When you check-in a NExpress book, please put a check mark in the box on the blue band indicating it has been checked in and write your initials before putting the item on the NExpress cart. Thanks!
Tag Archives: Departmental Procedures and Policies
New new books
A couple of notes now that we are purchasing “shelf-ready” books;
1. They still need to be checked in to clear the “in process” status
2. There will no longer be book jackets, so for new books, just find interesting paperbacks
3. The accuracy of call numbers will be checked downstairs, so no need to be an eagle eye while checking them in
That’s all.
DVD repair machine instructions
The instructions can be found on the wiki here.
Updating the student calendar in Outlook
If you are the supervisor and there is Davis student schedule activity, please update the student calendar to reflect the changes.
NOTE: The calendar is in the Public Folders, LIS -> Circulation Services -> Davis Family Library…
1. Delete the existing appointment (one appointment only, not the recurring series)
2. Create a new appointment (i.e. ??? for Todd, Dan for Kim, etc.) in the same time block. If it is as yet unfilled, categorize RED. If filled, categorize GREEN.
3. Please copy Kim on any correspondence regarding the student schedule for Davis.
P vs. R
When to use “In process” and when to use “Being Repaired” in the item status field:
* P – when something is going back to CATALOGING for some reason (usually a note in the record says to return to cataloging).
* R – when an item is going to P & P to be repaired, or when equipment does not work.
Welcome back!
Hi all, and welcome back to circ. Just a few notes about new stuff that you should know.
* ILL and NExpress can now be requested by the patron to pickup at Armstrong. So just watch when you are checking in a cart of ILL or NExpress to make sure they go on the correct shelf.
* Overdue items can now be renewed without a supervisor override. So if someone comes to the desk with overdue items, please feel free to renew them (ask the patron, of course…) This also means that patrons can renew overdue items via MIDCAT, and we should encourage them to do so.
* The flip side of this is that Reserves, Equipment, and ILL will all go to billed status as soon as they are overdue. This will block borrowing or renewing. The bill will be cleared when they return the item, but we will not override this billed status. (NOTE: This does not apply to 4-hour laptops which will not go to billed status immediately.)
* Replacement charges have dropped slightly and we will no longer be accepting patron replacements of lost items.
* Most of our old paper forms are now online.
* We no longer provide Microsoft Office 03/04. We may, in the near future, have a few install discs for Office 07, but we should be encouraging people to download from Middfiles instead.
I think those are the major things. Have a great year!
Equipment User Agreement
It is no longer required that borrowers sign the Equipment User Agreement when checking out equipment. Anyone borrowing equipment agrees to the following section in the College Handbook:
When borrowing Middlebury College equipment, each user is solely responsible for the following:
* At check-out, confirm the length of the loan period, and that all equipment accessories are accounted for
* Return of equipment by the due date/time
* Return of equipment directly to the library it was borrowed from
* Return of equipment directly to a staff member at the Circulation Desk
* Replacement or repair of damaged, lost, or stolen equipment
* Return of equipment with all accessories accounted for
* Loss of equipment borrowing privileges
* Responsible use of equipment
* All personal files, images, and software will be deleted upon return and will not be recoverable
* Faculty/staff laptops require log-on while on campus prior to off campus use
LIS and Middlebury College disclaim all warranties, including all implied warranties of merchantability and fitness for a particular purpose. Neither LIS nor Middlebury College shall be liable to a user or any other person for any loss or damage of any kind related to configuration and operation of any equipment, including but not limited to, out-of-pocket expenses, consequential damages, inconvenience, loss of data, loss of profits, loss of use, emotional stress, physical injury, or damage to software or hardware.
Laser Discs
Laser Discs (LDs) now live in Special Collections with the oversize VHS (Umatic) and LPs. None of these formats are heavily used, but they are sometimes the only version of a title, and may be requested. Here’s how a borrower can request materials from storage in Special Collections:
*Materials shelved in closed areas will display in the catalog with an email link
*Most materials can be retrieved within a day, but please allow extra time for closed periods
Staff procedures for processing storage requests can be found here.
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
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For more detailed info about Bread Loaf/Davison Library procedures check here.