Frequently Asked Questions

Table of Contents

In this book, we have compiled the answers to questions that are frequently asked by students workers at the Reserve and Circulation desks. To navigate through this resource, please see either the Table of Contents listed below or the Table of Contents displayed to the right.

Don't forget that you can use CTRL+F to find what you're looking for faster by doing a keyword search on the page!

Reserves

• How do I book a reserve item?
  
  
• What if the patron doesn't know the title of a reserve item?
  
  
• What if I can't find a reserve book?
  
  
• What if a patron wants to reserve a room?
  
  
• What are the rules concerning Penalty Points?

Circulation

Questions concerning where to find materials:

• What if a patron is looking for books on a certain subject?

Questions related to the cash drawer:

• What if a patron wants change (quarters, dollars)?
• How do I collect fines?
• What if a patron wants to make copies (location, cost and cards)?

Questions concerning visitor access:

• What if a patron wants to print or use the computers, but isn't a Swarthmore student?
• How do I scan a visitor's ID?
• What hours are visitors permitted in the library?
• What if a visitor is interested in borrowing materials from the library?

All you ever wanted to know about booking reserve items

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Rules for booking general reserve items

1. General Reserve items may be BOOKED in person, at the desk, or online.
2. No more than 2 bookings for the same time.
3. Overnight bookings start at 9:30pm (and 4:30pm on Saturdays!)
4. Bookings are held for 20 minutes or until 9:30pm.

Bonus! instructions for patrons placing bookings through Tripod:

1.  Look up title on the course reserve list and double click on it OR look up title directly in Tripod.
2. Click on “Book this item” button.
3. Type in name and barcode from ID card.
4. Fill in booking date and time and submit information.
5. Confirmation screen should appear.

What if a patron wants to book a reserve item?

1. Scan the patron's barcode

2. Click on "Bookings" Tab

3. Click on "Add Booking"

4. Locate the specific item by supplying title, barcode, or whatever information you have and select the appropriate copy

5. Click on "Book Selected Item"

**It is a good idea to take note of if there are any other bookings listed for the requested item. Make sure the item is not already booked for the time period requested by the patron as this will cause problems later on in the process.

6. Double click in the  "Wanted From" field to get the calendar field and select the appropriate day. Then enter the desired time. The "Wanted To" information should fill in automatically. If it doesn't, enter the information manually.

**Help! There's an error message!

If you receive an error message saying "Item is booked during period" (as reproduced below), it means that the booking you are trying to process overlaps with another booking. The overlap in time frame can be as little as one minute to produce this error.* If this error occurs, simply ask the patron if there is another time that they would like to take out the book.

*For example, if a book is booked from 3:00-4:00PM and you try to make a booking from 3:59-4:59, you will receive this error.

All you ever wanted to know about Reserve Desk Electronics

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Laptops

Check out policy:

• Laptops check out for four hours and must be kept in the building.
  
  
• There is a 20 minute waiting period before you may check out a laptop again.
  
  
• They must be locked down by the patron at all times.**

**Note: If a laptop is found left unattended and not locked down, the patron's laptop privileges will be suspended.

Penalty points:

• Accrues 50 points per item every hour (or portion of an hour) that it is overdue.**
  
  
• When a patron reaches 1,000 points, laptop privileges will be suspended until the end of the semester.
  
  
• All points are cleared at the end of each semester.
  
  
  

**Note: There are three items in each laptop kit; each one accrues points separately, making the penalty for the complete kit 150 points per hour.

iPads

Check out policy:

• iPads  and iPad keyboards check out for one day

**For a list of available apps, click here.

iPad Penalty Points Policy

• iPads and keyboards accrue 250 points each per day overdue
• When a patron accrues 1,000 points they are blocked from checking out iPads and keyboards for the rest of the semester
• All points are cleared at the end of the semester

iPad apps

Reading:

• • • iBooks
    • Kindle
    • Free Books
    • Stanza
    • Bluefire Reader

Reference:

