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

OPENING: see here



  • 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


  • 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


See Closing Davis Family Library



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  • Bulletin boards - clear outdated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


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

Weekends –

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

Monthly –

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

Semester –

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

Student Assistants

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

Annually –

  • Stacks -

        Oil & clean tracks on moveable shelves


  • Displays
  • Procedure manuals maintained
  • Reports
  • Stats
  • Documentation and shared files
  • Mill Circ maintenance
  • Web
  • Annual map give away

Summer –

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

Copier/Scanner in Room 208 (Canon Image runner 3225)

One touch setting

  •  Additional function
  •  Address Back setting
  • One touch
  • Choose the the file to edit
  • Select store/edit
  • Protocal-SBM 


  • host:  [file://\\ARM-ILL-2k \\ARM-ILL-2k]
  • file path:  \scan
  • user: Scilibst
  • Password:????????


  • Host: [file://\\bearcat \\bearcat]
  • File Path: \manager
  • user: libres1
  • Password:??????  

General Armstrong Map Collection procedures
 For Vermont maps

  •  keep single copy of most recent map in circulating drawer any additional copies/editions in non-circ drawer
  • Record holdings on inventory spreadsheet (the link below brings you to the folder that has multiple files. Choose “Final inventory of all VT maps, all scales.xls”. There also is a “Final inventory Other States, all scales.xls”. Both are the newest spreadsheets.

 O:\orgs\LIS\Armstrong Library\Maps


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

See here.


Procedures for Bread Loaf Writers' Conference




  • 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


See here.



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



  • 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


  • 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

Circulation Procedures

Various circulation procedures can be found here.

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

See here

Checklist for Circulation 24/7 Exam Hours

See here

Millennium Circulation - Innovative Integrated Library System

Manual Check-out

Off-line Circ Procedures

Borrower Data Base

General guidelines for entering new borrowers

  • Weekly downloads of borrower records from Banner have greatly reduced the need for manual entry/edit of borrowersthough individual circumstances and borrowing needs may require manual changes in the data base
  • If the borrower has a Midd ID, MIIS ID, MMLA or a VCAL (Vermont Consortium of Academic Libraries) card, but is not in the system, please enter immediately, no form needed
  • Visitors from other NExpress libraries will be in the system via the Inn-Reach visitor check-out function
  • If the borrower does NOT have a Midd ID, MIIS ID, MMLA or a VCAL (Vermont Consortium of Academic Libraries)card, a completed web form is required
  • Web form - submitting web form verifies that user agrees to all borrowing policies
  • Web form application for borrowing is automatically sent to the Lib Circ mailbox
  • There is a 7-day wait to process guest applications
  • Applications are processed weekdays at the Davis Family Library
  • Davis Family Circ staff create a library card and account; step by step directions listed below
  • When filing completed cards, attach a note/sticky to the card; include borrower's name (and name of faculty if a proxy card); your initials and date created and amount of fee due
  • Borrower patron codes are listed in Mill Circ - Admin - Parameters - Circ - Patron Type (or – double click in field to view ptype options)
  • Email is required for library notices and courtesy notices; email can be updated by borrower in My Midcat; enter carefully to avoid errors; we use email only for library business
  • Daily - check mailbox for pending applications
  • Weekly - check mailbox for applications that require follow-up; refer to Manager as needed
  • Monthly - review all new records created during previous month for consistency, accuracy, ptype, etc. (Mill Report)
  • Annually - check card file; view records for cards awaiting pick-up in Mill Circ: delete records for cards never picked up (card and barcode can be reused)
  • Refer borrowing privileges questions, concerns and requests to the Circulation Services Manager

How to Add a New Borrower

Borrowing policies and procedures

Check here for borrowing policies and guidelines.

Circ staff procedures - following up on overdue materials

Browsing DVD Collection

Davis Family Library

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


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


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


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

Music Library

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

Browsing Book Collection

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

LP, LD and Oversize VHS Collections

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

  • Borrower places a request via email link in catalog (in summer, when requesting is turned on, a web request is possible)
  • In person, the borrower can request that Circ staff place the hold in Mill Circ
  • Select pick-up location
  • Process paging slips
  • Email Special Collections staff to retrieve requested item
  • Special Collections staff deliver to Davis Family Circ
  • In Mill Circ – check in to generate hold/transit
  • Check out to borrower
  • At check-in, hold at Davis Family Circ, special collections shelf
  • If returned to branches – transit to Davis Family in courier bin
  • Email Special Collections staff to pick up for return to Special Collections shelves
  • Or hand deliver to Special Collections
  • LP’s circulate for 2 weeks to all borrowers (except ILL – 60 days)

NExpress Workflow & Procedures - Circulation/ILL

See here

Film Screening Procedures for Circ staff

See here

Carrels and Lockers


Located throughout the Libraries: 202 total (though numbered 1-308 with gaps) at Davis Family; 8 at Music and 9 at Armstrong. 

