Bio-Med Library Access Services Blog

Hi All,

Starting Friday please expect Aleph and other computer database issues. We will be using Aleph offline circulation until Monday.

Here is what is happening:

- Access to all Aleph modules and OPACs will be terminated at 4pm on
Friday afternoon, October 23. We expect that this downtime will last
approximately 3 hours. Primo (MNCAT Plus and QuickSearch) will be
available for searching during this time, although the links into Aleph
will not be functional while Aleph is down. We anticipate that the Aleph
"search-only" OPAC environment will become available around 7pm on Friday.

- Find It / E-Journals A-Z / Citation Finder (SFX) will be unavailable
for a brief period between 7pm and 8pm on Friday, October 23.

- Libraries OneSearch / article search box will be taken down for the
weekend beginning at 7pm, Friday, October 23.

- MNCAT Plus (Primo, QuickSearch in Duluth) will be taken down no
earlier than 7pm, Friday, October 23, and only after the Aleph
"search-only" OPAC system is functional.

- UThink blogs may experience a short downtime of 2-5 minutes the
afternoon of Friday, October 23, but we expect the service to remain up
and functional during the entirety of the downtime.

- The Twin Cities University Libraries main web site (www.lib.umn.edu)
will change late afternoon, Friday, October 23 and will be a minimized
version of the site presenting only the most frequently used links.
These links will include MNCAT Classic, Indexes A-Z, and E-Journals, as
well as other services not affected by the downtime.

We are anticipating a fairly seamless return to our production systems
early on Sunday morning, October 25. However, staff should continue to
use Aleph offline circulation until they receive communication on Monday
morning asking them to switch back to the regular circulation system.

Please post to the blog!
Melissa

Posted by Melissa Aho at 3:28 PM | Permalink | Comments (5) | TrackBacks (0)

Hi All,

Welcome back!

A few reminders...

Remember to Log-out of your Aleph account when you are not using it and do NOT allow anyone else to use it (this includes supervisors like Melissa, Emily, David, Pat and Steve). And remember to log-out when you are done with your shift.

Remember that when you sign-in NON-U people on the 5 passwords, they get the computer for 2 hours. It does not matter if people are waiting. Only after 2 hours has come and gone, can you bump them off the computer. But it needs to be 2 hours. We are going to get little signs on the computers so you can see which computer are which.

If you work Friday or Saturday and the new security guard comes in show them where the security manual is. Show them where the sheets are and the copier. Dont forget to turn off the handicap door and the glass doors for them.

Finally, there will be a Circulation Meeting on Wednesday, September 30 from 4-5 and Thursday October 1 from 230-330. You MUST attend one of these and you will be paid.

Please post to the blog,
Melissa

Posted by Melissa Aho at 6:38 PM | Permalink | Comments (10) | TrackBacks (0)

Hi All,

When Pat or Steve or anyone gives you a stack of books in the morning (probably from the transit tubs), you NEED to make sure that all the books get discharged (returned).

We are finding MINITEX books that are not being checked in, but yet are up on the shelves.

Post to the blog,

Thanks,
Melissa

Posted by Melissa Aho at 4:08 PM | Permalink | Comments (10) | TrackBacks (0)

Hi All,

There have been some questions regarding the usage of the books Pat has in her office on the bookshelves. Can they be checked out or used in the library?

Answer: NO. They are officially off limits to everyone, as they do not belong to us. So please do NOT borrow them out or mention them to library patrons.

Please post to the blog.

Thanks,
Melissa

Posted by Melissa Aho at 2:20 PM | Permalink | Comments (5) | TrackBacks (0)

Everyone is doing a great job, but lets review (and please post to the blog)

Regular attendance is important. We need to count on you being here for your shifts on a regular basis so we can plan our schedule and budget accordingly. However, we understand that sometimes you cannot work a scheduled shift. Therefore...

Uncovered Absence Policy

If you anticipate an absence and are unable to find a substitute, please call the Sick Line (612-626-5179) and the 2nd Floor Circulation and Reserve Desk (612-626-4045). You will be allowed 3 uncovered absences each semester without penalty.

Please note: being out sick without a substitute counts as an uncovered absence. During semesters, after your third uncovered absence you will receive a disciplinary letter verifying your absences and informing you that you have reached the absence limit. At this point you will need to meet with your supervisor. If you are have an uncovered absence after you have reached the absence limit, you will be subject to disciplinary action, including dismissal.

If you are sick and go to the doctor, get a note documenting the visit and give it to your supervisor--in this case your absence will usually be excused.

Covered Absence Policy

If you anticipate an absence from a scheduled shift (you will be out of town, etc.), you must complete and post a Substitute Slip. You will remain responsible for working that shift until someone else signs up for your shift. You may agree to cover someone else's shift only if you have been trained for the duties of that shift. Once you agree to cover a shift, you become responsible for that shift and must find another substitute if you subsequently cannot work a shift you signed up for. Provided you find a substitute to cover you shift, you will not be counted absent. There is no limit to how many times your shift can be covered by a substitute.

Lateness and Missed Punches Policy

"Late" to work is defined as more than 5 minutes past the scheduled starting time of your shift. Work missed due to lateness or leaving early (without permission) will count as one half of an absence (2 late arrivals = 1 absence). Students who forget to clock in/out (i.e. miss a punch) will be counted as late. If you think you have mispunched, you MUST immediately inform a supervisor and have them initial your time card with the correct in/out time, otherwise you may be counted as absent for the shift.

If you have questions please let me know.

Melissa

Posted by Melissa Aho at 4:26 PM | Permalink | Comments (10) | TrackBacks (0)

Hi All,

Some of the medical students have been asking for the rotation book 'PreTest psychiatry' which we do not have any paper copies of.

However, we do have a electronic copy of it (with unlimited users), so go to the catalog and look for:

PreTest psychiatry: PreTest self-assessment and review. by Debra Klamen, 2009. 12th edition.

Also there is no word on when the new set of medical rotation books will arrive.

Thanks,
Melissa

Posted by Melissa Aho at 3:59 PM | Permalink | Comments (0) | TrackBacks (0)

Just a reminder....there are extra Copy cards in the pull out drawer between the computers at the circulation desk. If someone doesn't have a U Card or copy card you can give them one of those for free and save them $1!

