Facilities Information; Davis Family Library

GENERAL INFO

The following is a partial overview of general building information that is shared with new LIS employees with offices in Davis Library. It is posted here as an overview/reminder for everyone. (Some information in the original email has been omitted for security purposes.)

Because the library is not just a classroom and office building, but also stores some of the most valuable collections owned by the College, having an office here is unique and I'd like to call a few things to your attention.

Emergency Preparedness

All Middlebury College employees should become and stay familiar with the College-wide Emergency Response Procedures on the web at go/er If Davis Library or Voter Hall are evacuated, the designated meeting area for staff is in front of Warner Hall. If Armstrong Library is evacuated the designated meeting area is on the hill next to Lang Dorm. If you work at a public service desk that deals with customers face to face, there may be additional emergency procedures that you should know about, so please ask your supervisor for an orientation to any department specific emergency manual.

Access and Security

-- You have (or shortly will have) card access to the exterior doors because you are a building "resident". That means that you can come and go whenever you want, including when the building is not open to the public. If you are in the building when it is not open to the public and you see any suspicious behavior, please call the Office of Public Safety (x5911) to let them know. You should never let anyone enter the building with you when it is not open to the public. Everyone who has good reason to be in the building when it is closed has been given card access.

-- You are responsible for helping LIS maintain the security of the collections and therefore, even when the building is open to the public, please do not let people in or out through the back, Storrs Ave. doors unless they are physically unable to walk to the front door. Those without card access should exit the building through the front doors. While this is an inconvenience at times, it is important to maintain just one entrance and exit to the building for the sake of the security of the collections. If you allow someone you know to enter through the back doors with you as a favor, please remind them that they must exit through the front door. If you have a visitor and you would like to escort them to the back door as they leave, you are welcome to do so as long as they are not taking any library materials with them that they have not checked out.

-- There is a toggle switch just above the doors as you exit the building. This switch controls the automatic door feature for handicapped access and should always be left in the "auto" position. If you would like a detailed, hands on explanation of this feature do not hesitate to ask me for one.

-- Every now and then you might find that the interior doors do not unlock after you've used your access card. This is usually because somebody else has recently exited or entered and the doors had not reset when your card was read. If this happens, simply go back outside, wait a moment, then use your card again. It is impossible to get stuck between the two sets of doors because the exterior doors have a crash bar that can be used to open the doors even if they are locked.

-- The emergency exit doors at the bottom of staircases #1 & #4 should not be used except in an emergency.

-- The key to your office also opens common spaces like the staff room, loading dock, classrooms, and meeting rooms.

Office logistics

-- If you want to keep library materials in your office, please help LIS maintain accurate collections information by taking a few moments to stop by the Circulation Desk to check them out.

-- The use of heat-generating small appliances (like coffee makers, hot plates, etc.) in offices is discouraged because they can be a fire hazard. If you do use such appliances in your office they must have an automatic shut off feature. You are, of course, encouraged to use the Staff Room in LIB121 where you will find a well equipped kitchen.

-- Of course the use of open flames (like candles or potpourri burners) is strictly prohibited.

-- Please keep any food you have stored in your office in sealed containers. We have occasionally had a problem with mice in the building and you don't want mice feeding on that open dish of chocolate on top of your desk any more than we want those mice nesting in the books on the shelves.

-- Those who have an office in the building have special privileges when it comes to reserving meeting rooms like LIB105, LIB145, LIB221. Please ask the LIS Administrative Assistant for more information.

Stuff that comes and goes

-- Mailboxes are in the Staff Room, LIB121. Outgoing mail may be left at the Info Desk or in the Staff Room.

-- Those associated with CTLR generally send and receive faxes through that office at x2418. Those associated with LIS do so through Collection Management at x5698.

-- Printing arrangements vary throughout the building so please ask your nearby neighbors what they do and don't hesitate to contact the Help Desk for assistance at x2200.

-- Photocopiers are in the print/copy centers LIB142 and LBI242. Follow the directions attached to the machines to photocopy. See go/print for full information on how to print.

-- The loading dock is a busy place. If you are notified that a package has arrived for you there, please collect the package as soon as conveniently possible.