During the academic year, for seniors writing a thesis or independent project at a level of 500 or higher, only during the semester(s) they are actively enrolled in said thesis or project.  Juniors writing a junior thesis or project may not borrow carrels.  Seniors not writing a thesis or project who are in a senior seminar may not borrow carrels.

Main Level North
Preparations and Clean-up, beginning and end of every semester: 

  • Carrels emptied. All materials found are brought to Circulation for check-in, lost and found, discard, etc.
  • Carrels cleaned – collaboration with Custodial; all materials found are brought to Circulation staff for check-in, lost and found, discard, recycle etc.  Concerning lockers: Circ will give Custodial a list of lockers that are not to be cleaned because of current use by faculty or other borrowers.
  • Keys: catalog each, change out peeling or faded barcodes on tags, submit replacements for missing or sharply bent keys to Building Supervisor, who is our point person for Facilties requests
  • Check that the LIS webpage has correct carrel information, including carrel maps and printable applications

Additional Preparation, Fall Semester Only:

  • Check with Reference (usually Brenda Ellis) to confirm that the Reference Services email to Seniors has correct information
  • Check with Building Supervisor to confirm that the Carrel Maps are up to date
  • Review documentation and user agreement language

Carrel Day Circulation Supervisor Prep: (at all 3 branches)

  • Update and print out instructions for giving out carrels, enough for each Circ station to be used for carrel transactions
  • Signage for carrel procedures a week before the day we start giving out carrels
  • Plan ahead for extra staffing on Carrel Day at Davis Family
  • Print out a master carrel map (1 side per page - not double sided) and a large stack of applications at Davis Family

Carrel Day (and thereafter) Checkout Procedure:

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

2. First come/first served starting at 12 noon carrels will begin to be given out; they should have a filled-out application ready; if they don't, call the next student

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

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

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

6. Checking out the key:

  • Scan ID card – ID required!
  • Carrel must be checked out in person
  • Do not override for overdue materials
  • Scan the key barcode
  • Due date defaults to end of term date
  • Close the transaction
  • Cross out their carrel on the master carrel map
  • Give them the key.

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

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

Carrels During Summer sessions

Who can have them: Language Schools students, staff and faculty; Bread Loaf School of English: students, staff and faculty; Academic-year Middlebury students, faculty and staff currently on campus.  Due dates should be set for the end of Lanuage Schools.

Davis Family: Upper Level Mezzanine (carrels 1-22), Upper Level South (carrels 25-68), Upper Level Reading Room (carrels 301-308), and Lower Level (carrels 250-273) are available.  Most of the carrel rooms located on the North side of the building (regular levels and mezzanine levels) are available for limited use by language program, and so the carrel keys cannot be checked out.  Signs should be posted at the beginning of LS for ease in determining which room belongs to which language program.  The remaining carrel rooms continue to be used as academic year faculty offices during the summer, at the discretion of the Dean of the Faculty Office.

Armstrong: 9 carrels on lower level

Music: 8 carrels


Located on the Upper Level, 148 total (numbered 1-148).  First-come, first-served; 28 day loan with 2 renewals available.

Preparations and Clean-up, beginning and end of every semester:

  • Lockers emptied. All materials found are brought to Circulation for check-in, lost and found, discard, etc.
  • Lockers cleaned – collaboration with Custodial. All materials found are brought to Circulation for check-in, lost and found, discard, recycle etc. Circ will give Custodial a list of lockers that are not to be cleaned because of current use by faculty or other borrowers.
  • Keys: catalog each, change out peeling or faded barcodes on tags, submit replacements for missing or sharply bent keys to Building Supervisor, who is our point person for Facilties requests

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

Lockers During Summer sessions (LS, BLSE, BLWC)

Who can have them: Language Schools students, staff and faculty; Bread Loaf School of English: students, staff and faculty; Academic-year Middlebury students, faculty and staff doing summer research.

Loaner Equipment

"Borrowing Equipment" page on the LIS website
This page is an overview of our most popular equipment, and includes booking info and loan period guidelines, quick tips, links to manuals, and MIDCAT availability.

There's also a Go link! Simply type go/equipment into your browser.

