LSA Policies and Procedures Handbook

 

Welcome to work at the Ensor Learning Resource Center!
We hope your time working at the library will be productive and fun.

Table of contents:

We hope this handbook answers some of your
questions about working at the library.

Your supervisor – or any library staff member – is always
glad to answer any question.


Policies

Dress Code, Name Tags, and Food

Getting Ready To Work – Dress Code

All employees are expected to maintain a well-groomed, neat, professional appearance at all times, suitable for a professional work environment. Here are a few rules about our dress code:

  • Do not wear caps or hats in the building.
  • Do not wear midriff-revealing outfits.
  • For your own safety, we suggest you do not wear sandals or flip-flops – they are a hazard when pushing a book cart, using a step stool, or handling heavy items.
  • This is a business. Never wear excessively tight, short, or revealing clothing to work.

You are the public face of the library and the college. Please dress appropriately.

As Soon As You Get Here: Name Tags, etc.

  • You must wear your name tag when working. If a Circulation Supervisor sees you working without a name tag, s/he will ask you to either put on your name tag or clock out.
  • No food can be eaten at the Circulation Desk. Drinks may be taken to the Circulation Desk, but they must be in a closed container (i.e. cup with a lid) and kept away from all books, media, reserves, and computers. Please be discreet and keep drinks out of sight of our patrons.

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Time Sheet / Sign-in and Sign-out Procedures

Student workers must complete and submit a record of hours worked each month via my.georgetowncollege.edu. After your supervisor approves your recorded work time, it is sent to the Financial Aid Office and Payroll, allowing you to be paid each month.

To minimize problems and errors, you should keep your recorded work hours up to date. Do not just fill in your regular schedule! Entering your hours each time you work minimizes the risk of forgetting hours or claiming too many hours. You will not be paid for hours you work but forget to record on my.georgetowncollege.edu. Claiming to work hours you didn’t is illegal and will result in immediate dismissal.

You will be paid on the fifteenth of each month.

Your work time is calculated by 5-minute increments.

You must enter your time on your my.georgetowncollege.edu work record at the end of each shift. This means that if you work MWF, 10am to noon, you must enter your time on Monday for 10am to noon, and then on Wednesday, you must record your time, and then on Friday as well. Do not wait until the end of the week or month to record your work time. Each day, the Circulation Supervisors will be reviewing your time so please be honest and accurate with your work time.

You must submit your completed my.georgetowncollege.edu work record at the end of each month. Your supervisor cannot approve hours that are not submitted before the deadline. If you do not submit your hours in time, you will not be paid on the customary day. You will submit a paper timesheet if you miss the deadline, but you will receive your pay much later than the usual date.

You are expected to arrive for your scheduled work shift on time. Your time record should reflect the time you actually worked. Falsifying your time record is fraud and you could be prosecuted if you claim hours you do not work.

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Library Student Assistant (LSA) Meetings

The Circulation Supervisors will hold 2-4 mandatory LSA meetings each semester. These meetings are very important to keep you informed of updates in staff, policies, etc. You must attend every LSA meeting. These meetings count as time worked, so you should enter them in your work record on my.georgetowncollege.edu.

In case of an extreme extenuating circumstance when you know you will not be able to attend a meeting, you must discuss in advance with your Circulation Supervisor why you cannot attend.

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While You Are Here: Breaks

The Ensor LRC complies with all state and federal laws and regulations regarding breaks for employees.

  • If you work four (4) continuous hours, you must take one 15-minute break. You do not need to clock out for this break as long as it is no longer than 15 minutes.
  • If you work five-and-a-half (5 ½ hours) or more in one continuous shift, you must clock out for a meal break of at least thirty (30) minutes.
  • If you work eight (8) continuous hours, you must take two, paid 15-minute breaks AND clock out at least thirty (30) minutes for a meal break.

You must clock out for any break longer than 15 minutes.

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Substitutions: “Sub Needed” and “Sub Found”

WHO is responsible for finding a substitute? YOU are!

Sub Needed:
When you realize that you will not be able to work your shift, you will fill out a “Sub Needed” sheet. Posting a “Sub Needed” sheet does not automatically excuse you from work. You are responsible for your hours if no one agrees to sub. Remind your substitute about the agreement, particularly if the arrangement was made far in advance (more than two days).

Sub Found:
Once you sign up to sub for someone, you are responsible for those hours. If something happens so you cannot work the sub hours, you must then request a sub. Discuss the situation with the Circulation Supervisor, and post a new “Sub Needed” sheet. Do not ever simply cross your name off the original sub sheet.

WHEN should you fill out the Sub Needed form?

