Procedure Manual

TABLE OF CONTENTS
NOTE: To Search this page press "Ctrl F"

CHECKING IN BOOKS
CHECKING OUT BOOKS
CHECKING IN & OUT LAPTOPS
CLOSING PROCEDURES
EQUIPMENT LOCATION
FAQ & POLICIES (Books ... who, how long, messages, renewals)
FAQ & POLICIES (Books ... overdue, holding, recall
FAQ & POLICIES (Media, media renewals & holds)
FAQ & POLICIES (Front Entrance Alarm)
HOLDING BOOKS
ILL (Interlibrary Loan)
LIBRARY TELEPHONE POLICY
LOGIN INSTRUCTIONS FOR MILLENNIUM (Library System)
MESSAGES (Shortcut Keys & How to View a Message on a Patron's Account)
NO CHAMPLAIN COLLEGE ID (What to Do)
ON GOING WORK-STUDY TASKS
OPENING PROCEDURES
SHELF-READING (Making sure books are in order on the shelf)
SHELF-READING - Children's Section
SHELF-READING - Library of Congress Call Number System
SHELF-READING REMINDERS (When re-shelving & shelf-reading)
APPENDIX A - How & when to create and add a new account
APPENDIX A - How to remove a message from a patron's account
APPENDIX A - How to add a message to a patron's account
APPENDIX B - How To Place a Book on Hold
APPENDIX B - How To Recall a Book
APPENDIX B - How To Cancel a Recall or Hold
APPENDIX C - How To Change the Barcode of a Book
APPENDIX C - How to Add an Item on the Fly
APPENDIX D - How to Reserve a Study Room
APPENDIX E - How to make a reserve item inactive
APPENDIX E - How to make a reserve item active

CHECKING IN BOOKS:
When a patron returns a book(s) it must be checked back into the system.

1) The patron does not have to present an ID in order to return books.
2) The patron can either hand you the book or put it in the book drop
3) You must check the book for damage. If the book is damaged, do not check it in.
Put a note on the book and leave it in the office of the Circulation Coordinator, room 103.

How to check the book in through the automated system:
1) Click on Check-In located on the left side of the screen
2) Below is the screen that will appear:

3) Scan the bar code of the book(s).
4) The bar code, the patron’s name, the amount due, and status will appear on the screen.
5) Sensitize (IN) the spine of the book using the sensitizer/desensitizer located between the two computers at the front desk. The red light verifies that the book is sensitized.
6)Put the book(s) on the re-shelving cart.

Checking in Reference Books and Periodicals :
(Only faculty and staff may check out these items)
1) Reference books should be checked in like all other books. Sensitized and put on the re-shelving cart.
2) Periodicals should be sensitized and given to Tammy with a note explaining it was returned.

Checking in Videos and DVDs:
1) Check them in like all other books. Do not sensitize the video, it will erase them!!
2) DVDs can be sensitized.
3) DO NOT PUT THEM IN THE DRAWERS. Put them on the re-shelving cart.
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CHECKING OUT BOOKS:
When a patron requests to check out a book(s), he or she must present a Champlain College I.D. What if a patron does not have his or her ID? (see “No Champlain College ID, ” pg 17). Students can get an ID from the Student Resource Center located in Skiff Hall.

When Checking Out a Book(s) to a Patron:
1) Ask patron for his or her ID.
2) Swipe the patron's ID with the magstrip reader located on the right of the computer. You may have a patron who has an Alumni paper ID. These IDs have bar codes that can be scanned. Faculty, staff, student and neighbors should not have the old picture IDs with bar codes; these IDs are no longer valid for these groups.

Below is an example of how the screen information should appear for a student:
Name Flintstone, Wilma
Barcode 9422000 (College ID number)
Email ude.nialpmahc.liamym|enotstnilf#ude.nialpmahc.liamym|enotstnilf
Patron Type 0 Undergraduate Student
Patron Code 1 u UNDERGRADUATE
Expiration Date 12-17-2011

How many books can a patron check out?
Undergraduate Students can have up to 10 books checked out at any given time.
Graduate Students can have up to 15 books checked out at any given time.
Faculty, Staff and Trustees can have up to 25 books checked out at any given time.
Alumni, Guests and Neighbors can have up to 5 books checked out at any given time.