Daily Routine for Equipment (for Circulation Supervisors)

  • Check-in of all multiple-piece equipment (camcorders, firewire drives, faculty/staff laptops, iPods, LCD projectors, digital cameras, memory card readers, conference phones, digital presenter)
  • Image, delete, charge, check/tidy all parts for returned equipment
  • Use equipment returns cart to hold returns until able to devote time needed to check in and charge, check for parts, re-image etc.
  • Run bookings maintenance in mornings to ensure equipment is tagged and available
  • Run bookings maintenance in evenings to ensure equipment is tagged and available for the next day
  • Overdues: rely on automated notices, but send personal emails when a booking is (or will soon be) jeopardized
  • Long term loan requests: coordinate with Helpdesk or Media Services to fill if possible
  • Support branch libraries and their equipment needs via regular check-ins and coordinating requests 
  • Equipment closet / storage unit inspection: organize bags, spot check accessories within bags
  • Fac/Staff laptop inspection: organize and spot check
  • Four-hour laptop loaners / power adapters tidy (1 per laptop and adapter on each shelf in cart)
  • Headphones: tidy and wrap cords
  • Wrap cords; general tidy of equipment and cordage
  • Inventory of equipment as time/activity levels allow
  • Cancel old bookings - view bookings for dates past

Yellow Cable Program

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

Equipment Training Tutorial

The Library has over sixty different types of equipment available for loan through the Circulation Desk. Most equipment lives at the Davis Family Library, but there are smaller pools of equipment at the Armstrong and Music Libraries as well. All of it is available for short-term loan only.

How to Search for Equipment in Millennium or MIDCAT: Many equipment-related questions will come to you in person and over the phone. It is important to know how to identify the equipment that lives at the Circulation Desk. In Millennium: choose the "Search/Holds" button and do a "Genre" search for "equipment." In MIDCAT: do a "Genre" search for "equipment." Both will pull up a complete, alphabetical listing of all equipment at the Library.

A "Title" search for a specific piece of equipment ("camcorder" or "firewire drive") in MIDCAT and Millennium will pull up that specific piece of equipment instead of the comprehensive list.

When you select a specific piece of equipment (an iBook laptop, for example), you can see how many we own, where they live (Davis Family, Armstrong, or Music), and their status (checked out, available, being repaired, etc).

Checking Out Equipment to Borrowers: Only students, faculty, and staff of the College can borrow equipment. Alumni and community borrowers cannot. Our equipment is in high demand and intended for short-term use. Any requests for an extended loan period must be referred to a supervisor for special permission, which may or may not be granted.  If borrowers are checking out a laptop or an iPod, they must also read and sign an agreement form at the Circulation Desk.

When you check out a piece of equipment, be sure to carefully read all messages that pop up. These are extremely important as they alert you to check for accessories that belong with the equipment. Here is one example of a message (for a camcorder): "Check for 4 items in case: camcorder; battery pack; power adapter with power cable attached; firewire cable." If you are ever unsure of what you are looking for, please ask a supervisor. Please check each item thoroughly every time.

Once the item is checked out, please clearly state the day and time that the item is due. Often, the item is needed by another borrower as soon as it's returned, so it is our job to communicate the loan period each and every time we check out equipment so that there is no confusion.

Booked Equipment: All equipment available at the Library can be booked ahead of time -- anywhere from one day in advance to many months in advance. Please refer all requests for equipment reservations to a Circulation Supervisor.

When a borrower comes to the Circulation Desk and says that a piece of equipment is being held for them, you will find it in the equipment closet on the "Booked Circ Equipment" shelf. The item will have a booking slip attached, stating the name of the borrower and the dates of the loan period. Booked laptops for faculty and staff can be found in the Laptop storage unit in the equipment area. Please let a supervisor know if you have any questions about something that is booked.

The Media Services department (which handles equipment for all special events and lectures) also has a pool of equipment available for loan. Their equipment is not barcoded and cannot be found in MIDCAT or Millennium. Media Services handles all reservations and establishes the loan periods for each item. When an item from this pool is reserved, someone from Media Services will bring it to Circulation and place it on the "Media Services Equipment: Pick Ups" shelf. The borrower's name will be on the equipment, and it can just be handed to the borrower when they come to pick it up -- no need to check it out like you would the equipment at the Circulation Desk.

Checking In Equipment When Returned: Equipment contained in bags should be given to a Circulation Supervisor for check-in.  This means student workers should NOT be checking in: camcorders, LCD projectors, laptops, iPods, firewire drives, digital cameras, memory card readers, conference phones, and the digital presenter.  Equipment with only one "piece" (e.g. digital voice recorders, microphones, tripods) should be checked in by student workers.

