Procedure Manual copy

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Contents

Circulation Related Procedures

Cards

Application Card Instructions

Issuing a Library Card

A library card with the Scioto County Portsmouth Public Library system is free to any Ohio resident or Kentucky resident residing in Lewis or Greenup counties. Persons of any age may apply for a card at any library location within Scioto County. ANYONE UNDER THE AGE OF 18 must be accompanied by a responsible party who is age 18 or older (such as a parent, foster parent, legal guardian, care provider, etc.).

When a patron wishes to apply for a library card:

1. Verify that the person does not already have a library card in the circulation system

 a.	Check last name, first initial making sure to correctly spell the name.
 b.	If no card is found, proceed with the application process
   i.	If the card is for a juvenile, also search for the responsible party who will be signing for the card
     1.	If the responsible party is found and his/her card has a blocked status (fines over $5, CA, over dues, relationship, etc.)do not issue the juvenile a card, unless the responsible party resolves the issue(s) with his/her card first
     2.	If the responsible party is not found or found in good status, proceed with application for juvenile
   ii.	If patron had a card at one time but no longer in the system, and still has a card in good condition, the card can be re-loaded
into Circulation
     1.	No replacement fees would apply
 c.	If a card is found
   i.	Inform the patron that he/she already has a card
     1.	If all information is still the same and can be verified upon presentation of photo ID, no new application is necessary
       a.	If any information has changed, see the instructions for how to update a card
   ii.	If the patron no longer has this card, offer a replacement
     1.	Patron must also fill out a new application to reflect card number change after presenting a photo ID that matches
their current information (if patron’s address changed or if a Juv. is updating to an Adult, address verification is required)
       a.	For the first replacement, the cost is $1
       b.	For the second and any subsequent replacements the cost is $5.
         i.	Any fines/fees must be paid at the time of replacement including the replacement card fee
     2.	Fines must be paid down to zero and all outstanding items must be returned in order to get a replacement card
       a.	This also includes any juvenile cards, which are not in good standing (fines over $3, CA, over dues, etc.), that this
person is responsible for

2. The patron/responsible party must then present valid proof of ALL of the following: FULL NAME, PHOTO, DATE OF BIRTH and CURRENT ADDRESS. Documentation may include a valid photo I.D. in addition to a form of current address verification. Current address is proof of residency within the last 30 days at that address. (Below are acceptable forms of photo ID, D.O.B., and current address documentation.)

 a.	Acceptable Forms of Valid Photo I.D. but not limited to:
   i.	State Issued Identification or Driver’s License
   ii.	Concealed Weapons Permit
   iii.Military Identification
   iv.	Offender Release Card
   v.	Passport
   vi.	Educational or Employment I.D.
   vii.Green Card/Visa 
 b.	Acceptable Proof of Date of Birth but not limited to (If D.O.B. is not on photo ID):
   i.	Birth Certificate
   ii.	Passport
   iii.Military Identification
   iv.	Offender Release Card
   v.	Concealed Weapons Permit
 c.	Proof of Current Address but not limited to (Must be within the last 30 days):
   i.	Postmarked Mail
   ii.	Utility Bill
   iii.Bank Statement
   iv.	Pay/Public Assistance Check Stub
   v.	Documentation available to view on a smartphone or similar device-PW?
 d.	If a patron cannot present a piece of mail, or has no approved form of current address documentation they may mail themselves
a postcard/letter
   i.	PPL does not provide mail/letters/stamps for the patron
 e.	The patron can provide proof of all of the requirements with as little as two documents (e.g. License and piece of mail) or as many as four
 f.	The same first and last name must appear on all forms of documentation

3. Have the patron fill out a new application form while inputting information into the circulation system from the presented documents

 a.	If the card is for a juvenile
   i.	Both the responsible party and the juvenile must be present at the time of application.
   ii.	The information written on the application must be that of the juvenile with the exception of the mailing address,if different
   iii.	The information presented must be that of the responsible party
   iv.	The responsible party agrees to be financially responsible for all items checked out using the juvenile’s card
   v.	The responsible party agrees that PPL is not responsible for monitoring the appropriateness of material for the juvenile
 b.	Be sure to enter all information entirely in CAPITAL LETTERS 

4. Create a new borrower in the circulation system

 a.	After verifying that the patron is not in circulation, select ‘New Borrower’ once the Borrower Search window appears 
   i.	Circ will redirect staff to the Borrower Info Tab
   ii.	Input, from the patron’s documentation, the patron’s name, making sure to enter it as it appears on the documentation with no
spaces
   iii.	In the ID field, scan the barcode of the card that will be the patron’s library card number
     1.	If patron had a card at one time but no longer in the system, and still has a card in good condition, the card can be
re-loaded into Circulation
     2.	Replacement fees would not apply
   iv.	Verify that the name has been inputted correctly
   v.	Input the middle initial
   vi.	Input the suffix, if present
   vii.	Make sure the “Home Location” box reflects your current branch location
     1.	The issuing location should be the location at which the application is completed
   viii.	Select a patron type
     1.	PPL-A is a regular adult patron
     2.	PPL-E is for an employee only
     3.	PPL-J is for a juvenile without Internet access
     4.	PPL-JI is for a juvenile with Internet access
     5.	PPL-O is for homebound patrons 
     6.	PPL-T is for teacher cards only
   ix.	Verify the Expiration Date
     1.	This should be set automatically to 3 years after (based on the number of days in 3 years, not calendar years)
     2.	E.g. a card made on 01/05/2012 will expire on 01/04/2015
   x.	Scan the card number in the ‘ID’ field and verify that no spaces were inputted
     1.	The patron should not be assigned an Alternate ID
   xi.	Ask the patron if he/she would like to have a PIN attached to his/her account
     1.	A personal identification number (PIN) is given when a patron wants to access his/her account and renew books via the
Internet. The patron chooses the PIN. The PIN should be 4 to 8 characters in length and may consist of either letters and/or numbers
       a.	PIN will allow patron to view/access their account via PAC
       b.	View requests, due dates, fines, items out
     2.	This is not required information and can be applied at any time
   xii.	The patron’s account status should be ‘Good’
   xiii.	Select Gender
   xiv.	Input date of birth
     1.	Type date of birth in the format mm/dd/yyyy
     2.	Or click on calendar and scroll through months and years until desired date is found, then click on the date within the
month that corresponds with the date of birth on the identification
   xv.	Add Responsible Party (applicable to Juvenile patrons)
     1.	This field is required for Responsible Parties that have PPL cards in addition to filling out the Responsible Party field under the Extra Info Tab
       a.	If Responsible Party does not have a PPL card, enter the information in the Responsible Party field under the Extra Info Tab only
     2.	Click on ‘Choose’
     3.	Search the Responsible Party
     4.	‘Select’ the correct patron
     5.	Responsible Party is attached
       a.	Any person under the age of 18 may not be responsible parties for other juveniles
 b.	Contact Information Section
   i.	Input the patron’s address information on line 1 and then line 2 (if necessary)
     1.	Verify that the address on the patron’s documentation matches the address written on the application
     2.	All words should be written out with no abbreviations (eg. STREET, ROAD, APARTMENT)
   ii.	Input the City
   iii.Input the State (written out)
   iv.	Input the Zip Code
   v.	Input the first number that the patron has listed in the Primary Phone field
     1.	If no phone number was given type NO PHONE in the Primary Phone field
   vi.	If the patron has listed a second number, input that into Secondary Phone field
   vii.Input email address
 c.	Extra Info Tab
   i.	PPL Collection Agency field is used only by the Patron Accounts Manager
   ii.	PPL Proxy field should only be used when a proxy is designated on the application
     1.	A proxy may only be inputted in this field if that name appears on that patron’s signed application
     2.	The proxy’s name should be inputted exactly as it appears on the application
     3.	Only one proxy is allowed per patron
     4.	The proxy must be over the age of 18
     5.	A proxy may be designated only by adults (a responsible party is the proxy for a juvenile)
     6.	A proxy has access to information contained within the patron’s account including items checked out, fines, etc. and that person may also check out items already placed on request by the account holder-Verify through PW
     7.	The proxy is not authorized to place requests or check out items that were not previously on the patron’s account
     8.	When checking out, the proxy must present ID or his/her own library card. Staff then type in the name of the patron for whom the person is a proxy and check out the items on that account
   iii.PPL Replacement card field should remain empty if this is a new patron or if the patron was no longer in the system and the patron is treated as a new patron
     1.	If this is not a new patron refer to the procedures of how to update an card
   iv.	PPL Responsible Party field should only be filled out if the new patron is a juvenile
     1.	The name in this field should be the adult who signed for the juvenile to receive the card. This person’s name should be printed on the line above the signature line
     2.	Required field that serves as a back-up to the linked relationship field on the Borrower Info section or as the section for a Responsible Party that does not have a PPL card
   v.	PPL School field should only be used for Teacher’s cards and Mobile Services
 d.	Settings Tab
   i.	Every warning or notification is set to E-mail by default
     1.If the patron did not provide an E-mail address, click the radio button next to telephone for all of the notification options
     2.If the patron provided an E-mail address and does wish to primarily be contacted this way, then leave E-mail selected on all of the notifications
       a.	If the patron did provide an E-mail address but does not want to be contacted in this manner, then all notifications should be switched to telephone
   ii.	Payment and Check Out Slips
     1.	Patron has the choice to receive an emailed copy or a print copy of check out slips or any receipt for fines.
     2.	An ‘E-Mail Receipts’ green informational notice will appear on an account until staff address this by selecting print or e-mail
       a.	This will not affect how the patron receives any other notifications
       b.Staff should acknowledge how they are receiving their receipts at check out and still give the patron the option to receive a print receipt
   iii.Payment and Loan History
     1.These are set by PPL and should not be altered by staff
       a.Payment History will be stored for each patron
       b.Loan History will only be used by the Homebound Department

