Procedure Manual

Circulation Related Procedures

Cards 101

Application Card Instructions ..101.1

Add getting a bookmobile and teacher card-SDH

Homebound instructions too?~BE

Application Card Updates/Changes ...101.2

If a patron already has a card and wishes to do one of the following he/she needs only fill out the signature and date section of a new application card:

• Add a proxy
• Add internet access to a juvenile card
• Get a replacement card due to a damaged card or a card that will not scan (Staff are to fill out the No. section, print the patron’s name on top left of application card, and write the current expiration date on the new application card.)

If a patron already has a card, the following is a list for which the patron needs to fill out a whole new application card:

• Lost card
• Expired Card
• Address/Phone Number Change
• Name Change
• Patron Type Change

The following are the only statements that staff may write on the top front of the application card:

• 1st, 2nd, 3rd Replacement
• Proxy Only
• Internet Only
• Update Expired
• Address Change
• Name Change
• Patron Type Change (J to A, A to O)
• Damaged Card

REMOVE COMPLETELY AND INPUT REVISED PROCEDURE FOR HOW TO APPLY FOR CARDS~BE

Issuing ...101.3

Step 1 – the Temporary Card

Patrons will initially be issued a Temporary Card that will be valid for 30 days and will allow the patron to have a total of three items checked out at any given time.

A. Patrons 18 and older must present proper identification: valid picture I.D. listing date of birth and current address. Social security number is optional. Patron must complete a yellow Application Card. If a patron cannot write, he or she may make an X and someone else, including staff, may complete the card.

B. Children under 18 must have the signature of a custodial parent or legal guardian. (Parent or guardian must present picture I.D. and a piece of personal mail postmarked within the past two weeks). If the parent or legal guardian already has a card, it must be in good standing (fines under $5.00) for the juvenile to get a card. The parent must complete the juvenile Application Card. If the parent legal guardian does not have a card, staff should offer them the opportunity to apply for a library card. Both the juvenile and the responsible party must be present when the card is issued.

C. If the patron has a temporary address such as a shelter, campground, hotel, or rehabilitation center, borrowing privileges will be limited to a maximum of three (3) items at any given time until the patron is able to provide proof of permanent address. A patron in this situation may renew his/her temporary card for a maximum of ninety (90) days. If a permanent address has not been obtained by the end of the 90-day period, borrowing privileges will be suspended. Please note that this is the only situation in which a temporary card may be renewed in this manner.

D. Patron must fill out an Address Verification Postcard with their name and current address. Check to make sure the address on the postcard matches the address provided on the Application Card. The Address Verification Postcard will be mailed to the patron. The patron will be issued a Permanent Library Card once he/she presents the postmarked card to the Circulation Desk.

E. Procedure for issuing the Temporary Card:

1. Check the patron’s name in the Circulation Database to determine that the patron does not already have an account. If no account exists, continue the process of issuing a Temporary Card. If the patron already has an account, the following rules apply:

a. If a patron needs a replacement for a temporary card, and he/she is in good standing, a replacement temporary card may be obtained for a fee of $1.00 for the first replacement and $5.00 for the 2nd replacement and every one after that. The patron must pay any utstanding fines before the replacement card can be issued.

b. Items must be returned and all fines must be paid before a new card can be issued.

c. A new application card and Address Verification Postcard must be filled out for replacement temporary cards.

1. Create patron account using a temporary library card.
2. Have the patron address the Address Verification Postcard and return it to you.
3. Verify that the addresses on the application and the postcard are the same.
4. Write the patron’s name, library location, and expiration date on a temporary card. Explain to the patron how the new card process works including the limit of a total of three (3) items checked out system wide at any one time.
5. File the application cards alphabetically by the patron’s last name in the New Card bin.
6. The patron will receive a permanent library card and full borrowing privileges upon returning the postmarked postcard and photo identification to the location where he/she applied for the card. The patron must return the temporary card so that staff may shred and discard it.

