Browsing handbook

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Handbook for browsing clerk. Created by Andrea Boehme http://bit.ly/Z4ego5

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Browsing handbook

  1. 1. 2013Browsing Handbook Andrea Boehme Page Indiana State University Last Updated: 2/27/2013
  2. 2. Table of ContentsIntroduction ..................................................................................................................................... 1Settling in ........................................................................................................................................ 1 Organize your desk ..................................................................................................................... 1 Find out what is currently being worked on ............................................................................... 1 Walk around the library .............................................................................................................. 1 Introduce yourself ....................................................................................................................... 1 Fiddle with Millennium .............................................................................................................. 1Places .............................................................................................................................................. 2 L Drive ........................................................................................................................................ 2 Browsing locker(s) ...................................................................................................................... 2 Processing ................................................................................................................................... 3 Cataloging ................................................................................................................................... 3Millennium...................................................................................................................................... 4 Bib record.................................................................................................................................... 4 Typical item records ................................................................................................................... 5 Call numbers ............................................................................................................................... 7 How-To’s .................................................................................................................................... 8 Creating notes ......................................................................................................................... 8 Checking last patron ............................................................................................................... 9 Changing status ....................................................................................................................... 9Tasks ............................................................................................................................................. 10 Tracking Forgotten Pieces ........................................................................................................ 10 Tracking Disc Issues ................................................................................................................. 12 Special Cases/Knowing when to Bill Patrons ........................................................................... 12 Withdrawing Material ............................................................................................................... 14 Sending Material to Processing ................................................................................................ 14 Sending Material to Cataloging ................................................................................................ 15 Weeding New Releases............................................................................................................. 15 Getting New material Shelf Ready ........................................................................................... 15Tips and Tricks ............................................................................................................................. 17Appendix 1 Popular Music Call Numbers .................................................................................... 18Appendix 2 Browsing Tasks Flow Chart ...................................................................................... 19 i|Page