5. Once new card/account has been loaded

 a.	Give to patron to sign, in ink, on signature line 
 b.	Ask for the card back and cover signature with a piece of tape
   i.	This preserves the signature
 c.	Rescan barcode to ensure that the barcode brings up the correct patron
 d.	Return the card to the patron; it is now his/hers

6. Inform the patron that he/she can now check out up to 25 items on his/her library card. Five of those items may be movies if the patron is over the age of 18 7. Ask patron if he/she has any questions

Updating a Library Card

1. If a library card has not expired

 a.	Adult Patron
   i.	    If all information is the same, the expiration date can be updated and saved after presenting valid photo ID
 b.	Juvenile Patron
   i.	    If all information is the same, the expiration date can be updated and saved after verbally verifying the date of birth, address and phone number.
   ii.	    If the following information has changed, a parent/responsible party must be present to update the juvenile card
     1.	  Address Change
     2.	  Change in Responsible Party
 c.	Changes that DO NOT require a new application:
   i.	    Email Change
   ii.	    Phone Number Change
   iii.    Add/Edit/Remove PIN 
 d.	NEW Application must be filled out for the following changes:
   i.	    Requires presentation of valid photo ID and proof of current address(see acceptable forms of photo ID and proof of current address)
     1.	  Address Change
     2.	  Child Turns 18
   ii.	    Requires presentation of valid photo ID (see acceptable forms of photo ID)
     1.	  Name Change
     2.	  Add/Delete/Change Proxy
     3.	  Change in Responsible Party
     4.	  Add/Remove Juvenile Internet Privileges
     5.	  Replacement Card or the re-loading of an old card (that is in good shape) and no longer in the system

2. If a library card is expired, still in Circulation and does NOT require a new application based on an update to address or a child turning 18 (see #1)

 a.	Adult
   i.	    If at a zero balance, and patron still has a card in his/her possession, patron can update information and renew card
   ii.	    If at zero balance, but patron no longer has a card in his/her possession, the patron can update the information after presenting a photo ID and by filling out  a new application when purchasing a replacement card or re-loading an old card
     1.	  Patron can purchase a replacement card for $1 
     2.	  For the second or any subsequent replacements the cost is $5
     3.	  Replacement charges must be paid at this time
     4.	  When a new card is purchased
       a.	    In circulation click on patron’s name
       b.	    Click on Edit Information button at left
       c.	    Choose Borrower Field’s tab
       d.	    Click on Replacement Card field and select the drop down menu
       e.	    From the drop down menu, select the replacement type that applies
       f.	    Save changes
 b.	Juvenile
   i.	    Parent/Responsible Party is required to be present to update expired cards
   ii.	    If at a zero balance, and patron still has a card in his/her possession, patron can update information and renew the card
   iii.    If at zero balance, but patron no longer has a card in his/her possession Parent/Responsible Party can update the information after presenting a photo ID and by filling out  a new application when purchasing a replacement card
     1.	  Parent/Responsible Party can purchase a replacement card for $1
     2.	  For the second or any subsequent replacements the cost is $5
     3.	  Replacement charges must be paid at this time
     4.	  When a new card is purchased
       a.	    In circulation click on patron’s name
       b.	    Click on Edit Information button at left
       c.	    Choose Borrower Field’s tab
       d.	    Click on Replacement Card field and select the drop down menu
       e.	    From the drop down menu, select the replacement type that applies
       f.	    Save changes
 c.	All fines must be paid in full and all overdue items must be returned before patron can update an expired card
   i.	    This includes Juvenile cards
   ii.	    If patron is responsible for any children, the children’s cards must also be in good standing in order to update
 d.	Child does not have to be present for card to be updated or replaced as long as the documented Responsible Party is present and has the correct information available
 e.	If another person other than the Responsible Party is present, staff cannot update/replace card without the documented Responsible Party

3. If a library card is expired and no longer in Circulation, entire application process must be completed

Replacement ........101.5

If a patron needs a replacement card, the patron must present valid picture I.D. with current address and date of birth and fill out a new application card.

  • If the old card is still in good standing the patron must pay $1.00 for 1st replacement and $5.00 for the 2nd (3rd, 4th, etc.) replacement card. This replacement fee must be paid before issuing replacement card.
  • All fines must be paid and all overdue items returned before issuing a replacement card.
  • Staff must write 1st, 2nd, or 3rd Replacement on the top front of the new application card. (See Section 101.2) The replacement number also needs to be marked in the “Patron Fields” tab in the “replacement card” value of the “Patron Record” tab.

The patron must pay for a lost card, except for a stolen purse/wallet, fire, tornado, flood, etc. staff should do the following:

  • Ask for police report, fire report, insurance claim, etc.
  • Upon viewing report staff do not charge for replacement card or mark replacement in “Patron Fields.”
  • If stolen, staff must type in comment area in the “Basic Info” tab “CARD STOLEN (279770005604023) 6/10/04 EB/NB.” in capital letters. This ensures that another person will not use the card.

VERIFYING WITH DIRECTOR ON PROCESS FOR CHANGING RESPONSIBLE PARTY FOR CHILDREN~BE

Responsible party needs to fill out a new application if not on account to update card or change anything-SDH

PIN INSTRUCTIONS CAN BE ADDED HERE~BE

Check in Date – Overriding ..102.1

The override check in date/time button should be used after a holiday/closing and while checking in the morning book drop. To override the check in date do the following:

  1. Check/click the "Override Check In Date/Time" box.
  2. Enter the override password.
  3. The check in box will turn red.
  4. Enter the last date open. (06/17/2004). The year must be 4 digits.
  5. Enter the time as 8:00 a.m.

