Technology Center Manual

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Technology Center Information
Technology Center.jpg
Address 1220 Gallia Street
Portsmouth, OH 45662
Phone Number (740) 354-5688 ext. 10529
Website yourppl.org
Public Computers
  • 12 Internet
  • 5 Training
Hours of Operation
  • MON - 10a to 7:45p
  • TUE - 10a to 7:45p
  • WED - 10a to 5:45p
  • THU - 10a to 7:45p
  • FRI - 10a to 5:45p
  • SAT - 10a to 4:45p
  • SUN - CLOSED

Contents

Opening Procedures

Computers

  • The patron internet, training and staff computers are set to automatically login when powered on. CASSIE will automatically load on the staff desk and patron internet computers after the windows account has logged in.

Staff Computers

If you need to manually log in:

  • Log on to the staff computers with the username “itcstaff” and the password “ppl2003”
  • When Cassie loads, you can log in with the Patron ID: “itcstaff” and the Password: ppl2003

Patron Computers

If you need to manually log in:

  • Log on to public internet stations with the username "patron" with no password
  • Log on to Reservation station with username "patron" with no password

Training Computers

  • Turn on all computers as needed. Training lab computers will automatically log in under the “Training” account

Copiers

  • Turn on both Color and B&W Copiers.
  • Make sure both are full of paper.
  • Paper is stored on the shelf by the copiers and in the supply closet outside YS.
  • At least one replacement toner cartridge for each copier should be in stock for each copier.
  • Change receipt printer paper as needed. Receipt paper is kept in the supply closet.
  • Notify fiscal office and IT if supplies need ordered.
    • For any errors with the Copier or if it needs toner call Superior Office Service, Inc at 800-826-9758 or 304-525-7051

Cleaning

  • The opening staff member(s) should clean all desks, chairs, computers, monitors and mice.
  • Pickup scrap paper, pencils, other trash left on desktops, tables, lounge area or floor.

Evening Procedures

  • IT wing closes 15 minutes before building closing
  • Check and Lock restrooms if maintenance is not available
  • Make sure entire wing is clear of patrons before leaving ITC area

Patron Computers

  1. At staff computer, select computers in CASSIE’s Control window
  2. Click the Shutdown button on the left side on the window (The Reservation Station can also be shut down this way)

Training Lab Computers

  1. Click the Start button
  2. Click Shutdown
  3. Turn off HDTV if needed

Miscellaneous

  1. Collect and count bills and overflow coins from the Cassie vending machine and both copiers, leave vending machines open
  2. Enter total from vending machines into Circ
  3. Take money bag to Adult Circulation
  4. Check paper in copiers and fill if necessary
  5. Check paper stock and get some if needed
  6. Make sure there are spare toners with both copiers
  7. Turn off copiers
  8. Push chairs in and pick up trash
  9. Make sure ITC, training lab, restrooms are clear before leaving area

Training Classes

To access the Training Class database

  • Click the Training Class Database link under the Databases section on Staff Central.
  • A dialog box will appear, requiring the following username and password:
Username: itcstaff
Password: ppl2003
  • To navigate through the database, use the menu at the top of the screen

Down Time/Cleaning Procedures

Down Time

ITC desk staff members are expected to utilize their time efficiently; therefore when you’re experiencing down time, please refer to the list below:

  • Clean monitors, keyboards and mice
  • Clean tables, chairs and desktops
  • Pickup scrap paper and pencils left on desktops, tables or floor
  • Clean training lab
  • Push chairs in after people leave
  • Be observant and assist patrons as needed
  • Make sure all training lab computers are off if classes are done for the day
  • Fill paper in copiers, if needed
  • Check phone for messages
  • Professional Development/Online Tutorials
  • Check supplies in cabinet, restock as needed
    • Paper
    • Toner
    • Forms
    • Cleaners and rags
    • Paper clips, staples, etc

ITC Cleaning Procedures

  • Clean Monitors – use yellow micro fiber cloths, lightly dampen if necessary
  • Spray desk and chairs with furniture polish as needed
  • Dust the shelf underneath each desk, as well as the top of each desk
  • Clean computer cases/bases, keyboards, mice, with cleaner
  • Clean staff desk using same procedure as above

