Indiana State University Cunningham Memorial Library Stacks Manual KNOWLEDGE IS FREE IN THE LIBRARY....

Indiana State UniversityCunningham Memorial Library

Stacks Manual

KNOWLEDGE IS FREE IN THE LIBRARY. SO LET’S TRY TO MAKE THE UNKNOWN TO

KNOWN

TABLE OF CONTENTS

Computer Usage Phone Usage Calling In

1. Position Description

5. Work Assignments

4. Welcome to Lending Services

2. Student Worker Policies

3. Career Development

Book Drop Copier Hand Scanner Uploads Mending/Tattle Tape Phone Script Pick Up Remote Storage Shelf Reading Shelving Straightening

Stack Work Card Schedule change/substitution form

6. Procedures

7. Forms 8. RTS (Ready to Shelve)

Table of Contents Contd...1.


Pick Up Shelving

9. TMC : Pick Up and Shelve

10. Oversize Materials

11. Browsing

12. Guest Vending Cards

13. Photocopiers


15. Documentation

14. Cannon Scanners

Position DescriptionDepartment: Lending ServicesPosition Title: Stacks/Circulation Student Assistant

Position Description

Date: 2/24/05

Department: Lending Services

Position Title: Stacks/Circulation Student Assistant

Position summary: Students with flexible schedules preferred. Responsible for overall maintenance of the general and reserve stacks, reshelving books, providing light maintenance to photocopiers, checking in and out materials, making Ready To Shelve carts, answering inquiries. Must have good customer service skills, be reliable, dependable and pay close attention to detail. Work Study preferred but not required.

Supervision Received: Student assistants report directly to the Billing & Reserve Supervisors for circulation tasks, and the Stacks Supervisor for stacks duties. Student assistants also report to all circulation supervisors on duty.

Stacks/Circulation Student AssistantContd…

Skills Required: Ability to work unsupervised (once trained) in completing assigned

tasks with accuracy, neatness, and within the allotted time period. Ability to understand duties to be performed, able to prioritize tasks

when needed, and be able to make decisions if necessary. Ability to work well with other student assistants and staff members.

Training: New workers report to the Advanced Student Assistants for their stacks and circulation training. They also receive the stacks/circulation student worker policies and a library tour on their first day.

Evaluations: An evaluation is conducted at the end of the 4th week introductory period, and again during each semester and/or upon termination.

Student Signature: _________________ Date: ___________

STUDENT POLICIES

The Library has a three part correction policy, the first is given upon hiring and is a verbal warning, the second is a written warning, and the third my termination for refusing to comply with Library policies.

As an employee, I am responsible for time management and balancing work and school to enhance my overall academic experience.

As a student employee, I am in the rare position to learn a professional attitude prior to graduation. The pursuit of excellence will guarantee me a commendable reference letter.

I understand that punctuality is important, and I expect my supervisors to note the time I start and finish work. I also understand that I must request time-off at least two weeks in advance, and I am responsible for finding my own substitutes. I have been given a verbal warning about Library policies on covering my shift, and I expect my supervisors to give me a written warming if I fail to comply with these regulations, or terminate my employment if I repeat this mistake.

I understand and will protect our patrons’ right to privacy. I will not discuss or repeat confidential information.

I am a representative of Indiana State University and will strive to report to work in a positive, friendly, physically pleasing manner that enhances the quality of my interactions and service.

Student PoliciesContd…

I understand that there is a chance I might be sent home if we cannot find work for me to perform. I am committed to staying productive and doing my best.

I understand that work is a time to focus on realizing the Library’s mission; therefore, I will meet with friends after work. I will also respect Library resources and refrain from making or receiving personal calls at work.

I realize that misinformation is very damaging to the Library, and at times of uncertainty will seek the assistance of a staff supervisor, advanced student worker, or the Referral Tree.

ANY of the staff supervisors, the advanced and intermediate students can hold me accountable for my job conduct. I expect them to do periodic checks of my work and provide my direct supervisors with feedback.

I, _________________________, have read the above policies and agree to comply with and implement the principles of Cunningham Memorial Library.

Student Signature______________ Date __________

CAREER DEVELOPMENT

The high correctional standards of the Circulation Department benefit student assistants by raising their working expectations and personal accountability, while offering ample room for self-improvement in preparation for their future careers.

We believe in the pursuit of excellence through hard work, perseverance, and learning from past mistakes because this is the furnace that will test our students’ mettle and produce professional results.

The Circulation Department has a Three-Part Correction Policy. The first is given upon hiring and is a verbal warning. The second is a written warning, and the third is termination for refusing to comply with the Student Worker Policies for stacks/circulation.

The verbal warning is a statement of our Student Worker Policies which ensures student assistants’ understand the seriousness of our work in the library, and what specifically they will be held accountable for. Only students who agree with our policies and believe in our standards of excellence should join our workforce.

Career DevelopmentContd…

The written warning addresses the violation of our Student Worker Policies. Students who sign this form do not indicate agreement. Signing only signifies you have been informed of a situation and have received a copy of this notice. Written warnings can be revised to reflect the student’s perspective. The purpose of the written warning is not to usher in the beginning of the end, but the end of a problem and a new beginning.

Stacks/circulation will not give written warnings for minor offenses. Trivial matters receive verbal reminders and online postings.

However, if minor offenses become habitual problems despite verbal reminders a written warning will emphasize the importance of the student’s work to the welfare of the library.