***Update***:

Woohoo! Student post - thanks for the reminder, Kim.

I have just a quick point to add - please don't just automatically give these cards out. They are for people who didn't bring enough cash, people who complain, one-time users, etc.

Thanks,
Emily

Posted by ahne0003 at 3:52 PM | Permalink | Comments (0) | TrackBacks (0)

Hi everyone,

We will have two new student workers starting at Circulation this week, Hannah Ludens and Annie Nguyen. Please make them feel welcome and give them the benefit of your experience!

Thanks,
Emily

Posted by Emily Reimer at 2:30 PM | Permalink | Comments (0) | TrackBacks (0)

Attention:

At 2 a.m. on Sunday March 8, 2009, groggy Americans will turn their clocks forward one hour, marking the beginning of Daylight Saving Time. Remember this is a sure sign that spring is coming (along with the fact that my local DQ will be opening on Saturday!).

So if you work on Sunday please be aware! You have been warned and now there is no excuse for being late to work :)

Thanks,
Melissa

Posted by Melissa Aho at 6:22 PM | Permalink | Comments (0) | TrackBacks (0)

Hi All,

These items have moved...

Med School Rotation books moved forward to front side of first short stack
Forms binders moved back side of first short stack
Transit tray shelf moved down to accommodate more books

Melissa

Posted by Melissa Aho at 6:11 PM | Permalink | Comments (1) | TrackBacks (0)

Hello All,

There will be two mandatory Spring meeting in the next few weeks:

We will be having a mandatory Spring Circulation Meeting. It will be paid. You have two choices of times:
Mon Jan 26 at 3 and Thursday Jan 29 at 5. You MUST attend one of these two meeting. Both are in Room 555.

Also everyone will be attending a RefWorks class with Del! It will be paid. You have two choices of times:
Mon Feb 9 at 1pm and Thur Feb 12 at 3:30.

Both meetings will run about 1 hour.

Please send me an email with what time you are planning on attending and post to the blog.

Thanks,
Melissa

Posted by Melissa Aho at 6:45 PM | Permalink | Comments (9) | TrackBacks (0)

Hi All,

I have taken all the erasers out of the marker bags because they make all the markers and the bags slimy. So this semester we will try leaving the erasers in the study rooms. If someone returns a bag with an eraser please take it out and return it to one of the study rooms.

Thanks,
Melissa

Posted by Melissa Aho at 7:17 PM | Permalink | Comments (0) | TrackBacks (0)

Hi All,

The Lost and Found has moved! You will now find it on the right side of the Circulation desk and it has three shelves. The new key is on both key rings and has a white circle with black markings on it.

We will now be keeping items ONLY for 4 weeks.

Melissa

Posted by Melissa Aho at 5:38 PM | Permalink | Comments (0) | TrackBacks (0)

Hi All,

When closing during Winter Break, I want whoever closes to make sure that they lock the handicap door, the two glass doors and lock the front two doors as well. Also lock down the study rooms.

Then when you are done inform the security monitor that you have locked the two front doors, the handicap doors and the study rooms.

With all the new monitors filling in during break some of them get confused. So I want you to lock things off, that way we know they are locked.

Post to the blog,
Melissa

Posted by Melissa Aho at 6:53 PM | Permalink | Comments (6) | TrackBacks (0)

So as most of us know, the Mac computers will sometimes lose internet connection and have to be restarted to get it back. However, when the Mac computers are restarted, all information saved on the desktop will be lost. To get around this, patrons can save their work to the "macuser" folder on the desktop.

So when patrons ask how to get internet back, it would be a good idea to ask patrons if they have anything saved on the computer before we tell them to restart it, as they will lose their work.

[Update] Another possible solution is to turn on the AirPort on the Mac Unit in the upper right hand corner. The icon resembles an empty quarter circle. It may take a few minutes for the internet to be available again, but this avoids restarting the unit.

Posted by Amy Bergsbaken at 9:25 AM | Permalink | Comments (1) | TrackBacks (0)

For items that are not on the shelves, IADS is asking service points to encourage users to submit a Get It request for materials that are eligible for paging through that service. While the blue search forms will continue to be available, funneling eligible requests through the Get It process streamlines the work and adds a level of improved service for our users. Regardless of the form of submission, all requests will be part of the process and routine for searching and notifying users of availability. For items to be searched using the Get It option either the Library staff can place the Get It request for the user (see https://wiki.lib.umn.edu/Circulation/RequestingMaterial for procedures), or the user may log into their account and place the request themselves.

This procedure is being implemented in the Bio-Medical, Magrath, Walter and Wilson Libraries service points beginning the week of November 3. We would also like to invite all library locations to consider using this expanded option to assist their users in locating materials that are not on the shelves.

Questions regarding the Get It service, may be directed to getit@umn.edu or (612) 626-2260.

Thank you.
Jerrie Bayer

OR you could just ask a supervisor. If you "get it", post to the blog. :), Emily

Posted by Emily Reimer at 4:51 PM | Permalink | Comments (7) | TrackBacks (0)

Daylight saving starts this weekend.

No Saturday night at 2am (or whatever time you like) put your clock back one hour. So if you do it at 2am, move your clock back to 1am.

People that work on Sunday...please be aware of the time :)

Thanks,
Melissa

Posted by Melissa Aho at 2:42 PM | Permalink | Comments (1) | TrackBacks (0)

Question: Can a Unaffiliated person barrow a item?

Yes, if they:
1. Join the Friends of the Library
2. Qualify for Special Borrowing Privileges
3. Borrow a book via BIS (fee service) or their local library (which they would need to request the book via their local public library).

Please read http://biomedlib.pbwiki.com/Unaffiliated+Borrowing+Options

Post to the blog!
Melissa

Posted by Melissa Aho at 5:46 PM | Permalink | Comments (8) | TrackBacks (0)

Hello All,

Please remember that if you are checking in a book and a message appears telling you that the book is going to another library you need to put it in the blue bin. HOWEVER before you place it in the bin, you MUST put a routing slip in it. Either a small one for a normal return or a pink larger one for the 'Get IT's' (remember that the messages in Aleph are different depending on if its a Get It or not). If you do not know the difference see me.

