Student Desk Worker Guide

Aleph Receipts

Loan Receipts Instructions

Patrons may request loan receipts when checking out an item.

Return Receipts Instructions

Patrons may request return receipts when turning in an item.

Circulation Summary/Patron "Has" List Instructions

Patrons may request Circulation Summaries at any time. This is sometimes also referred to as a "Has" receipt or list.

Bindery Rush/Fax Requests

If a patron needs an article contained in a journal that is listed as "Sent to Bindery" and we do not have electronic access to the article, the patron can request an electronic copy of the article at no charge.

Please completely fill out the Bindery Rush article form: https://hsllibs.wufoo.com/forms/rush-bindery-fax-request/. You will need to look up the Lot number in order to successfully submit the request.

To find the Lot Number:

1. Search for the Availability of the item In MNCAT.
2. Click the "expand" link to the left of the item.
3. Look under "OPAC Note:" it should list the Lot #. (It may also say "also available online" in which case the patron should be instructed to access it via our electronic subscription.)

Binding Needed/Damaged Books

If you come across items that need major repairs (such as broken spines, missing pages, etc), put them in the blue routing box. If the problem is not readily apparent, include a note. If you have questions about an item that needs repair, ask Christopher (herz0003@umn.edu or 6-9185) in the Technical Services.

Blocks on Patron Records

Overdues

If a patron has several overdue items, he/she will be blocked.

Item Needed

If a patron has failed to return a recalled item by the recall due date, he/she will be blocked due to item needed. Do not override. Inform the patron the item must be returned before additional items may be checked out.

Amount Owed

If a patron owes more than $10.00 in fines or has lost book replacement fees, he/she will be blocked. Faculty are blocked if they have more than $250 in fees. The patron may pay on the spot. If the patron does not pay his/her fines, do not override the block.

Expired ID

Alert your supervisor if a patron has an expired ID. If a supervisor is not available, provide the patron with the Circulation supervisor's contact information..

Other

Patrons may be blocked for a variety of reasons. A note should be in the note field explaining the block. Reasons for this type of block include incorrect addresses, returned mail, and manual fines. If the block relates to an address problem, verify the address and have the patron update their address in Personal Information in One Stop, if necessary.

Cash Register

Ringing Copies or Prints

To ring a copy or print transaction:

1. Enter the number of copies or prints.
2. Press the X/TIME key.
3. Press the appropriate transaction key.
4. Press the Subtotal key.
5. If the patron is paying with cash, enter the cash total he or she gives you.
6. Press the appropriate payment method key - Cash, Check or Debit. If the payment method is:
7. Cash, give the patron change, as appropriate.
8. Check, stamp the back of the check with the endorsement stamp.

General Ringing Instructions

To ring any transaction:

1. Key in the charge on the number pad.
2. Press the appropriate transaction key.
3. Proceed as above.

Cash Register Error Slips

Cash Register Error Slips are completed when it is not possible to void a transaction. These slips are located near each cash register. All lines on the slip must be filled out:

• Date: today's date
• Name: your name
• Trans. No.: four digit number on the bottom of the receipt.
• Amount: amount not including tax
• Reason: check the reason - if you select "Operator Error", you MUST explain if you do not immediately re-ring a similar transaction
• Once you have completed a slip, staple the receipt to it and put it in the cash register drawer along with the checks.

PP_Error

When the tape in the cash register jams, the register displays a "PP" error and stops responding. Clear the paper jam, then unplug the register while holding down the Subtotal key. Continue holding down Subtotal and replug the register. This should clear the error.

Coupons

If a patron reports being overcharged at a self-serve machine and it is not possible to supply them with copies or prints on the spot, you may issue the patron a coupon, which can be found in the Forms Binder. If you issue a coupon, make sure to fill it out completely, and note it on the copy/print override log.

Tax Exempt Procedure

To process a Tax Exempt transaction, follow these instructions:

1. Give the patron a Tax Exempt Form to complete.
2. Type in the Tax Exempt Number provided on the form by the patron, then hit the No Sale key.
3. Press the Tax 1 Shift key.
4. Proceed as you normally would with the transaction.
5. Once the transaction is complete, write Tax Exempt next to the transaction on the detail tape.
6. Place the Tax Exempt form in the drawer.

Voids

A transaction can be voided by pressing "Cancel" or "Void" if it hasn't yet been completed (i.e. cash/tend or check button has not yet been hit). If the transaction has been completed, you must do an over-ring instead. Over-ring forms should be located near the register. Forms are also kept in the Forms Binder.

Change of Address

A patron may be blocked due to an address problem, or he or she may request a change of address form. A note about address problems may also display when charging out materials. It is important that patrons supply the U with their correct address, so that they receive notices and bills promptly.

Students, staff and faculty must go to http://onestop.umn.edu and click "Personal Information" on the right side to change their address information. Faculty/staff may also contact their department for address changes.

Non-affiliated patrons (Friends of the Library, e.g.), may request an address change by emailing their updated information to biomcirc@umn.edu.

Changing Due Dates

Sometimes permission is given to adjust loan periods on certain items. Adjusting loan periods using this procedure should only be done as items are initially loaned. Note: If a due date needs to be changed after the item has been loaned, it should be renewed and the date in the pop-up window adjusted.

