BLSE

Reminders for the summer

Reminders for the summer:

• All Summer students, faculty, and staff, have printing privileges just like the AY – login and release. Quotas are in effect.
o Breadloaf INLCUDED
o LS families are NOT included
• Patrons will need to activate their MIDD username and password. Please direct them to the Helpdesk or go/activate.
• IDs are required, just like during the AY. Breadloaf patrons have IDs with their name and ID # on them, but they may not swipe. If that is the case, just type in the ID #.
• Davison (Breadloaf) books brought into the Davis Family Library will probably set off the alarm as there is no desensitizer at Breadloaf. If this happens, just desensitize them.
• Licensed software is not available to Summer patrons (i.e. Microsoft Office)
• Items listed as “Available” in the catalog are requestable during the summer. We should be running paging slips every morning and placing these items on the hold shelf.
• Carrels and lockers are available and have a fixed due date of 8/12. This date should not be altered. There is no carrel agreement to sign during the summer.
• The Breadloaf courier will come to get the bin (which will live on the desk between Kim and Janine) mornings and afternoons M-F and mornings on Sat and Sun. They will call from the loading dock.

All you ever wanted to know about paging and retrieval

As you have all noticed by now, paging and retrieval is in full swing! Lots of questions yesterday about correct procedure for processing, so here is a (not so) brief overview, all you ever wanted to know about paging slips! :-).
Please refer questions/concerns to Kellam or Dan. Thanks!

Retrieving library materials to fill requests for NExpress, ILL, MiddCampus, Davison (Breadloaf), Mills (California) etc.
* Process paging slips in the Mill Circ Notice system (mnotices/mnotices) A minimum of 3 times daily – morning, early afternoon, and evening – or more frequently to ensure timely request processing and delivery
* Davis Family Stacks: In the absence of Stacks, ILL will retrieve; if ILL unable to pick up by 2 pm, Circ will retrieve
* Incorporate BLSE/Davison Library requests into existing Midd, NExpress, and ILL paging and retrieval workflow
* BLSE requests have priority over main campus hold requests
* NExpress requests have top priority over everything
* Check daily that items for Bread Loaf/Davison Library are not placed on the Davis Family Library hold shelf (especially critical this year due to the Davis Family Libary name change at Main)
* Sort all paging slips by branch location and type of request (Midd or NExpress)
* Place all pending requests in clear sleeve on red NExpress cart in ILL work area
* Fax paging slips to branches for retrieval
Armstrong fax – 2016
Music fax – 2332

* Branches: items for BL borrowers will go in transit when scanned at branches; send to Davis Family Library in courier bin; scan/check in at the Davis Family Library; place items in Davison bin.
* For items being held at main campus locations – follow standard procedures and check in to generate hold or transit status
* Double check pick-up location – do not use borrower address on paging slip as pick-up location

Davison Requests Workflow
* Sort out all requests going to BLSE
* Retrieve items
* Check carefully for pick-up location – some BL borrowers may request pick-up at other locations
* Do not send items for pick-up at Davis Family Library (or Arm or Mus) to Davison
* Fold paging slip in half lengthwise, insert into book. Place in Davison courier bin for delivery to Davison hold shelf – items will have “in transit” status (leave paging slip in item; you do not need to print transit slip – items will be scanned in and a hold slip printed at pick-up location)
* Items that cannot be requested through the web: On reserve; In-lib-use and non-circulating collections; items with hold location Davison Library (BL borrower may retrieve from shelves; priority is given to BL borrowers for Davison materials; exceptions can be made by Circ staff through the Mill Circ client); Checked-out – do not recall if at all possible – advise borrower to place a request through NExpress or ILL if unavailable

NExpress
* Requested through NExpress by borrower
* NExpress requests for delivery to Davison will be delivered to Davis Family Library Circ with all other ILL and NExpress materials
* Davis Family Library Circ will separate out Davison items; follow standard procedure for scanning and dating
* Place in transit to Davison