  3. 3. FiguresFigure 1 L Drive Icon ----------------------------------------------------------------------------------------- 2Figure 2 Locker 69 -------------------------------------------------------------------------------------------- 2Figure 3 Processing ------------------------------------------------------------------------------------------- 3Figure 4 Cataloging ------------------------------------------------------------------------------------------- 3Figure 5 Bib Record------------------------------------------------------------------------------------------- 4Figure 6 Millennium Navigation Bar ----------------------------------------------------------------------- 4Figure 7 Item Record ----------------------------------------------------------------------------------------- 5Figure 8 i field ------------------------------------------------------------------------------------------------- 6Figure 9 Millennium Edit navigation bar ------------------------------------------------------------------ 8Figure 10 Processing Flag ----------------------------------------------------------------------------------- 14Figure 11 Cat Review Flag---------------------------------------------------------------------------------- 15TablesTable 1 Item record checklist .......................................................................................................... 5Table 2 Status Table........................................................................................................................ 6Table 3 Movie Section Abbreviations ............................................................................................ 8Table 4 Booklet Missing Actions ................................................................................................. 13Table 5 When to bill ..................................................................................................................... 14AppendixesAppendix 1 Popular Music Call Numbers .................................................................................... 18Appendix 2 Browsing Tasks Flow Chart ...................................................................................... 19ii | P a g e
  4. 4. IntroductionAs the browsing clerk you are responsible for maintaining the browsing media collection, which consistsof Browsing DVDs, CDs, videogames, and books on CD (audiobooks). To do this you will need to: Correspond with patrons on browsing issues Work with circulation staff and other departments to develop, maintain, and monitor these collections Provide leadership and innovation in the use and maintenance of this collectionThis manual makes no attempt to detail every aspect of working at circulation. It will not go into librarypolicy, regular circulation duties, or the duties of other library personnel (except as relates to your tasks).It also assumes you are able to navigate Millennium and can search for items using the Search/Hold tab.The goal of this manual is prepare you for the job of browsing clerk, and give you a basic understandingof tasks related to your job description.Settling inYour first day on the job will be at times: hectic, boring, overwhelming, awkward, and confusing. Hereare somethings that will make it more manageable.Organize your deskAs the browsing clerk you will have stacks of media in different stages of “needs attention”. New CDs,audiobooks that need to be tattle taped, forms to wrangle, cases waiting for their discs to come back, allneed a place to go. Create signs or areas to let people know where you want things to go. This willminimize the where-did-this-come-from problem. Identify your storage needs and speak with the staffresponsible for supplies on how to acquire the necessary items.Find out what is currently being worked onMore than likely, the previous browsing clerk has a stack of items that s/he was working on. Hopefully,they left notes. Take time to read these notes and identify questions that you have. If there is noinformation consult the Browsing Folder on the L drive for a record of what is going on.Walk around the librarySooner or later you will need to leave your cube. Some local attractions you should visit include: thevideogame cabinet; the browsing locker(s); the movie, music, audiobook, and videogame collections; andcataloging/processing.Introduce yourselfYou will work closely with multiple library personnel. You should introduce yourself to the BillingClerk, the head of Processing, the media cataloger, the cataloger responsible for withdrawals, and theReference browsing liaison(s). Speak with them about how they fit into your duties, the steps in theirprocess, how they like to communicate (email, phone, in person), and how they want you to do tasks intheir area (e.g.What form goes with it? What do you want me to check before I bring you a problem?).Fiddle with MillenniumMillennium is the backbone of all the tasks we perform in Circulation. You should take some time to sitand find out how it works, and what tasks you will need to do in it for your job. Run a search for yourfavorite movie. Does the library own it? Is it at another library in the consortium? How is the record laidout? What does that button do? Why did it give me an error message? 1|Page
