Reference Manual

Revision as of 10:30, 24 October 2013

Needs formatted, but the info is up-to-date. TS

Introduction Mission Statement for the Portsmouth Public Library • Equality of access to information through materials, technology, and programming is essential in a diverse and evolving society. The Portsmouth Public Library is dedicated to discovering and providing accessible services and resources that strengthen and enrich our community. The library is the common thread bringing neighbors together for a lifetime of learning and enjoyment. Vision Statement • The Portsmouth Public Library aspires to offer all people a welcoming, accessible, and attractive gathering place conducive to learning, research, enlightenment, creativity, and enjoyment. Mission Statement for Reference Services • It is the goal of the Portsmouth Public Library Public Services Reference Department to provide accurate information for user requests in a timely and efficient manner. Philosophy of Service • Our basic function is to provide information not opinions or personal advice. Staff members are responsible for providing information in a businesslike manner even when contrary to personal beliefs. • All users are to be given equal attention and like treatment. Staff must adhere to the American Library Associations’ Library Bill of Rights and the policies outlined in the Portsmouth Public Library Policy Manual. • On such occasions that staff depart from such policies, staff are expected to explain the reasons for making such exceptions. However, such occasions occur very rarely. Purpose of the Reference Services Manual • This manual will help ensure that users throughout the system receive the same levels of service based on uniform procedures. The two goals of this manual are: 1. To make information service procedures clear for staff 2. To provide a basis for training and evaluating staff performance Use of Manual • The primary goal of the Portsmouth Public Library is to provide high quality service in a consistent manner. This manual should help staff understand what is expected of them and what the public can expect as well. This manual should be used in conjunction with the Ohio Reference Excellence (ORE) Manual and the Portsmouth Public Library Policy Manual. • This manual was created in 2002, and each section has a month and year that it was last updated with the title of the section. Objectives of Manual 1) To assist patrons in locating library materials through the use of the library catalog and printed materials. a) Knowledge needed: i) Location of items in library ii) Location of items in reference collection iii) Understand how to use items in reference collection iv) Understand the ready reference section v) Collection organization vi) Understand ILL policy vii) How to conduct a reference interview viii) How to use PAC ix) How to use CIRC x) How to read a call number xi) Maintenance of newspapers and magazines 2) To assist patrons in answering their reference questions through researching printed sources and the internet. a) Knowledge needed: i) Understand limits of library collection ii) Understand how to use subject headings to search on the internet iii) Understand which web search engines are best for certain searches 3) To direct patrons to the appropriate department. a) Knowledge needed: i) Where things are in the building ii) Understand library policies regarding amount of information given to patrons iii) Understand collection and duties of different departments iv) How to use phone system to transfer

Library Bill of Rights • The council of the American Library Association reaffirms its belief in the following basic policies which should govern the services of all libraries • As a responsibility of library service, books and other library materials selected should be chosen for values of interest, information and enlightenment of all people of the community • In no case should library materials be excluded because of the race, nationality, social, political or religious views of the writer • Libraries should provide the fullest practicable range of material presenting all points of view concerning the problems and issues of our times, international, national, and local • Books or other reading material of sound actual authority should not be proscribed or removed from library shelves because of partisan or doctrinal disapproval • Censorship of books, urged or practiced by volunteer arbiter of morals, political opinion, or by organizations that would establish a coercive concept of Americanism, must be challenged by libraries in the maintenance of their responsibility to provide public information and enlightenment through the printed word • Libraries should enlist the cooperation of allied groups in the fields of science, education, and book publishing in resisting all abridgment of the free access to ideas and full freedom of expression that are the tradition and heritage of Americans • As an institution of education for democratic living, the library should welcome the use of its meeting rooms for socially useful and cultural activities and discussion of current public questions Confidentiality of Records Policy May 2012 • It is the policy of the Board of Trustees, in accordance with Section 149.432 of the Ohio Revised Code, that all library records containing patron information are confidential • The Portsmouth Public Library will not release any library record or disclose any patron information except in the following situation: • Parents, guardians, and custodians will have access to their minor children’s records • In accordance with a subpoena, search warrant, or other court order, or to a law enforcement officer who is investigating a matter involving public safety in exigent circumstances • Upon the request or with the written consent of the individual who is the subject of the record or information • Or for library administrative purposes • At the time of registration, borrowers may elect to make their patron records available to a spouse or other designated individual • The Portsmouth Public Library allows patrons to give permission for access at any time in the form of a proxy • This permission must be written on a Portsmouth Public Library Card Application and will be noted on the patron’s account for reference • Both parents have access by law to a child’s account whether they are the custodial parent or not • Grandparents do not have access unless they meet the definition of guardian or custodian and is able to provide proof of such, or the child’s parent has given written permission to release the child’s records to the grandparent • No other written permission will be acceptable, only the account holder may use the card • Patrons may be asked for the following information when calling about an account • Card Number • Full Name • Address • Date of Birth • Telephone number

Positions and Duties May 2012 1. Positions a. Public Services/Reference Coordinator-1 (Lead), 40 hours weekly b. Reference Associate-4 (Lead as Designated), 40 hours weekly 2. Responsibilities of Reference Associates a. Call holds b. Check in new books c. Assist patrons with Ready Reference, library databases, and internet research resources d. Clean Reference Desk monthly e. Update forms as needed f. Inventory/restock Reference desk supplies and forms as needed g. Generate monthly reports h. Perform clerical tasks such as filing, data entry, and word processing i. Perform projects as assigned j. Ensure that messages are completed k. Direct workflow of Circulation clerks and Public Services pages l. Support staff consistently by answering questions and directing staff to correct information. m. Responsible for knowing, understanding, supporting, and enforcing Library Policy and Procedures n. Responsible for ensuring that breaks/lunches are followed in a timely manner, especially on weekends o. Responsible for collection development p. Be knowledgeable about online resources such as OPLIN databases, PPL website, ALA.org, Ohio E-Books, SEO E-Books, Learning Express, etc. q. Responsible for Readers Advisory i. Keep current on new books and new authors ii. Be comfortable with new titles, authors, etc. iii. Use resources such as Genreflecting and the RA notebook to help patrons r. Search web for new databases or links that are useful to the Reference Department s. Walk through stacks looking for messy or out of order call numbers t. Check that pages are performing assigned duties u. Pull ugly, out of date materials from shelves v. Accept responsibility for patron complaints/problems/situations in the absence of designated supervisor or reference lead w. Open Reference department following daily procedures in absence of reference lead x. Responsible for collecting money bags from all departments at closing and securing bags in safe in absence of reference lead y. Responsible for remaining with lead YS person and maintenance in absence of designated reference lead until custodian clears building. 3. Responsibilities of Lead Positions a. Same as duties listed under Reference Associate b. Open Reference Department following daily procedures c. Accept responsibility for patron complaints/problems/situation in the absence of a designated supervisor d. Responsible for checking the Sick Line on designated days (Saturdays) and providing coverage for ALL departments/locations in the event of staff call offs e. Responsible for financial summary report/bank deposit on designated days (Saturdays) including the following: i. Providing money bags with accurate funds for each department ii. Taking excess funds to safe f. Responsible for opening/closing/securing the building on weekends and evenings as assigned g. Responsible for emergency/fire/police procedures on weekends in conjunction with/or in absence of custodial staff h. Responsible for collecting money bags from all departments at closing and securing bags in safe i. Responsible for verifying that all staff leave the building at closing j. Responsible for remaining with lead Youth Services person until custodian clears building k. Secure building with security code in absence of a custodian Lead Staff Weekend Duties May 2012 1. Opening a. Back Hallway i. Turn off alarm with assigned security code in absence of Maintenance ii. Turn on light breakers in the West Maintenance Room near IT office in absence of Maintenance iii. Unlock door near Administration iv. Pick up the key to elevator b. Turn elevator on c. Turn on light breakers in the East Maintenance Room in the Meeting Room in absence of Maintenance d. Once on the Main Floor turn on the first round of light breakers followed by the rest 30 minutes later in breaker box 1B by the elevator (designated within the box on a list) e. Unlock Restrooms f. Turn on all PS computers, printers, copiers, PACS g. Deposit i. Turn on computer and printer in workroom using the clerk login and password ii. Print Fines Report 1. Open Reports Manager and login using ‘pplreports’ and password ‘deposit’ 2. Select the ‘My Folders’ tab 3. Select ‘Public Services’ folder 4. Select ‘Fines Summary’ Report 5. Edit the date 6. Print the report iii. Distribute appropriate money into the bags for each department based on the breakdown listed at the workstation iv. Count remaining money, coins, and checks v. Checks should be stamped on back, initialed and dated on the front by the staff member who accepted it vi. Coins should be wrapped if necessary vii. Total money should equal total on printout 1. Credit Card transactions should be subtracted from total to reflect the correct monetary deposit 2. If deposit is short you must note “DO NOT DEPOSIT-INCORRECT” 3. If deposit is short some change you can supplement the deposit using the extra change bin viii. Complete deposit slip 1. Write current day’s date on the slip 2. List the total amount of currency, coin, and checks a. Checks are listed separately with check number and name 3. Total is documented at the bottom and side 4. Initial and date totals ix. Change goes in white envelope with ‘Coins’ and the amount written on the front x. Place all money and deposit slip in deposit bag and take to the bank xi. Fines Summary Report 1. List each charge code as follows: a. FINES=All codes not accounted for below are added together (including ‘Donation’ b. COPIES/FAX=total of Copies+Fax c. BOOKSALE=Booksale Only d. LOST=Lost Only e. AGENCY=Agency Only f. TOTAL=ALL codes combined 2. Initial and date under total 3. If fines are waived circle the amount on printout and write ‘see attached’ 4. Paperclip all receipts to printout 5. Place printout and attachments in Deputy Clerk Treasurer’s mail box xii. Check Sick Line 1. Record call off information in Sick Log a. Mailbox # and password are in binder by phone 2. Reassign staff to provide coverage 3. Call employees to notify them of the changes in schedules or assigned work location 4. Check Sick Line again before opening xiii. Take money bags to appropriate locations 1. Local History can be taken to YS if department is locked 2. Closing-15 Minutes Prior a. Lead if no Custodian present i. Inform patrons of closing time ii. Turn off dome lights 1. Panel by elevator using designated breakers iii. Check main floor and lock bathrooms iv. Lock front doors 1. Bolt top and bottom 2. Deadbolt 3. Slide 4. Close glass doors a. If no custodian is present this is the responsibility of circulation staff as the reference staff are turning off phones, double checking the doors, and turning breakers and elevator off. b. Lead i. Collect money bags and place in safe ii. Turn off phones and all electronics iii. Be sure all staff have left floor iv. Lock door to back hallway near Administration v. Wait for all staff to exit the building 1. Staff should clock out at their workstations before leaving the floor vi. Designated PS and YS are assigned to remain with custodian for final closing procedures vii. Set building alarm if no custodian is present