Termination is a last resort when a student’s conduct and performance fail to show adequate improvement despite verbal reminders, online postings, and a written warning. Students who continue to knowingly violate policy pose an extreme risk to the quality of our service, while providing a dangerous example for our other assistants.

Welcome to Lending Services

We are pleased to have you join our team. Your position as a student employee will require you to learn a great many things in a short time. The work you do is an important part of library service- the library would not be able to achieve its service needs without students like you.

We are a service organization and expect everyone on the staff to be courteous and friendly toward those who use our services. Remember, the library can be threatening for some people. Your helpful presence can make the library a positive experience for its patrons.

As a user and a provider of library services, you are in a unique position to help us improve these services. Please feel free to contact any of the staff with your suggestions/ comments. Together we can contribute to make our service stronger and better.

Customer Service All people entering the library are our patrons, whether they are

students, instructors, staff members, or people from the community.

Train yourself to smile, be tactful, speak softly, and maintain a pleasant demeanor. Your job is a very important part of the service we give our patrons.

Your immediate supervisor will train you in the skills needed in the area where you are now working. Do not be afraid to ask questions when you are in doubt or do not know something; your supervisor expects you to ask questions.

You are not expected to be an expert at answering reference questions: therefore, please enlist the help of the staff member or student assistant working in the circulation with you. Under no circumstances should you tell a patron that “we have no information” on a subject or that “we do not have” a particular book. If you don’t have an answer to a patron’s question then refer them to the Reference Desk.

The smooth operation of the library depends on your dependability and punctuality. You will be often relieving a co-worker who is finishing a shift, needs to go for class, or relieving a worker for lunch or break. On the weekend you may be the only student scheduled for a particular shift. Your co-workers and our patrons are depending on YOU. Please be to work on time and work your entire shift.

Work Habits Avoid long conversations with friends and fellow workers

while on duty. Not only does this interfere with your work but it also interrupts the concentration of those studying. There is much work to do in the library so that socializing is to be kept to less than 2 min.

Drinks are allowed in the stacks area and at the circulation desk as long as they are in closed containers. Drinks taken to the stacks area must be in a bottle with a cap. Snacks are allowed only during break times. DO NOT leave food and /or containers to be discarded by others. Student employees may use the staff lounge on the lower level. The door is locked but can be opened with the Master A key.

Radios, CD players, Discmans and other such devices are not to be used unless authorized by the stack supervisor.

Your appearance and clothing should be neat, clean, and suitable to the work performed. Shorts, sleeveless shirts and open-toed shoes may be worn as long as it is descent and doesn’t hinder your work. While you are on the job, your personal appearance and habits reflect not only on yourself but also on the library.

Phones

When answering the telephone, you are speaking on behalf of both the Circulation Department and the Library. Always answer the phone in a manner that is prompt and courteous, as follows:

“Library Circulation, this is (your first name). How may I help you?” Be ready to take a message, have pencil and paper handy. Be sure to write

down the caller’s complete information when you take their message, including name, phone number or extension, and the date and time they called and your first name. Know how to transfer calls or where to post messages to ensure the person they are intended for will get them promptly.

The library telephones are for library business. Personal calls on library telephones are allowed only with the permission of your supervisor. You should not receive personal calls at work unless it is an emergency. If you receive a personal call and it is not an emergency, message will be taken for you. If you are one answering a non emergency call for yourself, you should inform the caller you will have to call him later on your break time.

Cell phones must be turned off while you are on duty. Cell phones are not to be carried with you on work. Permission from the supervisor needs to be taken if there is any need to have the phone with the student worker.

Breaks and Computer Usage

Breaks You are NOT eligible for a break if you work less

than 4 consecutive hours unless approved by a supervisor due to heat, extra heavy load, etc. You are eligible for a break if you work 4-6 consecutive hours. You MUST work the first 2 hours before your break can be taken. You are required to take a 30 min to 1 hr lunch break if you work more than 6 consecutive hrs. Lunch breaks must be documented on your timesheet.

Computer Usage You MAY NOT use computers for personal usage

while on duty. This includes checking personal email, instant messaging, playing games or surfing the internet. You could use these only when you are on break or lunch.

Check out and Calling in

Material Check outs You MAY NOT check out library materials of

any kind while on duty. You cannot check them out to yourself nor can a co-worker check them out for you. Also, you cannot hold back materials to check out after your work shift. If you want to check out materials, please do so when you are off duty.

Calling In If you cannot make your shift due to illness or

an emergency, you MUST call in at least one hour before your shift begins. You are also required to get a replacement to work your shift. If you do not call in or show up for an assigned shift disciplinary action will be taken.

We are happy to have you as part of our Lending Services staff. We hope you enjoy your job in the library.

CANNON SCANNER INSTRUCTIONS

SCANNER INSTRUCTIONS Turn on scanner. (Must be turned on first) Then turn on the

computer. Make sure the workstation only box is Unchecked. Log on by using your portal ID and password. Click the Advanced button. Make sure the context field has “STUISU” and the server field

is “Quartz” if you are a student. Faculty… Library staff A pop-up will appear, just click okay or enter. Wait for the virus scan to run and the Share Scan program’s

main menu will come up automatically. This may take a few moments.

Printing and emailing is being worked on…do NOT try to use these features-it will not work.

Use the network feature. (It will save to your ISU space [F drive], so you can read it later or print it from any computer station with a printer available.)

