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Library Administrative Manual

1.3 Evening, Weekend and Holiday Operations

I. Emergency Telephone Numbers

  1. Who to Contact: Weekdays Evenings/Weekends If other number can't be reached Bomb threat 2222 2222 Building damage 2011 2222 1568 Computer malfunction (InvestiGator) 2490/2799 749-8275 1-800-248-2148 2646 Crimes 2222 2222 Custodial service 1214 [*]/2011 2187/1553 1742 2222 Earthquake AVOID USING PHONES Elevator failure 1214/2011 2187/1553 1568 2222 Fire 2222 2222 Library guard 2222/1553 2222/1553 Lighting failure 1214 [*]/2011 2187/1553 1568 2222 Medical emergency 2222 2222 Plumbing problems 1214 [*]/2011 2187/1553 1568 2222 Power failure 1214 [*]/2011 2222 Smoke, fumes (no immediate danger) 2011 2187/1553 Violent behavior 2222 2222
    * Storekeeper's beeper number: 749-8201

  2. Summoning a Library Guard

    Call x2222 (Department of Public Safety)
    • Identify yourself and your location.
    • Request a Library Guard to be summoned where emergency exists.
    • Report to the Librarian or Staff-Member-In-Charge that a Library Guard has been summoned.
  3. ACCIDENT, INJURY, AND SECURITY REPORTS

    The following forms are available at the Information Desk for completion by the Librarian or Staff-Member-In-Charge:
    • Form DWC For 1: Employee's Claim for Workers' Compensation Benefits
    • Form 5020: Employee Report of Occupational Injury or Illness
    • Form 621: Accident Report Involving a Non-Employee
  4. Library Guard Reports

    At the end of each tour of duty, the Library Guard completes his/her report in duplicate. Library Guard files original report with Department of Public Safety (Campus Police) and leaves a copy with the Library Storekeeper.

    Library Storekeeper reviews Guard's report and makes recommendations on matters of required maintenance, lost/found, etc., and forwards copy to the AUL.

    AUL reviews each report, notifies appropriate campus maintenance or security units of any required corrective action, and notifies the University Librarian of any problem requiring administrative action.

  5. Supplemental Reports of the Librarian or Staff-Member-In-Charge At the request of public safety personnel or the Library Administration, the Librarian or Staff-Member-In-Charge may be requested to furnish a supplemental written report to the University Librarian on any emergency or major incident involving safety and security, building maintenance, or failure in operational procedures that may have occurred during the time that the Librarian or Staff-Member-In-Charge was on duty. The lack of such an administrative request shall not preclude the Librarian or Staff-Member-In-Charge from initiating such a supplemental report whenever he/she deems it appropriate.

II. Timetable of Operational Procedures

Timetable may be subject to change depending on budget cuts. The times listed reflect normal Library hours not subject to budget restraints.

4:30 p.m. Library Guard reports for duty at Department of Public Safety to obtain keys and briefing for the day. Library Guard proceeds to Library and routinely checks Guard's mailbox in Library Office for additional instructions or information.

5:00 p.m. Library Guard notifies Librarian or Staff-Member-In-Charge at Reference Desk that Guard is now on duty.

Listing of Library personnel on evening duty is available at the Reference Desk for Librarian or Staff-Member-In-Charge and Library Guard.

5-7 pm Librarian or Staff-Member-In-Charge and assigned evening librarians arrange dinner breaks to assure continuous coverage of Reference Desk and continuity in Librarian or Staff-Member-In-Charge responsibilities.

8:30 p.m. First closing bell is rung by assigned Loan Desk staff member.

Rapid Copy Center door is closed to further admittance; copying requests of patrons within the Center are finalized.

Staff member in each service area announces in his/her immediate area of responsibility that the Library will close at 8:50 p.m. and that all Library transactions must be completed by 8:45 p.m.

8:40 p.m. Second closing bell is rung by assigned Loan Desk staff member.

Library Guard locks main entrance to the Library to prevent further entry into the building, and begins thorough security check of the main Library, continuing until the Library is cleared.

Staff member in each service area advises patrons that the main Library will be closed in 20 minutes, and asks all patrons to leave the area and the building.

Staff member on duty at exit control advises patrons attempting to enter the building that the main Library is closing and that service areas are closed to further transactions.

8:40-8:50 p.m. Staff members in each public service unit finalize transactions and prepare to close the unit and exit the building.