To turn off the override check in date, uncheck the “Override Check In Date/Time checkbox

THE OVERRIDE CHECK IN DATE/TIME OPTION SHOULD BE USED AFTER A LIBRARY CLOSING AND WHILE CHECKING IN BOOK DROPS THAT CONTAIN MATERIALS THAT WERE RETURNED BEFORE OPEN HOURS. TO OVERRIDE THE CHECK IN DATE/TIME:

  1. GO TO THE F3 SCREEN
  2. CHECK THE BOX NEXT TO OVERRIDE CHECK IN DATE/TIME
  3. SELECT THE DATE OF THE LAST FULLY OPEN DAY. THE TIME DOES NOT NEED CHANGED
  4. CHECK IN ITEMS
  5. ONCE ITEMS FROM THE BOOK DROP HAVE BEEN CHECKED IN, UNCHECK THE BOX TO REMOVE THE OVERRIDE

BE

Fines ........103

Accidental Waive/Tender ....103.2

If a fine is accidentally waived/tendered, the employee needs to initial the receipt and have their supervisor or the lead person initial it. A note should be left in the moneybag or cash drawer explaining that the deposit will be short and by what amount. Do not reenter the fine.

Fine Code Explanations .......103.3

  • A - Agency - For Collection Agency charges
  • BD - Book Drop - For videos being placed in the book drop
  • CP - Copies - For payment of printouts
  • D - Damaged - For damaged item charges
  • DISK - Disks - For floppy or zip disk purchase
  • FX - Fax - Fax charges
  • ILL - Interlibrary Loan - Charges related to ILL items
  • L - Lost - If an item is lost and charged to a patron’s account
  • LH - Local History - Fees for research, etc. in the Local History Department
  • M - Misc. - For discarded items, bad check charges, plastic book bags
  • OV - Overdue - For item overdue charges
  • RC - Replacement Card - For replacement card charges

Remove-SDH

REWORD SO THAT STAFF KNOW WHAT FINES SHOULD BE USED BY PPL. OVLC CODES ADD CONFUSION SO WE CAN SHOW A LIST OF THE PPL FINE CODES~BE

Paying with a Check ............103.4

  • Checks must be made out to Portsmouth Public Library
  • The staff member who accepts the check must put their initials and branch initials on the upper left hand corner of the front of the check.
  • Staff members who accept checks must endorse the check by stamping it with the Portsmouth Public Library stamp.
  • The check should then be placed in the money bag/cash drawer.

Ask for patron's ID-SDH CHECK SHOULD ALSO BE NOTED WITH THE PATRON'S NAME ON WHICH THE FINE IS BEING PAID SO THAT IF THE CHECK BOUNCES THE FINE CAN BE REAPPLIED ALONG WITH A RETURNED CHECK FEE~BE

Need to add new section for credit card. Add procedure for paying over the phone.-SDH

Tendering ...........103.5

  • Always offer the patron a receipt upon completion of a transaction.
  • If a patron wishes to pay a fine click on the “charges” tab of the patron record.
  • If the patron wishes to pay for the whole account balance, be certain that the exact amount being tendered is visible in the “amount of tender” box, and then click on the “ballon pay/waive” button.
  • If the patron wishes to only pay for some of their charges, click an item the patron wishes to pay on in the “All charges for current patron” box when that item is highlighted, enter the amount he/she wishes to pay (if it is not the full amount) in the “Tender” box on the right side of the charges tab, then click the “individual pay/waive.” Repeat this for each item the patron wishes to pay for.
  • If a patron wants to pay for a certain amount but not the whole amount or on any specific item, then enter the amount to be paid in the “amount of tender” box, and click the “ballon pay/waive” button.

* Always offer the patron a receipt upon completion of a transaction. * If a patron wishes to pay a fine click on the “charges” tab of the patron record. * If the patron wishes to pay for the whole account balance, be certain that the exact amount being tendered is visible in the “amount” box, and then click on the “pay” button. * If the patron wishes to only pay for some of their charges, click an item the patron wishes to pay on in the “Charges” box when that item is checked, enter the amount he/she wishes to pay in the “Amount” box, then click “Pay.” Repeat this for each item the patron wishes to pay for. * If a patron wants to pay for a certain amount but not the whole amount or on any specific item, then enter the amount to be paid in the “amount” box, and click the “pay” button.-SDH

RECEIPTS CAN NOT BE GIVEN TO ANYONE OTHER THAN THE ACCOUNT HOLDER/RESPONSIBLE PARTY/PROXY~BE

Waiving ..............103.6

  • Only a supervisor or staff member with an override password may waive fines.
  • Reasons for waiving, a fine include: Items found on the shelf, accidental charge, items checked out on a card that is almost expired, benefit of the doubt. Remember reasons for waiving a fine are at the discretion of your direct supervisor.
  • When waiving an account balance click on the charges tab of the patron’s record.
  • If you wish to waive the whole account balance, then click in the “amount to waive” box in the “patron’s total balance” section (make sure the “amount to tender” box contains 0.00) enter the total to be waived. Then click the “balloon pay/waive” button. Put the receipt in the money drawer/bag. (The receipt needs to be paper-clipped to the fines report and sent to the Deputy Clerk Treasurer.)

Reasons for waiving, a fine include: Items found on the shelf and accidental charge. Remember reasons for waiving a fine are at the discretion of your direct supervisor.-SDH

Then click the "pay" button. The receipt needs to be stapled to the fines report and added to the money drawer/bag.-SDH

No CA waives except by director and patrons account manager. Document all waived fines and add to money bag.-SDH

Holds .......104

Calling Patrons....104.1

  • Patrons must have a card in order to place a item on hold
  • Holds will be held for 3 days after contacting the patron
  • The item can only be picked up by the patron who has the item on hold or the patron’s designated proxy
  • When calling a hold, NEVER identify the title of the item to anyone except the patron whose name is on the hold slip

Proxy can know the title of the book.-SDH Holds will be held for 3 business days after contacting the patron-SDH

Steps for contacting the patron

  • Phone the patron using the number listed on the hold slip.
  • Always begin the call stating, “This is the Portsmouth Public Library may I please speak to…” Identifying the library lets patrons know you are not a telemarketer.
  • Staff may speak directly with the patron, leave a message on an answering machine, or leave a message with a person at the household.
  • If staff receives no answer or a busy signal they may try again. Staff will attempt to contact the patron 3 times before cancelling the hold.
  • After each call is placed the information should be recorded on the CALL SLIP that is stapled to the hold slip.
  • After the patron is contacted, the patron’s last name and first initial are written on post-it tape along with the date the hold expires (3 business-SDH days from the date the patron was notified) and taped to the spine of the item. The item is then filed on the holds shelf in alphabetical order by the patron’s last name.
  • If a patron fails to pick up the item by the expiration date, the hold will be cancelled. The patron has until closing on the date of expiration to get the item. For example, if the hold expires on 09/08/06 staff will not cancel the hold until the opening of the library on 09/09/06.

