Helping guard the gates

Access Services received the following from Lori. I thought I should spread the word to everyone on the desk. At the very least we can call folks back to the desk and have them talk with a circulation staff member if the reason for the alarm isn't quickly obvious.(I've found that ipods will even send off the alarm occasionally.)

-------snip--------
Please remind everyone working at the desk to be vigilant in calling people back from the gates if the alarm goes off. Please check the item and if ILL, read the instructions on the band. Just because they have an ILL doesn't mean that we should give them the "all clear." There are MANY items that specify "In Library Use Only" that we can't let walk out. When we lose these items, even if the patron ends up paying overdue fees or lost book fees, the institution black lists us and refuses to loan to us.

Please understand the importance of this. Last Spring, MSL circ staff routinely allowed items to be taken out of the library and several items from the Library of Congress came back late. They blocked us -- and they may be the only supplier of many items our patrons need.
-----end snip------

Just in case you get a Biology student

I just received this info on the AskALibrarian list. Apparently the Biology students are out looking for resources on "species interaction." I know we aren't the science library, but we do have lots of computers so students may come here to do research online. Tara recommends sending students to the Web of Science or BIOSIS Previews databases for assistance. Of course for further assistance it is entirely appropriate to refer them over to Marston too.

Xerox Printing down & Course Reserves issue

We just received word that the Xerox Printing in the building is down. I'll let you know here when I find out more. In the meantime there are two alternatives for students needing to print:

The CIRCA labs on campus print and use their gatorlink accounts to bill them later.

The 3rd floor of the Reitz Union has a small computer lab that offers FREE printing.
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It just came to my attention that students have been referred to the 3rd floor desk for course reserves. We don't know exactly where they're being referred from, but I thought it would be prudent to make sure everyone on the Info Point knows that Course Reserves are located on the 2nd floor in the glass room behind us. We just refer folks over to the Circulation Desk for Course Reserves items. If anyone has questions though, please ask. I know we have not had a ERes/ILL training yet this fall.
Thanks!

Tired of reactivating the same patrons over and over and over...

Access Services is trying to identify why so many of our patrons are becoming inactive (NA) overnight in Aleph. This is what is causing so many people to request card activation, over and over again. FCLA is stumped. They're having difficulty finding a pattern, so please report any trends you've noticed. Also, when you activate a card in the ID checker, if you see that the card has been overridden several times, please note the ID# and send that to Matthew Daley. Any clues would be helpful at this point!
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And now for something completely different:

Yes, NetLibrary books are a pain to use, and printing is one of the greatest challenges:
* You may only print one page at a time
* At times, you'll have trouble figuring out how to print

When books are in true PDF format, you'll see a row of icons above the main (text) frame. Click on the printer icon in the Adobe Acrobat frame.


When books are in a format that is not PDF, you won't see the familiar row of Acrobat icons:

In the icon-free situation, click in the main (text) frame and then either open the File menu and click Print (when present), or press Ctrl-P. You should then be able to print the page of text. If you don't click in the main frame first, you're likely to print the Contents menu instead of text.

Warm Fuzzies

Jay sent this link to me and I found it heartwarming. It's a collection of accounts from corporate bigwigs sharing their excellent customer service experiences. Just some fun reading that makes you feel all warm and fuzzy about giving good service.

Ok, well it made me feel good anyway. ;)

September team meeting notes

Team Meeting 9/14/06 notes:

2 electric pencil sharpeners ARE available at the Reference Desk on the 3rd floor, along with an industrial strength hole punch and stapler. We have a regular hole punch and stapler at the circulation desk (on the other side near the printer) but they've got the big ones up there at the Reference Desk.
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We discussed having signage near the computers on the 2nd floor that indicate more computers available on the 3rd floor and laptop checkout at the circulation desk. Carol was at the meeting and will be addressing this with the appropriate folks.
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In response to a request at the meeting, Colleen sent over some great links about the LC call number system. I think you'll find these interesting and useful enough to bookmark. I know I will!

