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Information and Reference Desk: Opening & Closing

For students and staff of the information/reference desk

Opening Procedures

Opening the Library

  • When you are scheduled to open, please arrive 15 minutes early.
  • If you forgot your exterior key/FOB, call your opening coworker and call the checkout phone line.
  • Log into the front desk computer then begin your opening sweep.
  • Opening Sweep Procedures:
    • Turn on lights using the 1st floor panel (you will have to do the same on each floor as you sweep the building), and manually flip the switch in the copy center room. Do a quick building-check of each floor.
    • Walk the perimeter then the center aisle of each floor looking for building concerns. Examples of building concerns include water damage, smoke and weird noises.
    • Close the bathroom doors on each floor (Janitors tend to leave them propped open after cleaning)
    • Make sure 301A is locked unless an event is happening in 301 that morning.
  • Unlock the exterior doors at the correct time. Make sure 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.
  2. Click the link for Reports.
  3. In the blank called Report Name type Room Sign and hit the search button.
  4. On the next screen click the link for 'Room Signs for Hamersly Hybrid' (in Event Lists).

  1. When the pop-up window loads, 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.


 

  1. Click the printer icon . Astra will create a PDF of the room signs. 
  2. Open the PDF and then print and post. Remember to Print 2 copies of the page for 107.

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Contingency Plan

Contingency Plans
If you are scheduled to open and the other student employee doesn't show up by 7:55, Lori Pagel and some staff in Technical Services are usually here in the mornings. Call one of them and they will come out to help you sweep the second and third floors.

Evening/Weekend Contingency Plan
Evenings and Weekends are staffed by an all-student team, so here’s some guidance for certain situations.
You can call or text Janeanne or Chris (contact information in the binder). 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 them for ½ hour, contact others who are trained for the appropriate service area to see if they're 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 questions & issues

  1. If a research question come up, assist the patron the best you can, but make sure you refer them to their 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, and if they're okay with you sending an email to both parties..
    • Request the patron’s email address so you can start a new email to them and the appropriate librarian, along with the research question. Give the patron the business card of the appropriate librarian as well.
  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, shelf-reading, 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

Closing Procedures

Closing the library

  1. The closing announcements happen automatically at 30, 15, and 5 minutes before closing time. If the automatic scripts don’t play, procedures and announcement scripts for the PA  system using the phone are in the information and checkout desk notebooks.
  2. Two people work together to sweep the 2nd and 3rd floors of the building.
    • Start on the 3rd floor and work your way down. Each person will sweep one side of the building. Try to stay equal with your partner at this times.
    • Check the restrooms first by announcing yourself and walking into them. Organize each study room and open space as you do your sweep (push in chairs, organize computer, reset tables).
    • Meet your partner at the far end of the library and walk down the center aisle together, keeping an eye open for patrons.
    • Use the light panel to turn off all the lights for that floor. If the janitorial team is present, skip this step.
    • When coming down to the 1st floor, double-check that the main west and east doors are securely latched by pulling on the crash bars.
  3. The third person is in charge of sweeping the 1st floor:
    • The Student Lounge will remain open so make sure the printer is stocked!
    • Turn off the copy center lights and locking the doors using the hex key in the key safe. Lock the interior west doors and the exterior east doors.
    • Sweep the 1st floor, making sure that the 107 doors are locked
    • Organize each study room and open space and you do your sweep (push in chairs, organize computer, reset tables).
    • Check the restrooms first by announcing yourself and walking into them.
    • Once completed, and the 2nd/3rd floor sweeps are completed, turn off the lights at the panel.
  4. Make sure all computers at the Checkout desk and in Reserve room have been logged off

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 Building Sweeps

One person can do the opening building sweep. 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. Confirm the President's Conference Room (301A) is locked unless there is an event in 301A.
  2. 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.
  3. Look into the north stairway
  4. Walk up the center aisle, continuing to look all around you.
    At closing, also:
  5. Check both restrooms. (knock, then open and call out, “The library is closing”, then walk in and look).
  6. Turn off the main floor lights (switches at southwest end near stairs), and any AV equipment with the exhibits.

On the 2nd floor:

  1. 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 and push chairs under tables.
  2. Prop open the door of each study room.
  3. Check the computer alcove.
  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, call, and look)
  7. Turn off the main floor lights and any AV equipment with exhibits.

On the 1st floor

  1. Check the Student Lounge. Make sure the door from the lounge into Classroom 107 is locked from the lounge side.
  2. 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.)
  3. Check 108, making sure the projector is off.
  4. 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. 
  5. Check the center aisle from both the current periodicals and from the short reference shelves.
    At closing, also:
  6. Lock the east exterior entrance doors and the west interior entrance doors.
  7. Turn off the lights in classroom 108.
  8. Prop open the door for each study room.
  9. Look into the north stairway, including behind the staircase. 
  10. Check both restrooms (knock, call, and look).
  11. Turn off the Copy Center lights.
  12. Turn off the main floor lights (switches at southwest end near stairs).
  13. Confirm (again!) the appropriate entrance doors are locked and are fully closed.
  14. When you are ready to punch out & exit the building.

 

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