Step 2 – The Permanent Card

A. The Permanent Card will be made when the postmarked Address Verification Postcard is presented by the patron.

B. Accurately record all information into the Circulation Database.

1. Verify the spelling of the patron's name. Include Jr. Sr. I, II, etc.
2. Verify that the birth date is present and has been recorded accurately in circulation.
3. If a social security number is provided, verify its accuracy in circulation. Also be sure the social security number is listed in the alternate I.D. field.
4. All patron records should have a type, A-adult or J-juvenile.
5. All patron records must indicate a gender.
6. Verify that the address and phone number are present and recorded accurately in circulation. If patron does not have a phone, make sure the phone field states "NO PHONE."
7. If a proxy is listed on the application card, check that the proxy has been recorded in the field in circulation.
8. Verify that all information on the patron record is in CAPITAL LETTERS and that no periods have been used in the name or address.
9. If the card is a replacement card verify that the 1st or 2nd replacement card has been marked in the patron record.
10. If the patron is a juvenile verify that his/her responsible party is listed.
11. When making a juvenile card, go to the “Patron Record”, “Basic Info” tab and scan the guardian's barcode in the “responsible party” field. Then click on the set button and then click on “save.” If the “responsible party” does not have a PPL library card, offer to make one for him/her. Please note that a “responsible party” is not required to have a PPL library card in order to sign as the “responsible party” for a juvenile. After issuing a permanent library card, the clerk should inform the patron how many items can be checked out at one time. The limit is 25 items total per card. There is a limit of 5 videos (system wide) per ADULT card. A list of library hours should also be given to the patron.
12. When the Permanent Card is issued, the Temporary Card must be destroyed.

C. If the Address Verification Postcard is returned with a bad address notice:

a. Verify that the information was entered correctly

b. Block the patron’s account

c. The patron must complete a new Address Verification Postcard

d. A permanent card will not be issued until a valid Address Verification Postcard is presented

REMOVE ALL!~BE

Expired - Almost Expired ...101.4

• Expired adult account – patron needs to show valid picture I.D. and must complete new application card for renewal. Expired juvenile account - responsible party must complete new application card for juvenile.
  • Staff must write “Update Expired” at the top front of the new application card. (See section 101.2).
• Almost expired - treat like a current card; Adult – patron needs to show valid picture I.D. and verbally verify information. Juvenile - patron can verbally verify information after providing date of birth or phone number.

REPLACE WITH REVISED PROCEDURE ON UPDATING CARDS~BE

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

Amounts/Limits .103.1

Agency -$10.00 (Can only be waived by the Director)

Book Drop - $1.00

Copies - $0.10 a page

Damaged - $3.00 or Price of the item (see 106.5)

Disks - $1.00 for Floppy Disk, $15.00 for Zip Disk

Fax - PER PAGE $2.00 to send, $1.00 to receive, $6.00 to send outside the U.S.

ILL - $5.00 for non-pickup, $1.00 a day overdue, $50.00 plus price of item for lost,$3.00 for missing white band and bar code (see section 105.1 subsection I)

Lost - Price of the item

Overdue - $0.10 a day, $1.00 day for Videos/DVDs

Replacement Card - $1.00 for First Replacement, $5.00 thereafter

The maximum fine balance for an adult card is $5.00.

The maximum fine balance for a juvenile card is $3.00.

Can we get rid of this section?-SDH

REMOVE SECTION~BE

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

SHOULD WE ADD THAT A COLLECTION AGENCY FEE CANNOT BE PARTIALLY PAID AND IT HAS TO BE THE LAST FEE TO BE PAID? BLB

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

A. Date call was placed

B. Time call was placed

C. Check LM if a message was left with a person (not patron on slip)

D. Check AM if a messages was left on an answering machine

E. Check NA if there was no answer or a busy signal

F. Check CON if staff spoke directly to the patron on the hold slip

G. Staff initials

INFORMATION IS WRITTEN ON THE ARRIVED HOLD SLIP~BE

Email Address Information ..104.2

If a patron would like to be contacted via email with holds notifications and overdue notices, he/she may add his/her email address to his/her circulation account.