If swiping the ID card results in the message "No record found with b…” than the patron must be added to our system. Only staff members can add a patron (see appendix A).

1) Scan the barcode of the book(s) or media materials (videos and DVDs)
2) The Receipt or Due Date Printer will print a slip for each book. Place the slip in the pocket of each book. The pocket is located in the back of the book.
3) DESENSITIZE (OUT) the book(s).

NEVER DESENSITIZE VIDEOS, CASSETTES, OR DISKETTES! THIS WILL DESTROY THEM!

4) Hand the item(s) to the patron. Tell the patron when the item(s) is due. Faculty, staff and students may renew their books online. The information is sent to their CC e-mail account.
5) Click on the word “Close” in the upper right corner to get out of the patron’s account.

NEVER LEAVE PATRON INFORMATION ON THE SCREEN.

Checking out Reference Books & Periodicals:
(Only faculty and staff may check out these items)
1) Reference books may be checked out in the system by a staff member
2) Periodicals may be checked out by filling out the “Faculty & Staff Borrowing Sheet” located at the desk. Desensitize the periodical. Put the form in Tammy’s mailbox.

Checking out Videos and DVDs:
1) Check out the item just like a book. Do not desensitize it. Faculty can take the items out of the building, students cannot. (See FAQs on page 8 for more information).
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CHECKING OUT & IN LAPTOPS:
We have 6 laptops that are in located in the drawer on the left at the front of the circulation desk. These drawers should be locked every night at closing. The laptop drawer key is located in the top drawer of the small gray filing cabinet in 103.

Laptop agreement form and check out procedure:
1) The student must have a VALID Champlain College ID

2) The student must read and sign the laptop agreement form
a. The forms are in the front pocket of the binder
b. The binder is located at the front desk
c. The form stays on record until the student graduates or transfers
d. If the message "Must Sign Laptop Form …" show up on the person's account, give the student a form to read & fill out
e. Put the form in the front pocket of the binder. A supervisor or Library Aide II will update the person's account
f. The signed forms are in alphabetical order

CHECK LAPTOP FOR DAMAGE. ALSO, CHECK TO MAKE SURE IT WAS SHUT DOWN.

3) The laptop must be Checked Out through the circulation system - just like a reserve item

4) Give the student a laptop with a power cord

5) The laptop cannot leave the building

6) The laptop must be returned to the front desk in 3 hrs.

7) Make sure to give a due date slip.

8) ALSO, TELL THE STUDENT WHEN THE LAPTOP IS DUE BACK.

WHEN THE LAPTOP IS RETURNED:

1) CHECK LAPTOP FOR DAMAGE … MAKE SURE IT WAS SHUT DOWN.

2) Check to make sure the power cord is with the laptop.

3) Check In the laptop through the circulation system - just like a book

4) Put the laptop back in the assigned laptop drawer
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CLOSING PROCEDURES:

2 HOURS BEFORE CLOSING
Circulation Coordinators
Make sure ALL BOOKS are checked in and put on the re-shelving cart. Check-in all the books for the book drop. Check each floor for books or periodicals that need to be put away.

Closing Checklist (30 Min prior to closing):
Student Workers
o Remind any patron who enters the building 30 min prior to closing that the library will be closing soon (give them the time till closing).
o Check laptop & DVD player drawers to make sure all have been returned and lock drawers once all laptops & DVD players are accounted for.
o Shut down computers around the front desk.
o Shut down computers at the visitor/student computer station.
o Check the book-drop to make sure all books have been checked in.
o Make sure the work-study/front desk space is neat and clear.
o As the last few patrons exit the building, wish them a good evening, and/or smile!
o Once all patrons have exited the library, turn off the two work-study computers at the front desk.

Circulation Coordinators
10 Minutes Before Closing:

1) Use the Allen wrench screwdriver to lock the front doors. The wrench is located at the Circulation Desk in the top drawer. Each door has a silver crash bar. Place the wrench in the small hole, turn the wrench. When done correctly, the crash bars will pop out. The doors are now locked.

2) Make sure the 2nd floor lab monitors turns off all the computers on the 2nd floor, 3rd and basement or ground floor.

3) Turn off the lights on the 1st, 2nd, 3rd floor and basement or ground floor.

4) Make sure the students do not forget to sign out.