Contd…1.

Microfilm:

Load the microfilm by pulling the LARGE GRIP toward you. Place the microfilm reel on the FEED SPINDLE ADAPTER with the film

going over the reel to the right. Place the film under the black roller and under the glass. Press the BLUE STARTER LEVEL. This should feed the film on to the

empty reel. Move the LARGE GRIP so the film is under the lens. Use the DIAL to continue loading film and to advance to desired page. You can use the Zoom, Focus, or Rotate the page by pressing the

SELECT button until the desired action has a green light by it. Then use the Control wheel to get the desired size, focus, or rotation.

Scan to network all pages needed (click the ‘scan more’ when page is centered.) When finished scanning click send.

Unload the reel by turning the dial to the left and remove it from the FEED SPINDLE ADAPTOR. (No not touch the reel or film while it is moving.)

Contd…1.Microfiche Load the microfiche by pulling the SMALL GRIP under the lens. Pull the SMALL GRIP toward you until the glass pops up. Place the fiche under the glass. (Most fiche should be placed face down

with the title facing away from you.) Move the small grip to find your desired page.

towards you = moves fiche up away from you = moves the fiche down move to the left = moves fiche to the next page move to the right = moves the fiche to the preceding page

You can use the Zoom or Focus by pressing the SELECT button until the desired action has a green light by it. Then use the Control wheel to get the desired size or focus.

Scan to network all pages needed. When finished click send. Unload the Microfiche by pulling the SMALL GRIP towards you until the

glass pops up, and remove the microfiche. Press Esc to exit system. Shut down the scanner and computer. If you have any questions use the RED phone to call circulation.

(By the media room entrance

WORK ASSIGNMENTS Daily work assignments for stack students (task list) are located on

the clipboard in the circulation annex. After entering the date and beginning time and reading the desk log, you should take a look at the task list to find your work area and tasks for the day. It is important that these instructions are followed in the order that they are listed. Check out tasks on the task list as completed. Tasks may have to be rearranged according to need or student absences. Please be aware of notes indicating change in assignment priority or tasks.

When you work for 4- 6 consecutive hrs, you are entitled to take a 15 min break. This can be done at any convenient time, although it is most usually done somewhere in the middle of the shift. You must work two hours before the break is to taken.

*Laws that address employee breaks start at the state level. Indiana has no laws requiring employers to provide breaks for employees. As a general practice, workers who perform repetitious jobs are allowed 15 min of break time for every four hrs of work. For work that has much variation built in to the routine, breaks are assumed.

Reminder: Be sure to have a supervisor or designated student initial the beginning and ending times for all breaks and lunch periods. Breaks may NOT be taken at the end of the shift in order to leave early.

BOOK DROP PROCEDURE(Allotted time: 1 minute per item)

BOOK DROP PROCEDURE Allotted time: 1 minute per item PREPARATION

Book Cart (blue cart located in the circ annex). Master A key (located on the equipment cabinet). The key must be signed out

and back in on the log provided. Tarp (located on a shelf in the circ annex). The tarp is used on the book cart to

and from the book drop bins during inclement weather. RETRIEVE BOOKS: LOT A (enter/exit through the disability doors)

Take empty book cart to the drop box located near parking lot A. Enter the code to open the door to the drop box. Remove the book cart inside the drop box and replace it with the empty book

cart. Shut the door, turn large knob to the right and return to original position, turn

small knob to the left to original position. Check the book drop door to ensure it is securely closed.

Book Drop ProcedureContd…1.

RETRIEVE BOOKS: LOBBY Collect these items after you get items from the Lot A bin. Open the lobby drop box door (located to the north of the disability exit)

with the Master A key. Remove all items in the container and place them in the book cart. Close the lobby drop box door and make sure it is locked. Remove all browsing media items from the book cart and place in drop

bin at the circ desk. DO NOT take browsing media items to the circ annex.

Take the book cart to the circ annex, discharge/sensitize all items and make RTS carts.

INSTRUCTIONS Remove all books from the book cart and place in stacks (no order

necessary) on the desk to the left of the computer terminal, or as much as you can fit on the desk (Performed by both students if two students are doing book drop).

Discharge all materials. (Make sure to watch your screen for any information which may pop up and to ensure the item is discharged).

Sensitize all appropriate materials (everything except books with floppy discs or VHS tapes).

Count all items and document on your stacks work card.


Place regular stacks books on a book truck in call number order according to floors (ex: side one top shelf-3rd floor; side one second shelf-Basement; side two top shelf-2nd floor and side two second shelf-LL).

Place browsing items on the Browsing cart at the Circulation desk (put DVDs back in their appropriate cases and place CDs in a security case located in the top drawers of the DVD cabinet).

Place TMC items on the TMC cart near the Circulation desk. Periodicals, Government Documents, and Reference all go on the top shelf above the ILL shelf in Circ.

ILL books go at the bottom of the ILL paper copies cart in Circ.

RETRIEVE BOOKS: SOUTH SIDE DROP BOX Take empty book cart to the drop box located on the south side of the

library. Use Master A key to unlock the south door. Enter the code to open the door to the drop box (2 and 4 together, then

3; turn small knob to the right; pull large knob toward you and turn to the left).

Remove the book cart inside the book drop box and replace it with the empty book cart.


Shut the door, turn large knob to the right and return to original position, turn small knob to the left to original position).

