Library Functions & Processes
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1 Library Functions & Processes February 2008 UM-Helena Janice Bacino Director of Library Services
2 Core Library Functions Collection Services Facility Administrative
3 Library Functions Collection Acquisition Selection, soliciting suggestions, ordering, accounting for expenditures (Faculty, Business Office, Bookstore) Cataloging Processing Adding to UM and international systems for access and inventory control (Mansfield Library) Preparing for orderly storage, checkout and loss prevention of items
4 Library Functions Library Services Circulation Loaning of materials to patrons --students, faculty, staff, community -- including overdue notices, holds on accounts (Mansfield Library, IT, Business Office) Reference Instruction Interlibrary Loan Helping patrons find information (Faculty) Teaching research skills in formal classroom presentations, Book a Librarian sessions, and on demand as staffing allows (Faculty, IT) Borrowing books from other libraries and lending books to other libraries (Montana Libraries) Access to Information Course Reserves Acquiring and maintaining functionality of electronic resources, including website maintenance and proxy service (Mansfield Library, Montana Library Network, Webmaster) Establishing print and electronic reserve collections for instructors (Faculty)
5 Library Functions Special Library Services Test Proctoring Proctoring tests for UM-H students and members of the community taking distance ed, including faculty (Faculty) Microsoft Office Checking out MS Office packets and monitoring student compliance with contract (IT, Bookstore) Faculty/Student Document Drop Off Handling exchange of documents between faculty and students outside of the classroom environment (Faculty) Journal Subscriptions Renewing, receiving, and routing all institutional journal subscriptions (Faculty, Business Office, Maintenance) AV Equipment Reserving, loaning, and helping with use of AV equipment (IT)
6 Library Functions Library Facilities Study Space Staffing library morning, afternoon, and evenings (FA) Access to Copying Exhibits Computers Collecting money, instructing in use, fixing problems (Business Office, Maintenance) Scheduling, working with artists, publicizing (Marketing/PR, Artists) Troubleshooting, assisting students with problems (IT) Book Displays & Cultural Activities Bulletin Brd Creating and publicizing (Marketing/PR)
7 Library Functions Library Administration Personnel Hiring and training work study students (Financial Aid) Planning & Assessment Budgeting Defining and reporting on departmental goals, objectives and outcomes Formulating and tracking library budget Library Software Installing all Library software updates and troubleshooting (Mansfield Library) Institutional Committees & Communication Web Committee, Enrollment Management, Budget. etc. Policies/Procedures Drafting and maintaining accurate record of procedures
8 Policies Posted on website Library Operations Manual Documents procedures for Librarian and Library Assistant Library Work Study Resource Manual Training and resource manual for student workers
9 Library Policies Published on Website Student Borrowers Community Borrowers Faculty Borrowers Interlibrary Loan Collection Management Policy Reserve Collections
10 Library Policies
11 Library Operations Manual Documents procedures for Librarian and Library Assistant Constantly in revision Copy at Library front desk Electronic copy in shared drive
12 Library Operations Manual TABLE OF CONTENTS TABLE OF CONTENTS & CALENDAR GENERAL OFFICE Phone Copier Greetings & Messages Accessing Meridian Mail Phone Greeting Long Distance Codes Paper Repairs Copyright Notice Recycling Money Box Lost & Found Supplies Maintenance Opening and Closing Opening the Library Closing the Library
13 Library Operations Manual PERSONNEL Work Study Staffing Pay Training Job Description Performance Evaluation Library Assistant BUDGET & PURCHASING Budget Purchasing Fiscal Year Expenditure Files FINDW Sample Budget Purchasing Forms Purchase Order Number Signatures Bookstore Purchases Procard
14 Library Operations Manual ACQUISITIONS Collection Management Policy Inventory Vendors Baker & Taylor Amazon Receipt of Ordered Items Procedure for Acquisitions and Cataloging General Workflow Ordering Receipt Processing Cataloging Search OCLC Connexion Downloaded from OCLC/To be imported to Voyager Final Processing
15 Library Operations Manual CATALOGING OCLC Voyager UM Help Desk Voyager Cataloging Overview Importing a MARC Record to Voyager Creating a Holding Record in Voyager Book with CD Creating an Item Record Two Copies in Different Locations Proofing Cataloging Records Cataloging Magazines Processing Laptops/Equipment for Circulation Processing Laptops Cataloging Laptops Cataloging Accessory Bags Holter Special Collection Items Processing Holter Special Collection Items Cataloging Holter Special Collection Items College Archive Items Processing Archive Items Cataloging Archive Items Withdrawing Items from Collection