Equipment Needing Repair: Sometimes a piece of equipment will stop working. Please get as many details about the problem as possible from the borrower, and then fill out an "Equipment Repair Slip" on top of the equipment drawers and tape it to the equipment. Please fill the slip out completely, and make sure to mark the item as "being repaired" in Millennium before leaving it on Steve's desk. The only time you don't want to mark something as "being repaired" would be if repairs were needed because a borrower damaged the equipment. In that case, please leave it on the borrower's record so we can follow up re: replacement costs and billing.

Circulation Services mailbox - procedures for Circ staff

See here


Electronic Reserves Processing

Receiving new materials for electronic reserve

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

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

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

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

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

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

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

Students will check documents on ERes pages.

Scanning Documents

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

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

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

Marking up with eCopy

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

Select View All from toolbar

Select Rotate Left or Rotate Right from toolbar

  • To mark-up:

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

Select markups from toolbar

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

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

Hit Enter

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

  • To add bib information:

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

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

  • To export file

Select "export"

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

Name file authorlastname_onewordoftitle

Export file to manager drive

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

Creating Persistent Links

Blackwell-Synergy / Wiley Inter Science
Cambridge Journals



  • Click on abstract
  • Click on “A Link to the Abstract/Details of This Article”
  • Copy and paste link provided
  • Students will have to click on PDF on toolbar at right side of page
Ebsco Research Databases
  • From the main page select: EBSCOhost Web
  • Select the desired index or data base
  • Enter the search terms
  • Only articles that say: “pdf full text” in search results are available
  • click the desired article’s link
  • scroll down, copy the “persistent link to this record”
  • the link should look like: http://search.ebscohost.com/login.aspx?direct=true&db=eoh&AN=0900852&site=ehost-live
  • Patron will need to “click on “full text PDF”
Gale - Academic OneFile - General OneFile – InfoTrac
  • Search the desired article
  • Click the “article information” link of the desired article
  • Select and copy the stable URL
  • The link should look like: http://www.jstor.org/stable/266153

LexisNexis Academic
OCLC First Search
Oxford Journals

Periodicals Archive Online (PAO)

Project Muse

Science Direct

What is DOI?

A DOI is a Digital Object Identifier, one of the standards for online content identification that allows for redirection in the face of changing, or less permanent, URLs. This is what a DOI looks like: (It is usually preceded by "doi:") 10.1000/123456 or 10.1016/S0006-8993(00)02382-8
Here's an example DOI from Science Direct:

If you enter the DOI into a browser all by itself, it won't work. To make it operational, remove the "doi:" and add the following to the front of the DOI:
When you construct a URL from a DOI, it will look like this:


Books/Media Statistics

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

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

ERes Statistics

Coursepage stats:

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

Faculty stats:

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

New Documents stats:

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

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

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

- Spring term (Jan. 15 - May 25)

- Summer term (May 25 - Aug. 1)

Oberlin Survey

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

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

Print Reserves

Receiving new materials for print reserve: please see on-line directions

Creating a new course

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

Adding items to reserve Course reserve settings

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

  • From the Options pull down menu, select "COURSE SETTINGS"
  • Select location and item type
  • Select OK

Library owned book

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

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

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

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

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

Double click in "ITEM TYPE" box.

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

To complete, select OK, and OK again

Add green dot to spine label

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

Book from Branch Library

Follow steps as outlined above

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

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

Personal copies

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

Select ADD ITEM or BIB

Select NEW icon


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

Choose MAIN RESERVE, hit select

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

SAVE new item record

Select ADD ITEM to course reserve

Make sure that the location and item type are correct

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

Example for books:


S22 Sommers

S41 Saunders

S42 Saunders

Example for Media:

Media S45 Smith

Media S46 Smith


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

Select ADD ITEM or BIB

Select NEW icon

Choose MAIN Res Reprint

At prompt, enter author and title

Choose MAIN RESERVE, hit select

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

Save new item record

From Bib tab (summary), select edit

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


Select ADD ITEM to course reserve

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

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

Search title in Millennium


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


From pull down menu:

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


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

Media Reserves

Adding Browsing DVDs to reserve

Use same procedure as adding books to reserve

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

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

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

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

Add yellow reserve sticker to spine

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

  • Select ITEM record type
  • ITEM Location = mmcs

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

Run list, edit each call number as above

Removing from reserve

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

After purging records from course reserve in Millennium, there is an extra step prior to returning browsing DVDs to their location: Create a list of all Browsing DVDs on reserve for that semester (Location = mmbd, and reserve note has "S10") From the generated list, work with the individual records to edit call number field = "Shelved alphabetically by container title" and internal note field contains LC or Local call number:

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

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

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

Remove DVD from case, and return items to browsing collection

Missing books

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

For items missing while on reserve:

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

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

Processing early reserves submission (during previous semester)