Opening & Closing Procedures May 2012 1. Opening (to be completed before library opens) a. Turn on all computers and printers i. Circulation computers and receipt printers 1. User-Clerk 2. Password-ppl2003 ii. PACs iii. Reference computers, printers, and receipt printers 1. User-Ref 2. Password-ppl03ref iv. Contact IT if there are problems b. Turn on copier i. Put money box back into machine ii. Check paper supply iii. Lock access panel c. Reference Log Sheet i. Set up daily sheet with correct date and hours d. Newspapers/Magazines i. Shelve immediately upon receiving them either from cataloging or book drop ii. Take local papers to Local History immediately e. Turn phone on at 10:00a i. Feature 982 ii. Password: CLERK (25375) iii. Select ‘OK’ iv. ‘Atd Available’ will be displayed v. Press ‘Change’ to switch the option from No to Yes vi. Press Next for ‘Business Open’ to display vii. Press ‘Change’ to switch the option from No to Yes viii. Hang up or press RLS to exit f. Checking Phone Messages i. Feature 981 ii. Password: CLERK (25375) iii. ‘Play’ to listen iv. If message needs follow up write the contact information and what is requested and erase the message v. If you need to save a message select ‘Save’ at the end of the message vi. If message needs to go to another staff member transfer the message vii. Erase any ‘empty’ or ‘prank’ messages 2. Closing a. Turn off all computers and printers i. Circulation ii. Reference iii. PACs 1. Use ‘Control, Alt, Delete’ to shut down b. Turn off copier i. Check paper supply ii. Open access door 1. Empty coin box and bill container 2. Take money to circulation iii. Circulation will count all coin and bills from copier and enter the total under ‘Money, Money Public Services’ 1. Select ‘Charges’ 2. Select ‘New Charge’ 3. Select ‘Copies’ from charge codes and enter total amount 4. Pay/Waive to tender the fine 5. Place in money bag to be taken down to the safe c. Organize and neaten desks d. Turn off phones i. Feature 982 ii. Password: CLERK (25375) iii. Select ‘OK’ iv. ‘Atd Available’ will be displayed v. Press ‘Change’ to switch the option from Yes to No vi. Press Next for ‘Business Open’ to display vii. Press ‘Change’ to switch the option from Yes to No viii. Hang up or press RLS to exit Daily Procedures May 2012 1. Computer Usage a. Public Access Computers (PACs) are connected to the library’s local area network b. Patron PACs are located in the following areas: i. 3 terminals on the main floor near the new books collection ii. 3 terminals in Youth Services near the Reference Desk iii. All word processing and Internet accessible computers are located in the Information Technology Lab on the Main floor. iv. Youth Services computers only have access to educational games and the library catalog c. Staff Computers i. 2 Terminals at Circulation 1. Staff Only 2. Circulation Activities only 3. Internet Access (limited use, must be job related) ii. 3 Terminals at Reference 1. Reference Staff Only 2. Circulation Activities 3. Research 4. Internet Access (must be job related) iii. 2 Terminals in Public Services 1. Public Services Staff 2. Rounds 3. Library Projects 4. Circulation Activities 5. Research 6. Internet Access (must be job related) 7. Training 8. Webinars iv. 3 PACs 1. Patron and Staff Use 2. Library Catalog Information Only 3. Internet Access to PPL’s Website Only 4. No Printing Capabilities 2. Supplies a. Office Supplies i. Closet at the base of the Main Staircase (Key is located in Key Box) 1. Must log the type, amount, date, and department each time you remove supplies for reordering purposes 2. Toner can be found in the Maintenance Closet on Main floor a. This is stored here for convenience b. Cleaning Supplies i. Maintenance Closet on Main floor near elevator 1. If running low be sure to inform Maintenance for reordering 3. Alarms a. Emergency Exit Doors i. 3 emergency exit doors will sound an alarm if opened 1. Locations a. near elevator/maintenance closet b. in non-fiction closest to the 100s c. balcony near staff restroom ii. If opened staff must check the door to see why (accident, theft, etc.) iii. The door can then be reset using a key 1. The keys can be located in the following locations: a. Lead Staff/Supervisor b. Key Box c. Roving Reference Key b. Panic Buttons i. Panic Button is located at Reference on the underside of the curved desk ii. Use in cases of extreme emergency iii. If used: 1. Tri-State Security receives the call and will call the library to ascertain if the alarm is serious. a. If you can’t answer, Tri-State will proceed with emergency protocol and contact the police iv. Accidental Use: 1. Call Tri-State at 354-2990 immediately and give the code 632 4. Reference Key Box a. Located by Page Supplies b. Keys located in this box are labeled 5. Newspapers a. The following Newspapers are located on the Main Floor: i. Chillicothe Gazette ii. Columbus Dispatch iii. Investors Business Daily iv. Ironton Tribune v. New York Times vi. USA Today vii. Wall Street Journal viii. The current month’s issues will be stored in the newspaper cabinet with the most current issue on display b. The following Newspapers are located in Local History: i. Community Common ii. Portsmouth Daily Times iii. Scioto Voice iv. All issues are archived indefinitely c. Newspapers must be made available to the public as soon as they are brought to Reference Staff. 6. Magazines a. All issues circulate for 7 days b. Current year will be stored behind the appropriate magazine display in the magazine collection c. Cataloging will bring checked in copies to Reference i. Remove all loose papers ii. Must be made available to the public as soon as they are brought to Reference Staff Additional Duties & Procedures May 2012 1. Recalling Items a. Recalling can be used to place a MS item on hold for patrons, On-The-Fly items or books that are in need of repairs or other errors b. This can only be done once the book is checked out to a patron c. There are 2 ways to recall an item i. Patron Account 1. Go the Patron’s Account (F2 or F6 Screens) 2. View items that are currently checked out 3. Right-Click on the correct item 4. Select the ‘Recall’ option 5. Insert a brief comment as to why you want to recall and initial and date the comment ii. Item Information 1. Search the title in the Search Exiting Title (F4 Screen) 2. Select the correct format 3. Right-Click on the correct item (match barcode if multiple) 4. Select the ‘Recall’ option 5. Insert a brief comment as to why you want to recall and initial and date the comment d. On-the-Fly Items must be recalled immediately e. Items can also be placed on hold using the Collection Development account so they come to staff if there are multiple holds on an item and the issue doesn’t affect the condition of the book 2. Public Relations Information a. Website i. Information that is to be added to the website is given to a designated Reference Staff member each pay week for current content 1. Information to be included (but not limited to): a. Description of the event/promotion (about 73 words in length) b. Pictures (at least 600x340 minimum pixels or a medium Google image) i. If you don’t know if the picture will work send it and IT staff will let you know if it won’t work) c. Save Pictures as jpeg files and attach to email d. Specify what information/pictures needs to be posted to the website e. Specify the time frame of the website posting b. Media i. Send all media requests to the designated Reference Staff member by the 15th of each month ii. It will then be forwarded on to the PR Coordinator c. Printed PR Requests (flyers, posters, bookmarks, etc.) i. Request any printed materials to the Chair of the Art for Education Committee in a timely manner ii. This staff member will be in contact with the designated Staff Member so that this information is posted to website or distributed accordingly 3. Shifting a. This is necessary to make room for materials on shelves and to make them easier for patrons to browse b. Tips: i. At least a hand’s width left at the end of a shelf, if possible ii. Place all of the author’s books on one shelf, if possible 1. If it is necessary to split an author, be sure to have at least 5 books by the author on each shelf iii. Clean shelves as you go iv. Let designated staff know if shifting has altered the end signs so they are changed and accurate for patrons 4. Posting a Lost Book a. Be sure to inform patron that once the item is posted, the patron cannot be refunded if they would find the book i. If it is an option, offer to renew the book if the patron would like to continue to look for the item before they pay in full b. Go to the Patron’s Account (F2 or F6 screens) c. View the items checked out d. Select the item to be posted e. Mark Lost by either right-clicking on the title or by using the option at the bottom of the screen and select ‘Mark Lost’ f. Once you select this you will have the following options: i. Would you like to charge the overdue amount? 1. will not appear if the item is not overdue 2. this will not be posted to patron as long as they are paying the full cost of the book 3. patron is never double charged for an item ii. Would you like to charge the full replacement cost? g. Once you have indicated the proper charges select ‘ok’ h. The proper charges have been applied and can be tendered i. Staff will then fill out a Routing Slip to indicate that the ‘item was Marked Lost and Paid’ and give to the Collection Supervisor 5. To Pay Charges a. Go to the Patron’s Account (F6 screen) b. Select the charges tab i. Select the fees the patron wishes to pay 1. Selecting all will allow staff to tender payment on all fines at one time a. Please be aware that if you select all but the patron only gives a partial payment, part of the fines will be removed from each item. b. If the patron has been sent to the Collection Agency, the CA Fine is the last one to be paid i. Patron is blocked until this is paid in full ii. This can only be waived by the Patron Accounts Manager or the Director 2. Once you have determined which fines will be paid, continue tendering fines ii. Tendering Fines 1. Select the ‘Pay/Waive’ button 2. Select the type of payment you are receiving 3. Confirm the amount to be paid 4. Enter the amount given to you by the patron in the ‘Amount Tendered’ section 5. Select ‘OK with Print’ a. This will print out the receipt and also show you how much change to give back to the patron 6. If any fields do not match up, circulation will not allow the transaction to be processed until they are corrected iii. If a person other than the account holder is paying on an account, they cannot receive a receipt due to the fact that loan history is included on the receipt unless staff black out or cut off the private information 1. The account holder can call or come in themselves to confirm the items paid (Account Fine History) 6. Changing Holding Codes (ANB/NAR to regular holding codes) a. Designated Reference Staff or Cataloging are able to do this i. Scan item into the View Existing Item Screen (F4) ii. Double-Click or Right-Click on the item to go to the ‘View/Edit Item Information’ Screen iii. In the ‘Bibliographic Information’ Screen go to the section on the right with the ‘Owned By’ information iv. Staff will then change the holding code v. The Collection Code is now updated to reflect the correct holding code and circulation period vi. Staff will then save the record vii. Correct stickers (if needed) must be applied and the items are shelved in the correct collections b. If patrons check out a book that was found in the stacks but has an incorrect holding code (incorrect circulation time): i. Check the item in from the patron’s account (staff have 2 options) 1. Ask designated Reference Staff to change the holding code a. Once this is done, the item can be checked out correctly 2. Staff can ask any Reference Staff with override access to override the Due Date and Time a. Staff input the correct information for the problem item and turn off the override b. Item can be checked out for the full circulation period c. Item must then be recalled so that the holding code can be corrected 7. Monthly Pulls a. Items are considered new for 1 year i. This gives patrons an easy way to browse new books ii. If shelves get full, designated staff can determine if titles need pulled b. Each location pulls ANB/NAR items for the first week of the month to integrate them into the regular collection i. These are set aside for designated staff to change 1. Designated Reference Staff at Main 2. Team Leaders at Branches c. McNaughton Lease Titles are pulled and put into ‘Unavailable’ status i. ALL McNaughton titles are sent to the Main Branch ii. These are set aside for the collection supervisor to review d. Young Adult, Regional, CDs, Audios, and DVDs are checked and the new stickers are removed i. These do not require a holding code change e. Try to be consistent with titles i. If you have pulled copies earlier in the month, verify that they are not already in the regular stacks before shelving in the New Books Area 1. This will prevent multiple circulation periods within one title f. Multiple Copies i. If there are multiple copies of a title: 1. Pull McNaughton’s a. Place in ‘Unavailable’ status and route to collection supervisor 2. Pull Duplicates a. Put in a ‘Discard, Missing Staff Action, or Being Repaired’ status and give to collection supervisor? What would JC prefer since they could be in this status for any length of time b. ARF can have at least 2 copies on the shelf? 8. Special Status Codes for Items that are not attached to patrons a. Any item that is not on the shelf, based on staff , must be in a special status to reflect that it is not available to the public b. I-Damaged, Keep Circulating i. Only Supervisors/Team Leader are to use this code ii. ‘Checked-In’ Status iii. Damage Item Reviews iv. Patron charged for damage but item can still be circulated v. This appears on the patron’s charge records vi. This appears on the item record along with any comments about the damage vii. Damage notation does not appear on patron’s record through PAC Account Review viii. Charges comments will appear on patron’s record through PAC Account Review c. I-Damaged, Send to Repair Location i. Only Supervisors/Team Leader are to use this code ii. ‘In-Transit’ status iii. Damage Item Reviews iv. Patron charged for damage but item can still be circulated once it is repaired v. This appears on the patron’s charge records vi. This appears on the item record along with any comments about the damage vii. Damage notation does not appear on patron’s record through PAC Account Review viii. Charges comments will appear on patron’s record through PAC Account Review d. L-Unavailable i. All staff can use ii. ‘Unavailable’ status iii. McNaughton Titles Only iv. Being reviewed or sent back e. MS-Missing: Staff Action i. ALL staff can use ii. Used if an item cannot be located after 2 staff members have looked for the item f. MS-Being Repaired. i. ALL staff can use ii. Used for any item that is being repaired or being pulled from the shelf for review g. MS-Discard i. ALL staff can use ii. Used for items that are being reviewed for collection development purposes 1. Discards, Duplicates, Outdated Editions, etc. 9. Special Status Codes with Items that are Attached to Patrons a. I-Damaged, Keep Circulating i. Only Supervisors/Team Leader are to use this code b. I-Damaged, Send to Repair Location i. Only Supervisors/Team Leader are to use this code c. L-Lost i. Any staff with the ability to post an item to a patron’s account may use this 1. Patron wants to pay for a lost item d. L-Lost: Staff Action i. Not to be used 10. Changing Home Branch (AKA Issuing Location) a. This can be changed to reflect the preferred pick up location for the patron b. Go to the borrowers information (F6 screen) c. Select the ‘Edit Information’ tab d. View the Basic Information tab e. Change the Issuing Location to the preferred branch i. If patron place holds in PAC, the hold will automatically be sent to the Issuing Location unless the patron changes this through a staff member. 11. Placing Requests a. All materials can be requested with the exception of the following collections: i. Reference ii. Mobile Services iii. Genealogy iv. Ohio Room b. These materials show a ‘Non Checkout’ status (except for MS Items) to indicate they do not circulate c. The account holder is the only person allowed to place holds on an account i. Proxy may only pick up items that have previously been requested by the account holder d. There are 3 ways to place holds: i. In Person 1. Ask for their card a. If the patron does not have their card, verify their full name and date of birth 2. Verify their pick-up location 3. Verify their phone number 4. Inform the patron of any account issues a. Fines, Expired Card, Overdues, etc. 5. Go to the Place Requests Screen from the Patron’s Check Out Screen (F2) or by selecting it from the menu at the left 6. Input patron’s information if it isn’t already pulled up 7. Input the title information and select the title a. Verify the preferred format 8. Select the ‘Place Request’ button at the bottom of the screen a. Toggling i. Locations 1. Highlight the location tab and select the preferred branch 2. This is convenient if the patron wishes to pick up an available item at that location ii. Select the ‘Place Request’ button at the bottom of the screen b. Items i. Highlight the Item Barcode that is requested 1. This is convenient if there are multiple volumes or issues within the same record 2. Magazines, Encyclopedias, etc. ii. Select the ‘Place Request’ button at the bottom of the screen 9. If items are available at your present location, a message will appear in circulation a. These are to be retrieved as soon as possible ii. Phone 1. Ask for patron’s full name and card number a. If patron does not have card number, verify their date of birth 2. Verify their pick-up location 3. Verify their phone number 4. Inform the patron of any account issues a. Fines, Expired Card, Overdues, etc. 5. Go to the Place Requests Screen from the Patron’s Check Out Screen (F2) or by selecting it from the menu at the left 6. Input patron’s information if it isn’t already pulled up 7. Input the title information and select the title a. Verify the preferred format 8. Select the ‘Place Request’ button at the bottom of the screen 9. If items are available at your present location, a message will appear in circulation a. These are to be retrieved as soon as possible iii. Email 1. Email requests are assumed to be made by the card holder and can be applied directly and will be based on the circulation information a. If the information in the email does not correlate with PPL account information, DO NOT place the hold and inform the sender that only the account holder can place holds i. Sign with a different name, patron information cannot be found in circulation, etc. 2. If items are available at your present location, a message will appear in circulation a. These are to be retrieved as soon as possible 12. Processing Holds a. Email Holds i. Arrived Hold Slip will indicate that an ‘Email Notice’ has been sent ii. Arrived Hold Slip will be place in the book so that the patron’s name and pick-up date are visible iii. Patron has 3 open days to pick the item up iv. Multiple holds are banded together with the appropriate pick-up dates b. Phone Holds i. Arrived Hold Slip will not have ‘notice’ messages ii. Staff will call the phone number listed iii. Staff will indicate the following on the slip to show fellow staff members how contact was made 1. Date 2. Time 3. What form of contact: a. CON-contacted patron directly b. LM-left message with another person at the phone number c. AM-left message on answering machine d. N/A-no answer/no contact i. Attempt 3 times before cancelling 4. Staff Initials 5. Multiple holds are banded together with the appropriate pick-up dates iv. If a patron’s phone is disconnected: 1. Staff attempt to call twice to ensure the number was dialed correctly 2. Patron’s account is noted after the second attempt to update their contact information 3. Item is held for 3 days v. Arrived Hold Slip will be place in the book so that the patron’s name and pick-up date are visible vi. Patron has 3 open days to pick the item up vii. Multiple holds are banded together with the appropriate pick-up dates 13. Viewing/Pulling Messages a. Each time a request is made, by staff or by patrons through PAC, a message is sent to the location that has an available copy b. Any item that has been connected to a message is in an ‘In-Transit’ status until pulled or the monthly report is generated c. Messages should be pulled hourly or when needed i. This ensures that items with holds are not taken by ‘browsing patrons’ and are routed to the patron as soon as possible 1. If a patron does happen to pull an item that has a hold: a. Apologize to the patron and explain that it currently has a hold for another patron. b. Reference staff can add them to the list c. Circulation then forwards it to Reference explaining the situation d. To View Messages in Circulation i. Click on the ‘Messages’ heading in circulation ii. You can then print (or write on scrap if there are not many) by selecting the messages for your department 1. Pressing control while you click on the item will allow you to select certain messages 2. Selecting the first item, pressing shift, and selecting the last item will allow you to select all messages 3. Messages can be printed in shelf order e. To View Messages through Reports Manager i. Log In to Reports Manager (User: pplreports, Password: deposit) ii. Go to ‘My Folders’ iii. Go to the Public Services Reports Tab iv. Select the ‘Messages’ Report v. Print f. Pull requested items and take to the Reference Desk 14. Processing Messages a. Check-In each item into the ‘Check In Items’ screen (F3) b. Arrived Hold Slips will print out once you click ‘OK with Print’ or the item will be routed to a branch c. If item can’t be found by 2 staff members: i. Copy the item barcode by right-clicking on the item’s record to copy the ID or by taking the number from the message list ii. Place the item into Special Status ‘MS: Staff Action’ iii. This should transfer the request to another circulating copy 1. Allow circulation to pull the similar hold 2. Circulation can only pull from within the selected record so be sure to check for multiple title records iv. If there are no other circulating copies available… 1. Check PAC to see if there are multiple records for the item or another format of the title is available and re-apply hold 2. Contact the patron or requesting branch (so they can contact their patron) to let them know the item is unavailable for their request. a. Staff should then follow up with the patron to see the item can be obtained through another resource (ILL, Shawnee State Library, State Library of Ohio) 15. Cancelling Requests a. Reasons to cancel holds i. Patron requests to cancel the hold ii. Patron does not pick up the item within the 3-day time frame iii. Patron was unable to be contacts after 3 attempts b. 2 Ways to Cancel Requests i. Go to the Patron’s Account (F6 screen) 1. Go to the Requests Tab 2. Select the correct title 3. If item is a pending hold: a. Click on the Cancel Selected Request b. Item is removed 4. If item has arrived: a. Click on Cancel Selected Request b. Input the Override Password c. Scan the item d. Hold is removed ii. View/Manage Requests Queue 1. Open tab 2. Scan item to be cancelled 3. Select the correct patron 4. Scan the item 5. Hold is removed 16. Printing an Extra ‘Arrived Hold Slip’ a. Go to the View/Manage Requests Shelf b. All holds on your location’s shelf will appear c. Sort by patron name or title d. Select the correct item e. Right-Click and select Print Request Slip i. This will give you a new slip if the original is missing ii. Check the notification type of the patron 1. ‘Email Notice’ will not appear on this slip since the notice was sent at the time of the original check-in 2. Verify that patron gets email or need a phone call 17. Readers Group Holds a. Holds for readers groups are placed on each member’s account b. Books are checked out to each member so they are held accountable for their items c. Regular circulation rules apply 18. Author Request Form (Adult and YA) and What YOU Like Form a. Author Request Form i. Patrons can fill these out so that they are automatically placed on hold for their favorite authors’ new releases that are not in the system 1. Patrons must fill out their name, barcode, phone, and format a. Can pick one of the following formats (if no format is selected, patron will be given regular print) i. Large Print ii. Regular Print iii. Audiobook 2. Patrons can then circle as many or as few authors as they choose (no write in authors) 3. Patrons are then entered into the Reserves Database ii. Patrons should be offered this form each time a patron requests a book by one of the authors 1. ARF patrons are priority holds over ‘walk in’ requests b. What YOU Like Form i. Patrons should also be offered a ‘What YOU Like’ form and other readers advisory help while the patron waits for their favorite authors ii. This allows patrons to specify what books/authors they like and why iii. Staff can then create a personalized reading list based on their interests c. ARF and What YOU Like forms are available at all locations and online 19. Reserves Database a. This database stores patrons’ book or audiobook author requests that the library will be ordering but has not received b. Using the Database i. Designated staff have access (User: reference Password: ref@ppl ii. Staff enter new books into the database iii. This allows holds to be generated randomly for all patrons in Reserves for that author 1. Staff then apply the holds and delete the item from reserves iv. When new books arrive designated staff should check reserves to ensure that the item is no longer in reserves c. Deleting a title i. If a title is in the system, check to see that holds were applied and delete the title ii. Save any changes d. Adding a title i. Search PAC to be sure that PPL does not own the title ii. Search Reserves to be sure it hasn’t already been added to the database iii. Search for the Author 1. If author is in reserves a. Search for the title b. If not found, click Add New c. Type the title d. Choose the material type e. Choose the author f. Fill in the call number g. Choose branch h. Enter the date i. Staff initials j. Choose Add Item 2. If author is not in reserves a. Search the author’s last name b. If not found, select Add New Author c. Type the author’s last name in the first space d. Type the author’s first name in the second space e. Leave the space that says ‘Member of Author Database’ to the default ‘No’ f. Select Add Author e. Adding Patron to the Database i. Verify patron information in circulation and copy the patron ID ii. Go to the Start Menu and select programs 1. Select ‘Special Apps’ 2. Select the ‘PPL’ folder 3. Select ‘B¬_Generator to create a barcode 4. Paste the Patron ID into this and click save iii. Log In to Reserves 1. Search for patron by last name a. If patron is found no more needs to be done b. If patron is not found staff must add them i. Click ‘Add Patron’ ii. Fill in the screen with the patron info iii. Click ‘Add Patron’ 1. This should bring up another screen that will allow the patron’s barcode to be added 2. Select browse 3. Choose File 4. Select Desktop and select Local Disk (C:) 5. Choose program files 6. Choose PPL files and open 7. Select the correct barcode and open 8. Upload barcode and you will get a confirmation a. If barcode will not upload contact IT 9. Patron is now ready f. Adding an Author to Patron’s Record i. Search for patron by last name and bring up the record ii. Find the author in the pull-down menu and select iii. Click Add Author g. Adding a Patron to Hold List i. Search for Item Title 1. Best to search one word in the title ii. Click on the title iii. Find patron’s name in the pull-down menu and select iv. Click Add Reserve 20. Printing Policy (per Beverly Cain 10/25/02) a. If you are copying something (i.e. Reference Collection) and handing it to a patron in response to a reference question, especially when the material is not available in another format, then there is no charge. b. There will be the 10 cents per page charge for patron initiated prints from photocopiers and computers 21. Resource Development Center (RDC) a. Foundation Center Resources (print and online) i. Information that can assist in educating patrons on how to find grants available for many groups and situation locally and nationally ii. Be sure to conduct a thorough reference interview to be sure that this collection is what the patron is looking for 1. There are other materials available in the library that are not in this collection that may assist patrons more b. Print Materials i. GREF holding code in the Reference Collection ii. Information available includes but is not limited to: 1. Non-Profit Groups 2. Grant Writing 3. Grant Research c. Online Access i. http://fconline.foundationcenter.org/ipl.php ii. Patrons can access the Foundation Center’s website on any public computer at the Main Branch iii. Website recognizes PPL’s IP address and does not require log-in information d. Key Points to Remember i. Portsmouth Public Library does NOT write grants for others ii. We will not conduct research in the databases or print materials for patrons 1. Staff can show the patron one basic search on the computer or using the print resources but the patron must continue from that point forward 2. Computer illiterate patrons should be referred to the print collection 22. Collection Development a. The Library affirms the following objectives: i. To serve all people ii. To provide a variety of materials and programming for everyone’s informational, educational, recreational, and cultural needs iii. To provide qualified staff to give guidance in the use of materials iv. To provide access for all people v. To inform the public of library resources and services vi. To support intellectual freedom b. The library will not censor items based on content for the age of patrons i. Responsible Parties of juveniles are responsible for monitoring what are acceptable materials for their children c. Selection Criteria i. Availability and suitability of format ii. Suitability of subject, style and level for the intended audience iii. Critic’s and staff’s reviews (Including but not limited to): 1. Publisher’s Weekly 2. Library Journal 3. Books in Print 4. Booklist iv. Reputation of the publisher or producer 1. Authority and significance of the author, composer, filmmaker, etc. v. Timelines or permanence of the material vi. Quality of writing, design, illustrations, or production vii. Relevance to community needs viii. Potential and/or known demand for the material ix. Relative importance in comparison with existing materials in the collection on the same subject x. Availability and accessibility of the same material in the local area 23. Weeding a. Staff will weed based on the CREW Method of Weeding b. This allows outdated, damaged, non-circulating materials to be pulled from collections in an organized method 24. Donations a. PPL accepts donations that are in good condition and current b. ALL donations fall under the Collection Development Policy c. ALL donations are sent to the Main Branch for designated staff to review d. PPL will not accept any donation that is damaged or outdated i. Damages include but are not limited to: 1. Liquid 2. Insects 3. Pets ii. Outdated include but are not limited to: 1. Law 2. Legal 3. Medical

Telephone Usage May 2012 1. Extension 201 is the main incoming phone line 2. Extension 202 is the secondary phone line 3. Incoming Call a. Pick up the receiver to answer the direct line b. To answer another line i. Push the ‘Pick Up’ button or ii. Feature 75 c. Greeting should be “Reference Desk, may I help you?” or “Portsmouth Public Library, may I help you?” 4. Transferring Calls a. Once you have answered you can: i. Select ‘transfer’ from the display box 1. You can then select the correct department extension a. You can then either hang up and the call is transferred or b. You can hang on the line to pass along any messages/comments before hanging up to transfer 2. Calls on the ‘Intercom’ lines cannot be transferred ii. Select the ‘link’ button (for certain extensions) 1. Hit ‘Line 1’ 2. Dial 3 digit extension 3. Number should connect 4. You cannot transfer calls to these extensions 5. These are typically the extension numbers for the branches and extension 212 5. Making Calls a. Select Line b. Dial 7 c. Dial the rest of the phone number 6. Phone Problems a. Contact Department Supervisor, Linda Woods-Jones, and Public Relations Coordinator Fax Procedures May 2012 1. Patron Faxing a. Sending i. $2.00 per page (including cover pages) ii. $6.00 per page for international faxes iii. Paper being faxed should be on regular letter sized paper 1. Patrons can be referred to the copier to make copies 2. Small paper and thicker weight paper can jam in the fax machine iv. Staff will record on the Fax Log: 1. Date 2. Time 3. Person Placing Call a. Staff Initials 4. Area Code 5. Phone Number 6. City and State a. If known b. This is used to compare with phone bill 7. Party Called a. If known b. This is used to compare with phone bill 8. Cost a. Total cost of the fax based on the number of pages 9. Dept. or Acct. Charged To a. Staff or Patron v. Staff will fax the information to the number given 1. Confirm the number with the patron 2. Tell patron that they will pay once we receive confirmation of the fax being received vi. Once the confirmation has been received, the patron can pay for the fax at Circulation and bring the receipt back to Reference staff vii. If the fax was not received, staff will attempt to send one more time 1. After 2 failed attempts a. Patron can be asked to confirm the number with the receiving party or to see if their fax line is available b. Patron can be referred to other faxing businesses c. Patron WILL NOT be charged for failed faxes b. Receiving i. $1.00 per page to receive ii. Patron picking up the fax must confirm the name and/or information on the fax received 2. Staff Faxing a. If fax is library related there is no charge b. If fax is personal, the same patron charges and rules apply to staff 3. PPL’s fax line is not secure and PPL will NOT fax the following for the patrons safety: a. ID Numbers (Driver’s License #, etc.) b. Social Security Numbers c. Medical Information

Inter-Library Loans (ILL) May 2012 1. This service allows patrons to access materials outside of PPL and throughout the state of Ohio through the State Library of Ohio 2. When Not to ILL a. Item is less than 1 year old b. Item is overdue c. Item is a media format (DVD, CD, etc.) d. Homebound or Bookmobile Patron i. If patron is able or has a proxy arrangements to pick up the item at a physical location can be made ii. No ILLs will be delivered to home or by the Bookmobile e. Item is not available through SEO i. Staff should attempt to obtain the item from other resources 1. State Library of Ohio (State Library Card or SSU Card through OhioLink) 2. Shawnee State University OhioLink (SSU Card or State Library Card) 3. amazon.com (purchasing information for the patron) 4. Material Request Form ii. Staff contact the requesting branch that item is not available and branch staff follow through with their patron 3. When to ILL a. PPL does not have the item in a circulating collection b. Item is over 1 year old c. Item is in a Lost: Long Overdue status (not returning) d. PPL is not purchasing the item i. Does not meet the collection guidelines, budget, etc. 4. Requests can be received by: a. Phone b. Person c. Branch patrons via fax 5. Placing ILL Requests a. Check PAC for the item (including branch requests) i. Search title ii. Search author iii. Be sure that the item is not in a non-circulating collection or lost iv. This ensures that an item is not requested in error b. Patron Verification i. Inform patron of all ILL rules pertaining to loan period, fines, etc. ii. Verify patron with their full name and card number 1. Only the account holder may place requests iii. Verify patron’s contact information (phone and/or email) iv. Verify patron’s pick-up location v. Verify that patron only has 3 ILL requests (any combination) 1. If patron has over 3 requests, check availability a. If all requests are available, patron must limit to 3 and keep track of the others for future requests b. If only 3 are available, request those 3 and inform patron of the status of the other requests for their records c. PPL will not file requests for future orders, patrons must keep track of these 6. ILL Rules a. Books i. No more than 3 requests at any time (any combination of requests or checked-out items) ii. Item will be requested from another library outside of the PPL Library System iii. Patron will be contacted either by phone or email based on their account settings iv. Patron will have 3 (open) days to pick the item up or it will be sent back and charged $3.00 for a non-pickup fee v. Patron may check-out the item for 14 days vi. Item is non-renewable 1. The item can be returned and re-requested if necessary vii. Patron will be charged $1.00 per day late fee for each ILL that is overdue 1. Late fees will not exceed $30.00 (30 days overdue) viii. White Information Sleeve must remain on the book or patron will be charged a $3.00 damage fee ix. Once item is overdue 30 days, the full cost of the book is charged to the patron in addition to the $50.00 lost item processing fee b. Photocopied Articles i. $5.00 fine plus the cost of the copies will be charged to the patron for non-pickup of copies c. Any ILL materials that are damaged while on loan to a patron will require the patron to reimburse the Portsmouth Public Library for the cost of the material and/or any service fees required by the lending library or service d. Staff will post ILL charges to patron as needed 7. ILL Process a. Requests i. Search SEO’s catalog by using the SEO Link on Staff Central or http://seoipac.seo.lib.oh.us/#focus 1. Search by title and/or author a. If not found check with patron or other resource to verify the title/author information (i.e. amazon.com, Google search, etc.) 2. Select the correct item 3. Click on ‘Request Any Item’ or you can ‘Request This Copy’ if you need a particular edition 4. Complete the request by entering a. Borrower Barcode #: 199355 b. Last 4 Digits of Phone: 5688 5. Request has been submitted ii. ILL Database-Requests 1. Open the ILL Database located on the K:Drive=>Public Services=>ILL Database or by using the shortcut located on R:Drive=>Shortcut to ILL Database 2. Complete information that is shaded in gray a. Request, Patron Name, Barcode, Phone, Location, ILL Title, ILL Author, Request/Staff b. Received i. ILL Item 1. Review the item for any damage 2. Verify the title has been requested ii. ILL Database-Received 1. Open ILL Database 2. Complete the information shaded in green a. Checked Out, Lending Library, Item Barcode, Call Number, Condition, Received/Staff c. Returned i. ILL Item 1. Review Item for damage 2. Document the return date on the sleeve 3. Pull the correct return label from the filing cabinet or by creating a new label at http://library.ohio.gov/facilities/delivery/ 4. Put the label inside the book and send to Technical Services ii. ILL Database-Returned 1. Open ILL Database 2. Complete the information shaded in purple a. Returned/Staff d. All other information in the ILL Database is maintained by designated staff for statistical/inventory purposes Shelving Manual March 2013 When staff are scheduled on the floor, unless otherwise instructed, the primary focus should be to shelve materials accurately. Staff scheduled on the floor should not be loitering around/behind any public desk unless otherwise informed by public desk staff. This means that should a damaged item be found on the cart(s), a floor problem ticket should be filled out and the item should be placed on the bottom of the cart until the staff members’ floor shift is complete. Should a patron approach a staff member scheduled on the floor, inquiring anything other than a simple directional question, the staff member should direct the patron to the public desk. A directional question would be as such: Where is the restroom? - Where is the nonfiction collection? – Where can I find the paperbacks? – etc. PPL relies on staff scheduled to shelve to remain in shelving areas and focus on the task at hand. Interruptions, such as needless trips to public desks, chatting with patrons/coworkers, reading or using cell phones affect the accuracy of the shelving process. Shelving Procedures: The following steps should be completed before placing any book on the shelf.