The ITC will be checked for cleanliness periodically

Miscellaneous

Guidelines on Patron Assistance

These rules apply to all staff working in the Information Technology Center

  • Call Becky as soon as possible in the event of any non-routine problem.
    • Work 354-5688 ext 10518
    • Home 574-1262
    • Cell 285-2147
  • Assist patrons as much as possible, but refer reference questions to Adult Services.
  • When helping a patron, try not to touch the mouse or keyboard, walk them through the problem.
  • If assisting a patron with anything involving personal information, advise them of privacy issues.
  • If patrons need in-depth help, recommend scheduling training.
  • Always be polite and helpful when assisting a patron(remember, they don’t have the knowledge you do, and people can become frustrated easily with computer problems.)
  • If a computer locks up, remotely restart it using the CASSIE Control window. The patron will still be logged on to that computer after it restarts.
  • Staff may use CASSIE’s Send Message feature to send APPROVED messages to patrons. If there is a continuing problem, walk over to them and explain the rules.
  • Remember, as a Scioto County Public Library staff member, you do not have to put up with threats or patrons cursing at you. If they do so, tell them you will contact security. If you are having difficulties, you can contact Becky or, if she is unavailable, you can contact the reference desk.

Taking Breaks/Scheduling

  • When working by yourself and you need to take a restroom break, you may use the “Will Return” sign.
    • If you need to take a break 5 minutes or more, ask someone from the IT office to cover, or alert Reference that the desk will be unattended for a few minutes.
  • Public Computers may be used by staff, if available, during a lunch or break for non work-related activity such as checking personal email.
  • Scheduling is done to benefit the library and its patrons. Scheduling will change as needed to provide the best service.

Employee Call-Off Procedures

What to do when you need to call off work:

  • Notify the sickline: 354-5688, extension 10516 following the established library procedure.
    • Sickline message information must include:
      • Name
      • Scheduled Shift
      • Reason for absence or tardiness
      • When do you intend on returning to work?
      • Has you supervisor been notified?
      • Is there coverage needed?
  • Notify the IT Coordinator as soon as you know you will be calling off: 354-5688 ext 10518, or call: 574-1262 or 285-2147
  • If it is around or past opening time, also call the reference desk(354-5688)

When the library is closed due to snow:

  • You will get a call or tes= from the IT Coordinator if the library is being closed due to snow.
  • If the library is open and you are not able to come to work, follow the procedures above.

Print Procedures

Printouts

  • All copies and printouts are $0.10 a page with an additional $0.10 per page for duplex.
  • Patrons must add funds to their printing account before printing.
  • Patrons should be advised to ask for assistance before printing.
  • No refunds will be given for blank or unsatisfactory printouts.

Payment Procedures

  • After taking money for prints, enter it into circulation immediately after the transaction is complete. Do not wait until the end of the day to enter it into circ.

Headphones

  • Patrons may to bring in their own headphones for use with our computers.
  • The library does not provide headphones for use on the public internet computers.
  • Patron may use library provided headphones in the Training Lab.

CASSIE Printing Procedures

When accepting money for prints:

  • Enter print payments immediately for each transaction
  • Accept payment for each patron
  • Add funds to the patron’s CASSIE Account
  • Input the payments in circulation:
  1. Go to Charges tab of patron account “Money, Money IT Lab”
  2. Click Add Fee on the right side of the Circulation window to bring up the Add Fee window
  3. Enter Fee Type, Fee Amount and your initials under the comment section. Click OK
  4. Under the Make Payment section, enter the amount deposited and click Pay

Refer to the File:CassieUserGuide 3 0.pdf for information on how to add funds to a patron accounts

Credit Card Procedures

  • INSERT HERE

Circulation Guide

To input a print payment:

  • Create the charge in circulation:
  1. Log into circulation with Username: pplcircit Password: Fuzzy44-Custard(not case sensitive)
  2. Go to Charges tab of patron account “Money, Money IT Lab”
  3. Click Add Fee on the right side of the Circulation window to bring up the Add Fee window
  4. Enter Fee Type, Fee Amount and your initials under the comment section. Click OK
  5. Under the Make Payment section, enter the amount deposited and click Pay