Person in charge of Rapid Copy Center clears cash register, locks cash receipts in safe, and signs safe check sheet.

8:50 p.m. The third and final closing bell is rung by assigned Loan Desk staff member. The main Library is officially closed.

8:50-9:10 p.m. Staff member on duty at exit control remains on duty until 9:10, unless released earlier by the Library Guard.

9:10-9:30 p.m. Library Guard makes any additional checks necessary to secure the main Library and proceeds to the Library's ground floor to continue routine duties.

9:30 p.m. Person in charge of the Reserve Book Room announces Reserve Book Room will close at 9:50 p.m. and that all transactions must be completed by 9:40 p.m.

9:40-9:50 p.m. Person in charge of Reserve Book Room announces that the building is closing and asks patrons to leave the area and exit the building. Reserve Book Room staff finalizes transactions and prepares to close the unit and exit the building.

9:50 p.m. The Library is officially closed.

Library Guard sees that all patrons are out of the Reserve Book Room, locks the doors to the unit, and directs all patrons in the outer corridors to exit the building. Library Guard locks West and North exits to the Library's lower level.

9:50-10:15 p.m. Library Guard makes final check of ground floor areas, including inner corridors, and checks to see that all doors, windows, and exits are secured.

10:15 p.m. Following clearance of the Library building, Library Guard reports to Department of Public Safety office to turn in keys and submit daily report.

10:30 p.m. Library Guard terminates duty.

Friday evening

2:00 p.m. Library Guard reports for duty at Department of Public Safety to obtain keys and briefing for the day. Library Guard proceeds to Library and routinely checks Guard's mailbox in Library Office for additional instructions or information. At 2:30 p.m. Guard notifies Librarian or Staff-Member-In-Charge at the Reference Desk that Guard is on duty.

3:30 p.m. First closing bell is rung by assigned Loan Desk staff member.

Rapid Copy Center door is closed to further admittance; copying requests of patrons within the Center are finalized.

Staff member in each service area announces in his/her immediate area of responsibility that the Library will close at 3:50 p.m. and that all Library transactions must be completed by 3:40 p.m.

3:40 p.m. Second closing bell is rung by assigned Loan Desk staff member.

Library Guard locks main entrance to the Library to prevent further entry into the building, and begins thorough security check of the main Library, continuing until the Library is cleared.

Staff member in each service area advises patrons that the main Library will be closed in 10 minutes, and asks all patrons to leave the area and the building.

Staff member on duty at exit control advises patrons attempting to enter the building that the main Library is closing and that service areas are closed to further transactions.

3:40-3:50 p.m. Staff members in each public service unit finalize transactions and prepare to close the unit and exit the building.

Person in charge of Rapid Copy Center clears cash register, locks cash receipts in safe, and signs safe check sheet.

3:50 p.m. The third and final closing bell is rung by assigned Loan Desk staff member. The main Library is officially closed.

3:50-4:10 p.m. Staff member on duty at exit control remains on duty until 4:10, unless released earlier by the Library Guard.

4:10-4:30 p.m. Library Guard makes any additional checks necessary to secure the main Library and proceeds to the Library's ground floor to continue routine duties.

Saturday

11:30 a.m. Library Guard reports for duty at Department of Public Safety to obtain keys and any special instructions for the day and proceeds to the Library's ground floor level to assume routine responsibilities.

Custodian opens west and northwest ground floor exits to the building.

11:00-11:30 a.m. Library Guard proceeds to check the main Library building in preparation for opening and reports any potential physical problems to Plant Operations for correction.

11:30 a.m. Library Guard opens the east staff entrance to the main Library to admit scheduled staff.

11:45-12:00 noon Scheduled staff assigned to Reference Services, Loan Desk, and Periodicals/Microforms sign in at Information Desk.

12:00 noon Person in charge of Reserve Book Room opens double doors to the Reserve Book Room and the Visually Handicapped Room for service.

12 noon Scheduled staff secures east staff entrance and proceeds to open main Library entrance for public service. Library Guard verifies that east staff entrance has been secured and that the Main Library is opened as scheduled.

12 noon-4:30 p.m. Library Guard carries out routine duties throughout the building.

12:45-1:00 p.m. Scheduled staff assigned to Government Publications, Media Access Center and Rapid Copy Center sign in at Reference Desk prior to assuming duties in their respective units.