• • • WorldCat Mobile
    • Dictionary
    • iTranslate
    • History: Maps of the World
    • Articles
    • Google Earth
    • EBSCOhost
    • SSRN

News:

• • • NPR
    • Flipboard
    • The New Yorker

Music/Video/Podcasts:

• • • TED
    • Pandora
    • iPod

Note-taking:

• • • Simplenote
    • Evernote
    • Ghostwriter Notes

Writing:

• • • Pages
    • PlainText

Files:

• • • Dropbox
    • GoodReader

Other:

• • • StumbleUpon
    • Terra
    • NYPL Biblion

Bookmarks:

• • • Tripod
    • Mobile Library Site
    • Swatfiles
    • Moodle
    • iPad Feedback webform

Podcasts:

• • • Swarthmore Faculty Lectures
    • Swarthmore College Featured Events
    • Swarthmore College Music

How to look up reserve items using Tripod

1. Go to Tripod

2. Hover over where it says B | H | S Libraries at the top right of the screen (underneath the login)

3. Click on the Reserves button

4. Select the appropriate field ("Professor" or "Course Name") and enter in the title of the course that the item is on reserve for or the name of the professor teaching the course. Keep in mind that searching by course is often quicker.

Despite the website's instruction, it's often best to search like so:

• If searching by professor: use the Professor's last name and optionally their first initial instead of their full first name (this is because sometimes a professor may only be in the system under their last name and first initial)
• If searching by course: search by the course number (MUS 100 or Music 100) instead of the title of the course ("Music appreciation") as the full title of the course is sometimes abbreviated or not in the system.

5. If multiple results come up on your search, ask for clarifying information from the patron. If you searched by professor, you'll need the name of the course to narrow it down. If you searched by course, you'll need the name of the professor. 

6. After opening the correct link, either read off the titles or move the monitor so the patron can see them. At that points, it's up to them.

What if I can't find a reserve book?

1. Search for the item by Title by going into "Search/Holds"

2. Check the due date for the item

If the item's due date says anything other than "AVAILABLE," explain that the item is currently unavailable or checked out. If the item is checked out, you can tell the patron when the item is due to be returned so they can check back but do not tell them who checked the item out.

If the item's due date says "AVAILABLE," move on to step 3.

3. Make sure that you haven't been tripped up by a tricky title! Click here to check how the item should be shelved and to see how items are commonly misplaced.

If you still can't find the item, move on to step 4.

4. Check the item's location

If the item is a book and the location says anything other than "smres" or "smrno", the book is not a reserve item at McCabe. The most commonly mistaken locations and where they can be found are:

• • smhon/smhex: these items are active/inactive Honors reserves. They can be found in the Honors section on the first floor (to the left of the main stairs). The books are arranged by class and then alphabetically by title.
    
    
  • sm: these items are in the regular stacks in McCabe. Write down the call number for the patron and have them look in the regular stacks.
    
    
  • sc...: any items that start with "sc" are housed in Cornell (the science library). Instruct the patron to go to Cornell.
    
    
  • su...: any items that start with "su" are housed in Underhill (the music and dance library). Instruct the patron to go to Underhill.
    
    

If the item is a film and the location says anything other than "smvrs" or "smvro", the film is not on reserve at McCabe. The most commonly mistaken locations and where they can be found are:

• • smvff/smvft: these items can be found in the feature films section on the third floor of McCabe. These items are arranged alphabetically by title.
    
    
  • smvtv/smvtt: these items can be found in the TV section on the third floor of McCabe. These items are arranged alphabetically by title.
    
    
  • smvid/smvdt: these items can be found in the documentaries section on the third floor of McCabe. Make sure to write down the item's call number and have the patron look in the regular stacks.
    
    
  • sc...: any items that start with "sc" are housed in Cornell (the science library). Instruct the patron to go to Cornell.
    
    
  • su...: any items that start with "su" are housed in Underhill (the music and dance library). Instruct the patron to go to Underhill.
    
