Student Employee Guide: Access Services and Circulation

Check-Out:

1. After logging into Alma, go to Fulfillment and select Manage Patron Services.
2. Scan the patron’s Vandal Card into the Scan patron’s ID or search for patron field using the barcode scanner.
3. Scan the barcode of the material when in the Loans tab.
4. Offer to send a loan receipt to the patron's email by selecting Send Loan Receipt.

Note: As of the time of writing this, we can accept Vandal Cards, state ID, or V-numbers as suitable identification for checking out books.

Check-in/Returns:

1. In Alma, go to Fulfillment and select Return Items.
2. Scan or type in the items barcode, and keep an eye out for pop ups regarding the checked in item.

Renewals:

1. Use the directions above to pull up a patrons account.
2. Under the Loans tab, select All Loans under Loan Display.
3. Check the boxes on the left side of each item if they are to be renewed; when finished selecting all items, click Renew Selected at the top of this list. If they wish to renew all their checked out items, instead just click Renew All.

Note: Summit materials are renewable by the patron. Unless there are holds from the item's local library, the renewal will be granted automatically. Questions about Summit renewals should be directed to your supervisor.

Opening Procedures

• Turn on all lights to the first floor. Make sure all furniture is in order and move as needed. Repeat for the upper floors.
• At opening, unlock all front doors with the allen wrench located at the Circulation Desk.
• Empty all book drops (front entrance & inside the Map Room).
• Log into Alma and check in the returned materials making sure to sensitize and sort the materials.
• Place materials in the quarantine space if COVID-19 procedures are in place.
• When holds are available, scan in the holds and organize on the hold shelf.

Throughout The Day

• At the end of each hour, take a sweep through the building making sure the seating areas are in order and that all areas have been cleaned and cleaning supplies well stocked.
• Wipe down all office supplies available to patrons (i.e. staplers, hole punch, ect.), including the scanners.
• Clean your workstation at the end of your shift.

Closing Procedures

• 3rd and 4th floors close at midnight; clear the floors as outlined below, then close the doors to those floors and turn the lights off.
• At midnight, lock the inner doors at the front entrance and hang up the posters in the drawer with the keys on the inner doors.
• 30 minutes before closing, walk through the floors and inform patrons that we will be closing soon.
• At the same time, make sure that seating areas are in order and that all areas have been cleaned.
• At closing time, take an additional walk through to ensure all patrons have left before turning off the lights and closing the doors to each floor.
• Lock the entrance with the allen key and, on Saturdays, Sundays and holidays, turn off the lights. Leave the last, “G-ASST-CAN," on, so the lights remain on above the cabinets behind circulation for security reasons.

Carts

• All carts are labeled by color. Make sure to note down which color the carts you put away are on the key checkout sheet.

Keys

• Fill out the entire line of the key checkout sheet other than the check in date and cart color (unless you have already shelved). Make sure to fill in when you return your key!

Shelving

• Keep track of the color of the carts that you shelve. Note them down on the key checkout form.
• Take your time to shelve everything properly; misshelved materials make work much more difficult for everyone else. If you frequently misshelve books, you will be required to go through further training on shelving.

Break Policy

• From the Faculty Staff Handbook: Employees may take a 15-minute rest period during each four-hour period worked, provided the supervisor determines that work conditions permit it. The breaks are to be taken at times approved by supervisors and cannot be accumulated. (FSH 3240)
• Always ensure that the front desk is covered if you go on break, and, if your supervisor is present, inform them that you are going on break or set aside a specific time so that your supervisor knows where you are.

Technology Policy

• Personal technology is no longer allowed at the front desk. You may use the circulation desk computers as needed for homework, but you must be attentive to the needs of our patrons.

Food & Cellphone Breaks

• Eating and/or talking on your phone are not allowed at the desk.
• If you need a quick snack or must take a call, please inform your coworkers and supervisor that you will be stepping away from the desk.
• Please be respectful of the amount of time you take; a snack break should not exceed 15 minutes, and a phone call 5 minutes.

Shift Adjustments & Calling In

• All shift adjustments must be approved by Alisa in advance of a shift change.
• If you are going to be late by 15 minutes or more, call the desk (208) 885-6559 and let your shift supervisor and coworkers know.
• If you are unable to work your shift on short notice, call the Circulation Desk and inform them as soon as possible. In addition, send Alisa an email so that they have appropriate documentation.
• One instance of failure to contact your supervisor/the Circulation Desk if you do not arrive for a scheduled shift will be counted as a warning. The second instance could be grounds for immediate termination.

Timesheets

• Timesheets are due after the end of your last pay period every two weeks; pay periods begin on Sunday and end on Saturday.
• If you run into issues entering your timesheet, look at the Human Resources website for more information, or contact Alisa.
• Hours worked must be entered into VandalWeb at the end of each shift and submitted before Tuesday following the end of the pay period.

The Studio

Hanwen Dong (hanwendong@uidaho.edu or 208-885-2515) is the Instructional Technology Librarian in charge of the Studio and its reservations. Circulation holds the key to the studio and is in charge of checking it out to users. Users must have a reservation to use the studio before they can check out the key.

A/V Equipment

This equipment is stored at circulation and is available for checkout. When checking out, you must:

1. Have the student sign a technology agreement form (kept in the big white binder) OR double check that the student has already signed one.
2. Check that all parts of the item are in the case, and check out the item.
   • Barcodes are placed either on the case or on the item itself; if you cannot find it, ask your supervisor
3. Remind all patrons that A/V equipment does still generate fines when overdue; fine rates can be found on the website or on the sheet in the big white binder.