* After each call is placed the information should be recorded on the hold slip.-SDH Attempt secondary phone number if given.-SDH If patron doesn't have a phone it gets held for three days-SDH After contacting three times the item gets cancelled-SDH If there are no holds on an item it can be extended...cancel and reapply for three more days?-SDH Priority?-SDH Add OVLC and rounds procedure-SDH

EXTENDING HOLD: IF THERE ARE NO HOLDS ON THE ITEM (PPL/OVLC), ITEM CAN BE RE-APPLIED AND HELD 3 MORE BUSINESS DAYS. IF HOLDS EXIST, ITEM MUST BE ROUTED ACCORDINGLY BUT ITEM CAN BE PUT BACK ON THE PATRON'S REQUEST LIST~BE

INFORMATION IS WRITTEN ON THE ARRIVED HOLD SLIP~BE

Explained ...........104.3

All library materials may be placed on hold except for Reference, Homebound and Bookmobile items, videotapes, DVDs and juvenile big books. All library materials may be placed on hold except for Reference, Homebound and Bookmobile items.-SDH

Teachers and bookmobile can not put OVLC items on hold.-SDH

If patron finds an item on the shelf that has a hold on it the patron who has the hold always gets the item.-SDH

A. Placing a hold by title 1. Check PAC to see if PPL owns a copy 2. Ask patron if it matters what format (hardcover, paperback, large print) 3. Scan patron’s card to verify that he/she has a valid card and is in good standing a. If fines are over $5 for adults and $3 for juveniles-SDH, explain that fines must be below $5 for adults and $3 for juveniles-SDH to check out b. If patron has more than 3 items overdue, a hold cannot be placed This needs removed?-SDH 4. Verify patron’s phone number /email-SDH 5. While viewing patron’s record, click on “HOLDS” While viewing patron’s record, click on "Requests" 6. Ask patron which location item should be sent to a. If your branch is default, click “OK” Remove-SDH b. If patron wants a different branch, choose correct branch 7. At bottom of HOLDS field, click “PLACE” 8. Type title of item 9. Select correct item from list a. Window may appear stating that patron is not able to check out some items. Click “OK” b. Window may appear stating that item is available at location, click “OK” 10. Click “SAVE” button located at bottom of screen At bottom of Requests field click "Place Request"-SDH B. Placing a hold for patron to immediately-SDH pick up at other location 1. Call the location to see if the item is on shelf 2. If it is, place the hold choosing the proper location Do not use location specific, only item specific.-SDH C. Placing hold by item barcode 1. If message appears and location does not have that barcode but does have same item with a different barcode 2. Pull up the circulation record of the patron requesting the item. 3. Cancel the hold on the requested title 4. At patron record, click on “HOLDS” At patron record, click on “Requests" 5. Type in the title of the requested item and choose the correct title from the list 6. Click on “ITEMS” at top of toggle widow Click on "Item Specific" 7. Double-click on the barcode requested 8. Click “SAVE”

These steps need updated to reflect current circulation procedures-SDH If item is lost put item in missing staff action-SDH

D. Cancelling holds 1. Reasons to cancel a hold a. Patron may request hold be cancelled b. Patron may not pick up item within time frame 3 open business days-SDH c. Item is lost or missing from the shelf. (See Section 108.1)Last printed 03/03/2005 2:39 PM 12 2. Go to patron record 3. Click on “HOLDS” "Requests-SDH 4. Click on title to be cancelled 5. Click “CANCEL” "Cancel Request"-SDHat bottom of holds window 6. Window will appear saying an override password is needed a. Enter password (Only level 3 circulation accounts have the override password) 7. Window may appear asking if you want to cancel, Click “YES” 8. If no other holds on item, screen will state to move to owning location or place on shelf. If there are 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 a patron from your branch.

If hold not found for OVLC contact the Reference Desk-SDH

If phone needs updated put a note in the comment field and check mark 'address correction request'-SDH

The only time to call another location to see if they have the item on the shelf is if the patron is going directly to that location to pick the item up-SDH

ILL – Explained .................105.1

A. Interlibrary Loans via SEO 1. When to ILL a. PPL does NOT have the requested item in an available collection b. The item is over 1 year old c. The item is missing 2. When not to ILL a. The item is less than 1 year old b. The item is overdue (unless extenuating circumstances apply) c. The item is a media format (book on tape/CD, video, DVD) B. Requests may be received from 1. Patrons via phone 2. Patrons in person 3. Branch patrons via faxes from the branches C. Before processing an ILL request 1. Verify patron – a person cannot request an ILL for someone else 2. Verify patron has a valid, active library card 3. Ensure that the PPL (excluding Homebound and Bookmobile) does not own title (even with requests from branches) a. Check in CIRC and PAC b. Check both title and author c. If book has been marked as lost, make effort to physically locate title again before requesting the loan 4. We only allow 3 ILL books in process (requested/on hold/checked out) at a time per patron. If multiple requests received, verify what is available via SEO. a. If only 3 of the requests are available, then ILL the 3 and inform patron/branch that other titles are not available. b. If all of the titles are available, contact patron/branch to see which 3 items patron wishes at this time c. 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. D. Procedure for ILLLast printed 03/03/2005 2:39 PM 13 1. Check for title on SEO website at http://www.seo.lib.oh.us/ 2. Click on “library catalog” from left-side menu Omit line-SDH 3. Search for title a. If not found, search by title keyword b. If still not found, search by author c. If still not found, verify title and author via Amazon.com or other source 4. Click on title 5. Click on “show details” next to correct title Omit line-SDH 6. Click on “request any item” button to place item on hold Click on "Place Hold"-SDH 7. Enter library barcode –199355 and last four digits of library phone number – 5688, then click on “login” button Enter library barcode 21705000199355 and Pin 5688-SDH 8. Click on “request” button to complete hold Click on "Place Hold" button to complete hold-SDH 9. Print the screen that appears telling you your hold has been placed If at a branch-SDH 10. Complete SEO book request slip Omit line-SDH a. Patron’s name Omit line-SDH b. Patron’s phone number Omit line-SDH c. Requesting branch Omit line-SDH 11. Staple slip to SEO printout and to Amazon page if requested from a branch Omit line-SDH 12. Highlight title Omit line-SDH 13. File in appropriate alphabetical folder location under SEO request Omit line-SDH E. If the title is NOT found on SEO 1. Tell the patron that item is not available through our service 2. If the patron is interested in purchasing item, print the page from Amazon and give to patron 3. If it is a branch request, call or fax branch Branches should check in SEO before giving to us so this shouldn't be a problem-SDH Call patron not branch?-SDH F. SEO Arrivals (Main Reference Only) 1. Pull paperwork from SEO requested file ILL Database-SDH 2. Check book for any damage, if any found, note on paperwork ILL Database-SDH 3. Check book in using bar code on white band wrapper around book a. Main patron – attach hold slip to call sheet and place on shelf to call No call sheet-SDH b. Branch patron – attach reserve routing slip and send to branch Omit reserve-SDH 4. Note date received on SEO book request form and initial ILL Database-SDH Explain ILL Database procedure- SDH 5. File in appropriate alphabetical folder in SEO received Omit line-SDH G. Patron picking up book 1. Tell patron book is an interlibrary loan received that another library has allowed us to borrow it Ask patron if the ILL rules have been explained. If not explain them.-SDH 2. Book checks out for 14 days – like a new book Omit "like a new book-SDH 3. If the patron wishes to renew item, patron MUST bring book to reference desk. a. Explain to patron that we only have the item loaned for 14 days b. Complete paperwork to return item Change "paperwork" to "process"-SDH c. Re-request item for patronLast printed 03/03/2005 2:39 PM 14 4. Patron must not remove white band with bar code. If book is returned without the white band and bar code, a $3.00 fee is charged to patron’s account. (See section 103.1 or section I below for other ILL charges)

H. SEO Returns (Main only) 1. As soon as book is returned, write “RETURN” at top of white band Write Return and date-SDH 2. Pull paperwork from file ILL Database-SDH 3. Pull up book on CIRC a. Make sure book is checked in b. Make sure no holds have been placed on title

Do we still do this?-SDH

ILLs SHOULD NOT SHOW UP IN PAC SO THIS CAN BE REMOVED~BE

c. Note date returned and initial on book request slip d. Place paperwork in book and place in tray on top of hold shelf Place library mailing label in book and place in TS tray.-SDH

I. ILL Fee information 1. $1.00 per day overdue fines with a maximum of $30.00 2. Lost or non-returned items - Replacement cost of item plus $50.00 After 30 days from the due date the full cost will be charged to the patron 3. Items that are not picked up - $5.00 per item After three business days-SDH 4. Unclaimed photocopies - $5.00 per item plus cost of photocopies Omit line-SDH 5. Damaged items - Patron is required to reimburse the Portsmouth Public Library for the cost of the material and/or any service fees required by the lending library or service $50.00 plus the price of the book-SDH

Age limits on ILL-SDH

AGE LIMIT OF 18 WOULD BE APPROPRIATE SINCE WE DO NOT ALLOW JUVENILES TO CHECK OUT DVDS (CONTENT AND HIGHER FINES)~BE

All PPL branch locations need to check SEO before submitting an ILL fax to the Main Branch. This way the patron knows immediately that the item is available and they will be placed on hold for it-SDH

When faxing the SEO sheet to Main include patron name, barcode, phone number and pick up location-SDH

Add how to get a pin number-SDH

INCLUDE PIN INFO WITH APPLICATION PROCEDURES~BE

Item .........106

Adding On-The-Fly ..............106.1

It is the procedure of PPL to add any item to the fly that a patron may present for check out regardless of condition. Staff must then place a recall message on the item so the item is sent directly to the Cataloging department at check in and not returned to the shelves.