ILL Requests
* Requested through ILLiad by borrower with a pick-up location of Davison
* ILL requests for delivery to Davison will be delivered to Davis Family Library Circ for scanning/check-in with all other ILL and NExpress materials
* Davis Family Library Circ will separate out Bread Loaf items; follow standard procedure for scanning and verifying item records etc.
* Place hold on Bread Loaf ILL items @ Davis Family Library Circ in patron record (verify that you are in the correct borrower account) and stamp/write today’s date on green band (so we can track when it was placed on the hold shelf at Davison). When the item is checked in to generate the hold, it will then go in-transit up to Davison. Place it in the bin for Davison.
* Borrower will be notified by ILLiad e-mail and Millennium email (once it is checked-in at Davison).

Requests not filled:
* Not on shelf – missing: Call up by barcode in search/hold. Verify that you are in the correct record. Click on hold tab. Highlight hold. Select option to cancel hold. Select option to cancel hold and mark missing. Select appropriate cancellation notice. Requester will be notified through the notice system

Other Collections:
CMC: Curriculum Materials Collection *Non-circulating: Refer to Education Studies Dept, Twilight Hall for exceptions

CSO: Career Service Office
* Non-circulating

Scott Center
* Non-circulating

Music and Armstrong Requests
* Sort and fax paging slips to branches for retrieval
* Retrieve and check in at branch to generate transit status. Send item to Davis Family Library for delivery to Davison
* Requests from the branches will arrive in the courier bins for delivery to Davison

Items requested for pickup at Mills – Summer session only
* Any paging slip with a pickup location of Mills should follow this procedure
* If item is not on shelf, a standard cancellation notice will be generated by Main Circ and the item status will be changed to “missing”
* If item is on shelf, item is pulled, and then checked in, which will put the item in transit to Mills. Paging slip is placed in the item.
* Circ will cancel the hold using the new Mills hold cancellation notice. This will alert the patron at Mills that the item will be shipped to them shortly.
* Item is placed RUSH on Cataloging shelf @ Main Circ
(Circ’s involvement ends at this point; CM and LS Liaison evaluate item for transfer or ILL; if replacement item is available, item will be transferred to the Midd at Mills campus collection; Cataloging will edit and mask bib record; add 949 field – which creates an item record at Mills; item will be visible in client (loc omill), but not in MidCat; ILL will ship; if replacement item is not available, SKIP step 3; item will be processed as an ILL, shipped by ILL, and returned to Midd campus

Returns
* Meet Bread Loaf courier to exchange incoming/outgoing bins
* May or may not have been checked in @ Davison Library
* Check in @ Davis Family Library to clear transit status
* Sensitize
* Continue to transit to branches
* Re-shelve TO CORRECT HOLDING AREA/BRANCH

Davison Library Reserves
* If returned to Main Campus, please send back up to Davison immediately

Courier Schedule between Davis Family Library and Davison
* Mon – Fri: Approximately 9:30 am (leaves BL at 9 am) and 2:00 pm (leaves BL at 1:30 pm)
* Sat and Sun: Approximately 9:30 am (leaves BL at 9 am)

Deliver bins IMMEDIATELY to the back SHIPPING & RECEIVING AREA when the BL courier calls the Main Circ Desk

Open & meet the courier at the shipping/garage door and trade incoming/outgoing bins
[edit]

For more detailed info about Bread Loaf/Davison Library procedures check here.

Books returning from Davison in bins

As the many bins of returns from Bread Loaf students roll in, please be aware that there may be some items that were never properly checked out, and will generate a “send in transit for holdshelf” message. Other unusual messages may appear as well. Please hand these items to a supervisor to handle. This goes for NExpress and ILL items as well — they too will generate an unexpected message at check in if they were never checked out to the borrower. In the five bins that arrived at Main this morning, there were about six items (a mix of our books and NExpress books) that had never been properly checked out. Supervisors can simply cancel the holds and send the books to reshelving.

Also found in the bins sent to Main were books that live in the Davison stacks, as well as Davison Reserve items. Please be on the look out for these as well! Supervisors, please keep a close eye on the bins as they’re being unpacked each day. Many thanks!

