Library Student Assistant Handbook
Everything
you need to know while working
at the
circulation desk
© Franklin Pierce law Center Library 2008
Updated 09/20/2008
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Library Student Assistant Handbook
Everything you need to know while working at the circulation desk
© Franklin Pierce law Center Library 2008 Updated 09/20/2008 |
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Click on topic to go directly or scroll through document
Advice (giving help in research, etc.)
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Dear Library Assistants, The Franklin Pierce Law Library staff would like to welcome you as a returning or new member of our team. We realize that most of you are overwhelmed during these first few days, but hope that you will take the time to acquaint yourself with the material in this book.
Working as a Library Assistant requires a high level of personal responsibility, integrity, and trustworthiness. You are expected to maintain a high standard of behavior at all times. Remember, the way you carry out your duties reflects on both you and Pierce Law.
This site is designed to answer most of your questions about your job and to provide you with a quick reference.
We hope you enjoy your time at the library, and look forward to getting to know you during the course of the year.
Kathy Fletcher Reference & Public Services Librarian |
Regular hours / Spring and summer terms
Monday- Thursday: 7:45 AM-12 Midnight. Friday: 7:45 AM-10 PM. Saturday: 10 AM-10 P.M. Sunday: 10 AM-12 Midnight
Summer Hours *
Monday-Friday: 8 AM - 9PM Saturday: 10 a.m.-5:30 PM Sunday Closed
* Hours are extended during the six week summer Intellectual Property Summer Institute (IPSI), and during the fall and spring exam periods.
The library is closed on the following holidays: New Year's Day, Memorial Day, Independence Day, Thanksgiving, and Christmas. Library will be open with reduced hours on Labor Day and Martin Luther King Jr. Day.
The library has abbreviated hours a few days before Christmas Day through New Year's Day, the day before and after Thanksgiving, spring break, and the week before graduation in May. The library is closed some weekends during these periods.
The library maintains a web page at http://library.piercelaw.edu/ that gives current information on hours.
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In alphabetical order Lisa Bonenfant Government Documents Assistant lbonenfant@piercelaw.edu - Ext. 1133 Jon R. Cavicchi Intellectual Property Librarian/ Assistant Professor of Research IP Collection Development IP Reference IP Mall IP Research Instruction jcavicchi@piercelaw.edu - Ext. 1139
Melanie Cornell Systems Librarian III Management III Training III Projects Authority Control mcornell@piercelaw.edu - Ext. 1135 Kathy Fletcher Reference and Public Services LibrarianReference Circulation Reserve Collection Overdue Materials/Fines Schedule Student Assistants Attorney Membership Kfletcher@piercelaw.edu - Ext. 1131 Judith A. Gire Law Library Director/Professor of Law Library Procedure & Policy Library Collection & Budget Library Personnel Legal Research Instructor jgire@piercelaw.edu - Ext.1129 Kathie Goodwin Acquisitions Library Accounts, Acquisitions khindley@piercelaw.edu - Ext. 1206
Matthew Jenks Cataloging Librarian Original and Copy Cataloging Bibliographic Record Maintenance Outsourcing Projects mjenksl@piercelaw.edu - Ext. 1211 Cynthia R. Landau Assistant Law Library Director/Professor of Law Reference Questions Library Collection & Book Selection Legal Research Instructor clandau@piercelaw.edu - Ext. 1132
Bonnie Morrison Collection Management Assistant Filing bmorrison@piercelaw.edu - Ext. 1201 Sally Oliver Collection Management Assistant Filing soliver@piercelaw.edu - Ext. 1159 Barry Shanks Reference & Interlibrary Loan Librarian Reference Services Online Research Director Interlibrary Loan / Document Delivery Legal Research Instructor bshanks@piercelaw.edu - Ext. 1193 Sharon Warga Serials Supervisor Serials receiving and management swarga@piercelaw.edu - Ext. 1138 Roberta Woods Reference and Electronic Services Librarian Evening & Weekend Services Library Web Pages Membership Program rwoods@piercelaw.edu - Ext. 1199
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The desk assistant monitors access to the library, checks material out to patrons, answers the phone, performs all the duties listed below, and any other jobs presented by any member of the library staff, including the staff assistant. The desk assistants work at all times the library is open and the last student on duty cannot leave the library until the door is locked by the security person and all patrons have left.