Open the back cover and verify the following:

1) Check to make sure that the book belongs to the current branch location. 2) Check to make sure that the barcode is intact. Flip through the book to ensure no loose papers/trash, torn pages or other damages are found Check the back label to determine where the item should be shelved. Verify the information on the label matches the information on the title page and that it matches the spine label.

- ALWAYS SHELVE BY THE INFORMATION LISTED ON THE BACK LABEL**

When shelving a book, check 10 books to the left and 10 books to the right of the book being shelved to confirm accuracy of the books on the shelf. IF books are not in order, put them in the correct order before proceeding. Make sure ALL books are edged and straightened and the shelf looks orderly before moving on. Also check the orderliness of the aisle, even if only one book is shelved within a section, the entire section should be edged and straightened. If there is a broken bookend… fix it.

“A” “An” & “The” are invisible when located at the beginning of a title. This does not include “AND”.

When shelving foreign language titles, shelve them as they appear, no matter the translation of the title.

DO NOT shelve by series title or series number (with the exception of graphic novels in YA) unless otherwise noted in the following instructions.

Unless otherwise noted, all fiction genres are shelved first by the authors’ last name, then first name, and finally by title.

- Remember ALWAYS check the label in the back of the book and the label on the spine making sure that the labels match and contain the correct information.**

Remember when a title begins with a number; shelve the title as if the number is spelled out. Ex. The 1st Deadly Sin by Lawrence Sanders, should be shelved by “first”

Remember: It is better to ask questions about shelving than to shelve incorrectly

Damaged Items: Damaged items should not be found on the carts/shelves un-noted Some reasons that damaged items could be found on the carts include: 1) Staff missed the damages at check in or failed to note the damages properly, 2) The item came from another location (i.e. rounds or youth services), 3) A patron damaged the item while in the library.

Young Adult: Graphic novels are shelved separately from the rest of the YA collection, usually at the end of the YA Collection. Graphic novels are shelved by author, then by title of series, and finally by series number. This is the ONLY time that fiction books are shelved by series number! All other YA genres are interfiled within YA fiction, including paperbacks and are shelved alphabetically by author, then title. IF YA paperbacks are shelved on spinners at branch locations they should still be shelved alphabetically by author, then title. The series Drangonlance and Star Wars are cataloged and shelved by the respective series name—Dragonlance (YA DRA) and Star Wars (YA WARS). These series have sub-series within but are still shelved alphabetically by the title of the novel not by the name of the series. Each series contains a number of sub-series which are usually listed on the cover and title page of the book, to find the appropriate title check the label in the back of the book.

- If there is not a label in the book, check the title page, if the title is still unclear check PAC or check with Reference staff-if shelving at Main. **

New YA books are interfiled with the YA collection, but still have a yellow “NEW” sticker.

Western: There are numerous western series authors. These are shelved alphabetically by author, then title. If an authors’ book is part of a series that begins with the name of the main character or series title, the books should be shelved alphabetically by the title after the character’s name or title name. For example: In the “Slocum” series by Jake Logan, the title “Slocum and the Mountain Man” would come before “Slocum by the Mountain.”

Western paperbacks are shelved on their own spinner alphabetically by author, then title.

- If there is not a label in the book, check the title page, if the title is still unclear check PAC or check with Reference staff, if shelving at Main. **

NEW Western titles can be found in the NEW book area.

Large Print: Large Print is shelved alphabetically by author, then title.

All genres are cataloged as Large Print and therefore are interfiled together in the Large Print section.

Large Print Nonfiction is found immediately after Large Print Fiction.

Large Print Nonfiction should be shelved numerically according to the Dewey Decimal System.

NEW Large Print titles can be found in the NEW book area.

Science Fiction: Science Fiction is shelved alphabetically by author, then title.

Science Fiction paperbacks are interfiled with Science Fiction hardbacks. IF Science Fiction paperbacks are shelved on spinners at branch locations they should still be shelved alphabetically by author, then title.

Main- If you feel that the title you are shelving should have a fantasy sticker, refer to the Fantasy list located at the reference desk behind the dry erase board. After referring to the list if you’re still unsure check with Reference ☺.

NEW Science Fiction titles can be found in the NEW book area.

Inspirational: Inspirational Fiction is shelved alphabetically by author, then title.

Remember: even if the author writes a series or a number of series, each book is still shelved alphabetically by title NOT by series title or series number.

The rule for books that have two authors is to shelve the book by the name of the first author listed on the title page (not the front cover).

NEW Inspirational titles can be found in the NEW book area.

Fiction/Mystery: Fiction/Mystery is shelved alphabetically by author, then title.

The rule for books that have two authors is to shelve the book by the name of the first author listed on the title page (not the front cover).

The rule for books that have more than two authors is to shelve the book by title not by author, unless the label lists the name of the first author. Always shelve by the label!!

If the first word of the title is the same as the last name of a surrounding author, the item shelved by the title goes after the item shelved by author.

For example: Memoirs of a Geisha by Arthur Golden is shelved before The Golden West : three complete novels by Louis L’Amour, Zane Grey, and Max Brand

- Remember ALWAYS check the label in the back of the book and the label on the spine making sure that the labels match and contain the correct information.**

Regional fiction is interfiled here.

Fiction and Mystery are interfiled.

Main- Any Mystery book without a mystery sticker on the spine needs one. ☺ The stickers are located at the Reference Desk in the card catalog cabinet.

When shelving, ignore all punctuation found in titles and authors’ names.

Ignore any spacing there may be in authors’ names only.

When shelving authors who have names that are condensed by initials, such as P.D. James and J. Wallis Martin, remember to treat the authors’ full name alphabetically, ignoring all punctuation. For example: P.D. James, would be shelved alphabetically by James, then PD and J. Wallis Martin should be shelved by Martin, JWallis.

When shelving authors such as Daphne du Maurier and Alexandre Dumas, ignore the space between du Maurier and keep in mind that both authors are shelved under Dum. Therefore Dumas would be shelved before du Maurier.

However, when shelving titles such as Hardball / Sara Paretsky and Hard Time / Sara Paretsky, DO NOT ignore the space between Hard and Time, as the first word in this title is actually Hard whereas Hardball is one word.

When shelving authors with a hyphenated last name such as Annabel Davis-Goff, the last name should be read as one word (DavisGoff) and is shelved after an author whose last name is Davis, but before an author whose last name is Davison.

Also, try to keep all titles by an author on one shelf. If it is absolutely necessary to separate the authors’ books onto more than one shelf, please make sure that each shelf has at least 5 titles by that author.

Nonfiction: Nonfiction is shelved numerically by the Dewey Decimal System, then alphabetically by authors’ last name.

Reference materials should not be shelved here.

In nonfiction there are series of books which are published in volumes. These books are shelved numerically by the Dewey Decimal System, then alphabetically by authors’ last name, and finally by the label.

If the label only has the title of the series, then the books are shelved by volume number. For example: The new book of popular science is shelved as follows… 500 New Volume 1, 500 New Volume 2, etc. The label in the back of the book says… 500 New—The new book of popular science.

If the label has the title of the series followed by the subtitle, the books are shelved by the series title, then the subtitle. For example: The Oxford history of the British Empire : the eighteenth century / edited by P.J. Marshall, D. Phil., PBA ; assistant editor Alaine Low, D. Phil is shelved as follows…941 Oxf (Dewey Class Number)—The Oxford history of the British Empire(Series title)—eighteenth century(subtitle). The label in the back of the book says… 941 Oxf—The Oxford history of the British Empire : the eighteenth century.

- Remember ALWAYS check the label in the back of the book and the label on the spine making sure that the labels match and contain the correct information.**

Regional nonfiction is interfiled here.

If a book is too tall to be shelved with the spine label facing out, shelve it with the spine facing up. If the book is still too tall it needs to be placed on the bottom shelf.

If there is a call number that ends in “0” after the decimal point (ex. 370.460 Ros), please pull and give to Reference staff

Biographies: Biographies are found in the nonfiction area shelved between 929.999 and 930. They are shelved alphabetically by the person(s) the biography is written about, then alphabetically by the author of the biography, and finally alphabetically by the title of the book, (only if there is more than one title about a person by the same author).

Example: Biography King Gar—Bearing the cross: Martin Luther King Jr. and the Southern Christian Leadership Conference/ David J. Garrow. This should be shelved first by Martin Luther King Jr., then by David Garrow, and finally by the title.

There are a number of books about people with the same name, but who have different suffixes. They should be shelved according to their full name.

Example: Elizabeth, the Queen Mother, Elizabeth I, Elizabeth II and Elizabeth, Grand Duchess of Russia should be shelved as follows: Elizabeth, Grand Duchess of Russia Elizabeth I (the first) Elizabeth, the Queen Mother Elizabeth II (the second)

Example: Pope John Paul II, and Pope John XXIII should be shelved as follows: John Paul II (the second) John XXIII (the twenty-third)

- Remember ALWAYS check the label in the back of the book and the label on the spine, making sure that the labels match and contain the correct information.**

Regional biographies are interfiled here.

Paperbacks: All Paperback genres are shelved alphabetically by author, then by title.

Harlequin: Harelquin paperbacks are shelved alphabetically by author, then by title.

Harlequin paperbacks contain quite a few different series and most of the time the title of the series is listed on the front cover or spine of the book unless the series title is actually part of the book title it should be ignored.

Harlequin paperbacks should be shelved by the title of the book, not by the title of the series. This is usually found on the spine label. If there is not a label check PAC… If you are still unclear, ask reference.

- Remember ALWAYS check the label in the back of the book and the label on the spine, making sure that the labels match and contain the correct information.**

Fiction and Mystery: Make sure that when shelving to check 10 books before and 10 books after the book you are shelving… This means you may need to check the spinner you are shelving as well as the spinner before and the spinner after.

~If the title of the series is listed on the front cover or spine of the book, the book is shelved by the title of the book, not by the title of the series. This is usually found on the spine label. If there is not a label check PAC… If you are unclear, ask reference.

- Remember ALWAYS check the label in the back of the book and the label on the spine making sure that the labels match and contain the correct information.**

Remember paperbacks are separated by genre (except for Science Fiction and YA, which are interfiled with hardbacks), Mystery paperbacks should not be interfiled with fiction paperbacks.

Audios: Audio books are shelved alphabetically by author, then by title.

New Audio books are interfiled with all other audios, but still have a yellow “NEW” sticker.

DVDs and CDs should not be found here.

Nonfiction Audio books are found immediately following Fiction Audio books, and should be shelved numerically according to the Dewey Decimal System.

Music CDs: Music CDs are shelved alphabetically by artist or group, then by the title of the album. Unless the album has more than two artists, then it should be shelved by title. If the spine label does not reflect this please give to Reference.

DVDs and audio books do not belong here.

Reference: Reference is shelved numerically by the Dewey Decimal System.

Regional should not be shelved here.

Shelving Manual: Example of Written Test 1) Place the following call numbers in the correct order, by filling in each blank with a letter. a) 364.152 Spr—Body hunter/Patricia Springer b) 364.153 Ols—Predator: rape, madness, and injustice in Seattle/Jack Olsen c) 364.155 Rea—The train robbers/ Piers Paul Read d) 364.152 Ols—Abandoned prayers/Gregg Olsen e) 364.153 Seb—Lucky / Alice Sebold

2) Which of the following is in the correct order? a) The Genius/Jesse Kellerman, Gone/Jonathon Kellerman, Grievous Sin/Faye Kellerman b) Grievous Sin/Faye Kellerman, The Genius/Jesse Kellerman, Gone/Jonathon Kellerman c) Gone/Jonathon Kellerman, Grievous Sin/Faye Kellerman, The Genius/Jesse Kellerman

3) Place the following items in the correct order. a) Shakespeare’s Counselor/ Charlaine Harris b) Big dirt nap/ Rosemary Harris c) Death by chick lit/ Lynn Harris d) Why mermaids sing/ C.S. Harris e) Shakespeare’s trollop/ Charlaine Harris

4) Place the following titles in the correct order, by filling in each blank with a letter. a) 4th of July/ James Patterson b) Cross/ James Patterson c) The 5th Horseman/ James Patterson d) Four Blind Mice/ James Patterson e) The Jester / James Patterson

5) Place the following titles in the correct order, by filling in each blank with a letter. a) Biography Johnson Mus—Lyndon Johnson: the tragic self: a psychohistorical portrait/ Hyman L. Muslin and Thomas H. Jobe b) Biography Johnson Ben—The Impeachment and Trial of Andrew Johnson/ Michael Les Benedict c) Biography Johnson Ken—Judge Frank M. Johnson, Jr. /Robert Francis Kennedy, Jr. d) Biography Johnson Kea—Lyndon Johnson and the American dream/ Doris Kearns e) Biography Johnson Cal—The Triump & Tragedy of Lyndon Johnson: the White House years/ Joseph A. Califano, Jr.

6) What are some reasons that there would be damaged items found on the carts? ¬¬¬¬¬¬¬¬¬¬¬¬¬¬¬¬¬¬

Collection Maintenance May 2012 1. Young Adult a. Staff: JC/BE b. Last Weeded Date: 2. Westerns a. Staff: JC b. Last Weeded Date: 3. Large Print a. Staff: JC b. Last Weeded Date: 4. Science Fiction a. Staff: KM b. Last Weeded Date: 5. Inspirational Fiction a. Staff: KB b. Last Weeded Date: 6. Regional Fiction a. Staff: JC b. Last Weeded Date: 7. Fiction a. A-O i. Staff: BW ii. Last Weeded Date: b. P-Z i. Staff: KM ii. Last Weeded Date: 8. Paperbacks a. Staff: BE b. Last Weeded Date: 2012 9. Audiobooks a. Staff: ALL b. Last Weeded Date: August 2011 10. Non-Fiction a. 000 i. Staff: BW ii. Last Weeded Date: b. 100 i. Staff: KB ii. Last Weeded Date: c. 200 i. Staff: KB ii. Last Weeded Date: d. 300 i. Staff: BC ii. Last Weeded Date: e. 400 i. Staff: KM ii. Last Weeded Date: f. 500 i. Staff: BE ii. Last Weeded Date: g. 600 i. Staff: KM ii. Last Weeded Date: h. 700 i. Staff: BE ii. Last Weeded Date: i. 800 i. Staff: JC ii. Last Weeded Date: j. 900 i. Staff: BW ii. Last Weeded Date: 11. Magazines a. Staff: BE b. Last Weeded Date: March 2012 Online Training Resources May 2012 1. Free Resources for librarians a. Some require registration i. Contact your supervisor for permission to register ii. Some websites partner with other groups and may allow the use of username and passwords from those sites 2. State Library of Ohio a. http://www.library.ohio.gov/Marketing/Libraries b. Offered through the State Library of Ohio c. Contact information for many libraries and departments throughout the state of Ohio d. Offers links to outside resources as well 3. Web Junction a. http://oh.webjunction.org/1 b. Requires free account i. Must get approval from Supervisor ii. Also allows the use of the following log-in’s 1. WorldCat.org 2. FirstSearch.org 3. OCLC online service center 4. WorldCat Registry iii. Offers free training in a web based manner iv. Allows you to see past training topics and resources 4. Ohio Library Council a. http://www.olc.org/ b. Some items require account information (paid subscription) c. Also offers free/paid webinars i. Contact HR to sign up as these need approval 5. Ohio Reference Excellence a. http://www.olc.org/ore/ b. Great resource for Reference Interview guidelines and training 6. CREW Weeding Method a. https://www.tsl.state.tx.us/ld/pubs/crew/index.html b. Up to date methods of weeding efficiently and accurately c. Includes information that helps to explain weeding to staff and patrons

