Opening the Circulation Area
Preparing the Computers
Currently, we have four computers for use at the Circulation desk. The computers have a program running called 'Deep Freeze' that reboots the computers every night in order to return them to the default settings. They should reboot back to Windows desktop, but occasionally you will need to log on to Windows (e.g. a power outage).
If the computers switched off overnight, the current login can be found on the inside of the laptop cupboard doors.
Start up the following programs on all four computers at the desk:
The new receipt printers will need to be rebooted each morning, as a result of the computers being shut off and restarted overnight. Just flick the power switch to the 'Off' position, wait a couple of seconds for all lights to go out, and then flick the switch back to the 'On' position
Currently, we have four computers for use at the Circulation desk. The computers have a program running called 'Deep Freeze' that reboots the computers every night in order to return them to the default settings. They should reboot back to Windows desktop, but occasionally you will need to log on to Windows (e.g. a power outage).
If the computers switched off overnight, the current login can be found on the inside of the laptop cupboard doors.
Start up the following programs on all four computers at the desk:
- ALEPH Circulation: current username and password found inside the laptop cupboard.
- The 'P' Counter for adding print credits; there is no login for this but you will need to 'Run' the program when prompted.
- Banner: current username and password found inside the laptop cupboard.
- Novanet Online Catalogue for searching call numbers.
- Access blog: go to www.blogger.com; current username and password found inside the laptop cupboard.
- LibAnswers: current username and password found inside the laptop cupboard.
The new receipt printers will need to be rebooted each morning, as a result of the computers being shut off and restarted overnight. Just flick the power switch to the 'Off' position, wait a couple of seconds for all lights to go out, and then flick the switch back to the 'On' position
Preparing the Cash
- Retrieve the first cash drawer from the safe.
- Verify the $350 float by totaling the contents of the cash drawer including the rolled coin. Initial the float slip with the date and time.
- Verify the $350 in the second cash drawer, initial the float slip and return it to the safe.
- Remember to relock the safe!
- Report any cash discrepancies to the staff member responsible for preparing the daily deposit.
- Place the first cash drawer in the register and turn on the machine using the small silver key on the green band.
Backdating Bookdrop Contents
The outside Bookdrop is emptied each morning and evening. Any items that have been returned after closing and before opening the next day must be backdated to the previous open day. For example, if we are closed both Saturday and Sunday, the bookdrop items will need to be backdated to the previous Friday.
Follow these steps:
Remember to clear the Override Date when finished, so Circulation is working with the correct date for the rest of the day.
The outside Bookdrop is emptied each morning and evening. Any items that have been returned after closing and before opening the next day must be backdated to the previous open day. For example, if we are closed both Saturday and Sunday, the bookdrop items will need to be backdated to the previous Friday.
Follow these steps:
- Click the 'Override Date' button.
- Change the date and time, and click 'OK'.
- Place cursor in the 'Item' field before you start checking in any books.
- Confirm the Return Date has overridden to the previous day.
Remember to clear the Override Date when finished, so Circulation is working with the correct date for the rest of the day.
Reference Newspapers
We also receive two daily newspapers that should be retrieved from the outside book drop. There should be one copy of the Chronicle Herald, and one copy of the Globe and Mail.
Stamp the top of each newspaper with two stamps, 'In Library Use Only' and 'Saint Mary's University'. These stamps are located in the drawer at Circ Station #2.
All three papers go in the clear pamphlet box located on the short reference shelves. The previous days' news should be shelved in the newspaper section of the reading area.
We also receive two daily newspapers that should be retrieved from the outside book drop. There should be one copy of the Chronicle Herald, and one copy of the Globe and Mail.
- If a newspaper is missing, or there are no newspapers at all, notify Reference Staff when they come in. We also need to notify Acquisitions staff so replacements can be requested.
Stamp the top of each newspaper with two stamps, 'In Library Use Only' and 'Saint Mary's University'. These stamps are located in the drawer at Circ Station #2.
- Chronicle Herald: discard the flyers and staple the edges to keep it all together.
- Globe and Mail: separate the 'Report on Business' from the rest of the paper; the 'Report on Business' and the 'Globe and Mail' each gets stamped and stapled in the same way as the 'Chronicle Herald'.
All three papers go in the clear pamphlet box located on the short reference shelves. The previous days' news should be shelved in the newspaper section of the reading area.
Periodical Return Statistics
Every morning we count Recall and Search requests, as well as any manual periodical loans from the previous day. These are recorded on the green 'Periodical Return Statistics' slip found on the bookcase. This is usually done by the Holds/Recalls staff member, but on the occasions that person is not at work, it will need to be completed by opening staff.
Every morning we count Recall and Search requests, as well as any manual periodical loans from the previous day. These are recorded on the green 'Periodical Return Statistics' slip found on the bookcase. This is usually done by the Holds/Recalls staff member, but on the occasions that person is not at work, it will need to be completed by opening staff.
- Date the slip with yesterday's date and initial.
- Record the number of manual periodicals and Gov Docs that were signed out.
- These will need to be separated by SMU patrons and patrons from other institutions.
- Record any renewals or returns.
- Record the number of Recall and Search requests in the appropriate space.
- Once recorded, file the periodical cards alphabetically by title in the main periodical file.
- Remove and record any returned periodical transaction cards.
- Attach the returned cards, along with any Recall and Search slips, to the stats form and leave in the Returns slot.
- This slip will be collected by the appropriate staff member.
Laptops
Unlock the laptop cupboard (the key is on the same green ring as the cash register key), and make sure all laptops and corresponding cords are on the shelves. In the database, all laptops and cords should have 'In Library' status. To verify that they are not signed out to any patrons and accumulating fines in error, search the title 'Laptop Computers' in Novanet.
You will get a list of all laptops and cords. Scroll through the list to make sure all items show 'In Library'. If not, the item(s) need to be checked in, and any fines attached to a patron's record should be waived. If this happens, bring the issue to a supervisor's attention.
Unlock the laptop cupboard (the key is on the same green ring as the cash register key), and make sure all laptops and corresponding cords are on the shelves. In the database, all laptops and cords should have 'In Library' status. To verify that they are not signed out to any patrons and accumulating fines in error, search the title 'Laptop Computers' in Novanet.
You will get a list of all laptops and cords. Scroll through the list to make sure all items show 'In Library'. If not, the item(s) need to be checked in, and any fines attached to a patron's record should be waived. If this happens, bring the issue to a supervisor's attention.