Also if you see books in the blue bin without a routing slip find out where its going and put a slip in it.

Post to the blog!
Melissa

Posted by Melissa Aho at 2:27 PM | Permalink | Comments (8) | TrackBacks (0)

Hi All,

We have a new and improved Guest Login Sheet New. Please note that you MUST circle AM or PM. Also if you had to wait to get a guest on a computer please write in a "W" in the appropriate column. Also if you had to bump someone off a computer (because there time was up, etc) please list a "B" in the appropriate column.

Update on ILL: If someone returns an ILL please place a purple Wilson ILL slip in it and place it in the blue bin.

Post to the blog.
Thanks,
Melissa

Posted by Melissa Aho at 6:16 PM | Permalink | Comments (8) | TrackBacks (0)

There's a new procedure for handling returned ILLs. Please read and post to the blog! Thanks, Emily

To return an ILL:
1. Open ILLiad Web Circulation in Internet Explorer.
2. Scan the barcode or key in the TN on the item's bookband in the Mark In Transit field. (See graphic below.)
3. Place a purple Route to Wilson ILL routing flag in the item, and place it in the blue routing bin.

Posted by Emily Reimer at 5:20 PM | Permalink | Comments (7) | TrackBacks (0)

Primo is becoming the default catalog on Bio-Med homepage today, so familiarize yourself with it and be prepared to answer questions. If you need additional training or have questions, don't hesitate to let a supervisor know. Also, Primo lacks certain functions, like call number browsing and searching. You'll need to use MNCAT Classic, which you can access from the main Libraries' page (see graphic) or Aleph instead.

Questions? Comments? Do tell. Post to the blog so I know you've got it.

Thanks,
Emily

Posted by Emily Reimer at 8:51 AM | Permalink | Comments (6) | TrackBacks (0)

You may have encountered difficulty logging into ILL Web Circulation when trying to check out an ILL. There's a quick fix to this problem: use Internet Explorer instead of Firefox. Ta da!

Posted by Emily Reimer at 3:18 PM | Permalink | Comments (0) | TrackBacks (0)

There is some weird glitch going on with WebVista where it wants to print 15,000 pages (yes that came up today). So if you have someone who is printing to A and it will not stop printing please get IT and see if they can help delete out the print job, but if they are not available you will need to keep hitting cancel until it stops (and it will take awhile). If they are on the Uniprint and paid for all the extra copies please refer the person to the UCard Office. There is a web address and phone number on the ValuePort.

Thanks,
Melissa

Posted by Melissa Aho at 7:22 PM | Permalink | Comments (0) | TrackBacks (0)

The 2nd floor doors have been re-keyed. So please use them when you open in the mornings. Also we will be changing the location for the keys storage starting today (Wed)...but see me or Emily or Pat for their location (this blog can be seen by the public if they cared or searched for it, so I dont want to give away their location).

Uni-Print is up and working! People will be asking questions. One trick if the card is not reading in the machine (to put money on it) is to pull it out slowly. Remember the strip needs to be face down and on the right side.

Keep your eyes on the blog or your email for more exciting news as it happens!
Melissa

Posted by Melissa Aho at 10:15 PM | Permalink | Comments (0) | TrackBacks (0)

Starting Tuesday September 2nd the 3rd floor will go away!

So Monday - Friday when you open the library you will need to open the doors on 3rd.

Then Monday - Friday the doors on 3rd will need to be locked at 6pm (lets have whoever leaves at 6pm lock the doors that day). It will also be good to remind each other to do this.

Then on Saturdays and Sundays we will be keeping the 3rd floor doors closed! Yes Closed. Remember that people coming into the library on the 3rd floor can always enter via the elevator or the stairs.

Please post to the blog!
Melissa

Posted by Melissa Aho at 5:06 PM | Permalink | Comments (9) | TrackBacks (0)

By Friday August 29 all the computers in the library (except the 4 standing computers on 2nd) will be on the U of M Active Directory!

What this means is that people will need to be authenticated via the U of M Active Directory. So U staff, students and faculty will need to login with a valid U of M ID to activate their account (remember the directions are laminated at the desk).

Then next week 5 'Guest' accounts will be available (more on this next week) for library staff to login people on the computers.

Also starting Wednesday (probably) Uniprint will start (but more on this next week).

Desk Tracker, the new tracking system starts Tuesday! (more info to come)

Posted by Melissa Aho at 4:13 PM | Permalink | Comments (0) | TrackBacks (0)

Hello Everyone,

Welcome to Fall Quarter (ok, a few days early). But just a preview of things that will be changing in our library soon:

1. Printing will go up to .17 cents
2. The outside doors on 2nd will be re-keyed so that you will soon be able to come in that door when you open
3. 3rd floor desk goes away Sunday August 31st!
4. The Desk Transactions will be changing any day (more training to come)
5. Pat's office now has a combo lock (see me about getting in...you will soon need to know this when you open)
6. Starting Tuesday Sept 2 the library will remain open until 11pm Sun-Thur, Friday 7 and Saturday 6 (then the extended will go until 3am for those with a UCard)
7. The Copy machine with copy card and machine to buy a card are now working, please check them out as I am sure we will get questions on them
8. The new fall schedule is out so please take a look at it
9. The Circ desk will be remodeled mid Sept-ish
10. Starting Tuesday Sept 2, when you close out I want YOU to lock the handicap door. Yes, I know...we are going back to the old way. After you lock the handicap door please let the security monitor know. We will be getting new monitors with the Fall. Also dont forget to give them the extra 2 sheets and show them where the blue security monitor book is. Please remind them of headcounts and gatecounts if I am not there.
11. Starting this fall we will have a new food and drink policy, more on this later. But with all our new computers and tables please pick up trash if you see it lying around.

Please post to the blog.