Assisting patrons with problems signing in with their library cards:

  • Check card expiration date and hot status on the basic info tab:

Miscellaneous

  • If you are unable to fix the patron account, give the patron a guest pass and write down the Patron ID # so Becky can check it.
  • Juveniles – Must have a Juvenile Internet library card
  • Adult using a Photo ID with age verification – Guest Pass
  • Banned/Suspended patron with library card (or using another's library card):
    • Block their CASSIE account
    • Change the hot status on circ account to BAD and add comment “ITC Patron - Suspended”

Document Scanning Procedures

Scanning Documents for Patrons

  • The copier in the Technology Center can be used to copy documents as well as scan documents and save them to a USB flash drive or send them via email.
  • The library provides staff assisted document scanning free of charge

To scan a document:

  1. Put the copier into Bypass Mode with the bypass key(this will give you access to the copier's advanced functions)
  2. Press the Main Menu button on the left side of the copier's control panel
  3. Tap the Scan and Send or Scan and Store button on the copier's touch screen

Scan and Send

  1. Tap New Destination
  2. Tap Email
  3. Enter the destination email address, then tap Ok
  4. Tap Start Scanning
  5. Tap Start Sending
  • If there is an problem sending, and error sheet will be printed

Scan and Store

  1. Insert USB flash drive
  2. Tap Memory Media, then tap Memory Media(A:)
  3. Tap Scan, then tap Scan Documents
  4. Tap Start Storing
  5. When finished, tap the eject icon in the bottom right corner of the touch screen
  6. Tap Remove, then tap Ok
  7. Remove the USB flash drive

Remember to remove the Bypass key when finished

Filter Procedures

General Information

The Children’s Internet Protection Act(CIPA) requires recipients of federal technology funds to comply with specific Internet filtering and policy requirements.

  • A filter is required to block material that is “obscene”, “child pornography”, or “harmful to minors”(per ORC)
  • The filter will be turned off upon request for adults(17 and older)
  • A form is available to suggest that a specific website be blocked or unblocked.
  • Please refer to the library’s Internet Safety Policy for more information on Inappropriate Network Use and Supervision and Monitoring

The filter will apply to all library computers, including staff computers


Guidelines for administering the content filter

  • By default, the filter is on
  • CIPA defines an adult as 17 years or older
  • The filter will not be turned off for patron 16 and younger
  • 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 a 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.
  • All patrons and staff are subjected to the Internet Use Policy Web Site Review Form:
    • If a patron would like to suggest a site be permanently added or removed from the filter’s list of blocked sites, please have them fill out the form and send the form to IT.
  • The filter may be turned off on a staff computer only when a staff member needs to access a blocked site. IT must be informed before doing so.

Turning the filter off:

  1. Open a new Internet Explorer window
  2. On the public internet homepage, click the link labeled “Disable Content Filter”
  3. At this point, inform the patron that if the computer is left idle for 5 minutes, the filter will reset
  4. Click the “Disable Filter” link.
  5. Login with the following:
Username: staff
Password: letemin

Do not let the patron see the password

Wireless Hotspot Troubleshooting

To sign-up a patron:

  1. Give the patron the hotspot information, and inform them that their network settings need to be configured for DHCP.
  2. To check if DHCP is enabled: Click Start button > Control Panel > Network and Internet Connections > Network Connections
  3. Then select the wireless network icon, then select “Change settings of this connection” in the network task pane on the left.
  4. A new window opens called “Wireless Network Connection Properties”. Scroll through the connection protocols until you find “Internet Protocol TCP/IP”
  5. Select this option and click the Properties button that becomes available.
  6. In the new window, make sure the “Obtain an IP Address Automatically” radio button is selected.