Renewing a Single Loan

1. In the Patron field, type the barcode or the ID of the patron who wants to borrow the item. Click or press Enter.


2. In the Item field, type the barcode of the item the patron wants to borrow. Click or press Enter.


3. In the lower pane, click Change Date:The Change Date form pops up.


4. Enter a new due date and hour and click OK.

Checking In

Procedures

Returning Items

Returning Items with Hold Requests

Circulation or Catalog Review Flags

If an item has a circulation or catalog review flag, you will get a message like "set aside for catalog review of item record." Click OK. Route the item to the appropriate person or department listed in the note. Do not remove any notes. If you are unsure, ask a full-time staff person.

Checking Out

Instructions

If you need to look up a patron's record, be careful and verify the patron's address before determining you have the correct patron record, especially if there are two or more people with the same name.

Desensitize the item, tell the patron, "The due date is ____________ unless recalled," and place the due date slip in the book pocket. Always ask if the patron would like a due date slip and print one if necessary.

Blocks on Patron Records

See Blocks on Patron Records

Checking Out (Charging) Overnight Journals/Two Hour Loans.

Overnight journals circulate after 3:30pm Monday through Friday and anytime on Saturday and Sunday. They are due at 8:30am the next morning. The only exception are overnights checked out on Friday or Saturday, which are due back at 8:30am Monday morning.

Checking Out (Charging) Un-barcoded Overnight Journals

Before charging out the item, scan the patron's ID card to make sure he/she currently has borrowing privileges. Next, take the un-barcoded journals along with the patron ID, to the photocopier. After making a photocopy of front of the patron's ID and each journal title, write the:

(a) date checked out,
(b) the date due, and
(c) your initials on each photocopy and place it in the overnight tray next to the desk.

Make a duplicate copy of each slip for the patron, if the patron wishes to have them.

Checking Out Materials to Patrons with U Card, but No Aleph Account

Patrons with new U Cards will occasionally not yet have an Aleph account. Take the un-barcoded journals along with the patron ID, to the photocopier. After making a photocopy of front of the patron's ID and each book title page and barcode, write the:

(a) date checked out,
(b) the date due, and
(c) your initials on each photocopy and place it in the overnight tray next to the desk.

Make a duplicate copy of each slip for the patron, if the patron wishes to have them. Place the photocopies on Emily or Melissa's desk.

Closing Tasks

1. Get 2 sets of keys from file cabinets on right side of Circulation Desk .
2. Cash out the register:
3. Use the register key (the small, "VD" key on the Copy Center ring) to turn the register from "REG" to "X".
4. Press 4.
5. Press SUB TOTAL.
6. Press 5.
7. Press SUB TOTAL.
8. Register reading will print out.
9. Count all of the cash, checks, and cash register error slips, while also filling out the Register Total Slip.
10. Staple the register printout to the Register Total Slip.
11. Turn the register to "OFF", and remove the key.
12. Put all of the cash, checks, and cash register error slips into the cash box, then close and fasten it.
13. Return register materials to Room 278B (Melissa & Pat's Office):Gather the cash box and keys and go into Room 278B (Melissa & Pat's Office).
14. Place the cash box above the book return. Lock.
15. Then place 2 sets of keys in the blue plastic folder (with the cat on it).
16. Turn off light and lock door.
17. Place Register Total Slip in blue bin
18. Check the drop bin (Melissa & Pat's Office) for returned books. Check in, if necessary.
19. Forward the phone:
20. Press "Forward", then 6-0000.
21. Make sure Alarm doors are locked on 3rd and get A count.
22. Lock the stack doors on 2nd with little forked key, making certain the doors are shut tight.
23. Turn off the handicap switch on main 2nd floor.
24. Shut down all 3 Circulation computers.
25. Put up Desk Closed signs.
26. If Security Monitor is staying until 3am, you MUST wait for them to come down and give you the A count and also you need to watch the doors while the Monitor is on the upper levels. If the Monitor leaves the same time as you, at closing you must leave together.

Color Printing

Color prints can be made from any computer and cost $.50 per copy.

To print:

1. Tell the patron to change the printer name menu to Color Printer, and then click Print.
2. Go to the color copier (Ricky Jr.), and press the Document Server button on the control panel (not the screen).
3. On the screen, select the print job you wish to print.
4. On the control panel, press the green button and retrieve your print!

Copy Card/Gopher Gold Receipts

Non-affiliated patrons sometimes need documentation of purchasing a copy card (a receipt) in order to get reimbursed by their company.

Here are the steps for obtaining an online receipt:

1. http://www1.umn.edu/ucard/umtc08/index.html
2. Click on "Gopher Gold Page" on the left hand side
3. Then "Make a Deposit to your Gopher GOLD account"
4. Then "View my Gopher GOLD account balance and history"
5. The patron can then print a copy of the screen to use as a receipt.
6. If this isn't an acceptable solution, the patron can visit the U Card Office in Coffman Union for additional assistance.

Copying

For a complete list of copy services available at the Bio-Medical Library, go to http://www.biomed.lib.umn.edu/services/copies. Copy services are available to on-site patrons. For additional options, see Document Delivery.

Troubleshooting

For problems with the U Card readers, contact the U Card Office.

• Mon.-Friday 8 am - 4:30 pm: 612-626-9900
• After 4:30 pm and on Weekends: 612-626-9904

Why does the copier card reader show a zero balance on a U Card/copy card? The patron just put money on the card!

The copier may be offline. When this happens, the card reader cannot access the patron's online account to determine how much money he/she has on the card.

Look on the card reader screen. If "OF" appears in the lower righthand corner, the copier is offline. (It will show "ON" if the copier is online.)