To add an email address to a circulation account, go to the patron's account and click on patron record. Type the address in the email field and click SAVE. Next, go to the patron's phone number field. Beside the patron's phone number add /email. For example, the patron's phone number field will now read 555-5555/email. This allows staff to know a patron has been notified by email when a holds slip is printed and they do not need to call him/her again.

When a hold arrives for a patron that has been notified via email simply put it on the holds shelf for 3 days.

REMOVE SECTION. THIS CAN BE FOUND IN THE UPDATING CARD INFORMATION.~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

NO HOLDS ON LH/GEN MATERIALS EITHER~BE

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

ON-THE-FLY SHOULD NOT BE USED FOR OUTDATED MAGAZINES. PATRON HAS OPPORTUNITY TO PURCHASE MAGAZINE AT THE SET PRICE IF THEY CHOOSE~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

INCLUDE WHAT WILL LIMIT EBOOK ACCESS-FINES, OD, MAX CHECK OUT, ETC.~ER

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

SHOULD WE ADD SOMETHING LIKE "ALL MONETARY AND MATERIAL DONATIONS ARE GREATLY APPRECIATED"? BLB

MATERIAL DONATION SHOULD BE SENT TO MAIN~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. This procedure has fallen by the way side-SDH
• Use the appropriate slip (routing or recall - always initial recall slips). Omit line-SDH
• Items being sent to cataloging must have the supervisor's initials and date.
• Make sure the crate is clearly labeled with its destination. Change "crate" to "tub"-SDH

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. Omit line-SDH
  • If the amount of fines equal or exceed the cost of the item, the cost of the item will be the amount of fines. The fine will stop accumulating with the price of the item-SDH
  • 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). Omit line-SDH
• On the waive slip, write "Lost item returned, waived difference between cost and fines." Initial the waive slip. Procedure needs updated-SDH
• 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

Add procedure for when a patron is in front of you and when a patron is not in front of you-SDH

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. Only two overdue items-SDH · 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. DVD's can be renewed, ILL can be renewed by being reordered-SDH On a teachers card only books that check out for the 56 day period cannot be renewed. All other items can be renewed-SDH

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. They do not have to give their address every time they use their ID-SDH (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.) Initials need to be added to the comment-SDH 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. When the physical item is presented it may be renewed more than once if there are no holds on the item. At public services circulation the item needs to be checked in and out to the patron, because they do not have an override if it is renewed more than once-SDH 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. Patrons barcode OR verify the DOB and current address. It only needs to be one or the other-SDH 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. You can't give them a receipt if they are not here. It is over the phone-SDH Inform the patron that items may only be renewed one time. Over the phone-SDH 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. Or EZ login-SDH 3. To renew: Access the PPL’s online catalog by going to http://www.catalog.portsmouth.lib.oh.us Click the Patron Review button Click Log In-SDH. Enter barcode in the Patron/Alternate ID number field Library ID-SDH; enter PIN in the PIN field. Or use EZ Log In-SDH 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. Omit Line-SDH Once you are logged in click on "Name" account. Click on "Loans". Check the boxes of the items you would like to renew. Click "Renew"-SDH 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 Can we add a link to the "Checking in Lost or Long Overdue form?"-SDH

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. Every hour-SDH A message has been received when an envelope appears in the upper right side of the circulation screen. When a number appears next to the envelope

A. To view messages 1. Click on the envelope image or click Messages Staff Services-SDH -> Check Messages Messages-SDH 2. Window will appear with the messages 3. Highlight barcode of item Omit Line-SDH 4. Right click to copy barcode Omit Line-SDH 5. Go to F4 screen then right click in field to paste barcode Omit Line0-SDH 6. Click search to bring up item record Omit Line-SDH 7. Write down barcode and item location Omit Line-SDH

3. Click on "Group by Collection-SDH 4. Click on "Print All"-SDH 5. Choose desired print-SDH 8. Go to shelf and bring item with correct barcode to computer 7. Check items in-SDH

