VOLUNTEER HANDBOOK
INDEX
Opening and Closing Duties
Computer Passwords
Overview of EasyPac
Patron Check In/Out
Phone Number List
New Patron Cards
Updating Patron Cards
Blocked Patron
Overdue Books/Items
Fines
How to Place an Item on Hold
Inter Library Loans (ILL)
Not on File Material
Searching other Branches for Items
Shelving Books
Location of supplies
Fire Alarm & Keys to Control Panel
Kill Switches for Alarms
Emergencies
Complaints
What to do with inappropriate (banned)
Materials
OVERVIEW
OF EASYPAC
CHECKING
ITEMS IN AND OUT
EasyPac is the Red & Blue icon in the
left corner of the computer screen (VTLS-EsayPac)
Click to open.
EASYPAC
- Choose ECIRC
Select Line 11
Location Code 2600
Enter
/pass (lower case)
Enter
BOSS (password must be in upper case)
EASYPAC
OPERATING KEYS
N is for
Name
N/last name press enter to call up all patron information
I is for
In
/I press enter to check in items
O is for
Out
/O press enter to check out items
R is for
Renew /R press enter to renew items
P is for
Patron
/P press enter and scan library card for patron information
Checking In Returned Items
· I is for in Type /I then enter
· Scan
the library code for each check-in
Checking Items Out With Library
Card
· O is
for out - Type /O then enter
· Scan
the patron’s library card
· Scan
the barcode of each item
· Stamp
due date in book (s)
Checking Items Out Without Library
Card
Type N/ (last name) then enter
· Select
the number of the patron you want press enter
· Next
screen is the patron activity screen
· Type
O then enter
· Scan
items and stamp due date
Renewals
· R is
for renew - Type /R then enter
· Scan
each item for renewal
· Stamp new due date
Renewing Material By Phone
· N is
for name - N/Last name then enter
· Choose
the number of the patron you want press enter
· The
next screen is the patron activity screen
· Type
RN+ the number of the item they wish to renew press enter
· Repeat for each item. To renew all items type RN
ALL
· Tell
the patron the new due date
How to Place Items on Hold
Often times a
patron will request an item be placed on hold. Please take down the
title, author, and the person’s name and phone number requesting the
item. Items placed on hold are under the desk to the left of the
computer, tagged with the person’s name.
Searching for Items
· T is for title -T/item name ex. T/Violets
are Blue
· A is for Author -A/Last name, First name or
initial ex. A/Patterson, James
· S is for subject -S/ subject ex. S/Dogs
On the screen
is a list of book fitting the description. Choose the number and press
enter this will bring up the location of the item. If we don’t have
an item that a patron is looking for you can search our branch offices. To
search our other branches type /LIB and choose which library (by number) you
want to search press enter, the screen will scroll down when it stops choose
type 11 and enter, your screen will now say you are position in (library you
choose). To return to McClintic Library type home and enter.
New Patron Card
All patrons
must have a library card to borrow items from the library. Cards are
provided at no cost. Before creating a new patron card, check the system
first to make sure they don’t already have a card. Ask if they have a
card at one of the other branches. If they have a card with a bar code
you can create a record (at McClintic) with the following steps.
· Type
/P then enter
· Enter
Patron Type
LETTERS MUST BE IN ALL CAPS
CH for Child
AD for Adult
YA for Young adult (age 12-17)
TH for Teacher
· Press
enter
· Skip
2nd ID# by pressing enter
· Skip
Title Code by pressing enter
· Last
Name - Type last name and enter
· First
Name - Type first name and enter
· Middle
Name- Type middle name or initial and press enter (press enter to skip)
· Local
Code - Type Mart (Marlinton) and press enter
Or HI for Hillsboro
DU for Durbin
GB for Green Bank
· Address
- Type first line of address and press enter
· Skip
2nd line of address by pressing enter
· Type
City and enter
· Type
State and enter (if it’s WV just press the enter key)
· Type
Zip and enter (if it’s 24954 just press the enter key)
· Type
the phone number and enter
Do not put area code in parenthesis - do not
use 1 or you won’t have enough room ex. 304-799-6000
The next
screen is the patron record screen. Check the information. If you
need to make corrections, type the number of the field you want to
change. Press enter until you get back to the patron record screen.
After
completing the patron file, type a label (on the typewriter) with the patron’s
name address and phone number. Stick it on the front of the card and
cover it with a piece of tape to protect the label.
Note: There are other fields shown on the
patron record screen.
Updating Patrons Card
Once a year
the computer system automatically asks you to update patron records.