Check the book drop door to ensure it is securely closed. Return to the Circulation Annex by way of the south door. Repeat the instructions listed above (See #4). Replace empty book cart beneath the back counter in

circulation. Sign the Master A key back in. Take all books to preshelving and place in their appropriate

sections according to the preshelving shelf labels.

NOTE: DO NOT TAKE THE BOOK CARTS FROM ONE BOOK DROP BIN TO THE OTHER BY WAY OF THE COBBLE STONE SIDEWALK. THE BOOK CARTS HAVE SPECIALLY DESIGNED WHEELS THAT THE COBBLE STONE RUINS QUICKLY. YOU MUST RETRIEVE ITEMS FROM LOT A AND LOBBY BINS THROUGH THE FRONT (EAST-DISABILITY) DOOR THEN FROM THE SOUTH SIDE BIN THROUGH THE SIDE (SOUTH) DOOR. THERE IS NO EXCEPTION TO THIS RULE.

COPIER PROCEDURE(Allotted time: 30 minutes)

ROUTE 3rd FLOOR

2 copiers (near oversized materials). 1 LUIS print station near north elevator.

2nd FLOOR 1 public printer station (near room 229). 2 copiers (near north elevator). 1 LUIS print station near north elevator. TMC: 2 Minolta machines

LOWER LEVEL 1 public printer station (GovDocs area: south wall). 2 copiers (GovDocs: south wall). 1 LUIS print station near north elevator.

BASEMENT 1 public printer station (between restrooms). 1 copier (between restrooms). 1 LUIS print station near north elevator.

Copier ProcedureContd…1.

1st FLOOR 4 LUIS print stations (across from Circulation desk).

2 public printer stations (on other side of red walls from LUIS print stations).

1 public print stations just past Reference desk. 4 copiers along south wall (south of LUIS computer cluster). 1 print station for Cannon Scanners (West wall just west of LUIS

computer cluster). Circulation printer (in Circulation area next to equipment cabinet).

INSTRUCTIONS Paper needed for the copier cart is located in the two cabinets from the

left (back of the circulation area). Document date, name and how many reams used on the form provided on the paper cabinet door. Use the form for Circulation (not other departments).

All toner products are located in the blue metal cabinet in the circ annex. Toner does not need to be documented when used and is only to be changed if the toner light on the LCD panel is on. (the toner light is 6 dots in the shape of a triangle—like bowling pins).

Begin the route (see Route section above). All copiers and print stations must be turned on.

Copier ProcedureContd…2.

Check the LCD screen for errors/problems. If any errors/problems, check for paper jams and for toner issues. If anything else is wrong, complete a Copier Problem form and submit it to the Stacks supervisor.

Check all paper drawers on copiers, LUIS print stations and public print stations. Paper should be filled according to the fill line on that drawer (usually on the side or back panels). DO NOT OVERFILL-this will cause unnecessary paper jams.

Make sure paper is secured underneath the paper clamps on the sides in each drawer. When finished—restock the copier cart (see #3 below). Return copier cart to the circ annex.

PREPARE COPIER CART FOR NEXT PERSON Paper (in paper cabinet)

4 reams of 8 ½ X 11 paper & 1 ream of 8 ½ X 14 paper. Toner (in blue metal cabinet in circ annex)

4 bottles of Savin toner (short bottle for regular copiers). Signs and Forms (in folder on the copier cart).

Signs (to place on problem copier/printer). Forms (to report problems to stack supervisor).

HANDSCANNER PROCEDURE

Place the Palm Pilot in the cradle.

Double click the Observer icon on the desk top.

Click the Setup Hotsync button. At the prompt click ok and the button on the cradle. Follow the instructions on the screen. Make sure you wait for the Hotsync end beeps (second set of beeps) on your Palm Pilot.

Click the Prepare Barcodes button. (NOTE: the number of barcodes downloaded should appear on the Observer Control screen.)

Click the Start Voyager Upload button. Click ok to the scan 1 and the date prompts. Enter the password (circs) and click ok. (NOTE: Observer Scan will automatically start, discharge each barcode and log back out. DO NOT do anything until the uploads are complete. In some cases it may take a little time for Observer Scan and Voyager to interact.)

Hand Scanner ProcedureContd...1.

To erase the barcodes, click the Erase Barcodes button. At the prompt click ok and the button on the cradle. Wait for the Hotsync end beeps from the Palm Pilot before removing it from its cradle.

Print and delete bad bar file if needed. Go into C drive Program Files Observer Control Click on the second icon (badbar) Type your name and the date at the top and print See bad barcode procedure for further instructions.

MENDING PROCEDURE PLACING ITEMS IN MENDING HOSPITAL

Check the item out to the internal account card “Mr. Premending”. The card is located in the top right-hand drawer of the desk in the circ annex.

Then place the item(s) in the small metal cabinet labeled “Mending Hospital”.

DO NOT leave the item(s) on the circ mending cart. They must be checked out to the dummy card and placed in the cabinet.

TAKING MENDING ITEMS TO MENDING Premending is to be taken down to library mending every Friday by the

student assigned to clear out the circ annex. Take the items out of the mending hospital and place on the circ

mending cart. Place a yellow mending slip in each item. The slips are located in a

green box in the top right-hand drawer of the desk in the circ annex. Print out the list of barcodes from the circulation module of Voyager and

give to the stack supervisor prior to taking the cart to mending. Take the cart to library mending located on the lower level past the staff

lounge. Leave the cart with mending. They will bring it back to us when they are

finished. DO NOT discharge the items prior to taking them to library mending.

