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Hamersly Library

Information and Reference Desk: Opening & Closing

For students and staff of the information/reference desk

Opening Procedures

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Opening the Library

When you are scheduled to open, please arrive at least 10 -15 minutes early.
If you do not have an exterior key/FOB, go to the loading dock door and use the intercom to call for someone to let you in. The intercom will ring first to the Public Services workroom and then to the Information desk.

  1.   1st floor = turn on the lights, copy machines, microform printer. Do a quick building-check.
    • For the “quick building check” at opening, walk the perimeter and center aisle of each floor looking for building concerns. Examples of building concerns include water damage and smoke.
  2.   2nd floor = Turn on the lights. Make sure 205 and 210 are unlocked. Do a quick building-check.
  3.   3rd floor = Turn on the lights and do a quick building-check.  Make sure 301 is locked unless an event is happening     in 301.
  4.   Unlock the exterior doors at the correct time. Make sure the door from the student lounge into 107 is locked and the two doors from 107 into the lobby are locked unless there is an event going on in 107.

 

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Printing Room Signs

Printing Room Signs

  1.      Once all pending requests for the day have been approved, click the Reporting tab at the upper right of the screen.  Then click the link for Reports.


     
  2.     In the blank called Report Name type Room Sign and hit the search button.
     
  3.    On the next screen click the link for Room Signs for Hamersly (in Event Lists).
     
  4.     Next, fill in today’s date in the Enter Start Date and Enter End Date fields (the other options are already filled for you).  Click the Apply button and wait for Astra to update the results.



     
  5.   Click the printer icon. Astra will create a PDF of the room signs. 
     
  6.   Open the PDF and then print and post. Remember to Print 2 copies of the page for 107.
     
  7.   Remember to take down the previous day’s signs.  You can go to the calendar by day and print a list of yesterday’s rooms, or just go door to door and take them all down.

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Contingency Plan

Contingency Plan
If you are scheduled to open and the other student employee doesn't show up by 7:25, Lori Pagel and Shelia are usually here in the mornings. Call one of them and they will come out to help you sweep the second and third floors.

Saturdays Contingency Plan
We are now staffing Saturday hours with an all-student staff. Here’s some guidance for certain situations.
You can call or text Janeanne anytime on her cell 503-508-4042. Your calls/texts are welcome whether it’s an urgent situation or mundane question!

What if a fellow employee doesn’t show up?
Please try to contact the missing employee. If you haven’t been able to contact him or her for ½ hour, go through the contacts for others who are trained for the appropriate service area and who are available. Email your immediate supervisor regarding the absence and who was able to come in.

For safety & security concerns or emergencies
Call Campus Public Safety through the non-emergency line 8-8481 or EMERGENCY LINE 8-9000.

Patron issues

  1. If a research question come up, refer the patron to me or to another librarian according to subject area! This means:
    • As you are able, give the patron some ideas to start with. Try looking at the Research Guide appropriate for the subject.
    • Tell the patron that you would like to refer the question to a librarian for more thorough help.
    • Give the patron my business card or that of the appropriate librarian by subject. Also request the patron’s email address so you can email it to me (or the other librarian) along with the question.
  2. We hired you all partly because you are kind and attentive to people. However, if anyone monopolizes your attention or socializes persistently, you must be able to bring the interaction to a close politely but firmly.
    • Chat for a bit, but then explain that you have work to get done. In desperate situations, if you are at the Info Desk, you might need to escape the confines of the desk. Have Checkout stay out front while you do some dusting, shelfreading, tidying for a bit.
    • If the patron engages you in an extended help session (rather than social chat), establish the boundaries of the question. Tell him/her that you are able to help with x, but beyond that point you are not able/allowed to help. Repeat if necessary, and refer the person to me if he needs further assistance.