5) Everyone who closes at night should leave together. You should not leave anyone behind. Sometimes this may mean leaving after midnight or 10 p.m. No one should be left alone in the building with a patron. This is an unsafe situation.

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EQUIPMENT LOCATION:

MIC 2nd floor between rooms MIC211 & MIC218:
2 TV/VCR/DVD players
1 Listening Station w/ CD player, cassette player, and turntable

Equipment located at the circulation desk:
3 tape recorders: located at the circulation desk. Students can check out the tape recorders for 3 hours. They cannot leave the building with them. (The Media Center has tape recorders the students can check out).
4 laptops: for student use only. See how to check in and out laptops.

PHOTOCOPIER MACHINE
Miller Information Commons (MIC) Building:
1 photocopier: located on the first floor, room 108.

The Library Staff is responsible for maintaining all the equipment listed above.
We also must put paper in the photocopier in the MIC. We will need to check the machines periodically for paper.

FAQ’s about equipment around campus:
Is there a fax machine that students can use?
Yes, it is located in the Student Resource Center, Skiff Hall building, bottom floor. Unfortunately,
this office is not open on the weekends. Students can call 860-2706 to find out more.

Is there a scanner for students to use?
Yes, the scanners are located in the S.D. Ireland Global Media Center, bottom floor.

Is there a color printer for students to use?
Yes, the color printers are located in the S.D. Ireland Media Center, bottom floor.

Is there a color photocopier on campus?
No, there is no color photocopier at this time.
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FAQ & POLICIES (books … who, how long, messages, renewals):

Does a patron need a current Champlain College ID to check out any item from the library? Yes!!! If the patron does not have his or her ID, see "No Champlain College ID, What to do."

How does a patron get a Champlain College ID?
The patron must obtain an ID from the Student Resource Ctr. located in Skiff Hall.

How many books can a patron check out?
Undergraduate Students can have up to 10 books checked out at any given time.
Graduate Students can have up to 15 books checked out at any given time.
Faculty, Staff and Trustees can have up to 25 books checked out at any given time.
Alumni, Guests and Neighbors can have up to 5 books checked out at any given time.

How long may a patron have a book?
Undergraduate Students can check out a book for 28 days.
Graduate Students (Master’s Program) can check out a book for 28 days.
Faculty, Staff and Trustees can check out a book for 90 days.
Alumni, Guests and Neighbors can check out a book for 14 days.

What about a New Book?
New Books circulate for 14 days regardless of the patron type.

What do you do with a book that has the message “Send TechServ” or “no record found with b…” on it?
This book has a problem that needs to be fixed. The book should be brought to the attention of a staff member. Please put a note on the book with the message. The book should be left on Tammy’s desk or in her mailbox.

Can a patron renew a book?
Undergraduate Students can renew a book for an additional 28 days.
Graduate Students (Master’s Program) can renew a book for an additional 28 days.
Faculty, Staff and Trustees can renew a book for an additional 30 days.
Alumni, Guests and Neighbors cannot renew books. The system will not let them renew it online. They will have to bring the book(s) into the library to renew them. You will have to check them in & out again for the patron.

Can a New Book be renewed? Yes.
A New Book can be renewed for an additional 14 days, unless another patron has placed a hold on the book.

Can a patron renew the book online? Yes.
From the Library website at http://champlib.champlain.edu/, choose the “Library Catalog” link. When the catalog site appears, choose “My Account” link, and then enter their name and ID number. (Hint: If their ID number begins with “82-“, enter only the digits that appear after the dash; that is, the final seven digits.) A list of their currently checked out items will appear, and they can renew the books that are eligible for renewal by using the Renew All or Renew Selected Items features.

What should I do if a person tried to renew a book, but the system will not allow it? The person has to either return the book or contact Tammy Poquette at ude.nialpmahc|etteuqopt#ude.nialpmahc|etteuqopt or 865-6489.
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FAQ & Policies:

What should I do if a person has an overdue book(s)?
• Tell the person they can renew the book online. The instructions will be in their courtesy or overdue e-mail notice. All notices are sent to the patron’s Champlain College e-mail accounts.
• Renew the book for them – if they are standing in front of you.
• If the book has already been renewed once, the system will not allow another renewal.
• You can hold the book they want to check out for 24 hours until the overdue book is returned.
• They can also speak with the circulation coordinator, Tammy Poquette. They can also contact Tammy at ude.nialpmahc|etteuqopt#ude.nialpmahc|etteuqopt or 865-6489, if they have any questions.