Fill out and post a “Sub Needed” sheet at least 24 hours in advance. Discuss with the relevant supervisor if something comes up requiring shorter notice. [Excused absences (illness, emergency at home, etc.) do not require sub sheets, but do talk with the Circulation Supervisor as soon as possible.] Fill out and post sub sheet for weekend hours (Friday-Sunday) by noon (12 pm) Thursday.

HOW should you ask for a sub?

Use a separate sub sheet for each work period needed.

Example 1:

  • Joe Student normally works 4-6 pm on Tuesdays and Thursdays. He must meet for a group project at those times for two weeks. He posts four (4) “Sub Needed” sheets: 1st Tuesday 4-6, 1st Thursday 4-6, 2nd Tuesday 4-6, 2nd Thursday 4-6.
  • Example 2:

  • Jill Student works normally 11am-noon and 7-9 pm on Mondays. She is attending her cousin’s wedding on a Sunday and will be flying back to KY late Monday night. She posts two (2) “Sub Needed” sheets: Monday 11-noon and Monday 7-9 pm.
  • If you miss the same shift more than three times, you will be removed from that shift!

    All “sub found” sheets need to be approved by a Circulation Supervisor before being completed.

    LSA’s should fill out one sub sheet for the shift needing to be covered. Also, when you are substituting for another LSA, you must sub the entire shift and not just a partial shift

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    Absences

    You are expected to work all the hours for which you signed up. Three or more unexcused absences will result in termination; this includes unexcused absences from LSA meetings. When you have an event, either school related or social, that conflicts with your work schedule, you are responsible for finding another LSA to substitute for you.

    Excused absences are for sudden illness, an emergency at home, funeral, doctor’s appointment, etc. In this case, as soon as you realize that you can not make your shift you should telephone and talk in person to your supervisor. Do not just leave a phone mail. You will explain the situation to your supervisor and ask for an excused (emergency) absence. You should make this call before your shift starts. Your supervisor may ask you for documentation (doctor’s note, accident report, etc.) upon your return to work. This is standard business procedure, so start thinking about it now.

    If you fail to provide appropriate documentation when asked, then it will be counted against you as an unexcused absence.

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    Termination of Employment

    Both Daytime and Evening Circulation Supervisors have the authority to terminate a student worker. It is up to his / her discretion to choose to re-hire a library student assistant each semester. To be eligible for rehire, an LSA should perform his / her duties, as well as adhere to the LSA Handbook. Failure to adhere to the policies can result in immediate dismissal. This includes but is not limited to:

    • Failure to perform job duties
    • Unexcused absences / Tardiness
    • Insubordination (i.e. choosing to disregard a supervisor’s request)
    • Failure to behave professionally

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    Job Duties

    There are many jobs which must be performed every day, and some jobs which need to be completed several times every day. You are expected to perform all library duties first. If you have completed all library duties, you may ask your supervisor for permission to study. You should never plan on having time to study while you are at work!

    A list of specific job duties and procedures follows under the Procedures section.

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    Circulation & Reference Desk Computers

    The computers at the Circulation Desk are business resources. Voyager and the LRC home page (via internet) are the most important programs for carrying out library business. Therefore, we must free as much hard disk space and network access as possible for these programs to run. In addition, the Circulation Desk is public and workers need to be accessible.

    You may not download programs, images, or files to the Circulation Desk computers. Games, photos, and temp IM programs require too much memory to run in conjunction with Voyager.

    No games, IM / chat at the Circulation Desk.

    All library employees must use their individual Voyager IDs and passwords. Intentional misuse of your own or others’ IDs is a violation of the Campus Technology Ethics Code.

    The Reference Desk computer is for permanent staff use only. You may use the Reference Desk computer only if you are working on a special assignment for a library staff person and you are specifically told to use the Reference Desk computer for the assignment.

    Library employees CANNOT wear headphones/ear buds or watch movies/listen to music while at the desk! This creates issues for the computers’ operation and prevents LSAs from providing excellent customer service. They also may not wear headphones/ear buds while shelving due to an inability to respond to any questions they might be asked.

    Library employees may not use their laptops at the front desk. This not only clutters the workspace, but causes a delayed response to patron assistance.

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    Security, Alarms, & Campus Safety

    Book Security System.
    Each item belonging to the library has a magnetic security strip, or Tattle Tape, attached. When you check out items to patrons, you de-sensitize the security strips. If the security alarm sounds, approach the patron and ask if s/he might have Blockbuster videos or used books (these could be sensitized and set off the alarm). Also, ask her / him to open her / his backpack. Do not take the backpack or force it open. Check for journals, magazines, etc.

    Do not accuse the patron of stealing materials; instead, assume that the patron simply forgot and retrieve library materials.

    Never touch the patron. If you are uncomfortable confronting a patron, ask the patron to wait while you get a supervisor.

    Circulation Desk Security
    The entertainment DVDs are highly desirable items; therefore, they are placed where they can be seen from the Circulation Desk. This prevents the DVDs from “walking” out of the library without being checked out.

