General Employment Policies Student Payroll Scheduling Subbing Procedures Lateness No Show Sick Student Supervisor Student Captain General Conditions of Employment

General Information Part 1: Desk Duties ID Policy Charging Reserve Material - 3 hr. Charging Reserve Material - 24 hr. and 4 week Charging Graduate Reserve Room Material Renewing Reserve Material Discharge Reserve Material Reserve Material Queries Patron Record Queries Holds Fine Policy Part 2: Reserve Department and Reading Room Responsibilities Security System Shelving Shelf Reading Graduate Study Room

Conduct Ethics

Section I:
Employment

As a student assistant, you will work a regular weekly schedule of not less than 8 hours, of which 2 hours must be a day shift (Monday - Friday, ending by 5:00 p.m.). Once you have accepted a shift, it is your responsibility to arrive on time. If, at any time, you are unable to work, you are responsible for getting one of the other student assistants to substitute for you. Once a student assistant has agreed to substitute, he/she is then responsible for those hours.

B) Student Payroll

Student assistants are paid on a bi-weekly basis. Checks should be picked up at New South on a regular basis. Please refer to the schedule, which is posted on the bulletin board, along with other information relating to your pay. It is important that all students fill out their time card each time they work. Work study students must sign the yellow time card each pay period or your pay will not be processed.

Your pay rate increases in two ways:

1) Pay increases as total work hours increase. (See pay schedule posted on the bulletin board.)

2) Pay increases if you are promoted to the position of student supervisor or student captain. (For explanation of these two positions, please see below under sections Student Supervisors and Student Captain.)

C) Scheduling

D) Subing Procedure

If you post a sub, you are still responsible for the shift if no one has taken it and you have not been officially excused by the Librarian.

If you agree to sub, you are responsible for the shift if your signature is on the board next to the poster's name. If you have agreed to sub, but later discover that you cannot do so, you may not cross out your name. You are responsible for finding a replacement for that shift.

If two people have worked out a sub arrangement by phone, voice-or e-mail, the person who posted the sub is responsible for confirming the arrangement with the substitute and the Department. If the substitute does not show up for the shift, the original owner may be penalized if the arrangement was not made clear.

*Sub hours count double when "seniority" is figured out each semester.

E) Lateness

In addition, 3 such latenesses per semester will equal one no-show and will be treated in the manner recommended below.

If the total number of minutes that a worker is late equals or exceeds 90 minutes in one semester, the Librarian will have justifiable grounds for termination of the student.

F) No-Show

If two unexcused no-shows occur in the same semester, the Librarian will have grounds for the student's termination.

After the student receives the second unexcused no-show in one academic year (not both in the same semester: i.e. one unexcused no-show in the fall and one such no-show in the spring), the student will be put on probation. If he/she receives one more no-show OR lateness in that academic year, the Librarian will have grounds for the student's termination.

G) "Sicks"

If a student is sick, he/she must call the Reserve Department at least two hours before his/her scheduled shift if the Reserve Department is open at that time. If the department is not open at this time. If the department is not open at this time, he/she should call as soon as the Reserve Department is open. The Librarian then may or may not excuse that student from his/her shift (a decision left completely up to her discretion).

If the student misses or is expected to miss multiple shifts, the student may be asked to produce a note from McCosh stating that he/she was too sick to come to work.

If the student does not follow these procedures or if the student is not excused by the Librarian, the student must show up for the shift (or have found a substitute), or the absence will count as a regular no-show.

The student may not declare in retrospect that he/she was sick unless he/she can give a compelling reason why he/she was unable to call. If the student was impaired at McCosh, he/she must produce a note giving the dates and times of the visit.

H) Student Supervisors

The Librarian will offer the position of student supervisor to several students each year depending on the number needed at such time. Each semester, the reserve room student "supervising" staff consists of 4 supervisors and 1 captain.

The student supervisor is there for you to rely on with any questions or problems that you may have!

I) Student Captain

J) General Conditions of Employment

Part 1: Desk Duties

A) ID Policy

Newbies who do not yet have a barcode must go upstairs to CIRC to have one put on. The process takes about thirty seconds.