Contact a supervisor or call the U Card Office. While the copier is offline, the patron will still be able to use her card until she reaches a preset limit for that machine. She won't be able to continue copying on that machine, but she should be able to use another copier.

Why won't the copier let a patron make copies anymore? She knows she has money on on the card and had been making copies without a problem for the past half hour.

Check to see if the copier is offline. (Look on the card reader screen. If "OF" appears in the lower righthand corner, the copier is offline.)

Contact a supervisor or call the U Card Office. While the copier is offline, the patron will still be able to use her card until she reaches a preset limit for that machine. She won't be able to continue copying on that machine, but she should be able to use another copier.

Credit Cards

Do we take credit cards and for what?

We accept credit cards for fines and Friends of the Libraries accounts ONLY!

Only a supervisor can accept them due to their private and sensitive information. If someone wants to pay with a credit card, please get a supervisor.

If a supervisor is NOT available, have the patron fill out the form fully (they must do this themselves). Place the completed form into the gray lock box in Room 278B (Pat and Melissa's office). Then complete the blue credit card tracking slip and place it in the cash register. (This alerts Administration that a credit card payment is pending.)

Dealing with Difficult Situations

Occasionally, we run into difficult situations. Most patron conflicts involve one of the following categories:

• misunderstanding or miscommunication
• disrespect or disregard for other people
• conflicting egos
• impatience

The key to dealing with conflict in the work place is:

• to be aware of your own behavior,
• to think about responses for diffusing tension, and
• to focus on identifying alternative solutions to a problem.

Become aware of signals from the patron. To do this, at least one of the parties needs to:

• communicate clearly and calmly
• respect the other person and their position
• explore the problem, understand, and empathize
• be honest and straightforward
• pay attention to the patron's cues (body language, etc). Are you being heard? Do you need to clarify?

You can diffuse misunderstanding by simply saying, "I'm sorry I did not understand your question at first. Let me take another stab at helping you."

Crossing the Line

If all of your best efforts to address a dissatisfied patron's concerns fail, get your supervisor or the appropriate full time staff member to talk to the patron. If a supervisor is not available, give the patron the appropriate supervisor's work phone number. Tell the patron when the supervisor will most likely be available. If possible, let the supervisor know what the situation is before the patron talks to the supervisor. Be aware that not all angry behavior is 'abuse'. You must first try to resolve the matter before discontinuing an interaction. But in many circumstances it is appropriate and you should feel free to say, "Please excuse me, and I will get a supervisor to help you better". In this case you could call out any full time staff member to help you out.

Abusive, threatening, or violent behaviors do not belong in the University of Minnesota work environment. Nonetheless, these behaviors do occasionally occur. The following guidelines will help you understand when someone has crossed the line into inappropriate behavior and what to do when this happens.

Examples of crossing the line:

• an act of violence where someone expresses anger by hitting, pushing, or otherwise physically assaulting any member or guest of the University community.
• a verbal threat to harm another individual or in any way endanger the safety of others, whether the threat is made in person, over the telephone, in writing, or via e-mail
• acts, words, and gestures adversely affecting the safety or security of another individual (these behaviors include stalking and hate speech)

Steps to consider if you believe someone has crossed the line

1. Remain calm. In a developing situation, your first response and presentation can make all the difference--be polite, respectful, and ready to listen.
2. Listen. Letting someone vent may relieve the pressure and will buy you time to consider your next move.
3. Acknowledge the person and demonstrate your interest in understanding the situation. You can acknowledge the person's feelings without agreeing with him or her. (Examples: "I know this is really frustrating"; "I want to help you, let's try this again.")
4. If you are feeling overwhelmed, get help from a supervisor or coworker. If the problem is a developing one, you should write up an incident report and talk to your supervisor about how to address the problem.
5. Always report a violent act or threat to a supervisor. These will be reported to the University Police. Fill out incident reports for any real or perceived problem so that there is documentation to back you up.

Key Telephone Numbers

• Dial 911 if you need immediate police or emergency assistance
• 4-3550 University Police - In non-emergency situations, or to report an incident
• Melissa Aho 6-3375
• Randy Brooks 6-3883
• David Lenander 6-3375
• Emily Reimer 6-5808
• Pat Seeley 6-5967

Official Library Incident Report Form: http://staff.lib.umn.edu/security/icf.phtml

Never endanger your personal safety.

Desk Tracker

Desk Tracker is the software we use to track transactions at the desk. Record any transaction that wouldn't get recorded by Aleph (i.e. check out, return, etc.). Do not record Reserve transactions, either.

FAQ: https://wiki.lib.umn.edu/AP/DeskTrackerFAQ

User Guide: https://netfiles.umn.edu/xythoswfs/webui/_xy-3351134_1

What is our "Account Number?"

The account number for University of Minnesota is: 796631

What is our username and password?

Username and Password: see cheat sheet at desk

Document and Book Delivery Services

The following library services will retrieve and copy or scan library materials for patrons for a fee. See our Copy Services page for on-site copying and scanning options for patrons who retrieve their own materials.

PhotoDelivery

Patrons affiliated with the University (current student, staff, or faculty) can request articles from the Bio-Medical Library's collection for a base fee of $5.00 per article. Patrons may fill out a request form at Circulation or complete an online order form at http://www.biomed.lib.umn.edu/services/requesting/photo.

Libraries to U

Patrons affiliated with the University (current student, staff, or faculty) can request articles from the other University Libraries for a base fee of $5.00. Libraries to U also provides book delivery. For additional information and online ordering, go to http://www.lib.umn.edu/site/l2u.phtml.