-- The Custodial Team routinely cleans offices on Wednesdays. Please refrain from putting fresh food garbage in your office trash because fresh food waste can attract insects and vermin. Instead, please deposit any such waste in the trash in either a bathroom or in the large bins in the central recycling areas. The Custodians do not routinely empty the small blue recycling bins or the trash bins in your office so you need to empty your own into the large bins in the central areas. Ask your new neighbor where the nearest ones are. Spare trash bags are kept in the supply closet LIB201A.

Joseph Watson routinely coordinates LIS requests to Facilities Services for things in the building that need to be repaired. Please don't hesitate to ask questions or bring problems to his attention at any time.

COMPACT SHELVING

When shelving is malfunctioning please ask for assistance at the Circulation Desk. An override key can usually be used to open an aisle, but please use caution and make sure all aisles are empty before moving a carriage because the override key disables the safety features. If the override key doesn't work, a battery pack override may. The battery pack should always be kept fully charged because using a partially charged battery pack can damage the system.

All problems should be reported to either the Stacks Maintenance Supervisor or the Facilities Coordinator. Signs will be posted to indicate that there's a known issue, so if there aren't signs posted in the problem area you should assume nobody knows that the shelving isn't working.

Our compact shelving contractor is Donnegan Systems. If necessary, the Facilities Coordinator will place a service call. If he's unavailable, a service call to Donnegan may be placed at 1-800-222-6311.

A manual for the compact shelving section L1-L35 can be found here: File:CompactShelveManual2009 eclipse.pdf

A log of problems is kept here... please keep it updated.

Please see this image for the numbering system for the compact shelving carriages.

DOORS

Access:

Card Access through the exterior front doors into the vestibule is 24/7 for anyone with a valid ID Students, Faculty, & Staff have 24x7 access into the Vestibule. (Those with the following cards do not have access cards (but rather mag stripe only) and therefore cannot use card readers on campus. - Alumni, courtesy card, Friend of college, Spouse/Partner, Breadloaf, Faculty Emeriti, Retiree.)

Card Access through the interior front doors and back doors is:

24/7 for: any staff or faculty member with an office in the building (including Faculty Offices LIB351-360); all Information Technology staff; Facilities Services “master” groups. Facilities Services Custodial access begins at 3am and for the rest of Facilities staff access begins at 6am. Access is occasionally given to Admissions tour guides during holiday weekends.

When the building is open to the public for: Dining Services Supervisors; selected vendors making deliveries; faculty/staff who have assigned carrels in the building; anyone who qualifies for "handicapped access".

Handicapped access: for students is arranged through the ADA coordinator and for Faculty/Staff through Human Resources.  Members of the general public may apply for such access at the Circulation Desk.  Only members of the public with government issued Handicapped Persons plates or placard will be granted access.

Non-ADA access to the back doors may be given at the discretion of the Dean of the Library.

Door numbering:

The sets of doors are numbered.  This can come in handy when reporting malfunctions to Facilities or Public Safety.

Hold open feature on automatic doors:

Each of the doors that are equipped with an automatic door opener for handicapped access has a small toggle switch over the interior side of the door. This switch has three positions, off, auto, hold open. The switch should be left in the "auto" position. If it is turned off the push button used to open the door will not work.

The "hold open" position can be used to hold the door open. At the back doors use your access card then flip the switch to hold open and the door will open and stay that way until the switch is turned back to auto. At the front doors, press the button to open the doors and then flip the toggle switch.

Posting items on doors:

Anything posted anywhere except bulletin boards should be removed and recycled. (Some semi-permanant signs for College Offices may be posted, but these should be laminated.) The college handbook states "Posters are permitted on designated bulletin boards or kiosks only. The organization or individual sponsoring an event or making an announcement is responsible for removing the material within 24 hours after the conclusion of the event or within 30 days of the posting, whichever occurs first. Please refrain from posting flyers on doors, walls, windows, buildings, lamp posts, trees or stairwells. Flyers found in these locations will be removed by College staff. Fines and/or disciplinary action may result from violations." (See the College Handbook Sec.8 pt.B)

Keys:

Keys are tracked and issued through the Dean of LIS's office. Requests for keys are made to the LIS Administrative Assistant. The request must come from the supervisor of the person that the key is being issued to.