Troubleshooting

  • Make sure the network card is properly seated, or if it is a internal wireless device, make sure the wireless network adapter is enabled and functioning properly
    • Click Start Button > Control Panel > Network Connections. If the wireless icon is disabled it will be grayed out. To enable it, right-click the wireless icon and click Enable.
  • Make sure the patron is connecting to the right wireless network.
    • Click Start Button > Control Panel > Network Connections. Right-click the wireless icon, then click “View Available Wireless Networks”. When the wireless networks window opens, verify that the PPL Hotspot is selected.
  • Windows 8
    • Move the mouse to the top right or bottom right side of the screen to access the charms menu
    • Click the Settings button
    • Click the Network button(Wireless bars icon)
    • Select PPL Hotspot

General Information

  • Patrons using their laptops cannot have the filter disabled
  • Patrons cannot print directly from their laptop, let them know they can print from library computers, or you can print for them from the staff computer.
  • Do not touch patron laptops, you may guide them through settings
  • Patrons must follow all library policies including the Internet Use Policy.
  • The wireless hotspot range depends on the patron’s device.

ITC Staff Rules

While at the ITC desk, staff members are to maintain a professional manner at all times:

  • No talking about patrons or other staff at the desk
  • If you have a visitor, you do not talk to them at a public desk. Speak with them away from the desk while on your break
  • No personal phone calls. If it is an emergency, you may make a brief call
  • If you need to leave the desk for a few minutes, call reference and ask if they can watch the desk.
  • It is recommended that staff wait and walk down with the rest of the staff at closing time. Keep in mind there may be a delay if there are still patrons in the building.
  • No personal surfing, e-mail, downloads, etc at the ITC Desk. Personal use of a public desk computer is prohibited.
  • Staff may not type in or otherwise handle personal or financial information including passwords or other private information.
  • Staff may assist patrons in searching for or printing information, but cannot tell them what links to choose or which form/information they need.
  • Staff cannot guide patrons to a particular site, or assist patrons, with filing of tax information, banking information, or other private legal information.

Email Information:

  • All staff are required to read information that is related via email.

Reference Questions

  • Refer patrons to the Reference desk if they need information, and do no not want to look it up themselves.
    • Ex. “I want information on arthritis”. Staff may assist patrons with how to search, but not guide them to specific information or forms.
  • Patrons with in-depth questions should be referred to the Reference Desk.

ITC Patron Rules

Patron using another patron's card (See Internet Policy Highlights below):

  • Block the CASSIE account for the patron card that was used for access and explain in a comment. In LS2Staff, add a comment on patron record stating 'card was used by another patron (use name if you have it) for internet access' with your initials and the date. The blocks will be explained and then immediately removed from CASSIE and circulation when the card owner inquires about it.

Patron was issued a new library card #:

  • Print account balance from previous card (in CASSIE only) can be transferred to the new card.

The Following Behavior is prohibited:

  • Loud/Boisterous Behavior
  • Harassing other patron or staff
  • Disturbing other patrons in any way
  • Profanity or abusive language
  • Fighting
  • Running
  • No food or drink in the ITC area
  • If patrons do not follow the rules, they will be asked to leave the library premises.
  • If they continue to harass you, try to get them out of the ITC area, and ask another staff member for assistance (try to direct them toward reference, or call reference) it’s better to have a witness.
  • Be overly polite, use a calm and business-like tone, and whatever you do, DO NOT TOUCH THEM!
  • Alert Paige, Tami, security or police, if necessary.

