University of Baltimore Law Library - PowerPoint Presentation

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University of Baltimore Law LibraryCirculation Desk Assistant Training

Bijal ShahCirculation/Interlibrary Loan LibrarianMay 30, 2006Slide2

Circulation Desk Assistant Training: OverviewWelcome and Introductions

Basic PoliciesJob DutiesScheduling Staffing of the Circulation and Reference DesksAdministrative Information

Tour of LibrarySlide3

Desk Asst. Training: Basic Policies

Be punctual, responsible and attentive Complete all duties No laptop use permitted Silence cell phones

Limit conversations with friends while on dutyLimit Internet surfing on circulation desk PCSnack foods and beverages with closed containers are permitted, but store meals in staff lounge refrigerator

Students not employed by Law Library are not allowed behind circulation desk

Don’t spend an inordinate amount of time behind the desk when not on dutySlide4

Desk Asst. Training: Job DutiesRetrieving reserve items

Materials cannot leave library (unless otherwise specified)Faculty can check outAnyone can request (unless otherwise specified)Items have green or yellow card inside depending on type of reserve

Attach picture ID to card and keep on file until patron returns itemNo time limitSlide5

Desk Asst. Training: Job DutiesTypes of Reserves

FacultyBelong to faculty – we have books, copies and videosHave green “Faculty Reserve” cardsBooks have no identifying marks (usually); filed by professor, then courseCopies consist of exams & course readings; kept in file cabinets behind work table

Copies filed by course, then professorSlide6

Desk Asst. Training: Job DutiesTypes of Reserves (cont’d)

GeneralBelong to libraryFiled according to Library of Congress call number system Have yellow card in pocket on inside back coverHave identifying marks: call number at bottom of spine; property stamp at top and bottom; location sticker at top of spineSlide7

Desk Asst. Training: Job DutiesOther items on reserve:

Journals – recent issues kept on reserve until entire volume received; then they get boundTechnical Services staff takes care of receiving, processing and bindingCirculation desk assistants shelve issues once they are delivered by Technical Services staff

Issues shelved alphabetically by title, then chronologically by volume/issue of each titleFloppy disks, CD-ROMs, videos and DVDs (shelved by call number)Cassette player, headphones (kept in supply cabinet)Slide8

Desk Asst. Training: Job DutiesLooseleaf filing

Library owns many looseleaf titlesReleases (sets of pages) published with varying frequencies, depending on titleEach release has its own filing instruction sheetSome titles have call numbers, some don’t

Assignments usually on work table when you come in for your shiftComplete all filing assignments during your shift! (All filing must be done at the desk) Covered in more detail during individual trainingSlide9

Desk Asst. Training: Job DutiesChecking out/returning items

UB is a member of USMAI – statewide consortium consisting of 16 campuses USMAI Libraries share books with each other – patrons can place holds via online catalogHold shelf behind circulation desk houses books our patrons have requested from other USMAI librariesWho is allowed to borrow our books?

Current faculty/student/staff from any USMAI institutionUB and UMBC alumniAll borrowers must have a 14-digit library bar codeSlide10

Desk Asst. Training: Job DutiesChecking out/returning items (cont’d)

Use automated library system, AlephDifferent loan periods for different patron typesFaculty and Students have fixed due dateFaculty/Staff – May 20

Students – semester (currently it’s Sept. 30)Alumni – 3 weeks (renewal limit of 3)Watch Aleph screen for due dates when checking out books!Date stamps already set at desk, but may need to handwrite due dates; different USMAI schools have different loan periods

Individual training will cover this in more detailSlide11

Desk Asst. Training: Job DutiesShelvingBooks throughout library filed according to Library of Congress (LC) Classification System

Need to become familiar with this to locate and shelve booksCall numbers have hierarchical structure: general subject designation, then specific subject, then author representationSlide12

Desk Asst. Training: Job DutiesShelving (Cont’d)

Example of an LC call number: KF 8840.F72 2005 Breakdown: KF – Law of the United States

8840 – Civil procedure .F72 – Coded representation of author’s last name (Friedenthal)

2005 – pub. year (not on all books)

