# Circ Manual

 Site: Swarthmore Moodle Course: McCabe Library Access & User Services Book: Circ Manual
 Printed by: Guest user Date: Wednesday, August 17, 2022, 6:03 AM

## 1. Attendance

### Attendance:

Students are responsible for working their chosen shifts through the final exam period.

Fill out your electronic time sheet at the end of every shift.  The times you write on it should be accurate within 5 minutes.

### Subbing:

If you are unable to make your shift, please request a sub on LibStaffer in a timely manner.
If you are sick or have an emergency, let a staff person know as soon as possible by calling x8477 or by sending an email to the Staff person who supervises that shift.
Written warnings will be issued for regular tardiness, unexcused absences, poor work performance, etc.

Three warnings will result in dismissal as well as a ban from any future Library employment.

## 2. At the Desk

### Desk Behavior:

A desk assignment is usually only one- two hours long.  Set aside that time to be attentive to patrons and desk operations.

Be aware of visitor patrons and ask them to sign the Guest Book.

Empty the Book Drop during your opening shift. Do not leave an unkempt work area for the next shift.

Distractions = Mistakes.

Most errors occur during the check-in process. Pay attention to the screen and be mindful of any pop-up messages and item locations.

Refer to Customer Service guidelines.

### Workspace Maintenance:

Always be mindful of how approachable you are while at the desk. We encourage you to be as approachable as possible.

The desk should not be cluttered with personal homework. Reading is acceptable during slow times. Do not come to work expecting to do your homework while at the desk.

Please limit the time spent chatting as this can make the desk unapproachable for other patrons.

Do not use laptops or other devices, such as headphones, while at the desk. You may use them while shelving books or doing tasks in the stacks.

Please keep Alma and Tripod readily available on the Circulation computer. Do not let email or homework monopolize the computer screen when it is needed for library business.

## 3. Customer Service Guidelines

Always greet patrons.

Help out at the Reserve Desk if Circ is quiet and Reserve is not.

Respect patron confidentiality at all times. Any and all information in a patron’s record is private and protected by law.

## 12. Fines

### Fines

The library assesses fines and/or penalty points to encourage patrons to use library materials responsibly and to allow equitable access.

Library privileges are automatically blocked if:

• an account exceeds the limit of monetary fines
• account has more than the defined number of items checked out
• an account has passed the expiration date
• a student has been determined ineligible per the Registrar’s list

Student may lose Interlibrary Loan privileges if that service is abused.

**Fine policies**

### Penalty Points

In lieu of monetary fines, Penalty Points are accrued if Reserve materials are returned late. One Penalty Point is accrued for every hour or part of an hour that a Reserve item is returned late.  Once a student accrues 20 penalty points, overnight privileges are blocked for 14 days.

If borrowing privileges are abused, students may be subject to discipline by the Dean’s Office. Particularly blatant or chronic misuse of reserve materials would be an example of behavior that would result in contacting the Dean.

### Fine Collection

Fines are collected at the Circ desk terminal only. It’s very important to be accurate when collecting fines.

• clear patrons’ fines in Tripod
• write the amount collected on the cash log
• print out the payment slip and attach onto the clipboard

## 13. Holds and Recalls

### Placing Holds

Holds are placed on items that are located at either of the other two TriCo campus libraries. You may place holds on books through either the CHECK-OUT or SEARCH/HOLD function in Millennium. We do not place holds for items located on this campus.

We don’t accept hold requests over the phone. Patrons can place holds themselves using the REQUEST button in Tripod, or they can request them in person. The only exception is that we will place ‘holds’ for Alum if they are in the library.

Items requested from Haverford or Bryn Mawr usually arrive the day after it is requested.  There are two TriCo van runs daily during the week and one on Saturday and Sunday.  There can be delays for items requested from branch libraries.  Sometimes items are just hard to find and take several days.

Not all items are holdable and not all patrons are allowed to place holds. If Tripod won’t let you do something, ask a staff member. (For example, visitors cannot request items from Haverford and Bryn Mawr.)

### Recalls

If a patron places a hold on an item that it checked out to another patron, a recall is automatically generated. Tripod will determine a new due date for the item, and a recall notice will be sent to the patron to whom the book is checked out. It is important to let the requesting patron know that it is checked out and the hold cannot be filled until the item has been returned. The wait time for a recall to be returned can range from 5 days to 2 weeks, depending on when the book was initially checked out.

All books are subject to recall and all recalls must be honored. If a patron indicates they still need an item that has been recalled from them, they must return it but may recall it for further use. There are daily fines for overdue recalls.

Always refer any problems to a Staff person.

