Circ STUFF

• Please follow protocols consistently to ensure that all patrons receive the same level of service.  We can provide assistance to patrons who wish to learn how to use the catalog via the kiosks, we can assist patrons in filling out a request slip, but we should not break protocol by conducting searches at the circ desk unless there are extenuating circumstances. 

• Make sure the self check out station is shut down properly and completely......on several occasions, the red light switch has not been flipped.

•  Same goes for museum passes......you must complete the checkout by entering the assigned code. I think people sometimes hand the patron the pass and then forget to close the transaction.

Circ Notes

Lots of little details were discussed yesterday at the MVLC Circ/Ill meeting:

• Accounts are now blocked when a patron reaches $20 in billing or has 20 items overdue.  Up until they hit that 20 item or $20 threshold, staff and patrons can renew materials.

• Always include a middle name or initial when registering a new patron (it helps to clarify when more than one patron in the system shares a common name.) Also try to get as much contact info as possible ie. 2nd phone number, email address, etc.  Always include a street address.....PO Box is not sufficient.

• When registering patrons, always add the location at the very bottom under "Statistical Categories" ......it'll read Location (19xx).  There's a drop down menu and you must select "1934 Newburyport".   Location (2xxx) is for patrons residing in non MVLC member towns.

• When registering a new patron, you must ALWAYS check to see if there is an existing account.  If it is in good standing, you can then merge the accounts by replacing the barcode and updating all the information.  Don't forget to update the home library and the statistical category 'Location'.

• Barred patrons - we cannot 'unbar' another library's patron.  If a situation has been resolved, call the other library and ask them to do it.  If that library is not open, see me.

• Remember.....only  use the 'uncancel' function if an expired hold was the fault of the library ie. we did not call the patron.  Otherwise, a new request must be placed.

• All new DVD TV series will be packaged and circulated by season by all MVLC libraries. (no more 'parts' issues....at least going forward!) 

That's all for now, folks....thanks.

Phone calls and Newspapers

Please make sure to look for and call the 'phone notification' patrons when their items come in....recently I've gone to expire items only to find the patron was never called.

Also, please remember to check in all the morning newspapers on the sheet under the circ desk.  Thank you.

Patron Edit Page

• When adding or editing a patron address, please write out 'Newburyport'.....never abbreviate.
• When a patron moves from another MVLC town to Newburyport, rather than deleting the old account, simply update the patron's current account and of course replace the old barcode with the new Newburyport card.
• If you are in a patron's edit screen, update the expiration date by clicking on 'Update Expire Date'.  It will automatically set the expiration date for 3 more years. That way, we won't have so many people with dates set so far in the future.   Patrons that were with us prior to the migration to Evergreen, have expiration dates out to 2037!  But make sure to check with the patron to ensure all of their contact info is correct.

Thank you.

De-dotting and Bills

We are now de-dotting Dec. and Jan. Fiction

Bills -
 - When adding a bill to a patron account, please note what the bill is for.  For example, if you add a bill for a replacement book cover (or dvd case or whatever have you) you must note that on the bill.  Otherwise, when the patron approaches the desk and we tell them there is a bill on their account and they want to know why, we have to be able to tell them ....... if we can't, we end up forgiving the bill.

- Fill out the payment slip completely.

                     NPL -  If the payment is for an NPL item, put the payment slip in the Newburyport manilla envelope in the money drawer at the front desk or in the staff person's mailbox who is responsible for that part of the collection....ie. a fiction lost book payment slip can go into Jessica Atherton's mailbox. (There is a list on the Circ. office bulletin board.) The payment itself goes in with the daily cash.

                   Other Libraries  -  If the payment is for another library's item, the slip and payment go into the "OTHER Libary's" manilla envelope.

                   Both  -  If payment is to NPL but also to another owning library, you must complete a separate payment slip for each library and the patron must make a check out separately to each library.

- More information...... if you think there should be more information attached to a bill than is readily evident, you can find it (if it is there) by check marking/highlighting the specific bill and going into 'history' and then at the bottom, clicking on 'Full Details'. 