9. Tape a Routing Slip to book and circle correct location to send item to Or follow steps to place item on hold shelf-SDH 10. Return to circ window and click on messages Omit line-SDH 11. Click on message and then click on “DELETE” to remove message Omit line-SDH 12. Place item on routing cart Place item in correct location-SDH

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 Do we need this section?-SDH

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” Missing-SDH 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

Add choosing which messages to print-SDH

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

Accident Form ..200.1

Used for any instance in which a patron falls, slips, or is otherwise physically injured. This form should be filled out even if the patron does not require medical attention and/or does not appear to be injured. Refer to the Personnel Manual section 601:1 part 2. LINK TO FORM

REMOVE-FOUND IN PERSONNEL MANUAL~BE

Incident Form ...201.1

Used for any instance in which a patron violates a Library Policy, especially the Behavior and Conduct in the Library policy. This form may also be used to document an instance in which a staff member is injured but does not require medical attention. If a staff member is injured and requires medical attention the Human Resources Coordinator should be notified immediately. Refer to the Personnel Manual section 601:1 part 2. LINK TO FORM

REMOVE-FOUND IN PERSONNEL MANUAL~BE Add counterfeit bill procedure and bomb threat procedure somewhere-SDH

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

UPDATE BRANCH DEPOSIT COLORS-WH=GREEN, LU=PURPLE, NB=, SW=, NW= ~ER

INCLUDE HOW TO DO THE DEPOSIT WHEN CC IS PRESENT~ER

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. Open a new Internet Explorer windows Window-SDH 2. Click the link on the bottom left of the “Surfin” page called “Filter Access” 3. The window will resize .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. 4. Click the “Disable Filter” link. 5. A login window will appear: a. Username: staff b. Password: xxxxx c. Click “OK” or press enter 6. A page stating that the filter is off will appear, then a windows will open asking if you want to close this browser window – Click “Yes”

• Two of these steps are very important - steps 1 and 6
• 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 and a computer use sticker on their library cards.” Please refer to the Internet Use Policy.)
2. Have the patron print his/her name and the time on the computer use log. “Randomly” pick a station for him/her to use.
3. Refer to Terminal Commander documentation for software operation instructions.

PATRON MUST PRESENT VALID PHOTO ID TO OBTAIN A GUEST PASS IF THEY DO NOT HAVE A VALID LIBRARY CARD. IF UNDER 18 PATRON CAN LOG IN USING THEIR LIBRARY CARD IF THEY HAVE PERMISSION FROM THEIR RESPONSIBLE PARTY. THIS IS INDICATED BY THE JI PATRON TYPE. JUVENILE CAN VERBALLY VERIFY THIER INFO TO OBTAIN A GUEST PASS IF THEIR RECORD INDICATES JI. IF THE JUVENILE DOES NOT HAVE A CARD OR INTERNET PERMISSIONS, THEY CAN NOT USE THE INTERNET WITHOUT A PERSON OVER 18 PRESENT.~BE

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 patron’s name should be placed on the First Warning List at the desk.

Second Warning

If you observe a patron viewing inappropriate material and their name is on the First Warning List:

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. The patron’s name should be place in the Current Temporary Suspension List at the desk.

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. The patron’s name will then be placed in the Permanent Suspension list at the desk.

IT REVIEW FOR ANY PROCEDURE CHANGES~BE

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".

MUST BE ENTERED INTO MONEY, MONEY AND PLACED IN THE DAILY DEPOSIT. MOVE TO DEPOSIT INFORMATION?~BE

Keep in cash drawer with rest of money not envelope in bag-SDH

INCLUDE INSTRUCTIONS FROM CLERK TREASURER THAT IF DONATION IS RECEIVED VIA CHECK, STAFF MUST MAKE A COPY (FRONT/BACK) AND SENT TO DEPT. FISCAL OFFICER~ER

Golden Buckeye Cards .......205.1

General

Ohio Law provides that only eligible Ohio residents may obtain a Golden Buckeye card. For our purposes, if an individual has an out of state driver license or is registered to vote in another state, they are not Ohio residents. Your help is needed to document that an applicant is eligible to participate in the program by viewing the age and/or disability documentation and recording that information on the application.