Can a patron place a hold on a book? Yes.
However, the book must be checked out on someone else’s account first. Depending on the amount of time the current patron has checked out the book, we can recall the book for the request. At this time, only full-time library staff and Circulation Coordinators can place a hold on a book for a patron.

What should I do with a book that is returned & has a hold placed on it?
A form will print out from the receipt printer with the title, call number, barcode, and patron name on it. Place the slip in the front cover of the book, so the person’s name is showing. Place the book in the “hold drawer.” The person will automatically get an e-mail notification that the book is ready.

What types of books can be recalled?
Most books, with the exception of New Books, may be recalled once the book has checked out for at least 14 to 30 days. A recall will send a notice to the current patron asking him or her to return the book(s) within 3 days of the notice, shortening the original due date by 14 days. A book does not have to be recalled in order for the new patron to get the book. He or she can place a hold on the book without having the book recalled (see appendix B – placing a hold on a book).
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FAQ & POLICIES:
How many media items (Video, DVD, CD, and Audiocassette) may a patron check out?
Undergraduate Students can have up to 3 media items checked out in the library at any given time.
Graduate Students can have up to 3 media items checked out in the library at any given time.
Faculty, Staff and Trustees can have up to 5 media items checked out at any given time.
Alumni, Guests and Neighbors cannot check out media items.

How long may a student use a Video, DVD, CD or Audiocassette?
The student must use the video, DVD or CD here in the library. The student may have the item for 3 hrs only. The student may view the video or DVD in MIC102. The student can also listen to a CD in MIC102. They still have to be checked out in the library system.

Can a student renew any media items? NO. Not at this time.

How long may a faculty or staff member check out a Video, DVD, CD or Audiocassette? The faculty or staff member may check out any of the items listed above for a period of 7 days. The faculty or staff member may take the items out of the library. However, the items will set off our alarms. Please make sure to tell the faculty or staff member to place the item on the bench, next to the door. They can walk around the system to pick up the item. NEVER, NEVER, NEVER tell them to put the item over their heads to get past the system.

Can a faculty or staff member renew Video, DVD, CD or Audiocassette?
Yes, they can renew the item for an additional 7 days. The item can be renewed online or through our automated library system.

Can a faculty or staff member place a hold on a Video, DVD, CD or Audiocassette? Yes, only if the item is checked out to another patron.

Can a faculty or staff member check out a periodical (magazine or newspaper)? Yes. However, since periodicals do not have records in our system, we would have to write down the information on the “Faculty and Staff Borrowing Sheet,” located at the front desk. Desensitize the item and put the form in Tammy’s office or mailbox.

Can a faculty or staff member check out a reference book?
Yes. However, since all reference books are “library use only,” no one is allowed to check them out in the system without an override. A Library Aide would have to get a supervisor to allow an override to check out the reference book.

Can a student check out a periodical or reference book? NO. Not at this time.
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FAQ & POLICIES:

What should I do if someone sets off the alarm at the front entrance?
1) Ask the person to come to the desk. We cannot open their bags or take any items out. They have to willingly do this for us. A circulation staff member should be present to help you at this point!! If a circulation staff member is not available go to step 2.
2) Ask the person if he or she has any videos or DVDs. If the person does, ask the person to take out the video/DVD (leaving the item(s) on the desk) and walk around the center panel with the bag to make sure there is nothing else in the person’s bag to set off the alarm.
3) If the person is coming in the library … ask them to repeat this procedure when they leave.
4) If the person is leaving the library … give the person back his or her video/DVD, after they have walked around the center panel.
5) If the student does not have a video or DVD, ask if they have any books or textbooks from the bookstore.
6) Desensitize any books from the bookstore. Hold the books at the desk, and ask the person to walk around the center panel with his or her bag.
7) If the person is still setting off the alarm, get a staff member! The staff member will have to take care of the next steps.
8) Staff Members Only - The next step would be to ask if the person has any library materials, such as books or magazines. If the person has one of our magazines, get a photocopy of the person’s ID, and write down the date and item he or she tried to take out of the library. Tell the person that next time we will need to call security.
9) What if the person has one of our books? See below.