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

Creating Batch "Reserve" Note

  • Create Lists button: select empty file (with 5000 max records)
  • Click Search Records
  • Title it "Reserves"
  • Store record type: i (item)
  • Then: i (type), 79 (field: location), = (condition), mmcs (value a) then "search"

Next, enter circczar initials (Admin - set initials)

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

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

To undo, follow the same process except:

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

Overdue reserve items

Click "Create Lists" button

  • Select an empty file. Click "Search Records" button. Name file "Reserve Overdue_date_initials"
  • Select "retrieve saved query"
  • Select list "Reserve Overdue - MAIN"
  • Click "select" then "search"
  • When overdue list is complete, click "list records" and make the following selections:
  • b: c (call number); b: t (title); i: 73 (overdue date); i: b (barcode); then # of blank lines: 1; click "number records in list"; then click "OK"
  • Print list, search for items (check in when located) or email patron when not located

In patron's record:

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

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

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

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

When search is complete:

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

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

Globally removing message from item records

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

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

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

Reserve loan break policy

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

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


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

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

These materials may be checked out on the last day of classes. Change date due to 9am on the first day of classes

Removing items from reserve

Pulling all Personal Copies, reprints, media and books from branch libraries

  • Organize personal copies of books, media items and reprints on cart by faculty name
  • Organize all materials from branch libraries Removing "reserve" item message from records
  • Using the create list function of Millennium, run a list of all items on course reserve.
  • Using the Cataloging function of Millennium, run a global update to remove reserve item message from each record (see Procedure for Batch Reserve Note)

Deactivating courses at end of term

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

Purging records from course reserve in Millennium

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

NOTE: Be sure that personal copies on each course reserve lists are accounted for before removing item from reserve

Deleting records for personal copies

Bibliographic records (for items we created call numbers)

  • In search/hold mode: Search by barcode to locate record
  • Select "edit" button on Millennium toolbar
  • Select "delete bibliographic record" on File pull-down menu
  • Enter username and password

Item records (for items attached to LC call numbers)

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

Creating a list of items on past course reserve

Name the list: PSCI0103-S08 Bleich

Select: ITEM as record type

Select: ITEM (i), RESERVE NOTE (r), HAS (h) "PSCI0103-S08 Bleich"


Exporting records to email

From file menu > select printer > standard printer > send to email address

Enter email address: libres@middlebury.edu

In create lists, select LIST RECORDS

List item information in fields:

Bib (b): title (t)

Bib (b): author (a)

Bib (b): call number (c)

Item (i): call number (c)

Item (i): barcode (b)

Bib (b): pub info (p)

Item (i): location (79)

PAGE HEADING: name the page



Select: OK, select send to email list

Exporting records to excel sheet

Sort the records as desired

In create lists, select EXPORT RECORDS

Enter information in fields as above


In ASCII field, change comma stroke (,) to bar stroke ( | )

Select OK

Browse to save file

Name file as .txt

Select OK

To open file: Open new Excel file

From file menu, select OPEN, and browse to locate file (to see file, you need to pull down "FILES OF TYPES" to include ALL FILES)

Select the file (.txt file)


Move selected circle from FIXED WIDTH to DELIMITED

Click NEXT

Deselect TAB box, select OTHER

In box next to OTHER, enter bar stroke (| )

Select NEXT

Save file as .xls

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

Personal copies

Follow instructions for books personal copies

Special edits for media items:

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

Media items on reserve for more than one course

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

Weekly procedures

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

During the semester procedures

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

Annual procedures

Sending reserve information to Faculty

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

Bread Loaf - see calendar

End of term: purge records

Summer Programs

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

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

BLVT and BLNM Late Winter/Early Spring

  • Create and print out BLVT and BLNM course list to keep track of submissions. Include columns to insert the following information: course name and number, faculty name, date submitted, date to Acquisitions, date returned, date lists printed, date lists picked up and processed
  • Create electronic folders in manager file for both BLVT and BLNM. Suggested folders for each: lists to search, lists to Acquisitions, lists complete
  • Touch base with faculty (or BL Office) to remind them of deadline for reserve list submissions (April 15th). Email BL staff to be sure all BL faculty who would like to submit lists, have indeed submitted lists. The deadline date is needed to be sure there is time to order and process new books. Many faculty like to reuse their past lists; feel free to email their lists to them (LIB_RES mailbox: see end of semester Millennium generated reserve lists for each faculty)
  • Obtain email addresses of BLVT and BLNM faculty. Often BL Staff like to be the contact for BL faculty, but it is helpful to have when questions arise.
Search BL lists
  • For list submitted from previous semester, no need to search list. Edit course information and save electronic copy.
  • Utilizing Create List function in III, search for books on course reserve from previous year (SEARCH: "item type" HAS "7212-06"). Compare lists received from faculty with past lists – excel sheet can be alphabetized.
  • Utilizing Create List function in III, search for missing books on reserve for and "item status" not equal to "available" identifying any titles that need to be searched or reordered. Order replacement books as necessary
  • Check lists to be sure they were from a previous year. If course appears to be a new course, be sure to check books and call numbers (sometimes faculty list call numbers from other libraries and we do not own the books)
  • New titles submitted: search by author/title and publisher information; cut and paste exact call number into reserve list. If book needs to be ordered, type “to be ordered” in call number column. Email list to Library Acquisitions and save a copy in “lists to Acquisitions” file. Acquisitions will return list after orders are placed. Review and edit list as necessary
  • Sort lists by call number - make sure DAV and ARM books are prefixed with these letters
  • Save lists in appropriate folder
  • Contact facilities to request date for books to be moved to Davison (normally the Monday before the first day of class) – and date for books to return to Davis Family (normally the Monday after graduation. NOTE: request BLWC books to be picked up from Davis Family and delivered to Davison on the same day BLVT books are returned to Davis Family)
  • Set date for staff to put books on shelves at Davison (the Monday before class) and take books off the shelf (Thursday or Friday before graduation)
  • Ask Acquisitions Office to start saving large Blackwell boxes for shipping books to NM and VT (60 - 70 needed).
Spring: special BLNM processing

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

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

After Lists have been Prepared by Reserves department

  • Items are ready to be picked up in stacks. Pay special attention to the desired year and # of copies needed
  • Missing items need to be searched for extensively; if not found, alert Reserve and they will place order through Lib Acq
  • Checked out items need to be recalled
  • Order items we don't own, and items that need updated editions
  • Check out items to "nill bread" in iii. Set dues date for August 21st
  • Include pink slip in front cover of each book that indicates which course the book belongs to, and the number of books there are for that particular course [might eliminate this step in '10?]
  • Make copies of each course list to use as packing slips in boxes. Write down the number of books on the top of each packing list
  • Include an additional sheet in each box that indicates the box # (ex: Box #7), what course(s) the books in each box are for (ex: this box contains books for course 7740 and 7360), and also note whether or not a packing slip is included for the course in that particular box
  • Books should arrive in New Mexico as early as two weeks before classes begin. Books need to arrive between May 30th and June 6th.
  • Email Laura to let her know when boxes were sent, how many to expect, and what items (if any) are still pending (ex: books still checked out, or on order, etc.)
  • Send pdf file of course lists to Laura via email
June: Retrieving books
  • Sort reserve lists by call number and print out each list
  • Pick up books (indicate with a check to the left of the call number when an item is located, a dot when it is missing).
  • Processing: Create courses in Millennium: BLVT7182-BL10 Armstrong; Loan Period: 90 (1 day loan), location: mds (Davison Reserve)
  • Shelve processed books in separate area in reserve area: spread out all over the shelves for reserve books; leave one shelf for LS reserve items
  • Add colored dot to spine label to distinguish reserve books from Davison books
  • Organize books by call number at Davis Family
  • Send requests to Acquisitions for missing titles
  • Place books in boxes (being systematic about keeping them in call number order is very helpful)
  • Label boxes with call numbers and number the boxes in order of call numbers
  • Tally total number of boxes of books and send email to facilities (summer of 2010: 1,300 books/60 boxes)
  • Inform Davison staff and faculty of policy of requesting reserve materials while Davison is in session (see Print Reserves FAQ's)
  • Obtain faculty breadnet email address from BL Office. Send email to each BL faculty with link to their reserve list and information on how to request additional titles for reserve.
Set Up at Davison
  • Facilities will pick boxes up from Lee Kennedy room early (before 8am) on the day requested
  • Plan to meet at Davis at 9:00 and arrive at Davison by 9:30am with set up crew: Reserve Coordinator and other res/circ/ILL staff (2) and student workers (2) – along with BLSE liaison and Davison Librarian (summer 2010: 4 staff, 3 students)
  • Items to bring to Davison: training binder, reserve lists, extra dots, pens, pencils, scissors, utility knife, and any special project or searching to be done while at Davison
  • At Davison, shift numbered boxes to approximate shelving location
  • Each "smaller" reserve shelf holds approx. four Blackwell boxes of books; "larger" shelves (around the corner) hold about twice that amount (6 1/2 smaller shelves, 4 larger shelves)
  • Leave first two shelves (near librarian's desk) empty. Reserve media and specially labeled class shelves will live there.
  • Place books on shelf in LC call number order, leaving shelves at least one quarter empty.
  • Pick up and process books from Davison collection, add colored dot to spine, and place item on reserve shelves
  • Flatten boxes and store for returning books to Davis Family (summer 2010: placed in copy room at Davison)
Daily processing of Davison requests
End of BL term