Application for people age 60 and better

1. Have the applicant complete the information on the application and sign and date the form.
2. Verify the age information presented. Make a notation of the driver license or ID number or enter a description of other age verification materials presented. Other documents used to verify age include: birth certificate or legal documents that display the applicant’s date of birth (e.g. passports).

People age 18-59 with permanent and total disabilities (as defined by Social Security)

1. Have the applicant complete the information on the application and sign and date the form.
2. Verify the applicant’s proof of age (as above) and permanent and total disability. Check the box on the form to indicate the type of documentation shown. The documentation will need to be faxed together with the application. The documentation does not need to be faxed with the form?-SDH

Documentation to verify total and permanent disability must be one of the following:

a. A Medicare card (available to people with documented permanent and total disabilities at any age). Note: Medicare is not the same as MediCAID. A person receiving Medicaid may not have a disability.

b. SSDI (Social Security Disability Insurance) or SSI (Supplemental Security Income) acceptance letter or documentation.

c. A copy of any document certifying permanent and total disability issued by the Bureau of Workers’ Compensation or MR/DD.

d. A copy of any document certifying permanent and total disability issued by any Federal or Ohio public employee retirement system. (Federal, OPERS, STRS, SERS, OP&FPF, etc.)

• If an applicant previously had a Golden Buckeye card but does not now meet current eligibility requirements, they will need to apply for a new card once they become eligible. They may continue to use their old card for merchant savings.

The documentation to verify doesn't need to be listed because it is listed on the form you fill out-SDH

Processing the Application

1. Create a temporary card – Enter the applicant’s name and temporary ID number on the ID card. The temporary ID number is GBT + the applicant’s 10 digit telephone number. Example: if the applicant’s telephone number is (216) 123-4567, the temporary number will be: GBT2161234567. If the applicant does not have a telephone, use your area code, the first initial of their first name and the last name of the individual. Example: John Smith would be GBT740JSMITH. The temporary Golden Buckeye card can be used immediately. A permanent card will be mailed within 4 weeks after receipt of faxed application.
2. Enter the name of your signup site and initial the form.
3. Fax the application (and a copy of the proof of disability if required) to the tollfree number on the application. Once the transmission is confirmed, return the materials to the applicant who should retain the application form until receipt of the permanent card. DO NOT mail the application if faxed.

If a FAX is not available, please instruct the applicant to mail the completed application (with photocopy of disability documentation, if applicable) to: Golden Buckeye Program, PO Box 1948, Marion, OH 43306-8048. Be sure that your site has verified the qualifying information and entered it in the verification section.

REMOVE SECTION~BE I think a general idea would be best for this. Not detailed steps. I think it still needs to be here-SDH

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

Once it is verified that the parent/legal guardian has the correct information to apply for a library card for a juvenile, the parent 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, a “Computers” sticker is applied to the front of the juvenile’s library card
• If any juvenile approaches the desk to request a new computer sticker to replace a missing sticker, staff MUST pull the application card and verify the parent/legal guardian signed for internet access.
• It is the responsibility of the parent/legal guardian 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.

IT REVIEW FOR PROCEDURE UPDATES~BE This needs to be closer to the library card application-SDH

Ohio Kids Cards .................207.1

Parents with children under age six may sign up at any library location for a free Ohio Kids Card. The Ohio Kids Card is good for discounts at area businesses as well as insurance benefits. The staff member needs to give the parent an application then follow the instructions on the reverse side. (Only one Ohio Kids Card per family.) The completed applications are sent to the Youth Services Coordinator every month.

Remove Completely~BE

Panic Button Use/Testing ...208.1

Panic buttons are located at the following desks: Reference, Audio Visual, and Local History, Youth Services Reference, the IT Office, New Boston, Wheelersburg, South Webster, Lucasville, and Mobile Services. If staff feels threatened, they should just press the button. A silent alarm will go to Tri-State Security and they will call the police. The panic button should be tested at the beginning of every month. Call 354-2990 and explain that you are testing the panic button connection at your location. Press the panic button. Tri-state will call shortly after and confirm that the panic button is in working order. Be sure to note the time on the desk calendar when doing the test. (Maintenance completes this testing at the Main Library.)