What should I do if the person has a book from the library that they claimed to have checked out?
Ask the person for his or her ID. Check their account to make sure the book is checked out. Once in the person’s account, you would click on Checked-Out Items, to see the books on the person’s account. If it is checked out to the person, desensitize the book and apologize for the inconvenience. Library Aides, if the book is not checked out, get a staff member. Staff members, make a copy of the person’s ID. Tell the person the next time we will need to call security.

What should I do if the person who set off the alarm is a faculty or staff member? Get a circulation staff member to help you.
Staff members: do your best to identify what is setting off our alarms. Faculty and staff members are allowed to check out periodicals and reference books.
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HOLDING BOOKS:

There are several reasons to hold a book for a student. The first reason is the student has an overdue book that has already been renewed once. The second reason is a student that does not have his or her valid Champlain College student ID or a Driver’s License. The third reason is someone placed a hold on a book that was checked out to another patron, and that book was returned.

If a student wants to take out a book(s), but has an overdue account, or does not have a valid ID, we will hold the book temporarily at the Circulation Desk.

HOLDING BOOKS FOR A DELINQUENT ACCOUNT/NO VALID I.D.

1) Inform the student the reason you are not allowing him or her to take out book(s).

2) Use the pink bookmark with the word “HOLDS” on it. Put the STUDENT'S NAME, the CURRENT DATE and YOUR INITIALS. The bookmarks are next to the computer on the right at the front desk.

3) Because of limited space, we do not hold books for extended time frames. Book(s) will be held for a 24 hr. period only.

3a) A valid exception is when the book(s) goes on hold over the weekend. In this case we will hold it/them until the end of business Monday.

You should explain these rules to the patron when they request to have a book held. If they cannot come back to claim the book in that time frame, it is only fair that the book be returned to the stacks, where it can be used by others. The book will be held according to the above terms, and then re-shelved if unclaimed.
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ILL ( INTERLIBRARY LOAN):

When a student or patron cannot find a book, article, or material they need here at our Library, they may need to get the material from another library. The reference librarian is responsible for interlibrary loaning material for the student.

1. The student must first speak to a reference librarian.

2. Once the librarian assesses the student's needs, she may than research other libraries to find the material(s) needed.

When ILL items come into our Library, they can be found in the “Hold Drawer”.
When the student/patron comes to pick up the Interlibrary loan materials, the following rules apply:

3. Check the student/patron's Champlain College I.D. against the name on the item(s) which is/are being picked up to verify the person's identity.

4. Point out the due date on the item(s).

5. Do not give the item(s) to anyone other than the person who initiated the ILL request.

6. Make sure to de-sensitize the item(s) just in case the lending library did not.

7. Magazine and newspaper articles do not need to be returned, if they are copies of the originals.

When the student/patron returns the Interlibrary loan materials, the following rules apply:

1) Put the book(s) in the Brenda Racht's mailbox, or leave them in the MIC103 office.

NOTE: INTERLIBRARY LOAN ITEMS DO NOT HAVE TO BE CHECKED OUT IN OUR SYSTEM.

EXCEPTIONS MAY BE MADE FOR FACULTY AND STAFF, IF THEY DO NOT HAVE THEIR IDs. SEE ANY REFERENCE LIBRARIAN, THE CIRCULATION MANAGER, OR THE CIRCULATION COORDINATORS FOR THE EXCEPTIONS, OR CHECK FOR A NOTE ON THE ITEM(S) BEING PICKED UP.
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LIBRARY TELEPHONE POLICY:

The Circulation Desk Telephone
ALL incoming calls on the Circulation Desk line MUST be answered when we are open. Telephone manners make a lasting impression. Make sure to answer the telephone promptly. Be courteous and friendly towards callers. All telephone calls are important. Incoming calls for Library Aides should be limited to EMERGENCIES ONLY. Out-going calls by Library Aides should be made only with the permission of a staff member. You should NEVER give out any information regarding a student’s work schedule, or any other information regarding ANY student under any circumstance.
REQUESTS TO LOOK FOR SOMEONE IN THE BUILDING IS LIMITED TO EMERGENCY ONLY