Exceptions must be referred to the Librarian, staff member or student supervisor.

B) Charging Reserve Material (3HR)

1. Clear the last patron from memory by using the Function 1 key.
2. Scan the patron barcode, then scan the barcode(s) of books to be checked out.
3. Be sure the system beeps and the barcode and due date have been displayed.
4. Watch for stop messages about the patron or expired privileges.
5. If the book barcode will not wand, then type ITM and hit "SEND" and then type in the numbers after 32101 of the book barcode.

C) Charging 24HR and 4WK Reserve Material

1. Follow the above procedure
2. Stamp the inside back cover with the proper "due-date stamp" and then desensitize the book on the block.

D) Charging Graduate Reserve Room Material

1. The time must be three hours before closing
2. They may only take it out until the next day at 10:00 am.
3. You will need to override the stop.

E) Renewing Reserve Material

1. Clear the last patron from memory by using the Function 1 key.
2. Scan the patron's barcode and then scan the barcode(s) of books to be checked out.
3. The system will not allow renewal of items that are overdue and have fines, billed for replacement, have a hold on them, or are not charged to this patron.
4. Discharge these items and then charge.
5. Re-stamp book if 24HR or 4WK material.
6. Do not renew items from other libraries.

F) Discharging Reserve Material

1. Discharge books at the side terminal only.
2. Scan barcode(s) of items.
3. Be sure the system beeps and each item is counted (by the computer).
4. Watch for messages about holds or SHIP TO' other libraries.
5. Write down the name of the patron who has a hold on the item, (if such occurs) and place on the hold shelf.
6. You must acknowledge these messages by using the "SEND" key; then the item will be discharged.
7. Be sure every item is discharged before placing on book cart for shelving.

G) Reserve Material Queries

a) Searching for an item:

1. Under the Command: prompt, enter "FND" for "Find."
2. Under the Search Type: prompt, enter "A" to search by author, "T" to search by title, or "C" to search by call number. Note: Searching by author takes a lot of time, because many authors tend to be prolific or share their name with other authors. Use Author Search as a last resort. If you search by call number or title, and you find a message which says, "8 or more matches," you've probably found a periodical. Ask the patron to search by title on the Online Catalog or ask a supervisor or staff person to search on Acquisitions.
3. Enter the title, author, or call number under Search String.
4. If multiple listings come up for the item, start at the first item in the series (usu. #0).

NOTE: The browse key (BRW) is used to circulate through titles. To browse through items, either type "BRW" at the Command: prompt or press the BRW key. You must also make sure you are going in the correct direction. Note the "Direction:" listing on the top-right of the screen. A "+" in this column allows you to browse forward, a "-" sign, to browse backward.

Shortcut: If you have the item (or one with the same title) with you, just wand the item barcode when the cursor is at the Command prompt.

b) Reading the record:

When the correct item is displayed, press the CPY or Function 10 ("copy") button on the upper left-hand corner of the keyboard to display information about the item. You should see the call number, author, and title of the item. (NOTE: Pay careful attention to the publishing date. Often a patron requests a specific edition of the item. Usually the year of publication is included in the call number of the item, but may also be found in the "Imprint" line.) The information on the bottom of the screen is the most important. From left to right, the following will be displayed:

1) Reference Number. This number is used to find out information about a particular copy of the title. When you have just wanded an item, the AMT: number in the very upper right-hand corner matches the reference number of the item you have in your possession. The information corresponding to that reference number is about your item. You also use these reference numbers to find out checkout information about a specific item.