InfoNOW

Non-U of MN affiliated patrons may use InfoNOW's article and book delivery service at http://www.lib.umn.edu/infonow/.

Health Sciences Libraries Article Service

Patrons in the Academic Health Center may place up to four requests for articles from the Veterinary Library as a consequence of the Bio-Med and Vet Med Libraries' Health Sciences Libraries affiliation. For instructions on placing requests, refer to the HSL Articles Requesting Manual. Requests are placed online by library staff at https://hsllibs.wufoo.com/forms/veterinary-medical-library-article-request-form/.

EFS Numbers (Budget Numbers)

EFS is the internal budgeting system used by the University of Minnesota, Twin Cites. Using EFS one University department can charge another for products or services. Patrons at the Bio-Medical Library use EFS numbers to charge mediated copies and prints ONLY.

Record EFS account strings for mediated copies or prints on the EFS log. The required fields must be filled in completely or we cannot accept this method of payment.

Expired IDs

You may renew items for patrons even if they have an expired ID. To check out item(s), you may override expired IDs only in certain circumstances. When a faculty/staff member's ID is expired, verify their status in One Stop; override the block if appropriate. Refer the patron to the U Card Office for an updated ID. During the first two weeks of the quarter you may override expired student IDs.

Facilities (Custodial or Building-Related Services)

Report any issues that require Facilities attention to a supervisor. If a supervisor is not available, please call 6-0998 (HSL Administration Office in Diehl 450B) during regular daytime business hours. This is the main HSL Administration Office number and should be answered by someone throughout the day. After hours or if a supervisor is not available, you should call Facilities directly at 4-2900. Leave a note for a supervisor when reporting a Facilities concern.

Fines

Fines are charged to students (undergrad, grad, extension) and special privilege patrons (MAA, spec, corp, etc.). Faculty and staff (and their proxies) do not pay overdue fines (although they will be charged for "lost" material).

Fines are not calculated or displayed on a patron's record until the item has been returned, and patrons may ask about a fine on an item that hasn't yet been returned. Tell patrons that fines are not calculated until the item has been returned, but that fines accrue daily at the rate listed on our website: http://www.biomed.lib.umn.edu/fines.

If an item has been declared "lost," the patron has been billed for overdue fines (if applicable), a processing fee, and a replacement fee. If the item is returned, the processing fee and replacement fee will be cancelled.

There is a small grace period built into the system, so that patrons may avoid fines by returning a book a few days late. Avoid telling patrons that there is a specific grace period. If asked, inform the patron that, "there is a small grace period, but you should return items by the due date to avoid fines."

Current Fines Rates can be found here: http://www.biomed.lib.umn.edu/fines.

Fines Disputes

Refer any patron who wishes to dispute a fine to Melissa Aho (aho@umn.edu or 612-5967). She keeps business cards at the desk in the drawer.

Fines Payments

We accept cash, check or student account transfer as payments for fines owed.

Call up the patron's fines record using the following steps:

1. Go to patron tab (F7) in Circ Module
2. Scan patron's ID card
3. On the left side of the screen, click the [C]Cash node
4. They payments they owe will be displayed in the right pane under Active Cash
5. Check the column under Sublibrary to see which libraries have assessed fines

Please do not enter Fines Payments into Aleph!

Fines paid by cash or check (checks should be made out to "University of Minnesota"):

1. Fill out a fee statement (see "Filling out the Fee Statement below")
2. Enter fines amount and hit 'Fines' button
3. Enter payment amount/type
4. Save the receipt!
5. Validate the fee statement
6. Give the patron a copy (you can validate one carbon-copy at a time if it's not showing through)
7. Staple the receipt to the fee statement and put in the Fines in-box.

Fines paid by credit card (should be done by full-time staff, if possible):

1. Fill out a fee statement (see "Filling out the Fee Statement below").
2. Fill out a Credit Card Payment form; have patron sign it, date it, and enter their daytime phone number.
3. Give the patron a copy of the fee statement (and a copy of the Credit Card Payment form, if they want one).
4. Staple the Payment form to the fee statement and put them face-down on Fines staff chair in office 278B.

Fines paid by Student Account Transfer

1. Fill out a fee statement (see "Filling out the Fee Statement below")
2. Have patron fill out a Student Account Transfer Request Form (in the Forms Binder).
3. Give the patron a copy of the fee statement (and a copy of the Student Account Transfer Request form, if they want one).
4. Staple the Transfer form to the fee statement and put in the Fines mailbox.

If a patron wishes to check out an item right away (i.e. they paid the fine to remove a block on their library record), you may override the block since they have paid their fine.

Filling out the Fee Statement

Click to enlarge image.

When filling out a fee statement, please make sure to get the appropriate information:

1. For File No. enter the patron's Aleph ID and Library Barcode, not their Student ID
2. When you're viewing the patron's record, his or her name appears at the top of the screen in blue. Just to the right are the relevant IDs, in the format '(Aleph ID / Library ID)'.
3. The other important field is the 'Comments' field. Record: item title and barcode (only one of each is necessary if fines apply to more than one item), method of payment and check number if paying by check.
4. Validate the fee statement in the register (unless paying by Student Account) and attach the register receipt.
5. If the patron wants a receipt, provide the validated carbon copy.
6. When finished, place the original fee statement with stapled receipt in the Fines in-box.

Please do not enter Fines Payments into Aleph!