Happy fall,
Melissa

Posted by Melissa Aho at 8:02 PM | Permalink | Comments (8) | TrackBacks (0)

Open shifts!! Thur Aug 21, 645am-9am Thur Aug 21, 1-5 Fri Aug 22, 645am-10am Sat Aug 23, 845-6pm Sun Aug 24,1145-10pm Mon Aug 25, 645am-11am Tue Aug 26, 645am-9am Thur Aug 28, 645am-9am Thur Aug 28, 4pm-6pm Fri Aug 29, 645am-10am Fri Aug 29, 11am-6pm Sat Aug 30, 9am-6pm Sun Aug 31, 1145am-6pm

Posted by Emily Reimer at 9:53 AM | Permalink | Comments (0) | TrackBacks (0)

Hold onto your hats - we're going to start tracking desk statistics!

But it shouldn't be too, too onerous. After each interaction with a patron, either in person or by phone, click on the Track Your Transaction button on the blog. Complete the form, and you're done! The form will default to the most common types of interactions (for example, it defaults to "in person" rather than "phone" and the 2nd Floor rather than the 3rd floor). The intention is to gather the data we need, but make the entry as fast and straightforward as possible.

Here are the definitions for the Transaction Types. Know these definitions and use them properly! If you have a transaction that involves multiple Transaction Types, you can and ought to check more than one entry. Questions? You know where to find us. Please comment, so we know you've read this post, and start trackin' ASAP!

Thanks,
Emily

Transaction Types
Located an Item/Verifed Holdings - Use for looking up a specific (or known) item for a patron in Aleph/MNCAT.
Borrowing/Circulation Assistance - Use for checking out an item, looking up a patron's record, or taking a fine.
Accepted Payment - Use this for accepting any kind of payment - cash, check, U Card, EFS number, etc.
Directional - Use for questions about the building or campus - hours, location of bathrooms, directions to Magrath.
Citation Clarification - Use for looking up a full citation or correcting a bad citation.
How to Use a Resource - For any type of library resource instruction, including how to use MNCAT, how to place an ILL, how to use PubMed, how to use RefWorks, etc.
Eresources Access Troubleshooting - Use when assisting patrons with e-journals and online resource problems.
Technical/Computer Issue - Use for computer hardware/software/network issues of a non-library nature (how do I view a PDF, why is my screen frozen, etc.).
Referral* - Use when referring to another staff person or library department. Don't forget to fill in Referral information below.
Ready Reference - Use when providing factual, at-hand knowledge in response to a question. Examples of this type of question includes definitions of words, populations of a state, or name of an organism.
In-depth Reference - Use when answering a question involves research beyond Ready Reference.
Other - You guessed it. Use this for other types of transactions.

Posted by Emily Reimer at 5:12 PM | Permalink | Comments (12) | TrackBacks (0)

Hello All,

You might have noticed that a certain non-U library patron leaves his unattended luggage in the library. If you find this happening or anyone else leaving bags unattended, please call 4-COPS (4-2677) and tell 4-COPS that there are 'unattended bags in the library'. Remember that this is a safety risk. Also remember that we do NOT hold items for anyone.

But remember that if you feel threatened or in danger - call 911. NEVER ENDANGER YOUR PERSONAL SAFETY.

Please post to the blog!

Thanks,
Melissa

***UPDATE*** I called 4-COPS today to have the unattended personal items removed. If a patron asks about their whereabouts, refer to a supervisor. If a supervisor is unavailable, inform the patron that he can retrieve the items from the University Police Station and the items were removed at the direction of the Library Director and the University Libraries' Safety Committee. Thanks, Emily

Posted by Melissa Aho at 7:09 PM | Permalink | Comments (8) | TrackBacks (0)

Hi Everyone,

This week I sent out overdue library fines (and billed to student accounts old library fines) and I noticed as I was billing, that a few books were not backdated correctly and the student was billed for them. Remember you MUST backdate books in the return bins and anything on the desk to the time we closed the night before. If you do not know how to backdate or have problems please see Me, Pat, David, Emily, Randy or Steve. Also if you notice that a student has been fined for something that was returned on time just let me know and I will clear it up. Either find me, write me an email or put a note on my desk/chair (don't forget to include the name, the book, fine, date, etc).

Also when someone returns a book to the Circulation desk STOP what you are doing and return that book! Its important that we correctly check items in on time, so that patrons are not charged.

If you close on Fridays or Saturdays and there is a new security monitor ask them if they have any questions and give them one of the closing sheets (they are at the back of the blue Security Monitor book--which is now next to the forms binder). Also remember that you need to lock both doors on 2nd and the handicap door at the end of the day. Remind the security monitor that they need to be the last one out of the building so that they can double check that the doors and the handicap door are locked.

One last thing. Please, please do NOT open change when its not needed or just because we are getting low. The last few weeks the register on 2nd has had more change then is needed and it takes a while to count out at the end of the night.

Please post to the blog.

Thanks,
Melissa

Posted by Melissa Aho at 9:03 PM | Permalink | Comments (9) | TrackBacks (0)

Hi Everyone,

If you close the 3rd floor desk, please close the glass doors that separate the Circulation area from the stairs. Do NOT lock them, just close them. We are going to see if this helps keep people from leaving via the 3rd floor exit when we close down the desk and rope off the exit.

Thanks,
Melissa

Posted by Melissa Aho at 6:02 PM | Permalink | Comments (0) | TrackBacks (0)

Hi everyone,

As you no doubt know by now, the 3rd floor Circulation Desk will be going away this summer. (A moment of silence, if you please.) As the first of many changes to come, the Hold Shelf has moved to the 2nd Floor. Everything will function essentially the same way, except for checking out ILLs.

ILLiad Circulation has moved to the web, so you will no longer have to open a second client to check out an ILL. Instead, just click on ILL Check Out (ILLiad) under Links on the blog. Further instructions are printed on the purple ILL slips, but the process is very intuitive -- you probably won't even need to use them.

If you have any questions, you know what to do! (And keep reading, I've been prolific this week....)

Thanks,
Emily

Posted by Emily Reimer at 2:08 PM | Permalink | Comments (0) | TrackBacks (0)

Remember that the library closes now at 10pm Sunday - Thur and 6pm on Friday and Saturday.

Make sure that when you close, you lock the study rooms, turn off the lights in the pit and make sure that the doors on the 2nd floor are locked. Also make sure that the guard is the last person to leave (they may need to be reminded of this) and that they know thay are suspose to check and make sure the doors on the 2nd floor are locked (and the handicap door is off).

Please post to the bog!

