Facilities Information; Davis Family Library
The following is a partial overview of general building information that is shared with new employees. 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.
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.
-- 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 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.
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 LIS 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; anyone who has requested and been granted "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 LIS.
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. 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."
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.
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.
Reporting a leak, how to:
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.
If the water leak is severe and if collections or equipment are at risk, please notify FS or PS as above immediately, making it clear that the situation is dire and FS staff are needed to shut off the water or divert the flow ASAP. Then take actions as necessary to protect items from damage referring to the Emergency Manual section on Flooding and Water Damage for specific procedures.
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.