  5. 5. PlacesL Drive The L Drive is not a physical place; nonetheless, it is an important one. You can access the L drive by going to the start menu, clicking on “computer” and thenFigure 1 L Drive Icon click the icon for drive L (pictured to the left). The “path” to get to the browsing folder is as follows:L:Academic AffairsLibrary ServicesUSRLIBGRPSCIRCULATION. The browsing folderswill be located in the Circulation folder.You should be able to see many folders under the circulation folder, and view their contents. Ifnot, let the systems department know immediately. You will not be able to do your jobotherwise. There are actually two browsing folders on the L Drive: Browsing and BrowsingMedia. The one you will use is Browsing. The Browsing Media folder is archived material. Youwill not need it for any browsing task.The vast majority of the work you will do needs to be tracked. This is done through spreadsheetswhich are kept on the L Drive. As you will be accessing these sheets multiple times a day, Iwould suggest making a shortcut to the Browsing folder.Browsing locker(s) There are two lockers located in the circulation area that hold browsing items. The first, and the one you will deal with most, is the actual Browsing Locker (locker 69). When a browsing media needs your attention, students and staff will place it in this area. You should visit this locker at least once a day. Each item should have a note attached to it stating the issue, date, and the name of the circulationFigure 2 Locker 69 staff person who put it in the locker.The other locker (locker 70) is a storage area for patron’s personal DVDs/Games/CDs that weremistakenly returned to the library. Often you cannot find out who it belongs to, or patrons justdon’t care enough to come by and pick it up. Either way these items are kept for 90 days beforethey are turned over to Public Safety, or put into the library donations pile per your discretion.Both of these lockers require a key to open. This key is kept in the key cabinet, which also needsto be unlocked. During open hours the key to locker 69 should be in the door’s lock. The key tolocker 70 is kept in the key cabinet.2|Page
  6. 6. Processing Located on the Lower Level, this department is where items are readied for the shelf. You will visit here often during your stay as browsing clerk. They take care of tattle tape, labeling, and cases. They are also responsible for building management and are the person to go to when shelving is broken or heavy things need to be moved. Processing is currently moving to be integrated with Cataloging, so their duties may have changed since the creationFigure 3 Processing of this manual.CatalogingWhen the library receives material,Cataloging connects arecord to it. This makes it searchable in our database. Theyare responsible for assigning call numbers, placing barcodeson material, withdrawing materials for whatever reason, andmaking sure the material is step up correctly in regards tocheck out time. This department is also located on the LowerLevel. Figure 4 Cataloging 3|Page
  7. 7. MillenniumBib recordA bibliographic record is a detailed description of material. This record is what is used togenerate item records, and allows patrons to search for items in the online catalog (also referredto as the OPAC (online public access catalog) or by the brand name (Fusion)). It is Cataloging’sjob to create and maintain these records. Unless you have cataloging experience, figure 5 probably looks like a bunch of gibberish. It’s ok; you won’t use this often, and you should never edit it without permission from Cataloging. The most important field for browsing purposes is the 300 field, or description field. In this field is what is supposed to be contained with the item. You can use this field to identify billable items (See Special Cases/Knowing When to Bill Patrons). If it is listed in the description field it adds to the “experience” ofFigure 5 Bib Record the item.Please note that there may be multiple bib records for similar material. For example, thevideogame Portal has an Xbox360 version and a PS3 version. So there is one bib for an Xboxgame and another for a PS3 game. This happens for items with multiple editions, separatewidescreen and full screen movies, re-releases, and the like.To access this record in Millennium click the search/holds tab in Millennium, and search for anitem. Once you have found the correct item, double click it to open the item record. Then clickView on the top navigation bar to access the bib record.Figure 6 Millennium Navigation Bar4|Page
  8. 8. Typical item recordsFigure 7 Item RecordAbove is the item record for the PS3 version of Portal 2 (please use Microsoft Word’s zoomfunction to better see the record). As you can see there are two sections. They don’t haveofficial names, so I will refer to them as top (orange outline) or bottom (green outline) of theitem record. Boxes (or fields)that have a white background are able to be edited. A descriptionof each major part of an item record is given below, separated by top and bottom.1. Top of record 1. Copy No. – Refers to which of the duplicate items this record refers to. For copy 1, the copy no. field may read 1 or 0. 2. Item Code 2 – Used to suppress a record, so that it is not searchable in Fusion. 3. Item Type – Item type is the general category of item you are dealing with. These change with the format of the browsing material. (see Table 1:Item Record Checklist for the specific items types).Table 1: Item Record Checklist Media Type Item Type Location DVD 12 Browsing Media ibdm ISU Browsing Media DVDs 1st Floor Videogame 13 Browsing Games ibsm ISU Browsing Media CDs and Games (1st Floor) Audiobook 14 Browsing Book on CD ibsa ISU Browsing Audio Books (1st Floor) Music 12 Browsing Media ibsm ISU Browsing Media CDs and Games (1st Floor) 4. Patron No. – This is the person who currently has the item checked out. Double click to bring up the patron’s information. This information replaces the Last Patron information when the item is checked back in. 5. Last Patron – This links to the information for the patron who last had the material. Millennium only keeps the information for the current and last patron. This is why we ask staff not to check in the item, especially when they report that a piece is missing. If it is checked in, we only have access to one set of information. 5|Page