Reference Manual

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-{{Outdated}}
+Needs formatted, but the info is up-to-date. TS
 [[Category:Main_Manuals]]
-Adult Services
-Reference Department
-Manual
-Updated
-February 25, 2004
-Table of Contents
-Table of Contents                                                                  1
-Reference Services Manual Introduction                            2-3
-Reference Department Positions and Duties                      4-5
-Lead Person Weekend Duties                                           5-7
-Reference Desk Opening and Closing Procedures           8-10
-Reference Desk Daily Procedures                                 11-13
-Reference Desk Items                                                   14-15
-Telephone Usage                                                                16
-Messages                                                                      17-18
-Author Request Form                                                          19
-Audio Request Form                                                           20
-Reserve Database                                                         21-24
-Holds Procedures                                                          25-26
-Interlibrary Loans                                                           27-28
-Library Bill of Rights                                                            29
-Confidentiality Policy                                                      29-30
-Library Blurbs                                                                 31-34
-Printing Information                                                             35
-Resource Development Center                                      36-39
-Reference Services Manual Introduction
-Mission Statement for Portsmouth Public Library
-The Portsmouth Public Library will attempt to provide information and resources that meet the needs and exceed the expectations of adults and children of Scioto County, and that support both lifelong learning and lifelong enjoyment.
+Introduction
+Mission Statement for the Portsmouth Public Library
+•	Equality of access to information through materials, technology, and programming is essential in a diverse and evolving society.  The Portsmouth Public Library is dedicated to discovering and providing accessible services and resources that strengthen and enrich our community.  The library is the common thread bringing neighbors together for a lifetime of learning and enjoyment.
+Vision Statement
+•	The Portsmouth Public Library aspires to offer all people a welcoming, accessible, and attractive gathering place conducive to learning, research, enlightenment, creativity, and enjoyment.
 Mission Statement for Reference Services
+•	It is the goal of the Portsmouth Public Library Public Services Reference Department to provide accurate information for user requests in a timely and efficient manner.
-It is the goal of the Portsmouth Public Library Adult Services Reference Department to provide accurate information for user requests in a timely and efficient manner.
 Philosophy of Service
+•	Our basic function is to provide information not opinions or personal advice.  Staff members are responsible for providing information in a businesslike manner even when contrary to personal beliefs.
+•	All users are to be given equal attention and like treatment.  Staff must adhere to the American Library Associations’ Library Bill of Rights and the policies outlined in the Portsmouth Public Library Policy Manual.
+•	On such occasions that staff depart from such policies, staff are expected to explain the reasons for making such exceptions.  However, such occasions occur very rarely.
-Our basic function is to provide information not opinions or personal advice.  Staff members are responsible for providing information in a businesslike manner even when contrary to personal beliefs.
-All users are to be given equal attention and like treatment.  Staff must adhere to the American Library Associations’ Library Bill of Rights and the policies outlined in the Portsmouth Public Library Policy Manual.
-On such occasions that staff depart from such policies, staff are expected to explain the reasons for making such exceptions.  However, such occasions occur very rarely.
 Purpose of the Reference Services Manual
+•	This manual will help ensure that users throughout the system receive the same levels of service based on uniform procedures.  The two goals of this manual are:
+.	To make information service procedures clear for staff
+.	To provide a basis for training and evaluating staff performance
-This manual will help ensure that users throughout the system receive the same levels of service based on uniform procedures.  The two goals of this manual are:
-            To make information service procedures clear for staff
-            To provide a basis for training and evaluating staff performance
 Use of Manual
+•	The primary goal of the Portsmouth Public Library is to provide high quality service in a consistent manner.  This manual should help staff understand what is expected of them and what the public can expect as well.  This manual should be used in conjunction with the Ohio Reference Excellence (ORE) Manual and the Portsmouth Public Library Policy Manual.
-The primary goal of the Portsmouth Public Library is to provide high quality service in a consistent manner.  This manual should help staff understand what is expected of them and what the public can expect as well.  This manual should be used in conjunction with the Ohio Reference Excellence (ORE) Manual and the Portsmouth Public Library Policy Manual.
+•	This manual was created in 2002, and each section has a month and year that it was last updated with the title of the section.
-This manual was created during 2002, and each section has the month and year that it was last updated.
 Objectives of Manual
+)	To assist patrons in locating library materials through the use of the library catalog and printed materials.
+a)	Knowledge needed:
+i)	Location of items in library
+ii)	Location of items in reference collection
+iii)	Understand how to use items in reference collection
+iv)	Understand the ready reference section
+v)	Collection organization
+vi)	Understand ILL policy
+vii)	How to conduct a reference interview
+viii)	How to use PAC
+ix)	How to use CIRC
+x)	How to read a call number
+xi)	Maintenance of newspapers and magazines
+)	To assist patrons in answering their reference questions through researching printed sources and the internet.
+a)	Knowledge needed:
+i)	Understand limits of library collection
+ii)	Understand how to use subject headings to search on the internet
+iii)	Understand which web search engines are best for certain searches
+)	To direct patrons to the appropriate department.
+a)	Knowledge needed:
+i)	Where things are in the building
+ii)	Understand library policies regarding amount of information given to patrons
+iii)	Understand collection and duties of different departments
+iv)	How to use phone system to transfer
-Objective 1:
-To assist patrons in locating library materials through the use of the library catalog
-and printed materials.
-Knowledge needed:
-            Location of items in library
-            Location of items in reference collection
-            Understand how to use items in reference collection
-Understand the ready reference section
-Collection organization
-            Understand ILL policy
-            How to conduct a reference interview
-            How to use PAC
-            How to use CIRC
-            How to read a call number
-            Maintenance of newspapers and magazines
-Objective 2:
-To assist patrons in answering their reference questions through researching printed sources and the Internet.
-Knowledge needed:
-            Understand limits of library collection
-            Understand how to use subject headings to search Internet
-            Understand which web search engines are best for certain searches
-Objective 3:
-To direct patrons to the appropriate department.
-Knowledge needed:
-Where things are in the building
-            Understand library policies regarding amount of information given to patrons
-            Understand collections and duties of different departments
-            How to use phone system to transfer
-Reference Department Positions and Duties
-January 2004
-I.    Positions
-            A.  Adult Services/Reference Coordinator – 1  (Lead) - 40 hours weekly
-B.  Adult Services Administrative Assistant – 1  (Lead) - 40 hours weekly
-C.  Reference Associate – 3 (Lead as designated) - 40 hours weekly
-II.  Responsibilities of Reference Associates
-A.     Call holds
-B.     Check in new books
-C.     Assist patrons with Ready Reference, library databases and Internet research resources
-D.     Clean Reference desk monthly
-E.      Update forms monthly
-F.      Inventory/restock Reference desk supplies and forms bi-monthly
-G.     Generate monthly reports
-H.     Perform clerical tasks such as filing, data entry and word processing
-I.        Perform projects as assigned
-J.       Ensure that messages are completed
-K.    Direct workflow of Circulation clerks and Adult Services pages
-L.      Support staff consistently by answering questions and directing staff to correct information
-M.   Responsible for knowing, understanding, supporting, and enforcing Library
-                  policy and procedures
-O.  Responsible for ensuring that breaks/lunches are followed in a timely manner,
-                  especially on weekends
-P.  Responsible for Collection Development
-Q.    Be knowledgeable about online resources such as OPLIN databases, Library’s web site, ALA.org,
-R.     Responsible for Readers Advisory
--keep current about new books and new authors
--be comfortable with new titles, authors, etc
--use resources such as Genreflecting and the Readers Advisory notebook to assist
- patrons
-S.      Search web for new databases or links that are useful to the Reference Dept.
-T.      Walk through stacks looking for messy or out of order call #s
-U.     Check that pages are performing assigned duties
-V.     Pull ugly, out of date materials from shelves
-W.   Accept responsibility for patron complaints/problems/situations in the absence of a designated supervisor or reference lead
-X.     Open Reference Department following daily procedures in absence of reference lead
-Y.     Responsible for collecting money bags from all departments at closing and
-      securing bags in safe in absence of reference lead
-Z.      Responsible for remaining with lead YS person in absence of designated reference
-lead until custodian clears building
-III. Responsibilities of Lead Positions
-A.   Same as duties listed under Reference Associates
-            B.   Open Reference Department following daily procedures
-C.     Accept responsibility for patron complaints/problems/situations in the
-absence of a designated supervisor
-A.     Responsible for checking the SICKLINE on designated days (Saturdays,
-Sundays) and providing coverage for ALL departments/locations in the event
-of staff call-offs
-E.   Responsible for financial summary report/bank deposit on designated days
-                   (Saturdays, Sundays).
-       This includes:
-.                  Providing money bags with accurate funds for each department.
-.                  Taking excess funds to safe
-           F.   Responsible for opening/closing/securing building on weekends and evenings
-     as assigned
-          G.   Responsible for emergency/fire/police procedures on weekends in conjunction
-                 with/or in absence of custodial staff
-          H.   Responsible for collecting money bags from all departments at closing and
-                 securing bags in safe
-          I.    Responsible for verifying that all staff leave building at closing
-          J.    Responsible for remaining with lead YS person until custodian clears building
-          K.   Secure building with security code in the absence of a custodian
-Lead Person Weekend Duties
-October 2002
-OPENING
-I.                     Back hallway
-A.   Turn off ALARM using assigned security code
-B.    Clock in
-     II.          Deposit
-A.     Turn on computer, printer and adding machine in work room, using
-      the username clerk
-B.      To print Report
-.   Open files and choose Detailed Fine Transaction from
-.   Date – yesterday
-.      Time – Before Library OPENS (like 7 a.m.)
-.      Close date – yesterday
-.      Time – AFTER closing ( like 8 p.m.)
-.      PRINT listing
-C.  Distribute appropriate money into the bags for each department – list on wall details how much goes into each bag
-D.  Count remaining money, coins, and checks - keep totals for each separate
-E.   Checks – should be stamped on back and initialized on front by staff member with date
-K.    Coins – if enough, wrap up
-L.      Total Money – should equal total on printout
-a.       If short – put note on box – “DO NOT DEPOSIT – INCORRECT”
-b.      If a little short (like change) take change from change box in safe
-M.   Complete deposit slip
-a.       Write today’s date on deposit slip
-b.      Total currency, coin, checks are separate (write last name and check number)
-c.       Total goes on bottom AND side
-d.      Initial and date totals
-N.    Change goes in WHITE small envelopes – write “COINS” and amount on envelope
-O.    Place All money and deposit slip in deposit bag and place in safe
-P.      Last page of printout, write:
-                        Fines =
-                        Copies/Fax    =
-                        Lost  =
-Agency =
-                        Total  =
-.      Add “CP” (copies) on printout for copies and “FX” (fax)
-.      Add “A”  (agency items) on printout and “L” (lost)
-.      Subtract totals from A and B (copies/fax and lost/agency) from
-total and enter rest in “Fines”
-.   Anything other than CP/FX, L, & A goes with Fines.
-Q.    Sign and date under total
-R.     If fines waived – circle amount on printout and write “see attached”.
-S.      Paperclip sheets to printout.
-T.      Place printout with all attachments in Deputy Clerk Treasurer’s box
-U.     Place deposit money in bag and place in safe.  USE separate bags for Saturday and Sunday
-III.       Check sick line
-A.     Record call-off information in Sicklog
-B.     Reassign staff to provide coverage
-C.     Call employees to notify them of change in schedule or assigned work location
-D.     Check sick line again before opening
-IV.       Take money bags to appropriate locations (generally leave Local History’s on desk with Youth Services)
-CLOSING – If no custodian is working
-  I.   Tell patrons of closing time
- II.  Turn off dome lights
-III.  Check main floor and bathrooms to be sure patrons are gone
-IV.  Collect money bags and place in safe
-       V.  Lock front doors
-        When we have no custodian scheduled at closing, it is the responsibility of the circulation clerks to lock the front doors.  The reference person turning off the phones will double-check the front doors. The page(s) are responsible for riding the elevator to the basement and locking the doors open.
-                  A.  Bolt top and bottom
-B.  Deadbolt
-C.  Slide
-Close glass doors
-     VI.  Lock door to back hallway area (alarmed door next to administration)
-    VII.  Wait for all staff to clock out
-   VIII.  Set alarm
-      IX. Walk around building and check doors to make sure they are all locked
-                 A.   Check doors outside of youth services
-     B.   Check handicap button for outside door at YS
-     C.   Check meeting room outside of YS
-     D.   Check front doors
-Reference Desk Opening and Closing Procedures
-January 2003
-I.          Opening:  (Opening procedures are completed before the Library opens)
-A.     Turn on all computers and printers.
-.      Circulation Computers at Adult Circ desk
-a.       Turn on computers
-b.      Turn on printers
-.      PAC – Catalog computers
-a.       Turn monitors on ONLY
-b.      If needed, power on password is xxxxx
-c.       If needed, at log in screen:
-            user:  pac
-            password:  xxxxx
-            domain:  domain
-.      Staff Computers A & B
-a.       Turn on computers
-b.      Select “clerk” icon
-c.       Type “xxxxx” in password field
-d.      Hit enter
-.      Staff Computer C
-            a.   Turn on computer
-            b.   Click on “refdesk” icon
-            c.   Type “xxxxx” in password field
-.      Staff Computer D
-a.       Turn computer on
-b.      Turn monitor on
-c.       Password is “xxxxx”
-.      Resource Development Computers
-a.       Turn computers on
-b.      Turn monitors on
-c.       Power on password is “xxxxx”
-d.      At log in screen:
-            user:  patron
-            password:  xxxxx
-            domain: domain
-B.           Turn on all copiers.
-.      Put money boxes back in machine
-.      Pages should have filled copiers with paper the previous evening
-.      Lock all drawers
-C.           Reference Log Sheet:
-.         Set up new log for day’s use with current date
-.            Change hours of operation if needed
-D.         Newspapers
-.                Adult Reference logs in daily papers on yellow cards kept in top drawer next to Ready Reference. Papers placed by date rotation on periodical shelves.
-.                Write “MAIN” on top of Portsmouth Daily Times to go on shelf for patrons
-.                Write “OFFICE” on top of Portsmouth Daily Times and take to administration
-E.          Turn phone system on when it is time to open.  This can be done from either
-          phone at the Reference desk.
-.      Press Feature key then 982
-.      Type the password: xxxxx
-.      Select OK
-.      The message “Atd’t Available?” will be displayed
-.      Press Change to change the answer from N (no) to Y (yes)
-.      Press Next
-.      The message “Business Open?” will be displayed.
-.      Press Change to change the answer from N (no) to Y (yes)
-.      Press Rls to exit.
-            F.         Phone messages
-.                  Press FEATURE key then 981
-.                  Type the password:  xxxxx
-.                  Press PLAY to listen to messages
-.                  After message has been listened to
-a.       If not needed, press ERASE
-b.      If message needs transferred, Press TRANSFER then enter mailbox number
-c.       If needed, press SAVE
-II.        Closing
-A.                 Turn off all computers and printers.
-.                  Circulation Computers
-.                  PAC (Catalog) Computers – MONITORS OFF ONLY
-.                  Reference Desk Gateway Computer
-Hit the Start button in lower left-hand corner and choose Shut Down from menu then again from pop-up menu.  If pressed accidentally, hit Cancel.
-B.                 Turn off all copiers.
-.                  Pages should empty money from copiers and bring to Reference desk to be counted.
-.                  Take meter count on the machines and record on clipboard at Reference Desk.
-.                  Leave all doors open, bill changers open, and coin boxes on top of the machine
-.                  Check paper supply
-C.                 Count all coin and bills from copiers.  Enter total amount on circulation computer under patron name of “money, money” which is considered a branch patron.
-.           Choose “charges”
-.           Choose “new charge”
-.           Enter “copies” in Comment Box and choose “CP” from codes.  Enter total
-           amount in “Amount” and click “OK.”
-.           Choose “balloon pay/waive”
-.           Put all money in bank bag
-.           Bank bag is taken downstairs by lead person and placed in safe.
-D.                 Reference Log Sheet
-.       Place day’s log sheet at back of stack.
-.       Set up new log for the next day’s use.
-E.                  Neat
-.       Make sure desks are clutter free
-.              Pull chairs up, etc . . .
-F.                  Turn phone off
-.      Press Feature and 982
-.      Type the password: xxxxx
-.      Select OK
-.      The message “Atd’t Available?” will be displayed
-.      Press Change to change the answer from Y (yes) to N (no)
-.      Press Next
-.      The message “Business Open?” will be displayed.
-.      Press Change to change the answer from Y (yes) to N (no)
-.      Press Rls to exit.
-Reference Desk Daily Procedures Information
-June 2002
-I.          Computer Usage:
-            A.        The PAC’s or public access computers are connected to the library’s local area network.  The PAC’s for Patron use are located at
-.                  5 terminals - in the center of the main floor near the new books collection
-.                  3 terminals- in the Youth Services Department near the reference desk
-           B.          All word processing and Internet computers are located in the computer
-                        lab on the main floor.  Youth services computers have access to games and the
-                        library catalog only.
-            C.        Information on computers reference staff use
-.      Circulation Computers at Adult Circ desk
-a.       Used by staff
-b.      Check in and check out items
-c.       Internet access
-.      PAC – Catalog computers
-a.       Used by patrons
-b.      Search the library’s catalog system
-c.       No internet access
-.  Circulation Computers at Adult Reference Desk
-            (Computers A & B)
-a.       Used by reference staff
-b.      Place holds
-c.       Research
-d.      Internet access
-.      Resource Development Computers
-a.       Used by patrons
-b.      Two terminals used to search reference databases and OPLIN
-c.       One terminal for Grants Resource Center
-                                                                                                   i.      Internet access for Grants research only
-                                                                                                 ii.      Patrons will be asked to move if found conducting unauthorized computer work
-.      Reference C and Reserve Computer at Adult Reference Desk
-      (Staff Computers C & D)
-a.       Used by staff
-b.      Internet access
-c.       No circulation access
-II.         Supplies:
-A.     Most supplies are kept in the janitorial closet located on the main floor (a page
-      usually maintains the quantity of supplies).  When removing supplies, SIGN out on
-      hanging clipboard what is being taken.
-      Supplies include:
-.     Paper for copiers and printers
-.     Toner for copiers and printers
-.     Tape and other items we use regularly
-B.     Additional supplies are stored in the supply closet located underneath the main
-      staircase.  A supply closet key is located in the Reference desk key box.
-III.       Alarms
-A.                 Emergency Exit Doors
-.                  Two exit doors on the main floor will sound an alarm if someone opens them.  One of the doors is located next to the supply / custodial closet and the other one is located in the west wing.
-.                  An exit door next to the elevator on the balcony is also armed with an alarm.
-.                  Usually, these doors are opened by accident and do not necessarily mean a theft is occurring.  Always check the exit when an alarm is sounded.
-.                  The key to reset the alarm on these doors is located in the Reference desk key box.
-B.                 Panic Buttons
-.                  The Reference Desk is armed with a panic button.  The button is provided  for the protection of patrons and staff members in the case of an extreme emergency.  Once the panic button is pressed, the alarm is answered by Tri-State Security.  Tri-State Security will call the reference desk in an attempt to ascertain whether the alarm is serious.  If it is an emergency, you may not be able to answer their questions, in which case, they will proceed on the assumption that a real emergency has occurred and the police will be contacted.
-.                  If the panic button has been pushed by mistake, please give Tri-State Security the following code xxxxx.
-IV.       Keys:
-Most of the keys you will need are located at the Reference Desk.  The keys are stored in metal wall cabinet next to the page area. The following keys can be found there.
-.         Bookmark 21 copier
-.         Mobile Services & Quiet room
-.                  ---
-.                  Alarm box
-.                  PAC
-.                  ---
-.                  Bookmark 35 copier
-.                  Elevator key
-.                  ---
-.              Break room storage
-.              ---
-.              Server room
-.              Supply closet – under main staircase
-.              Money drawer - at circulation desk
-.              ---
-V.        Newspapers
-A.        Location
-.                  Current issue on display
-.                  Current month kept in cabinet with pull-up drawers across from current issue shelves
-.                  Back issues kept on balcony
-a.       Back issues of most newspapers are kept for 2 months
-.                  Portsmouth Daily Times
-a.       Local History keeps older editions on microfilm
-b.      1858 - present available
-.                  Community Common
-a.       Kept indefinitely
-b.      All back issues are kept on balcony
-c.       Back issues may only be viewed by patrons in the Local History Department.  Have a page take the papers to Local History and LH staff will call Reference when the papers are ready to be returned to the balcony.
-B.        Checking-in
-                        a.   Remove and discard all ads
-b.      Check-in using yellow cards located in drawer next to Ready
-Reference shelves
-Reference Desk Items
-June 2002
-Beginning at Column and moving clockwise around desk
-Adjacent to column – Page area
-            Each page has a folder and clipboard
-            Pagers for pages
-Two Filing Cabinets by Computer A
-Two-drawer filing cabinet is for assigned staff
-Three-drawer filing cabinet contains:
-            Top drawer - supplies
-            Middle drawer – Forms such as:
-                                    Accident Reports
-                        Citizen request for reconsideration of material
-                                    Employment applications
-                                    Fax cover sheets
-                                    Home schooling using Dewey Decimal
-                                    Letterhead/envelopes
-                                    Master copies
-                                    Instructions for using FAX machine
-            Bottom drawer - for assigned staff
-Books by Computer A:
-            Dewey Decimal Classification & Relative Index
-            MARC Manual
-            Genreflecting
-Ready Reference Shelves – located between Computer A and Computer B
-            NADA current guides/Kelley Blue Book
-Consumer Reports magazine-current year
-Portsmouth phone book
-Ready Reference Shelves – located to Right of Computer B
-            Local OH/KY/WV phone books
-            Current World Almanac
-            Current City Directory
-            Dictionary
-            Consumer Reports Buyers Guide
-            Consumer Reports Car Buying Guide
-            Adult Services Reference Manual
-            Community Directory
-            Crew Manual
-Filing cabinet located between Computers B & C
-Top Drawer – supplies