Before the end of term at Bread Loaf:

  • Create lists in Millennium for each Bread Loaf faculty's reserve reading. Save list in two ways:

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

  • Cut and paste and create informal letter (hard copy) to be delivered to each BL faculty member's before the last week of term
  • Give letters to Bread Loaf staff to drop in faculty's mailbox.
Tear Down at Davison
  • Scan shelves for DAV books, ARMS, and Music. Remove and reshelve or put in designated box. Label boxes with call numbers.
  • Pack up boxes on Thurs. or Friday before graduation. Arrange transportation of books back to Davis Family on Monday following graduation
Late Fall
  • Schedule meeting with BLSE Office
  • Set deadline for BL faculty to submit reserve lists in the spring
  • Review reserve list submission procedure to have direct contact with BL faculty (not accomplished yet, but hopefully in the works)
  • Create letter for faculty to be included with appointment packet

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

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

  • Touch base with BL Office to remind faculty of reserve list submissions
  • Seaching lists (same proceedure as BLVT)
  • NOTE: Check for similar courses being taught in VT. Second copy of titles maybe needed if courses in VT is similar
  • Check with BL Office for date to ship out BLNM items
  • Coordinate with ILL to pick up books
  • ILL will process books, checking out to ILL-NEWM
  • After processing books, attach small dots to spine label before shipping to NM (color of dots indicate course number – 7 courses, 7 colors of dots or stars). NOTE: contact BL Office for email address for staff in NM to contact with questions
  • Coordinate with ILL to box books (be sure to include course list in boxes).
  • Alert mail services to pick up boxes in mail room.
  • Plan to mail out to the NM Library the Friday around the end of May or first of June. Need to arrive in NM on the Friday before the beginning of term.
  • Mail to:

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

  • ILL Department will check in and process books being returned; check lists for missing items and follow up
Mid Summer
  • Obtain list of BLWC faculty. Create list of faculty authored books by searching Millennium (include title and call number)
  • Pick up faculty authored books and reserve requests
  • Processing: Create course in Millennium: Bread Loaf Writers' Conference, BLWC-09; Loan Period: 90 (1 day loan), location: mds (Davison Reserve)
  • Add items to reserve course
  • Add colored dots to spine label to distinguish reserve books from Davison books
  • Shelve processed books in separate marked area in reserve area, organized by call number

BLWC Spring/Early Summer

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

Language Schools

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

Media: another work in progress!

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

Library Reserves Mailbox

Follow general procedure as in Library Circulation Mailbox

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

Move read mail into appropriate folder

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

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

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

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

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


Stacks student employment.

Contact the Student Employment Office.

Guide & Procedures for Book Cleaning

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

Vac-brushing TIPS

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

Microprinter Maintenance

canon microprinter puzzles

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

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

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

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

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

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

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

The QC - Quick Check of carts from P&P - General Guidelines

  • Newly processed materials arrive at Circ on carts or (if RUSH) in single/small batches of items
  • Carts are delivered to Circ 250B by P&P staff and single/small batch items are left on the "rush shelf/area" in 250B
  • Do not need to check details of every item record (exceptions noted below)
  • Sort the cart and scan barcodes in Check-In Mode
  • All items need to be scanned & checked in at Circ Desk
  • Sort materials (see below), then scan item barcode in check-in mode
  • Scanning will generate any requests that have been placed at any point in the order/in process stage through user web request system or by Circulation or Collection Management staff
  • Watch the screen between each scan!
  • Retain book jackets for new books display
  • Save only colored processing slips without any writing on them (for Collection Management; optional-for re-use)
  • Items with requests may or may not have a pink request slip
  • Clear “in process” status at check in
  • Message will display “Item status in process. Clear it?” Press space bar to clear/answer yes.
  • Must answer or clear each hold message. (If you scan the next bar code without answering, the scan works as an answer but the next barcode is not scanned and hence won’t have its status cleared)
  • Call numbers and location codes display on screen as each item is scanned (adjust column width as needed)
  • IF spot check is needed, check line item information (call # and location) from check-in view
  • To view/edit item: Right click, select “view item” and press “Edit” button
  • Edit record if needed and click on save/close to save changes
  • Items with multiple parts should display a message alert at check in – add/edit appropriate message if necessary or return to Collections Management
  • Check for prefix labels in sub-collections
  • Return any errors to P&P, with status "in process"