  9. 9. 6. Last Checkin – The last time the item was returned to the library. Useful in knowing when to bill. 7. Total Checkouts – How many times the item has been checked out and returned to the library. Useful for identifying items that may be down in processing. 8. Last Checkout Date – The last time it was taken from the library. 9. Location – The general location of the item. This field and the Item Type work together to tell Millennium how long material can be checked out. If one of them is not right there will be an error. See the Item Record Checklist (Table 1) for the proper configuration of the types. 10. Status – shows if the item is available for checkout or if it is being used by a department. See Table 2: Status Tablefor more information on status options that you will use most often for browsing tasks. Table 2: Status Status Item is located Use when Available On shelf The item needs no further attention. Theitem is being worked on by the processing In Process Processing department The item currently says Available, but you are Circ Review Circulation working on it. If the item says DUE just leave it as that. Something is wrong with the record, and Cat Review Cataloging Cataloging is working with it. The library no longer has this item. (Cataloging Withdrawn NA will change this in their withdraw process) 11. Item Message–Creates the “title” of the message box when it pops up in Millennium. Any item that has a message that describes piece count (eg. 1 disc, 1 booklet) should read Multi pieces.2. Bottom of Record 1. Message – Can describe piece count, describe errors with disc; anything that would need to be seen when checking in/out material. See Creating Notes for more information on how to manipulate this field. 2. InternalNote – A note that the circulation or Cataloging staff need, but is not relevant for checking in/out material,is located here. For example, if the movie came in a multipack Bluray-DVD-3D and Cataloging separated them into three cases. It may be indicated here. See Creating Notes for more information on how to manipulate this field. 3. Itemfield – This is a holdover from our previous system, Voyager. The only section you will need to worry about is the |i field. This used to be what popped up the message box. If the message is no longer valid, delete the information from the i field only (information to be deleted is highlighted in blue). Leave the rest.Figure 8i field6|Page
  10. 10. 4. Callnumber – This is the call number for the item. See the section on call numbers for more information on the formatting of this information. 5. Barcode – the barcode of the item 6. Volume – lists the volume information for the disc. (eg season, volume, disc)Call numbersEach section of browsing media has its own call number scheme. The following is a quickrundown of each format. Use this section to identify anomalies in call numbers so that you canbetter communicate with Cataloging. Please note that all browsing call numbers should startBROW.1. Popular musicMusic is made up of two unofficial sections: Popular and Classical/Instrumental. Popular musicis anything that is not classical. Both sections have a modified LC Number that creates the baseof the call number. For Popular music, the LC number is a catch all for anything that goes in thatsection. The general format that follows the LC number is the creator of the music and the titleof the CD (maximum of 9 characters per section). Then is any year/version information, andthen copy number. Not all popular music call numbers follow this format; see Appendix 1 forspecific Call number formats for popular music.Additionally, it is common to see duplicate call numbers for popular CDs. Don’t worry aboutthis, it is an issue with the system used to create the number.2. Classical/InstrumentalClassical/Instrumental music is music usually contributed to a composer and features the use ofan orchestra/choir or a smaller group of traditional orchestral/vocal musicians. Call numbers forthese CDs are created specifically for that CD by the music cataloger. If you see anythingwonky refer the item to the music cataloger.3. AudiobooksAudiobooks have a somewhat simplistic method for call number creation. It is the call numberfor the book with “ab” added onto the end of the call number. So if the book Ivanhoe has the callnumber PR5318 .A1 1924 the audiobook call number will be PR5318 .A1 1924ab. As withclassical music call numbers, please see Cataloging if an odd call number comes up.4. DVDsMovies are assigned call numbers based on the genre they belong to and the title of the movie.Table 3 lists all the abbreviations used for each section.After the section abbreviation is the first9 characters of the first word in the movie’s title. Additional information on the version of themovie (year for remakes, widescreen, volume, discs, ect) will be added at the end of the callnumber.Please note that Animation is anything that is a cartoon regardless of content. So Family Guy isAnimation, not TV Series. 7|Page