Fines from other University Libraries

Patrons may pay fines from any University Library at Bio-Med. Please see the "Fines Payments" section for instructions, with the following exceptions and additions:

1. Put the amount due on the 'All Other Libraries' line rather than the 'Bio-Medical Library' line
2. In the 'Comments' field, please write the name of the Library that issued the fine (Wilson, Walter, etc.)

Friends of the Libraries

For information about Friends of the Libraries Borrowing Privileges, visit http://www.lib.umn.edu/services/boptions#friends or download the application form at http://www.lib.umn.edu/pdf/borr_app_fol_20041110.pdf.

Get It

The Get It button in MNCAT allows patrons to:

• Recall books checked out to other users
• Arrange for delivery of books to a more convenient campus library than the owning library
• Arrange for delivery of books to on-campus faculty/staff offices
• Arrange for delivery of books housed at the Minnesota Library Access Center (MLAC) storage facility
• Arrange for books to be held for users at the Circulation Desk of the owning library
• Expedite Technical Services processing of books "In Process" or "On Order" or "Sent to Bindery"

Get It Office contact info: 612-626-2260 or getit@umn.edu

Simple Get It user instructions:http://www.lib.umn.edu/services/getit

InfoNOW
http://www.lib.umn.edu/infonow
Phone: 612-626-3730
Toll-free: 800-477-6689

InfoNOW serves non-University of Minnesota-affiliated patrons by providing them with photocopies, book loans, research, and other services. Refer non-U of M patrons to InfoNOW for rates and a complete list of services. The following are some examples in which you would refer the patron to InfoNOW:

• An attorney not affiliated with the U wants a bibliographic search done.
• A law firm wants items paged, photocopied, and mailed to them.
• A private individual not affiliated with the U wants a bibliographic search done.

There is a InfoNOW pickup shelf on the opposite side of the hold shelf. InfoNOW clients may approach you to pick up items. Follow any instructions attached to the items on the InfoNOW shelf -- for example, the patron may need to present a U of M special privilege card to charge out a book.

When checking in InfoNOW items, discharge them in Aleph. If the book has a yellow band, take it to InfoNOW after discharging.

Interlibrary Loan (ILL)

University-affiliated students, staff, and faculty may request items not owned at the University of Minnesota - Twin Cities through Interlibrary Loan.

Who can use the service?

Interlibrary Loan is available to current University of Minnesota students, staff, and faculty.

What can I request?

ILL is for material not owned at the University Libraries. - Twin Cities. You may request copies of journal articles and book chapters, and loans of books, theses, audiovisual materials, and other library material.

ILL login site: https://umn.illiad.oclc.org/illiad/logon.html

Patrons not affiliated with the U should be referred to InfoNOW (http://www.lib.umn.edu/infonow/).

To Check Out Interlibrary Loans:

1. On the Access Services blog, under Links, click ILL Check Out (ILLiad).
2. Enter the Username and Password on the purple ILL slip.
3. In the Check Out field, scan in the barcode on the ILL book band, or manually key in the Transaction Number (TN).
4. Each item with a book band must be scanned or keyed in -- even if there are multiple items with the same TN.

To Route Interlibrary Loan Back to Wilson Library:

1. On the Access Services blog, under Links, click ILL Check Out (ILLiad).
2. Enter the Username and Password on the purple ILL slip.
3. In the Mark in Transit field, scan in the barcode on the ILL book band, or manually key in the Transaction Number (TN).
4. Each item with a book band must be scanned or keyed in -- even if there are multiple items with the same TN.
5. Route item to Wilson.

Printing

• U Card Office Contact Info
• Mon.-Friday 8 am - 4:30 pm: 612-626-9900
• After 4:30 pm and on Weekends: 612-626-9904

How do I get the print release staton printer to stop printing the same document over and over?

You can cancel a print job from any of the Uniprint machines, but you must use the software installed at the Uniprint station most directly facing the circ desk. Follow these instructions:

1. Go to the workstation and press Alt-F5 to logoff of the Pharos Station application, which is running Uniprint.
2. Enter the password "logoff", and it will exit the program.
3. Then find the icon entitled Uniprint Queue Cleaner, double click, and enter:
4. User ID: hsl-circ
5. Password: l3tm31n.
6. That should get you into the program. Follow down the tree list until youfind Print Servers. Expand the list to locate the Biomed server (there's only one of ours). Look for the Print Queues, which for us is BIOMED-CCRQ.
7. Click on that queue, and find the offensive print job. Select it, and find the small red icon that will enable you to delete the job.
8. Exiting the program will produce an error, but disregard it.
9. Restart the Pharos Station software by looking in the Start Menu for recently run programs. It will be quite apparent.

How do I delete a job from a print release station?

You can cancel a print job from any of the Uniprint machines, but you must use the software installed at the Uniprint station most directly facing the circ desk. Follow above instructions.

How do I refund money to someone who has just printed garbage or blank pages?

1. If the patron's job printed incorrectly, reprint the pages to the Circulation Desk and give them to the patron for free.
2. Note that the patron is able to view the number of pages and the cost of the copy job prior to releasing the prints.
3. Often these errors will be encountered when printing PDFs or when printing from WebVista.
4. ***In either case***, record as much information as possible. Driver issues are one source of the problems, and we'll need to keep records so we can minimize these errors over time.
5. Record the date, time, name of student and card type and number. Also record the print release station at which the error occurred. Finally, if possible, save the problematic document, if possible.
6. Notify the Copy Services supervisor about the problem ASAP.
7. As a last resort, coupons may be issued to the patron. Coupons can be found in the forms binder.