Thanks,
Melissa

Posted by Melissa Aho at 9:56 PM | Permalink | Comments (8) | TrackBacks (0)

How to use the scanner:

1) Double-click the icon on the desktop labeled “For Scanning Adobe Photoshop 7.0.1�

2) Place item to be scanned face-down in the scanner

3) In Adobe Photoshop, go to File -> Import -> Cano Scan 4400F

4) A new window will pop up, press Preview

5) An image of your scanned item will appear, if you like the way the image looks, press “Scan�. If you do not like the way the image looks, adjust the item in the scanner and then Preview/Scan again

Posted by Melissa Aho at 7:12 PM | Permalink | Comments (0) | TrackBacks (0)

Hello All,

I am working on the Summer schedule. The Spring schedule will go through Sunday May 25 (the end of Break Week). The new Summer schedule will start on Monday May 26 and go through Sept 1.

So if you have not done so, I will need your Summer hours. Please put them in FileMaker Pro.

Since I have the schedule made up until Sunday May 26, if you leave for summer vacation before that date or need time off, you must post your hours. Otherwise I will assume that you are working.

If you are graduating I need to know when your last day will be. Remember that you can work until May 31 if you are graduating.

If you are coming back in the Fall I need your Fall hours, please post these in the FileMaker Pro. Please remember that for Fall we will be moving down to one desk, so we will be cutting a lot of hours.

Also if you want to work extra hours in the Summer let me know.

Post to the blog so that I know you have read this!

Thanks,
Melissa

Posted by Melissa Aho at 10:25 PM | Permalink | Comments (9) | TrackBacks (0)

Remember that when you open in the morning and you check the return bins, you MUST backdate before you return the book. Remember to backdate to the last hour the library open. If you do not know how to do this please ask Melissa, David, Emily, Pat, Steve or Randy.

Also remember to remind students when they check out a RESERVE book that it is due back in 2 hours. We now charge late fees on the overdue Reserve books so its very important that you remind students. Also remember that you must scan in items as soon as they are returned.

Please respond to this blog!

Thanks,
Melissa

Posted by Melissa Aho at 9:25 PM | Permalink | Comments (15) | TrackBacks (0)

Breaks

Employees may take one fifteen minute break during any continuous four-hour shift. A staff member who is scheduled for eight hours or more is entitled to two breaks that may be combined into one thirty minute paid lunch break. When scheduled for eight or more continuous hours, employees may also punch out for a thirty minute unpaid lunch break. Desk workers must coordinate breaks amongst themselves and with supervisors so that the Circulation Desks are covered at all times.

Respond to the blog with your initials.

Thanks,
Melissa

Posted by Melissa Aho at 4:13 PM | Permalink | Comments (10) | TrackBacks (0)

The Journal Shift

The journal shift project is intended to consolidate the journals that remain after we sent 30,000 volumes to the storage facility on the west bank into a smaller amount of space. This will allow us to take down stacks in other areas, freeing up space for other kinds of student activities. In particular, we’re expecting to vacate much of the central core area of the 3rd floor for Bioinformatics offices and a “Collaboratory.� We’re also going to be dismantling the 3rd floor desk and consolidating Circulation and Copy Service activities on the 2nd floor with the Reserve and Reference desks.

When shifting we need to make efforts to collect or “reap� all of the available space, but also leave a prudent amount in order to allow for a few new titles to sneak in here and there, and to accommodate the issues that arrive over the next few years for those titles where we still actively receive issues. Towards this end we have been trying to observe several practices:

• leave 5 years of expansion space for active titles
• don’t put current unbound issues on the top or bottom shelf
• Leave space between different titles/sets of journal volumes,
• Think about what you’re doing and use common sense in juggling these rules and titles
• Record your work in the Pagelog
• Ask questions when you’re not sure

These are explained or at least I’ve expanded on these themes in additional paragraphs below the cut, or in separate memos under paging. Be sure to read these carefully, and add your initials to the memos.

Continue reading "The Journal Shift" »

Posted by David Lenander at 7:23 PM | Permalink | Comments (10) | TrackBacks (0)

Starting Sunday February 17 both Circulation Desks will be doing a daily survey to record the number of questions and inquiries they receive.

In the first two boxes record if the question was In person or on the phone. Then record what type of question/inquiry it was. Also if you receive any reference questions write what it was in the last box.

If you work on a Friday or Saturday please place sheet in Melissa's mail box at the end of the night and take a new one from my mail box.

If you have any questions please see me or Emily.

Please respond to this blog post that you have read it.

Thanks,
Melissa

Posted by Melissa Aho at 10:24 PM | Permalink | Comments (14) | TrackBacks (0)

I’m not sure if everyone is aware that our reserve 2-hour loans have not been automatically accumulating overdue fines like the books and journals in the 1-day or 6-week or 1-week categories (or even the permanent reserve 2-day loans). We’ve relied upon manual calculation of these fines in egregious cases. Up til now.

As of this week, probably on Tuesday (2/5), Aleph will begin automatically calculating and assessing these fines at a rate of $1.50 per hour. I have written a long 2 page memo that you need to read carefully at the desk. This has a number of consequences for our practices, which must now change. Please initial this memo here, and also initial the paper memo at the desk.

Posted by David Lenander at 6:41 PM | Permalink | Comments (13) | TrackBacks (0)

Hello Everyone,

Starting today (1/22/08), the library will be open until 3am. A security monitor will be here until 3am. This replaces the 24/7, which did not see that many people from 3-7am.

So when you close the library at the normal time (11 during the week and Sundays, 7 on Fridays and 6 on Saturdays), you will need to close as you normally would. HOWEVER, you will now need to turn off the handicap button (so that the handicap button does not work). Remember you do this by using that weird little forked key and the lock is on the wall (looks like a light switch). After you are done switching it off (and checking it, to make sure the door does not open on its own via the button), you MUST notify a security monitor that it is closed and that they will need to open the door for anyone who needs help. Both doors will remain unlocked until 3am, but the handicap button will not be working.

Also we now have three sheets for you to hand the night security monitor (or the extended hours monitor if you see them). You will find copies in the blue Diehl Security monitor book:
1) New closing instructions
2) Demographic survey
3) Study room log in sheet

-Remind the security monitor to place them in my mail box
-You must give these sheets to the security monitor!!!