2) Library Location. This two- or three-letter code tells where the item is located. The code refers to either a graduate study room within Firestone Library or a branch library. Some of the more common codes are:

• Grad Study Rooms:
• SC: Classics, 3rd floor
• SPC: Comp Lit, B floor
• SX: Econ, A floor
• SE: English, B floor
• SH: History, C floor (Always unlocked)
• SP: Philosophy, 3rd floor
• RS: Romance Languages, B floor
• Branch Libraries and Other Parts of Firestone:
• AAS: Afro-American Studies, 3rd floor
• Annex: Annex Libraries, ask at Circulation
• Dixon: New books, 1st floor
• DR: General Reference, 1st floor
• F: Firestone stacks
• Gest: Gest Library, Palmer Hall
• IR: Industrial Relations, SSRC, A floor
• NR: Newspapers, in PR room
• SA: Marquand (Art Library), McCormick Hall
• SE: Scribner Room, B floor
• SF: Public Administration Collection, SSRC, A floor
• SM: Math Library, Fine Hall
• SPIA: Woodrow Wilson School Library, Robertson Hall
• SPR: Population Research Library, Notestein Hall
• SQ: Chemistry Library, Frick Building
• SW: Psychology Library, Green Hall
• UES: Architecture Library, Architecture Building

3) Item number. This is the barcode number of each individual copy, minus the introductory "32101" (which all Library items in the GEAC system share).

4) Local Copy. This is the copy number of the item, and can also be found on the item's call number label.

5)Material Type. This tells the loan "type" of the reserve item. Usually this determines the length of the checkout period. (Example: RES 3HR, RES3OV, RES 4WK, RES 24HR). Exceptions to this rule include CLOSED reserve in the Art Library (these items do not circulate) and REG circulation in Firestone (eight weeks for undergraduates).

6) Status. This column is important because it tells where the item is right now and other information related to its circulation. Important messages to look for include:

In Library:	The item is in the regular Firestone stacks or on the 4WK section and should be on the shelf.
On Reserve:	The item is at a reserve location (Firestone A-floor, Woody Woo, Art, etc.) and should be on the shelf.
Due XX:XX:	Tells due time of item.
Act Hld: n:	Tells number of holds on the item.
Priority Cpy Hld:	Used by staff members only. Usually means the item is being recalled to be put on reserve. Students needn't bother with this.
Ret XX:XX:	The item was recently returned, at that time.
Overdue XX:XX:	The item was due at that time and is now overdue
Recall:	Someone is recalling the item and it should be returned to the Circ desk ASAP. Note the changed due date of the item.

Exception
PROF/UNCAT: This message is usually given for a xerox or packet. Although the status screen says "In Library," PROF/UNCAT means that the item has been sent back to the professor and is off reserve (uncatalogued).

c) Accessing Current Data on Item:

The CUR function (current record) gives information on a) who has a given item out at that time or b) for what course a given item is on reserve. To access the CUR function:

1. Type "CUR" at the COMMAND: prompt
2. Enter password.
3. If the item is checked out at the time, the borrower's name will come up first. It will also say when the item was charged, when it is due, and its status.
4. Press SEND.
5. The next record is of the course and professor for whom the item is on reserve. It also gives the loan period and the item's status.

d) Obtaining Information on Reserve Courses:

Reserve Query allows you to find out information about items on reserve for a course and information about that course. To enter Reserve Query:

1. Type "RES" at the COMMAND: prompt.
2. Enter "C" for "course" at the Search Type: prompt.
3. Enter the course you wish to find information about at the Search String: prompt. You should now see information about the course, including the professor, and whether the reserve is active.
4. Press CPY. You should now see each reserve item, listed separately. These listings will give the title, author, call number, and status of the item. Press SEND to page down.

H) Patron Record Queries

To check a patron's current record:

1. Go into Patron Query (PAT)
2. At the Command: prompt, wand the patron's barcode.
3. Type "FUL." When you are on the FUL screen, you may access records of items the patron may have acquired at other branches.
4. At the Command: prompt, type "CUR" for "current record.
5. Review the record with the patron. Show him or her what items were checked out, from where, when they were checked out, and when they are due. Press SEND after each item to browse through them until the message "No Further Transactions" comes up.
6. Watch the STATUS: line. The following messages may appear:

   CURRENT:	the item is still outstanding.
   OVERDUE:	the item is still outstanding and overdue.
   RES LOAN:	the item is due in three or 24 hours.
   NORMAL:	it is a Firestone or 4WK reserve item.
   *RECALL:	it is being recalled by the Circulation Desk or branch library. Note the changed due date on these items. If the recalled item is overdue, the patron's borrowing privileges may be suspended until the item is returned.
   DISCHARGE/FINES OWING:	the item has been returned but the fines are still outstanding.
   DELETED:	the item has been returned and no fines are outstanding. Make sure you offer the patron as much information as possible, and answer their questions as thoroughly as you can. If you are unsure about anything, or cannot answer any part of a patron's question, do not be afraid to ask a supervisor or staff member for help. It is more important to give our patrons accurate and complete information.