ELEVATORS AND STAIRWAYS

The elevators and stairways are numbered so they can be referred to in an emergency or for general maintenance issues. Please see the image below for the numbering scheme. During a power outage Elevator #2 will continue to operate on generated power but if the generator stops running the elevator will stop where it is. During a power outage elevators #1 and #3 will go to the lower level, open once, then close and cease to operate.

EMERGENCY PHONES

Purpose: The purpose of the emergency phones at Davis Library is to summon emergency responders with the push of a button.

Equipment: Davis Family Library is equipped with fourteen (14) push button emergency phones.

Their locations are:

• Lower Level: Four (4) phones, one at each stairwell access.
• Main Level: Six (6) phones, one at each stairwell access; one in Wilson Café; one behind the circulation desk.
• Upper Level: Four (4) phones, one at each stairwell access.

Stairwell emergency phones and the phone in Wilson Café are:

• Red in color
• Programmed to dial Public Safety at x5911

The phone behind the circulation desk is:

• Silver in color
• Programmed to dial 911 directly

Circulation Desk Emergency Phone Protocol

Because the Davis Family Library circulation desk emergency phone is programmed to call 911 directly, it is important to know and follow a protocol for its use.

Protocol

Call 911 by pushing the button when there is an emergency that requires external (non-campus) emergency responders:

• Fire Department
• Police Department
• Emergency Medical Services

If you must call 911:

• First, if you must evacuate to stay safe, evacuate before calling 911.
• Call from a landline or mobile phone if you are in a safe location. Do not leave safety to use the emergency phone if you have other options.
• When using the emergency phone, stay on the line to speak with the dispatcher, if it is safe to do so. Provide as much information as possible.
• If it is not safe to stay at the emergency phone after pushing the button, seek safety while leaving the line open.
• Once answered by the dispatcher, if there is no communication from the caller, the emergency line will remain open for 60 seconds before timing out. This allows the dispatcher to hear what is happening. Important: The dispatcher’s voice will be heard. This is not a “silent alarm”.
• It is critical in the last case that someone makes a phone call to 911 as soon as possible to provide more information about the incident. The call button feature should not be the one and only call to the police.
• To terminate a call, push the button again.

Accidental Activation: If you are aware that you have accidentally pressed the button, stay near the phone and inform the answering dispatcher that you accidentally called. All Other Emergency Phones in Davis Family Library (Red) All emergency phones (red) other than the circulation desk will call the Public Safety emergency line, 5911. After speaking with the caller about the details of the emergency, Public Safety will determine if 911 needs to be called for outside help, or if the situation can be managed by Public Safety officers.

The emergency phones are analog phones and work on backup power for approximately twenty hours in the case of a power failure.

FALLING ICE OR SNOW, from roof over doors

If dangerous snow or ice accumulates over a door, recruit a staff member to stand guard and alert people of the problem until signage is posted, then call Joseph x5487 and let him know about it. (Call your building coordinator if you're working at a branch library.)

If you do not reach Joseph in person--  

for front doors: There are large yellow plastic folding signs in the back of closet 201A that should be placed outside on the patio so that people approaching the building are alerted to the problem. There are also laminated 8.5"x11" signs in the wall pocket in 201A that should be taped to the glass on the inside of the exterior doors.  Once this has been done, call Facilities Services x5472 (or, if FS is closed call public safety x5911) and alert them to the situation, letting them know that you've posted signage.

for back door: use the portable directional signs that are stored in the loading dock and the staff room to post signs outside.  Use the spare signs in 201A to post signs on the inside doors.  If large icicles have formed over either door post a sign encouraging people to use the other exit.

These procedures would also be appropriate for any immediate safety hazard that you become aware of. It is very important that any and all of us react to a hazard and keep ourselves, coworkers, and the public, safe from harm. Don't assume somebody else will notice and deal with it, please be proactive and follow up until you're sure that somebody is working to resolve the situation and you're not needed. There are "caution, wet floor" signs in the basement near the custodial supplies.