## 14. In-house Use Only

In-house Only items may only be used within the library for reasons set by the lending libraries. The item MUST be stored in the Circulation department until the borrowing time has expired. Follow the below procedure to insure that these materials are kept safely yet available for the borrower to use freely:

• scan the patron’s barcode
• a ‘pop-up’ message should indicate the person has a hold.
• locate the item on the HOLD SHELF
• there will be a YELLOW band on the item indicating “In House Only”
• scan the item barcode and check the item out to the patron
• explain that they may use the item in the building [they would have received an email explaining this but it’s important to reinforce this message]. Ask that they return it to the Circ desk when they are through with it for that time
• ask that they not put the item in the book drop.

Be sure the patron indicates whether they wish to have the item for further use. Patrons have been greatly inconvenienced when we returned items to the lending library before they finished using them.

• If the patron returns the item and indicates they are through with it, check it in and place it on the ILL return shelf.
• If the patron returns the item and indicates they have further need for this item [and the due date has not passed] DO NOT CHECK IT IN but put it back on the ‘hold’ shelf.
• If a patron indicates they have an “In House Only” hold already checked out to them, retrieve it from the hold shelf and simply pass it to them. Remind them that they can use it in the building and should return it to the Circ desk when they are through with it for that time.

## 15. Newspapers and Magazines

The current day’s editions of the New York Times, Delaware County Daily Times, Financial Times, USA Today and Philadelphia Inquirer newspapers can be found in the newspaper lounge located on Level 1.

The library usually keeps newspapers until we receive the microfilm.  For a few titles, we do not get microfilm but discard the newspapers after several weeks. Tripod usually makes it clear what we do and do not have.

There is also a variety of regional and international newspapers and magazines located in the newspaper lounge.

If a patron wants to check out one of these items, an ‘On-the-Fly’ record must be created.

## 16. On-the-Fly

To Create an On-the-Fly Record:

Unbound Periodicals

Scan Patron Barcode

Attach a 31797... barcode to upper right hand corner of item

Hit CAPS LOCK

Scan item barcode

Click  *NEW on the Tool Bar

Author = NEXT

Title = Include full title, Vol. , No., Year, Issue – NEXT

Loc = SMCUR

Copy = NEXT

Call = NEXT

V = NEXT

IF at this point a new window opens listing other items – CLOSE THIS WINDOW .

Click SAVE then OK

Books

Scan Patron Barcode

Attach a 31797... barcode inside first page of the book

Hit CAPS LOCK

Scan item barcode

Click  *NEW on the Tool Bar

Author = Last name, first name (MICHENER, JAMES)

Title = Include full title(TALES OF THE SOUTH PACIFIC)

Loc = SM

Copy = (insert if there is one)

Call = PS3525.I19 T2 1967

V = (insert if there is one)

Click SAVE then OK

## 17. Maps and New Books

### Maps

Atlases are kept on special shelves in the Reference area on Level 1. There are also maps in the Government Documents collection. Refer patrons to a reference librarian for help.

In addition, Philadelphia and Delaware County maps are on reserve shelved under Maps. These include Philadelphia and vicinity street maps and a Rand McNally Road Atlas on the oversize reserve shelf.

### New Book Shelf

New books are processed daily, some of which are placed on a set of shelves across from the entrance to the newspaper lounge. Generally, these books remain here for one week.

Patrons may check out items that are currently on this shelf. A message will appear that says:

ITEM STATUS is ‘ NEW BOOK SHELF’ – CLEAR IT (y/n)

CHOOSE y

and proceed with the check out as usual.

## 18. Government Documents

The Library is a selective depository for United States government official publications. Selected documents from state and foreign governments and international organizations are also received.

These are shelved on the Lower Level in the compact shelving system*. Most documents circulate under the same loan rules as regular stacks books. Document periodicals circulate like regular periodicals. Most documents will not have a date-due pocket.  Stamp the due date on the yellow sticky date-due slips. Do not put pockets in Gov Doc’s.

The barcode is usually on the front cover of the item.  If there is no barcode on the item, follow the On-the-Fly instructions at the desk.

When a document is returned, check it in, remove the date-due slip, and be sure to place the document on the DOCUMENTS return shelf in the sorting area.

If not by their appearance alone, documents are easily recognized by their unique call #’s which often include markings like slashes ( / ) and colons (:). Also, be careful to note that documents can be in the form of books, pamphlets or even a single sheet of paper.

Tripod will not allow you to circulate certain documents to Haverford and Bryn Mawr patrons. Read your prompts clearly and explain to the patron that these items are non-circulating to them. Encourage them to copy what they need or to request the items through the circulation desks of their home libraries.

*If patrons experience any difficulty operating the compact shelving, refer them to a staff person.