Carts and Bins – Coming and Going!

Take care to ensure that the contents of bins and carts go where they are supposed to go.
Before you do anything with a cart or bin – inspect and sort the contents VERY carefully. Look at each and every item to determine next steps.
Determine if items are going to Main, Mills, Music, Armstrong or Davison BEFORE you scan and process.
If you do not know where something is supposed to go, ASK!
Or if you are not sure where the cart or bin came from or where it is going – ASK!
When in doubt – check the status and item details of the item in the system.
Supervisors, please sort all arriving/departing bins/carts prior to assigning specific processing tasks to student employees.
Look carefully for items going off campus to the Davison and Mills Libraries.
Recent problems:
Several Nexpress books never made it to Davison – they were sent back to the lending library before the requester had a chance to use them.
Quite a few ILL’s were requested for pick-up at Davison, but were shelved at Main
Many thanks for your help.
🙂

Points to Remember from Circ Training, 6/29/09

Todd asked me to take notes during the training and post them here. I’ll summarize what the presenters talked about and if you have any questions, ask me or comment below.

Maura:
Scheduling – use and refer to the Outlook calendar. If you need a sub, please post to the summer distribution list for one and alert the supervisor who normally works during that shift.
Blog – students should check the blog at the start of every shift – link located on desktops at each Circ desk
Wiki – great for finding procedures and workflows

Kellam:
Equipment – heavily used by Language Schools and sometimes also Bread Loaf during the summer.
–equipment is located at all 3 branches, and items circulate for 4 hours, 1 day, 7 days, or 14 days depending on what they are. Renewals are possible for all items (except faculty/staff laptops) as long as there is still ample supply of the item in question available for other borrowers. However, under no circumstances are loans allowed to be extended for the duration of the summer. In other years we’ve been able to do this, but due to shrinking inventory and budget cuts, we’re sorry but we can’t accommodate summer-long equipment requests anymore.
–don’t turn borrowers away if you don’t have what they need on hand. Check the other two branches to see if their equipment is available. Bring in supervisors to book equipment. Supervisors can also contact Media Services to see if their equipment inventory has what the borrower is looking for.
–when people ask about how to use equipment: direct them to go/equipment (“the greatest thing ever”–Maura) which has instruction manuals in pdf format which can be read online or printed
–remember to check all pieces of equipment at check-in and check-out (ie. read and follow the pop-up messages in every equipment record)
–equipment must be returned to the branch it came from; equipment cannot be transported in the courier bins like books, CDs, and DVDs can.
–new equipment for this summer: flip cams, Hebrew keyboards, portable P.A. systems

Rachel (with input from Kellam on BLSE)
ILL – green or pink bands; green can be taken out of the library, pink must stay in the library. In fact, when a patron returns a pink-band ILL to the desk and leaves without saying anything, it’s best to assume they’re NOT done with the item and it should go back on the hold shelf (assuming it’s due date has not passed).
–ILL can only be renewed by ILL staff intervention
–when checking one out, remember to change the due date in Millennium to what the ILL band says
–ILL can be shipped from Main to Armstrong, but between no other branches
NExpress – blue bands, usually a faster option than a recall or using ILL.
–NExpress can be renewed by a patron through My MidCat twice
–when checking one out, remember to use the due date generated by Millennium, and write it on the blue band
–NExpress can be shipped from Main to Davison (ie. Bread Loaf) and back, but between no other branches

Dan
Guests/Visitors – guests who have borrowing privileges may borrow books & government documents
Guests have access to computers (through the daily “pclab” password).
–they do NOT have privileges to borrow: equipment, movies, lockers & carrels, ILL & NExpress
–guest printing: through print card bought at Wilson Cafe, college Bookstore, or MiddXPress in McCullough. Each branch has 1-2 “guest printing computers” where guests can send print jobs. Guests then use the print release stations like students & faculty do.

Desktop Stats – to be clicked after every patron interaction which does not involve the actual circulating of materials (ie. check-ins, check-outs). Used by staff to document staff and student staff use during all hours we’re open.