    Since there is a security issue—as well as a work issue—conversations with friends should be kept to a minimum. Short conversations of a few minutes are fine; chatting distracts from library tasks, which include observation of the DVDs. You may never have a large group of friends (more than two) visit you at the Circulation Desk.

    Friends are never allowed behind the Circulation Desk unless they are conducting specific library business which requires their presence behind the desk (i.e. using the color printer).

    Building Security
    Although Georgetown College is a private institution, we also welcome members of the local community. There will be patrons in the building who are not students, faculty, or staff, but members of the larger community. Most non-GC patrons use the library for legitimate purposes. However, any patron, GC or non-GC, may be a potential thief. Be careful and encourage patrons to be careful.

    Do not leave expensive items open to theft. Patrons often leave purses, backpacks, cell phones, laptops, iPods, and more at study tables. The library is not responsible if these items are stolen. All complaints of theft, including stolen textbooks, must be directed to Campus Safety. If necessary, encourage patrons to file a theft report with Campus Safety.

    The Ensor LRC is equipped with a motion-activated burglar alarm and security system. LSAs do not have the code for the security alarm. If LSAs need to open or close the building without a supervisor, contact Campus Safety to disable or set the security system.

    Report suspicious patrons to your Circulation Supervisor and Campus Safety (8111).

    Campus Safety
    Call Campus Safety (8111) if you encounter any problems. You may also call them if you’d like an escort home. Do not hesitate to call them; your safety and the safety of our patrons are very important.

    If your supervisor is unavailable, Safety may also be called if patrons refuse to leave at closing time upon the Student Worker’s request. After dark, walk home in a group of 3 or more, or call Campus Safety for an escort.

    Of course, you must always call Safety if you are closing without a supervisor to set the alarm code.

    Minors
    For safety reasons, the LRC requires all minors (children under 16) be accompanied by a parent or guardian. LRC staff and LSAs may not babysit or otherwise accept responsibility for the safety of minors (or anyone else who requires close supervision) in the building.

    Cash Register
    The library keeps a small amount of money (approx. $10) in the cash register behind the Circulation Desk. This money allows us to provide coins for photocopying and make change when patrons pay fines.

    Never “borrow” money from the cash register even if you plan to pay it back very soon.

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    Supervision & Reference Questions

    Supervision

    In general, Circulation LSAs answer directly to the two Circulation Supervisors. However, you may find other library staff people will assign tasks to you. You should respond in a courteous and timely manner to any instructions given by any library staff person. If you are asked to do something when you have already been given instructions, politely explain this. Special projects may arise which require immediate action, so there is no hard rule as to whose instructions are most important.

    If you have any questions or problems, please discuss it with the Circulation Supervisors. They will do whatever they can to resolve the problem.

    Librarians & Research
    Professional Librarians answer questions about research. LSAs are not required to answer anything more than directional questions (i.e. Where are back issues of journals? Where is this call number?)

    If a patron needs more than general location/call number assistance, get a staff person (i.e. How do I find this topic in journals? Which is the best database for research on this subject?).

    Ask a Librarian for reference help. If a Librarian is unavailable and no one is at the Reference Desk, ask a permanent library staff person for help.

    LSAs may receive reference questions on Saturdays. If possible, encourage the patron to call or come back on Sunday when a Librarian and/or Circulation Supervisor are available. If the patron needs assistance right away, refer to the Emergency Contacts sheet.

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    Patron Confidentiality

    The Ensor LRC follows the American Library Association (ALA) Code of Ethics: “Librarians must protect each user’s right to privacy with respect to information sought, received and materials consulted, borrowed, or acquired.” The Ensor LRC also adheres to the ALA “Policy on Confidentiality of Library Records” and “Confidentiality of Library Users.”

    The above statement is taken from the Ensor LRC’s Collection Development policies.

    All patron records are confidential.

    This means you may never tell another patron, not even a faculty member or administrator, who has a particular item. This applies to all library materials—books, videos, reserves, etc. You may reveal when an item is due.

    If a patron needs access to an item that is already checked out, a Circulation Supervisor can:

    Place a hold on the item. The patron will be notified when the item is returned.

    Call the patron to whom the item is checked out. The supervisor will do this if the item is overdue.

    Overdue and fine notices are printed about once a week. You may be given the task of folding these notices and putting them in envelopes. Again, this information is confidential. Never reveal who owes fines and/or has overdue items.

    Under the PATRIOT Act, law enforcement officers may ask for a patron’s circulation history. This is not very likely to happen at our library. However, if this should occur contact the Library Director immediately. Only the Library Director can deal with this situation. If the Library Director is unavailable, immediately tell your supervisor.