  • NOTE: Items can also be added on the fly by accessing the Item/Title information (F4) tab of the circulation system.

The following information will need to be added in ALL CAPS TO AID IN INDICATING THE ITEM IS ON-THE-FLY.

Under Title Information complete the following fields:

  • Title
  • Author
  • Format (choose one from drop-down menu)

Under Item Information complete the following fields:

  • Call# Class (call number of item or type in FIC, BIOGRAPHY, etc.)
  • Cutter (first 3 letters or author or title entry)
  • Owning location (choose from drop-down menu)
  • Coll (choose from drop-down menu)
  • Price

UPDATE PROCESS & INCLUDE CHANGES SUCH AS CHECK IN/OUT NOTE INSTEAD OF RECALL~BE

Check in .............106.2

· Prior to check in, always review all materials internally and externally. o If you are checking in book drop items, you need to override the check in date (see Section 102.1). o If there are damages do not check item in and give the item to one of the following: Branch Manager, Extension Services Coordinator, Youth Services Coordinator, Circulation Supervisor, or Audiovisual Supervisor. Omit Audiovisual Supervisor?-SDH · Clean the item(s) if needed. New Items Remove section-SDH o New items need to be reviewed for proper cataloging in the Item/Title Info (F4) tab. o If there is a problem with a new item please fill out the Catalog Problem form. This form is sent to the Cataloging Supervisor along with the items in question. o All NEW items, except juvenile items, need to be checked in the reserve database. See your supervisor for more details. In the branches, all staff (clerks) do this, at Main, the reference department does this. o Some NEW items need to be checked off order forms. (This includes: Amazon, B&T, Landmark, Quality Books, and Paperback orders.) o NEW magazines need to be stamped, dated and checked off order forms. o Newspapers need to be checked off each day. o New items also need to be labeled properly before being put on the shelf. Items on Hold When checking in an item and a message appears stating that the item satisfies a hold: o Make sure the item has been properly checked off the order form, checked in the reserve database, stamped, and labeled. Remove line-SDH o Note what location you are sending the item to. o Tape a routing slip to the item and put the item in appropriate routing crate. ADD If the item stays at your location: the procedure for this-SDH

Recalls If a recall appears when checking an item in: o Write the recall information that appears on the screen on a recall slip. o Place the recall slip on the item. a routing slip and note what's wrong with the item-SDH o Set item aside for supervisor to initial and send to cataloging. Send item to supervisor for review.-SDH

UPDATE SUPERVISOR CHAIN OF COMMAND~BE

UPDATE INFO ON DAMAGES, ERRORS, ETC AND WHO TO ROUTE THEM TO~BE

NEW MATERIAL PROCESSING CAN BE REMOVED/UPDATED~BE

Add Homeless shelter and Stepping Stones "temporary addresses"-SDH

Bold text

Check out ...........106.3

  • All patrons must present a valid library card in order to check out.
  • Adult patrons may present a current valid picture ID in order check out, 1 time in order to check out, one time-SDH
    • Checking out with a valid picture ID is noted in the comment field (ex: Used id 2/14/03 ERB). Used ID-SDH
    • The comment is erased the next time the patron checks out using their library card.
  • If a juvenile patron does not present a card, he or she may check out after verifying their address, phone number or date of birth.

Should we make this "verifying their address, phone number AND date of birth?-SDH

    • If juvenile cannot verify any information then a parent or legal guardian must be present to verify the information.
  • After scanning a patron card, scan each item while watching the screen to ensure that the items check out properly.
  • Make the patron aware of all fines and overdue items.
  • Offer patron a print out of fines and overdue items.
  • Take security off if needed.
  • Always tell patrons when their videos are due and what time the library closes.
  • If problems arise during check out, please ask supervisor for assistance.

INCLUDE THAT STAFF ARE REQUIRED TO INFORM PATRON OF ALL FINES, BLOCKS OR INFORMATIONAL PROMPTS AT EACH TRANSACTION~BE

INCLUDE LIST OF BLOCKS AND WHAT THEY INDICATE (RED, YELLOW, GREEN)~BE

Check out Limitations ..........106.4

  • Check out limit is 25 items total
  • Only 5 DVDs/videos (System wide, not per location) Omit videos-SDH
  • Only 3 ILLs
  • Juvenile patrons may not check out DVDs or Videos
  • Homebound patrons may not check items out and any library location. Change "and" to "at"-SDH
  • The limit on overdue items is three (3). If the patron has four (4) he/she will not be able to check out any more items. (See section 103.1) two items, if the patron has three they cannot check out-SDH

Homebound patrons may not check items out at any library location.-SDH

The limit on overdue items is two (2). If the patron has three (3) he/she will not be able to check out any more items. (See section 103.1)-SDH

THE LIMIT IS SET TO 3 OVERDUES. ONCE THE PATRON HAS 3 OVERDUE ITEMS THEY WILL NOT BE ABLE TO CHECK OUT~BE

REMOVE REFERENCES TO VIDEOS~BE

HB PATRONS MAY NOT CHECK OUT ITEMS AT A PHYSICAL LOCATION. THEY MAY ONLY CHECK OUT THROUGH THE HB DEPARTMENT DELIVERIES. HB PATRONS ARE IN THIS PROGRAM BECAUSE THEY CAN NOT PHYSICALLY USE A LOCATION, THEREFORE THEY ARE NOT PERMITTED TO USE ANY LOCATIONS' SERVICES~BE

Damage/Repair ...106.5

If a patron returns an item that has been damaged or needs repaired DO NOT CHECK THE ITEM IN. The item should be given to the branch manager or the patron accounts manager with a note taped to the front of the item that states the date the item was returned, a short description of the damage, the patrons name, the words NOT CHECKED IN, and the staff members initials.

The branch manager/patron accounts manager will determine if the item has been damaged and needs to be charged to the patron’s account or if the item simply needs repaired with no charge to the patron.

If an item is found in poor condition on the shelf and not currently checked out that item may be given to the branch manager or adult reference with a note that describes the condition (ex. spine loose), the date, and the staff member’s initials.

REVISE TO ROUTE TO COLLECTION SUPERVISOR FOR REVIEW; THIS IS APPROPRIATE FOR BOTH ITEMS CHECKED OUT TO PATRON AS WELL AS FOUND ON SHELF. ITEMS NOT CHECKED IN FROM PATRONS ACCOUNTS SHOULD BE ROUTED AND THE PATRON'S ACCOUNT SHOULD BE FLAGGED SO THAT STAFF CAN GIVE THE PATRON UP TO DATE INFORMATION ON WHY THE ITEM WASN'T CHECKED IN~BE

Some items being returned by the patron can be put into being repaired such as spine damage-SDH

Donations............106.6

See the Collection Development: Gifts and Donations section of the Policy manual (incomplete at this time)

PPL WILL ACCEPT MONETARY AND MATERIAL DONATIONS AT ANY PPL LOCATION. SHOULD WE INCLUDE MORE INFO?~BE

In Transit ............106.7

Items that are in transit to other locations are placed in rounds. An item will have the status of "T" (transit) when it is on hold and needs to be pulled from the shelf, belongs to another location, or is a new item coming from cataloging. Rounds are picked up at every location and taken to the needed locations. When placing items in rounds make sure you do the following:

  • Bind a maximum of three items together with a rubber band.
  • Use the appropriate slip (routing or recall - always initial recall slips).
  • Items being sent to cataloging must have the supervisor's initials and date.
  • Make sure the crate is clearly labeled with its destination.