  11. 11. Table 3: Movie Section Abbreviations Section Abbreviation for Call NumberFeature Film FeaFilmTV Series TVSerAnimation AnimDocumentary DocumForeign Films ForeignMusic DVDs Music5. VideogamesVideogames are much like DVDs, except they are first grouped by platform rather than genre.The call number starts with “GAME” and then lists the platform (XBOX, XBOX360, PC, PS3ect). Then it has the first 9 characters of the first word in the title. Videogames usually don’thave the year.How-To’sThis section details common procedures used in Millennium. Directions in the Tasks sectionwill ask you to do some of the following things. These directions have been included in theevent that you do not know how to perform that part of the task.Please note that all procedures are given in detail. The steps listed are not the most efficient wayto do what you need, but they will assure that the task is done correctly.Creating notesThe first step in creating a note is to decide which one to use: a Message or an Internal Note.Messages will display every time a disc is checked in or out. This is good for piece counts, or toensure that an action is taken the next time an item is handled at the circ. desk. For instance,when searching for an item that is supposed to be on the shelf, one could add, “Place in browsinglocker when returned AKB 9/23/2012” as a message.Internal notes inform Circulation and Cataloging staff of issues with the material that may affecthow the item is circulated. Information dealing with the removal of pieces is a popular exampleof an internal note. As are messages noting previous damage to the item.Figure 9 Millennium Edit navigation bar To add a Message: 1. Navigate to the item record. 2. Click the insert button in the top navigation bar of Millennium (Figure 9). 3. Use the drop down menu in the pop-up box to select Message. 4. Type in your message. a. If the message is asking someone to take an action (put in browsing locker) you should initial and Date the message. b. If it is simply informational (2 DVDs) you need not initial it. 5. Hit ok to insert the message.8|Page
  12. 12. 6. If you added a message about piece count change the Item Message field in the item record to “m” for Multipieces. 7. Click “Save” in the navigation bar to save changes. To add an Internal Note: 1. Navigate to the item record. 2. Click the insert button in the top navigation bar of Millennium (Figure 9). 3. Use the drop down menu in the pop up box to select Internal Note. 4. Type in your message, making sure to initial and date it. Alwaysinitial and date internal messages. 5. Hit “ok” to insert the message. 6. Click “Save” in the navigation bar to save changes.Checking last patron 1. Navigate to the item record you are working with. 2. In the record for that item, find the last patron a. If the item is still checked out this will be the Patron No. field b. If it has been checked in, you will use the Last Patron field 3. Double click the field 4. Record any information needed from the View Patron pop-up box. 5. Click “Quit” at the bottom of the box to close it.Changing status 1. Find the appropriate item record. 2. Double click the Status field. 3. Click the appropriate status a. See table 2 for help in choosing the most appropriate status. 4. Click “ok” to select that status. 5. Save changes by clicking save. 9|Page
  13. 13. TasksTracking Forgotten PiecesThe main part of your job is tracking down things that patrons forgot to bring back. There are afew steps to this process; you can do them in any order and not all may be needed every time.The following is my preferred procedure. You may want to look at previous issues on thespreadsheet for reference before recording issues for the first time.1. Record IssueRecording issues right awayinsures that there is a paper trail, can help keep you organized, andwill improve your workflow. To record forgotten items, the process is as follows. 1. Go to the browsing folder on the L drive 2. Open the Lk 18 CURRENT spreadsheet 3. In the current tab (sheet has white background) record the Barcode, Title, Type, and Issue information for the item. a. For video games the type should be the system (XBOX, 360, PS3, PS2, PC, Wii, DS, PSP, GCUBE) 4. In Millennium, navigate to the Search/Holds tab 5. Using the pull-down menu select barcode 6. Scan the barcode to find the record for that item 7. Double click on the item to open the record 8. Double click on “Patron No.” (or “Last Patron” if the item was checked back in) to open the view patron information window 9. Record the Patron, P. Barcode, Due Date, Discharged, Status, and Notes information in the current excel sheet a. P. Barcode is their Unique ID (commonly called their 991 number) b. Due date will not be present if the item was checked in c. Discharged refers to if the item was checked in d. Status is either “Billed” or nothing at all 10. Save changes to the sheet. 11. Copy the patron’s contact information for later use. 12. If status is “Available”, change availability to “Circ Review” 13. After notifying patron, record the date.2. Notify PatronWhen a piece of browsing media is not returned (a disc, the booklet to a game, ect) you shouldnotify the patron who was last associated with it. You can access their contact informationthrough the last patron section of the item record or through their patron record. You must usethe information they have provided in their account, or face to face communication tocommunicate with patrons. I prefer using email whenever possible. The following are somenotes for your interactions: It is good to have a paper trail so that if an issue arises you can point to something physical and say “This is where I told you x”. In your correspondence with patrons it is best to remain to the point. Tell them something along the lines of “This is missing. If you have it, please return it.”10 | P a g e