The QC – Sorting the cart:

  • Newly processed materials arrive at Circ on carts or (if RUSH) in single/small batches of items
  • Carts are delivered to Circ 250B by P&P staff and single/small batch items are left on the "rush shelf/area" in 250B
  • Do not need to check details of every item record (exceptions noted below)
  • Sort the cart and scan barcodes in Check-In Mode
  • All items need to be scanned & checked in at Circ Desk
  • Sort materials (see below), then scan item barcode in check-in mode
  • Scanning will generate any requests that have been placed at any point in the order/in process stage through user web request system or by Circulation or Collection Management staff
  • Watch the screen between each scan!
  • Retain book jackets for new books display
  • Save only colored processing slips without any writing on them (for Collection Management; optional-for re-use)
  • Items with requests may or may not have a pink request slip
  • Clear “in process” status at check in
  • Message will display “Item status in process. Clear it?” Press space bar to clear/answer yes.
  • Must answer or clear each hold message. (If you scan the next bar code without answering, the scan works as an answer but the next barcode is not scanned and hence won’t have its status cleared)
  • Call numbers and location codes display on screen as each item is scanned (adjust column width as needed)
  • IF spot check is needed, check line item information (call # and location) from check-in view
  • To view/edit item: Right click, select “view item” and press “Edit” button
  • Edit record if needed and click on save/close to save changes
  • Items with multiple parts should display a message alert at check in – add/edit appropriate message if necessary or return to Collections Management
  • Check for prefix labels in sub-collections

New books for display

  • Look for eye-catching jackets and book covers suitable for display
  • Change status to L “new books” (alternately see procedure below using Item Use 3 method)
  • Wrap book with jacket
  • Shelve and display in new book shelves
  • Alternate sides weekly so that books are displayed/removed regularly by date added to new books
  • Return new books to stacks weekly: books removed from display need to be scanned in at Circ to clear “new book” status & change status to “available”; remove jackets before sending to stacks/re-shelving areas
  • Keep display current & interesting, display books face out for maximum visibility of new titles
  • Books not being sent to new book display – clear "in process" and send directly to stacks; place on re-shelving carts

Change to L- NEW BOOK Count item/Item use 3/Create List/Rapid or Global Update Method

  • Create a list of all item records with an Item Use 3 of greater than 1
  • Using Rapid or Global Update—reset the Item Use 3 to 0 and change the status
  • Empty the list when done Rapid update status from “in process” to ____________
  1. Log in to Millennium using mXcircsu
  2. Click the “count use” button on left
  3. Click the “item use 3” button on left
  4. Scan in each item (if you accidentally scan an item twice, it does not matter)
  5. Click the “up one level” button on left
  6. Click the ‘create lists” button on left
  7. Double click an empty list
  8. Name your list (reffing, new books, etc.)
  9. Select item records from the pull down menu
  10. Type = I, field = 74 (item use 3), condition = greater than or equal to, value = 1
  11. Click “Search”
  12. Click “rapid update” button on left
  13. Select item from the first pull down menu
  14. Select Review from the next pull down menu
  15. Select the list you just created
  16. Field = 74 item use 3, Value = 0 
  17. Field = 88 status, Value = (double click in box and select which status you want to change these books TO)
  18. Click “start” in upper right
  19. Click “create lists” button on left
  20. Find your list and highlight it
  21. Click the “empty” button at top, middle

Cash and Credit Procedures

See here

Circ staff scheduling/calendar procedures and time guidelines

See here

Customer Service

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

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


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

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

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

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

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

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

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

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

Work Ethic

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

Top Ten Email Tips

1) Grammar:

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

2) Discretion is the greater part of replying:

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

3) The subject "Re: " means nothing:

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

4) Greetings & Salutations:

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

5) Stop yelling at me:

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

6) Fonts:

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

7) Humor:

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

8) Don't be a cyber-coward:

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

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

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

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

10) Finally:

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

Annik Stahl, the Crabby Office Lady columnist


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

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

See here

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

Why is this so important?

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

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


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

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

Sample Questions

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

A. Where is RESERVES?

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

1) Midcat > Reserves

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

B. Where is THIS JOURNAL [or book or newspaper]?

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

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

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

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

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

C. How do I get to THIS DATABASE?

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

1) go/lib > "Research" in left-hand menu > "Databases A-Z"

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

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

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

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

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

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

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


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

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

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

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

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

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

F. Where are THE DVDs?

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

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

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

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

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

5) For more information, see Find Videos.

G. I need to do RESEARCH ABOUT...

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

1) Refer to a librarian.

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

H. None of the above...

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

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

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

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