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    Procedures

    Using the Telephone

    To answer:
    •Incoming phone calls from off campus will have a single, short ring. You should answer, “Ensor LRC (or Library), this is (your name), how may I help you?”
    •Incoming phone calls from on campus will have a double ring. You should answer, “Georgetown College Library, this is (your name), how may I help you?”

    To transfer:
    •Answer the phone as above.
    •Press the transfer button and then the four-digit extension for the desired party.

    To place a caller on hold:
    •Press the “Hold” button and put the handset back on the base
    •Pick up the handset to reconnect

    To page a patron using the public address system (black telephone on the wall)
    •Explain to the caller that you can page only if it is an emergency. IF the caller confirms that the message is an emergency, you may make the page.
    •Dial 0 on the black phone on the wall to the right of the Circulation Desk. Speak into the handset. Please be brief. Example” (Patron’s Name), please contact the Circulation Desk.”
    •Paging disturbs everyone in the library. You must not make prank pages or announcements.

    LRC Phone Extensions

    Circulation Desk8400
    Reference Desk8401
    Room Scheduling8402
    Library Faculty 
    Susan Martin,
    Library Director and Associate Professor
    8407
    Helen Bischoff,
    Reference Librarian and Assistant Professor
    8405
    Greg Decker,
    Catalog Librarian and Assistant Professor
    8409
    Ben Rawlins,
    Electronic Resources Librarian and Assistant Professor
    8403
    Michele Ruth,
    Collection Development Librarian
    and Visiting Assistant Professor
    8412
    Library Staff 
    Ernie Heavin, ILL & and Periodicals Mgr.8413
    Rachel Combs, Circulation Supervisor8404
    Randall Myers, Circulation Supervisor8406
    Sandy Baird, Archives Coordinator and Library Technician8410

    Fax * 502-868-7740 *

    * There is a charge for all faxes. Please ask your supervisor or permanent staff member for assistance when someone needs to use the fax machine.

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    Job Duties

    The presence of at least one person at the Circulation Desk is absolutely essential. Items need to be checked out and in. Patrons need assistance provided by a person who is polite, attentive, and knowledgeable

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    Reserves

    Reserves are books, articles, videos, etc. chosen by professors and placed on restricted circulation. Boxed reserve items are kept behind the Circulation Desk. They are kept in alphabetical order by professor name.

    When a professor places materials on Reserve, s/he must fill out a Reserve List Form. Reserve List Forms are kept on the shelves behind the Circulation Desk. When a professor fills out a form, make sure s/he completes all the information at the top of the form and all details related to the reserve item (ex. title, author name, item type, etc.), and make sure that s/he signs the bottom of the reserve form. A student worker may bring a professor’s reserves to us, but he/she cannot sign for the professor. The form you receive must have the professor’s signature.

    When patrons check out library books and videos that are on Reserve, they should tell you the professor’s name and course number and the author/title of the item they need.

    The professor decides how long each item on Reserve checks out. Common times for Reserve check out are:

  • 2 hours—these items should not be taken out of the library
  • 4 hours
  • 24 hours
  • Please review the computer system screen when you check out Reserve items and tell the patron when the items are due back. Fines for overdue reserves are $.25 (twenty-five cents) per hour. Since reserves are very time-sensitive, be sure to discharge them promptly upon return.

    Return all discharged reserves to the appropriate box(es). Do not put reserves on the shelving cart. Do not leave reserve boxes on the circulation desk. Each reserve must be checked in and out EVERY time.

    Please handle Reserves carefully to avoid mixing up or losing Reserves

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    Shelving Library Material

    Shelve items as needed. Do not wait for the cart to get full. It’s harder to push when it’s full. Also, check both second floor carts and bring items on them to the circulation desk to be discharged, sensitized and re-shelved. Be sure to check the third floor cart for items other than journals.

    Accuracy is more important than speed!

    Shelving LC
    Most materials in the LRC—books, audio books, DVDs, etc – are arranged using the Library of Congress Classification System (LC). This is the classification system used in most college libraries.

  • Read the call numbers line by line
  • Be careful! It’s easy to transpose digits, so focus on what you are doing. Pay special attention when shelving items at the beginning or end of a shelf or row.
  • Shelving DC
    The juvenile collection is arranged using the Dewey Decimal Classification System (DC). This is the classification system used in most school libraries.

      Nonfiction books are arranged:

        From smallest to largest number.

          Examples: 200 before 201; 305.5 before 305.6

        Then alphabetically by the second line.

          Example 201 Adams before 201 Jones

      Fiction books are shelved:

        Alphabetically by author’s complete last name.

        Then Alphabetically by complete titles.

    Shelving Journals
    The printed periodicals collections, both current and back issues, are arranged alphabetically by the journal titles.