TATTLE TAPE PROCEDURE

PLACING ITEMS ON TATTLE TAPING CART Check out the item to the internal account cards “Mr. Tattletape”.

The card is located in the top right-hand drawer of the desk in the circ annex.

Place the items on the “Needs Tattletaping” cart in the circ annex.

TAKING TATTLE TAPE ITEMS TO MENDING The tattle tape cart is to be taken down to library mending every

Friday by the student assigned to clear out the circ annex. Mending is located on the lower level past the staff lounge (last door

on the right). Print out the list of barcodes from the circulation module of Voyager

(patron record—has list) and give to the stack supervisor prior to taking the cart to mending.

Leave the cart with mending. They will bring it back to us when they are finished.

DO NOT discharge the items prior to taking them to library mending.

PHONE SCRIPT FOR CALLING PATRONS

SEARCHES

HELLO, THIS IS _______________(FIRST NAME ONLY) FROM THE ISU LIBRARY. WE HAVE FOUND AN ITEM YOU PLACED A SEARCH REQUEST FOR ON ___________(DATE). I WILL PLACE THE ITEM ON THE HOLD SHELF IN THE CIRCULATION DEPT. ON THE FIRST FLOOR OF THE LIBRARY. THE ITEM WILL REMAIN ON HOLD FOR 7 DAYS. PLEASE BRING YOUR PICTURE ID WHEN PICKING UP YOUR ITEM.

REMOTE STORAGE (only call after item record has been checked and an item record exists or when it comes back from having a record created by cataloging)

HELLO, THIS IS _______________(FIRST NAME ONLY) FROM THE ISU LIBRARY. WE HAVE PULLED AN ITEM YOU PLACED A REMOTE STORAGE REQUEST FOR ON ___________(DATE). I WILL PLACE THE ITEM ON THE HOLD SHELF IN THE CIRCULATION DEPT. ON THE FIRST FLOOR OF THE LIBRARY. THE ITEM WILL REMAIN ON HOLD FOR 7 DAYS. PLEASE BRING YOUR PICTURE ID WHEN PICKING UP YOUR ITEM.

Phone Script for Calling Patrons Contd…

HOLDS HELLO, THIS IS _______________(FIRST NAME ONLY) FROM THE ISU LIBRARY. THE ITEM

YOU PLACED A HOLD ON HAS BEEN RETURNED. I WILL PLACE THE ITEM ON THE HOLD SHELF IN THE CIRCULATION DEPT. ON THE FIRST FLOOR OF THE LIBRARY. THE ITEM WILL REMAIN ON HOLD FOR 7 DAYS. PLEASE BRING YOUR PICTURE ID WHEN PICKING UP YOUR ITEM.

RUSH REQUESTS HELLO, THIS IS _______________(FIRST NAME ONLY) FROM THE ISU LIBRARY. THE ITEM

YOU PLACED A RUSH REQUEST ON HAS BEEN RETURNED. I WILL PLACE THE ITEM ON THE HOLD SHELF IN THE CIRCULATION DEPT. ON THE FIRST FLOOR OF THE LIBRARY. THE ITEM WILL REMAIN ON HOLD FOR 7 DAYS. PLEASE BRING YOUR PICTURE ID WHEN PICKING UP YOUR ITEM.

RECALLS HELLO, THIS IS _______________(FIRST NAME ONLY) FROM THE ISU LIBRARY. THE ITEM

YOU PLACED A RECALL ON HAS BEEN RETURNED. I WILL PLACE THE ITEM ON THE HOLD SHELF IN THE CIRCULATION DEPT. ON THE FIRST FLOOR OF THE LIBRARY. THE ITEM WILL REMAIN ON HOLD FOR 7 DAYS. PLEASE BRING YOUR PICTURE ID WHEN PICKING UP YOUR ITEM.

PICK UP PROCEDURE(Allotted time: 20 minutes per floor) PREPARATION

Work Card (located on counter of circulation area) & Pen (blue or black ink).

Hand Scanner (located in the equipment cabinet; right side, upper shelf. Must be signed out on log provided on top of the equipment cabinet).

Book truck (flat book trucks are located on each floor. If none use 2-sided truck located in the circulation annex)

ROUTE (if assigned by floors: TMC is to be picked up with 2nd floor and Gov Docs area is to be picked up with Lower Level and Periodicals area is to be picked up with 1st Floor).

3RD FLOOR 2ND FLOOR TMC AREA (located on 2nd floor) 1st FLOOR (not browsing area) PERIODICALS (located on 1st floor) LOWER LEVEL GOV DOCS AREA (located on Lower Level) BASEMENT

Pick up ProcedureContd…1. INSTRUCTIONS: FLOORS AND TMC AREA

Walk the outside perimeter picking up books on the tables (straighten chairs as you go).

Visually scan both sides of each aisle looking for items not shelved (i.e. books laying flat on the shelves or on the floor).

Check each study room for items. Place all items found on your book truck. Scan each item barcode (located inside front cover of each item)

with the hand scanner. Place the scanned items on preshelving in their appropriate

section according to the preshelving labels. TMC items are to be taken back to circulation and placed on the TMC cart.