The desk assistant is responsible for the following tasks: -
Open an - Answer the telephone, take messages. - Properly check-out circulating materials. - Provide patrons access to reserve materials. - Monitor access status of all who enter. - Direct patrons to the library's resources. - Re-shelve books on the circulation cart. - Collect overdue fines.
- Complete all projects or jobs presented by any staff . - Stay at the desk at all times except when helping someone in the immediate area. - Any other duties that may be added during the semester. Employees may select which hours they wish to work by signing up on the posted schedules, or through an arrangement with the supervisor. All scheduling is done on a first come first served basis, and no employee is guaranteed any minimum number of hours of employment. Employees may not sign up for more hours than are approved. A copy of the schedule will be placed in student mailboxes. This schedule ends before exams begin. An exam schedule will be posted near the end of the semester for students to select hours.
Students who cannot work their scheduled times for any reason must find another library work study student to work in their place. A list of all library work study students and phone numbers will be made available to all workers. These numbers are not to be given out to anyone not on the list.
All schedule changes must be done in writing and should be posted on the office door. WARNING: You will be held responsible for your hours if you don't post the change. Students failing to work their assigned time without finding a replacement or making other satisfactory arrangements may have their employment terminated.
The telephones in the library are for library use only. If you need to make a personal call please use one of the pay phones in the building. Do not allow patrons to use library phones except in cases of emergency. If you work at the circulation desk, see "Use of the Multi button Desk Phone" in this handbook. The desk phone is limited to local calls only.
Every employee is to act in a manner that reflects well on the law library. You are expected to treat patrons with respect and conduct yourself in the following manner: - Always respond in a courteous and helpful manner. - Discourage students from congregating around the circulation desk. - Maintain a quiet atmosphere. - Maintain a quiet tone of voice. - Carry out regular and assigned tasks before doing personal work. - If you eat or drink, do so in a discrete manner. Keep food out of sight and be careful of spills. Use only acceptable beverage containers please. - Enforce library rules. Be firm, fair, and consistent. - Do not consume alcoholic beverages while on the job. - Keep work areas clean and free from clutter. - Respect your fellow workers by being on time for all scheduled work times and do not leave until your replacement arrives. · Stay at your post while you are on duty except to help someone in the immediate area. Intentionally misusing library materials is very serious, and may be a violation of the Honor Code. (See Rule XIII - 1 (F) (1) (b) of the Academic Rules and Regulations.) Library workers are in privileged positions of trust. A student previously employed in the library violated this trust with the unauthorized removal of library materials. Information was brought to the Honor Code Officer who conducted an investigation. After a hearing, one of the requirements was that the student write a letter to the library. Part of this letter is printed below.
"Professionally, this incident will probably close many doors for me that might otherwise have been open. I will most likely have to stand before the character and fitness committee of any state in which I want to practice. Part of my 'sentence' for this offense is that a copy of the opinion will be attached to my transcript, as well as a notation that 'disciplinary action was taken' against me. I believe that I am having difficulty securing appropriate employment solely because of this incident. It is even possible that I may not be permitted to practice law, or to work in the legal field because of this incident. "This lapse in judgement wasn't worth it for me. My career will be affected by this for a long time to come. I regret my irresponsible act, and can only hope that no other student was seriously hurt by my actions. I also hope that other students will think twice before making the same mistake.
In the interest of maintaining high standards of conduct, performance may be reviewed at the end of each semester. You may be asked to sign an agreement form.
All library work study students must reschedule their employment each semester. Only those students who showed responsibility, and high standards of conduct, and trustworthiness will be rehired.