    

5. If the item is listed as "AVAILABLE" and the location indicates that it should be in general reserves but it cannot be found, tell the supervisor on duty. If the supervisor is not available, leave a note on their desk that includes the following information:

Patron's name

The title of the missing reserve item

The barcode of the missing reserve item

Your name

Common shelving mistakes: General Reserve

Do not include articles in the book's title when shelving (ex. "a", "an", "the")

BUT shelve IN by title: For example, this is the order these books should go in:

In a different voice

In a visible woman

In our own voices

In the visible women

In utter despair

In visible women

Indian singing

Indivisible women

The inner child

Inner peace

Inside China

Integrated Chinese

An interesting thing

Introduction to peace studies

Introduction to the work of Freud

Introductory lectures of Freudianism

Inutterable despair

The invisible woman

Invisible women

What if a patron wants to reserve a room?

This is something you need a supervisor for.

If the supervisor has stepped away from the circulation area, ask the patron if they would be able to come back in 10 minutes or so to see a supervisor personally. In the meantime, leave a note for the supervisor on their desk with the following information:

Patron's name

Room requested

The time the patron wants the room

Your name

**It is also a good idea to check if there are any bookings on the remotes for the room the patron requested to get an idea of if the room will be available during the desired time frame. Oftentimes if a room is booked at a certain time, the remote will be booked during that time period as well. 

What are the rules concerning Penalty Points?

In lieu of monetary fines, Penalty Points are accrued if materials checked out from the Reserve desk are returned late. 

For books and films from general reserves and active Honors reserves:

• One penalty point is accrued per hour (or portion of an hour) that the item is overdue
• When a patron's account accrues 10 points total (including items from other libraries), the patron will be blocked from overnight privileges for one week.**
• All points are cleared at the end of the semester

**This means that active Honors books will check out for two hours and must be kept in the library, as opposed to going out until 1PM the next day and general reserve books will check out for two hours and must stay in the library even after 9:30PM on weekdays.

For laptops:

• 50 penalty points are accrued per hour (or portion of an hour) that the item is overdue**
• When a patron's account accrues 1,000 points total, the patron will be blocked from checking out laptops for the rest of the semester.
• All points are cleared at the end of each semester

**Note: there are three items in each laptop kit; each one accrues points separately, making the penalty for the complete kit 150 points per hour.

For iPad Points:

• 250 penalty points are accrued per hour (or portion of an hour) that the item is overdue
• When a patron's account accrues 1,000 points total, the patron will be blocked from checking out iPads for the rest of the semester.
• All points are cleared at the end of each semester

Circulation

Here you will find answers to some questions that often come up at the Circulation desk.

All you ever wanted to know about phone calls at the Circ Desk

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Library directory

What if a patron wants change (quarters, dollars)?

Follow these simple guidelines when working with the cash drawer:

• Give out no more than $3 in quarters or $5 in one-dollar bills. 
  • Give this change out regardless of whether or not they’re making copies, doing laundry, etc.

• Do not accept anything larger than a $20. 

How do I collect fines?

1. Scan the patron's barcode

2. Click on the tab that says "Fines"

3. Click on the fines to be paid

**Be sure not to collect money on penalty points - these are amounts that are calculated in cents. For example, $0.01 is a penalty point, not a fine. For more information, click here.

4. Click on the "Collect Money" button

5. Click "OK" in the pop up window

6. Print the receipt for the fine by clicking "OK" on the next pop up window - make sure that the printer selected is \\swat-print\lib-mccabe-circ

7. Write the amount paid on the cash log

8. Attach the printed payment slip to the clipboard.

What if a patron wants to make copies (location, cost and cards)?

Here are some answers to frequently asked questions about the photocopier:

Where is the photocopier?

• • The photocopier is to the left of the Honors section on the first floor (near the lost and found table and the elevator)
    
    

How much does it cost to make a copy?

• • Copies cost 15¢ per page without a copy card
  • Copies cost 10¢ per page with a copy card

**The copier will accept cash, coins or cards.

How much does a copy card cost?

• • A copy card costs $1.00 - make sure to record the sale of a copy card on the cash log!
    
