Circulation Services Workgroup

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Circulation Services

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

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Davis Family Library


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 - 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 (??!!)


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


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


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


  • Check that message function is OFF


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


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


  • 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)


  • 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 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.
  • 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


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


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


  • Check 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


  • 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.  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.


  • 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



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)


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


  • 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

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.



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



  • 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


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


  • 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.




  • 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


  • Equipment • Bookings Maintenance • Inventory • Unlock equipment and prep for circulationClear holdshelf
  • 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)
  • 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


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


  •  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


  • 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 Processsing - Prepare for shipment – pull from shelf 
  • Unpack biweekly bound periodicals shipment, stamp, strip, shelve

Weekends –

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

Monthly –

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

Semester –

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

Student Assistants

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

Annually –

  • Stacks -

        Oil & clean tracks on moveable shelves


  • 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.


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?


  • 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


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


  • 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


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


  • 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.


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


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


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


  • 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




  • 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 (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


  • 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.



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

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


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


  • Reboot weekly
  • Cleaning and maintenance


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

GUEST APPLICATIONS (see procedure)

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


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


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


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


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

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

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


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


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


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


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



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


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


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


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

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

See specific wiki pages for detailed procedures


  • Reshelving at all locations
  • End of semester - 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


  • 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



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


  • Check inventory - order, revise and copy as needed

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


  • Re-use drink and food containers

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

In addition to lists above


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


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


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


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


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


  • 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


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


  • Fall schedule and training programs
  • BLWC
  • Turn off web requesting of available items


  • Fall schedule


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


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


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

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


  • 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.


  • 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.


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.


  • 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


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


  • Confirm budget
  • Confirm security service
  • Time plus half for student assistants working overnight (submit temp paycard for extra "pay")
  • Confirm $ to purchase snacks (save receipts and submit LIS purchase reimbursement form)


  • 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


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


  • Create/update forms and clipboards
  • Log sheets for head 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.)


  • 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


  • 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

File:Manual Check-out Form

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


  • 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


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


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

Middlebury Staff, Students and Faculty (Midd ID)

  • Verify status and contact information in College Directory

Faculty Proxy accounts

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

Guest Borrowers

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

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

Courtesy College Midd ID Cards

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

Alums (Midd ID)

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

Recent graduates working on campus the summer after graduation

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

Alums here for reunion weekend

  • Add as needed to allow borrowing - see details below

Friends of the Library

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

Dependent of benefits eligible faculty/staff member

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

Addison County Educator Courtesy Cards:

At the beginning of every Fall semester:

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

Participating schools - list of eligible educators is verified annually:

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