    Shelving Paberbacks
    The paperback—or leisure reading—collection is sorted by genre and then by the author’s last name. There are stickers on the spines of these paperbacks to indicate the genre (such as Mystery, Romance, Science Fiction, Western, etc.)

    Shelving DVDs
    DVDs are divided into two categories:

  • Educational – arranged according to LC call number and are shelved on the 2nd Floor.
  • Entertainment – arranged by call number. These DVDs are shelved by the four letters located on the the call number tag. If the same four-letter call number matches another DVD, arrange the DVD by the remainder of the film’s full name.
  • Shelving New Media
    New DVDs and audio books are shelved in front of the circulation desk and are arranged as explained above. New media is kept on these shelves until these items are moved to the regular collection on the 2nd floor.

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    Shelf-reading

    All Circulation LSAs are expected to shelf-read. Shelf-reading means checking the call number on every item along a shelf, to verify that each item is in its correct place. The purpose of shelf- reading is to insure that the collection is in correct order. Patrons can find library materials and shelving is easier when items are where they are supposed to be.

    When items are in the wrong place (even just one shelf off), they are as good as lost.

    You should tidy the shelves as you shelf read. The spine of each book or item should be neatly flush with the edge of the shelf. Each item should be straight. If an item is too tall or too long for the shelf, either adjust the shelf height so that the item will fit or consult with your Circulation Supervisor.

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    Patron Counts

    The patron count helps us know how many people are using the library. We perform the patron counts at 8:00 am and 6:00 pm every day.

    There are three security gates, one at each library entrance:

    1. East Gate = Campus side
    2. West Gate = Mulberry Street Side
    3. North Gate = on Lower Level

    On the entrance side of each security gate is a counter that starts with the letter P. Write this number in the Patron Count notebook.

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    Photocopiers & Printers

    Check and refill paper as needed for photocopiers/printers. Please check each of the three machines when you begin your shift. If you encounter messages about jams or other problems with the machines, inform a supervisor or other library staff.

    Printers / Photocopiers:

    There are three printer/copiers: one in the Reference Room, one in the Ward Room, and one on the 2nd floor beside the restrooms. All printing is via the pay-for-print system. A patron must have his/her G-Card to print and be logged into the computer. Copies are eight cents each if you use the G-Card. Patrons may also use coins to make copies on the 2nd floor printer for ten cents per copy.

    Undergraduate students receive a credit for printing/copying on their G-cards of $8.00 (100 pages of black and white) each semester. Graduate students receive a printing credit of $1.60 (20 pages of black and white) each regular semester. This credit is for printing or photocopying.

    Instructions for using printer/copier:

    Printing

    1. From your computer, go to File and print. Make sure the LRC Ref MP C3300 printer is selected.
    2. If you want color prints, go to Properties and change the “Black and White” to “color.”
    3. Once the appropriate printer options are selected, hit OK.
    4. A box will appear that will prompt you for a Release Key, enter your release key (ex. 1234, any combination of numbers, no letters).
    5. After you have entered the Release Key and clicked okay, another box will pop up that will calculate the cost. Black and White prints/copies are $0.08/page. Color copies/prints are $0.45/page. Hit Accept if the amount is correct.
    6. At the G-card reader, swipe your card, with your picture facing away from you. After it accesses your information, select Print (F1 button).
    7. Enter release code (you assigned this at your workstation) and Press Enter Key.
    8. Select the desired print job(s) from the list and press Enter Key.
    9. Press F3 button when finished.

    Copying

    1. Swipe your g-card with your picture facing away from you.
    2. Select Copy (F2 Button).
    3. Enter Max # of pages and press Enter Key.
    4. Confirm # of pages and select Yes (F1 button).
    5. Make copies.
    6. Press End Key when finished.

    Microform Reader / Printers

    There are two microform reader / printers located on the third floor. The readers are free to use, but cost $.10/page to print. They accept dimes only. If there is a problem with one of these machines, please tell a Circulation Supervisor or other library staff. Do not attempt to correct the problem yourself.

    Tell a Circulation Supervisor if any machine in the LRC is malfunctioning.

    The Circulation Supervisor will either attempt to fix the machine or contact the appropriate agency for repair. Never simply put an out of order sign on a machine without talking to a Circulation Supervisor first. Report any unofficial (i.e. handwritten) out of order signs you find.

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    Keys

    The Ensor Learning Resource Center is host to many functions besides the library. As a service to our patrons we keep keys to many of these areas. The keys are in a locked key box, which your supervisor will show you. The key to unlock the key box is in the cash register (hit the NS button).

    Each key has an orange card with a bar code. A patron must present his / her own G-card in order to check out a key. Do not check out a key without actually seeing the patron’s G-card. You will enter the patron’s G-card number and then scan the barcode on the key’s orange card.