Please respond to this entry with your initials.

Thanks,
Melissa

Posted by Melissa Aho at 5:26 PM | Permalink | Comments (16) | TrackBacks (0)

Short Notice Shift Problem!

Can anyone cover?

This Wednesday, Jan. 24: 1:00- 5:00pm

I could attempt to switch hours if that would be helpful.

Please let me know, shann104@umn.edu

Thanks!
Kate

Posted by Katherine Shannon at 11:15 AM | Permalink | Comments (0) | TrackBacks (0)

The new Spring Schedule is out! I have emailed it out to everyone and I have also posted next weeks schedule on 2nd and 3rd floors.

Remember that Monday January 21st is MLK Day and we are closed!

Have a great Spring Semester,
Melissa

Posted by Melissa Aho at 1:44 PM | Permalink | Comments (0) | TrackBacks (0)

There are new rulers and calculators at the Circulation Desks!

At the 2nd and 3rd desk are small hand held calculators to help you close out the registers at night. These are NOT to be borrowed to anyone.

Then at the 2nd floor Circ Desk we have 2 new IT Scientific Calculators. These are each in their own bag (like the ones we use for the markers) and MUST be checked out by students. They come with a cover (which is attached to the back) and a manual. These will be housed in the headphone drawer. The barcode is on the calculator.

We also have 2 12 inch rulers and 2 18 inch rulers. These also have barcodes on them and MUST also be checked out by students.

I have also created one more bag of colored markers and replaced a bunch of the old, dry ones from the old bags. If you ever find any old dried out makers let me know and I can replace it.

Thanks,
Melissa

Posted by Melissa Aho at 3:19 PM | Permalink | Comments (0) | TrackBacks (0)

1. On Wednesday, we will begin doing Periodic Gate Counts for the week. You know what to do. 2. The Aleph password has been changed. Check the cheat sheet at either desk or ask for the new password. Thanks & Happy Holidays! Emily

Posted by Emily Reimer at 2:20 PM | Permalink | Comments (0) | TrackBacks (0)

Are you wondering what Winter Break hours you signed up for? I have printed a copy of the schedule and placed it next to the current weeks schedule at the Circ Desk on 2nd.

If you would like your very own copy, please let me know and I will print one for you.

Melissa

Posted by Melissa Aho at 8:49 PM | Permalink | Comments (0) | TrackBacks (0)

Hey guys, please fill out an over-ring slip, and fill it out correctly. They are not that hard, and I know there are a lot printed out. Fill out each blank (including name), and attach the receipt. Do not just throw a receipt in the drawer with a scribbled note on the back. It's hard to know what to do with it after that. If something funky happened, explain it.

And as long as you hit "cancel" before hitting cash, check, or ucard, then you don't have to fill out an over-ring.

Thanks,
~TLC

Posted by Tiffanie Clark at 7:01 AM | Permalink | Comments (0) | TrackBacks (0)

Want to spend New Years Eve during the day in the Library with Melissa and Emily?

Of course you do. We will be open Monday December 31 New Years Eve from 9-5. So we are looking for two people to volunteer to pick up that day and work from 845-5.

So if you would like a little more money in your pocket and you want to work please let me or Emily know.

Thanks,
Melissa

Posted by Melissa Aho at 7:54 PM | Permalink | Comments (0) | TrackBacks (0)

Hi Everyone,

Please put your Spring 2008 schedule in Filemaker by Sunday December 2. People that get their schedule in by then will have top priority for shifts.

Thanks,
Melissa

Posted by Melissa Aho at 10:06 PM | Permalink | Comments (0) | TrackBacks (0)

Hi Everyone,

If you close the library at night plase add these extra steps into your closing routine:

Always double check the glass doors (by the stairs) to make sure that they are locked. Manually go up and try to open them. Also double check the door in the Circ Area that goes to the break/Minitex area. And close the door to the study room. Do NOT wait for the guards to lock or close these doors.

Also make sure that the guards are getting the two extra sheets (the demographics and the study room sheets). If you don't know where these are please ask.

Please post your initials to confirm you are aware of these new steps (even if you dont close please post).

Thanks,
Melissa

Posted by Melissa Aho at 10:39 PM | Permalink | Comments (10) | TrackBacks (0)

Hello Everyone,

With the holidays and finals soon upon us, its time to think about the schedule.

-Please note that we will have different hours with the Holidays and the Winter Break
-Please post any shift you will not be able to work
-Sadly Tiffanie and Nick will be leaving us at the end of December (because they are graduating. Congrats Tiffanie and Nick!). Tiffanie's hours will available from December 21 - January 21, and Nick's will be available from January 1 – January 21. If you want to pick up one or all of their shifts please let me or Emily know. You can pick up their shifts in 3-4 hour blocks if you don’t want to work the whole shift.
-We will be hiring for Tiffanie and Nick’s hours. If you are interested in taking their shifts please let me or Emily know

Thanksgiving
Wednesday November 21 we are open 7 am-6 pm
Thursday November 22 and Friday November 23 we are CLOSED

Finals
-Everyone is expected to work their regular shift through finals week. Please post your shift if have any difficulties or if there are any conflicts
-We will be open normal hours during Finals week
-24/7 Extended Study Hours Access available through Dec. 20

Study Days/Finals Week (Dec. 13-20)
M-Th 7 am-11 pm
F 7 am-7 pm
Sa 9 am-6 pm
Su 12 noon-11 pm

Winter Break
-Winter Break starts Friday December 21 and goes until Monday January 21
-Please note our shorter hours for Winter Break
-No 24/7 hours during Winter Break

Winter Break (Dec. 21-Jan. 21)
M-Th 7 am-8 pm
F 7 am-6 pm
Sa 9 am-6 pm
Su 12 noon-8 pm

Saturday, Sunday, Monday and Tuesday (12/22-12/25) CLOSED
Monday and Tuesday (12/31-1/1) CLOSED (we might be open on 12/31 more to come if that happens)
Monday (1/21) MLK Holiday CLOSED

Please post your initials to confirm you are aware of our holiday and winter break hours.