There is a known issue with snow and ice falling from the roof over the front door. If the weather conditions are just right, the snow melts and compacts and then slides off under the snow guards and over the gutter. Another, but less common problem, is icicles forming in the scuppers over the back doors.

LOADING DOCK LIFT

Only those trained to use the lift gate should operate it. There are instructions posted on the wall next to the switch. Read them completely before operating the lift. Improper operation can cause injury.

MAINTENANCE REQUESTS

Routine requests for Davis Library are funneled through the LIS Facilitates Coor., Joseph Watson. Things like broken locks, burned out light bulbs, plugged toilets, etc., should be reported to Joseph who will then place a request with Facilities Services. When Joseph is out of the office, Doreen Bernier the Asst. to the Dean of LIS can also place requests. Any problems that could be considered a safety hazard should be reported immediately, and if you don't reach Joseph, the problem should be reported directly to the Facilities Expeditor at x5472.

POWER OUTAGES

See Davis Library Emergency Manual for emergency procedures. http://mediawiki.middlebury.edu/wiki/LIS/Emergency_Manuals

When the main power to the building fails, a generator located in the basement under the staff room should automatically start and power portions of the building as follows:

• Elevator #2 (near loading dock) will operate normally.
• Elevators #1 and #3 will automatically go to level 1, will open and shut once, then will no longer operate. If the generator fails to operate all elevators stop.
• Card access and alarm systems.
• ITS machine/server room.
• Circulation desk.
• Some lighting (but not all lights) sufficient to illuminate pathways to exits.

Compact shelving will not operate; loading dock overhead door will not operate; most outlets will not work; phone system will work as long as battery backup lasts; PA system will work as long as phone system works.

If the generator fails to operate, the door locking system runs on battery and will only last a little while. If this happens ask Public Safety (x5911) to put the doors in card access mode to save the battery backup and also tell them we are propping the doors open. Retrieve concrete blocks from closet 201A and prop one exterior door and one interior door open.

If the power comes back on right away but the generator has already started, then the generator will run for about a half hour before shutting down. If this happens some parts of the building may smell like exhaust because the exhaust for the generator is on the roof near the air intake for the HVAC system. (This isn't a problem if the power is out because the HVAC system is shut off.)

When we lose electricity the fire doors on staircase #1-#4 will shut and should be reopened as needed when the power returns. Sometimes the crash bar alarms on the emergency exits will sound after the power comes back on and will need to be reset by either the LIS Facilities Coor. or Facilities Services. Some of the compact shelving may not operate properly after a power outage and will need to be reset by the LIS Facilities Coor., or the Stacks Maintenance Supervisor.

WATER LEAKS/INCURSIONS

Reporting a leak, how to:

If the water leak is severe and causing damage to library collections or equipment, follow the procedures in the emergency manual here-- http://mediawiki.middlebury.edu/wiki/LIS/Emergency_Manuals

When a water leak is noticed and it is minor and not causing damage to collections or equipment, report it to Joseph Watson x5487. If you don't reach Joseph, leave him a message about the leak and then contact Facilities Services directly at x5472. If FS is closed (evenings and weekends) call the Office of Public Safety and ask them to reach FS on-call personnel if deemed necessary. Describe the situation giving them all details as needed and realistically indicating the severity of the situation. If placing a basket under the leak until regular FS staff can come during normal working hours will suffice, please do so but inform PS so that they can have the night watch guard check on the leak.

Storm drain, exterior, overflow:

During very heavy rains the storm drains that are just outside of the emergency exits at the bottom of staircases number 1 and 4 have been known to overflow. Instead of water going down them, water flows up and out of them like a geyser. This problem was severe enough to cause water to flow under the door at the bottom of staircase number 4 and flow into the lower level soaking the carpet adjacent to the Harman Reading Area as well as seeping under the wall into the reception area of Special Collections soaking the carpet there. This is a known issue as of the Summer of 2008.  If we receive very heavy rains, it makes sense to check these areas to see if there is a problem and then report it as needed following the instructions in the "reporting a leak" section of this wiki.  If water is flowing under the door, DO NOT OPEN THE DOOR because the door might be holding back a quantity of water.