You’ll get a prompt when you begin to check someone out: “PATRON RECORD HAS
EXPIRED” After you check out their materials, tell them you need to update
their record. Type P then enter. Their patron record will come up;
all you need to do is check name, address and phone number. If you need
to make any changes select that field and press enter. When finished type
date then enter.
Overdue
Books
If a patron
has an overdue item, do not check out more material. Type PA and enter.
This will give you the patron activity screen. From here you will be able
to tell which books or other items are still out. If the items are only a few
days over due offer to renew (see renewing items). If the patron thinks
they returned the items look up the location, and look on the shelf. Make
sure the ID # is the same.
Paying for lost items - If the patron has lost the item and wishes to pay
for it. Look up the item (t/title and enter) the price will be listed on this
screen. Leave the money and the name of the item they are paying for on
the desk. The librians will remove the item from the database.
Paying fines (see fines)
Paying Fines
Watch the
screen, when you’re checking out a patron and you get a prompt that says.
“Patron owes fines. Fines should be paid. Do you want to continue to check out?
Y/N; Tell the patron that they have a fine. You’ll have to choose Y/N to answer
the prompt. Type F then enter to reach the fine screen. If you want
more information on an item select the item # and enter. Fines are
assessed at .03 per day. To pay fines: Click adjust from here you will be able
to choose, part pay, full pay, waive, or modify. To pay part click part
pay, enter amount they wish to pay and press enter. The screen will show
you the amount paid and the amount they still owe. Full Pay, when you choose
full pay the screen will say Patron Fines Fully Paid; you do not have to enter
an amount. Waive – is to waive someone fine. Click waive – a box will
come up for you to choose which item you waive. NOTE: The computer occasionally
add a $5.00 fine to random patron. These fines are waived.
Blocked Patron
If a patron
is blocked, do not check out any more material to them. Take down their
name and phone number someone from the library will call them the following
day.
Searching Other Branches For Items
Type /Lib
then enter. This screen will give you a list of libraries, which can be
accessed. Type NS (for next screen) to continue library list.
Choose the number of the library you wish to search. The screen will ask
for a terminal number - it is always 13 then enter. The
screen will tell you which library you are in. From here, do a title
search (t/item name -enter) an author search (a/last name -enter) or a subject
search (s/subject-enter). If another branch has the item you’re
looking for, and it’s available. Make a note of, 1) Who it’s for. 2)
The Title. 3) Which Library. Library staff will call to
request the item.
Inter
Library Loans (ILL)
Inter Library
Loans are items borrowed from another library within the state. There is
a fee for these items, to cover shipping cost. If a patron wants
something ILL, take down the name of the item, author, their name and phone
number and leave on the desk for the librarian. Sometimes the patron may
not know a title or author, in this case write down any important
information.
Not on File Material
Occasionally
you will come across an item that isn’t on file. If this happens when you
are checking out items, go ahead and let the patron have the item. Write down
the Title, Author, and ID number listed and leave it on the desk for the
librarian. If it happens when you are checking in items, simply place the
item in the box under the left-hand side of the desk, marked “Not On File”
Shelving Books
Most spine labels
have at least three lines. The first line tells you what section the book
belongs.
E -
Easy
Reader
J -
Juvenile
F -
Fiction
This label tells you that it is a juvenile
YA- Young
Adult
non-fiction, by Pipe and belongs to
CT- Cassette
Tape
Marlinton.
VI -
Video
BIO - Biography
ABIO - Autobiography
JBIO - J Biography
JABIO - J Autobiography
YABIO - Young Adult Biography
YABIO - Young Adult Autobiography
B&T- Baker and Taylor
Blue Quilt Label - WV and Appalachian
Heritage Collection.
000.000-
Books with numbers are non-fiction. J and YA non-fiction will have the letter
before the number. The first four letters of the author’s last name (see above)
is under the call code. The bottom line tells you what library the book
belongs to: MART is Marlinton, DU is Durbin, HI is Hillsboro and GB is Green
Bank. Books to other Branches should be places in the office so they can
be returned to the correct location.
Works of fiction are shelved alphabetically
by author.
Works of non-fiction are shelved numerically
first and then alphabetically by author.
Paperbacks weather adult, juvenile or young
adult is filed in paperback sections of each group.
Easy Readers (children’s books) are filed in the easy reader section. Most
easy readers will only have the first letter of the author’s last name.
These books are shelved alphabetically by that letter, A, B, C and etc.
Baker & Taylor
Baker & Taylor are shelved on the Baker & Taylor shelf. They are filed alphabetically by the TITLE. NOTE: This is different from other books.
These items
are shelved by Video, Cassette, Fiction or Non-Fiction. All books
(hardback and paperbacks) are shelved together.