Overview of the LC call number system:

From the Library of Congress:
http://www.loc.gov/catdir/cpso/lcco/lcco.html

A-Z List: LC Call Numbers and Corresponding Subjects
http://dotsx.usc.edu/repository/read/chapter/366#page709

A-Z List: LC Subject Headings and Corresponding Call Numbers
http://dotsx.usc.edu/repository/read/chapter/367#page710


How to read LC call numbers:

http://www.lib.uchicago.edu/e/using/how/readcallnumbers.html

http://www.ewu.edu/x6326.xml

http://geography.about.com/library/congress/blhowto.htm

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The ADA elevator between the escalators is out of order again. We'll be using the same workaround as before. When we find out (by phone or from a patron) that there is someone needing the elevator a circulation staff member will go downstairs with a key and let that person come through the hallway by the restrooms to use the interior passenger elevators. They'll do the same for anyone leaving. Hopefully this will be fixed quickly.
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Marilyn talked about the equipment we have (or will have) available on the 3rd floor:
We have 110 computers available in the general computing area (which includes everything except the 18 dual-monitor computers on the east side of the building).

These computers, the 2nd floor standing computers, and the laptops students can checkout print to either the blue or orange printers. Both printers are on the 3rd floor. Orange is on the west side of the building, blue is on the east side next to the copier machine. A colored sticker on the monitor will indicate which printer they should go to. All the circulation laptops print to Orange, computers on the 2nd floor print to Orange, computers on the west side of the 3rd floor print to Orange and computers in the middle of the 3rd floor print to Blue.

Patrons' personal laptops can NOT print in the library at all.

The "Digital Media Center" has 18 dual-monitor computers with web design and image editing software. These 18 computers do NOT print though.

There are 2 computers on the north side of the stacks on the 1st, 2nd and 3rd floors. These may not have applications like MS office on them, but they do have internet access. They're not sure, but they believe that these six computers do not print.

There is currently only 1 scanner on the 3rd floor. It is on one of the dual-monitor computers in the Digital Media Center. Over the next few months they will add 7 more scanners to this area and then add 6 scanners to the computers on the west side of the building.

There is one computer on the 3rd floor that has access to the "Bloomberg" database. There are 3 computers on the 3rd floor that have access to the "DataStream" database. These are both business/financial databases.

The copy card machines are on the 3rd floor next to the copier. One of them sells cards for 1$ bills AND allows them to add money to their card. The other one sells cards for 5$, 10$ and 20$. Each card costs 35 cents of the first dollar and the remaining amount they paid is on the card to use to make copies or print. Printing and copying cost 13 cents a page. The card machines do not make change. The closest places to get change would be the Florida Bookstore or other businesses across University Avenue, or the University Cashier's office in Criser Hall during open hours.

The "Group Presentation Area," where the bean bag chairs are, will have a 61" plasma screen put up that will be checked out for patrons to practice presentations. No definite date for when that will be ready yet.

The two ADA/Media rooms (335 & 336) Will have video production and audio editing software in addition to ADA software/hardware. These should be ready in 2 weeks.

On the 2nd floor, the big presentation room #229 will have equipment for video conferencing installed, but will not be ready until October.
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Sadly, we're losing three of our Information Specialists. Let's send a hearty "We'll miss you" to: Adrian, Richard and Aimee. Thank you for being on the team. We hope you'll be able to return sometime in the future!
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On that note, is there anyone willing and able to pick up one extra hour on the Information Point? There are 4 total hours available:
Wednesdays 10-11am, 11-12pm, 2-3pm, & 3-4pm. This would be effective each week starting October 4th. Please email me if you are willing to cover one of these hours in addition to your shift.
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Questions? Additions? Corrections?

ENC1101 & ENC1102 classes are coming!

It's that time of year -- ENC classes! There is a schedule for ENC1101 and ENC1102 on the web:
http://www.uflib.ufl.edu/instruct3/UWP/enc1102.htm
http://www.uflib.ufl.edu/instruct3/UWP/enc1101calendar.htm

Since it will require hands-on computer work, expect that Circ will be busy at the start of those classes with card activations. This will be a good time for those of us comfortable with card activations to help out. We'll also want to be familiar with the schedule and be ready to direct folks to the correct training rooms. Remember that 211 (hands-on computer room) is on the West side and 212 (lecture room) is on the East side.