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Closing Procedures

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Closing Procedures

Closing the library

  1. The closing announcements happen automatically at 30, 15, and 5 minutes before closing time. Procedures and announcement scripts for the PA  system using the phone are in the information and checkout desk notebooks if the automatic scripts don’t play.
  2. The computers stay on because system updates are done at night. If computers have users logged in, you can log the user out, but leave the computer itself on.
  3. Two people work together to check the 2nd and 3rd floors of the building, beginning just after the final announcement of the library closing. Carry the interior master key/FOB. Use the procedure described for Building Sweeps, including checking the restrooms, turning off the lights in the study carrels, pushing in chairs.  The main light switches are on the southwest end near the stairs on each floor (this is sometimes unnecessary if the Janitorial staff is working in the building at closing).
  4. The third person will also begin to turn off the 1st floor copy machines, microform readers, and microform printer. The hex key is in the key safe in the reserves room. Lock the interior west doors and the exterior east doors. The Student Lounge will remain open.
  5. A person should stay in the desk area to answer the telephones and assist patrons who come to the desks. Assisting patrons is as important as the process of closing, but this person can also help with locking doors and turning off lights, etc. in the areas near the lobby.
  6. Just before clocking out and leaving, double-check that the main west and east doors are securely latched. Make sure the cash register is locked and the key is put away. Make sure the equipment cabinets have been locked and the keys have been put away.  
  7. Make sure all computers at the Checkout desk and in Reserve room have been logged off and monitors have been shut off. 
  8. If there are no library staff or custodial staff left in the building, push the Egress lights/Red button on the wall to the left of the loading dock door (under gray cover).  Make sure loading dock door latches behind you as you leave.

Leave together for your own safety.

Please call Campus Public Safety if you would like an escort~ they provide this service 7 days a week, 24 hours a day and they are happy to help!

 


Procedures for Checking the Building

One person can do a building sweep while the library is open. At closing, two people should work together on the 2nd and 3rd floors and a third person can do the first floor duties. It is best to carry an interior master and cabinet key/FOB in case you need them. Refer to the Closing Procedures for detailed information about closing.

              Begin on the 3rd floor 

  1. Check the exhibit areas and room 305. 
  2. Confirm the Archives reading room (301A) and workroom (301B) are locked unless there is an event in 301A.
  3. Walk down both sides of the floor looking into the rows of stacks, toward the ceiling, at the study tables and the upholstered furniture.  Turn off any unused lights in the study carrels; push chairs under tables.
  4. Look into the north stairway
  5. Walk up the center aisle, continuing to look all around you.
    At closing, also:
  6. Check both restrooms. (knock, then open and call out, “The library is closing,” then walk in and look).
  7. Turn off the main floor lights (switches at southwest end near stairs), and any AV equipment with the exhibits.
    On the 2nd floor:
  8. Check the exhibit areas and conference rooms 205 and 210. 
  9. After 6 p.m. & weekends: Confirm the staff areas (206-209) are locked.
  10. Walk down both sides of the floor looking into the rows of stacks, toward the ceiling, at the study tables and the upholstered furniture.  Turn off any unused lights in the study carrels; push chairs under tables.
  11. Open the door of and look into each study room.
  12. Check the computer alcove and the AV stations around the AV collection.
  13. Confirm all AV equipment (TV, VCR, DVD) is present and turned off in the study rooms and carrels.
  14. Look into the north stairway
  15. Walk up the center aisle, continuing to look all around you.
    At closing, also:
  16. Check both restrooms (knock, call, and look)
  17.  Turn off the main floor lights, and any AV equipment with exhibits.
    On the 1st floor
  18. Check the Student Lounge and its attached restroom.  Make sure the door from the lounge into Classroom 107 is locked from the lounge side. Leave lights on.
  19. Confirm that both doors from lobby to 107 are locked unless there is a class or event in session.  (If an event or class has recently ended, confirm all equipment is off.)
  20.  Check 108 making sure projector is off.
  21. Walk the perimeter of the floor looking into the rows of stacks, toward the ceiling, at the study tables and the upholstered furniture.  Turn off any unused lights in the study carrels; push chairs under tables. 
  22. Check the center aisle from both the current periodicals and from the short reference shelves.
    At closing, also:
  23. Lock the east exterior entrance doors and the west interior entrance doors.
  24. Turn off the lights in classroom 108.
  25. Open the door of and look into each study room.
    Confirm all AV equipment (TV, VCR, DVD) is present and turned off in the study rooms.
  26.  Look into the north stairway, including behind the staircase
  27. Check both restrooms (knock, call, and look)
  28. Turn off copiers, microfilm readers & printer and copy center lights.
  29. Turn off the main floor lights (switches at southwest end near stairs).
  30. Confirm (again!) the appropriate entrance doors are locked and are fully closed.
  31. When you are ready to punch out & exit the building: If there are no janitorial staff or library staff still in the building, push the Red button for the egress lights (on wall right before exit door).

Report anything unusual to the Ref. staff person or Ref. student worker on duty.

 

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