ValuePort

• U Card Office Contact Info
• Mon.-Friday 8 am - 4:30 pm: 612-626-9900
• After 4:30 pm and on Weekends: 612-626-9904

Why won't the ValuePort read my copy card?

1. The ValuePort is touchy.
2. Insert and withdraw the card quickly and without stopping when the card is fully inserted. The card reader will almost always read the card, but it takes a bit of practice, and if you're unable to get the ValuePort to read the card successfully, ask a supervisor.

What do I if the ValuePort runs out of copy cards to sell?

1. Call the U Card Office.

Adding Value Online With a Credit Card

1. Deposit value from your check or debit card at www.gophergold.umn.edu.
2. Read through each section carefully and follow the prompts.
3. You must make a minimum deposit of $10 online using your check or debit card.
4. There is a $2.00 convenience fee per transaction to make deposits online.

Why am I charged a $2.00 convenience fee when I make an online deposit?

1. The $2.00 convenience fee for online deposits is used to support web deposits that can be conveniently made 24/7.
2. The fee is added to the amount charged to your credit or debit card. There is no fee assessed to access your account information.
3. Deposits are accepted, with no convenience fee, at campus ValuePorts and at the U Card Office.
4. Is the convenience fee refundable?
5. No. Because the convenience fee is used to support the web environment that you used to make your deposit.

Library Users with Disabilities

Users with disabilities who need Bio-Medical Library materials for personal use may have them paged free of charge. Photocopying is available for $.17/page. See the Paging and Photocopying for Patrons with Disabilities form for additional information.

University Libraries Services to Library Users with Disabilities

http://www.lib.umn.edu/services/disserv

This web page provides a comprehensive list of links for users with disabilities, including:

• Disability Access Guide to University of Minnesota Libraries - Information on access to University Libraries' services, buildings, collections, and equipment.
• Adaptive Technology Labs - State-of-the-art electronic reading and information processing aids for people with disabilities on campus.
• Access Guide to Wilson Library - Information on access for people with disabilities at Wilson Library including physical access, equipment, and the Assistive Technology Reading Room.
• Minnesota Relay Service - The relay service has operators who serve as "translators" between people with TTY devices and people on regular voice phones. To connect to the Minnesota Relay Service, just dial 711.
• University of Minnesota Computer Accommodations Program - Twin Cities Campus resource for disability-related technology.

University of Minnesota Disability Services

http://ds.umn.edu ds@umn.edu (612) 626-1333 (V/TTY)

Users needing additional assistance may contact Disability Services for help in determining and obtaining reasonable accommodations.

***Please note*** We have agreed to assist certain users with access to the building. The user must call in advance of coming to the library and provide us with an arrival time, so that we are able to ensure coverage at the desk. The user will then need to be met at the rear of the building and escorted through Technical Services.

Lost and Found

The Lost & Found for the library is located at the 2nd Floor Service Desk. It is kept locked at all times, and the key is kept on the keyring.

If you need to put an item in the Lost & Found, please label it with today's date. We look through the Lost & Found on the 1st & 15th of each month and discard any items that have been there more than two weeks (For example, on the 15th, we discard any items dated earlier than the 1st, on the 1st we discard anyting dated earlier than the 15th of the prior month).

Library Opening Procedures

1. Turn on lights.
2. Third floor lights are located on the pillar by Room 314. Visually double-check that the lights are on for this and the other floors when using the switches that activate large banks of lights.
3. Fourth floor lights are controlled by two switches located on the pillar to your right when coming up the stairs. If these two switches don't turn on the lights the individual switches which the two main switches control have been turned off. There are four sets of 6 or 8 switches that then need to be turned on/checked. The first is on the side of the pillar where the two main switches are, the next is on the pillar by the far side of the hole for the stairs, and the next two are mirror opposites of the first.
4. Next, the two public PCs get turned on. Two more light switches remain: the first is on the pillar by the beginning of the stacks and the other is in the back left of the study area which is just beyond the stacks when you turn right after coming up the stairs.
5. Go down the stairs (to the 2nd floor) and turn left.
6. Turn on the three switches that control the lights in the journal half of the second floor, doubling checking that they go on.
7. At 7 o'clock, use the ML key from the 2nd floor keys to unlock the door to the reference side of the second floor and secure it open. Then using the two pronged fork, unlock that door and its twin on the other side with the little slot thing on the wall. The twin door on the opposite side must then be opened and secured.
8. Unlock the doors on both floors at 7 o'clock.

2nd Floor Opening Tasks

1. Open, unlock and secure the door to the 2nd floor time card room, and flip the lights on for it with the switches just inside on the left.
2. The main 2nd floor lights are just above the counter on your right when standing in front of the door to Pat & Melissa's office (278B). Two switches turn on the lights for the large area in Bio-Med and the other two turn on the CCR lights (which should be on and the switch taped into position) and the lights for the area immediately outside the 2nd floor doors.
3. Pat & Melissa's office gets opened, unlocked, and the light turned on. Money is retrieved from the top drawer above the book bin.
4. The next things can be done in any order or, hopefully, simultaneously by several people.
5. The CCR PCs and the PC on the counter by the CCR desk get turned on.
6. The cash for the register gets counted.
7. Turn on the cash register by inserting the small, "VD" key on the Copy Center key ring into the register and turning it from "OFF" to "REG"
8. When the register comes on, set the date fro the register by pressing the "#/No Sale" Button. This will also open the cash drawer.
9. Before putting the money into the drawer it must be counted to verify the amount at opening is the same as closing the night before. Take an orange opening slip from the top of the gray file tray on the Copy Center desk. Count the money and fill out the slip, replacing money in the cash drawer as you go. The money should be arranged with the ones in the far right, and each larger denomination one space to the left. Coin rolls should go in the far left space.
10. If there is any discrepancy between the amount noted on the closing slip and the opening count, contact your supervisor ASAP.
11. The two printers get turned on (The copier starts automatically via an internal timer).
12. All the public work stations on the 2nd floor then get turned on.
13. The lights for the pit area get turned on and are located in the far row of the pit, one on each side of the little ridge separating the two halves.
14. The door to the hallway containing the Group Study Rooms needs to be opened, unlocked, and secured.
15. All the Circ desk computers need to be logged into and then logged into Aleph.
16. Remove the "closed" signs from the Circulation Desk.