Internet Policy Highlights

  • No more than two people at a computer
  • It is the patron’s responsibility to learn any program he/she wishes to access
  • Patrons must present their picture ID or library card
  • Patrons under 18 must present a juvenile internet card that is not expired
  • Obscene graphic/text is strictly prohibited
  • A juvenile who is found to be violating the Patron Access to the Internet policy, "Patrons may not misrepresent themselves as another user or attempt to gain unauthorized access to any PPL service", by using someone else's card number to sign in to an internet computer, should be told the policy and have their computer privileges suspended for the day. **Additionally (this is the new part), staff can block the CASSIE (not circulation) account of the card(s) involved, particularly if that patron is not present, and add a comment explaining the block. For example: Terry Stevenson used this card to access internet computer on 2/11 - RC. Please also add the comment to the patron account in LS2Staff. If the card owner later inquires about problems signing in and would like to access an internet computer, the reason for the block should be explained to them and the CASSIE block removed.
  • Juveniles cannot sign in unless they have their cards, we don't allow them to verbally verify their account info. The only time a guest pass is issued to a 'juvenile internet' patron is if their card has hit a fine or overdue limit in circ (they still have to have the card with them and it cannot be expired). If an adult allows a child to use a computer the adult is signed on to, the adult has to stay with them. And a juvenile cannot use a computer that another juvenile is signed on to.
  • Adult rules are more lenient, they can be given a pass if they can present any legitimate id documents that indicate their date of birth and photo. And if an adult is signed in and leaves for more than a few minutes while another adult uses their computer, that person should get their own pass.

Miscellaneous Information:

  • Failure to return headphones to the desk may incur a charge
  • Your session may be terminated if you leave your computer unattended
  • The ITC closes 15 minutes before the library

Procedures for Patrons Viewing Inappropriate Materials

NOTE: Please follow the procedures 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 section below titled “Ohio Revised Code Section 2907.01 E, F, & G.

  • Necessary forms are located on Staff Central/wiki Forms page
  • For each of the below actions, an Incident Form must be completed, and the patron should be added/updated to the Restricted Patrons file.

First Warning:

If you observe a patron viewing inappropriate material and their name is not on the Restricted Patron List, promptly fill out the ITC - Verbal Warning Letter

  • Promptly explain to them they are in violation of the Library’s Acceptable 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.
  • Fill out the 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.
  • Give the patron the warning letter. Make three copies of the letter and report: One for the file, one for Becky, and one for the director.


Second Warning:

If you observe a patron viewing inappropriate material and their name is on the Restricted Patrons List, fill out the ITC One Week Suspension letter.

  • Promptly explain to them they are in violation of the Library’s Acceptable 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.
  • Fill out 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.
  • Give the patron the warning letter. Make three copies of the letter and report: One for the file, one for Becky, and one for the director.


Third Warning:

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

  • Promptly explain to them they are in violation of the Library’s Acceptable Use Policy and that this is their third violation (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.
  • Fill out the ITC - Permanent Suspension Letter, getting 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

Ohio Revised Code 2907.01

Sections E - J

CASSIE Cash Box Guide

To view the cash machine meters:

  1. Open back door on cash machine.
  2. The control panel is located at the top of the door. Press the Yes and No buttons simultaneously. The screen should start flashing Cash.
  3. Press the Y button to go to the next menu item.
  • CASH – cash deposited for printouts
  • BOX – Money in cash drawer since last cleared
  • BILL – Total bills accepted since last cleared
  • TUBE – Total change currently in tubes
4.When you want to exit, press the Yes button until the box returns to vending mode


Resetting the totals:

  1. Follow the steps above to view the cash machine meters.
  2. Navigate to the BOX or BILL display.
  3. Press and hold the No button, then press the Yes button and hold both down for 5 seconds.
  4. Release all buttons, then press the Yes button to return to vending mode

Adding funds to the change tubes:

  1. Insert $5.00 in assorted coins(nickels, dimes and quarters) into the cash machine.


Emptying the change tubes:

  1. Follow the steps above to view the cash machine meters.
  2. Press Yes until the display reads DONE
  3. Press and hold No until all nickels have been emptied.
  4. Press Yes to switch to dispensing dimes.
  5. Press and hold No until all dimes have been emptied.
  6. Press Yes to switch to dispensing quarters.
  7. Press and hold No until all quarters have been emptied.
  8. Press Yes twice to return to vending mode. NOTE: You must re-supply change to the cash machine before it can be used again.

Emptying the bill acceptor

  1. Pull cover off bill acceptor.
  2. Remove bills.

Emptying the change overflow box

  1. Unlock the cash machine
  2. Unlock the overflow box
  3. Count change and enter into Circ
  4. Put change in money bag

CASSIE

Refer to the CASSIE User Guide for basic CASSIE funtions: File:CassieUserGuide 3 0.pdf

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