    Rooms to which we have keys located in the key box:

    The Writing Center- A list of students who work in the Writing Center is available under the key box. Only these students may have access to the Writing Center.

    LRC 012 and LRC 015 – The two computer classrooms – Only faculty who are teaching in these classrooms may check out these keys. Occasionally students will be given special permission by ITS, and a list will be posted by the key box.

    LRC 223: Psychology Lab- Psychology students may check out this key with their G-Cards

    LRC 241 – The media technology classroom – Your supervisor must approve access to this room.

    Fines for Overdue Keys: $5.00 per hour (maximum of $10.00 per item)

    Rooms for which we do NOT check out keys:

    Archives – access is by appointment only. Please contact the Library Director for more information

    The Jacobs Gallery – contact the Gallery Curator or Campus Safety

    The Mulberry Café –contact Sodexho or Dining Services

    Study Rooms – No one may lock a study room. The library is not responsible for thefts from study rooms. Study rooms are available on a first-come basis. Due to the limited number of study rooms, the library does not reserve these rooms for individual use. Occasionally a small group may reserve a study room for a limited time and for a specific project. Anyone wishing to reserve a study room must talk to a Circulation Supervisor.

    The only people who have keys to the exterior doors to the LRC are library staff (including those LSAs who work Saturdays), college administrators, Housekeeping, and Facilities Management. Any room that does not have a key hanging on a hook in the key box requires a supervisor for access.

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    Opening and Closing

    Opening Procedures

    Our library is equipped with a motion-activated security system. A library staff person or Campus Safety officer must deactivate the security alarm. LSAs that open on weekends may be given an exterior door key, but they will need to call Campus Safety to deactivate the alarm. To open:

    • Turn on all lights
    • Unlock six (6) exterior six doors. Be sure the handicapped access door is working properly.
    • Make sure interior doors are propped open – West hallway, Reference Room, Ward Room
    • Take the Patron Count
    • Update the date due stamps
    • Empty the book drop – file newspapers and check in books
    • Fill all copiers and printer

    Closing Procedures

    • Using the public address system, make an announcement that “The library will be closing in… 30 minutes, 15 minutes, and 5 minutes
    • A complete walk-through, preferably by two people, begins 30 minutes before closing. Your supervisor will show you how to do this.

    Lower Level
    Make sure all doors are locked and that all lights are turned out. Use the hex key to lock the exterior doors on the North side.

    Third Floor
    Walk the floor, checking the entire floor including bathrooms. Push in chairs, place library materials on shelving carts, lock all doors, and turn off lights. Any remaining patrons should be reminded that the library will be closing soon.

    Second Floor
    The procedure is the same as for the Third Floor, but the Study Rooms need to be checked as well. Library materials should be placed on one of the two shelving carts, one located near the elevator and the other near the bathrooms.

    First Floor
    Check the Reference Room ad T3 Center. Push in chairs and turn off table lamps. Library materials should be placed on carts to be shelved. Remind patrons that the library will be closing. Check LRC 122 and LRC 150. Use the Maser Key to lock all six (6) exterior doors. Close the two (20 wooden interior doors that lead tot eh West hallway.

    • When everyone has exited the building, your supervisor will activate the security alarm. If there is no staff person on duty, you will call Campus Safety and ask them to activate the alarm.

    Call Campus Safety if you want an escort home!

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    Using the online system – Voyager

    The Ensor LRC uses an automated online system called Voyager from the Ex Libris Corporation to catalog and circulate books. (BTW, this is the same system used at UK.) You will be given your own personal access code for Voyager. You should log in with your personal code each time you work at the Circulation Desk. Never give your access code to anyone else.

    Your supervisor will demonstrate in detail how to use our online system, Voyager, to check library materials in and out. It looks complicated at first, but don’t worry – soon you will be checking materials in and out with ease!

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    Charging & Discharging Items