Overnight (Unbound) Journals

Checking Out Overnight Journals

Unbound journals are overnight loans only. They may be checked out after 3:30pm weekdays, and anytime on Saturdays and Sundays. The items may not be checked out earlier, even if the patron has to catch a bus, etc.

Overnight journals are due back 8:30am the next day, unless checked out on Friday or Saturday, in which case they are due back 8:30am on Monday.

If the item has a barcode, check it out routinely on Aleph. Tell the patron the item is due back by 8:30am (important since the due date slip will only list the day, not the time due). If it is a Friday or Saturday, you will need to adjust the printed due date slip to reflect the actual due date (the slip will say the item is due the next day, but it will actually be due on Monday).

If the item doesn't have a barcode, check it out manually by making a photocopy of the patron's ID card and the front cover of the unbound issue, making sure that the volume and issue number is visible.

Write your initials and the date checked out/ date due on the photocopy.. All this information is crucial when fining a patron for late returns or lost items. Make an extra copy of the slip for the patron, if he/she desires one. Place the photocopy in the Overnight Journal tray.

Indicate clearly that the item is due back 8:30am the next day or fines will accrue. Do not merely say, "This is due tomorrow," or "This is due in the morning." Be very specific.

Overnight journals can only be returned to Bio-Med.

Checking In Overnight Journals

Resensitize the item and place it on the correct preshelf cart. Place the item record/receipt in the Overnight Journal tray.

Be alert to 2 hour loans when you are checking the item record.

If the item doesn't have a barcode, check the manual file for the correct slip. If the item is overdue and checked out to a patron we can fine (special privilege or student), write the return date and time and your initials on the photocopy of the journal and put it in Emily's in-box.

If there is no photocopy in the manual file for the journal, check to see if it was possibly misfiled. If it was not misfiled, ask Emily. The slip may be in the LRC waiting to be brought upstairs.

A special note: be as specific as possible about the item's return. If the item is returned directly to you at the desk, make a note as in the following: "returned to my hand 7-13-98 11:15am/kb." When making fines negotiations, it is helpful to have as much information as possible.

Phone

To put someone on hold:

1. Press the HOLD button. Once the call is one hold, the light associated with that phone line will flash.
2. Place the phone in the cradle. To release the hold, pick up the phone. If you don't put the phone in the cradle, you'll need to push the flashing phone line button to release the hold.
3. BEWARE: If you put a call on hold, place the phone in the phone in the cradle, pick up the phone, and THEN push the phone line button, you will HANG UP on the caller.

To transfer a call:

1. Press the TRSFR button. The phone line light and the transfer light will both be on and steady.
2. Dial the five digit extension you wish to transfer the call to.
3. Hang up to complete the transfer, or wait to speak to the person to whom you're transferring the call to, and then hang up to complete the transfer.
4. If the transfer line is in use, the phone will ring back. Pick up the phone, and give the caller the direct phone number.

Primo (MNCAT Plus)

Primo is just the unbranded name for the MNCAT Plus version of the catalog.

Proxy Cards

Faculty and staff can authorize other people to check out items on their behalf by requesting a proxy card. Proxy card forms are available at the Circulation Desk. This form must be completed and signed by the faculty/staff member before the card can be created. Download the Proxy Privileges form at:http://www2.lib.umn.edu/borrowing/bpf/pdfs/borr_app_proxy_20041110.pdf.

Refer completed proxy card request forms to David, Emily or Steve. Cards are sent to the faculty/staff member and are not given to proxies at the desk.

Computer Authentication

Public computers are authenticated via the U of M Active Directory network. This requires staff, student or faculty with a valid U of M ID to activate their account, in order to access those computers.

For those individuals not affiliated with the U of M, temporary guest accounts are available by request.

Don't have an Active Directory account?

1. Go to www.umn.edu/myaccount
2. Login with your U of M ID and Password:
3. After successfully logging in, scroll down to the "Active Directory Account Options" link:.
4. Select the" Active Directory Account Options" link, agree to terms, and then click SUBMIT. Usually the account is created quickly, under five minutes or less. Once your account is activated, you can attempt to log into the computer.
5. If you need further assistance, please contact Health Sciences Libraries tech support, or library staff.

For U of M Authenticated Users:

1. At the Login Prompt, enter your U of M User name and Password.
2. Click OK. If you have set up an Active Directory account with the U of M, you will now be able to use this computer.
3. Be sure to logoff after you are finished.

For our non U of M affiliated users:

1. Please go to our Service Desk to obtain a user name and password. Once you have gotten the information, select a properly identified computer and login at the prompt.
2. Click OK, and you should be able to now access the computer.
3. Be sure to logoff after you are finished.