HOW TO ANSWER A CALL, PUT A CALLER ON HOLD, TRANSFER A CALL, AND PLACE A CALL: (Also see the "Script for Answering the Phone at the Front Desk" sheet)

How to answer a call:
▪ The telephone at the desk should be answered:
Champlain College Library - your first name - speaking.
To place a person on hold:
▪ Ask the party to hold
▪ Press Hold soft key ( you will only see this key when on a call)
▪ Press Resume soft key to bring back the caller
To Transfer a call to another phone:
▪ Let the caller know that he or she is being transferred.
▪ Press Transf… soft key (you will only see this key when on a call).
▪ Call is placed on a Temporary HOLD
▪ Enter extension number
▪ Press Transf… soft key again.
▪ The call will not go through, if the Transf… soft key is not pressed a second time.

Note: If accidentally press the wrong extension number, press the Resume soft key to return to original call.

To place a call:
▪ Out-going calls by Library Aides should be made only with the permission of a staff member.
▪ Internal calls:
▪ Enter 4 digit extension number
▪ External calls:
▪ Enter “7” and the number (you will not hear a dial tone after the 7 is pressed)
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LOGIN INSTRUCTIONS:

You will first have to login to the computers, before you can login to the Millennium Program.

1) Press the Ctr/Alt/Delete keys at the same time to get to the computer login screen. Click on the “OK” button
2) Username: wslibrary
3) Password: library
Do not sign in as yourself, or it will affect the due date receipt printer.

Once the desktop is available:
1) Double click on the Millennium Icon

2) A logon box will appear asking for the username and password
a) Username: milcirc
b) Password: milcirc

3) Click on the “OK” button

4) The next box will ask for your initials and password

5) The initials and password are specific to each person. They were given to you by the Circulation Coordinator.
a) Not sure about your initials & password, ask a supervisor or Tammy.

MESSAGE MACROS:
F4 Must Sign Laptop Form
F5 Student must have CC ID, already used driver’s license
F12 Give book to supervisor or Tammy

These messages are to be used by staff members only!

How to view a message on a patron’s account:
If a person has a message on his or her account, it will automatically pop up. However, if the person has more than one message, you have to click on the message button on the top of his or her account to read all the messages.

All the messages will appear:

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NO CHAMPLAIN COLLEGE ID – “WHAT TO DO”:

If the student forgot his or her ID:
1) A student can check out any library item using a driver’s license only once.
2) Library Aides are not allowed to look-up a patron’s information. You must get a staff member to handle the situation.
3) A circulation staff member must put a message on the account stating a CC ID is needed next time.

Circulation Staff Members Only: How to place a message on a student’s account.
1) You must be in the person’s account.
2) Click on the Edit button at the top right
3) Click on the Insert button at the top.
4) A box with the word "name" will be on the left. Click on the arrow to drop down the list.
5) Pull down the list and click on m Message.
6) Press the button F5 – it is a macro that contains the message.
7) Press the button “save/Cl”…, this will save the information.
8) The student may now check out the item.
*** You do not have to put this message on a staff or faculty member’s account

If the student does not have CHAMPLAIN COLLEGE ID:
1) They should get an ID from the Student Resource Center, Skiff Hall. They can also get a Champlain College ID online.
2) They can use their drive’s license only once.
3) If the student does not have a driver’s license, you can hold the books for 24 hours until he or she brings an ID or driver’s license.
5) Students are blocked from checking out items, if they do not get a new ID.

If a faculty or staff member does not have an ID:
1) Library Aides must get a library staff member to help you.
2) Staff members can look up the person’s account information. Remind the faculty or staff member that he or she should bring the ID next time.
3) You do not have to put a message on the account.

MESSAGE MACROS:
F4 Must Sign Laptop Form
F5 Student must have CC ID, already used driver’s license
F12 Give book to supervisor or Tammy

These messages are to be used by staff members only!
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ON-GOING WORK-STUDY TASKS:

1. All books in return bins checked in and sensitized.

2. All books on book truck re-shelved when assigned.

3. All books on end of book shelves are to be re-shelved.

4. All micro-film reels and cartridges filed.

5. All chairs pushed in, tables cleaned off, reset computer screens
(THIS SHOULD BE DONE EVERY HOUR).

6. Circulation desk area straightened and neat.

7. Shelf read at least TWO ranges in the Main Collection book stacks (when assigned).

8. Shelf read at least TWO ranges of magazines in the Periodical section (when assigned).

9. Shelf read at least TWO rows in the Children's section (when assigned).

10. Shelf read at least TWO ranges in the Reference section (when assigned).

This list should be referred to regularly when you find yourself in need of something to do. Please note that this list may be revised and added to over time, so do not rely on memory alone, check the list!