-Middle and bottom drawers - for assigned staff
-Ready Reference and Hold Shelves - located at back of Reference desk area
-st column –      Zip Code directories
-                        ORE Manual
-                        Scioto County Statistics
-                        Xerox and laser jet paper
-            Bottom shelf – Books to send to cataloging (must be initialed by authorized staff)
-nd column -     Reserve books (these have a high theft rate) – witchcraft, astrology, etc . . .
-                                    -Users must leave library card or drivers license
--Write down title, author & call number of book taken on form provided
- and paperclip to ID
-                                    -Patron limited to one book at a time
-                                    -May make copies
-                                    -CANNOT check out
-                        Scrap paper
-                        Red box contains labels for PAPERBACKS and large print labels
-                        Colored printer paper
-Blank labels
-rd & 4th column – Holds for patrons
-Filing Cabinets by Reserve Computer
-            Hanging
-                        Interlibrary Loan requests and other paperwork
-            Drawer under Reserves Computer
-                        Book orders
-                        Author Reserve Database completed forms from ALL locations
-                        Labels for Study Guides, phone books
-Telephone Usage at Reference Desk
-June 2002
-I.                    Front phone between computers A and B is considered the main incoming line
-II.                 Back phone
-A.  Use for outgoing calls when possible.
-B.      Police officer or someone working for the library like a repairperson should also be referred to the back phone.
-III.               Incoming call
-A.   Black flashing light (and ringing) indicates an incoming call.
-B.      Pick up the receiver.
-C.      Greeting should be “Reference Desk, may I help you?” or “Portsmouth Public
- Library, may I help you?”
-D.      If incoming call is on back phone and you are at the front phone (or vice versa)
- hit “feature” and then “75” to pick up the other phone.
-IV.              Transfer incoming call on Line 1 or Line 2
-A.  Push “link” button, wait for box to appear in display.
-B.  Hit the three-digit department code.
-C.      For example, caller wants youth services reference desk, push “link” and “225.”
-D.      Once the phone begins to ring, hang up.
-E.       If the caller wishes to speak with someone directly in that department, you may remain on the line, give staff the information, then hang up.
-Calls on either of the Intercom lines cannot be transferred.
-V.                 Three extensions work differently
-A.  To transfer to IT Lab, Administrative Assistant’s Desk or Deputy-Clerk
-      Treasurer, use the “transfer” button.
-B.   The transfer button is the top right of the three buttons directly underneath the
-display screen.
-C.  Hit “transfer” then the number.
-D.  Once the phone begins to ring, hang up.
-VI.              Phone problems – Contact Jenny Lavender at 205.
- Messages
-July 2002
-A message is sent when a location places a hold for an item that does not belong to that location.  A message is also generated when a patron places a hold from a computer.
-Messages should be checked at least three times daily.  A message has been received when an envelope appears in the upper right side of the circulation screen.
-I.                   To view messages from Circulation screen
-A.  Click on envelope
-B.  Window will appear with the messages
-C.     Highlight barcode of item
-D.     Right click to copy barcode
-E.      Go to F4 screen then right click in field to paste barcode
-F.      Click search to bring up item record
-G.     Write down barcode and item location
-H.     Go to shelf and bring item with correct barcode to computer
-I.        Tape a Routing Slip to book and circle correct location to send item to
-J.       Return to circ window and click on messages
-K.    Click on message and then click on “DELETE” to remove message
-L.      Place item on routing cart
-II.                To view messages by report (password level 2 or 3)
-A.     Click on “Start” button at bottom left of screen
-B.     Go to “Programs”
-C.     Go to “LS Reports”
-D.     Click on “Open File” icon or use pull-down menu File – Open
-E.      Use right arrow to move through reports
-F.      Click on “Message List.rpt”
-G.     Enter user name and password
-H.     Choose your location
-I.        Click on “Print” icon or use pull-down menu File – Print
-J.       Go to shelf and bring item with correct barcode to computer
-K.    Tape a Routing Slip to book and circle correct location to send item to
-L.      Return to circ window and click on messages
-M.   Click on message and then click on “DELETE” to remove message
-N.    Place item on routing cart
-III.             If item is not found at your location
-A.     Immediately move to F3, check in screen
-B.     Click on “Special Status” in upper right corner
-C.     Check in item
-D.     Window appears – choose “Lost – Staff Action”
-E.      Verify that the hold has been attached to another item on the record.  If it has not, cancel the hold and place it again.
-F.      If your location has the only copy of the item, notify the requesting location that the item is not available.
-Author Request Form
-February 25, 2004
-The Author request form is a reader’s advisory tool used to allow patrons to automatically be put on hold for their favorite authors’ new books.  These requests will be added into the Reserve Database where the holds list is stored.
-Staff should offer a patron an author request form every time any readers’ advisory service is performed.  For example, if a patron asks, “Do you know when John Grisham’s new book is coming out?” or “Do you have any new mysteries?”  Staff should take that opportunity to tell the patron about this service.
-Once staff has explained the service give the patron an author request form.  This form is located at the adult reference desk and adult circulation.
-The patron will fill in his name, phone number, location, date, barcode, and will be given the option to choose only Large Print (check yes or no).
-The patron can circle the authors he likes.  He can only choose from the authors on the list.
-When the patron returns the form verify his information.  Pull his record up in circ to verify he does have a card and the phone number on the form matches the one in circ.
-Give the form to the designated Library Associate at adult reference.
-Audio Author Request Form
-February 25, 2004
-The Audio Author request form is a reader’s advisory tool used to allow patrons to automatically be put on hold for their favorite authors’ new audios.  These requests will be added into the Reserve Database where the holds list is stored.
-Staff should offer a patron an author request form every time any readers’ advisory service is performed.  For example, if a patron asks, “Do you know when John Grisham’s new book is coming out?” or “Do you have any new mysteries?”  Staff should take that opportunity to tell the patron about this service.
-Once staff has explained the service give the patron an author request form.  This form is located at the adult reference desk and adult circulation.
-The patron will fill in his name, phone number, location, date, barcode, and will be given the option to choose tapes or CDs.
-The patron can circle the authors he likes.  He can only choose from the authors on the list.
-When the patron returns the form verify his information.  Pull his record up in circ to verify he does have a card and the phone number on the form matches the one in circ.
-Give the form to the designated Library Associate at adult reference.
-Reserves Database
-February 25, 2004
-The reserves database is used to store patrons’ book/audio request for items the library has ordered but has not received.
-Using the Reserve Database
-Checking New Books in the Reserves Database
-All new books the library receives should be checked in the reserves database before they are checked into circulation.
-Log into the reserves database using the assigned password.
-Click on item search.
-Type in a word from the title of the book.  (Hint:  one important word in the title works better than typing the entire title)
-If no results come up click on search again and go to the next title.
-If the title of the book comes up click on it.
-A record of the title and the patrons on the holds list will appear.
-Click on the view button in the upper right corner to get a list of patrons.  This list will show the patron barcodes only, no names.
-Click control “P” to print the list.
-After the list is printed delete the title from the database
-Deleting a Title from the Database
-Find the title in the database
-Click on the title twice or click once on the number beside the title
-The title will now appear on screen in a small box
-Click on the title inside the box
-Click on DELETE at the bottom of the screen and SAVE CHANGES
-The title is now removed along with the patron holds
-Adding Books to the Reserves Database
-Books are added to the reserves after they have been ordered for a patron, but have not arrived.
-Before adding a book check the PAC menu for the title.  PPL may already own it.
-Check the reserves database to see if another staff member has already added the title.  Another patron may have already requested it.  If the title is already available see adding a patron to a holds list.
-Check to see if the author is in the database.  If so, go to next step.  If not, see adding an author to the reserves database.
-Search for the title.  If it is not found click on the ADD NEW button.
-Began typing the title.  A window will pop up reading REMEMBER NO PUNCTUATION IN A TITLE.  Click OK.
-Another window will appear reading PLEASE CHECK THE PAC FOR THIS TITLE BEFORE ADDING IT TO THE DATABASE.  Click ok.
-To add the record fill in the title
-choose material type (book, large print, paperback, audio cassette, audio compact disc)
-Author
-Call number (Fic, NF, ALP, APB, AC, ACD)
-Choose branch
-Date ordered (mm/dd/yy)
-Staff initials (first, middle, and last)
-Choose add item
-Creating an Author Record
-To add an author to the database first search for the author within the database by choosing author search
-Type in the author’s last name and choose search
-If the author is found he/she is already in the database and this step is complete.
-If the author is not found, select ADD AN AUTHOR
-Type in the author last name in the first space/ type first name in the second space (they are labeled)
-Leave the space that says MEMBER OF AUTHOR DATABASE to the NO default
-Select ADD AUTHOR
-Add a Patron to the Database
-To add a patron to the database staff must first go to the patron’s circulation record.  Be sure the patron’s name and phone number are correct.
-At the circulation record, go to the patron’s basic info and right click on the patron’s id  (or barcode number) and copy it.  Staff must use this number to create a barcode for the patron in the reserves database.
-Go to the start menu and select programs, then select SPECIAL APPS
-From there select B_Generator (this is the barcode generator)
-Paste the patron ID in the barcode generator and click save
-Now log into the reserve database and go to patron search
-Search for the patron in the database by typing in the patron’s last name
-If the patron is found this step is complete
-If the patron is not found staff must add him/her
-Click ADD PATRON
-A screen will appear where staff will add the patron’s last name, first name, phone number, phone type (home, work, cell), branch, staff initials, date (it is actually done by default), Large Print (yes or no), Audio Database (yes or no), and Author Reserves Database (yes or no)
-Click ADD PATRON and another screen should appear that will enable the patron’s barcode to now be added to his/her database record
-Select Browse
-A box will appear, choose the file icon under the word FILE
--Go to the box that reads DESKTOP and scroll down to LOCAL DISK (C:)
--Choose ppl file and click OPEN
--A list of barcode will appear, click on the patron’s correct barcode (it will have already been loaded in from the barcode generator) and select OPEN
--A new page will appear, select UPLOAD BARCODE
--A note will appear “Barcode 123456778990 was uploaded successfully”
-The patron’s record is now complete and ready to use
-Adding an Author to a Patron’s Record
-Go to patron search and search for the patron by last name
-Click on the patron’s name to bring up his/her record
-Find the author on the pull-down menu and highlight
-Click ADD AUTHOR
-Adding a Patron to Hold List
-Search for ITEM TITLE
-Click on TITLE
-Find patron’s name on pull-down menu
-Highlight patron’s name and click ADD RESERVE
-Holds Procedures
-July 2002
-All library materials may be placed on hold except for Reference, Homebound, and Bookmobile items and entertainment videotapes, DVDs and big books.  Materials can be borrowed from ALL locations except Homebound and Bookmobile.
-I.                    Placing a hold by title
-A.     Check PAC to see if PPL owns a copy
-B.     Ask patron if it matters what format (hardcover, paperback, large print)
-C.     Scan patron’s card at this point to verify that patron has a valid card and is in good standing
-.      If fines are over $5, explain that fines must be below $5 to check out
-.      If patron has more than 3 items overdue, a hold cannot be placed
-D.     Verify patron’s phone number
-E.      At patron record, click on “HOLDS”
-F.      Ask patron what location item should be sent to
-.      If your branch is default, click “OK”
-.      If patron wants different branch than default, click on arrow and choose correct branch
-G.     At bottom of HOLDS field, click “PLACE”
-H.     At window, type title of item
-I.        Click correct item from list
-.      Window may appear stating that patron is not able to check out some items.  Click “OK”
-.      Window may appear stating that item is available at location, click “OK”
-J.       Click “SAVE” button located at bottom of screen
-II.                 Placing a hold for patron to pick up at other location
-A.     Call location to see if item is on shelf
-B.     If it is, place hold to be sent to that location
-III.               Placing hold by item barcode
-A.     If message appears and location does not have that barcode but does have same item with a different barcode
-B.     Pull up the circulation record of the patron requesting the item.
-C.     Cancel the hold on the requested title
-D.     At patron record, click on “HOLDS”
-E.      Type in the title of the requested item and choose the correct title from list
-F.      Click on “ITEMS” at top of toggle widow
-G.     Double-click on the barcode requested
-H.     Click “SAVE”
-IV.              Canceling holds
-A.     Reasons to cancel a hold
-.      Patron may request hold to be cancelled
-.      Patron may not pick up item within time frame
-B.     Go to patron record
-C.     Click on “HOLDS”
-D.     Click on title to be canceled
-E.      Go to bottom of holds window and click on “CANCEL”
-F.      Window will appear saying an override password is needed
-.      Enter password
-.      Only level 3 staff may use override password
-G.     Window may appear asking if you want to cancel, Click “YES”
-H.     If no other holds on item, screen will state to move to owning location or place on shelf (if your location owns item)
-I.        If other holds on item, screen will state to move to another location to satisfy a hold or hold slip will print if next person on hold is your branch’s patron
-V.                 Other Holds Policies
-A.     If patron finds a book on shelf and when checking out, screen states item is on hold for another patron
-.      Don’t change status
-.      Apologize to patron – “I’m sorry, this item is currently on hold for another patron.  Would you like to be placed on hold for this item?”
-.      Circulation staff should write note explaining item found on shelf with a hold and send to Reference desk.
-B.     When canceling a hold or checking in an item that has holds but no hold slip prints, write a note explaining situation and send to Reference desk.
-Interlibrary Loans (ILL)
-January 2004
-I.                   Interlibrary Loans via SEO
-A.  When we can ILL
-.   PPL does NOT have item in an available collection
-.      Item is over 1 year old
-.      PPL item is missing
-      B.  When we cannot ILL
-.      Item is less than 1 year old
-.      Item is overdue (unless extenuating circumstances)
-.      Item is a media format – books on tape/CD, video, DVD
-II.                Requests received from
-A.   Patrons via phone
-B.   Patrons in person
-C.      Branch patrons via faxes from the branches
-III.             Before processing an ILL request
-A.  Verify patron – a person cannot request an ILL for someone else
-B.  Verify patron has a valid library card
-C.     Ensure that PPL does not own title (even with requests from branches)
-.  Check in CIRC and PAC
-.  Check both title and author
-.  If book has been marked as lost, make effort to physically locate title again
-     before requesting the loan
-D.     We only allows 3 ILL books in process (requested/on hold/checked out) at a time for a patron.  If multiple requests are received, verify what is available via SEO.
-.  If only 3 of the requests are available, then ILL those 3 and inform
-     patron/branch that other titles are not available.
-.  If all of the titles are available, contact patron/branch to see which 3 items
-     patron wishes to borrow at this time
-.  We will not “sit on” requests.  Patron/branch will need to contact us at a later
-     date for the other items in excess of 3.
-The following fees will be assessed for ILL materials:
-*ILL overdue fines are $1.00 per day with a maximum overdue fine of $30.00.
-*ILL lost or non-returned items – Replacement cost of item plus a $50.00 lost item processing
- fee.  After 30 days from the due date the full cost will be charged to patron’s Portsmouth Public
- Library card.
-*ILL arrived books that are not picked up - $5.00 per item.
-*ILL unclaimed photocopies - $5.00 per item plus the cost of the photocopied article.
-*Any ILL materials that are damaged while on loan to a patron will require the patron to
-  reimburse the Portsmouth Public Library for the cost of the material and/or any service fees
-  required by the lending library or service.
-IV.              Procedure for ILL
-A.     Check for title on SEO website at www.seo.lib.oh.us
-B.     Click on “library catalog” from left-side menu
-C.     Search for title
-.      If not found, search by title keyword
-.      If still not found, search by author
-.      If still not found, verify title and author via Amazon.com or other source
-D.     Click on title
-E.      Click on “show details” next to correct title
-F.      Click on “request any item” button to place item on hold
-G.     Enter library barcode –199355 and last four digits of library phone
-number – 5688, then click on “login” button
-H.     Click on “request” button to complete hold
-I.        Print the screen that appears telling you your hold has been successfully placed
-J.       Complete SEO book request slip
-.      Patron’s name
-.      Patron’s phone number
-.      Requesting branch
-K.    Staple slip to SEO printout and to Amazon page if requested from a branch
-L.      Highlight title
-M.   File in appropriate alphabetical folder location under SEO request
-V.                 If title NOT found on SEO
-A.  Tell patron that item is not available through our service
-B.   If patron is interesting in purchasing item, print the page from Amazon and give
-       to patron
-A.     If branch request, call or fax branch
-VI.              SEO Arrivals
-A.   Pull paperwork from SEO requested file
-B.      Check book for any damage, if any found, note on paperwork
-C.      Check book in using bar code on white band wrapper around book
-D.      Place patron on hold for book
 Library Bill of Rights
+•	The council of the American Library Association reaffirms its belief in the following basic policies which should govern the services of all libraries
+•	As a responsibility of library service, books and other library materials selected should be chosen for values of interest, information and enlightenment of all people of the community
+•	In no case should library materials be excluded because of the race, nationality, social, political or religious views of the writer
+•	Libraries should provide the fullest practicable range of material presenting all points of view concerning the problems and issues of our times, international, national, and local
+•	Books or other reading material of sound actual authority should not be proscribed or removed from library shelves because of partisan or doctrinal disapproval
+•	Censorship of books, urged or practiced by volunteer arbiter of morals, political opinion, or by organizations that would establish a coercive concept of Americanism, must be challenged by libraries in the maintenance of their responsibility to provide public information and enlightenment through the printed word
+•	Libraries should enlist the cooperation of allied groups in the fields of science, education, and book publishing in resisting all abridgment of the free access to ideas and full freedom of expression that are the tradition and heritage of Americans
+•	As an institution of education for democratic living, the library should welcome the use of its meeting rooms for socially useful and cultural activities and discussion of current public questions
+Confidentiality of Records Policy
+May 2012
+•	It is the policy of the Board of Trustees, in accordance with Section 149.432 of the Ohio Revised Code, that all library records containing patron information are confidential
+•	The Portsmouth Public Library will not release any library record or disclose any patron information except in the following situation:
+•	Parents, guardians, and custodians will have access to their minor children’s records
+•	In accordance with a subpoena, search warrant, or other court order, or to a law enforcement officer who is investigating a matter involving public safety in exigent circumstances
+•	Upon the request or with the written consent of the individual who is the subject of the record or information
+•	Or for library administrative purposes
+•	At the time of registration, borrowers may elect to make their patron records available to a spouse or other designated individual
+•	The Portsmouth Public Library allows patrons to give permission for access at any time in the form of a proxy
+•	This permission must be written on a Portsmouth Public Library Card  Application and will be noted on the patron’s account for reference
+•	Both parents have access by law to a child’s account whether they are the custodial parent or not
+•	Grandparents do not have access unless they meet the definition of guardian or custodian and is able to provide proof of such, or the child’s parent has given written permission to release the child’s records to the grandparent
+•	No other written permission will be acceptable, only the account holder may use the card
+•	Patrons may be asked for the following information when calling about an account
+•	Card Number
+•	Full Name
+•	Address
+•	Date of Birth
+•	Telephone number
-The council of the American Library Association reaffirms its belief in the following basic policies which should govern the services of all libraries:
+Positions and Duties
-As a responsibility of library service, books and other library materials selected should be chosen for values of interest, information and enlightenment of all the people of the community.  In no case should library materials be excluded because of the race or nationality or the social, political or religious views of the writer.
+May 2012
+.	Positions
+a.	Public Services/Reference Coordinator-1 (Lead), 40 hours weekly
+b.	Reference Associate-4 (Lead as Designated), 40 hours weekly
+.	Responsibilities of Reference Associates
+a.	Call holds
+b.	Check in new books
+c.	Assist patrons with Ready Reference, library databases, and internet research resources
+d.	Clean Reference Desk monthly
+e.	Update forms as needed
+f.	Inventory/restock Reference desk supplies and forms as needed
+g.	Generate monthly reports
+h.	Perform clerical tasks such as filing, data entry, and word processing
+i.	Perform projects as assigned
+j.	Ensure that messages are completed
+k.	Direct workflow of Circulation clerks and Public Services pages
+l.	Support staff consistently by answering questions and directing staff to correct information.
+m.	Responsible for knowing, understanding, supporting, and enforcing Library Policy and Procedures
+n.	Responsible for ensuring that breaks/lunches are followed in a timely manner, especially on weekends
+o.	Responsible for collection development
+p.	Be knowledgeable about online resources such as OPLIN databases, PPL website, ALA.org, Ohio E-Books, SEO E-Books, Learning Express, etc.
+q.	Responsible for Readers Advisory
+i.	Keep current on new books and new authors
+ii.	Be comfortable with new titles, authors, etc.
+iii.	Use resources such as Genreflecting and the RA notebook to help patrons
+r.	Search web for new databases or links that are useful to the Reference Department
+s.	Walk through stacks looking for messy or out of order call numbers
+t.	Check that pages are performing assigned duties
+u.	Pull ugly, out of date materials from shelves
+v.	Accept responsibility for patron complaints/problems/situations in the absence of designated supervisor or reference lead
+w.	Open Reference department following daily procedures in absence of reference lead
+x.	Responsible for collecting money bags from all departments at closing and securing bags in safe in absence of reference lead
+y.	Responsible for remaining with lead YS person and maintenance in absence of designated reference lead until custodian clears building.
+.	Responsibilities of Lead Positions
+a.	Same as duties listed under Reference Associate
+b.	Open Reference Department following daily procedures
+c.	Accept responsibility for patron complaints/problems/situation in the absence of a designated supervisor
+d.	Responsible for checking the Sick Line on designated days (Saturdays) and providing coverage for ALL departments/locations in the event of staff call offs
+e.	Responsible for financial summary report/bank deposit on designated days (Saturdays) including the following:
+i.	Providing money bags with accurate funds for each department
+ii.	Taking excess funds to safe
+f.	Responsible for opening/closing/securing the building on weekends and evenings as assigned
+g.	Responsible for emergency/fire/police procedures on weekends in conjunction with/or in absence of custodial staff
+h.	Responsible for collecting money bags from all departments at closing and securing bags in safe
+i.	Responsible for verifying that all staff leave the building at closing
+j.	Responsible for remaining with lead Youth Services person until custodian clears building
+k.	Secure building with security code in absence of a custodian
+Lead Staff Weekend Duties
+May 2012
+.	Opening
+a.	Back Hallway
+i.	Turn off alarm with assigned security code in absence of Maintenance
+ii.	Turn on light breakers in the West Maintenance Room near IT office in absence of Maintenance