    

How can a patron add money to their copy card?

The patron can add money to the copy card by using the machine located next to the copier. Make sure to explain the following:

• •  All of the money they put into the machine will be added to the card - they will not receive change. 
  • They should never put more than $20.00 on their card (if they do, the machine won't read it).

**Please encourage patrons to write their names on the back of the copy card.

All you ever wanted to know about visitors

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Visitors: Computer use and printing

The rules concerning which visitors need to have their IDs scanned and to pay for printing are as follows: 

Swarthmore students, faculty/staff (and their spouses!), and alumni

• • These patrons are able to use our desktop computers without having a photo ID scanned
  • These patrons are able to print free of charge

Bryn Mawr/Haverford students, faculty/staff and alumni

• • These patrons are able to use our desktop computers without having a photo ID scanned
  • These patrons are able to print free of charge

**Please note: if the patron is a Bryn Mawr or Haverford student taking a class at Swarthmore you should advise them to go to Beardsley to have an account created for them

Visitors from the area (even those with borrowing privileges)

• • These patrons must have their photo ID scanned and saved before they may use our desktop computers
  • These patrons will be charged 10¢ per page and should pay at the Circulation desk

**Please be sure to remind visitors of the following:

• The computers near the printers are reserved for students, faculty and staff.
• The visitor login will log off at 10PM or whenever the library closes - whichever happens first. Please ask patrons to save all of their work and email it to themselves before this time.

**For a reminder on how to scan an ID, click here.

Visitors: How do I scan an ID?

1. Ask Library Guest for a photo ID (driver’s licence, state ID, student ID etc) - find out which visitors need their ID scanned here.

**Please make sure that the visitor has signed into the guest book before giving them a computer login!

2. Double click on the AmbirScan icon

3. Click the green Scan button on the right side of the screen

4. You will be prompted to insert the ID. Make sure to insert the ID face down. 

5. Click OK and gently push the ID into the scanner until you feel it start to pull through.

6. A new window will open and as the ID scans it will appear in the window.

7. When the scan is complete, click the red Done button.

8. Double click on the Library Guest Scan folder on the desktop

9. Highlight the name part of the PDF you just scanned and change it to the Library Guest Patron's last name [from the ID you scanned]

 → 

10. Drag and drop the PDF into the correct Month folder

11. Drag and drop the PDF into the correct Week folder

12. Give the patron the Guest Login and explain the following:

• • Printing costs 10 cents per page and should be paid for at the circulation desk
  • The Guest account will automatically log out at 10pm (on weekdays) and 6pm (on weekends), so save well before that time
  • They may be asked to move if Swarthmore students need computers

What hours are visitors permitted in the library?

Visitors hours are from 10am-10pm on weekdays and from 10am-6pm on weekends.

**Please note that the guest login account for the desktops will only be active during these time periods as well.

What if a visitor is interested in borrowing from the library?

Bryn Mawr/Haverford students and faculty/staff

• These visitors can check out materials with their Bryn Mawr/Haverford ID (or can be looked up in the system)

Other visitors may be granted borrowing privileges if they meet certain criteria. Ask the visitor if they are any of the following:

• Swarthmore College Alum
• Child of Swarthmore College Faculty or Staff
• Spouse/Partner of Swarthmore College Faculty or Staff 
• PALCI member
• Teacher in Wallingford/Swarthmore School District
• Teacher in a Friends School
• Staff at an ABC House
• Paid Employee of Swarthmore or Wallingford Public Library
• Pendle Hill Resident

If the visitor meets any of the above criteria, they can borrow from the library with no fee.

Please have them begin to fill out an application for borrowing privileges or allow them to take one that they can fill out at home and bring back. These can be found in the bottom drawer of the filing cabinet on the right side of the desk (where the cash drawer is). Be sure to inform them that a supervisor will need to help them from there.