  14. 14. o Use Outlook’s signatures function to create form letters for the issues you deal with most. See the Tips and Tricks section for the form letters I use. Only bring up billing if the patron asks you directly. o Even then you should keep it hypothetical. “If it item is returned within the grace period, with no further issues you shouldn’t be charged”. o If they are adamantabout not paying a fine, direct them to the appeal form on the website. Tell them you have no power to remove a fine it must go through the Head of Circulation o The billing clerk is your friend. If you don’t know how to handle an issue, ask. Make sure to update the spreadsheet if you and the patron have a conversation after your initial notification. Keep copies of all browsing emails in a separate folder. Keep it for at least a year as patrons can appeal a fine up to six (6) months after they are initially billed.3. Update when returnedIf/When the item is returned the following steps should be taken 1. Assess the returned material for any issues that may warrant additional action on your part. a. Is the disc still in working order? b. Is the booklet in readable condition? c. If there is an issue, check the item record for notes that may explain previous damage. 2. Check in the item if everything is fine a. Place the item on the browsing return cart in Circ. if no more issues b. If the item is billed put it on the billed cart 3. Notify the patron that you have received the material a. If there are additional issues explain them now 4. Go to the browsing folder on the L drive 5. Open the Lk 18 CURRENT spreadsheet 6. Transfer the record from the Current tab to the Resolved tab (sheet with green background) of the spreadsheet 7. Savechanges to the sheet4. Withdraw from collectionAfter 45 days any items that haven’t been returned should be withdrawn from the collection 1. Go to the browsing folder on the L drive 2. Open the Lk 18 CURRENT spreadsheet 3. Transfer the record from the Current tab to the Withdrawn tab (sheet with blue background) 4. In the Notes field record the date when the item was taken to Billing Clerk for withdrawal. 5. Save changes. 6. Bring the item to Billing Clerk so she can do her billed withdraw procedure a. Put a note on it so she doesn’t have to guess what the problem is. b. Make sure to pull the display box when withdrawing a videogame, and give both to the Billing Clerk. 11 | P a g e
  15. 15. Tracking Damaged DiscsPart of maintaining the browsing collection is monitoring and withdrawing damaged materials.You will need to keep track of patron reported disc errors. The following steps should be takento track these issues. 1. Patron informs staff that disc skipped/wouldn’t play 2. Circ staff place item in browsing locker with note 3. Browsing clerk does preliminary check a. Clean/Resurface disc b. Run through computer on fast forward to see if the disc errors and freezes c. If disc freezes/doesn’t play immediately withdraw 4. If major error is not detected, enter into the Disc Error Report spreadsheet on L drive. a. If the barcode field turns green that means the item is already on the spreadsheet b. If barcode is already on sheet record the date of current incident 5. After 5 incidents, theitem is withdrawn from the collection. a. Note the item is withdrawn by turning the background for those cells red 6. Find the item record in Millennium. a. Change status to Cat Review. b. Insert an internal note to inform Cataloging why the item is being withdrawn c. Click save to save changes.Special Cases/Knowing when to Bill PatronsThe following are guidelines that will be helpful in making tricky decisions. Please note thisisjust a guide. Strange things will come up and you are expected to make an informed decision onthe issue.1. Case found and disc was missingAs we keep the movies in the case on the shelf, patrons have free reign to watch the movie onone of the library computers or on their laptop. Here are a few pointers to help you find “stolen”items. Record in Lkr 18 Current sheet o Note that item was missing from shelf Email last patron to ask them check around the house for it. o Check the last check-in time. If it has been 2+ months since the item was returned ask the patron if they have it, but don’t expect them to.Most likely someone has taken the disc while the case was on the shelf. Check the library computers’ DVD drives. Keep the case for 45 days. It may show up. If the disc doesn’t show up, withdraw it. o If you find that the patron is liable, send it to Billing Clerk for billed withdraw. o If not move to withdrawn sheet. Note it as “lost/stolen”.12 | P a g e