+iii.	Unlock door near Administration
+iv.	Pick up the key to elevator
+b.	Turn elevator on
+c.	Turn on light breakers in the East Maintenance Room in the Meeting Room in absence of Maintenance
+d.	Once on the Main Floor turn on the first round of light breakers followed by the rest 30 minutes later in breaker box 1B by the elevator (designated within the box on a list)
+e.	Unlock Restrooms
+f.	Turn on all PS computers, printers, copiers, PACS
+g.	Deposit
+i.	Turn on computer and printer in workroom using the clerk login and password
+ii.	Print Fines Report
+.	Open Reports Manager and login using ‘pplreports’ and password ‘deposit’
+.	Select the ‘My Folders’ tab
+.	Select ‘Public Services’ folder
+.	Select ‘Fines Summary’ Report
+.	Edit the date
+.	Print the report
+iii.	Distribute appropriate money into the bags for each department based on the breakdown listed at the workstation
+iv.	Count remaining money, coins, and checks
+v.	Checks should be stamped on back, initialed and dated on the front by the staff member who accepted it
+vi.	Coins should be wrapped if necessary
+vii.	Total money should equal total on printout
+.	Credit Card transactions should be subtracted from total to reflect the correct monetary deposit
+.	If deposit is short you must note “DO NOT DEPOSIT-INCORRECT”
+.	If deposit is short some change you can supplement the deposit using the extra change bin
+viii.	Complete deposit slip
+.	Write current day’s date on the slip
+.	List the total amount of currency, coin, and checks
+a.	Checks are listed separately with check number and name
+.	Total is documented at the bottom and side
+.	Initial and date totals
+ix.	Change goes in white envelope with ‘Coins’ and the amount written on the front
+x.	Place all money and deposit slip in deposit bag and take to the bank
+xi.	Fines Summary Report
+.	List each charge code as follows:
+a.	FINES=All codes not accounted for below are added together (including ‘Donation’
+b.	COPIES/FAX=total of Copies+Fax
+c.	BOOKSALE=Booksale Only
+d.	LOST=Lost Only
+e.	AGENCY=Agency Only
+f.	TOTAL=ALL codes combined
+.	Initial and date under total
+.	If fines are waived circle the amount on printout and write ‘see attached’
+.	Paperclip all receipts to printout
+.	Place printout and attachments in Deputy Clerk Treasurer’s mail box
+xii.	Check Sick Line
+.	Record call off information in Sick Log
+a.	Mailbox # and password are in binder by phone
+.	Reassign staff to provide coverage
+.	Call employees to notify them of the changes in schedules or assigned work location
+.	Check Sick Line again before opening
+xiii.	Take money bags to appropriate locations
+.	Local History can be taken to YS if department is locked
+.	Closing-15 Minutes Prior
+a.	Lead if no Custodian present
+i.	Inform patrons of closing time
+ii.	Turn off dome lights
+.	Panel by elevator using designated breakers
+iii.	Check main floor and lock bathrooms
+iv.	Lock front doors
+.	Bolt top and bottom
+.	Deadbolt
+.	Slide
+.	Close glass doors
+a.	If no custodian is present this is the responsibility of circulation staff as the reference staff are turning off phones, double checking the doors, and turning breakers and elevator off.
+b.	Lead
+i.	Collect money bags and place in safe
+ii.	Turn off phones and all electronics
+iii.	Be sure all staff have left floor
+iv.	Lock door to back hallway near Administration
+v.	Wait for all staff to exit the building
+.	Staff should clock out at their workstations before leaving the floor
+vi.	Designated PS and YS are assigned to remain with custodian for final closing procedures
+vii.	Set building alarm if no custodian is present
+Opening & Closing Procedures
-Libraries should provide the fullest practicable range of material presenting all points of view concerning the problems and issues of our times, international, national, and local; and books or other reading matter of sound actual authority should not be proscribed or removed from library shelves because of partisan or doctrinal disapproval.
+May 2012
+.	Opening (to be completed before library opens)
+a.	Turn on all computers and printers
+i.	Circulation computers and receipt printers
+.	User-Clerk
+.	Password-ppl2003
+ii.	PACs
+iii.	Reference computers, printers, and receipt printers
+.	User-Ref
+.	Password-ppl03ref
+iv.	Contact IT if there are problems
+b.	Turn on copier
+i.	Put money box back into machine
+ii.	Check paper supply
+iii.	Lock access panel
+c.	Reference Log Sheet
+i.	Set up daily sheet with correct date and hours
+d.	Newspapers/Magazines
+i.	Shelve immediately upon receiving them either from cataloging or book drop
+ii.	Take local papers to Local History immediately
+e.	Turn phone on at 10:00a
+i.	Feature 982
+ii.	Password: CLERK (25375)
+iii.	Select ‘OK’
+iv.	‘Atd Available’ will be displayed
+v.	Press ‘Change’ to switch the option from No to Yes
+vi.	Press Next for ‘Business Open’ to display
+vii.	Press ‘Change’ to switch the option from No to Yes
+viii.	Hang up or press RLS to exit
+f.	Checking Phone Messages
+i.	Feature 981
+ii.	Password: CLERK (25375)
+iii.	‘Play’ to listen
+iv.	If message needs follow up write the contact information and what is requested and erase the message
+v.	If you need to save a message select ‘Save’ at the end of the message
+vi.	If message needs to go to another staff member transfer the message
+vii.	Erase any ‘empty’ or ‘prank’ messages
+.	Closing
+a.	Turn off all computers and printers
+i.	Circulation
+ii.	Reference
+iii.	PACs
+.	Use ‘Control, Alt, Delete’ to shut down
+b.	Turn off copier
+i.	Check paper supply
+ii.	Open access door
+.	Empty coin box and bill container
+.	Take money to circulation
+iii.	Circulation will count all coin and bills from copier and enter the total under ‘Money, Money Public Services’
+.	Select ‘Charges’
+.	Select ‘New Charge’
+.	Select ‘Copies’ from charge codes and enter total amount
+.	Pay/Waive to tender the fine
+.	Place in money bag to be taken down to the safe
+c.	Organize and neaten desks
+d.	Turn off phones
+i.	Feature 982
+ii.	Password: CLERK (25375)
+iii.	Select ‘OK’
+iv.	‘Atd Available’ will be displayed
+v.	Press ‘Change’ to switch the option from Yes to No
+vi.	Press Next for ‘Business Open’ to display
+vii.	Press ‘Change’ to switch the option from Yes to No
+viii.	Hang up or press RLS to exit
+Daily Procedures
+May 2012
+.	Computer Usage
+a.	Public Access Computers (PACs) are connected to the library’s local area network
+b.	Patron PACs are located in the following areas:
+i.	3 terminals on the main floor near the new books collection
+ii.	3 terminals in Youth Services near the Reference Desk
+iii.	All word processing and Internet accessible computers are located in the Information Technology Lab on the Main floor.
+iv.	Youth Services computers only have access to educational games and the library catalog
+c.	Staff Computers
+i.	2 Terminals at Circulation
+.	Staff Only
+.	Circulation Activities only
+.	Internet Access (limited use, must be job related)
+ii.	3 Terminals at Reference
+.	Reference Staff Only
+.	Circulation Activities
+.	Research
+.	Internet Access (must be job related)
+iii.	2 Terminals in Public Services
+.	Public Services Staff
+.	Rounds
+.	Library Projects
+.	Circulation Activities
+.	Research
+.	Internet Access (must be job related)
+.	Training
+.	Webinars
+iv.	3 PACs
+.	Patron and Staff Use
+.	Library Catalog Information Only
+.	Internet Access to PPL’s Website Only
+.	No Printing Capabilities
+.	Supplies
+a.	Office Supplies
+i.	Closet at the base of the Main Staircase (Key is located in Key Box)
+.	Must log the type, amount, date, and department each time you remove supplies for reordering purposes
+.	Toner can be found in the Maintenance Closet on Main floor
+a.	This is stored here for convenience
+b.	Cleaning Supplies
+i.	Maintenance Closet on Main floor near elevator
+.	If running low be sure to inform Maintenance for reordering
+.	Alarms
+a.	Emergency Exit Doors
+i.	3 emergency exit doors will sound an alarm if opened
+.	Locations
+a.	near elevator/maintenance closet
+b.	in non-fiction closest to the 100s
+c.	balcony near staff restroom
+ii.	If opened staff must check the door to see why (accident, theft, etc.)
+iii.	The door can then be reset using a key
+.	The keys can be located in the following locations:
+a.	Lead Staff/Supervisor
+b.	Key Box
+c.	Roving Reference Key
+b.	Panic Buttons
+i.	Panic Button is located at Reference on the underside of the curved desk
+ii.	Use in cases of extreme emergency
+iii.	If used:
+.	Tri-State Security receives the call and will call the library to ascertain if the alarm is serious.
+a.	If you can’t answer, Tri-State will proceed with emergency protocol and contact the police
+iv.	Accidental Use:
+.	Call Tri-State at 354-2990 immediately and give the code 632
+.	Reference Key Box
+a.	Located by Page Supplies
+b.	Keys located in this box are labeled
+.	Newspapers
+a.	The following Newspapers are located on the Main Floor:
+i.	Chillicothe Gazette
+ii.	Columbus Dispatch
+iii.	Investors Business Daily
+iv.	Ironton Tribune
+v.	New York Times
+vi.	USA Today
+vii.	Wall Street Journal
+viii.	The current month’s issues will be stored in the newspaper cabinet with the most current issue on display
+b.	The following Newspapers are located in Local History:
+i.	Community Common
+ii.	Portsmouth Daily Times
+iii.	Scioto Voice
+iv.	All issues are archived indefinitely
+c.	Newspapers must be made available to the public as soon as they are brought to Reference Staff.
+.	Magazines
+a.	All issues circulate for 7 days
+b.	Current year will be stored behind the appropriate magazine display in the magazine collection
+c.	Cataloging will bring checked in copies to Reference
+i.	Remove all loose papers
+ii.	Must be made available to the public as soon as they are brought to Reference Staff
+Additional Duties & Procedures
+May 2012
+.	Recalling Items
+a.	Recalling can be used to place a MS item on hold for patrons, On-The-Fly items  or books that are in need of repairs or other errors
+b.	This can only be done once the book is checked out to a patron
+c.	There are 2 ways to recall an item
+i.	Patron Account
+.	Go the Patron’s Account (F2 or F6 Screens)
+.	View items that are currently checked out
+.	Right-Click on the correct item
+.	Select the ‘Recall’ option
+.	Insert a brief comment as to why you want to recall and initial and date the comment
+ii.	Item Information
+.	Search the title in the Search Exiting Title (F4 Screen)
+.	Select the correct format
+.	Right-Click on the correct item (match barcode if multiple)
+.	Select the ‘Recall’ option
+.	Insert a brief comment as to why you want to recall and initial and date the comment
+d.	On-the-Fly Items must be recalled immediately
+e.	Items can also be placed on hold using the Collection Development account so they come to staff if there are multiple holds on an item and the issue doesn’t affect the condition of the book
+.	Public Relations Information
+a.	Website
+i.	Information that is to be added to the website is given to a designated Reference Staff member each pay week for current content
+.	Information to be included (but not limited to):
+a.	Description of the event/promotion (about 73 words in length)
+b.	Pictures (at least 600x340 minimum pixels or a medium Google image)
+i.	If you don’t know if the picture will work send it and IT staff will let you know if it won’t work)
+c.	Save Pictures as jpeg files and attach to email
+d.	Specify what information/pictures needs to be posted to the website
+e.	Specify the time frame of the website posting
+b.	Media
+i.	Send all media requests to the designated Reference Staff member by the 15th of each month
+ii.	It will then be forwarded on to the PR Coordinator
+c.	Printed PR Requests (flyers, posters, bookmarks, etc.)
+i.	Request any printed materials to the Chair of the Art for Education Committee in a timely manner
+ii.	This staff member will be in contact with the designated Staff Member so that this information is posted to website or distributed accordingly
+.	Shifting
+a.	This is necessary to make room for materials on shelves and to make them easier for patrons to browse
+b.	Tips:
+i.	At least a hand’s width left at the end of a shelf, if possible
+ii.	Place all of the author’s books on one shelf, if possible
+.	If it is necessary to split an author, be sure to have at least 5 books by the author on each shelf
+iii.	Clean shelves as you go
+iv.	Let designated staff know if shifting has altered the end signs so they are changed and accurate for patrons
+.	Posting a Lost Book
+a.	Be sure to inform patron that once the item is posted, the patron cannot be refunded if they would find the book
+i.	If it is an option, offer to renew the book if the patron would like to continue to look for the item before they pay in full
+b.	Go to the Patron’s Account (F2 or F6 screens)
+c.	View the items checked out
+d.	Select the item to be posted
+e.	Mark Lost by either right-clicking on the title or by using the option at the bottom of the screen and select ‘Mark Lost’
+f.	Once you select this you will have the following options:
+i.	Would you like to charge the overdue amount?
+.	will not appear if the item is not overdue
+.	this will not be posted to patron as long as they are paying the full cost of the book
+.	patron is never double charged for an item
+ii.	Would you like to charge the full replacement cost?
+g.	Once you have indicated the proper charges select ‘ok’
+h.	The proper charges have been applied and can be tendered
+i.	Staff will then fill out a Routing Slip to indicate that the ‘item was Marked Lost and Paid’ and give to the Collection Supervisor
+.	To Pay Charges
+a.	Go to the Patron’s Account (F6 screen)
+b.	Select the charges tab
+i.	Select the fees the patron wishes to pay
+.	Selecting all will allow staff to tender payment on all fines at one time
+a.	Please be aware that if you select all but the patron only gives a partial payment, part of the fines will be removed from each item.
+b.	If the patron has been sent to the Collection Agency, the CA Fine is the last one to be paid
+i.	Patron is blocked until this is paid in full
+ii.	This can only be waived by the Patron Accounts Manager or the Director
+.	Once you have determined which fines will be paid, continue tendering fines
+ii.	Tendering Fines
+.	Select the ‘Pay/Waive’ button
+.	Select the type of payment you are receiving
+.	Confirm the amount to be paid
+.	Enter the amount given to you by the patron in the ‘Amount Tendered’ section
+.	Select ‘OK with Print’
+a.	This will print out the receipt and also show you how much change to give back to the patron
+.	If any fields do not match up, circulation will not allow the transaction to be processed until they are corrected
+iii.	If a person other than the account holder is paying on an account, they cannot receive a receipt due to the fact that loan history is included on the receipt unless staff black out or cut off the private information
+.	The account holder can call or come in themselves to confirm the items paid (Account Fine History)
+.	Changing Holding Codes (ANB/NAR to regular holding codes)
+a.	Designated Reference Staff or Cataloging are able to do this
+i.	Scan item into the View Existing Item Screen (F4)
+ii.	Double-Click or Right-Click on the item to go to the ‘View/Edit Item Information’ Screen
+iii.	In the ‘Bibliographic Information’ Screen go to the section on the right with the ‘Owned By’ information
+iv.	Staff will then change the holding code
+v.	The Collection Code is now updated to reflect the correct holding code and circulation period
+vi.	Staff will then save the record
+vii.	Correct stickers (if needed) must be applied and the items are shelved in the correct collections
+b.	If patrons check out a book that was found in the stacks but has an incorrect holding code (incorrect circulation time):
+i.	Check the item in from the patron’s account (staff have 2 options)
+.	Ask designated Reference Staff to change the holding code
+a.	Once this is done, the item can be checked out correctly
+.	Staff can ask any Reference Staff with override access to override the Due Date and Time
+a.	Staff input the correct information for the problem item and turn off the override
+b.	Item can be checked out for the full circulation period
+c.	Item must then be recalled so that the holding code can be corrected
+.	Monthly Pulls
+a.	Items are considered new for 1 year
+i.	This gives patrons an easy way to browse new books
+ii.	If shelves get full, designated staff can determine if titles need pulled
+b.	Each location pulls ANB/NAR items for the first week of the month to integrate them into the regular collection
+i.	These are set aside for designated staff to change
+.	Designated Reference Staff at Main
+.	Team Leaders at Branches
+c.	McNaughton Lease Titles are pulled and put into ‘Unavailable’ status
+i.	ALL McNaughton titles are sent to the Main Branch
+ii.	These are set aside for the collection supervisor to review
+d.	Young Adult, Regional, CDs, Audios, and DVDs are checked and the new stickers are removed
+i.	These do not require a holding code change
+e.	Try to be consistent with titles
+i.	If you have pulled copies earlier in the month, verify that they are not already in the regular stacks before shelving in the New Books Area
+.	This will prevent multiple circulation periods within one title
+f.	Multiple Copies
+i.	If there are multiple copies of a title:
+.	Pull McNaughton’s
+a.	Place in ‘Unavailable’ status and route to collection supervisor
+.	Pull Duplicates
+a.	Put in a ‘Discard, Missing Staff Action, or Being Repaired’ status and give to collection supervisor? What would JC prefer since they could be in this status for any length of time
+b.	ARF can have at least 2 copies on the shelf?
+.	Special Status Codes for Items that are not attached to patrons
+a.	Any item that is not on the shelf, based on staff , must be in a special status to reflect that it is not available to the public
+b.	I-Damaged, Keep Circulating
+i.	Only Supervisors/Team Leader are to use this code
+ii.	‘Checked-In’ Status
+iii.	Damage Item Reviews
+iv.	Patron charged for damage but item can still be circulated
+v.	This appears on the patron’s charge records
+vi.	This appears on the item record along with any comments about the damage
+vii.	Damage notation does not appear on patron’s record through PAC Account Review
+viii.	Charges comments will appear on patron’s record through PAC Account Review
+c.	I-Damaged, Send to Repair Location
+i.	Only Supervisors/Team Leader are to use this code
+ii.	‘In-Transit’ status
+iii.	Damage Item Reviews
+iv.	Patron charged for damage but item can still be circulated once it is repaired
+v.	This appears on the patron’s charge records
+vi.	This appears on the item record along with any comments about the damage
+vii.	Damage notation does not appear on patron’s record through PAC Account Review
+viii.	Charges comments will appear on patron’s record through PAC Account Review
+d.	L-Unavailable
+i.	All staff  can use
+ii.	‘Unavailable’ status
+iii.	McNaughton Titles Only
+iv.	Being reviewed or sent back
+e.	MS-Missing: Staff Action
+i.	ALL staff can use
+ii.	Used if an item cannot be located after 2 staff members have looked for the item
+f.	MS-Being Repaired.
+i.	ALL staff can use
+ii.	Used for any item that is being repaired or being pulled from the shelf for review
+g.	MS-Discard
+i.	ALL staff can use
+ii.	Used for items that are being reviewed for collection development purposes
+.	Discards, Duplicates, Outdated Editions, etc.
+.	Special Status Codes with Items that are Attached to Patrons
+a.	I-Damaged, Keep Circulating
+i.	Only Supervisors/Team Leader are to use this code
+b.	I-Damaged, Send to Repair Location
+i.	Only Supervisors/Team Leader are to use this code
+c.	L-Lost
+i.	Any staff with the ability to post an item to a patron’s account may use this
+.	Patron wants to pay for a lost item
+d.	L-Lost: Staff Action
+i.	Not to be used
+.	Changing Home Branch (AKA Issuing Location)
+a.	This can be changed to reflect the preferred pick up location for the patron
+b.	Go to the borrowers information (F6 screen)
+c.	Select the ‘Edit Information’ tab
+d.	View the Basic Information tab
+e.	Change the Issuing Location to the preferred branch
+i.	If patron place holds in PAC, the hold will automatically be sent to the Issuing Location unless the patron changes this through a staff member.
+.	Placing Requests
+a.	All materials can be requested with the exception of the following collections:
+i.	Reference
+ii.	Mobile Services
+iii.	Genealogy
+iv.	Ohio Room
+b.	These materials show a ‘Non Checkout’ status (except for MS Items) to indicate they do not circulate
+c.	The account holder is the only person allowed to place holds on an account
+i.	Proxy may only pick up items that have previously been requested by the account holder
+d.	There are 3 ways to place holds:
+i.	In Person
+.	Ask for their card
+a.	If the patron does not have their card, verify their full name and date of birth
+.	Verify their pick-up location
+.	Verify their phone number
+.	Inform the patron of any account issues
+a.	Fines, Expired Card, Overdues, etc.
+.	Go to the Place Requests Screen from the Patron’s Check Out Screen (F2) or by selecting it from the menu at the left
+.	Input patron’s information if it isn’t already pulled up
+.	Input the title information and select the title
+a.	Verify the preferred format
+.	Select the ‘Place Request’ button at the bottom of the screen
+a.	Toggling
+i.	Locations
+.	Highlight the location tab and select the preferred branch
+.	This is convenient if the patron wishes to pick up an available item at that location
+ii.	Select the ‘Place Request’ button at the bottom of the screen
+b.	Items
+i.	Highlight the Item Barcode that is requested
+.	This is convenient if there are multiple volumes or issues within the same record
+.	Magazines, Encyclopedias, etc.
+ii.	Select the ‘Place Request’ button at the bottom of the screen
+.	If items are available at your present location, a message will appear in circulation
+a.	These are to be retrieved as soon as possible
+ii.	Phone
+.	Ask for patron’s full name and card number
+a.	If patron does not have card number, verify their date of birth
+.	Verify their pick-up location
+.	Verify their phone number
+.	Inform the patron of any account issues
+a.	Fines, Expired Card, Overdues, etc.
+.	Go to the Place Requests Screen from the Patron’s Check Out Screen (F2) or by selecting it from the menu at the left
+.	Input patron’s information if it isn’t already pulled up
+.	Input the title information and select the title
+a.	Verify the preferred format
+.	Select the ‘Place Request’ button at the bottom of the screen
+.	If items are available at your present location, a message will appear in circulation
+a.	These are to be retrieved as soon as possible
+iii.	Email
+.	Email requests are assumed to be made by the card holder and can be applied directly and will be based on the circulation information
+a.	If the information in the email does not correlate with PPL account information, DO NOT place the hold and inform the sender that only the account holder can place holds
+i.	Sign with a different name, patron information cannot be found in circulation, etc.
+.	If items are available at your present location, a message will appear in circulation
+a.	These are to be retrieved as soon as possible
+.	Processing Holds
+a.	Email Holds
+i.	Arrived Hold Slip will indicate that an ‘Email Notice’ has been sent
+ii.	Arrived Hold Slip will be place in the book so that the patron’s name and pick-up date are visible
+iii.	Patron has 3 open days to pick the item up
+iv.	Multiple holds are banded together with the appropriate pick-up dates
+b.	Phone Holds
+i.	Arrived Hold Slip will not have ‘notice’ messages
+ii.	Staff will call the phone number listed
+iii.	Staff will indicate the following on the slip to show fellow staff members how contact was made
+.	Date
+.	Time
+.	What form of contact:
+a.	CON-contacted patron directly
+b.	LM-left message with another person at the phone number
+c.	AM-left message on answering machine
+d.	N/A-no answer/no contact
+i.	Attempt 3 times before cancelling
+.	Staff Initials
+.	Multiple holds are banded together with the appropriate pick-up dates
+iv.	If a patron’s phone is disconnected:
+.	Staff attempt to call twice to ensure the number was dialed correctly
+.	Patron’s account is noted after the second attempt to update their contact information
+.	Item is held for 3 days
+v.	Arrived Hold Slip will be place in the book so that the patron’s name and pick-up date are visible
+vi.	Patron has 3 open days to pick the item up
+vii.	Multiple holds are banded together with the appropriate pick-up dates
+.	Viewing/Pulling Messages
+a.	Each time a request is made, by staff or by patrons through PAC, a message is sent to the location that has an available copy
+b.	Any item that has been connected to a message is in an ‘In-Transit’ status until pulled or the monthly report is generated
+c.	Messages should be pulled hourly or when needed
+i.	This ensures that items with holds are not taken by ‘browsing patrons’ and are routed to the patron as soon as possible
+.	If a patron does happen to pull an item that has a hold:
+a.	Apologize to the patron and explain that it currently has a hold for another patron.
+b.	Reference staff can add them to the list
+c.	Circulation then forwards it to Reference explaining the situation
+d.	To View Messages in Circulation
+i.	Click on the ‘Messages’ heading in circulation
+ii.	You can then print (or write on scrap if there are not many) by selecting the messages for your department
+.	Pressing control while you click on the item will allow you to select certain messages
+.	Selecting the first item, pressing shift, and selecting the last item will allow you to select all messages
+.	Messages can be printed in shelf order
+e.	To View Messages through Reports Manager
+i.	Log In to Reports Manager (User: pplreports, Password: deposit)
+ii.	Go to ‘My Folders’
+iii.	Go to the Public Services Reports Tab
+iv.	Select the ‘Messages’ Report
+v.	Print
+f.	Pull requested items and take to the Reference Desk
+.	Processing Messages
+a.	Check-In each item into the ‘Check In Items’ screen (F3)
+b.	Arrived Hold Slips will print out once you click ‘OK with Print’ or the item will be routed to a branch
+c.	If item can’t be found by 2 staff members:
+i.	Copy the item barcode by right-clicking on the item’s record to copy the ID or by taking the number from the message list
+ii.	Place the item into Special Status ‘MS: Staff Action’
+iii.	This should transfer the request to another circulating copy
+.	Allow circulation to pull the similar hold
+.	Circulation can only pull from within the selected record so be sure to check for multiple title records
+iv.	If there are no other circulating copies available…
+.	Check PAC to see if there are multiple records for the item or another format of the title is available and re-apply hold
+.	Contact the patron or requesting branch (so they can contact their patron) to let them know the item is unavailable for their request.
+a.	Staff should then follow up with the patron to see the item can be obtained through another resource (ILL, Shawnee State Library, State Library of Ohio)
+.	Cancelling Requests
+a.	Reasons to cancel holds
+i.	Patron requests to cancel the hold
+ii.	Patron does not pick up the item within the 3-day time frame
+iii.	Patron was unable to be contacts after 3 attempts