I) Holds

a) To place a hold on an item:

1. Call the item up on the QRY screen.
2. Make sure that there are no available copies on the item in question.
3. At the Command: prompt, type "HLD" for "hold." At this point, if there are available copies of the item, the computer will say so and you should look again for the item on the shelf.
4. At the bottom of the screen, you will see a Patron: prompt and a message telling you to "Enter XXX if you wish to abort. At this point, wand the patron's barcode. Their last name will appear at the end of the line.
5. Press the SEND key. The hold is not final until after this step!!
6. Wait for the message: "Hold Placed."
7. Walk over to the Hold Supplies box located near the green paper cutter to your right. Take a hold slip and a hold card with a number. Mark the hold slip with the patron's name as it appears on their ID and the number that you took. Give the hold number to the patron, and return the hold slip to the hold box.
8. Explain to the patron how the hold system works. Explain that the item can come in anytime from now until it is due (sometimes after, but don't mention that). Whenever it comes in, they will have fifteen minutes from that point to come and check it out. Point out to them the "bingo board" located in the reading room's inside wall, and say that they will know that the item came in when their number is lit up on the board.

b) When the item comes in:

1. Discharge as normal. A message will come up saying "Hold for: X Y Zee bar code number." Place the item on the paper cutter.
2. Find the hold slip for that patron. Light up the number on the hold switchboard located on the left side of the wall closest to the front desk. Ring the bell to the lower right of the board.
3. Mark the time the item came in on the line marked "TIME HOLD AVAILABLE."
4. Press SEND.
5. If the patron comes to pick up the item, discard the hold slip. Take the number from the patron. Check out the item as normal. Then, turn off the hold number on the switchboard.
6. If the patron does not come to pick up the item within fifteen minutes of the item being returned, check off "hold item not picked up" on the hold slip. Return the slip to the box.
7. Discharge the item once again. A message telling you to "override to retain hold" will appear. Ignore it and press SEND. Return the item to the shelf.

NOTE: Hold detail (HDT) gives you information about active holds. To access hold detail, type "HDT" at the Command: prompt. You should see information concerning when the hold was placed and by whom.

J) Fine Policy

The fines for overdue 3HR and 24HR Reserve items are $1.00 for up to the first hour they are overdue, and $.50 for each add'l hour or fraction thereof. For 4WK items, the fine is $.25 for each day they are overdue. If they have been overdue for a long time or are lost, the fee is $40.00 for a replacement fee and $40.00 for processing fee, for a total of $80.00 in addition to overdue fines.

A patron will not be permitted to check out items if his or her fines total $20 or greater. (There are other reasons that a patron's borrowing privileges may be suspended. You should check the record in these cases anyway).

When a patron wants to pay a fine, it is imperative that you review his/her record with that patron before you collect the fine money. To review a record accurately:

1. Go into Patron Query (PAT).
2. At the Command: prompt, wand the patron's barcode.
3. Type "FUL." When you are on the FUL screen, you may access fines the patron may have acquired at other branches. (The patron is allowed to pay any library fine at the Reserve desk. To make sure you are on the full screen, check the "Access Level:" at the very top-right corner of the screen. It should switch from "0" to "2."
4. Before checking the fines, you must FIRST check to see whether a patron has any outstanding items. A patron may NOT pay fines on items that have not been returned to their proper location. To check for outstanding items:
   1. Type "OVD" for "overdue" at the Command: prompt.
   2. Enter the password.
   3. Review the record with the patron. Show him or her what items need to be returned, to where, when they were checked out, and when they were due.
      Press SEND after each item to browse through them until the message "No Further Transactions" comes up.
   4. Check the STATUS: line. This will tell you whether a item has been returned, if it's overdue, and important messages such as whether the item is being recalled by the Circulation Desk. Some of these commands should be self-explanatory; if you need help, please ask a supervisor or staff member on duty.
5. After checking for overdue items, you may then tell them which fines they can pay. To examine payable fines:
   1. Type "FDT" for "fine detail" at the Command: prompt.
   2. Enter the password (usually not needed if you have done so already).
   3. Review the record with the patron. Show him or her what items need to be returned, to where, when they were checked out, when they were due, and how much the fines are. Press SEND after each item to browse through them until the total amount of payable fines comes up.
      Warning: Never trust the "Charge" screen to display the accurate total of a patron's fines. The total on the "Charge" screen includes fines that are still being calculated on overdue items. However, a patron may NOT pay fines on overdue items until these items are returned. The fine total on the "FDT" screen tells you the amount of the total fines which are payable at that moment. This screen gives the accurate total of the fines which the patron may pay.
6. If a patron wants to pay part of this sum, it must be a combination of individual fines. That is, if a patron wants to pay, say, $7.00 worth of a $10 total, he or she must have fines on individual items totaling exactly $7.00 (this is so a staff worker can remove whole individual fines when they are paid).
7. The patron may pay in cash, by check, or put the fine on their student account. Only staff members and supervisors are authorized to handle student account forms. Refer the patron to a staff member or supervisor should the patron request this method of payment. Do not handle them yourself.
8. To pay in cash or by check:
   1. First you must write the patron out a receipt. Receipts are located in a cardboard box on the desk by the bulletin board. Write in the appropriate information. Write the patron's name as it appears on the ID. Check "Library Fine." Sign your initials in the lower right-hand corner. Tear off the white sheet and offer it to the patron (If the fine is over $20, you should ask the patron to hold onto the receipt until the fine has been cleared.
   2. Record the fine in the fine book located on the desk by the bulletin board. Record the patron's i) receipt number, ii) class, iii) name as it appears on the ID, iv) barcode number after "22101", v) method of payment, vi) amount of fine, and vii) your initials.
   3. Take the money from the patron and go to the cash register. Follow the instructions posted on the wall to your right.
   4. Treat checks as if they were cash. Put them in a visible slot inside the register.

PART 2: The Reserve Department and Reading Room Responsibilities

1. The Security System
   1. When the alarm goes off, politely ask the person who set off the alarm to return to the desk so that someone may check his belongings. Never accuse someone of stealing! (Not even in jest, I learned the hard way.)

      Items that may set off the alarm are most often from branch libraries, Interlibrary Loan, the U-Store, or 4WK items that were not desensitized when they went on 3HR reserve for a course. If the item is on 4WK reserve, it must be checked out at the desk before it can leave the room.

   2. Periodicals do not circulate. Periodicals may leave the room to be photocopied if the person leaves a valid PUID at the desk.
   3. You MUST discover what is setting off the alarm before you can let the person through. You may have to ask the patron to look through his or her bag for other items.
   4. Disengage the lock by pressing the red button on the Knogo box. Do NOT shut off the security system. Patrons may have to pull the turnstile inward, then push forward. Make sure the patron's belongings pass through the turnstile; do not let anyone hold belongings over his or her head.
2. Shelving

   It is very important to be aware of how much shelving needs to be done at all times. When you come in for your shift, check the 3HR, 24HR, and 4WK carts and the outside shelves to see if they are nearing full. If half a shelf is covered, it is time to shelve. A staff member should never have to ask you to shelve 3HR items.

   When you shelve, you must open each item and check the label to be sure that you are shelving items in the correct place. When doing outside shelving, you should check to be sure all due date stamps have been blotted out.

3. Shelf-Reading

   Once a week, you are expected to shelf read part of the collection. When you start your Shelf reading, mark your initials in the box corresponding to the next unread section (horizontal axis) and the correct week (vertical axis).

   Shelf reading duties include the following:
   • 1) checking to be sure the items are in correct call number order
   • 2) arranging the items neatly on the shelf
   • 3) opening several items to make sure:
     • a) they are in the correct reserve section
     • b) all dates are stamped out (if applicable)