Thanks,
Melissa

Posted by Melissa Aho at 8:54 PM | Permalink | Comments (8) | TrackBacks (0)

Have you completed the Safety Worksheet and looked at the U of MN Emergency Preparedness web page (the link is on the Safety Worksheet)? If not please turn it in ASAP.

Thanks,
Melissa

Posted by Melissa Aho at 6:03 PM | Permalink | Comments (0) | TrackBacks (0)

For the next few weeks I will be conducting a study of the people that use the computers on the 2nd floor.

So if you work Friday, Saturday and Sunday I need your help. I will leave a spread sheet for you to fill out the following data for Friday 3-7 and all day on Saturday and Sunday. The numbers I am looking for are: the total number of people on the 2nd floor computers (dont forget the ones outside the door by the stacks), the number of non-University of Minnesota people using the 2nd floor computers, the number of people in the pit on computers (both U people and non-U people).

If you have any questions please ask.

Thank you for your help,
Melissa

Posted by Melissa Aho at 7:53 PM | Permalink | Comments (0) | TrackBacks (0)

Hi everyone,

If you are closing at night please note that starting today (Thursday October 4, 2007) I am moving the cash box. The new home for the cash box will be adjacent to the old home (in other words in the big drawer to the right). There is also a new key (it sometimes sticks a little but it does work).

Please post your initials and any questions or comments you may have, so I know you've read this post.

If you need help with the key or have any questions please let me know.

Thanks,
Melissa

Posted by Melissa Aho at 1:59 PM | Permalink | Comments (11) | TrackBacks (0)

Hi everyone,

In my absence, David and Steve will be supervising the Circulation Desk.

David Lenander
612-626-3375
d-lena@umn.edu
(or simply turn around on the 2nd floor and check his office!)

and

Steve Llewellyn
6125-7940
llewell@umn.edu
314 Diehl Hall.

The desk schedule can be found on the O: drive on the Circ Desk computers at O:\Access-Services\Circulation\SchedulesStudent Schedule Fall Session 2007.xls. There will probably also be a more up-to-date schedule posted that reflects coverage of striking staff workers' hours.

Good luck & see you soon (I hope)!

Emily

Posted by Emily Reimer at 5:17 PM | Permalink | Comments (0) | TrackBacks (0)

Locate & Notify forms (I used to call them Search & Destroy forms) have been replaced with the Search forms used by the rest of the University Libraries. The new form allows patrons to choose their pick up library, so it's a little more user friendly. Drop completed forms in the blue bins behind both Circulation desks.

Speaking of the blue bins, you may have noticed that I replaced the cardboard Circulation boxes we used to use. Since we've updated a number of procedures, here's a review of what should be placed in them: returned ILLs, books to be routed to other libraries, and search forms. However, books that have patron holds on them should not be left there. Books that have patron holds that need to be routed to another library should be brought up to the third floor, flagged with the appropriate hot pink routing flag, and set on the transfer shelf (next to the check in station that the shelvers use). Books that have patron holds that will be picked up here should be handled as explained in the previous post.

If you have comments or suggestions on any of this, comment on the post or otherwise let us know.

Thanks!
Emily

Posted by Emily Reimer at 12:29 PM | Permalink | Comments (0) | TrackBacks (0)

Starting today, we will be instituting a new policy for managing holds, Point to Points, recalls, and anything else that may end up being placed on the 3rd floor hold shelf. Instead of routing these types of items to Joel's inbox, please fold the printout lengthwise, write the patron's name (last name first) and pull date on the slip, and place the item on the shelf by name alphabetically. Use one of the current holds for a model or ask if this is confusing. Please respond in a comment with your initials with any feedback or questions you have so we can confirm you've read this post. Danke, Emily

Posted by Emily Reimer at 3:50 PM | Permalink | Comments (11) | TrackBacks (0)

Alas, the Computer Help Desk has finally met its end. Please assist any patrons (as you're able to) who seek help with computer problems. In those cases when you're unable to assist, send them to Reference or call Matt at (4-5989, Server Room - 10 am to 4:30 pm) , Chacko (4-9921, Room 281 - 8:15 - 4:30 pm), or Peter (6-4185).

Also, if anyone can work a Saturday on any of the next several weeks, you'll have my undying gratitude.

Thanks!
Emily

Posted by Emily Reimer at 1:21 PM | Permalink | Comments (6) | TrackBacks (0)

Periodic Hourly Counts will run all week -- Sunday, August 12th - Saturday, August 18th. Remember to check the gate count at both desks and record it on the sheet every hour on the hour, open to close!

Please post your initials in a comment to indicate you've read this post.

If you open in the morning please put the old sheet in my mail box.

Do you have questions, comments, feedback? I'd love to hear it!

Thanks,
Melissa

Posted by Melissa Aho at 1:26 PM | Permalink | Comments (7) | TrackBacks (0)

Bound journals now circulate for one day (due at closing the following day). Unbound journals will continue to circulate as usual - available after 3:30PM and due back before 8:30AM. Patrons may renew loans of bound journals up to three times for a total of a four day loan period.

There may be cases in which we need to make an exception, since we are effectively reducing the loan period for many items. You have the authority to do this, just make certain to let a supervisor know (email's fine) when and why you made the decision you did. That way we can keep track of how the new system is working and gauge whether our users are experiencing any inconvenience.

Thanks!
Emily

Posted by Emily Reimer at 2:09 PM | Permalink | Comments (0) | TrackBacks (0)

Hi everyone, Don't get the wrong idea -- there's still lots of summer left -- but I need to start planning the Fall Semester schedule. Please create a new entry with your fall schedule in the Desk Availability database and drop me an email once you've done so. (There are shortcuts located on the Circ computer desktops.) I'll need to know when you're scheduled for classes or other commitments and how many hours you're interested in working. I'll also do my best to accommodate your scheduling preferences, though I can't guarantee anything. (Though I will say, the sooner you get your schedules in, the better....)