OPENING
DUTIES
· Unlock
main doors - Relock and dog down
· Turn
on lights
· Boot
up computers
· Gather
books from outside depository
· Check
in books
· Shelve
Books - straighten shelves
CLOSING
DUTIES
· UN-dog
and lock back doors at 6pm
· Check
all outside doors and windows (Make sure doors are closed and latched)
· Put
Money Box under the desk in the Staff Office – Do Not Lock The Door.
· Check
bathroom and turn off lights
· Check kitchen - turn off lights and coffee pot
· Turn
off copier
· Shut
down computers
· Turn
off any lighted seasonal displays
· Turn
off lights - leaving on switch which is taped
· UN-dog
and lock front doors (after you go out double check to make sure outside doors
are locked) Leave inside doors unlocked.
· Please Do Not lock office doors. (Allen’s and
Staff’s)
COMPUTER
PASSWORDS
· User Name
All
· Password
Char
PHONE
NUMBERS
From time to time emergencies may arise and
you will need to call someone; listed below is a list of library employees
phone numbers.
Allen Johnson – Director – 304-799-4137
Nancy Smithson - 304-799-6387
Note: Never give out employees home
phone number. If some one asks you
for it, take their name and phone and pass it on to the individual. If
you feel that it is an emergency - phone the individual and say Nancy I have
John Doe here at the desk and he wishes to speak with you.
The history and genealogy room is open to anyone wanting to do research. We have a lot of information on microfilm. Keys to the history room and bookcases are under the desk (in the apple). No food or drinks are allowed in this room.
Conference & Education Room
The company or person who booked the facility is responsible for bagging up trash, replacing chairs and tables in their original positions. Meeting schedules are listed in the black book on the front desk. If someone calls wanting to reserve one of the rooms –take down 1) persons name 2) phone number where they can be reached the following day 3) date. Someone from the library will call back the following day to confirm reservation.
Location of Supplies
Bathroom Tissue, paper towels, and cleaning supplies are located in
the closet at the end of the hall near the bathroom. This closet is not
locked.
Copy paper is located under the copy machine. This is the same paper used
for the printer and fax machine.
Tape and most general office supplies
will be located under the circulation desk.
Labels for patron cards are located
in the upper right hand desk drawer of the typewriter desk.
Emergencies
Hurt Patron - For minor cuts the first aid kit is located in the staff bathroom in
the medicine cabinet. For serious injuries call 911. If a child is
hurt immediately call their parents.
Fire Alarm & Keys to Control Panel – The key to the control panel is in the moneybox.
This key will turn off the fire alarm. If the fire alarm goes
off call 911.
Complaints
One of the most difficult tasks of working
with the public is learning how to handle complaints.
Rule of thumb
don’t take it personal. Remain calm. Find out what the problem is, and
then follow these step. Get the persons name, address, and phone
number. Write down or have them write down what the complaint is.
Say I’m sorry this has happened, the director or the head Liberian will call
tomorrow. If they become abusive ask them to leave, if they refuse, ask
them again, please leave or I will call 911. If there are
other patrons present, simply say I’m sorry you had to witness this; please
don’t let it prevent you from using the library.
What to do with inappropriate (banned)
Materials
There is no easy
answer to what is inappropriate. Pornography is banned from the
library. Use common sense; a grown woman looking at Victoria
Secrets is ok, while on the other hand a 13-year boy looking at Victoria
Secrets is not. Most of the time if a patron is looking at something they
shouldn’t be - if you walk behind them - or in some manner make them realize
that you know what they are doing they will get off. If they do not get
off the web site, quietly ask them to get off the computer and leave. Take
down their name, computer number, time, and web site address, and leave the
information on Allen’s Desk. All Chatting of any kind are banned from the
Library
Anytime you have to deal with an emergency,
an irate patron, or upset parent - The number one thing to remember - REMAIN
CALM.
During
opening hours the moneybox is kept under the desk in front of the computer hard
drive. (With the lid closed) upon closing sit the box in the office under the
desk. Please leave the office door unlocked. We try to leave enough
change in the box – however if we don’t just take down the persons name and
amount they owe and leave it in the box.
§ Copies
.15 per page copier or computer
.10 per
page for students for schoolwork
§ Color Copies
1.00 per page – color printer is in the history room.
§ Fax
1.00 per page to send
.50
per page to receive
§ Video
1.00 per video (on 2 day loan)
Place papers in
fax machine face down. You do not have to pick up the receiver to call.
Dial number press start. If this does not work, pick up the receiver and
call the number wait for the beep and press start. NOTE: If
pages have been stapled they have a tendency to stick together. Separate
pages before sending.