+b.	2 Ways to Cancel Requests
+i.	Go to the Patron’s Account (F6 screen)
+.	Go to the Requests Tab
+.	Select the correct title
+.	If item is a pending hold:
+a.	Click on the Cancel Selected Request
+b.	Item is removed
+.	If item has arrived:
+a.	Click on Cancel Selected Request
+b.	Input the Override Password
+c.	Scan the item
+d.	Hold is removed
+ii.	View/Manage Requests Queue
+.	Open tab
+.	Scan item to be cancelled
+.	Select the correct patron
+.	Scan the item
+.	Hold is removed
+.	Printing an Extra ‘Arrived Hold Slip’
+a.	Go to the View/Manage Requests Shelf
+b.	All holds on your location’s shelf will appear
+c.	Sort by patron name or title
+d.	Select the correct item
+e.	Right-Click and select Print Request Slip
+i.	This will give you a new slip if the original is missing
+ii.	Check the notification type of the patron
+.	‘Email Notice’ will not appear on this slip since the notice was sent at the time of the original check-in
+.	Verify that patron gets email or need a phone call
+.	Readers Group Holds
+a.	Holds for readers groups are placed on each member’s account
+b.	Books are checked out to each member so they are held accountable for their items
+c.	Regular circulation rules apply
+.	Author Request Form (Adult and YA) and What YOU Like Form
+a.	Author Request Form
+i.	Patrons can fill these out so that they are automatically placed on hold for their favorite authors’ new releases that are not in the system
+.	Patrons must fill out their name, barcode, phone, and format
+a.	Can pick one of the following formats (if no format is selected, patron will be given regular print)
+i.	Large Print
+ii.	Regular Print
+iii.	Audiobook
+.	Patrons can then circle as many or as few authors as they choose (no write in authors)
+.	Patrons are then entered into the Reserves Database
+ii.	Patrons should be offered this form each time a patron requests a book by one of the authors
+.	ARF patrons are priority holds over ‘walk in’ requests
+b.	What YOU Like Form
+i.	Patrons should also be offered a ‘What YOU Like’ form and other readers advisory help while the patron waits for their favorite authors
+ii.	This allows patrons to specify what books/authors they like and why
+iii.	Staff can then create a personalized reading list based on their interests
+c.	ARF and What YOU Like forms are available at all locations and online
+.	Reserves Database
+a.	This database stores patrons’ book or audiobook author requests that the library will be ordering but has not received
+b.	Using the Database
+i.	Designated staff have access (User: reference  Password: ref@ppl
+ii.	Staff enter new books into the database
+iii.	This allows holds to be generated randomly for all patrons in Reserves for that author
+.	Staff then apply the holds and delete the item from reserves
+iv.	When new books arrive designated staff should check reserves to ensure that the item is no longer in reserves
+c.	Deleting a title
+i.	If a title is in the system, check to see that holds were applied and delete the title
+ii.	Save any changes
+d.	Adding a title
+i.	Search PAC to be sure that PPL does not own the title
+ii.	Search Reserves to be sure it hasn’t already been added to the database
+iii.	Search for the Author
+.	If author is in reserves
+a.	Search for the title
+b.	If not found, click Add New
+c.	Type the title
+d.	Choose the material type
+e.	Choose the author
+f.	Fill in the call number
+g.	Choose branch
+h.	Enter the date
+i.	Staff initials
+j.	Choose Add Item
+.	If author is not in reserves
+a.	Search the author’s last name
+b.	If not found, select Add New Author
+c.	Type the author’s last name in the first space
+d.	Type the author’s first name in the second space
+e.	Leave the space that says ‘Member of Author Database’ to the default ‘No’
+f.	Select Add Author
+e.	Adding Patron to the Database
+i.	Verify patron information in circulation and copy the patron ID
+ii.	Go to the Start Menu and select programs
+.	Select ‘Special Apps’
+.	Select the ‘PPL’ folder
+.	Select ‘B¬_Generator to create a barcode
+.	Paste the Patron ID into this and click save
+iii.	Log In to Reserves
+.	Search for patron by last name
+a.	If patron is found no more needs to be done
+b.	If patron is not found staff must add them
+i.	Click ‘Add Patron’
+ii.	Fill in the screen with the patron info
+iii.	Click ‘Add Patron’
+.	This should bring up another screen that will allow the patron’s barcode to be added
+.	Select browse
+.	Choose File
+.	Select Desktop and select Local Disk (C:)
+.	Choose program files
+.	Choose PPL files and open
+.	Select the correct barcode and open
+.	Upload barcode and you will get a confirmation
+a.	If barcode will not upload contact IT
+.	Patron is now ready
+f.	Adding an Author to Patron’s Record
+i.	Search for patron by last name and bring up the record
+ii.	Find the author in the pull-down menu and select
+iii.	Click Add Author
+g.	Adding a Patron to Hold List
+i.	Search for Item Title
+.	Best to search one word in the title
+ii.	Click on the title
+iii.	Find patron’s name in the pull-down menu and select
+iv.	Click Add Reserve
+.	Printing Policy (per Beverly Cain 10/25/02)
+a.	If you are copying something (i.e. Reference Collection) and handing it to a patron in response to a reference question, especially when the material is not available in another format, then there is no charge.
+b.	There will be the 10 cents per page charge for patron initiated prints from photocopiers and computers
+.	Resource Development Center (RDC)
+a.	Foundation Center Resources (print and online)
+i.	Information that can assist in educating patrons on how to find grants available for many groups and situation locally and nationally
+ii.	Be sure to conduct a thorough reference interview to be sure that this collection is what the patron is looking for
+.	There are other materials available in the library that are not in this collection that may assist patrons more
+b.	Print Materials
+i.	GREF holding code in the Reference Collection
+ii.	Information available includes but is not limited to:
+.	Non-Profit Groups
+.	Grant Writing
+.	Grant Research
+c.	Online Access
+i.	http://fconline.foundationcenter.org/ipl.php
+ii.	Patrons can access the Foundation Center’s website on any public computer at the Main Branch
+iii.	Website recognizes PPL’s IP address and does not require log-in information
+d.	Key Points to Remember
+i.	Portsmouth Public Library does NOT write grants for others
+ii.	We will not conduct research in the databases or print materials for patrons
+.	Staff can show the patron one basic search on the computer or using the print resources but the patron must continue from that point forward
+.	Computer illiterate patrons should be referred to the print collection
+.	Collection Development
+a.	The Library affirms the following objectives:
+i.	To serve all people
+ii.	To provide a variety of materials and programming for everyone’s informational, educational, recreational, and cultural needs
+iii.	To provide qualified staff to give guidance in the use of materials
+iv.	To provide access for all people
+v.	To inform the public of library resources and services
+vi.	To support intellectual freedom
+b.	The library will not censor items based on content for the age of patrons
+i.	Responsible Parties of juveniles are responsible for monitoring what are acceptable materials for their children
+c.	Selection Criteria
+i.	Availability and suitability of format
+ii.	Suitability of subject, style and level for the intended audience
+iii.	Critic’s and staff’s reviews (Including but not limited to):
+.	Publisher’s Weekly
+.	Library Journal
+.	Books in Print
+.	Booklist
+iv.	Reputation of the publisher or producer
+.	Authority and significance of the author, composer, filmmaker, etc.
+v.	Timelines or permanence of the material
+vi.	Quality of writing, design, illustrations, or production
+vii.	Relevance to community needs
+viii.	Potential and/or known demand for the material
+ix.	Relative importance in comparison with existing materials in the collection on the same subject
+x.	Availability and accessibility of the same material in the local area
+.	Weeding
+a.	Staff will weed based on the CREW Method of Weeding
+b.	This allows outdated, damaged, non-circulating materials to be pulled from collections in an organized method
+.	Donations
+a.	PPL accepts donations that are in good condition and current
+b.	ALL donations fall under the Collection Development Policy
+c.	ALL donations are sent to the Main Branch for designated staff to review
+d.	PPL will not accept any donation that is damaged or outdated
+i.	Damages include but are not limited to:
+.	Liquid
+.	Insects
+.	Pets
+ii.	Outdated include but are not limited to:
+.	Law
+.	Legal
+.	Medical
+Telephone Usage
+May 2012
+.	Extension 201 is the main incoming phone line
+.	Extension 202 is the secondary phone line
+.	Incoming Call
+a.	Pick up the receiver to answer the direct line
+b.	To answer another line
+i.	Push the ‘Pick Up’ button or
+ii.	Feature 75
+c.	Greeting should be “Reference Desk, may I help you?” or “Portsmouth Public Library, may I help you?”
+.	Transferring Calls
+a.	Once you have answered you can:
+i.	Select ‘transfer’ from the display box
+.	You can then select the correct department extension
+a.	You can then either hang up and the call is transferred or
+b.	You can hang on the line to pass along any messages/comments before hanging up to transfer
+.	Calls on the ‘Intercom’ lines cannot be transferred
+ii.	Select the ‘link’ button (for certain extensions)
+.	Hit ‘Line 1’
+.	Dial 3 digit extension
+.	Number should connect
+.	You cannot transfer calls to these extensions
+.	These are typically the extension numbers for the branches and extension 212
+.	Making Calls
+a.	Select Line
+b.	Dial 7
+c.	Dial the rest of the phone number
+.	Phone Problems
+a.	Contact Department Supervisor, Linda Woods-Jones, and Public Relations Coordinator
+Fax Procedures
+May 2012
+.	Patron Faxing
+a.	Sending
+i.	$2.00 per page (including cover pages)
+ii.	$6.00 per page for international faxes
+iii.	Paper being faxed should be on regular letter sized paper
+.	Patrons can be referred to the copier to make copies
+.	Small paper and thicker weight paper can jam in the fax machine
+iv.	Staff will record on the Fax Log:
+.	Date
+.	Time
+.	Person Placing Call
+a.	Staff Initials
+.	Area Code
+.	Phone Number
+.	City and State
+a.	If known
+b.	This is used to compare with phone bill
+.	Party Called
+a.	If known
+b.	This is used to compare with phone bill
+.	Cost
+a.	Total cost of the fax based on the number of pages
+.	Dept. or Acct. Charged To
+a.	Staff or Patron
+v.	Staff will fax the information to the number given
+.	Confirm the number with the patron
+.	Tell patron that they will pay once we receive confirmation of the fax being received
+vi.	Once the confirmation has been received, the patron can pay for the fax at Circulation and bring the receipt back to Reference staff
+vii.	If the fax was not received, staff will attempt to send one more time
+.	After 2 failed attempts
+a.	Patron can be asked to confirm the number with the receiving party or to see if their fax line is available
+b.	Patron can be referred to other faxing businesses
+c.	Patron WILL NOT be charged for failed faxes
+b.	Receiving
+i.	$1.00 per page to receive
+ii.	Patron picking up the fax must confirm the name and/or information on the fax received
+.	Staff Faxing
+a.	If fax is library related there is no charge
+b.	If fax is personal, the same patron charges and rules apply to staff
+.	PPL’s fax line is not secure and PPL will NOT fax the following for the patrons safety:
+a.	ID Numbers (Driver’s License #, etc.)
+b.	Social Security Numbers
+c.	Medical Information
-Censorship of books, urged or practiced by volunteer arbiters of morals or political opinion or by organizations that would establish a coercive concept of Americanism, must be challenged by libraries in the maintenance of their responsibility to provide public information and enlightenment through the printed word.
+Inter-Library Loans (ILL)
+May 2012
+.	This service allows patrons to access materials outside of PPL and throughout the state of Ohio through the State Library of Ohio
+.	When Not to ILL
+a.	Item is less than 1 year old
+b.	Item is overdue
+c.	Item is a media format (DVD, CD, etc.)
+d.	Homebound or Bookmobile Patron
+i.	If patron is able or has a proxy arrangements to pick up the item at a physical location can be made
+ii.	No ILLs will be delivered to home or by the Bookmobile
+e.	Item is not available through SEO
+i.	 Staff should attempt to obtain the item from other resources
+.	State Library of Ohio (State Library Card or SSU Card through OhioLink)
+.	Shawnee State University OhioLink (SSU Card or State Library Card)
+.	amazon.com (purchasing information for the patron)
+.	Material Request Form
+ii.	Staff contact the requesting branch that item is not available and branch staff follow through with their patron
+.	When to ILL
+a.	PPL does not have the item in a circulating collection
+b.	Item is over 1 year old
+c.	Item is in a Lost: Long Overdue status (not returning)
+d.	PPL is not purchasing the item
+i.	Does not meet the collection guidelines, budget, etc.
+.	Requests can be received by:
+a.	Phone
+b.	Person
+c.	Branch patrons via fax
+.	Placing ILL Requests
+a.	Check PAC for the item (including branch requests)
+i.	Search title
+ii.	Search author
+iii.	Be sure that the item is not in a non-circulating collection or lost
+iv.	This ensures that an item is not requested in error
+b.	Patron Verification
+i.	Inform patron of all ILL rules pertaining to loan period, fines, etc.
+ii.	Verify patron with their full name and card number
+.	Only the account holder may place requests
+iii.	Verify patron’s contact information (phone and/or email)
+iv.	Verify patron’s pick-up location
+v.	Verify that patron only has 3 ILL requests (any combination)
+.	If patron has over 3 requests, check availability
+a.	If all requests are available, patron must limit to 3 and keep track of the others for future requests
+b.	If only 3 are available, request those 3 and inform patron of the status of the other requests for their records
+c.	PPL will not file requests for future orders, patrons must keep track of these
+.	ILL Rules
+a.	Books
+i.	No more than 3 requests at any time (any combination of requests or checked-out items)
+ii.	Item will be requested from another library outside of the PPL Library System
+iii.	Patron will be contacted either by phone or email based on their account settings
+iv.	Patron will have 3 (open) days to pick the item up or it will be sent back and charged $3.00 for a non-pickup fee
+v.	Patron may check-out the item for 14 days
+vi.	Item is non-renewable
+.	The item can be returned and re-requested if necessary
+vii.	Patron will be charged $1.00 per day late fee for each ILL that is overdue
+.	Late fees will not exceed $30.00 (30 days overdue)
+viii.	White Information Sleeve must remain on the book or patron will be charged a $3.00 damage fee
+ix.	Once item is overdue 30 days, the full cost of the book is charged to the patron in addition to the $50.00 lost item processing fee
+b.	Photocopied Articles
+i.	$5.00 fine plus the cost of the copies will be charged to the patron for non-pickup of copies
+c.	Any ILL materials that are damaged while on loan to a patron will require the patron to reimburse the Portsmouth Public Library for the cost of the material and/or any service fees required by the lending library or service
+d.	Staff will post ILL charges to patron as needed
+.	ILL Process
+a.	Requests
+i.	Search SEO’s catalog by using the SEO Link on Staff Central or http://seoipac.seo.lib.oh.us/#focus
+.	Search by title and/or author
+a.	If not found check with patron or other resource to verify the title/author information (i.e. amazon.com, Google search, etc.)
+.	Select the correct item
+.	Click on ‘Request Any Item’ or you can ‘Request This Copy’ if you need a particular edition
+.	Complete the request by entering
+a.	Borrower Barcode #: 199355
+b.	Last 4 Digits of Phone: 5688
+.	Request has been submitted
+ii.	ILL Database-Requests
+.	Open the ILL Database located on the K:Drive=>Public Services=>ILL Database or by using the shortcut located on R:Drive=>Shortcut to ILL Database
+.	Complete information that is shaded in gray
+a.	Request, Patron Name, Barcode, Phone, Location, ILL Title, ILL Author, Request/Staff
+b.	Received
+i.	ILL Item
+.	Review the item for any damage
+.	Verify the title has been requested
+ii.	ILL Database-Received
+.	Open ILL Database
+.	Complete the information shaded in green
+a.	Checked Out, Lending Library, Item Barcode, Call Number, Condition, Received/Staff
+c.	Returned
+i.	ILL Item
+.	Review Item for damage
+.	Document the return date on the sleeve
+.	Pull the correct return label from the filing cabinet or by creating a new label at http://library.ohio.gov/facilities/delivery/
+.	Put the label inside the book and send to Technical Services
+ii.	ILL Database-Returned
+.	Open ILL Database
+.	Complete the information shaded in purple
+a.	Returned/Staff
+d.	All other information in the ILL Database is maintained by designated staff for statistical/inventory purposes
+Shelving Manual
+March 2013
+When staff are scheduled on the floor, unless otherwise instructed, the primary focus should be to shelve materials accurately. Staff scheduled on the floor should not be loitering around/behind any public desk unless otherwise informed by public desk staff.  This means that should a damaged item be found on the cart(s), a floor problem ticket should be filled out and the item should be placed on the bottom of the cart until the staff members’ floor shift is complete. Should a patron approach a staff member scheduled on the floor, inquiring anything other than a simple directional question, the staff member should direct the patron to the public desk. A directional question would be as such: Where is the restroom? -  Where is the nonfiction collection? – Where can I find the paperbacks? – etc.   PPL relies on staff scheduled to shelve to remain in shelving areas and focus on the task at hand. Interruptions, such as needless trips to public desks, chatting with patrons/coworkers, reading or using cell phones affect the accuracy of the shelving process.
+Shelving Procedures:
+The following steps should be completed before placing any book on the shelf.
+ Open the back cover and verify the following:
+) Check to make sure that the book belongs to the current branch location.
+) Check to make sure that the barcode is intact.
+Flip through the book to ensure no loose papers/trash, torn pages or other damages are found
+Check the back label to determine where the item should be shelved. Verify the information on the label matches the information on the title page and that it matches the spine label.
-Libraries should enlist the cooperation of allied groups in the fields of science, of education, and of book publishing in resisting all abridgment of the free access to ideas and full freedom of expression that are the tradition and heritage of Americans.
+**ALWAYS SHELVE BY THE INFORMATION LISTED ON THE BACK LABEL**
+When shelving a book, check 10 books to the left and 10 books to the right of the book being shelved to confirm accuracy of the books on the shelf.  IF books are not in order, put them in the correct order before proceeding.  Make sure ALL books are edged and straightened and the shelf looks orderly before moving on. Also check the orderliness of the aisle, even if only one book is shelved within a section, the entire section should be edged and straightened.  If there is a broken bookend… fix it.
+“A” “An” & “The” are invisible when located at the beginning of a title. This does not include “AND”.
-As an institution of education for democratic living, the library should welcome the use of its meeting rooms for socially useful and cultural activities and discussion of current public questions.
+When shelving foreign language titles, shelve them as they appear, no matter the translation of the title.
+DO NOT shelve by series title or series number (with the exception of graphic novels in YA) unless otherwise noted in the following instructions.
+Unless otherwise noted, all fiction genres are shelved first by the authors’ last name, then first name, and finally by title.
-Confidentiality of Patron Records Policy
+**Remember ALWAYS check the label in the back of the book and the label on the spine making sure that the labels match and contain the correct information.**
+Remember when a title begins with a number; shelve the title as if the number is spelled out.
+	Ex. The 1st Deadly Sin by Lawrence Sanders, should be shelved by “first”
-It is the policy of the Board of Trustees, in accordance with Section 149.432 of the Ohio Revised Code, that all library records containing patron information are confidential.
+Remember: It is better to ask questions about shelving than to shelve incorrectly
+Damaged Items:
+Damaged items should not be found on the carts/shelves un-noted
+Some reasons that damaged items could be found on the carts include:
+) Staff missed the damages at check in or failed to note the damages properly,
+) The item came from another location (i.e. rounds or youth services),
+) A patron damaged the item while in the library.
-The Portsmouth Public Library will not release any library record or disclose any patron information except in the following situations:
+Young Adult:
+Graphic novels are shelved separately from the rest of the YA collection, usually at the end of the YA Collection.
+Graphic novels are shelved by author, then by title of series, and finally by series number.
+This is the ONLY time that fiction books are shelved by series number!
+All other YA genres are interfiled within YA fiction, including paperbacks and are shelved alphabetically by author, then title. IF YA paperbacks are shelved on spinners at branch locations they should still be shelved alphabetically by author, then title.
+The series Drangonlance and Star Wars are cataloged and shelved by the respective series name—Dragonlance (YA DRA) and Star Wars (YA WARS). These series have sub-series within but are still shelved alphabetically by the title of the novel not by the name of the series. Each series contains a number of sub-series which are usually listed on the cover and title page of the book, to find the appropriate title check the label in the back of the book.
+**If there is not a label in the book, check the title page, if the title is still unclear check PAC or check with Reference staff-if shelving at Main. **
-)      Parents, guardians, and custodians will have access to their minor children’s records;
+New YA books are interfiled with the YA collection, but still have a yellow “NEW” sticker.
-)      In accordance with a subpoena, search warrant, or other court order, or to a law enforcement officer who is investigating a matter involving public safety in exigent circumstances;
+Western:
+There are numerous western series authors. These are shelved alphabetically by author, then title.  If an authors’ book is part of a series that begins with the name of the main character or series title, the books should be shelved alphabetically by the title after the character’s name or title name.
+	For example:  In the “Slocum” series by Jake Logan, the title “Slocum and the Mountain Man” would come before 	“Slocum by the Mountain.”
-)      Upon the request or with the written consent of the individual who is the subject of the record or information; or
+Western paperbacks are shelved on their own spinner alphabetically by author, then title.
+**If there is not a label in the book, check the title page, if the title is still unclear check PAC or check with Reference staff, if shelving at Main. **
+NEW Western titles can be found in the NEW book area.
-)      For library administrative purposes.
+Large Print:
+Large Print is shelved alphabetically by author, then title.
+All genres are cataloged as Large Print and therefore are interfiled together in the Large Print section.
-At the time of registration, borrowers may elect to make their patron records available to a spouse or other designated individual.
+Large Print Nonfiction is found immediately after Large Print Fiction.
-Questions and Answers
+Large Print Nonfiction should be shelved numerically according to the Dewey Decimal System.
-Q.                Can the library provide the titles of the books a spouse has checked out to the other spouse?
+NEW Large Print titles can be found in the NEW book area.
-.       Only if the library has the permission of the individual who is the subject of the
+Science Fiction:
+Science Fiction is shelved alphabetically by author, then title.
-            record.  The Portsmouth Public Library allows patrons to give permission for access
+Science Fiction paperbacks are interfiled with Science Fiction hardbacks. IF Science Fiction paperbacks are shelved on spinners at branch locations they should still be shelved alphabetically by author, then title.
-            at the time of registration.  Permission must be written and will be noted on the
+Main- If you feel that the title you are shelving should have a fantasy sticker, refer to the Fantasy list located at the reference desk behind the dry erase board. After referring to the list if you’re still unsure check with Reference ☺.
-            patron’s computerized record for future reference.
+NEW Science Fiction titles can be found in the NEW book area.
+Inspirational:
+Inspirational Fiction is shelved alphabetically by author, then title.
-Q.              Can grandparents get copies of their grandchildren’s records?
+Remember: even if the author writes a series or a number of series, each book is still shelved alphabetically by title NOT by series title or series number.
-A.               The records are not open to the grandparent unless the grandparent meets the definition of guardian or custodian and is able to provide proof of such, or the child’s parent has given written permission to release the child’s records to the grandparent.
+The rule for books that have two authors is to shelve the book by the name of the first author listed on the title page (not the front cover).
+NEW Inspirational titles can be found in the NEW book area.
-Q.            The child’s parents are divorced.  Do both parents have access to the child’s library card?
+Fiction/Mystery:
+Fiction/Mystery is shelved alphabetically by author, then title.
-A.             Yes.  The law does not require the parent to have custody of the child in order to have access to the library records.
+The rule for books that have two authors is to shelve the book by the name of the first author listed on the title page (not the front cover).
+The rule for books that have more than two authors is to shelve the book by title not by author, unless the label lists the name of the first author. Always shelve by the label!!
-Q.      A patron has given another person written permission to access his library record.
+If the first word of the title is the same as the last name of a surrounding author, the item shelved by the title goes after the item shelved by author.
-          Does this allow that person to use the patron’s library card?
+For example: Memoirs of a Geisha by Arthur Golden is shelved before The Golden West : three complete novels by Louis L’Amour, Zane Grey, and Max Brand