Thanks,
Emily

Posted by Emily Reimer at 4:20 PM | Permalink | Comments (0) | TrackBacks (0)

By now, you may have noticed signs around the library announcing new loan periods for journals. Although we don't have a firm start date, August 1st is likely when we will implement this change. Here's the deal: Unbound journals will continue to circulate exactly as they are now - available after 3:30PM and due back before 8:30AM. ALL bound journals will circulate for one day (or 24 hours). Patrons may renew loans of bound journals up to three times for a total of a four day loan period. There may be cases in which we need to make an exception, since we are effectively reducing the loan period for many items. You have the authority to do this, just make certain to let a supervisor know (email's fine) when and why you made the decision you did. That way we can keep track of how the new system is working and gauge whether our users are experiencing any inconvenience.

Questions? Comments? Post them here, and I will respond ASAP. Please also read Ben's post below and leave any feedback you might have.

Thanks,
Emily

Posted by Emily Reimer at 4:49 PM | Permalink | Comments (0) | TrackBacks (0)

Some of you have noticed (and some of you probably WILL notice in the near future) that Aleph has been freezing in the midst of checking out or checking in items. We discovered yesterday that this is a bug that has to do with the ILL GUI version of Aleph. (At Bio-Med, we currently don't use Aleph ILL; we're still using ILLiad to circulate ILL loans.)

Aleph does manage to check the item in or out, but then it sees a prior associated ILL record, gets confused, and gives up. If this happens to you, click the box in the lower left corner of the screen (looks like this: ) to break the connection, check out any other items the patron may yet need to have checked out and then double-check to ensure that the problem item was, in fact, checked out.

Let me know if this happens to you, so we can keep track of any more occurrences. Post a comment to the blog or send me an email at ereimer@umn.edu.

Thanks for your help!
Emily

Posted by Emily Reimer at 2:35 PM | Permalink | Comments (0) | TrackBacks (0)

From Sunday, June 10 through Saturday, June 16, we will be keeping track of patron inquiries at the Circulation desks (both in person and by phone). The sheets will be placed at each desk. Please make sure to mark the appropriate category whenever a patron approaches the desk or calls on the phone -- make sure you mark how the request was made (in person or by phone) AND the type of inquiry (Circ question, Directional, etc.) .

Notes on the categories:

Checkout -- please mark down when you check books out to someone, not questions about checkouts (those can go under "Circ Question")
Other -- please make a note as to what the transaction was
Referral -- use this for when you refer someone somewhere else (to reference, ILL, BIS, Copy Center, etc.) even over the phone
Prints/Copies -- please mark down when you sell prints/copies to someone

If you have any questions, just ask a supervisor... Thanks! Emily

Posted by Emily Reimer at 4:05 PM | Permalink | Comments (0) | TrackBacks (0)

Hi everyone, I just wanted to check in to see how 24/7 Access is going. We initially had some issues to work out -- have they been resolved? Do you have suggestions for improving our procedures? Also, and importantly, we need to work together with the security monitors to make sure that the building is safe and supervised. There has been feedback that the monitors haven't been here on a couple of occasions when Circ staff have arrived. Please inform me or another supervisor immediately (by email is fine) if a security monitor is not present when you arrive in the morning.

Please post your initials to the blog to indicate you've read this post. Even better, give me some feedback!

Thanks for your great work,
Emily

Posted by Emily Reimer at 3:21 PM | Permalink | Comments (10) | TrackBacks (0)

Periodic Hourly Counts will run all week -- Sunday, May 27th - Saturday, June 2nd. Remember to check the gate count at both desks and record it on the sheet every hour on the hour, open to close! Please post your initials in a comment to indicate you've read this post.

Do you have questions, comments, feedback? I'd love to hear it!

Thanks,
Emily

Posted by Emily Reimer at 4:07 PM | Permalink | Comments (8) | TrackBacks (0)

The Pilot: After the library’s usual closing time, 24/7 access to a limited area of the second floor will be available to those who present a U Card. This area encompasses the public computers, some study tables, the small group study rooms, the casual seating near the entrance, and the rest rooms.

There will be no library services, such as photocopying, printing, circulation or reference assistance, and no access to the print collection of journals and books in the stacks. Access control will be provided by a UM Security Monitor stationed at the entrance to the second level. The pilot will run through the end of Fall Semester.

The Plan?: Since it began, there have been a number of very good questions raised about 24/7's impact on closing and opening procedures. Below are some of those questions and their answers. If you find that you have additional questions, please bring them up! There’s a good chance someone else is wondering the same thing.

1. When should I open the 2nd Floor doors to the stacks in the morning?

Until the library is officially open, leave the doors to the stacks locked.

2. How do I make sure that headphones and reserve materials are returned?

There will be a box for you to place on the desk counter for the return of headphones after hours. Reserve materials should be returned via the drop box in the lobby after hours, and there will be a sign on the headphone return box indicating where the drop box is located. It is up to the patron to return checked out materials.

3. Is there a certain way we are supposed to tell the patrons to wait until we are ready to assist them in the morning?

Yes – there are two signs that should be on the counter when you open indicating the time at which library services will resume.

4. When can we shut off the printers so that no one prints and we can count money?

You may shut off the printers at 15 minutes to closing so that you have time to perform all of the necessary closing tasks.

5. What should we do with Course Reserve materials?

Pull Course Reserves each evening at close and place them on a truck in Pat's office. Please try to keep the reserve books in their author order as you transfer them to a truck. One truck will pretty much hold all of the materials, though you'll have to use all 6 shelves. It isn’t necessary to place all of the blue plastic containers from the course number ordered shelves when they just contain envelopes of photocopied materials. Do move the videotapes and any other items that look like original copies. In the morning, please replace the items on their shelves, taking care to oversee that sections didn't get jumbled in the process.

6. Do the guards go around and ask everyone for U Cards at closing?

It is the security guard’s job to verify the U Cards of patrons remaining in the library on the 2nd Floor at closing. However, do your best to work with the security guards should he or she need your help with verification or clearing the library. Please also make an effort to communicate to patrons that the library will be closing when appropriate.

7. How will we be handling the group study rooms after hours?

The door between the main library floor and the group study rooms should be locked, although the individual rooms should remain open. Patron(s) wishing to use one of the rooms should check in with the monitor, who will record their student or staff IDs. He or she will then allow them entry.

Posted by Bio Medical Library Photo Delivery at 8:43 PM | Permalink | Comments (0) | TrackBacks (0)