, annual reports, microfilm reels and microfiche sheets. We have online catalogs that show what we own, what our consortial partner libraries own, and what other libraries around the world own. We have databases for statistics, photographs, and newspapers. In short, we have a wealth of information.

Even though we try to publicize our resources through workshops, newsletters, web guides and the like, much of it remains invisible to our researchers. Therefore, as a library staff member who works at a public service point (eg, Circulation Desk or Help Desk), it is crucial that you help to connect researchers with resources or refer to a librarian when appropriate. This page gives advice on how to do that.


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

  1. Is the question similar to any of the questions similar to the Sample Questions below? If so, follow the instructions.
  2. If you hear yourself saying, "Sorry...[I'm not sure; we don't own that; Midcat doesn't include that; maybe we should just try Google]" -- please refer to a librarian (go/askalibrarian)
  3. Remember, librarians want to help and have lots of research expertise (training and experience) - please don't hesitate to refer students, faculty, staff and guests to them.
  4. What if a librarian is not available?  Check with your circ supervisor to see if it is a question he or she can help with.  Also alert the user to the hours a librarian is available and the alternative ways of contacting a librarian (phone, email, texting)
  5. You might also show them how to get to the Library Subject Guides if they need to get started on research before a librarian will be available (ex. late at night, Saturdays). 

Sample Questions

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

Where is RESERVES?

Sometimes sounds like this instead: "My professor told me she put a book on reserves." "Can you tell me what my ERes password is?"

1) Midcat > Reserves

2) "Sorry" ...can't find it? Refer to reserves staff or refer to a librarian.

Where is THIS JOURNAL [or book or newspaper]?

Sometimes sounds like this instead: "Do we have the book The College on the Hill?" "I need to find this article in the New England Journal of Medicine." "Where are the journals?"

1) Midcat (for books, select "Main Menu"; for journals and newspapers, select "Journals A-Z" and search for the title of the journal, not the title of the article)

2) Nexpress > Find a record for the item and "Request this item" or "Request article"

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

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

How do I get to THIS DATABASE?

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

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

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

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

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

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

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

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

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


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

1) Do they need a specific newspaper? See number 2 above.

2) Do they simply want to see the newspapers we have in print? Direct them to the newspapers section of Current Periodicals, on the Lower Level.

3) Do they simply want to see the newspapers we have in print and online? Show them the Newspapers guide (go/newspapers) and refer to a librarian.

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

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

Where are THE DVDs?

Sometimes sounds like this instead: "Do you have any movies in Spanish?"

1) Do they know what DVD they want to watch? If they're not faculty and they want to take DVDs outside the building, direct them to the browsing collection.

2) Midcat (select "Videos"> search by title, language, or genre)

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

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

I need to do RESEARCH ABOUT...

Sometimes sounds like this instead: "Where do I find the books on Japanese history?" "I need scholarly articles on sustainable farming." "How can I find CDs that will teach me French?" "I'm trying to figure out the GDP and unemployment rate for Kenya" "I'm supposed to write a paper on negro baseball leagues in the 1920s" "Which countries ratified the Kyoto protocol"

1) Refer to a librarian.

2) If a librarian is not available, show them the link to subject guides if they want to get started on their own and show them our reference services page.

None of the above...

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

What will a librarian do?

If you "refer to a librarian," what will the librarian do? Librarians will ask the researcher a few questions to learn exactly what they need. Are they writing a thesis, or are they just putting together a short bibliography? How much do they know about the topic already? Where have they looked for information? What terms and techniques have they used in searching? Do they need a historical perspective, or just the most recent scholarship? Are they focusing on a town, a state, or a country? When is the project due? Once the librarian understands what's needed, she or he will show the researcher how to find and use the best resources. The librarian and the researcher will work together on the topic until all questions are answered.

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

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

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

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