The trouble with swiping

Some folks have had difficulty using their Gator1 cards in the elevators to access the 6th floor. Assuming they have already gone through the sign-up process and their cards are already activated, you can give them the following instructions which may help.

Holding thier Gator1 card in their right hand, they put their thumb over their picture and swip downward. This puts the thin magnetic strip on the back firmly up against the sensor. They need to swipe first and then press the button for the 6th floor. If it works the button will stay lit, if not it will not light up. If they continue to have difficulty they should check with circulation staff.

As a side note, I just received the email from Tom Caswell about a problem patron. If you see this patron, please notify the circulation staff member on duty at the circ desk.

So much to update in so little time...

Lots of little things. Important things, but little things. And lots of 'em.

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Please note that Circulation will be handling group study room #223 differently temporarily.

We need additional units for students to watch VHS taps that are on Reserve; while admin is deciding what equipment to order, we have one set-up that cannot be secured on the tables of the booths. This will be placed in room #223 on Wednesday morning. (This is the small group study room closest to the Circ Desk, near the booths.)

Circulation will only check that room out to folks who need access to the equipment for a Reserve video, and it will be checked out for 2-hours. I'll let you know when they can place that back into general circulation with the other group study rooms.

Nevermind! Facilities is going to figure out a way to attach the unit to one of the boothes. YAY!

-----------------------------
We now have lots of bookmarks with the library hours available to give out. There is a hanging folder in the rolling file-box. Let me know when these or any other handout is running low and I'll get more.

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There has been a call for scrap paper. Circulation staff have a bunch of old ALF due date slips (bright hot-pink) in a box on the table behind the circ desk that can be used for scrap paper. I'll see about labeling up some pencils and pens and getting them out there for us to use.

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Hands-on Circ training starts tomorrow with the first session. If you haven't already signed up you can still email me!

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I know everyone got the email from Lori about the statistics. Pretty impressive! Keep tracking those questions! I'm working on getting the nice graphical representation up online soon.

Signs, DVDs and Videos, Storage requests, E-Reserves, and more!

It's been a busy day for meetings and emails and I have a LOT of updates for you!
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Signs:
The "temporarily closed" sign will no longer be used. Instead there is a "please use the next window" sign you can use if you have to leave the Information Point during your shift, or if your replacement is not there (although you're going to call me if that happens too, right?) Please also make sure that the Information signs are up when you are manning the desk. Hopefully those will do the job until they get those external monitors working.
--------------------------

DVDs & Videos:
Several things I've learned lately...

The DVDs are in acension order on the southernmost shelf. These can be viewed even if the compact shelving is all closed. They start from the West and move in order to the East.
The Videos are on the first inside shelf (so you have to face south inside the compact shelving to see them) and are in acension order from East to West.
--------------------------

Many patrons have brought up a "list" that used to be kept in Library East that had a listing of "all" the videos. In actuality it wasn't current, and we no longer have that list. (I have no idea where it went, but I've been told we don't have it anymore.) So instead of using the list, patrons must search the catalog to find their videos. Denise shared a method of doing this in her workshop last week. Here it is:

"In the catalog, you can click on Advanced Search and set the limits to Format=Video (any) and Location=Lib West. You then get a very long, un-sortable list.

But we do have a shortcut for videos. On the home page, click on the word FIND and then click on DVDs & Videotapes. The form is preset for Format=Video, and the index boxes are set to be friendlier for videos. But patrons still have to type **something** to get results. (genre words like comedy or drama or western will work.)"