    Charging Library Items = Checking Items Out

    1. First, ask for the patron’s G-card. Items cannot be charged without patron’s
      G-card. Then, open charge

      • Type patron’s G-card number (including zeros) in the box with the blinking cursor.
      • Use scanner beside computer to read library barcode number on each item.
      • Make sure items are desensitized and stamped with the appropriate due date (if possible) and tell the patron the due date.
      • A patron must have a G-card to check out. Please talk to a supervisor before making an exception. If an exception is made, click on the small box with three (3) dots in it to bring up the box that allows you to search by patron name. Once you have typed in name and hit ENTER, highlight correct name (if there’s more than one), then follow step B and C above to complete the transaction.
    2. Problems encountered in charging items
    3. You cannot find patron’s account in database.
      • Patron’s G-card number was not entered: search by name, using step I. D. above.
      • Patron’s name was misspelled: Try using only first few letters of patron’s last name, using step I. D. above.
    4. Patron is blocked.
      • Registration has expired. Open patron record, delete expiration and purge date, click save, then okay.
      • Fines exceed limit of $10.00. Patron needs to pay enough of fine to get amount under ten dollars. Choose “SELECTED” if payment is partial and make sure appropriate fines are highlighted.
        Choose appropriate payment option and type amount in indicated boxes. Once this is done, click “OK” and close fines/fees window. Reenter patron G-card number and complete charge.
      • Pop-up note indicates that patron must provide us some information. Ask patron for needed information and correct account. Just as in ii above, reenter G-card number and complete charge. If note says to get a supervisor, do so!
    5. Item comes up “not found”.
      • Find “Item Not Found” Card in drawer and complete it. Desensitize and stamp book with due date, telling patron due date as well.
      • Place “Item Not Found” Card in your supervisor’s box.
    6. Item comes up “lost”.
      • Stop what you are doing and get a supervisor.
      • If a supervisor is not available, take patron’s name and number and assure him/her that the item they wish to check out will be available to them within 24-48 hours once problem is cleared up. Leave item and patron information for your supervisor.
    7. Pop-up box states there are specific number of pieces.
      • Count pieces. If your count matches the number on screen, click “OK,” desensitize, stamp with due date, and give item to patron.
      • If counts do not match, explain problem to patron and apologize. Give item to your supervisor.

    Discharging Library Items (Checking Library Materials Back In)

    1. Open discharge
      • Scan library barcode on returned item.
      • Pay attention to the computer screen for any windows that pop up.
      • Sensitize item (unless VHS or cassette), and place on cart in LC order.
      • Entertainment DVDs can be reshelved immediately.
    2. Problems encountered in discharging items
      • A pop-up window comes up that states there are a certain number of pieces.
        • Count the number of pieces contained in item.
        • If your count matches what’s on the screen, click okay.
        • Sensitize item if appropriate and place on cart in LC order.
        • If your count does not match screen amount, ask a supervisor about contacting the patron to ask for the missing pieces.
        • If your supervisor is not available, leave the item on the supervisor’s desk with a note explaining the problem.
      • A pop-up window comes up with message that item is LOST
        • Click cancel. DO NOT CLICK OK!
        • Give the item to your supervisor.
        • If he or she is not here, put a note with the item that says lost and place item on your supervisor’s desk or chair.
      • A pop-up window comes up with an “Item Not Found” message
        • Click “OK”.
        • Give the item to your supervisor.
        • If he or she is not here, put a note with the item that says item not found and place the item on your supervisor’s desk or chair.
      • A pop-up window states that the item has a HOLD request
        • Click “OK”.
        • Check to see the name of the patron who wants item on hold and call the person to tell them the item they wanted is available.
        • Write the patron’s name and current date on a hold slip, place the slip with the item and place on hold shelf.

    Reminder: LOST items must be cleared by a supervisor!

    Item Notes & Alert Boxes

    A note (alert box) may appear on the screen when you scan a barcode to charge or discharge. There are a variety of notes. In general, it is best to stop immediately, click “Cancel” or “Stop” (depending on the note), and get a Circulation Supervisor. In many cases, you can cause a lot of problems if you click “OK.” The exceptions are detailed below.

    Item Not Found – Voyager does not recognize the barcode number.

    • If this note appears while charging, you may still check the item out to the patron. Fill out an Item Not Found card. You must fill in every line of information; no number will be used if the patron does not have a G-card, making it especially important to record all other information. Desensitize and stamp the item as usual. Give the completed card to a Circulation Supervisor.
    • If this note appears while discharging, give the item to a Circulation Supervisor. If there is no Circulation Supervisor available, leave it with a note explaining that it is an “Item – Not Found” on a Circulation Supervisor’s desk.

    Circulation Review, Cataloging Review

    A library staff person needs to correct or update some information in the item’s record.
    Give the item to a Circulation Supervisor or leave it with a note explaining what it is on a Circulation Supervisor’s desk.
    Missing – Item was not charged but could not be found on the shelf.
    Give it to a Circulation Supervisor or leave it with a note explaining what it is on a Circulation Supervisor’s desk.

    Perilous Item Notes

    Lost
    Voyager declares an item Lost when it is more than 90 days overdue. Patrons must pay not only the overdue fine for a Lost item, but also a processing fee and the cost of replacing the item. When a Lost item is returned, a Circulation Supervisor must contact the GC Business Office to cancel the replacement cost and processing fee.

    If a Lost note appears while discharging, click “Cancel” immediately. If you click “OK,” the patron will still be charged the replacement cost of the item. Give it to a Circulation Supervisor or leave it with a note explaining what it is on a Circulation Supervisor’s desk.

    Item Is Charged to Another Patron
    This note may pop up while you are charging items to patron. It means the item was not correctly discharged when it was returned.