  16. 16. 2. Booklet MissingBooklets are confusing. Over the years what is defined as a booklet, and if it should be a billableitem, has been in dispute. Current practice is that anything that is included in the Description(300 field) of the bib record is a valid billable item. If material is returned without a booklet thefollowing guides should be followed. No matter what, try to get it back. o Follow the same guidelines as listed in the disc missing section While you are communing with the last patron find out if the booklet is needed. o A needed/billable item is one that:  Has been cataloged. Look in the 300 field to check the description of the material. If it is included, it probably contains original information and is needed for the “full experience”.  Contains the keycode for a PC game. This is a long string of numbers and letters that activates the game on the patron’s home PC. If this is lost, and the game requires it, the game is unplayable.  Is explicitly described in the message field as having additional information (has multiple pages, includes instructions in other languages, ect) If the booklet doesn’t come back use the table below to decide how to proceed Table 4: Booklet Missing Actions Item Unusable Item Useable Send to Billing Clerk for billed Note record that booklet is missing. Liable Patron Withdraw. Send to Billing Clerk to bill. No liable Patron Withdraw from collection. Note record that booklet is missing. o Then note the record  Create an internal note for the item to say that the booklet went missing on x day. Make sure to include your initials.  Delete the booklet part of the message.  Save changes.3. Deciding Patron LiabilityDeciding if a patron is liable is a tricky art, and a lot of times you will never know how a disccame to its untimely demise. There are a few pointers that can help make your decision. Otherthan the suggestions below (Table 5), choosing to bill is a gut call. If you need help, speak withthe billing clerk. 13 | P a g e
  17. 17. Table 5: When To Bill To Bill Not to bill They told you that they did it They approach the circulation desk to describe The item has been in their possession from start previous damage/missing discs to finish The item has been sitting on the shelf for a You witnessed them cause the damage month or more They have a history of similar offenses The item has a record of not working (Disc The billing clerk tells you to bill Error Report) There is no record of damage on the Disc Error You know the incident was caused on the part Report sheet of circulation staffWithdrawing MaterialRegular withdraws occur when an item is no longer usable by patrons. Something has happenedto the material and it can no longer be experienced the way it was intended. The procedure forwithdrawing items is as follows. 1. Find the item in Millennium 2. Create an internal note on the item record asking Cataloging to remove the item from the collection. a. Include your initials and the date 3. Change the status to Cat Review 4. Click Save to keep your changes 5. Fill out a Cataloging Review slip (see Sending Material to Cataloging section for more details) and place it with the material. 6. Place material to be withdrawn on the withdraw shelf in the cataloging area. a. Ask if you don’t know where it is.Sending Material to Processing The image to the left is a processing flag. These should go into every item that you send to processing, or be rubber banded to a stack of items with the same issue. The Word document that contains the flags is located in the browsing folder on the L drive. The items listed are the most common issues you will deal with. Another common issue is new display art, which usually happens when the item is water damaged. It should be noted that Broken Jewel Case refers to any item that needs a new case, not just CDs. When an item needs to go to processing make sure you change the status to “In Processing”. This will keep people from looking for it in vain. If you are doing a large project that has you pulling a lot of material for processing it may be wise to create an Excel sheet for the project (with at least the barcode and Title), and send it to the staff member in charge of searches. That way if you forget to change a Figure 10 Processing Flag status, and a patron can’t find it, they will know where it is.14 | P a g e
  18. 18. I generally save material and send it all down at once on Mondays. This way you, andprocessing, can have a large bulk of items to deal with at once, instead of one thing here or therethat could be overlooked.Sending Material to CatalogingTo the right is a cataloging flag. One of these should be filled out andplaced with every item that goes down to Cataloging. A Worddocument with these flags has been placed in the browsing folder.Make sure that you have changed the status in Millennium to “CatReview” when you send down items. Doing so will keep your fellowstaff members from doing unnecessary searches.This flag is used for all items that go from Circ. to cataloging not justbrowsing items, so there are some things you will not use. Vary rarelywill you need to use the other category. You will use the Processingflag more than the cataloging one.Just as with processing items, I usually save them all up and take themdown to cataloging once a week on Mondays.Weeding New ReleasesThe new release shelf should not exceed more than one column of thebrowsing DVD area. In the event that this area cannot contain all the Figure 11 Cat Review Flagnew material, the following guidelines will be used to weed down toone shelf. These criteria are listed in order. Pull all the movies for the first criteria beforemoving on to the next criteria. 