Recall

Patrons with a valid borrowers' card can place recalls over the phone, by mail, by fax, or in person. Verify that we own the item and that it is checked out. Remember we cannot recall items from library processing units, including Reserve and the Bindery. We can recall items from other libraries. Patrons may place also recall their own materials using Get It.

Instructions for placing a recall in Aleph are linked here.

Reference

1. 612-626-3260
2. medref@umn.edu

When the Reference Desk is open, you should routinely refer patrons there for reference type questions. There may be some instances when the Reference Desk is extremely busy while the Circulation Desk is relatively slow, or when the Reference Desk is not staffed. In this instance, you may have time to handle some reference type questions at the Circulation Desk.

If you are unable to answer the patron's question, it is always best to refer the patron to Reference. For example, let's say someone calls to ask if we own a particular book. After searching MNCAT, you are unable to locate it. Rather than telling the patron we don't own the book, refer them to Reference for additional help. The patron may have the title slightly wrong, or there may be some other reason you can't locate an item we actually own.

If a patron needs reference assistance but the Reference Desk is not staffed at the time, encourage the patron to call or return when the desk is staffed.

Renewals

Patrons may renew many Bio-Med items in person, by mail, by email, by phone or by FAX. Patrons may also renew items in MNCAT by logging into My Account.

Renewal periods are here.

Renewal Instructions

1. Locate the patron's information within the Patron tab.
2. Click the Renew Marked button to renew highlighted item or Renew All to renew all items.
3. Make sure to inform the patron of their new due dates.
4. Inform the patron of any items you were unable to renew (i.e. items has been recalled or maximum number of renewals have been reached).
5. Do not override blocked renewals without the permission of a supervisor.

Reserves

1. Permanent Reserve items are owned by the Bio-Medical Library.
2. Course Reserve items are items specific to a class that may be owned by the Bio-Medical Library (including items otherwise on Perm Reserve), owned by another U of MN-TC library, or privately owned by the instructor.
3. Electronic Reserves are articles or other materials available online only to students enrolled in a particular class and usually require a "magic number" to access.

All Permanent Reserve Library items (U of MN owned) can be checked out one hour before closing. They may be taken out of the library overnight, but must be returned either by 7:30 a.m. or one half hour after the library's opening the following morning. If they are returned later than the stated time they will incur an overdue fee.

Items with a BLUE wrapper state, "May circulate overnight, 1 hour before closing, due back at 7:30 AM, or 1/2 HR AFTER OPENING". If they are returned later than the stated time they will incur an overdue fee.

Items with a RED wrapper are PRIVATELY-OWNED copies. The wrapper states, "This item circulates for 2 Hours. DOES NOT leave library!" They are NEVER to leave the library. If the library has extended hours, they may be checked out before closing, but the student is to leave the book with the security guard when leaving the library. These items will need to be backdated the next morning to avoid the patron incurring fines.

Reserves - Returning to Professors

Here's the procedure for returning professors' personal copies of books, videotapes, or course packets:

1. Simply ask what the course name and number was (N5200, PubH6800, for instance) and look it up in our Filemaker Reserve database (remember that the old classes are NOT in bold).
2. Print the course page and pull the appropriate private copy items off either reserve or the cart in 278B.
3. Pull off the red wrappers and book marks, or take any articles out of the Bio-Med envelopes they were kept in, and give the books and/or articles back to the prof.
4. Last, but definitely not least, ask him or her to sign the course sheet (make sure it's legible!) and date it.
5. Put the signed sheet on Pat's desk, please.

If the course also had library-owned items on reserve, you can leave them on the shelves and Pat will take care of removing them and changing their item records later.

Returned Items from Other Libraries

Certain items from other libraries should be returned only at the home library, such as overnight journals and recalled items. We will discharge these items if they end up in our return bins, but officially, they should be returned directly to the home library.

If the item belongs to another library, a message will pop up indicating which library.

It is very important that you watch the screen as you are discharging so that you catch items that belong to other libraries. If you fail to notice the message that displays on the screen, the book will get mixed in with our books and will very likely end up shelved in our stacks.

Scanning for Public Use

How to use the Public Scanner...

1. Make sure the scanner is on. There should be be a '01' in the readout window. If it is not on, press the power button on the far left of the front panel.
2. Launch Adobe Photoshop via shortcut on the desktop.
3. Place your item for scanning face-down in the scanner. You will be given a preview of the image, so you can adjust the positioning of the item to be scanned if necessary.
4. In Adobe Photoshop, go File->Import->HP ScanJet 4500c/5550c (the first option).
5. Item will scan and a new window will pop up. Beneath and near the right-hand corner of the scanned image there will be two buttons: Preview and Accept. Preview will take a new picture over the one you already have. Accept will scan the image into Photoshop, at which point it can be saved (File-Save As) several different file types (see File Type drop-down).
6. Remember to tell the person scanning that if they save something to the computer to go in and delete out when they are done and delete from the Trash can also.

Student Account Transfers

Currently enrolled students can authorize that their library fines be transferred to their Student Account. Have them fill out the yellow half-sheet (in the Forms Binder) and then follow the instructions under Fines Payments.

Wireless

The University provides three types of wireless access:

• secure wireless access to students/staff/faculty
• unsecure wireless access to students/staff/faculty
• guest access for non-affiliates.

Wireless in the building can be spotty, particularly on the 2nd floor. Access on 2nd is generally best in the area directly i