Document the number of items, start time and stop time on your work card. It is crucial to document accurate information and exact numbers. The information is used to document circulation statistics daily, monthly and annually.

Return to the circulation annex or the stack supervisor’s work area and upload the hand scanner (see uploading hand scanner instructions) and return the hand scanner to the equipment cabinet after signing it back in on the log.

Pick up ProcedureContd…2.

INSTRUCTIONS: PERIODICALS AREA (Lower Level) Gather any periodical items from the service counter and the

perimeter tables (straighten chairs as you go) and place on the book truck.

Put items in alphabetical order and shelve on the appropriate shelf by title. (pen slash on the front cover will indicate the letter the item is to be shelved under).

Scan the barcode for that particular item (located on the shelf next to the shelf label). Scan the barcode once for each item shelved under that title. (Ex.: If you are placing 2 volumes of the same title on the shelf you would scan the barcode twice).

Document the number of items, start time and stop time on your work card.

Return to the circulation annex or the stack supervisor’s work area and upload the hand scanner (see uploading hand scanner instructions) and return the hand scanner to the equipment cabinet after signing it back in on the log.

REMOTE STORAGE PRIOR TO GOING TO REMOTE STORAGE

Collect the remote storage requests from the tray in the annex room and from the tray at the circulation desk.

Gather all remote storage items to be returned (located on the metal ledge in the annex room. There is a sign indicating items to take back to remote storage).

There is a dolly in the annex room. It is highly suggested that we use this each time we go to remote storage.

The book drop tarp may be used to cover items on the dolly when necessary due to adverse weather conditions.

Document items to get and retrieve on the calendar provided in the tray in the annex room using the terminology “get” and “ret” and initial.

Example: you would document Penny get-2, ret-3 in the appropriate date box for 2 items being pulled and 3 items being returned.

Retrieve the remote storage key. The key is on a large silver and orange metal key ring located on the metal hooks underneath the circulation key cabinet near the department head’s office.

Remote Storage ProcedureContd…1.

PROCEED TO REMOTE STORAGE

Located on the 2nd floor of Normal Hall. Directions:

Exit the front door of the library. Turn right and proceed down the walkway for approximately 2

blocks. Normal Hall is a light colored, 2-story, stone building on the other

side of an alleyway, right behind the fine arts building. Enter the door facing the alleyway and take the elevator, located

just inside the door to the right, to the 2nd floor. Go right out of the elevator and turn down the small hallway on the

right to the Remote Storage door. NOTE: Due to the construction, you’ll have to detour around the

Fine Arts building, and then down the alley to Normal Hall.


PROCESSING REQUESTS/RETURNS Shelve all return items. Pull requested items. You must open each book, find the appropriate

page and article and place the paperwork in the book where the article begins.

Bring retrieved items back to the Circulation department. (There is a large basket cart in remote storage that can be used to transport items back to circulation if there is too many for the dolly).

CHECKING ITEM RECORDS/CAT REVIEW Check each item record on the circulation module of Voyager. Use the

computer in the annex room. Click on the Item icon at the top of the screen and scan the barcode.

If item has an item record, make sure the pink remote storage label is on the front cover of the book, contact the patron (see script for calling patrons procedure) and place the book on the regular hold shelf.

If the contact information is a long distance phone number or an email address give the item to the stack supervisor or designee. Any item left must have a note on it with your name, date and item information.

o Example: 11-03-04 Long distance number to be called. Penny.


o If the item doesn’t have an item record, and it is a regular request, complete a catalog review (tech services) form (located at the circ desk in the hanging file folders), place it in the item and place the item on the cat review hold shelf in tech services next to Deb Taylor’s area. If the item is an Interlibrary Loan request, complete the catalog review form, place it in the item and give to interlibrary loan personnel immediately.

Document the information on your work card.

SHELF READING PROCEDURE

(This procedure is performed by stack students to ensure all library materials are placed in its proper place on the shelves according to the Library of Congress (LC) Classification system. )

Procedure: Shelf reading assignments are documented on the stacks task list in

the circ annex along with the amount of time for this task. Students are assigned a specific floor and area. This is documented

on a shelf reading log located in the circ annex on the side of the metal cabinet.

Record the beginning call number on your stack work card in the space provided under

“shelf reading”. Go to the assigned floor and section. Find the book with the call

number you are to begin with. Begin shelf reading. Look at the call number on each book to

make sure all items are in call number order.

Shelf Reading ProcedureContd…

When a book is out of order there is two ways you can take care of it If the book belongs in the bay you are shelf reading or the bay to

the left and right—shelve the item. If the book belongs in a location outside the 3 bays place it on a

parameter table. After a shelf is read for errors, it should be straightened so that all the

books are standing up straight and even with the edge of the shelf. It should be possible to

look at an area that was shelf read and see where work was ended. After you are finished, record the last call number read on your stack

work card and on the shelf reading log. Shelf reading may also be done without instructions if you have

completed your assigned tasks and there is nothing more listed on the assignment pad and you have just a short time left to work. *Don’t forget to document.

SHELVING PROCEDURE

1. Proceed to the Preshelving area according to the assignments on the stack task list.

2. Remove enough books from the Pre-Shelving Area to fill the top shelf of the flat book cart or both top shelves of the two-sided book cart.

3. Put the books in LC (Library of Congress) call number order. Double-check the call numbers. Remember to record your stopping point if you help a patron.