16 Library Operations Manual CIRCULATION Voyager Borrowers Overdues Lost Discharged Items Patron Loads UM Help Desk UM-Helena Borrowers Community Borrowers Procedure Application Form Microsoft Office Agreement Microsoft Office IT Policy Library Procedures for Microsoft Software Processing of MS Office Cataloging of MS Office Circulation of MS Office Loans Renewals Discharging Overdues Common Circulation Procedures Adding or Changing a Patron Record Checking-out Periodicals Checking-in Periodicals Adding a Reserve Item Into Voyager Lost-System Applied
17 Library Operations Manual SPECIAL SERVICES AV Equipment Test Proctoring Reservations Circulation of Equipment Laptops Projectors Instructions for UM-Helena Faculty Instructions for Faculty from Other Educational Institutions Faculty/Student Document Drop-Off Exhibits Students Turning in Work to Faculty Faculty Dropping off items for Students Exhibiting Procedures INTERLIBRARY LOAN OCLC Processing ILLs Lending Media Borrowing Recordkeeping
18 Library Operations Manual SERIALS Ebsco Access Database of Subscriptions Receiving and Routing Procedures for Mail and Serials Control Serials Check-In Sheet ONLINE RESOURCES Database Licenses Serials Solutions Statistics on Database Use Off Campus Access Troubleshooting Off Campus Access Problems COMPUTERS & WEBSITES Computers Acceptable Use Policy Deep Freeze Website Outlook Replicating Links sidebar Font Linking to an Internal Page Linking to a PDF in Webfiles Linking to an Internal Page Color WEBfiles
19 Library Operations Manual STATISTICS 13.1 Daily Statistics 13.2 Monthly Statistics Procedure for Monthly Statistics Interlibrary Loan Cataloging Desk Statistics 13.3 Semester and Annual Reports APPENDICES Collection Management Plan Student Borrower Policy Faculty & Staff Borrower Policy Community Borrower Policy Reserve Policy ILL Policy Library Exhibits Policy Acceptable Use of Electronic Resources Blank Cooperative Agreements with Other Libraries
20 Library Operations Manual FORMS, HANDOUTS, & SIGNS Blank Maintenance Form Work Study Performance Evaluation Purchase Form Blank Projector Hints Community Borrower Library Card Application Test Proctoring Cover Sheet Interlibrary Loan Cover Sheet Serials Routing List Blank Blank Daily Statistics Sheet Monthly Statistics Sheet MS Office Agreement AV Schedule
21 Work Study Resource Manual Training and resource manual for student workers Copy kept at front desk Each student employee provided their own copy Electronic copy on shared drive
22 Work Study Resource Manual TABLE OF CONTENTS TABLE OF CONTENTS & CALENDAR COMMUNICATION & SAFETY Phone numbers of staff Emergency evening numbers Faculty & staff numbers Fire evacuation & earthquake PERSONNEL Time card Job description Evaluations GENERAL OFFICE Phone Workspace Noise and food Homework Building floorplans & maps Opening & closing the library Opening Closing
23 Work Study Resource Manual Copier Money box Supplies Testing Faculty/Student document drop-off Students turning in work to faculty Faculty dropping off items for students Students picking up items from faculty Cleaning schedule POLICIES Confidentiality FERPA, circulation records, reference requests Acceptable use Loss control program policy Sexual harassment COMPUTERS & WEBSITE Front desk computer login Student computers Website Deep freeze Acceptable use policy Wireless access
24 Work Study Resource Manual CATALOG Voyager Dewey decimal system Reference books, videos, cds, dvds Dewey decimal system chart ONLINE RESOURCES Remote access STATISTICS CIRCULATION Voyager Borrowers Login for voyager Community borrowers Lost items Lending magazines (periodicals) Reserves Microsoft office Interlibrary loan (ILL) Common circulation procedures Adding a patron record checking out periodicals checking in periodicals renewing items
25 Work Study Resource Manual AUDIOVISUAL (AV) EQUIPMENT Equipment Reservations Charging & discharging Troubleshooting MAGAZINES AND DAILY MAIL Newspapers Mail Magazines REGISTRATION Class Schedule How to Register Online APPENDICES Library Work Study Orientation Library Staff Phone Numbers Job Description for UM - Helena Library Assistants Loss Control Policy Statement Acceptable Use of Electronic Resources Policy Troubleshooting Off Campus Access Problems Logins for Voyager Circulation Current Class Schedule
26 Work Study Resource Manual FORMS, HANDOUTS, & SIGNS Map of Campus Locations Donaldson Building Main Floor Donaldson Building Upstairs Airport Building Main Floor Airport Building Upstairs Work Study Timesheet Work Study Performance Evaluation Faculty Request for Test Proctoring Library Desk Statistics MS Office Acceptance Form Community Borrower Library Card Application AV Schedule LCD Projector Magazine Check-in Sheet Serials Routing List How to Register Online
27 Library Functions & Processes February 2008 UM-Helena Janice Bacino Director of Library Services
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