Todd (with input from Kellam on BLSE)
Printing for students & faculty – all branches using print release stations – Middlebury username and password (same one used for Webmail, Banner, etc.) NOT the same one used by Bread Loaf students & faculty – they will need to activate their Midd accounts for this. Direct them to go/activate and look them up in Millennium to give them their ID #.
–copying is $.10 for b/w, $.50 for color. Color available in Main and Armstrong.
–Equitrac copy cards bought at “black box” in print rooms. Use $1 to get a card; then more money can be added onto that card.
–Faculty can use a department code (2) and their ID number to charge copies directly to their department.
–please report printer problems to supervisors/Helpdesk in a timely manner

Joseph
Emergency Procedures – please use part of your next shift to read over the Emergency Manual (there’s a copy in each branch). Ask your supervisor if you have questions about what’s in it.
–first aid kits are also available at each branch at the Circ Desk. Additional kits are available in Main at the Info Desk and in the Staff Room.

Steve
Mozio – new texting reference service, implemented at the end of spring semester. Text to # 66746 from any cell phone. Start your message with “midd” and then type your reference question. Reference librarians (or perhaps Circ or Helpdesk staff) will respond via text to your phone.

Is that it? Whew!

Circ Meeting 6/22

Circ Meeting 6/22 Main Lib 145
Present: Todd, Dan, Nancy, Maura, Rachel, Steve, Brenda Ellis, Phil, Janine
We celebrated Maura’s June birthday with Lemon Cake.
Brenda presented a brief (but riveting) intro to the Mosio Text LIS service – a web platform for receiving and replying to text messages from users. LISBorrowing has been set up as an account, and Circ may in the future monitor Mosio more actively. Currently LIS librarians are monitoring the site and will forward messages as needed to the Lib Circ mailbox. Users can text LIS by sending a text to 66746 (mosio) using the keyword “midd” to begin their message. Please refer questions about Mosio to Brenda or Steve.
Dan presented a brief overview on BLSE workflow for Midd, NExpress and ILL requests for Davison pick-up. Please refer to the BLSE procedures on the Circ Wiki for details about BLSE.
And…at the very same time…Kellam presented a training session on the BLSE workflow at the Davison Library. Present: Kellam, Joanne, Judy, Chris.
Please refer questions about BLSE workflow, procedures, and schedules to Kellam and Dan.

Summer Carrels and Lockers

It’s that time of year again, when summer students and faculty are asking about carrel and locker space in the library for the duration of the summer. Here’s a quick refresher of our guidelines.

Lockers are available to anyone associated with the College: LS and BLSE students & faculty, and academic-year students, faculty & staff. Local guest borrowers are not allowed to check out lockers. Lockers are checked out for 28 days and may be renewed in person at the Circ Desk, or online through My Midcat. Lockers are available now. Please remind patrons they should use orange due date slips on all library materials they plan to keep in their locker.

Carrels 1-68, or all the carrels on the upper floor and upper mezzanine on the side of the building which faces Axinn, are available, as are all carrels on the lower level (#s 250-273). We will begin loanging them out starting Friday June 12th, to anyone associated with the College. Guest borrowers are not eligible. Carrel keys are checked out until the end of LS or BLSE for those patrons (August 14 and August 8, respectively), and until August 31 for all academic-year patrons. Please remind patrons they should use orange due date slips on all library materials they plan to keep in their carrel.

The carrel rooms (70-227) will be set aside for individual Language Schools to use, as communal spaces for each School so that the Language Pledge can be maintained, but students can work together. The keys to these carrels are not to be checked out to anyone, as the rooms are to be an open space for each School.

All carrels on the Lower Level (250-273) are used as open study carrels for any patron, whether associated with the College or not, and their keys are also not to be checked out.

A carrel map for carrels 1-68 is located on my desk at Circ, to give to patrons to help them decide what carrel they’d like to check out. Please X out a carrel number when you check out the corresponding key. Any questions, ask me or any supervisor. Also if any patron has questions or concerns, please refer them to me. Thanks!
Steve