Thanks Denise for that tidbit!
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The ADA elevator is reported to be working again!
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If you verify reports that compact shelving is not working or that lights in the shelving areas is not working, please notify me or Ben Walker immediately via email.
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Graduate Floor access is still being granted to one patron at a time as Jim Stevens enters them in the security system. At one point we thought they'd all been automatically done, but they weren't. Graduate students will still need to make sure to sign up on the clipboard at the circ desk to get Gator1 access and can be checked out a temporary card for immediate access for the day.
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Storage Retrieval Requests: From the time a patron enters their request using either the Request button or the alternate form their book will be on the hold shelf within 2 business days. That's 48 hours, but we do not retrieve on weekends, so if they put it in on Friday it will be ready on Tuesday. Contrary to popular belief, they will NOT be getting emails letting them know their book is on the hold shelf. They may have gotten them before, but that is not normal operating procedure. Now, if there is a problem and their book WON'T be ready in 48 hours, then they WILL get an email notice.
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E-Reserves:
There are now 2 ways for instructors to place items on reserve (both e-Reserve and Hard Copy Reserve). They may either come here and fully fill out one of the forms we have at the circulation desk. OR they can now submit their order online using the Online Request Form which is linked on the ERes homepage. To show them this form, click on Course Reserves under the Find menu on the library homepage. The link to the form is in the Announcements section to the right. The link is: http://www.uflib.ufl.edu/ereserves.
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I think that's it for today. Any questions? Fire away!

Upon request

Someone brought up that a lot of folks missed the original information I'd sent out about referring circulation processes to circ staff. I realized I had sent it within an invitation to the Information Specialists Team Meeting and so as soon as you accepted/declined the invitation it probably disappeared from your inbox and is buried in your calendar somewhere. Not helpful! So here it is again in its entirety. Keep in mind this is quite likely to change AFTER our training sessions with Matthew. Now that we have the laptops loaded with Aleph Test I'll schedule those trainings. They'll be hands-on this time, which will really be great! Watch your emails early next week for the training dates!

The original info:

Information Specialists,

We met in August at the General Orientations for fall, and we met back in July before the opening also. I would like to continue having monthly meetings with everyone so that we can all share information, experiences and suggestions. Looking at the Outlook Calendar, nearly everyone seems to be available Thursday, September 14th from 3-4pm. Lets all meet in the Access Services conference room in West 253 and reflect on how the fall semester is starting, what kinds of issues are coming up on the Info Point, and talk about what we can do to improve the service. By the time of this meeting everyone should have already been through the majority of the training sessions, and you may have suggestions for other trainings you would like to attend.

Circulation staff have requested that we send any checkouts, returns, ILL pickups and returns, and Course Reserves pickups and returns to them. I haven't been trained yet on how staff have set up the ILL/Reserves/hold shelves yet, and we're needed at the desk anyway, so feel comfortable referring all circulation issues to circulation staff. If you do notice a long line at the circulation desk, ask first if anyone just has a question. Then you can ask if anyone just needs to have their card activated (if you have been trained on this already). But for the time being, at least until we have all had a chance to attend Matthew's hands-on circulation training coming up in September, refer all circulation processing to circ staff. If you have any questions about this, please give me a call (273-2523).

See you all in September (if not sooner!)
Angela

Links, links and more links!

We now have links on the Useful Links page to the Circulation Manual, the new Group Study Room Policy, the updated Laptop Policy and the Borrowing Priviledges Chart. You may have to refresh the Useful Links page to show the new links.

Thanks t0 Carol M. for bringing this helpful link to our attention! Getting students asking about the orientations or tours? Use this link to help you out!

The faculty carrels have been assigned. Faculty who were assigned a carrel are supposed to come to the desk M-F from 8-5pm to get their keys assigned. Please refer any of these faculty members to Jim Stevens, Missy Shoop, Matthew Daley, or Brett Diaz for their key assignments.

The graduate carrels are not yet assigned and will not be assigned until they are in working condition. We have no estimated date of when the repairs will even begin.

Anything else we need to share on this fine Friday?

Library Hours- We have bookmarks!

Thank you to Matthew Daley for designing really nice Library West Hours bookmarks! We have a stack by the Information Point, and soon I'll make a hanging file with extras.