REMOVE THE LIMIT ON ITEMS IN A RUBBER BAND=REASONABLY FIT IN A RUBBER BAND~BE

ROUTING SLIP~BE

Lost ...106.8

When checking in Lost or Missing items the catalog is updated but the patron's record is not. Upon check in the Lost or Missing item will change from a Lost (L) or Missing (M) status to an In (I) status in the system but the patron record continues to show the returned item as Lost and charges the patron for the item.

Non-Supervisors

  • When checking in, if a message appears stating, that the "item has been previously indicated as Lost or Missing," please notify your supervisor immediately.
    • If your supervisor is not available and the patron wishes to pay his or her fines, please call a supervisor from another location. After the items have been paid for, please fill out an Items Marked Lost and Paid form. This form is faxed to the Reference Department.
    • If the items are returned in the book drop, or the patron does not wish to pay his or her fine at that current time, please fill out a Returned Lost Item Log Sheet. The information needed to fill out the sheet is the title, author (if any), barcode number, patron's name, library card barcode, and date returned. All this information comes from the returned item and the check in screen. Please hold the items being returned and give to supervisor with the "Returned Lost Item Log Sheet".
  • When checking out and a message appears stating, "Lost or Missing," check item out but please write down the title and barcode on the "Returned Lost Item Log Sheet." On this sheet also state the item was "FOUND ON SHELF."

Supervisors

  • Supervisors need to determine the due date of the item and count the number of days overdue. As the Library's policy states, any overdue item will incur a fine of 10 cents per day. This does not include videos, which are $1.00 per day. Please note to count all days including Sundays and holidays per the policy manual (Charges for overdue and lost books section). You may roughly estimate that overdue fines are $3.00 a month for all items except videos. For example, if an item is overdue approximately 4 months, the item will have $12.00 in fines.
    • If the amount of fines equal or exceed the cost of the item, the cost of the item will be the amount of fines.
    • If the overdue fines are less than the cost of the item, waive the difference (while the item is in the Lost (L) status).
  • After waiving, change the comment to read "NR returned on MM/DD/YY" Also include staff initials, and change the status code from Lost (L) to Overdue (OV).
  • On the waive slip, write "Lost item returned, waived difference between cost and fines." Initial the waive slip.
  • After the items have been paid for, please fill out an Items Marked Lost and Paid form. This form is faxed to the Reference department.

REPLACE WITH UPDATED LOST:LONG OVERDUE PROCEDURE~BE

Problem Checking out/SQL Error on Check out ...........106.9

This situation generally occurs when trying to check out/in an item that is on hold. If you are unable to resolve the problem write your name, the patron’s barcode (if applicable), location, and the exact error message/description of problem; tape it to the book and send it to the Technology Coordinator.

REPLACE WITH CIRCULATION PROBLEMS CONTACT CIRCULATION SERVICES SUPERVISOR OR IT STAFF~BE

Renewing ...........106.10

Notes to staff: · To renew items, the patron’s card must be in good standing with no more than three overdue items and a fine balance of $5.00 or less for an adult or $3.00 or less for a juvenile. · Designated proxies may NOT renew items. · Items are renewed for their current circulation period of 7, 14, or 28 days · Non-renewable items include all videos and DVDs, story time kits, teacher’s kits, materials checked out on a teacher’s card, ILL materials, and any item with holds.

A. In-Person Renewal 1. Patrons visiting the library may renew items checked out on their card without having the physical items with them providing the items ARE NOT OVERDUE. Patrons must present their library card, or valid picture ID (one time) if they provide verification of their DOB and current address. The address given must match the address in circulation or the patron will need to present verification of their new address. (If a valid picture ID is used staff are to flag the account with date and the fact that the valid picture ID was used.) a. If a patron wishes to renew items that are overdue, the physical items must be presented. 2. To renew: go to the patron’s record, select item(s) to be renewed, click the RENEW button and give the patron the printed due date slip. Inform the patron that items may only be renewed one time. B. Telephone Renewal 1. Items may be renewed via the telephone providing the items are renewed ON or BEFORE the due date. 2. To renew: Request the patron’s barcode then have the patron verify their DOB and current address. Only items currently checked out can be renewed (Items that are checked out to one patron may not be transferred to another patron’s account). Select item(s) to be renewed, click the RENEW button and give the patron the printed due date slip. Inform the patron that items may only be renewed one time. C. On-line renewal 1. Items may be renewed ON or BEFORE the due date. 2. Patrons must enter their patron barcode and pin number to access the renewal feature. 3. To renew: Access the PPL’s online catalog by going to http://www.catalog.portsmouth.lib.oh.us Click the Patron Review button. Enter barcode in the Patron/Alternate ID number field; enter PIN in the PIN field. Once the item(s) checked out are shown, click the box to the left of the item(s) that are to be renewed then click the Renew Checked Items button. The item(s) checked out will be shown with the new due date.

INCLUDE NO RENEWALS ON OVERDUE MATERIALS UNLESS PAIGE SAYS OTHERWISE~BE

Aa-IF PATRON WISHES TO RE-NEW OVERDUE ITEM, PHYSICAL ITEM MUST BE RETURNED AND FINES ACCRUES MUST BE UNDER THE ACCEPTIBLE FINE LIMIT~BE

B2-DUE SLIP IS NOT PRINTED BUT PATRON IS INFORMED OF NEW DUE DATE~BE

UPDATE PAC PROCESS TO RENEW ITEMS ONLINE~BE

Change the phone renewal process to renew overdue items once like regular items-SDH

Long Overdue – Explained 107.1

The long overdue button is a red block stating “Long Overdue” on patron accounts with items more than 60 days overdue. These patrons will be charged the full price of each long overdue item. Patrons with this block are not allowed to check out until returning or paying for the items even if there is only one long overdue item checked out.

Staff members are to check in the long overdue items and charge the OV fee with each check in. This calculates the exact OV fee, and then a supervisor (or level 3) is to be notified so that the long overdue (full price of the item) fee can be waived. If a supervisor (or Level 3) is not available, the staff member should fill out the Long

Overdue Form and forward the form and long overdue items being returned for the supervisor to review later. The staff member may also call another supervisor to waive the long overdue charges.

Supervisors are to waive the long overdue fee leaving the OV charge for each item. The waive slip must go into the moneybag/drawer for the next bank deposit.

UPDATE WITH LONG LOST OVERDUE PROCEDURE~BE

Messages – Explained ........108.1

A message is sent when a location places a hold for an item that does not belong to that location, or when a patron places a hold from the PAC (catalog).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. A. To view messages 1. Click on the envelope image or click Messages -> Check Messages 2. Window will appear with the messages 3. Highlight barcode of item 4. Right click to copy barcode 5. Go to F4 screen then right click in field to paste barcode 6. Click search to bring up item record 7. Write down barcode and item location 8. Go to shelf and bring item with correct barcode to computer 9. Tape a Routing Slip to book and circle correct location to send item to 10. Return to circ window and click on messages 11. Click on message and then click on “DELETE” to remove message 12. Place item on routing cart B. To view messages by report (password level 2 or 3) 1. Click Start -> Programs -> L.S Reports 2. Click on “Open File” icon or click File –> Open 3. Scroll to the right and double click on MESSAGE LIST.RPT 4. Enter username and password, then click “OK” 5. Select the desired location, then click “OK” 6. Print the report (click File -> Print) 7. Go to shelf and bring item with correct barcode to computer 8. Tape a Routing Slip to book and circle correct location to send item to 9. Return to circ window and click on messages 10. Click on message and then click on “DELETE” to remove message 11. Place item on routing cart C. If the item is not found at your location 1. Go to F3 (check in) screen 2. Click on “Special Status” in upper right corner 3. Check in item 4. Window appears – choose “Lost – Staff Action” 5. Verify that the hold has been attached to another item. If it has not, cancel the hold and place it again. 6. If your location has the only copy of the item, notify the requesting location that the item is not available.