1:00 p.m. Persons in charge of Government Publications, Media Access Center and Rapid Copy Center open their respective units for service.

4:30 p.m. Rapid Copy Center door is closed to further admittance; copying requests of patrons within the Center are finalized.

Persons in charge of Government Publications and the Media Access Center announce that they will close at 4:50 p.m. and that all transactions must be completed by 4:40 p.m.

4:40 p.m. Persons in charge of Government Publications and Media Access Center announce that they will be closed in ten minutes and ask patrons to exit the immediate area.

4:40 p.m.-5:00 p.m. Person in charge of Rapid Copy Service clears cash register, locks cash receipts in safe, and signs safe check sheet. Rapid Copy Center staff terminates duty at 5:00 p.m.

4:30 p.m. The first closing bell is rung by assigned Loan Desk staff member.

Staff member in each service area announces that the Library will close at 4:50 p.m. and that all Library transactions must be completed by 4:40 p.m. (includes Reserve Book Room).

4:40 p.m. Second closing bell is rung by assigned Loan Desk staff member.

Library Guard locks main entrance to the Library to prevent further entry into the building and begins thorough security check of the main Library, continuing until the Library is cleared.

Staff member in each service area advises patrons that the Library will be closed in ten minutes and asks all patrons to leave the area and exit the building.

Staff member on duty at exit control advises patrons attempting to enter the building that the Library is closing and that service areas are closed to further transactions.

4:40 p.m.-4:50 p.m. Staff members at each public service unit finalize transactions and prepare to close their representative units and exit the building.

4:50 p.m. Third and final closing bell is rung by assigned Loan Desk staff member.

4:50 p.m.-5:10 p.m. Staff member on duty at exit control remains on duty until 6:10 p.m. unless released earlier by the Library Guard.

Library Guard makes any additional checks necessary to secure the main Library and proceeds to the Library's ground floor to see that all areas are cleared and all doors, windows and exits are secured.

5:40-5:50 Person in charge of Reserve Book Room sees that all patrons are cleared from the Reserve Book Room and Visually Handicapped Room and locks doors to these areas.

6:10 p.m.-6:30 p.m. Following clearance of the Library building, the Library Guard reports to the Department of Public Safety to turn in keys and submit daily report.

6:30 p.m. Library Guard terminates duty.

Sunday

11:00 a.m. Library Guard reports to Department of Public Safety to obtain keys and any special instructions for the day, proceeds to the main Library and checks the building in preparation for opening.

Library Guard opens east staff entrance to the main Library to admit scheduled staff. Library Guard verifies that the east staff entrance has been opened.

11:45 a.m.-12 noon Scheduled staff assigned in Reference Services, Loan Desk, Periodicals/Microforms and Stacks Maintenance sign in at Information Desk.

12 noon Library Guard secures east staff entrance and proceeds to open main Library entrance for public service. Library Guard verifies that east staff entrance has been secured and that the main Library is opened as scheduled.

12 noon- 4:30 p.m. Library Guard carries out routine duties throughout the building.

12:45 p.m.-1:00 p.m. Scheduled staff assigned to Government Publications, Rapid Copy and Media Access Center sign in at Reference Desk prior to assuming duties in their respective units.

1:00 p.m. Persons in charge of Government Publications, Rapid Copy and Media Access Center open their respective units for service.

4:30 p.m. Rapid Copy Center is closed to further admittance. Copying requests of patrons within the Center are finalized.

4:40 p.m.-5:00 p.m. Person in charge of Rapid Copy Center clears cash register, locks receipts in safe and signs safe check sheet. Rapid Copy Center staff terminates duty at 5:00 p.m.

4:30 p.m. The first closing bell is rung by assigned Loan Desk staff member.

Staff member in each service area announces that the Library will close at 4:50 p.m. and that all Library transactions must be completed by4:40 p.m.

4:40 p.m. Second closing bell is rung by assigned Loan Desk staff member.

Library Guard locks main entrance to the Library to prevent further entry into the building and begins thorough security check of the main Library, continuing until the Library is cleared.

Staff member in each service area advises patrons that the Library will be closed in ten minutes and asks all patrons to leave the area and exit the building.

Staff member on duty at exit control advises patrons attempting to enter the building that the Library is closing and that service areas are closed to further transactions.

4:40 p.m.-4:50 p.m. Staff members in each public service unit finalize transactions and prepare to close their respective units and exit the building.

