Your primary function is to serve the patrons in a prompt and courteous manner. You represent the library. We know what kind of service we want when we are on the other side of the counter - give the kind of service you would like to receive. If day staff are not present and there are questions you cannot answer, use the inquiry forms at the circulation desk to take patron's name, phone number, information requested or problem reported and tell that a librarian will respond to their question.
Absences - The library is not to be left unattended for any reason. Violation of this will result in immediate termination.
Alarm - You have been briefed on the alarm system. If you need to refresh your memory, refer to the staff manual at the circulation desk or speak to Jonathan or me.
Assignments - Assignments will be completed in a thorough, neat and conscientious manner and assignment sheet initialled and returned. If you are unable to complete your assignment, I expect an explanation.
Cash Register - Make change carefully. Do not accept anything larger than a $20.00 bill unless a really substantial amount of copying has been done. NO $100.00 AT ANY TIME. Do not give change for candy machine, phone, parking meters. You can give change for use of microfiche machine which has a coin box.
Cash Book - Record all transactions such as copying, book sales, fines, charges for micro- fiche done on the key in the cash book. Initial entry to verify that it was paid.
Checks - Personal checks are accepted for exact amount only. Be sure that patron's address and phone number appear on the check. Ask to see Yale ID or driver's licence. Stamp check with endorsement stamp. Traveller's checks are treated as cash and change may be given.
Circulation Desk Information - Take time to look at all information and forms behind circulation desk.
Closing - Follow instructions on "Closing Checklist" in notebook. When closing, be sure that library is left neat. If shelving truck in lobby has books on it, move it into the stacks and bring out an empty one. Be sure that book return bin is empty and all books discharged.
Confidentiality - Patron records and all information contained therein are strictly confidential. Never disclose patron phone or ID numbers, addresses or book that are charged to a patron. Do not let a patron badger you into giving out the name of a patron holding a book because it is an "emergency". Offer to recall the book or refer the patron to the Supervisor or one of the librarians.
Copy Machines - Do not assist the patrons in the use of the copy machines. Library staff will only report problem to the KSL Manager (or unit head designee) and process problem card refunds. (see details). Be sure that there is a truck near the machines for patrons to book volumes to be reshelved.
Desk - No personal visitors are permitted behind the desk. No one is permitted to use the phone behind the desk even if pay phone or Centrex phone is out of order. No eating or drinking is allowed at the desk.
Discharging - Sensitize, discard expired date due receipts and other trash (e.g. "post-its", book marks), discharge with care. Pay close attention to screen as you "wand" to discharge. Books having holds or recalls will not be discharged unless you acknowledge the screen message with an "x" and hit the return key. Book belonging to other libraries will also require acknowledgement. Read the receipt that is printed at the time of a discharge - don't assume that it belongs on the hold shelf. Books for other libraries go in the blue box in the office.
Diskettes - Circulating copies are in a box on shelf at circulation desk. The plastic boxes to hold them are next to the disk box. Do not desensitize them.
Dress - Proper attire shall be worn at all times (shoes and shirts, shorts are ok but no short shorts or athletic shorts)
ELI Express - Books may be ordered from any participating Yale library to be delivered to Kline or any other library in the group. The service is available Monday - Friday and books should be delivered within 48 hours. Books msy also be returned to Kline to be shipped to their home libraries. They are discharged from patron's record immediately before leaving Kline.
Fines - Fines paid at desk should be record on ORBIS as (pH). They should also be record in cash log. Just write FINE, not patron name.
Fire - Familiarize yourself with location of emergency exits, fire extinguishers. Fire alarm is klaxon in lobby ceiling. If it alarms steadily clear patrons from library
Headphones - Use of headphones in not permitted behind circulation desk. You may wear them while shelving as long as you are aware of what is occuring around you in the stacks.
Hold Shelf - The "Hold Shelf" contains material being held for patrons.Material on "hold" must be dated and have the name of the patron marked on top of the receipt slip. It will be held for 14 days. The shelf below the "hold" shelf contains ILL material which has been received for patrons. Books from the "hold"shelf must be charged out to the patron but ILL material has already been charged by Grace before being placed on ILL shelf.
Identification (Ids) - Everyone must have a valid Yale ID in order to check out books, use the CD Rom products, check out reserve material or use the Interlibrary Loan service. You may override invalid Ids if patron has valid sticker, also if message says "blocked due to item needed", "renewal limit reached" and "blocked due to amount owed". If a patron has a valid sticker on his or her ID and the "ID not valid" message is apperaing, ask patron if they have recently gotten a social security number of a new ID. If so try typing in their SS#, adding a 1 at the end. If the card is a replacement, try adding a 2 or 3. ID cards may be obtained by a non-Yale affiliated patron by applying at the Library Privileges Office located to the left of the circulation desk at Sterling Memorial Library.