UPDATE LOCATIONS AND CONTACT #S IS NECESSARY~BE

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

IF PATRONS ASK FOR STAFF NAMES, ONLY THE FIRST NAME SHOULD BE GIVEN IF NECESSARY FOR SECURITY REASON. IF STAFF FEEL UNCOMFORTABLE GIVING A NAME CONTACT A SUPERVISOR TO SPEAK WITH THE PATRON~BE

Both lines can be used if needed-SDH

Reserves Database...............210.1

REMOVE SECTION-FOUND IN REFERENCE MANUAL~BE

Sick Line .211.1

The sick line phone is located in the workroom outside the administrative offices.To access the messages press, "feature 981” (wait) then enter the password. After the messages have been heard, press "release." A designated employee will check the messages at or prior to 8:00 a.m. A copy of the current master work schedule is kept in the Sick Line Log Notebook next to the phone. Any scheduling or reassignment problems should be reported to the Circulation Supervisor or Director/Assistant Director immediately. If the problem concerns one of the branch locations, the Extension Services Coordinator should be notified as well. Do not erase the messages.

REMOVE SECTION-PERSONNEL MANUAL~BE

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.

UPDATE WITH REVISED PROCEDURE~BE

This should be moved closer to the library card procedure-SDH

Unattended Child ...............213.1

Unattended Children Policy

REMOVE-FOUND IN LIBRARY POLICY~BE

Voter Registration ..............214.1

The Portsmouth Public Library provides voter registration forms to Ohio citizens. A patron may pick up a form at any circulation desk. Staff are to provide the forms, but do not answer questions about filling out the form or voting. Refer questions to the Board of Elections (355-8217). The patron may take the form and send it in himself or PPL will take the completed form and send it in for the patron. Staff should route all forms to the Adult Services circulation desk at the Main Library.

REMOVE SECTION~BE

Report Procedures

Lost ..........300.2

A Lost Item reports should be ran on a monthly basis to assist in maintaining accurate records for the availability of the collection. If you are unsure about any part of this process, please refer questions to your supervisor. To run the report: 1. Open L.S REPORTS from the Start Menu or by clicking the icon on the desktop 2. Click File -> Open 3. Scroll to the right and double click on ITEMS MARKED LOST IN A LOCATION.RPT 4. Enter your username and password, then click “OK” 5. Select the desired location, then click “OK” 6. Choose PRINT ALL LOST ITEMS or PRINT ITEMS MARKED LOST AFTER DATE SPECIFIED, then click “OK” 7. Choose a cut-off date for report, then click “OK” 8. Choose to view report in DATE MARKED LOST ORDER or SHELF LIST ORDER, then click “OK” 9. Print the report (click File -> Print) After printing the report: 1. Search for the lost items on the report on the shelves 2. If a book is found simply draw a line through the barcode and bring the found item to the reference desk (Main) or circulation desk (Branches) 3. Each item found must be scanned in the Item/Title Information tab of the circulation system (F4 screen). a. Check the item’s circulation record to see if a patron account is attached to that book. Do this by clicking the FIND button on the lower left side of the F4 screen. This should reveal the last patron to whom the item was checked out. b. Verify that the patron has not been charged for the item. NOTE: If a patron record is attached to the barcode, the item cannot be deleted from the system, as that will remove vital information from the database. c. If a patron’s account is not attached in the circulation record, check the item’s bibliographic record to see if it is attached to a patron record. This will most likely be noted in the comment field (Books previously marked LOST in the older circulation system will have the information in the bibliographic record, not the circulation record. This is why it is imperative that staff check both places) i. If the item is attached to a patron record in either section DO NOT check it in. Give it to Patron Accounts Manager or a Branch Manager. ii. If the book is not attached to any patron account it may be checked in (F3 screen) and returned to the shelf if the item is in circulating condition. 4. After each barcode on the LOST report has been checked to physically verify if the items are actually on the shelves, staff must check each remaining barcode on the report to see if the book is attached to a patron’s account. 5. Type each barcode in the Item/Title Information tab of the circulation system (F4 screen). Check the item’s circulation record to see if a patron account is attached to that book. a. If a patron’s account is not attached in the circulation record, check the item’s bibliographic record to see if it is attached to a patron record. Look up each item by typing the barcode in the F4 screen. NOTE: Status may noted in the comment field (Books marked LOST in the old system will have the information in the bibliographic record, not the circulation record. This is why it is imperative that staff check both places) b. If a patron’s account is attached in either record, DRAW A LINE THROUGH THAT BARCODE. This alerts staff that the barcode should not be deleted from the system. 6. Any barcodes that are remaining after all found items and all items attached to a patron’s account have been marked out must be given to designated staff (see supervisor) to determine if they need to be deleted. If the decision is made to delete barcodes, the barcodes must be scanned using the server-down circulation program, initialed by a supervisor and sent to the Technical Services department for final processing. NOTE: Items marked LOST may only be deleted from the system if they meet the following criteria: · LOST Items that have not circulated since the year 2002 · Damaged items will be deleted 60 days after the item has been charged to a patron’s account. After the 60-day period, the item will be deleted from the system and withdrawn from the library. Until deletion, damaged items will remain at the desk of the Patron Accounts Manager if main’s inventory or the Branch Manager if the item is branch inventory. · Any items marked LOST but have been paid for by the patron.