4:50 p.m.-5:10 p.m. Staff member on duty at exit control remains on duty until 10:10 p.m. unless released earlier by the Library Guard.

5:10 p.m.-5:40 p.m. Library Guard makes any additional checks necessary to secure the main Library and proceeds to the Library's ground floor to continue routine duties.

5:30 p.m.-6:30 p.m. (Follow timetable of closing procedures detailed for Monday through Thursday between 9:30 and 10:30 p.m.)

III. Definition and Responsibilities of the Librarian or Staff-Member-In-Char

The Librarian or Staff-Member-In-Charge is the the librarian or staff member designated for coordinating and maintaining Library services and facilities during evening, weekend or holiday hours as established by the current Library calendar, for maintaining liaison with the Library Guard or campus police with respect to Library operations, and serves as the coordinating contact for all Library personnel and operations during the hours specified.

In addition to carrying out the general responsibilities of the Librarian or Staff-Member-In-Charge as defined above, the Librarian or Staff-Member-In-Charge is responsible for the following specific duties:

  1. Sees that each scheduled staff member signs the Library sign-in register prior to assuming routine duties in their respective units, and verifies that each public service unit is properly staffed and operational.
  2. Assumes responsibility for re-assigning scheduled Library personnel to assure adequate coverage of all Library units open for service. May also authorize closure of units and make appropriate personnel shifts if the need arises.
  3. Assures adherence to the Timetable of Closing Procedures as detailed in Part II of these operational procedures (or adjusted timetable).
  4. Receives reports from any operational unit of extraordinary circumstances relating to Library operations or security of property and persons, and alerts the Library Guard, campus police, or physical plant personnel of matters requiring attention in their respective area of responsibility. (Does not preclude prior calls to Department of Public Safety [campus police] by any staff member for cause).
  5. Interprets general Library operational procedures to patrons, and rules on all special variations in accordance with policies and procedures established by the Library's operational units. Refers patron(s), as required, to appropriate unit head during regular daytime hours for clarification on any procedures in question. (see also Library Policy 3.8: Problem Patron Guidelines)
  6. Designates an alternate Librarian or Staff-Member-In-Charge upon any required absence from the building.
  7. Completes and files with the Personnel Coordinator, Form 5020 or 621 (Accident Report Involving a Non-Employee) for any injury sustained by scheduled Library staff member or non-employee, respectively, during the duty hours of the Librarian or Staff-Member-In-Charge.
  8. In the event of major emergency or crisis that could signal the need to close the building, notifies University Librarian, Assistant University Librarians for final action to be taken.

IV. Staff Sign-In Procedures

  1. Main Library Staff
    1. All scheduled staff and student assistants assigned to duty at the opening hour on Saturday, Sunday, and holidays will enter the building at the east staff entrance and will sign the Library Sign-in Register at the Information Desk.
    2. Scheduled staff and student assistants arriving late and those assigned to units that open later than the main Library will enter the building through the main entrance and sign the Library Sign-in Register at the Reference Desk.
    3. When late arrival may be anticipated, student assistants should promptly notify the Librarian or Staff-Member-In-Charge at 338-1391 (or 338-1553 on Sundays between 11:00 a.m.-Noon and 6:00 p.m.-10:00 p.m.) Do not call respective units to report absences.
  2. Reserve Book Room Staff
    1. Reserve Book Room staff will enter the west or northwest entrance of the Library's ground level and sign the Library Sign-in Register for RBR staff at the unit's service desk.
    2. When RBR opens prior to the opening of the main Library, the Library Librarian or Staff-Member-In-Charge will call RBR to see that the unit is open and staffed. When RBR opens at the same time or after the opening of the main Library, the person in charge of RBR will notify the Librarian or Staff-Member-In-Charge at the Reference Desk that the unit is open and staffed.
  3. Non-Scheduled StaffStaff working in the building on evenings, weekends and holidays who are not normally scheduled to work are expected to inform the Librarian or Staff-Member-In-Charge when they arrive and depart.
  4. Other Procedures
    1. No centralized sign-out procedures will be maintained. Unit supervisors may institute, at their option, unit sign-out arrangements as desirable.
    2. A listing of persons in charge of each public service unit will be submitted in a timely manner to the Clerical Assistant II, Reference Services office, by the appropriate unit supervisors for use of the Librarian or Staff-Member-In-Charge and the Library Guard. Scheduling changes will be submitted in like manner through the same office.
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