You must pay attention to the needs of any patron. Library work comes before your homework. Homework privileges will be taken away, if the patrons are ignored.
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OPENING PROCEDURES:

Student Workers:
Opening Checklist:
o Turn on work-study and patron computers at front desk
o Sign in to the work-study computers using “wslibrary” “library”
o Sign in to Millennium using “milcirc” “milcirc”
o Stamp today’s date on each section of the BFP, and put away newspapers
o Unlock laptop & DVD player drawers (key is in the gray cabinet in the office, MIC103)
o Check book-drop to make sure all books are checked in
o Turn on computers at the visitor/student computer station
o Remember to look up and SMILE to greet incoming patrons!

Circulation Coordinators:
1. Use the Allen wrench screwdriver to unlock the front doors. The wrench is located at the Circulation Desk in the top drawer. Each door has a silver crash bar. Push in the crash bar and place the wrench in the small hole, turn the wrench. When done correctly, the crash bars will remain flat. The doors are now locked open.

2. Record the people count from the left panel, and put that number in the "Information Log Sheet" binder located in the cabinet above the desk in MIC103. The people count begins with the letter "P" before the number.

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SHELF READING:

Library Aides who meet the following requirements will be responsible to shelf-read:
1) Students who have passed the shelf-reading test.
2) Students who have worked in the library at least one semester.

How often will a library aide have to shelf-read?
Each library aide will be scheduled to work one hour to shelf-read. Library aides who finish all their shelf-reading before the hour is finished will be assigned other tasks.

1. All library aides are required to shelf-read a MINIMUM of TWO ranges (a range is one vertical section of shelves or 5 to 7 rows) in the Main Collection, TWO ranges in the Reference section, TWO ROWS in the Children's section, and TWO ranges of magazines in the Periodical's section. The shelf-reading is to continue during the weekend shifts. There will be a schedule re-created for the times each person will shelf-read.

2. When shelf-reading, all mis-shelved books do not have to be pulled. Instead, put the book spine down. This will let a staff member know the books needs to be checked. Make sure to mark the number of mistakes you find in your area on the shelf-reading sheet. The staff member will correct the mis-shelved book.

3. When shelf-reading in the main collection the books should be flush to the front of the row and 2/3 in length. If the books go further than 2/3, the books need to be shifted to keep the appearance of the rows neat and organized.

4. When shelf-reading magazines, the titles are in alphabetical order. The magazines are to be organized in reverse chronological order, with the newer issues on top.

5. Your shelf reading activities will be recorded on the appropriate log sheet with the different sections on the top of each sheet. The sections are: Main Collection, Reference Section, Children's section, and Magazines. The sheets will be checked daily to monitor progress and understanding of the Library of Congress call number system.

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SHELF- READING - CHILDREN’S SECTION CALL NUMBER SYSTEM:

Children’s books are separated into several different categories: PICT, FOLK, COLL, CHAP, and Non-Fiction.

Picture book – call numbers are in order by at least 4 to 5 letters of the author’s last name, and the Author’s first initial, than by the title of the book.

Example: Books that only need to be re-shelved by the Author’s last name
PICT Aber, B Charlie 1990
PICT Asch, F Bear's 1985 c. 1
PICT Bake, K Big 1994
PICT Baker, A Two 1991

Example: Books that need to be re-shelved by the Author’s last name & first initial:
PICT Baker, A Two 1991
PICT Baker, J Home 1984

Example: Books that need to be re-shelved by the Author’s last name, first initial & title of the book:
PICT Carl, E Drea 2000
PICT Carl, E Quiet 1990
PICT Carl, E Ten 2005

Unusual Call Number Issues:
Example: A title of book that begins with numbers comes before any letters:
PICT Muns, R 50 Be 1986
PICT Muns, R Alli 1997

Any Author’s name that contains an apostrophe is not treated any different than an author without an apostrophe.
Example: L’engle is treated like Lengle

Any Author’s name that has a space between the letters is not treated like two separate words.
Example: De Paola (De Pa would not come before Dea or Depa)

Folk & Fairy Tales - call numbers are in order by Author’s last name, first initial, and the title of the book. These books begin with the letters: FOLK, but follow the same shelving rules as Picture books.

