University of Baltimore Law Library

Circulation Desk Assistant Training

Bijal ShahCirculation/Interlibrary Loan Librarian

May 30, 2006

Circulation Desk Assistant Training: Overview

Welcome and IntroductionsBasic PoliciesJob DutiesScheduling Staffing of the Circulation and

Reference DesksAdministrative InformationTour of Library

Desk Asst. Training: Basic Policies

Be punctual, responsible and attentive Complete all duties No laptop use permitted Silence cell phones Limit conversations with friends while on dutyLimit Internet surfing on circulation desk PCSnack foods and beverages with closed

containers are permitted, but store meals in staff lounge refrigerator

Students not employed by Law Library are not allowed behind circulation desk

Don’t spend an inordinate amount of time behind the desk when not on duty

Desk Asst. Training: Job DutiesRetrieving reserve items

Materials cannot leave library (unless otherwise specified)Faculty can check out

Anyone can request (unless otherwise specified)

Items have green or yellow card inside depending on type of reserve

Attach picture ID to card and keep on file until patron returns item

No time limit

Desk Asst. Training: Job DutiesTypes of Reserves

FacultyBelong to faculty – we have books, copies and

videosHave green “Faculty Reserve” cardsBooks have no identifying marks (usually); filed

by professor, then courseCopies consist of exams & course readings;

kept in file cabinets behind work tableCopies filed by course, then professor

Desk Asst. Training: Job Duties

Types of Reserves (cont’d)General

Belong to libraryFiled according to Library of Congress call

number system Have yellow card in pocket on inside back

coverHave identifying marks: call number at bottom

of spine; property stamp at top and bottom; location sticker at top of spine

Desk Asst. Training: Job Duties

Other items on reserve:

Journals – recent issues kept on reserve until entire volume received; then they get bound Technical Services staff takes care of receiving, processing

and binding Circulation desk assistants shelve issues once they are

delivered by Technical Services staff Issues shelved alphabetically by title, then chronologically by

volume/issue of each titleFloppy disks, CD-ROMs, videos and DVDs (shelved by

call number)Cassette player, headphones (kept in supply cabinet)

Desk Asst. Training: Job DutiesLooseleaf filingLibrary owns many looseleaf titlesReleases (sets of pages) published with varying

frequencies, depending on titleEach release has its own filing instruction sheetSome titles have call numbers, some don’tAssignments usually on work table when you

come in for your shiftComplete all filing assignments during your shift!

(All filing must be done at the desk) Covered in more detail during individual training

Desk Asst. Training: Job DutiesChecking out/returning itemsUB is a member of USMAI – statewide consortium

consisting of 16 campuses USMAI Libraries share books with each other –

patrons can place holds via online catalogHold shelf behind circulation desk houses books

our patrons have requested from other USMAI libraries

Who is allowed to borrow our books?Current faculty/student/staff from any USMAI

institutionUB and UMBC alumniAll borrowers must have a 14-digit library bar code

Desk Asst. Training: Job DutiesChecking out/returning items (cont’d)Use automated library system, AlephDifferent loan periods for different patron types

Faculty and Students have fixed due dateFaculty/Staff – May 20Students – semester (currently it’s Sept. 30)

Alumni – 3 weeks (renewal limit of 3)Watch Aleph screen for due dates when

checking out books!Date stamps already set at desk, but may need

to handwrite due dates; different USMAI schools have different loan periods

Individual training will cover this in more detail

Desk Asst. Training: Job Duties

ShelvingBooks throughout library filed according to

Library of Congress (LC) Classification SystemNeed to become familiar with this to locate and

shelve booksCall numbers have hierarchical structure:

general subject designation, then specific subject, then author representation

Desk Asst. Training: Job DutiesShelving (Cont’d)Example of an LC call number:

KF 8840.F72 2005Breakdown:

KF – Law of the United States 8840 – Civil procedure

.F72 – Coded representation of author’s last name (Friedenthal)