4. Record the current time and the number of items on your stack work card.

5. Shelve the books correctly in the main stacks.

6. When the book truck is empty, return to the Pre-Shelving Area and record the current time on your work card.

NOTE: The actual shelving time is the difference between the time you started shelving a group of books and the time you finished.

Shelving ProcedureContd…

Books Start Time Stop Time # of Minutes

Example: 34 1:13 1:3724

8. You are to shelve in this manner until: Your shift has ended Pre-Shelving is emptied (assigned or all books for that floor) You have been assigned a specific time limit A supervisor assigns you to another task

STRAIGHTENING

(This procedure is performed in order return any library material used by patrons to its proper place on the shelf. When finished, the materials on the shelf should be uniformly straight and positioned up the edge of the shelf.)

PROCEDURE:1. Go to the floor you have been assigned to straighten. If not indicated

begin anywhere. If designated on the task list, begin at that point. Straighten for the duration of time assigned.

2. Document your starting location and start time on your work card.

3. Pull all the books on the shelf forward so that their spines are even with the edge of the shelf. (When you have finished the area assigned to you, your supervisor should be able to tell where you started and where you finished!)

StraighteningContd…

4. When you are finished with one shelf, continue on down the bay (column from top to bottom) in call number order.

5. As you are straightening, you may find books that are lying on the shelves (loose books).

If they belong on that same shelf and can be shelved quickly, shelve the books.

If the books belong in another location (a different range [entire row of bays-front and back shelves] on that floor, or on another floor) place the books on a table that is located around the perimeter of the floor. They will then be picked up during the pick up process.

6. Document your stopping time and the ending call number on your stacks work card.

STACK WORK CARD Start Time Stop Time

Work: _________ _________

Break: _________ _________

Lunch: _________ _________

Circ : _________ _________

Name: ______________________

Date: ______________________

Not Scanned: ________________

Pick Up

Floor

3rd

2nd

TMC

1st

L.L

PER

BASE

BROWS

Contd…1

Errors: ______________Book DropStart Time: ___________Stop Time: ___________Total # of items: __________Distribute to PreshelvingStart Time : ____________Stop time : ____________# of carts: _____________Mending # of items: ________________Tattle Tape # of items : ______________

SHELVING

What Shelved No: of items Start Time Stop Time No: of Minutes

Contd…2.

COPIERS & BOOKS

Start Time : ______________ Stop Time : ______________

# of Books : ______________

SHIFTING

Start Time : ______________ Stop Time : ______________

Call # Start: ______________ Call # Stop: ______________

STRAIGHTENING

Start Time: _________ Stop Time: _________

Call # Start: ____________ Call # Stop: ______________

Errors: ___________

REMOTE

# returned books ___________

# retrieved books ___________

Contd…3.

SEARCHES

Total :__________

New :___________

Repeat:_________

Found:__________

SPECIAL PROJECTS / SPECIAL TASKS

Start Time :____________

Stop Time :____________

Task :________________

For Whom :____________

Student Assistant Substitution/Schedule Change Request

Name:________________________ Date Submitted:___/___/___

Date of Substitution/Change:___/___/___ Time: ___to ___ (X for all day)

Reason of Absence:________________________________________

Substitution only: who will be working for you? ___________________

Substitute will work _________ in the stacks _________ at the desk

Student Signature: ____________________ Date: ___/___/___

Substitute Signature : __________________ Date: ___/___/___

Approved by (Supervisor): ______________ Date: ___/___/___

Place 2 copies of this form on your supervisor’s desk. Not all requests will be approved. The sooner the request time off, the better your chance of getting approval. Approval will be placed in your box.

RTS CARTS(Ready To Shelve)

(Ready To Shelve book-trucks are put together from the books that have been discharged at the circulation desk or through book drop. These items are located on the cart in circulation or on the “to be sensitized” shelves in the circ annex Items placed on these carts are to be sensitized and placed on the cart in call number order. Use the two sides of the top level of the book carts only unless instructed otherwise. Keep carts organized in the circ annex along the east wall.)

1. Once an RTS cart is made place a “ready to distribute” label on it and distribute to preshelving or leave in the circ annex.

2. Count the number of books on the book truck; record that number in the correct place on your stack work card.

3. This procedure is performed when assigned to clear out circ and circ annex.

TMCPICK UP AND SHELVING

PICK UP Pick up all materials lying on the tables, flat on the shelves (loose

books), and on the floor. Straighten all chairs during this process. Bring the items to the circ annex and discharge them. Place the items on the TMC cart at the circulation desk. Be sure to place them in section, then call number, order. There is a section label on one handle of the cart if you need to refer to it.

SHELVING Sensitize all TMC materials (on the cart and in the circ

annex) using the sensitizer located in the circ annex. Place them on a regular cart and take the half cart back to the circulation desk. Shelve the materials in the TMC area according to section and call number.

OVERSIZE MATERIALS

Oversize materials are indicated by over or oversize above the call number. When placed on preshelving they are laid flat on the bottom shelf of the correct floor and section according to the call number. The oversize items are then shelved in their correct location.

Oversized shelving units are located on each floor (with the exception of first) in the center of the front main aisle that runs between the elevators. The items are positioned flat on the shelves with the book spine to the edge of the shelf and the call number visible. Reading the call numbers read top to bottom, over to the top of the next column to bottom, over to the top of the next column, etc.