Every employee must fill out a time sheet at the end of each week and have their supervisor sign it. All time sheets should be placed in the box behind the circulation desk prior to 12 noon on Fridays unless other arrangements are made with their supervisor. All time sheets must be fully completed in ink (ink is required by the business office) and signed and dated by the student. The Public Services Librarian, Kathy Fletcher, must keep copies of all time sheets for annual library statistics. If you turn in your own time sheet in to the business office you must give her a photocopy.
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Everything is to be checked out even if for short time use - needed for library statistics Only faculty, staff, students and current members may check-out library materials. When a patron brings materials to the circulation counter they must have a Pierce Law ID or library membership card.
Scan the barcode on their ID or follow the following procedure: Choose activity on screen: Check out, Check in, Fines, etc. Use mouse.
If you need to log in:
Key or scan patron barcode (If they have no barcode, type an "n" and their last name. (the computer program will then know to look for a n ame.)
Check to be sure you have brought up the name of the correct person. If more than one person has the same name, they will be listed and you must chose the one that is correct. <RETURN> when done Key or scan item barcode. <RETURN> when done
Run the book across the desensitize (The metal brown and tan box on the desk) before handing it to the patron. Do not get tapes, disks, credit cards, or watches too close. It has a strong magnet that will destroy electronic encoded information. Never scan tapes, disks, or CDs!
Note: If an item to be checked out does not have a barcode, or the barcode doesn't work, leave the item to be barcoded by Kathy, Public Services Librarian. Leave the item on the table under the circulation desk with a note as to the problem and the name of he person who needs the book. Please be sure the item does indeed circulate . Many items that do not have barcodes are non circulating materials. The usual rule is, bound, single volume treatises may circulate. Some of the government documents may circulate but may be in soft cover. Journals, loose-leaf services, some materials in binders, serials, multi-volume sets, reference materials, statutes, reports, digests, and materials of that sort do not circulate generally. FPLC faculty and staff may, however, checkout most anything for a short period of time. The overdue fine is $ .50 a day per item. Always write the due date/time on the slip inside the cover.
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Checking out Reserve Materials Everything is to be checked out even if for short time use - Needed this for library statistics
Scan or type "n" and the borrower's name, scan the barcode of the item. Write Date & time due on the "date due" slip.
Treatises: The treatises on reserve are located on the shelves behind the circulation desk. Reserve materials may be checked out for use in a class. Do not de-sensitize reserve material. The material will set off the alarm as it leaves the library. Consider this a test of the system. The overdue fine is $ .50 an hour for all reserve items
File Materials : Documents placed on reserve by professors are located in the file cabinets under the circulation desk. They are filed alphabetically by professor's name. Each file indicates the class the material is for and the title of the document. File returned material ASAP to discourage misuse. Check them out using the barcodes. The overdue fine is $ .50 an hour.
Audio-Study Tapes/CDs : These are located on the shelves behind the circulation desk. They can be checked out for 3 days (72 hours). These cannot be renewed as they are limited and this gives others a chance to use them. Check them out using the barcodes.
Video Cassettes : These are also located on the shelves behind the desk. Remind the patrons they may be viewed only in the library, and suggest one of the study rooms. They all have VCRs. Check them out using the barcodes. The overdue fine is $ .50 an hour. Blank tapes may be checked out for recording.
Study Room Keys : The key tabs have barcodes attached. These check out like any other reserve materials. The time limit is four hours per day, non-renewable. The overdue fine is $ .50 an hour.
NEVER PLACE A CD or TAPE NEAR THE DE-SENSITIZER. THE STRENGTH OF THE MAGNET WILL ERASE THE TAPE.
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When material is returned scan the immediately and be sure it is checked back in. If the material was de-sensitized slide the spine along the sensitize. You will hear a "click." General collection books should be placed on the circulation shelving-truck, and reserve material should immediately be returned to the correct location. If an item is not checked back in when returned it may incur an overdue fine - especially reserve items that are counted in minutes.