2005 – pub. year (not on all books)Interactive program on circulation desk PC

provides good introduction

Desk Asst. Training: Job Duties

Answering phoneConsole phone at front deskCirculation number: 410-837-4554Answer calls on x4554 at all timesReference number: 410-837-4559Answer calls on x4559 when there is no

reference librarian on duty (during summer: Tues., Thurs., Fri., Sat. nights; Sun. all day)

Do not answer any lines other than those aboveCan use circulation line for local outgoing calls,

but keep them to a minimum

Desk Asst. Training: Job Duties

OtherPhotocopying for faculty or interlibrary loanShelving books on reserve and return cartsHelping reference librarians with special projectsOpening and closing shift have additional

responsibilities

Desk Asst. Training: Job Duties

OtherOpening shift (including weekends, unless otherwise

specified):Logging on to circulation PC (info. is at desk)Picking up newspapers from train station (not on

weekends)Delivering newspapers to other law school

departments (not on weekends)Recording security gate count and checking its

functionalityChecking paper supply in all photocopiers and

paper cabinet and restocking paper if neededDelivering law school mail and picking up library

mail from Dean’s Suite (not on weekends)

Desk Asst. Training: Job DutiesOtherClosing shift:

Shelving books on return cartStraightening carrels, tables and chairs on

third and fourth floorsReshelving any books sitting on tables and

carrels on both floorsTurning off carrel lightsMaking closing announcements 30 mins. prior

to closing, 15 mins., and at midnightLogging off circulation PC

Desk Asst. Training: Job DutiesWhen you come to work you should:

Check for photocopying requests – need to complete first using staff copier

Complete all filing assignmentsReshelve any reserve itemsCheck bookdrop a couple of times during your shift

for any returned books and return books on AlephMake sure circulation desk area is presentable

Once everything is completed, you may study or read (but don’t keep your head buried in a book!)

Desk Asst. Training: Scheduling Substitution slips – use these to pick up extra

hours or post your hours if you need off Don’t procrastinate in posting slips! Posting a slip is not enough! Follow-up: check that hours have been

covered; may need to call or email other students

If no substitute can be found, let me know a day or so in advance

3 unexcused absences=termination (i.e. not showing up for work and not informing anyone that you can’t make it in)

Desk Asst. Training: Staffing of the Circ. and Ref. Desks

One student on duty until 5 or 6 pm on weekdays; two students on duty all day on weekends

Circulation supervisor (Gina Harris) works part-time-- Mon. & Tues. evenings and Thurs.

Reference librarian on duty the following hours:

Mon., Wed.: 8am-10pm Tues., Thurs., Fri.: 8am-6pm Sat.: 9am-5pm

More reference hours during fall and spring semesters

Desk Asst. Training: Staffing of the Circ. and Ref. Desks

If you’re running more than 5-10 mins. late, call circulation desk (410-837-4554)

Do NOT leave desk unattended!! If you’re working alone and need to leave the

desk, let me know; if I’m unavailable, let reference librarian know

If no one is available and you need to leave the desk, return as quickly as possible

Desk Asst. Training: Staffing of the Circ. and Ref. Desks

Opening and closing shifts have 1 hour premium attached

If you work alone after 6pm on weekdays with no supervisor (Gina or me), you get time and a half

If you work alone anytime on weekends with no supervisor, you get time and a half

Allowed a 15-minute paid break for 4-6 hour shifts

If shift > 6 hrs, you can take a 30-minute unpaid break or the 15 minute paid break

Desk Asst. Training: Administrative Information

Timesheets accessible via MyUB account Enter hours as soon as you work them – don’t

wait until the last minute! Be accurate when reflecting time worked;

notify me of any modifications Pay period runs from Wednesday to two

Tuesdays later Once timesheets go in, you’re paid for those

hours the following week (bi-weekly pay schedule)

Pick up paychecks at business office after 3pm on Tuesday of pay week

Can set up direct deposit at H/R office

Desk Asst. Training

Feel free to ask questions anytime! Contact me via phone at 410-837-4578 or via

email at bshah@ubalt.edu