If the visitor does not meet any of the above criteria, ask them if they meet any of the following:

• Resident of Swarthmore/Wallingford School District
• Faculty at other PA, NJ, DE, or MD college or university
• Clergy
• Teacher in Delaware, Philadelphia, or Chester County School
• Grad student in College in PA, NJ, DE, or MD
• Non-local Visiting Scholar

If the visitor meets any of the above criteria, they may borrow materials from the library for an annual fee of $20.00 with the exception of non-local Visiting Scholars who can borrow for an annual fee of $100.00.

Please have them begin to fill out an application for borrowing privileges or allow them to take one that they can fill out at home and bring back. These can be found in the bottom drawer of the filing cabinet on the right side of the desk (where the cash drawer is). Be sure to inform them that a supervisor will need to help them from there.

If the visitor does not meet any of the above criteria, politely explain that they will not be able to borrow from the library.

What if a patron wants to find books on a certain subject?

**For more detailed information on the subject areas, click on the appropriate letter:

You can also feel free to refer the patron to the Research and Information Desk if there is someone available to help (and it's not too busy), especially if the Circulation Desk is busy.

Library of Congress Classification: A

A     General Works

AC: Collections

AE: Encyclopedias

AG: Dictionaries

AI: Indexes

AM: Museums

AN: Newspapers

AP: Periodicals

AS: Academies and learned societies

AY: Yearbooks, Almanacs, Directories

AZ: History of scholarship, the humanities

**Please note that many (though not all) of these call numbers will be in the Reference section on the first floor or the periodicals section on the second floor instead of the lower level.

Library of Congress Classification System: B

B     Philosophy, Psychology, Religion (Lower Level)

B: Philosophy (General)

BC: Logic

BD: Speculative philosophy

BF: Psychology, Parapsychology, Occult sciences

BH: Aesthetics

BJ: Ethics, Social usages, Etiquette

BL: Religion, Mythology

BM: Judaism

BP: Islam, Bahai Faith, Theosophy, etc.

BQ: Buddhism

BR: Christianity, Church history

BS: Bible

BT: Doctrinal theology

BV: Practical theology

BX: Christian denominations

Library of Congress Classification System: C-D

C-D    History, Area Studies (Lower Level)

Library of Congress Classification System: E-F

E-F   History: America (Lower Level)

E: United States (General)

F: United States local history, Canada, Latin America

Library of Congress Classification System: G

G     Geography, Anthropology, Recreation (Lower Level)

G: Geography (General), Atlases

GA: Mathematical geography, Cartography

GB: Physical geography

GC: Oceanography

GE: Environmental sciences

GF: Human ecology, Anthropogeography

GN: Anthropology

GR: Folklore

GT: Manners and customs (General)

GV: Recreation, Leisure

Library of Congress Classification System: H

H     Social Sciences (Level 2)

H: Social Sciences (General)

HA: Statistics

HB: Economic theory, Demography

HC: Economic history and conditions

HD: Economic history and conditions

HE: Transportation and communications

HF: Commerce

HG: Finance

HJ: Public Finance

HM: Sociology (General)

HN: Social history and conditions, Social problems, Social reform

HQ: The family, Marriage, Women

HS: Societies - secret, benevolent, etc.

HT: Communities, Classes, Races

HV: Social pathology, Social and public welfare

HX: Socialism, Communism, Anarchism

Library of Congress Classification System: J

J      Political Science (Level 2)

J: General legislative and executive papers

JA: Political Science (General)

JC: Political theory

JF: Political institutions and public adminstration - General

JK: Political institutions and public administration - United States

JL: Political institutions and public administration - Canada, Latin America

JN: Political institutions and public administration - Europe

JQ: Political institutions and public administration - Asia, Africa, Australia, Pacific area

JS: Local government, Municipal government

JV: Colonies and colonization, Emigration and immigration, International migration

JZ: International relations

Library of Congress Classification System: K

K     Law (Level 2)

K: General, Comparative and uniform law, Jurisprudence

KD: United Kingdom and Ireland

KDZ: America, North America

KE: Canada

KF: United States

KG: Latin America, Central America, West Indies

KH: South America

KJ-KK: Europe

KL-KW: Asia, Africa, Pacific Area, Antarctica

KZ: Law of nations

Library of Congress Classification System: L

L     Education (Level 3)