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Please be in the library at or before opening time. If you are assigned to open the library on a weekend morning be sure to get a key from Kathy, the Public Services Librarian. When you enter the library turn on the lights on all three floors. There are four switch boxes and a few wall switches. Only switches marked with yellow tape are to be turned on. Instructions are located in each switch box. Unlock door to library on first floor to cafe area. Key is on a white plastic card in the key basket. It has three keys, use the one marked with red. Once the library is open and running smoothly, on weekdays take the old newspapers off the sticks and place the Union Leader, Concord Monitor and New York Times in Barbara Wilson's staff mail folder. The others may be put in the plastic bin behind the e-mail station in the lobby, just outside the library entrance. Get today's newspapers from Jan's desk. The library gets a New York Times, 1 Boston Globe, 1 Concord Monitor, 1 Union Leader, and 1 Wall Street Journal. Place the newspapers on the empty sticks. If a page falls out you may have to tape it in place. Tape it to the other sheets of newspaper and not to the stick. (There are no newspapers on weekends.)
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Whoever is on security will close the library, including turning out lights, making sure all people are out, and locking the library door. While this person is doing this please pick up books left on the tables in the lobby. Place them on a cart to be re-shelved the next day. Shelve all reserve materials and clean up the desk and lobby area. Push in chairs. You leave with the security person. If there is not a security person at closing, and you have called numbers on the security calendar near the desk computer, then lock the library door with the key in the bottom of the middle file drawer, and go through the library and escort out all remaining persons. Turn off the lights on the first, second, and third floors. Remember to turn off only those switches marked with yellow tape. Turn off all remaining lights before leaving. Make sure no one remains in the library after you leave. While you are closing one employee should remain on the second floor when possible. |
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A librarian should handle all research/reference questions. Your help would be in the area of helping a user locate a particular section or item in the library, as long as it does not take you from the immediate area of the desk. Please use the directional floor plans. Never give legal advise, or anything that could be construed as such, or read anything to them over the phone that might be either misheard or misunderstood. You can assist people in finding resources but not do research for them. -Refer IP questions to Jon at 1139. -Weekdays from 8:00-4:00 refer research questions to Barry at 1193, or Kathy at 1131. -If none of those are available, refer to Judy at 1129, Cindy at 1132, Kathy at 1131, or Melanie at 1135, whoever is most accessible. When a staff member is not available, after 5:00 p.m. weekdays, Saturdays, and Sundays after 4:00 p.m., refer them to Smartnotes and the library map in the wood rack near the newspapers. They may call or come back during staff hours or use e-reference at this site: http://www.library.piercelaw.edu/LWP-New/Services/ereference.cfm Please avoid giving legal advise, or information that might be heard or understood incorrectly.
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Food is not allowed anywhere in the library--even in the cafe area adjacent to the Jury Box. Patrons may bring in beverages. Please ask patrons to enjoy their food in the lounge. It is your job to enforce this policy. Be firm, fair, and consistent.
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The library does not keep money for change. A change machine is located with the vending machines on the first floor of the law school, outside the library, near the Washington Street entrance. |
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Maintaining a secure environment in the library at all times is very important. Nobody, other than the desk assistant, should be behind the circulation desk. When people enter the library you do not recognize as student staff or faculty please ask them to show an ID or membership card. You can ask, "May I help you?" They will usually tell you if a student, staff, or faculty. Others should show a card, ID, and/or sign in. A second security concern is protecting the library materials from theft. Each book is equipped with a magnetic device that will set off the alarm if someone attempts to remove it from the library. Whenever the alarm sounds, detain the individual leaving the library and require them to open all bags. Do not release the individual until a cause for the alarm is found. Anybody attempting to remove books from the library should be reported to the a staff member. If the theft occurs after hours please take down the individuals name and a brief description of events. Write your name on the paper and place it under the Public Services Librarian's door. If the situation warrants it call the police immediately (911) and then call one of the librarians. See section, Emergency Procedures.
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Attorneys who are library members will access Westlaw and Lexis with their credit cards. </ |
d close the library if first or last on duty. 