UPDATE PROCEDURE~BE

INCLUDE WHO SHOULD RUN (DESIGNATED STAFF/LOCATIONS)~BE

Transit .....300.3

This report should be printed monthly in order to properly maintain the collection. To run the report:

1. Open L.S REPORTS from the Start Menu or by clicking the icon on the desktop
2. Click File -> Open
3. Scroll to the right and double click on ITEMS MARKED IN-TRANSIT IN A LOCATION.RPT
4. Enter your username and password, then click “OK”
5. Select the desired location, then click “OK”
6. Print the report (click File -> Print)

After printing the report:

1. Check the last in/out date of each item. If the item has been in transit for more than a week, highlight the item barcode. If an item has been in transit for less than a week, ignore it.
2. Check the shelves for the highlighted items. Cross out the items that are found and check in each item in circulation (F3 screen).
3. Make any highlighted items that were not found, LOST in the circulation system.

UPDATE PROCEDURE~BE

INCLUDE LIST OF WHO SHOULD RUN REPORT (DESIGNATED STAFF/LOCATION)~BE

REPORTS TO INCLUDE-HOLDS ON LOST/MISSING ITEMS, HOLDS ON ARRIVED SHELF OVER X DAYS, 2 IN TRANSIT, ON THE FLY~BE

General Information

Holding Code List ..............400.1

Remove!!~BE

Web Addresses .400.2

Public Access Catalog | http://catalog.yourppl.org

Website | http://www.yourppl.org

Local History Website | http://www.yourppl.org/lh

REMOVE~BE

Updating a Procedure..........400.3

If a procedure contained in this manual is incorrect or needs updated please send an email to proc@mail.portsmouth.lib.oh.us stating which procedure needs addressed and what needs to be changed/fixed. The Procedures Committee will review your request and make the necessary changes if needed. The Committee will then update the procedures manual and email all staff notifying them of the changes.

STAFF SHOULD USE THE Policy and Procedure Recommendations FORM LOCATED IN THE FORMS SECTION OF STAFF CENTRAL~BE

NEW PROCEDURES/SECTIONS FOR: PRIORITY USAGE, UNIQUE PATRONS, OVERDUE ITEMS, EXPIRED PATRONS, COUNTERFEIT BILLS, ROUNDS, CREDIT BALANCE, CIRC PROBLEMS/ISSUES, OVLC PROBLEMS/ISSUES~BE