L: Education (General)

LA: History of education

LB: Theory and practice of education

LC: Special aspects of education

LD: Individual institutions - United States

LE: Individual institutions - America (except United States)

LF: Individual institutions - Europe

LG: Individual institutions - Asia, Africa, Oceania

LH: College and school magazines and papers

LJ: Student fraternities and societies, United States

LT: Textbooks

Library of Congress Classification System: N

N     Fine Arts (Level 3)

N: Visual arts (General)

NA: Architecture

NB: Sculpture

NC: Drawing, Design, Illustration

ND: Painting

NE: Print media

NK: Decorative arts, Applied arts

NX: Arts in general

Library of Congress Classification System: P

P     Language and Literature (Level 3)

P: Philology, Linguistics

PA; Greek and Latin languages and literatures

PB: Modern languages (General), Celtic languages

PC: Romance languages

PD: Germanic languages (General). Scandinavian languages

PE: English language

PF: West Germanic languages

PG: Slavic, Baltic, Albanian languages and literature

PH: Finno-Ugric, Basque languages and literatures

PJ: Oriental languages and literatures (General), Semitic languages and literatures

PH: Indo-Iranian languages and literatures

PL: Languages and literatures of Eastern Asia, Africa, Oceania

PM: Hyperborean, Indian and Artificial languages

PN: Literature (General)

PQ: French, Italian, Spanish and Portuguese literatures

PR: English literature

PS: American literature

PT: Germanic literature

PZ: Juvenile belles lettres

Library of Congress Classification: Q-T

Q-T (Level 3)

Library of Congress Classification System: Z

Z     Bibliography and Library Science (Level 3)

Z: Book Writing, Paleography, Libraries, Bibliography

ZA: Information resources (General)

All you ever wanted to know about closing the library

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Closing procedure

McCabe Library Closing Procedure 

45 Minutes Before

• Neatly wrap up chargers
• Neatly wrap up headphones
• Turn off all laptops
• Put cases on DVDs with “Lock” stickers
• Turn on Friends Library light (on big light switch panel)

30 Minutes Before

•  Buzzer

15 Minutes Before

• Buzzer
• Uncover outside book drop (flip up canvas cover to expose slots)
• Lock all six front doors, but leave the Handicapped Accessible door unlocked
• Coffee Area:
• Unplug coffee urn, switch it off, and return it to the closet behind the coffee & snack counter
• Close and lock the two wooden shutters of the coffee & snack counter
• Put basket of creamer in the fridge
• Lock closet door

10 Minutes Before

• Buzzer
• Turn off floor lamps in lobby, desk lights over computers, table lamps in lounge

5 Minutes Before

• Buzzer
• Turn off two light switches to the right of the big light switch panel (for ceiling lights over circ & ITS desks)
• Lock all electronics drawers by the reserve desk using Reserve Desk Drawer keys (kept in cash drawer)
• Put these keys in cash drawer
• Remove cash and Circ Desk Drawers keys from cash drawer
• Lock cash drawer and locker key cabinet with Circ Desk Drawers key
• Put these keys and cash in safe by sliding them through the slot at the top (safe is on bottom right of the wooden built-in bookcase by User Tech Support staff’s desk)

Closing Time

• Buzzer  Buzzer  Even More Buzzer
• Lock Handicapped Accessible door
• Walk through lower level, 2^nd floor, 3^rd floor
• Turn off all room lights and lamps
• Check all rooms for stragglers – even restrooms!
• Check behind closed stacks on lower level
• After the walk through, turn off light switches on big panel for lower level, 2^nd floor, 3^rd floor, and atrium
• Call Public Safety at (8281). Tell them (1) your name, (2) that you are closing McCabe, and (3) whether an EVS (cleaning) person is in the building
• Lock Handicapped Accessible door behind you on your way out
• Drop Building keys into outside book drop