    Click “No.” You do not wish to proceed with the checkout. If you click “Yes,” the item will be discharged and the patron to whom it was charged will probably have a huge overdue fine for it. Give it to a Circulation Supervisor so s/he can discharge it properly and clear any erroneous fines. If no one is available, tell the patron who wishes to have the item that there is a problem, but that s/he may have the item as soon as the problem is taken care of. Get the patron’s name and phone number. Leave the item, a note explaining the problem, and the patron’s name and phone number on a Circulation Supervisor’s Desk.

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    Periodicals & Reference Items

    Only Georgetown College faculty and staff may check out journals and reference books. They usually check out for three days.

    Journals (also known as Print Periodicals)
    Fill out Journal Check-Out card for each journal the patron wishes to check out. You must fill in all of the information on the card. Desensitize the journal(s) and tell the patron the journal(s) are due back in three days. Give the card(s) to a Circulation Supervisor.

    Reference Books
    When you try to check out a Reference book to a patron, a note saying “Item does not circulate” will pop up. A supervisor must override this block.

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    Creating & Updating Patron Records

    Updating or Creating Patron Records

    1. To edit an existing record
      • Open patron record
      • Right-click in top gray area
      • Left-click to select “Edit Patron”
      • Use tabs to locate incorrect information
      • Type in new information
      • Save , then Okay
    2. To create a new patron record
      • Right-click in top gray area
      • Left-click to select Add Patron
      • In Name tab
        • Institution ID is G-Card Number including zeros
        • Institution ID is starts with “21829…” and can be scanned from orange card for non-GC patrons. Please ask a Circulation Supervisor for assistance.
        • Leave Expiration and Purge dates blank
        • Leave Name Type as “Personal”
        • Leave Title blank
      • In Barcode Tab
        • New Barcode is G-card number for GC patrons, including zeroes
        • New Barcode is orange card number for non-GC patrons, beginning with “21829…”
        • Be sure to choose the appropriate Patron Group
      • In Address Tab
        • Use standard USPS abbreviations and punctuation
        • Use the Campus Box Number for GC students
          1. Line 1 – 400 East College Street
          2. Line 2 – Box Number XXXX
        • Use the two-letter state code all in caps: KY
      • In Phone Tab
        • The patron’s phone number is required, and the cell number is preferred
        • Enter the pone number in this standard form: 123-456-7890
      • other
    3. Click Okay
    4. Yes, to save the edited or new patron record

    Use Standard English capitalization rules; all proper nouns should be capitalized.

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    Fines

    The primary purpose of any academic library is to provide equitable information access for all patrons. Keeping materials past the due dates prevents others from this access. Therefore, most libraries institute a system of fines to encourage the prompt return of library materials.

    The Ensor LRC charges the following fines for students:

    • Reserves $ .25 per hour (maximum of $10.00 per item)
    • Books, most Media $ .25 per day (maximum of $10.00 per item)
    • DVDs $1.00 per day (maximum of $10.00 per item)
    • Keys: $5.00 per hour (maximum of $10.00 per item)

    Georgetown College Faculty and Staff do not accrue fines.

    When the patron’s fine reaches $10.00 total, s/he is blocked from checking out any other library materials. Patrons may pay their fines if they have funds on their G-cards, with cash, or by check. Checks should be made payable to Georgetown College.

    Patrons may pay all or just part of a fine. When a patron pays a fine, you need to post it in Voyager. You can post a fine in either the patron record or the charge function. To post a fine in Voyager:

    1. Find the Patron by name or G-card number. Click on the dollar sign ($) button.
    2. Click on “Post”
    3. The patron may pay for a specific item or for the full total. Select the appropriate circle. Posting Type must equal payment for Voyager to understand that the fine has been paid.
    4. Enter the amount paid and select the appropriate payment method.
    5. If paid by cash or check, place the fine money in the cash register
    6. Voyager and the G-card system are completely separate. If the patron pays by G-card you must take the payment via the G-card machine and post the fine in Voyager

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    G-Card Reader

    Patrons may pay for library fees using the G-card reader located beside the left computer on the Circulation Desk.

    On the pad of the G-card reader:

    1. Select University ID (F3)
    2. Select Sale (F1)
    3. Swipe the patron’s G-card
    4. Input the amount
    5. Press Enter (green button)
    6. Press Enter again to print the receipt
    7. Exit (F4)
    8. Exit Application (F3)

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    Today's Hours

    Monday
    8:00 AM - 7:00 PM
    DayOpenClose
    Monday8:00 AM7:00 PM
    Tuesday8:00 AM7:00 PM
    Wednesday8:00 AM7:00 PM
    Thursday8:00 AM7:00 PM
    Friday8:00 AM5:00 PM
    SaturdayClosed
    SundayClosed