Interactive program on circulation desk PC provides good introductionSlide13

Desk Asst. Training: Job DutiesAnswering phone

Console phone at front deskCirculation number: 410-837-4554Answer calls on x4554 at all timesReference number: 410-837-4559Answer calls on x4559 when there is no reference librarian on duty (during summer: Tues., Thurs., Fri., Sat. nights; Sun. all day)

Do not answer any lines other than those aboveCan use circulation line for local outgoing calls, but keep them to a minimumSlide14

Desk Asst. Training: Job DutiesOtherPhotocopying for faculty or interlibrary loan

Shelving books on reserve and return cartsHelping reference librarians with special projectsOpening and closing shift have additional responsibilitiesSlide15

Desk Asst. Training: Job DutiesOther

Opening shift (including weekends, unless otherwise specified):Logging on to circulation PC (info. is at desk)Picking up newspapers from train station (not on weekends)Delivering newspapers to other law school departments (not on weekends)

Recording security gate count and checking its functionalityChecking paper supply in all photocopiers and paper cabinet and restocking paper if neededDelivering law school mail and picking up library mail from Dean’s Suite (not on weekends)Slide16

Desk Asst. Training: Job DutiesOther

Closing shift:Shelving books on return cartStraightening carrels, tables and chairs on third and fourth floorsReshelving any books sitting on tables and carrels on both floors

Turning off carrel lightsMaking closing announcements 30 mins. prior to closing, 15 mins., and at midnightLogging off circulation PCSlide17

Desk Asst. Training: Job DutiesWhen you come to work you should:

Check for photocopying requests – need to complete first using staff copierComplete all filing assignmentsReshelve any reserve itemsCheck bookdrop a couple of times during your shift for any returned books and return books on Aleph

Make sure circulation desk area is presentableOnce everything is completed, you may study or read (but don’t keep your head buried in a book!)Slide18

Desk Asst. Training: Scheduling

Substitution slips – use these to pick up extra hours or post your hours if you need offDon’t procrastinate in posting slips!Posting a slip is not enough!Follow-up: check that hours have been covered; may need to call or email other students

If no substitute can be found, let me know a day or so in advance3 unexcused absences=termination (i.e. not showing up for work and not informing anyone that you can’t make it in)Slide19

Desk Asst. Training: Staffing of the Circ. and Ref. DesksOne student on duty until 5 or 6 pm on weekdays; two students on duty all day on weekends

Circulation supervisor (Gina Harris) works part-time-- Mon. & Tues. evenings and Thurs.Reference librarian on duty the following hours: Mon., Wed.: 8am-10pmTues., Thurs., Fri.: 8am-6pm

Sat.: 9am-5pmMore reference hours during fall and spring semestersSlide20

Desk Asst. Training: Staffing of the Circ. and Ref. DesksIf you’re running more than 5-10 mins. late, call circulation desk (410-837-4554)

Do NOT leave desk unattended!!If you’re working alone and need to leave the desk, let me know; if I’m unavailable, let reference librarian knowIf no one is available and you need to leave the desk, return as quickly as possibleSlide21

Desk Asst. Training: Staffing of the Circ. and Ref. DesksOpening and closing shifts have 1 hour premium attached

If you work alone after 6pm on weekdays with no supervisor (Gina or me), you get time and a halfIf you work alone anytime on weekends with no supervisor, you get time and a halfAllowed a 15-minute paid break for 4-6 hour shiftsIf shift > 6 hrs, you can take a 30-minute

unpaid break or the 15 minute paid breakSlide22

Desk Asst. Training: Administrative InformationTimesheets accessible via MyUB account

Enter hours as soon as you work them – don’t wait until the last minute!Be accurate when reflecting time worked; notify me of any modificationsPay period runs from Wednesday to two Tuesdays laterOnce timesheets go in, you’re paid for those hours the following week (bi-weekly pay schedule)

Pick up paychecks at business office after 3pm on Tuesday of pay weekCan set up direct deposit at H/R officeSlide23

Desk Asst. TrainingFeel free to ask questions anytime!Contact me via phone at 410-837-4578 or via email at bshah@ubalt.edu