Patron Accounts

I know we've been talking about library cards a lot.....

However, twice today I checked out to patrons who have more than one account.  I wouldn't have known this if they had produced a card upon checkout, but just their luck,........  And both of them had outstanding bills on their prior accounts.

So......Please. ..... Make sure the patron requesting a Newburyport Library card does not have another account in another town!

Thank you!

Problem Shelf

When  in receipt of a problem item, it is expected that you follow through, investigate the circumstances, contact the patron when appropriate, and finish by describing the specifics in a detailed, dated, and signed note.  If you've accidentally checked an item back in, I need to know that.  If the case was brought to the desk empty, I need to know that, too. Etc. Etc.


Please keep in mind that it is very likely that you will not be present when I have the time to follow up on these items so I will be relying solely on the information you include in your note. 

Too often I spend time further investigating, looking up patron numbers, etc. or trying to decipher unsigned notes.  There are 12 regular staff people who work the circ desk at various times plus a number of subs.  I do not recognize every person's hand writing...... so please be as specific as possible and particularly note whether or not you have been in touch with the patron.


Thanks for your cooperation!

MLA Conference

The Massachusetts Library Association conference will be held at the DCU Center in Worcester, May 6 (half-day), May 7 and May 8 (full days). Funds are available for every staff person to attend for one day. Please let me know if you are interested in attending and on which day. The schedule is available at www.masslib.org .  I will check find out about a group discount, which has been available in the past.

Direct Deposit

The Mayor and Treasurer's Office are encouraging all employees to sign up for direct deposit of paychecks. You are allowed to deposit the money in up to five different accounts. Speak to Chris Accardi in the Treasurer's Office if you would like to do this.

De-Dotting and Books to Go

We are now de-dotting October fiction & non-fiction. We should also be de-dotting any October hot DVD's (pink stickers) that come through as well.
Any Books-to-Go that are noted as being 4/13 in the back cover should go in the Cataloging mailbox.
Thanks!!

Books in Bloom Tickets

The Friends are now selling tickets for Books in Bloom at the circ desk. 


There is an envelope in the middle desk drawer.  Tickets are $25/ea.   Please note the patron's name and the number of tickets purchased. 


The Friends will come by frequently to collect payment.


Thanks

Processing Payment for LOST ITEMS

PLEASE!!!!  FILL OUT THE SLIP IN ITS ENTIRETY!  Otherwise, I spend an afternoon looking up the missing information.  All the information on the form is important.  As is your signature.


Any money paid for NEWBURYPORT items should go in with the daily cash and just the slip should go in the manila envelope.


Thank you.  

Virtual Catalog - Lost books

When a Virt. Cat. book ages to 'Lost' on a patron's account, you must 'BAR' the patron in the patron edit screen even though the account does not show a bill.  There cannot be any further activity on the account until the item is returned.


The item will not show a bill as it is entered into our system as a 'Fast Add'.   The reference dept. will handle the billing.


We need to explain to the patron that the item must come back immediately or they will be billed and they may also lose their privlege to borrow from Virt Cat in the future.

Book Sale -book pick ups

As we get closer to the book sale, more people will be calling with various questions. 


If people are interested in having someone come to their home to pick up their items, please take their information and let them know that someone will call to make arrangements for pick up.  Please forward it to Cindy and she will forward the information to the appropriate person.


Thanks

permission

We have many patrons who have specifically approved family members to pick up items for them.....and it is noted on their account.  


While we must follow privacy laws, we have allowed for this by allowing the party picking up items to either have the patron's card, or have permission noted on the account.


Prior to denying a person picking up items for another patron, please remember to ask if permission has been granted. Look up the account if the person is not sure.  We want to provide good customer service and provide privacy at the same time.  If the patron does not meet these requirements, we can make a one time exception with an explanation of the privacy law and our policy.


Thank you.

Reading Room

Please make a more concerted effort to breeze through the reading room......


 - make a mental note of who's in the building


-  straighten up and snug books


-  straighten up the newspapers and magazines, furniture, etc.




Thanks