I've gotten word that the staff training laptops will have Aleph Test loaded and ready to go next week, so I'll be scheduling several Circulation Trainings soon! Until then please keep referring all checkouts and returns to the circulation staff for processing.

All stacks are open!

The move is complete! The final walkthrough is this afternoon.

We've heard that the Starbucks construction that required us closing the HQ-HV section of the stacks is over and that those stacks should be open from now on.

Starbucks is supposed to open on October 23rd.

If you get questions about jobs with the Starbucks, refer them to Aramark. They will be doing the hiring. Here's a link: http://www.bsd.ufl.edu/dining/emp/

Graduate Study Carrels

There is a clarification now on how Graduate Study Carrels will be assigned.

Faculty will find out if they are getting a study carrel via email the second week of classes.

BUT

Graduate students will find out they are getting a study carrel AFTER the carrel doors are working. They still have to have their online request submitted by this Friday, 8/25/06, but we won't be actually notifying any graduate students they have a carrel until they can actually use them. It's possible that they might work on fixing the carrels a section at a time and so the ones that are fixed may be assigned out as they come available.

ID Checker Permissions

A few folks have noticed they were unable to use ID Checker. They could open the program and search for a card, but when it came down to actually overriding a block they would get an error.

I just put in a trouble ticket this morning. Syshelp found the problem and they say everyone should now be able to use ID Checker.

If you find you get an error when using ID Checker, please let me know as soon as possible.

Thanks!

A word about trainings

I've begun scheduling the fall training sessions. If you've already attended these sessions during the summer they are not mandatory. However, if you've found yourself stymied on a question at the desk that is related to a training this is your chance to ask the expert! You are all welcome to repeat any and all of the trainings you attended over the summer!

For anyone who is new on the desk and anyone who missed out on the trainings the first time around, I hope you will be able to attend these trainings. If a training is scheduled during your desk shift, please let me know and I will cover that shift for you or help arrange a trade. If you have any questions about the training objectives just let me know.

Thank you!

New bookmarks reflecting the food policy

We just had a stack of bookmarks dropped off at the Info Point. These are cute little bookmarks with a nice message asking patrons to keep food down in the first floor seating area. Carol Turner would like one of these bookmarks to go out to every patron when they check out materials, and you can give them out freely to anyone else too.

Our unwritten food policy is that ALL food must be consumed in the first floor seating area (not the stacks area). Any drinks coming up the escalator should be in something with a screw on or otherwise VERY affixed lid. Something like a water or soda bottle from a vending machine is ok. A plastic McDonald's cup with a lid and straw isn't. Basically if it tipped over would it spill a drop or a lot? As many of you know we don't have an actual written policy, or signage, yet. But we still need to try to keep food and risky beverage containers downstairs and away from our computers and materials. Vive les livres! (Feel free to correct my french!)

Please pay attention to the gate alarms

This just in from Access Services. They asked that we be appraised of the procedures in case all the circ staff are swamped when an alarm goes off.

When the alarm goes off and someone is entering, have them come to the desk. Ask about the typical items that set off the alarm:

• new textbooks
• laptop computers (make sure it is not one of *our* laptop computers)
• rented videos
• other Libraries' books
• ipods have been known to occasionally set off the alarm also
  

When the alarm goes off when a patron is leaving, have the patron step back to the desk to verify there is nothing new leaving the library. If it is one of the items above, you can offer to desensitize the item. (This uses magnets, so please do NOT desensitize computer items, phones, ipods or videos!) If it is an ILL item, make sure the item does not have a band that states "In Library Use Only" before desensitizing the item.

If there is additional confusion, please report it to the circulation staff member on duty for guidance.

Thank you!

Students looking for Jobs

I now have a small handout for students who are looking for jobs. The handout is in the file box at the Information Point in it's own folder. They are 1/3 of a page and include instructions on finding both on-campus jobs in general and library jobs via the HR webpage. There is a link to the handout on the "Handouts" page of the Information Point Website.

You can also now go straight to the HR Student employment page via the "Useful Links" page of the Information Point Website.