MESSAGES SHOULD BE CHECKED HOURLY~BE

UPDATE PROCESS ON GETTING MESSAGES (INCLUDE CANCELLED MESSAGES)~BE

PIN – Issuing ....109.1

A personal identification number (PIN) is given when a patron wants to be able to access their account and renew books via the Internet. The patron chooses the PIN. The PIN should be 4 to 8 characters in length and consist only of numbers.

MOVE TO APPLICATION SECTION~BE

Proxy – Authorization ........110.1

An adult patron may designate one other person (eighteen or over) to pick up and check out library materials, which are on hold for the library cardholder.

To designate a proxy, the library cardholder must complete the lower portion of their adult application card by writing the proxy’s name and then signing their own name on the signature line. The designated proxy is the person who has been given permission to pick up materials, which have been placed on hold under the library cardholder’s name.

Once the proxy portion of the adult application card has been completed, staff must record the proxy’s name in the patron’s circulation record to use for future verification.

To pick up and check out materials, the designated proxy must present his/her picture id or library card to prove identity. Once the identity of the proxy has been verified, staff will type in the cardholder’s name and proceed to check out the materials to the cardholder. The items are not to be checked out under the proxy’s name. The proxy is simply the person authorized to pick up and check out the items on hold under the cardholder’s name and deliver them to the cardholder.

NOTE: The only authority a proxy has is to pick up/check out items already on hold under the cardholder’s name. A proxy does not have the authority to check out items using the cardholder’s account that have not previously been placed on hold BY THE CARDHOLDER. A proxy does not have the authority to place items on hold for the cardholder, access information on the cardholder’s account such as what the cardholder has checked out, etc. If the proxy asks for this information, please inform him/her that the cardholder must contact the library. A proxy may pay fines for a cardholder

INFO SHOULD BE INCLUDED IN APPLICATION SECTION FOR PROXY~BE

CLARIFICATION NEEDED FROM PAIGE ON WHAT THE PROXY CAN LEGALLY HAVE ACCESS TOO. THERE IS A CONFLICT BETWEEN POLICY AND PROCEDURE AT THIS TIME~BE

Other Procedures

Bank Deposit ....202.1

The bank deposit is done every morning before opening (Excluding Northwest). The following items will be needed the deposit book, a colored marker, (each branch has a different color: LU-Blue; WH-Brown; NB-Red; SW-Green; NW-Purple) a bank envelope and the daily deposit record sheet. 1. To run the fines report click “START” go to programs then click on “L.S Reports” 2. Once the L.S Reports program opens click “File” then click “Open” 3. Use the scroll bar to scroll until you find the report named “Fines - Detailed Fine Transactions”, double click this report 4. A login screen will appear, enter your username and password and click “OK” 5. Select the desired branch and click “OK” 6. Enter the previous day’s date for the start date and 7:30 am for the start time then click “OK” 7. Enter today’s date for the end date and 7:30 am for the end time then click “OK” 8. When the report loads, print it to the laser printer. 9. Tally the amounts of the different types of fines a. Fines b. Copies/Fax c. Lost d. Agency 10. Write the names and amounts for each of these categories at the bottom right hand side of the report, then your initials 11. Complete the bank deposit slip (currency, coins, bills, checks) then initial o Staff initials location initials are required on the upper left corner of all received checks. All checks must be endorsed, on the back. All checks must be made out to “The Portsmouth Public Library” 12. Paperclip any “Waived Fines” receipts to the report 13. Record the fines, copies, etc. on the Daily Deposit Record Sheet 14. (Branches) Enter this information in the current daily deposit file under L:\Branch Bank Deposits\(Your Branch Name) 15. Take the deposit to the bank and ensure you receive a deposit slip 16. Send the deposit slip and fines report to the Deputy Clerk Treasurer

UPDATE TO REFLECT NEW CIRC INFO~BE

UPDATE TO INCLUDE PROGRAMS & DONATIONS TO THE FINES~BE

MS REPORT IS PRINTED BY THE PERSON DOING THE DEPOSIT AT MAIN~BE

Computer .203

Filter Guidelines/Disabling ..203.1

Guidelines for administering the content filter: · The filter will, by default, be on. · The CIPA defines an adult as 17 years old or older. · The filter should be turned off only after an adult patron has been blocked from a site. It will not be turned off at the start of the session. · A staff member must enter a username and password at the patron computer in order to turn off the filter for an adult patron. · The filter will not be turned off for patrons 16 and younger. · All patrons and staff are still subject to the Internet Use Policy. · Web Site Review Form: o If a patron would like to suggest a site be permanently added or removed from the Content Filter's list of blocked sites, please have them fill out the form and then send the form to IT. o The filter may be turned off on a staff computer only when a staff member needs to access a blocked site. IT should then be notified via this form that the site needs permanently unblocked. Turning the filter off: 1. Click the link on the “Surfin” page called “Disable Content Filter” 2. A popup will open. At this point the staff member should tell the patron that if they do not do anything for 5 minutes the filter will turn itself back on. 3. Click the “Disable Content Filter” link. 4. Enter the following: a. Username: staff b. Password: xxxxx c. Click "Disable Content Filter" A page stating that the filter is off will appear.

  • Do not let the patron see the password

CHECK WITH IT TO SEE IF THE PROCESS IS DIFFERENT AT ANY OTHER LOCATION. ALSO INCLUDE THE PASSWORD~BE

Patron Sign up ....203.2

  1. Ask the patron to present his/her library card or picture ID with age verification (According to the Internet Use Policy “All patrons who access the internet must present a Portsmouth Public Library borrower’s card or picture ID with age verification and sign the computer use log for each session. Children and young adults under age 18 must have parental permission to use the Internet. Patrons under the age of 18 who wish to use the internet must have a parental consent form on file.” Please refer to the Internet Use Policy.)
  2. Refer to CASSIE documentation for operation instructions.

Patron Suspension/Viewing of Inappropriate Material ..203.3

Please follow the steps below when confronting a patron that has accessed material deemed inappropriate by the Administration and the Library Board. If you have any doubt concerning what may or may not be construed as “Inappropriate Material”, please read the Ohio Revised Code Section 2907.01 E, F, & G.

First Warning

If you observe a patron viewing inappropriate material and their name is not on the Restricted Patron List:

  1. Explain to the patron that they are in violation of the Library’s Internet Use Policy and that any further violation may result in a suspension. Also, tell them that they have lost their computer use privilege for that day.
  2. Fill out the Staff Report Form and Warning Letter, giving their name and a brief description. In the case of a juvenile under the age of 18, write down their library card number, age and a brief description.
  3. Make three copies of the report form and warning letter: Give one to the patron, keep one for your records, and send the third to the IT Coordinator.
  4. The warning should be documented in the Restricted Patrons document.

Second Warning

If you observe a patron viewing inappropriate material and they previously received a first warning:

  1. Explain to the patron that they are in violation of the Library’s Internet Use Policy and that this is their second violation, therefore they have lost their computer use privilege for a week beginning on the day they receive the letter from the staff member.
  2. Fill out the Staff Report Form and the Suspension Letter, giving their name and a brief description. In the case of a juvenile under the age of 18, write down their library card number, age and a brief description.
  3. Make three copies of the report form and warning letter: Give one to the patron, keep one for your records, and send the third to the IT Coordinator.
  4. Update the Restricted Patrons document.