Browsing Pickup

1. Check out the Browsing hand scanner. The scanner is located in the equipment cabinet. The check out log for the scanner is on the equipment cabinet.

Document on the log.2. Check the circulation browsing cart for books to place on the browsing

preshelving shelves. 3. Pick up the browsing area and scan ALL items found.4. Distribute materials.

Books are placed on the preshelving (blue) shelves. CDs and DVDs are placed on their appropriate shelves. Jacketed current periodicals are placed in the corresponding

labeled rack shelf. Regular current periodicals are placed on the corresponding

labeled shelves (located in the NW corner of the first floor). Regular stack materials are brought to the circulation area and

distributed accordingly.5. Return the hand scanner to the cabinet and document time returned on

the log. 6. Document actual numbers on the browsing work card. Document the

activity only on the stacks work card (not actual numbers—if you do this will double the information on the monthly statistics.

SHELVING BROWSING

NOTE :Browsing items are not allowed in the circ annex. Preparing items to be shelved must be done in the circulation area.

PREPARATION Prepare the browsing cart. Place all materials in sections (DVDs, CDs, etc. in

the order you will shelve it). Check ALL DVD cases to ensure no discs are left in the case. Discharge ALL materials again using the student terminal in the back of the circulation area. Sensitize the books and CDs (using the regular sensitizer on the back counter). Sensitize the VHS tapes (using the special sensitizer located on the DVD cabinet). You do not have to sensitize the DVD or game cases because there is nothing in them.

BOOKS (white labels) Shelve books by call number. Same as shelving regular stacks materials.

DVDs Shelve DVDs by letter. They do not have to be in alphabetical order within the

letter group. Shelve A’s together, B’s together, etc. If you are unsure of the shelving title you can scan the barcode under item record and it will inform you what first word the DVD is to be shelved under.

Shelving BrowsingContd…

AUDIO BOOKS (green labels) Shelve audio book dummy cases in call number order in Browsing. The actual

audio books are housed in circulation.

VHS TAPES Shelve VHS tapes in alphabetical order by title. If you are unsure of the shelving

title you can scan the barcode under item record and it will inform you what first word the tape is to be shelved under.

GAMES The game cases are shelved on the game kiosk in the browsing area.

GRAPHIC NOVELS (lavender labels) Shelve in call number order on the graphic novel shelves.

HOT TOPIC BOOKS (red labels) Shelve these books on the hot topic kiosk. They do not have to be in any

particular order.

GUEST VENDING CARDS

General Information Guest vending cards can be obtained on the first floor. There

is a copicard machine near the double doors leading to the Administrative office. Directions for use is located on the front of the machine. This is the only copicard machine in the building.

Patrons can add money to their guest vending cards or ISU sycamore ID cards using the cash-to-card machines. There are three locations: one on the first floor near the copicard machine, one in Government Documents on the lower level, and one on the second floor in TMC just outside the systems department. If a refund is requested by the patron, get a supervisor. Students are not allowed to give refunds.

Vendor Policy Patrons use the Guest (Copy) Card system at their own risk.

Due to normal use, the manufacturer recommends that the user use up this card and purchase a new card annually. With reasonable care in handling of these cards, the user should experience few if any problems.

Guest Vending CardsContd…

Vending Card Problems When problems occur a circulation supervisor will check the

card and try to fix it. If the card cannot be fixed, the patron will be referred to the Controller’s office.

Stuck Cards in the Reader Cards, which are stuck in the card reader, can be gotten out

by trying to unplug the reader and waiting 10 seconds before plugging it back in. If this does not work, a report will have to be made and given to the Stacks Supervisor. HPS will then be called. Please put an “Equipment Being Tested” sign on the reader.

Copy Machine Troubleshooting

What if a patron says a photocopy machine will not read their Sycamore ID card?

Ask if there is an error message on the card reader (e.g. “error 3” or “error 16” and so on). If there is an error message, get a supervisor to fix the card within our department.

Report any problem to the Stacks Supervisor. If the Stacks Supervisor is not available, then report the problem to the department head.

If the photocopy machine shows an error message (e.g. a red “A” or “B” on the LCD screen) or if it indicates a paper jam, try to fix the problem. If you cannot fix the problem, place an “equipment is being tested” sign on the machine and report the problem to the Stacks Supervisor so they can call H.P.S.

What if a patron says they have tried to add money to a copy card but the amount did not show up on the card?

Get a supervisor to give the patron a refund and determine what needs to be done at that point.

DOCUMENTATION

TIMESHEETS

Accessing student electronic timesheets can only be done on the student workstation terminal only. Log on: type user name ‘libcirc’ and password ‘manatee’. When the windows screen appears type user name library and there is no password. There is an electronic timesheets icon on the desk top.

NOTE: We work on an honor system. You are to access your personal timesheet file only. Accessing any other file without approval may result in termination.

DocumentationContd…

WORK CARDS

Time cards are to be filled out COMPLETELY. You

MUST account for all of your time while on duty. You MUST fill in your name, date, get all in and out times for work, circ desk, breaks, and lunch initialed by a supervisor, document actual numbers, times, and minutes as requested on the work card. The information you document on the work cards is used by the stacks supervisor to prepare daily, monthly and annual statistics for stacks work. It is essential that the information is accurate and documentation is complete.

Thank You

Indiana State University Cunningham Memorial Library Stacks Manual KNOWLEDGE IS FREE IN THE LIBRARY....

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