The IM schedule is now online at www.google.com
Yalescilib is the login name with the usual reference password.
Please use the online calendar to indicate substitutions or gaps in coverage. Contact others and attempt to find swap coverage. If you can not find a replacement, replace your name with a question mark "?" and notify Lori.
NOTE: change using "this instance only" -- do not make a weekly change.
KSL REFERENCE DESK COVERAGE
By 4pm Thursday afternoon of the previous week, reference librarians will place a question mark on their time on the online weekly Librarian Schedule (see below for details) for one-time conflicts with regularly scheduled desk hours. Thursday PM, librarians will attempt to provide coverage for those hours identified as conflicts.
At 10am on Friday the Coordinator of KSL Reference Service will review the next week's Reference portion of the weekly Librarian Schedule and will attempt to provide coverage for unassigned hours, and then ask for assistance from the Technical Services librarian when necessary. If there are gaps after this process has been completed, the Coordinator of KSL Reference Service will notify the Director via email. The final weekly calendar will then be posted in paper on the board near the Tech Services office.
REFERENCE DESK COVERAGE CALENDAR
The calendar is now online at www.google.com
Yalescilib is the login name with the usual reference password.
Please use the online calendar to indicate substitutions or gaps in coverage. Replace your name with a question mark "?"
NOTE: change using "this instance only" -- do not make a weekly change.
In general, other than normal Paging times, librarians will be at the Desk unless special circumstances dictate (e.g. sudden deadlines, special client requests, in-depth reference, phone calls, etc.). Special circumstances should be addressed to the Coordinator of KSL Reference Service.
Signs will be used to identify situations when no librarian is present.
Statistics Tracker: for recording our required selected Reference statistics on designated days. (An email is sent on the day before these days are active.)
REFERENCE iPhone POLICIES & PROCEDURES
Reference text messaging service using the iPhone is offered 12pm-5pm Monday-Friday. The Reference Librarian on duty at the Reference Desk during those hours is responsible for iPhone (text message) coverage during that time period.
When not in use the iPhone is kept in the Director’s office. Please plug it into the charger when it is not in use.
Anyone who is leaving the building with the iPhone must check it out at the circulation desk (Yale ID is required). Upon returning to the building please ask Circulation Desk staff to discharge (check in) the iPhone, otherwise you may incur overdue fines.
Do not change email, IM, text message, ring tones or other settings on the iPhone.
DO NOT make purchases on iTunes using the iPhone or the iTunes account on the Director’s workstation.
KSL IN/OUT CALENDAR
This calendar is used to help staff know when librarians are in the building. This calndar is located under the posted Reference Calendar, near the door to the Techional Services office. Our regularly scheduled away times are already filled out, and we should mark it when we have other away times (meetings, vacation days, classes, etc). Please attempt to keep this accurate by Friday for the next week.
(Vacation) MASTER CALENDAR
The (Vacation) Master Calendar is located on the bulletin board above the staff photocopy machine. This is purely for our long-term planning purposes. The Librarian IN/OUT Calendar will serve as the staff notification method. (This is in response to a desire by the staff to separate the Ref calendar and the complex comings-and-goings of our folks.)
REF DESK EMAIL: THROW AWAY OR MOVE ACTIVE EMAIL FILES
Move active files out of the In box to either:
the trash,
the "in progress" folder, or
your own email account.
The science libraries are intended to support the information gathering practices of Yale students, staff, and faculty. We also offer reciprocal assistance to scholars from other universities. In the circumstance where visiting scholars wish to use our electronic materials, they may need to provide evidence that their home institution current has an active relationship with the desired resource(s).
We will provide basic assistance for others if (a) this will not take much of our time, and (b) it does not conflict with the restrictions of our existing licenses. When a person is asking for resources and they do not appear to have a primary Yale association, you can determine their true relationship in one of several ways:
In instances where a non-Yale person asks for services and we determine they are outside the approved Yale community, we inform them that the appropriate local public university library is Southern Connecticut State University. We can also refer them to our visitor page for other tools for this one instance in which they are already here.
Any questions of service levels based upon Yale affiliation are referred to the Library Privileges Office (see Circulation Manual for more information). A non-Yale individual can purchase borrowing privileges, but this still does not provide them with access to our online tools and collections.
CAGE MATERIALS
Cage material is available from 8:30am - 5:00pm on weekdays.
The person of choice for retrieving cage materials is the reference librarian on duty at the time of the request. If a reference librarian is not available, Marybeth would retrieve the item. If Marybeth is not available, the requestor will need to wait until a person with the VITA key returns.
The reference librarian on duty fills in the Library Office Use section of the form (kept in the lower right drawer), seeing needed identification and determining needs of the user (exact volume(s), lighting, electrical outlet, etc.) and indicates to the user which table will be used. Marybeth will complete this form if she is retrieving the material.
Bring the volumes to the user seated at the designated table and have the user read and sign the Reader Information section of the request form, and explain the return procedures (return the book to the Reference librarian; if not there, hand to the staff member at the circ desk; make sure the user is told the time by which the item(s) must be returned).