Third Warning

If you observe a patron viewing inappropriate material and their name is on the Past Suspended Patrons List:

  1. Explain to the patron that they are in violation of the Library’s Internet Use Policy and that this is their third violation. These patrons will receive a letter from the Director stating their permanent loss of privileges (in the case of Juveniles, until the age of 18). Suspension only takes effect when patron receives the letter or has been notified in person.
  2. Fill out the Staff Report Form, giving their name and a brief description. In the case of a Juvenile under the age of 18, write down their library card number, age and a brief description.
  3. Make two copies of the report form and warning letter: Keep one for your records, and send the third to the IT Coordinator.
  4. Update the Restricted Patrons document.

Donations (Monetary).........204.1

If you get a donation of any amount, put the check or cash in an envelope clearly marked "donation" and send it directly to the Clerk Treasurer or Deputy Clerk Treasurer. Do not put it with the deposit. This is due to an accounting quirk. If you do need to put it with the deposit money, put it in a separate envelope marked "donation" and "Attention Clerk Treasurer".

Internet permission for patrons under the age of 18 ....206.1

Once it is verified that the responsible party has the correct information to apply for a library card for a juvenile, the responsible party has the option of authorizing Internet access for the juvenile.

  • To gain Internet access, the juvenile’s application card must be signed by parent/legal guardian under the “I hereby apply for internet access privileges for my child…” paragraph on the bottom of the card. It is the SECOND line on the card that authorizes Internet access for juveniles.
  • PPL staff should always verbally communicate the Internet paragraph to the adult and explain that a parental signature allows juvenile Internet access without an adult present.
  • Once the adult has signed the Internet authorization line, the patron type is JI for that juvenile.
  • If the internet permission is in question, staff MUST pull the application card and verify the responsible party signed for internet access.
  • It is the responsibility of the responsible party to contact the library should they wish to rescind the juvenile’s Internet privileges by completing a new application card.
  • See section 101.2 if a juvenile already has a card and their parent/legal guardian wishes to add the ability for the juvenile to access the internet.

Phone Operations/Answering ..............209.1

  • When answering the phone you should say the name of your location and ask if you may help. (ex. “New Boston Library may I help you.”)
  • Do NOT state your name for safety reasons.
  • Some phones have 2 lines. Line 1 should only be used for library business.

There should be no phones answered from an outside line before we open and after we close-SDH

Teacher Cards ...212.1

  1. Verify requestor is a certified teacher in a public, private or parochial school or an instructor in a licensed day care or preschool center. Letters of employment, confirmation from the school office by telephone or letter, school I.D. tag or check stub with teacher name and school system listed will serve as proof. Substitute teachers must provide proof from school or superintendent’s office that they are in the employment of a school system. Student teachers or teacher education students will not be issued cards. Student teachers may use supervising teacher’s card if teacher approves and notifies library in person or with a signed note. Teachers may allow one individual such as a teacher aide or family member to use their teacher card upon notification in person or through a signed note.
  2. Home-school educators must present a copy of the registration letter from the superintendent’s office.
  3. Requestor MUST have a patron card in good standing before being issued a Teacher card. Good standing means no fines over $5.00. Also, if a teacher card balance is over $5.00 then the regular patron card must be blocked until the account is in good standing.
  4. Place a patron barcode across the top of an index card or old due date card. This will be the “teacher card.”
  5. List the following under the barcode in this order:
    1. last name, first name
    2. home address and phone number
    3. school address and phone number
  6. In circulation, use the home address as the primary address and the school address as the secondary address. All library correspondence will be mailed to the teacher’s home address.
  7. Teacher cards are only good for one school year from August 1 to July 31. Therefore, the expiration date must be 7/31 of the current school year. Once a teacher card expires, all fees, fines and non-returns MUST be paid prior to renewal.
  8. If a teacher card has not been used in two consecutive school years and there are not fines or items out, delete the account and tear up the physical teacher card.
  9. Keep the teacher card at the originating location – do not send to Main.
  10. If the teacher is interested in the story time kits please give him/her a copy of the story time kit list and explain that all kits must be picked up and returned to Main. Big Books must also be picked up and returned to Main. They cannot be returned in book drops or at branch locations due to their flimsy construction.
  11. Give the Teacher a copy of the Teacher Card and Collection Policy.

Report Procedures

Monthly Reports

1. Reports are to be processed monthly to ensure that items are accounted for and possible staff errors are corrected without causing inconvenience to library patrons, staff or an OVLC partner.

2. Each location should have designated staff to be responsible for these reports

3. Reports

 a.	Missing/Lost: Staff Action Report
   i.	  This report identifies the items that have been marked Missing: Staff Action at a location.
     1.	    Staff should check for each item for 6 months before removing the item from the collection
     2.	    After 6 months a routing slip is completed for each item that is being removed from the system and routed to the appropriate collection supervisor for review
     3.	    After item is reviewed, the item can be removed from the collection
     4.	    If item is found, the item should be checked in
       a.	    Last patron’s account should be reviewed
       b.	    Fines associated with the item should be waived (CA fines are referred to Patron Accounts Manager)
       c.	    Item is routed/shelved 
   ii.	  All Locations are responsible for running this monthly
 b.	2 In-Transit Reports
   i.	  These reports are run to identify any possible items that may not have been checked in/out correctly, pulled for messages, or missing from the shelves. The information on these reports is different so it is required to run both.
     1.	    In-Transit by Selected Holdings Codes and Statuses
     2.	    Items Marked In-Transit Showing Destination/Established
       a.	    items that are found from these reports should be checked in and routed accordingly
       b.	    if there are problems with any items, staff should follow through by putting the items in the appropriate status or by discussing the problem with the appropriate staff/supervisor
   ii.  	All Locations are responsible for running these monthly
 c.	Holds on Arrived Shelf Over ‘X’ Days Report
   i.	  This report identifies items that  should be removed from the hold shelf that may have been missed or possibly misplaced to ensure that the items are continuously moving on to the next patron
     1.	    Items identified by this report should be pulled and cancelled so they go to the next waiting patron
     2.	    If any items are missing or if there are other circumstances that would explain a longer holding period staff should follow through with correcting/resolving the issues
   ii.	  All Locations are responsible for running this monthly
 d.	On-The-Fly Report
   i.	  This report identifies any OTF titles that may have been added temporarily but were not routed to the appropriate collection supervisor for review.  
     1.	  items found should be routed to the appropriate collection supervisor for review
   ii.	  All Locations are responsible for running this monthly
 e.	Available Items in Staff Use Codes
   i.	  This report identifies any items that were previously put into a staff use holding code but should now be in a regular circulating holding code.  If the item is not put into the regular circulating holding code, the item will not allow holds or allow the patron to check it out for the appropriate length of time
     1.	    If item is found from this report, both the owning and circulating holding codes should be changed to the appropriate location and collection
   ii.	  All Locations are responsible to run this monthly
 f.	Holds on Lost/Missing Items Report
   i.	  This report identifies items that patrons have requested but are no longer available due to becoming Lost: Long Overdue, Missing: Staff Action, etc.
     1.	    If other copies of items are found, requests are reapplied
     2.	    If there are no more copies available the patron is contacted and offered ILL for print materials (if available through ILL) or informed that media/print  items are no longer available
   ii.	  Circulation Services Manager  is responsible for running this monthly

4. Shortcuts have been created for each report and can be found under each locations’ designated Reports Manager Account in ‘My Folder’:

 a.	Main-pplreports
 b.	New Boston-nbreports
 c.	Wheelersburg-whreports
 d.	South Webster-swreports
 e.	Lucasville-lureports
 f.	Northwest-nwreports 
   i.	  Password for all accounts is ‘deposit’

5. Questions on any reports should be referred to the Circulation Services Manager

Updating a Procedure

1. If staff have questions, concern or updates to a procedure they need to fill out the “Policy and Procedure Recommendations” form on Staff Central

2. This form can be found under ‘Forms’

 a.  Staff are required to log in to use this form
 b.  Submitted form will go to the Training Committee Chairperson to be included in future discussions and/or updates
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