Interlibrary Loan - Forms for requesting books or articles (not owned by Yale) from outside institutions can be found in the box on the Reference Desk. Patrons must have a valid Yale ID to use this service. When the patron has completed the form a reference librarian will review it for completeness. If there is no one on duty at the Reference Desk, forms may be handed in at the Circulation Desk. Parons should attach printouts of citations taken from CR-ROM searches. ILL books must be retrieved at and returned to Kline. Photocopies of articles will be forwarded to any library on campus or to the patron's office upon request.
Library Equipment - Computers and printers are not for personal use. The typing of student papers and the addition of games to library terminals is forbidden.
Mail - If you open library mail, please read the "Bomb" section in Handbook. If you are concerned about opening a particular piece of mail, dont. Leave piece for Supervisor, librarian or the University police.
Non-Circulating Items (items not to be removed from library) - Includes all reserve material, reference and abstracts, bound or unbound journals, CD-ROMs and anything marked "NON-CIRCULATING" on spine or inside back cover.
Opening and Closing - Instructions for opening and closing are in the staff notebook. There is also a Closing Checklist to be initialled every night by both staff members. If you inadvertantly leave with copy machine keys, please return them immediately.
Personal Conversation - Persoanl conversations (especially at the circulation desk) should be kept at a minimum. Such conversations are distracting to patrons as well as other staff members. Use your break period to socialize.
Recycling - There are brown wastebaskets for recycling white paper in the office and large recycling bins near the copy machines. There is a recycling bin for newspapers near library door and other recycling bins in hall near elevators.
Reference HELP - Patrons often do not ask for what they really need. When the patron's request involves a reference work (or an information question), a librarian with reference knowledge and skills is the person who can clarify the need and easily summarize alternatives. This practice will often insure more efficient use of information sources by users, and that users obtain correct and comprehensive assistance.
Reserves - There is no overnight reserve at Kline. All reserve material must be used in the library and patron must have valid Yale ID in order to check out Closed Reserve items. Only one book or three articles are to be given out at a time even if patron is only copying. The loan period for reserves is two hours and there is a fine after this period so you must be sure to discharge reserve items promptly when returned. We do not place holds on reserve material that is checked out.
Safety - Familiarize yourself with the emergency numbers posted on the door to the office and with the emergency exits in the library, especially on the lower level. Be aware of people entering library. If you or one of the patrons feel you are threatened or are in an uncomfortable situation, contact the campus police. If a robbery is attempted, immediatley hand over all cash in the register. Use the panic button under the desk but ONLY IN THE DIREST EMERGENCY! Use common sense! Use the escort service to walk with you and the mini bus. DON'T WALK ALONE!
Shifts - You are expected to arrive on time and stay for the entire shift. Evenings and weekends are critical. You may not take your break at the beginning or end of the shift. If you are unable to work all or part of your shift, it is your responsibility to arrange for a substitute. There is a list of telephone numbers on the door and you have been given your own copy. No one is ever to be left alone to close the library.
Statistics - Kline does not take statistics on a daily basis but during selected weeks journal usage and reference questions are counted.
Substitutes - Only graduate student staff on the Kline payroll shall staff the library on evenings and weekends. No friends or spouses! Violation will result in dismissal. Undergraduates must advise me or librarian if unable to work an assigned shift. Graduate students working evenings and weekends must arrange for a substitute and advise me or Circulation Assistant in advance so we will know whom to contact if your substitute fails to show.
Suggestions - Your suggestions are always welcome. Please feel free to offer ideas for improving our service, better work tools, etc.
Supplies - Library supplies are not for personal use. Do not give out new pencils or pens to library patrons. There is usually an assortment of extras located at the circulation desk. These can be loaned out. If there are none, just tell patron you are sorry but cannot help them out.
Telephones - Answer the telephone "KLINE SCIENCE LIBRARY". The telephones are for library staff use only. Patrons are not permitted to use the phone even if pay phone is out of order. There is a CENTREX phone in the lobby for on campus calls only and a pay phone in the hall outside the door. There are blue emergency phones outside upper library door and outside lower level door to tower.
Time Slips - Work week ends on Saturday and payroll is processed first thing Monday morning. Remember to sign in and out each work day and sign and total your slip at the end of the week. The "department" is Kline or KSL. Payday is Thursday.
Weather - In the event of severe weather conditions we will attempt to notify you of any changes in operating hours. Library closing due to weather is extremely rare.