Collected Works - call numbers are in order by Author’s last name, first initial, and the title of the book. These books begin with the letters: COLL, but follow the same shelving rules as Picture books.

Chapter books – call numbers are in order by Author’s last name, first initial, and the title of the book. These books begin with the letters: CHAP, but follow the same shelving rules as Picture books.

Non-Fiction – call numbers are in order by the Library of Congress (LOC) system (see below).
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SHELF- READING - LIBRARY OF CONGRESS CALL NUMBER SYSTEM:

All books in the Library are shelved in call number order according to the Library of Congress system. This system flows both alphabetically and numerically, using multiple lines. The first line will have from one to three letters, and indicates order alphabetically, the same way as a dictionary. For example:

A AA AB AC AD AE AF AG AH AJ AK ….. AZ

Not all the letters will be used. These examples are to give you a rough idea of how the system works. Here is an example of the first line with three call numbers.

KFA KFB KFC KFD …… KFX

Next, when the first line of the call number is identical, then the second line is used to determine order numerically. The second line is a whole number, but sometimes can be followed by a decimal. The whole number comes first, followed by the decimals, which go in order from smallest to largest. You must match the decimal number for number making sure the smallest numbers go first.
For example:

PS PS PS PS
3515 3515.115 3515.12 3515.5

If the first two lines are identical, then you should go to the third line to determine call number order. The third line ALWAYS begins with a decimal point followed by a letter, and then one or more digits. Like the previous example, the numbers go from the smallest to the largest, matching number for number.
Look at the following example:

PS PS PS PS PS PS
3515 3515 3515 3515 3515 3515
.M112 .M12 .M135 .M2 .M213 .M23

With this example, it would appear at first that "2" should come before "112." However, if you compare the first digit after the M, “1" comes before “2", so this determines the order. Remember, the third line is NOT read as a whole number!

The fourth line is a continuation of the third line. It should be read alphabetically, and then as a decimal. If the first three lines of the call number are the same, then you must go to the forth line.
For example:

PS PS
3515 3515
.R3457 .R3457
U137 U17

It would appear at first that "17" should come before "137." The first digits after the U, “1” is the same for both yet the next digit “3” is before “7,” so this determines the order. Remember, the fourth line is NOT read as a whole number!

If two call numbers are the same, except that one has an additional line beyond the other, the call number with more information is considered to be higher.
For example:

PS PS
3515 3515
.R3457 .R3457
U137 U137
2006

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SHELF- READING REMINDERS WHEN RE-SHELVING BOOKS AND SHELF- READING:

COLORED OVERLAYS ON THE CALL NUMBERS:
White Main Collection – Lower Level or Ground floor
Orange Oversized books – Lower Level or Ground floor
Orange & Red: Oversized Folio Books – Must Lay Flat - Lower Level or Ground floor
Yellow Reference Collection – Library Use Only – 1st floor
Lt Blue Teaching and Learning Resources - 1st floor (opposite the newspapers)
New Book New Book collection - 1st floor – located on the periodical shelves
Lt Green Children’s Collection – 3rd floor
Lt Green w/ Reference sticker: Children’s Reference Collection – 3rd floor
(located in the wooden display area) – library use only!
Lt Green w/ Caldecott sticker: Children’s Award Winning Caldecott Collection – 3rd floor (located in the wooden display area) – library use only!
Lt Green w/ Newbury sticker: Children’s Award Winning Newbury Collection – 3rd floor (located in the wooden display area) – library use only!

To make sure you are re-shelving correctly, do not forget to look at the call numbers of the books on both sides of the book you are re-shelving.

When shelf-reading, check the last book on the shelf-reading list to make sure it is correct. When your shelf-reading is finished, check the call number of the book at the top of the next shelf/range to make sure it is the next correct book in the call number order. Write down the call number of the book at the end of your shelf/rae, not the call number of the book at the top of the next shelf/range.
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