+**Remember ALWAYS check the label in the back of the book and the label on the spine making sure that the labels match and contain the correct information.**
-.     No, it does not.  The permission only provides access to the information contained in
+Regional fiction is interfiled here.
-the record.  The Portsmouth Public Library’s policy states that only the cardholder may
+Fiction and Mystery are interfiled.
-                borrow materials with the card.
+Main- Any Mystery book without a mystery sticker on the spine needs one. ☺ The stickers are located at the Reference Desk in the card catalog cabinet.
+When shelving, ignore all punctuation found in titles and authors’ names.
+Ignore any spacing there may be in authors’ names only.
-When a patron calls in for information, get card number, current address, birth date.
+When shelving authors who have names that are condensed by initials, such as P.D. James and J. Wallis Martin, remember to treat the authors’ full name alphabetically, ignoring all punctuation.
+For example: P.D. James, would be shelved alphabetically by James, then PD and J. Wallis Martin should be shelved by Martin, JWallis.
-Staff CANNOT give out addresses over the phone by looking them up in library records.  Only phonebooks or similar resources can be used for this type of question.
+When shelving authors such as Daphne du Maurier and Alexandre Dumas, ignore the space between du Maurier and keep in mind that both authors are shelved under Dum. Therefore Dumas would be shelved before du Maurier.
+However, when shelving titles such as Hardball / Sara Paretsky and Hard Time / Sara Paretsky, DO NOT ignore the space between Hard and Time, as the first word in this title is actually Hard whereas Hardball is one word.
+When shelving authors with a hyphenated last name such as Annabel Davis-Goff, the last name should be read as one word (DavisGoff) and is shelved after an author whose last name is Davis, but before an author whose last name is Davison.
+Also, try to keep all titles by an author on one shelf.  If it is absolutely necessary to separate the authors’ books onto more than one shelf, please make sure that each shelf has at least 5 titles by that author.
+Nonfiction:
+Nonfiction is shelved numerically by the Dewey Decimal System, then alphabetically by authors’ last name.
+Reference materials should not be shelved here.
+In nonfiction there are series of books which are published in volumes. These books are shelved numerically by the Dewey Decimal System, then alphabetically by authors’ last name, and finally by the label.
+If the label only has the title of the series, then the books are shelved by volume number.
+	For example: The new book of popular science is shelved as follows… 500 New Volume 1, 	500 New Volume 2, etc. The label in the back of the book says… 500 New—The new book of 	popular science.
+If the label has the title of the series followed by the subtitle, the books are shelved by the series title, then the subtitle.
+	For example: The Oxford history of the British Empire : the eighteenth century / edited by P.J. 	Marshall, D. Phil., PBA ; assistant editor Alaine Low, D. Phil is shelved as follows…941 Oxf 	(Dewey Class Number)—The Oxford history of the British Empire(Series title)—eighteenth 	century(subtitle).  The label in the back of the book says… 941 Oxf—The Oxford history of the 	British Empire : the eighteenth century.
-Library Blurbs
-June 2002
+**Remember ALWAYS check the label in the back of the book and the label on the spine making sure that the labels match and contain the correct information.**
+Regional nonfiction is interfiled here.
-Use these phrases to help answer those sticky questions.
+If a book is too tall to be shelved with the spine label facing out, shelve it with the spine facing up. If the book is still too tall it needs to be placed on the bottom shelf.
+If there is a call number that ends in “0” after the decimal point (ex. 370.460 Ros), please pull and give to Reference staff
-I.                   Holds
+Biographies:
+Biographies are found in the nonfiction area shelved between 929.999 and 930. They are shelved alphabetically by the person(s) the biography is written about, then alphabetically by the author of the biography, and finally alphabetically by the title of the book, (only if there is more than one title about a person by the same author).
+Example: Biography King Gar—Bearing the cross: Martin Luther King Jr. and the Southern Christian Leadership Conference/ David J. Garrow.
+This should be shelved first by Martin Luther King Jr., then by David Garrow, and finally by the title.
-A.     Patron asks to pick up books on hold for another patron
+There are a number of books about people with the same name, but who have different suffixes. They should be shelved according to their full name.
+Example: Elizabeth, the Queen Mother, Elizabeth I, Elizabeth II and Elizabeth, Grand Duchess of Russia should be shelved as follows:
+Elizabeth, Grand Duchess of Russia
+Elizabeth I (the first)
+Elizabeth, the Queen Mother
+Elizabeth II (the second)
-Due to reasons of patron confidentiality, staff may only check out reserved materials to the person who reserved the book UNLESS that person has signed an application card designating another person to pick up reserved materials.  (Explain Proxy procedure:  However, if you are a designated proxy, staff can check out the reserved materials to the cardholder, but you will need either your own library card or photo ID to verify that you are the named proxy).
+Example: Pope John Paul II, and Pope John XXIII should be shelved as follows:
+John Paul II (the second)
+John XXIII (the twenty-third)
+**Remember ALWAYS check the label in the back of the book and the label on the spine, making sure that the labels match and contain the correct information.**
-B.     You’re kidding me!  You mean I can’t pick up my sick mother’s books? Don’t  you care she has nothing to read?
+Regional biographies are interfiled here.
+Paperbacks:
+All Paperback genres are shelved alphabetically by author, then by title.
-The library has an excellent program called “Homebound” and will deliver materials right to your mother’s door.  Would you like the name and phone number so you can call our Homebound staff and get this set up?  We also have a Homebound application if you would like to take it today.
+Harlequin:
+Harelquin paperbacks are shelved alphabetically by author, then by title.
+Harlequin paperbacks contain quite a few different series and most of the time the title of the series is listed on the front cover or spine of the book unless the series title is actually part of the book title it should be ignored.
-C.     Can’t you just call my wife/mother/brother/father/pet? They will tell you that I’m allowed to pick up the book?
+Harlequin paperbacks should be shelved by the title of the book, not by the title of the series. This is usually found on the spine label. If there is not a label check PAC… If you are still unclear, ask reference.
+**Remember ALWAYS check the label in the back of the book and the label on the spine, making sure that the labels match and contain the correct information.**
-The library requires a patron’s signature on file to be able to check out reserved materials to someone else.  We will be happy to call your wife/mother/brother/
-father/pet and explain what they can do to use our proxy or they can call us at 354-5688 and ask for Reference.
+Fiction and Mystery:
+Make sure that when shelving to check 10 books before and 10 books after the book you are shelving… This means you may need to check the spinner you are shelving as well as the spinner before and the spinner after.
+~If the title of the series is listed on the front cover or spine of the book, the book is shelved by the title of the book, not by the title of the series. This is usually found on the spine label. If there is not a label check PAC… If you are unclear, ask reference.
-II.                Phones
+**Remember ALWAYS check the label in the back of the book and the label on the spine making sure that the labels match and contain the correct information.**
+Remember paperbacks are separated by genre (except for Science Fiction and YA, which are interfiled with hardbacks), Mystery paperbacks should not be interfiled with fiction paperbacks.
-A.     Can I use your telephone?
+Audios:
+Audio books are shelved alphabetically by author, then by title.
+New Audio books are interfiled with all other audios, but still have a yellow “NEW” sticker.
-The library provides a pay phone for public use in the basement by the East exit.  It’s 35 cents per call.
+DVDs and CDs should not be found here.
+Nonfiction Audio books are found immediately following Fiction Audio books, and should be shelved numerically according to the Dewey Decimal System.
-B.     Can I borrow a quarter? I don’t have any money.
+Music CDs:
+Music CDs are shelved alphabetically by artist or group, then by the title of the album. Unless the album has more than two artists, then it should be shelved by title.  If the spine label does not reflect this please give to Reference.
+DVDs and audio books do not belong here.
-I’m sorry.  Staff don’t have money to lend
+Reference:
+Reference is shelved numerically by the Dewey Decimal System.
+Regional should not be shelved here.
-C.     Exception
-Reference staff do make the call for a taxi or the retirement bus for elderly patrons.  Staff complete the phone call not the patron.
+Shelving Manual: Example of Written Test
+)	Place the following call numbers in the correct order, by filling in each blank with a letter.
+a)	364.152 Spr—Body hunter/Patricia Springer
+b)	364.153 Ols—Predator: rape, madness, and injustice in Seattle/Jack Olsen
+c)	364.155 Rea—The train robbers/ Piers Paul Read
+d)	364.152 Ols—Abandoned prayers/Gregg Olsen
+e)	364.153 Seb—Lucky / Alice Sebold
-Also, if a child is in the library without money and needs to call the parent for a ride, Reference staff will make the call and inform the parent that “Johnny” needs a ride home.  Be sure to tell the parent what time the library closes.
+)	Which of the following is in the correct order?
+a)	The Genius/Jesse Kellerman, Gone/Jonathon Kellerman, Grievous Sin/Faye Kellerman
+b)	Grievous Sin/Faye Kellerman, The Genius/Jesse Kellerman, Gone/Jonathon Kellerman
+c)	Gone/Jonathon Kellerman, Grievous Sin/Faye Kellerman, The Genius/Jesse Kellerman
+)	Place the following items in the correct order.
+a) Shakespeare’s Counselor/ Charlaine Harris
+b) Big dirt nap/ Rosemary Harris
+c) Death by chick lit/ Lynn Harris
+d) Why mermaids sing/ C.S. Harris
+e) Shakespeare’s trollop/ Charlaine Harris
-D.     Hello, my wife is somewhere in the library and has on a red shirt and brown hair.  Could you find her and ask her to come to the phone?
+)	Place the following titles in the correct order, by filling in each blank with a letter.
+a)	4th of July/ James Patterson
+b)	Cross/ James Patterson
+c)	The 5th Horseman/ James Patterson
+d)	Four Blind Mice/ James Patterson
+e)	The Jester / James Patterson
-I’m sorry, the library doesn’t have an intercom system, so it isn’t possible to call patrons to the phone.
+)	Place the following titles in the correct order, by filling in each blank with a letter.
+a)	Biography Johnson Mus—Lyndon Johnson: the tragic self: a psychohistorical portrait/ Hyman L. Muslin and Thomas H. Jobe
+b)	Biography Johnson Ben—The Impeachment and Trial of Andrew Johnson/ Michael Les Benedict
+c)	Biography Johnson Ken—Judge Frank M. Johnson, Jr. /Robert Francis Kennedy, Jr.
+d)	Biography Johnson Kea—Lyndon Johnson and the American dream/ Doris Kearns
+e)	Biography Johnson Cal—The Triump & Tragedy of Lyndon Johnson: the White House years/ Joseph A. Califano, Jr.
-E.      This is an emergency!
+)	What are some reasons that there would be damaged items found on the carts?
+¬¬¬¬¬¬¬¬¬¬¬¬¬¬¬¬¬¬
-HINT:  Patrons often say “it’s an emergency” and then say, “bring home a gallon of milk.”  This is an on-going problem at Reference because we get most public calls.
-Ask the patron what the emergency is and then make your decision.  If you suspect the patron is not being honest, suggest they call the Portsmouth City Police.  There has never been a time that we suggested this and the police ran in a few minutes later looking for a woman in a red shirt with brown hair.
-III.             Internet
-A.     Can I use a computer/Internet?
-Is there something the Reference Department can help you with or do you particularly want to surf the web or check your e-mail?
-If you want to surf the web or check your e-mail, you will need your library card or photo ID with age verification to sign on.
-B.     Can I use the Internet to do some homework?
-We have some great resources on these reference computers, so patrons can have information for papers and homework.  Would you like to try these sources?
-C.     Why did you let my child look at dirty pictures on the Internet?
-Children under the age of 18 are required to have parental consent to access the Internet in the library.  The library provides access but we suggest that parents come to the library with their child if they are concerned about the type of information available.
-D.     You mean to tell me my kid’s not even safe in a library?
-The library has a Patron Access to the Internet Policy in place that states people are not permitted to view materials which might be reasonably construed as obscene, but again, it is the responsibility of the parents to choose the types of materials that they want their child to use when in the library.  Would you prefer that your child not have Internet access? We’ll be happy to make your child a new card.  Do you have the your child’s current card so we can do that today?
-If the patron is not satisfied, ask the patron if he/she would like to speak with the Assistant Director/Director.
-IV.              Food or Drink
-A.     Patron walks into library with food or drink
-I’m sorry, but to protect our materials and equipment, the library doesn’t allow food or drink inside the library.  You may either throw it away or step outside
-B.     Oh, I’m not going to drink this coffee.  I’m just going to carry it around with me.
-We have a sign posted that says the library doesn’t allow food or drink inside.  You’ll have to throw it away or take it outside.
-C.     Can I just leave my soda behind your desk and pick it up when I leave?
-Staff aren’t permitted to have food or drinks behind the desk either.
-V.                 Copier
-A.     How do I put my own paper in the copier?
-The library can use only the paper that is provided by our supplier in the copier.  There are places in town that allow you to use different types of paper.  Would you like their numbers/addresses?
-B.     I copied $23.00 worth of copies.  Can I get a receipt?
-We ask that patrons requiring receipts use professional copier services in town.  A sign explaining that we do not give receipts and a listing of copier services are posted by all copiers
-C.     Well, how would I know that?
-The library posts signs above both copiers.
-VI.              Leaving Personal items at desks
-A.     Hello! Can I leave my coffee/donuts/pop/purse/computer/backpack/
-baby/books/videos at your desk while I go next door/to the restroom/take a hike?
-I’m sorry, but the library staff can’t be responsible for personal items left at the desk.  We get very busy at the desk and can’t watch personal items.
-Printing Policy
-/26/02
-According to an e-mail from the Director, 10/25/02, the printing policy at the reference desk is as follows:
-“If you are copying something and handing it to a patron in response to a reference
-question, especially when the material is not available in another format, then
-there is no charge.  There will be the 10 cents per page charge for patron initiated
-prints from photocopiers and computers.  I am aware that some may argue that
-this is unfair but especially in the case of photocopiers, we cannot differentiate between those patrons who come in simply to use the photocopier and those who are copying library materials.  We have to draw the line somewhere.”
-According to an e-mail from the IT Coordinator on 11/14/02, patrons may be refunded for completely blank pages, as long as it isn't an unreasonable # pages.  IT Staff will either call the circ desk or go to the desk with the patron for the refund.  Also, IT staff will tell the ref desk and we will make a note of the refund and place in money bag so the deposit doesn't come up short.
-Resource Development Center
-/12/2004
-Before automatically referring patrons to the Reference staff member assigned to grants or to the grants software, please conduct a “grants” reference interview to determine what the patron needs/wants.  Many patrons do not have needs the cooperating collection can address, but could be aided by the general collection.
-The “Resource Development Center” (RDC) now has signs posted stating what services it offers and how staff can and cannot assist patrons.  Be sure you are familiar with these signs.  The Foundation Center calls us a “cooperating collection” but we chose a name that reflects the other materials present on the computers and in the collection.
-The GREF collection contains current directories of grantmakers.  As we get the newer editions, the old directories will be placed in circulation.  These directories contain the same information that the software does; however, for those people who are not computer savvy, these directories should be very helpful.
-Both the GREF and the circulating collection contain books that fall into the following categories:
-)                  Helping Nonprofit Groups succeed  – including how to start one, governance, administration, fundraising, accounting, public relations
-)                  Helping grant seekers succeed – including grant writing and grants research
-)         Helping grantmakers, policymakers, and researchers (to a lesser extent) – how to design giving programs, leadership, and legislation
-On the third computer behind the reference desk which has Internet access, the main starting page on Internet Explorer includes links to web sites concerning these five categories:
-)                  news and grant writing resources
-)                  grants from government and other organizations
-)                  grants research
-)                  professional organizations and training opportunities
-)                  information for nonprofit groups, grant makers, individuals, and small businesses
-Based on our experience thus far, we all will be spending time educating patrons on grants – grants are mostly available for nonprofit entities such as an animal shelter, United Way, etc. . .   Certain agencies such as the Southern Ohio Growth partnership receive government grants which the partnership then uses to provide low-cost loans to businesses, to provide training for employees, and to provide other services.
-However, there are people who advertise “free money” and “grants to all.”  These advertisements are misleading – while there is some free money to attend college like Matthew Lesko says, the criteria is very specific.  So if someone falls into a category like:  over 45, female, has 10 kids, high school drop out 25 years ago with GED now, one-quarter Cherokee/Danish, Episcopalian, AND has green hair, then that person may qualify for free money!
-So when conducting the grants reference interview, always educate. Also, always ask further questions after patron states “I want a grant” to determine the true nature of the patron’s needs.
-Does the patron wish to start a small business? Does the patron need money to expand a current business? Is patron a volunteer for a nonprofit organization?  Does patron want to start a day care?  Does nonprofit agency need money to buy equipment?
-If the questions lean more towards small business, then the small business resources notebook may be most helpful.  We do have small business materials – books on how to start a small business, how to finance a small business start-up, creating a business plan, legal forms for small businesses, and much more.  So ALWAYS check the PAC system before recommending patrons go elsewhere (although that may likely be the next step).
-Some key points:
-Portsmouth Public Library does NOT write grants for others
-We do NOT search the databases for patrons – we can show 1 basic search then the patrons are on their own.  Computer illiterate patrons should be shown the books.
-Here are some sample scenarios to help you with the grants reference interview.
-Scenario 1
-Patron:            I heard you have a grant center.  I need a grant for my small
-business.
-Staff:               We are a cooperating collection for the Foundation Center based in
-New York City, and those grant materials are for nonprofit entities
-searching for grants.
-      We do have books on proposal writing that can be helpful with applying for grants in addition to books on starting a small business.
-Are you currently in business or are you seeking to start a business?
-Patron:            Well, I would like to open a computer shop.
-Staff:               Okay, let me show you how to search our PAC to find books on “starting small businesses” and “writing business plans.”  We also have created a resource book for small businesses.  I can show you that information as well and give you the number for the Southern Ohio Growth Partnership who offers assistance to business and industry.
-                        Some of the small business books are in the 658s and other like
-“Legal guide for Starting & Running a Small Business” are located at  346.73 S.  If the patron wishes to incorporate, we have books like “How to Form a LLC or partnership in Ohio” in Reference 346.768 Bro and “How to Form your own Ohio Corporation” in 346.771 Wil.
-Scenario 2
-Patron:            I want to write a book.  Can you write me a grant?
-Staff:               We are a cooperating collection for the Foundation Center based in
-New York City.  The Foundation Center materials are geared for
-nonprofit groups searching for grants, students searching for scholarships, and researchers searching for research grants.
-While we will offer workshops in grant writing in the future, we do not write grants for the public.  Would you like me to add you to the mailing list for the upcoming workshops?
-We do have some information on writing and how to find a publisher.  What type of book are you writing and what type of help do you need?
-Patron:            It’s a fiction book about serial killers in Scioto County.
-Staff:               The cooperating collection won’t really help you for that topic.
-Let me show you the books we have on the writing and publishing
-novels.
-Show patron how to search PAC for the “Writer’s market”  (newest edition at Reference 808.02 Two, year-older edition at same call number in the circulating stacks).
-Show patron how to search PAC for books on writing novels
-Different patron:
-I’m in graduate school and writing a book on the effects of social services
-on today’s society.  I would like to find a grant to help fund some discussion groups
-and other research methods.
-Staff:               I believe we can help you.  We are a cooperating collection for the
-Foundation Center based in New York City.  The Foundation Center materials are geared for nonprofit groups searching for grants, students searching for scholarships, and researchers searching for research grants
-One of the programs is called “Grants for Individuals” which is mainly for scholars and academics, and it may be helpful.  Let me show you how to get started.  Have you contacted your university’s grant writers or development department?  They may be able to help you too.
-Scenario 3:
-Patron:            Our business needs a grant to expand.  Don’t you have a grant
-center?
-Staff:               We are a cooperating collection for the Foundation Center based in New York City.  The Foundation Center materials are geared for nonprofit groups searching for grants, students searching for scholarships, and researchers searching for research grants.  So the center may not be useful in finding a grant.
-What specifically to you need help with - writing a grant proposal or finding money to finance the expansion or something else?
-Patron:            We’ve just started, so we need help with everything.
-Staff:               Let me show you how to locate our books on proposal writing and
-where they are located.  Although they are geared more for
-nonprofit groups, they will help you with the basics.
-Show patron how to search for “proposal writing” on the PAC.  Most of the books are located at 658.152.
-Also show patron how to search for “business financing” (most are also located in the 658s).
-We also have created a resource book for small businesses.  I can show you that information as well and give you the number for the Southern Ohio Growth Partnership who offers assistance to business and industry
+Collection Maintenance
+May 2012
+.	Young Adult
+a.	Staff: JC/BE
+b.	Last Weeded Date:
+.	Westerns
+a.	Staff: JC
+b.	Last Weeded Date:
+.	Large Print
+a.	Staff: JC
+b.	Last Weeded Date:
+.	Science Fiction
+a.	Staff: KM
+b.	Last Weeded Date:
+.	Inspirational Fiction
+a.	Staff: KB
+b.	Last Weeded Date:
+.	Regional Fiction
+a.	Staff: JC
+b.	Last Weeded Date:
+.	Fiction
+a.	A-O
+i.	Staff: BW
+ii.	Last Weeded Date:
+b.	P-Z
+i.	Staff: KM
+ii.	Last Weeded Date:
+.	Paperbacks
+a.	Staff: BE
+b.	Last Weeded Date: 2012
+.	Audiobooks
+a.	Staff: ALL
+b.	Last Weeded Date: August 2011
+.	Non-Fiction
+a.	000
+i.	Staff: BW
+ii.	Last Weeded Date:
+b.	100
+i.	Staff: KB
+ii.	Last Weeded Date:
+c.	200
+i.	Staff: KB
+ii.	Last Weeded Date:
+d.	300
+i.	Staff: BC
+ii.	Last Weeded Date:
+e.	400
+i.	Staff: KM
+ii.	Last Weeded Date:
+f.	500
+i.	Staff: BE
+ii.	Last Weeded Date:
+g.	600
+i.	Staff: KM
+ii.	Last Weeded Date:
+h.	700
+i.	Staff: BE
+ii.	Last Weeded Date:
+i.	800
+i.	Staff: JC
+ii.	Last Weeded Date:
+j.	900
+i.	Staff: BW
+ii.	Last Weeded Date:
+.	Magazines
+a.	Staff: BE
+b.	Last Weeded Date: March 2012
+Online Training Resources
+May 2012
+.	Free Resources for librarians
+a.	Some require registration
+i.	Contact your supervisor for permission to register
+ii.	Some websites partner with other groups and may allow the use of username and passwords from those sites
+.	State Library of Ohio
+a.	http://www.library.ohio.gov/Marketing/Libraries
+b.	Offered through the State Library of Ohio
+c.	Contact information for many libraries and departments throughout the state of Ohio
+d.	Offers links to outside resources as well
+.	Web Junction
+a.	http://oh.webjunction.org/1
+b.	Requires free account
+i.	Must get approval from Supervisor
+ii.	Also allows the use of the following log-in’s
+.	WorldCat.org
+.	FirstSearch.org
+.	OCLC online service center
+.	WorldCat Registry
+iii.	Offers free training in a web based manner
+iv.	Allows you to see past training topics and resources
+.	Ohio Library Council
+a.	http://www.olc.org/
+b.	Some items require account information (paid subscription)
+c.	Also offers free/paid webinars
+i.	Contact HR to sign up as these need approval
+.	Ohio Reference Excellence
+a.	http://www.olc.org/ore/
+b.	Great resource for Reference Interview guidelines and training
+.	CREW Weeding Method
+a.	https://www.tsl.state.tx.us/ld/pubs/crew/index.html
+b.	Up to date methods of weeding efficiently and accurately
+c.	Includes information that helps to explain weeding to staff and patrons