The completed form is returned to the Reference desk (keep it somewhat under the ref desk workstation so as not to forget about the item and so the user information is out of view) until the item is returned.
Other policies/practices:
When the requested item(s) have been returned, put them on the lower level of the bookshelf just inside the Director's office. The reference librarian (or circ staff member) completes the lower section of the request form and places the form in the Evening Leadperson's in box (this alerts the person to replace the material in the Cage). After returning the material to the Cage, the form is placed in the Circ desk attendant's inbox for filing.
RESERVING THE GROUP TRAINING/MEETING ROOM
The downstairs office in KSL (where you will find David, Nisa, and Fred) is available if there is a need for group training or meetings. There is a computer and a projector available. This equipment must be set up in advance of the meeting (it is very easy and only takes 5 minutes) -- but you must talk with David about learning how to set this up in advance.
In order to not double book the room, and to determine if there are conflicts with the staff in the room, there is now a calendar on the back of the door which should be used for reserving the room. Please mark your required times at least one week before the time. Last minute requests will be at the convenience of the room inhabitants.
TRACKING TEMPORARILY RE-SITUATED MATERIAL
In order to consistently track material that is being held by staff at their desk or office it should be checked out to the staff member's library account. For new books, Acquisitions staff will check the material out upon request. For other materials, staff who are familiar with circulation may check it out themselves, or ask any of the circulation desk staff for assistance.
These accounts and accompanying barcodes can be found in the circulation module by searching in the patron files under the last name "Kline" or other library names; each patron record will have the staff member's initials. These are pseudo-patron accounts, and are considered "in process" patron types.
AWAY TIME NOTIFICATION
Requests for time away should be made to the Director with two weeks notification time to allow for coverage planning. All shorter requests are handled through personal leave; exceptional requests may be negotiated with the Director. All KSL librarians should mark previously approved (by the Director) away time on the Master Calendar and update the Reference Desk and IM weekly calendars located outside the Technical Services Office.
Librarians should notify the KSL Manager on Friday via email of days [or half days] off for the next week. This information is forwarded by the KSL Manager via email to all Science Libraries staff for coordinated public service concerns (email questions, reference questions, other time-dependent communications).
In the event of an emergency absence (no prior permission given), all staff are required to contact their immediate M&P supervisor within 30 minutes of the library opening. Contact is to be by conversation with the person ... voice mail is not acceptable. If the supervisor is not available the person should make conversational contact with one of the following people in this exact order: the next line authority M&P, unit head, Director, KSL main line (432-3439). A call must be made every day if there is uncertainty about future days. In the event of a medical emergency, staff may be asked to provide a medical reference if they claim it was not possible to contact the appropriate library personnel.
COLLECTION DEVELOPMENT
(see CD manual section)
FACULTY LIAISON
Each subject specialist should have a Departmental Library Committee for each reporting unit [or group of units]. This group will be consulted on matters of collection development, public services, and policies and procedures.
RECHARGING THE PHONES
We will rotate the phones in order to maintain charges over the evenings.
Each evening the last person on Reference will bring the phone into the office, turn off the ringer (see the instructions below), and place it beside the second base (where the other phone is already being charged). In the morning, the person opening the desk will bring the previously charged phone to the desk and place the used phone on the recharging base.
Before you take a handset from the charger in the main office out to the main base at the reference desk, please turn the ringer back on.
Handset 1 and Handset 2 are slightly different in terms of their controls. The Handsets are numbered. The Handset number appears on the screen.
To adjust the ring volume for Handset 1 press the up or down volume control buttons to the left of the Talk button on the handset.
To adjust the ring volume for Handset 2:
Press the Menu button (the center button directly above the Talk button),
Using the up or down arrow buttons to the left of the Talk button scroll to Handset Setup,
Press the OK button (the button to the right of the Menu button),
Using the up or down arrow buttons scroll to and select Ringer Volume,
Using the up or down arrow buttons adjust the Ringer Volume,
Press the OK button,
Press the Back button (the button to the left of the Menu button) twice.
These instructions will be posted on the side of the file cabinet on which the base charger is located in the main office.
Each instruction session (orientations, library groups, Plug Into the Sciences, class-integrated, etc.) should be folowed up by the submission of a statistics form.
If a staff member is unable to open or close the Chemistry Library, she/he will first call the KSL Main line 2-3439. If there is no answer, the Chemistry Library staff member will call the Kline Science Library Reference Desk.
The Reference Librarian will report the lack of coverage to Marybeth Bean who will assign a staff member to lock/unlock the Library doors. If Marybeth is not in, the Reference Librarian will assign a staff member to lock/unlock the Library doors.
There are two doors that must be unlocked, Room 183 and Room 167 (although the numbers are separated, they are next to one another). Both doors can be opened with the JJXJ key (on the master ring in the key box in David's office); however, a second step must be taken to unlock the doors:
Room 183 - use the set lock key(also on the master ring) to unlock on the
inside door
Room 167 - there is a button/switch on the side of the door, push the
button/switch to the unlock position.
send ideas to the Director
http://www.library.yale.edu/science/staff/librman.html
last revised: November 7, 2007