1. Removal date occurs within 30 days of current date 2. Copyright date more than a year (365 days) old 3. Copies other than the first 4. Music DVDs 5. Foreign Films 6. DocumentariesGetting New MaterialShelf ReadyOne day you will walk into your cube to find a cart/stack of shiny new materials ready to bedistributed to the masses. Before that happens, however, they need to be double checked foraccuracy, and may need additional attention from you.1. Checking the recordFirst things first, you need to check the record of each item. Use theTable 1: Item RecordChecklist to double check as new items arrive from Cataloging. Also make sure that if there aremultiple discs or additional material (3D glasses, booklets, ect.) that there is a message and thatthe Item Message field reads “m Multi pieces”.Vice versa, you want to check that any pieceslisted in the message section are in the case. 15 | P a g e
  19. 19. You should also double check the call number to make sure it is correct. See the call numberssection for more information.2. Disc LabelsThe next thing to do is make sure all labeling is correct.Discs should have a white “Indiana State University Library” property sticker on the inside ringof the disc. If the case has multiple discs inside, is part of a series, or is something other thancopy one; the disc information should be written on the property sticker. Use blue or black ink,(or an extra fine point sharpie if the is a clear plastic cover on the disc) to legibly write any disc,volume, or copy number information. Audiobooks are the exception to this rule. The propertysticker should only record if it is a copy other than the first.Videogames should come with two cases: a dummy case and the case that contains the game.The dummy case should have the correct call number and a pink “Empty” sticker on the front ofthe case. The actual game should have the correct call number, and the spine should have ashelving title covered by a colored sticker.New movies should have a new sticker in the top right of the front of the case. This is put onduring processing. In order to keep the new arrivals new, we rotate the movies every three (3)months. To keep track of when to remove the discs you should write on the new sticker the dayand the month when the movie should be removed from the section. For instance, if you get amovie on November 5, 2012, you will write 2/5 on the sticker. The date on the sticker doesn’tneed to be exactly 3 months to the day away.3. Tattle TapeDVDs, CDs, and Audiobooks should be tattle taped. Videogames are not, as we use the dummysystem to check them out. Most discs will have 2 strips of tattle tape across the front of everydisc in the case. Discs that have data on both sides will have the tattle tape on the spine of caseor the inside of the cover art. All audiobooks are also tattle taped on the spine.4. Changing StatusThe final thing to do is change the status to Available. See the How-To’s section for moreinformation on changing the status of an item.16 | P a g e
  20. 20. Tips and Tricks You can scan barcodes into most documents. Set up reminders in Outlook to tell you when items have passed time limits Catalogers write the date on messages as yy/mm/dd (13/2/25). That is why that message is from the future. If the Last Checkin date and Last Checkout date are the same the item was checked out, an issue was found, and then immediately checked in. The last patron information has now been lost. Form emails.All emails are altered to reflect plural when there are multiple items. Only the first email (disc missing) contains contact information. Subject line is “[Title] [thing] missing” (eg Finding Nemo disc missing) to make it easier to find in email folder. o Disc Missing Hello, This email is to inform you that Title was returned without {thing}. If it is still in your possession, please return it to the circulation desk.If you have any questions please reply to this email. o Disc Returned Thank you for returning the item. Your account has been updated to reflect the change. o Disc Returned Billed Thank you for returning the item. As the item is billed it will go to our billing clerk.If you have anymore questions please contact Alisha.Moorhead@indstate.edu or call 237-2873. 17 | P a g e
  21. 21. Appendix 1Popular Music Call Numbers|bISbrowmdia| hAudio M 1366 |i [Performer] |i [Title A-Z] |x Blues|bISbrowmdia| hAudio M 1366 |i [Performer] |i [Title A-Z] |x Jazz|bISbrowmdia| hAudio M 1366 |i [Performer] |I [Title A-Z] |x New Age|bISbrowmdia| hAudio M 1366 |i [Performer] |I [Title A-Z] |x Rhythm and Blues|bISbrowmdia| hAudio M 1366 |i [Performer] |I [Title A-Z] |x Soul|bISbrowmdia| hAudio M 1473 |i [Performer] |i [Title A-Z] |x Electronic|bISbrowmdia| hAudio M 1527 |i [Title A-Z] |i [Year] |x Musicals, soundtrack, cast recordings|bISbrowmdia| hAudio M 1622 |i [Performer] |i [Title A-Z] |x Country|bISbrowmdia| hAudio M 1627 |i [Performer] |i [Title A-Z] |x Folk|bISbrowmdia| hAudio M 1627 |i [Performer] |I [Title A-Z] |x Popular|bISbrowmdia| hAudio M 1627 |i [Performer] |I [Title A-Z] |x Popular Anthologies|bISbrowmdia| hAudio M 1629 |i [Holiday] |i [Performer A-Z] |x Holidays|bISbrowmdia| hAudio M 1629 |i [Performer] |i [Title A-Z] |x Bluegrass|bISbrowmdia| hAudio M 1630.18 |i [Performer] |i [Title A-Z] |x Funk|bISbrowmdia| hAudio M 1630.18 |i [Performer] |I [Title A-Z] |x Punk|bISbrowmdia| hAudio M 1630.18 |i [Performer] |I [Title A-Z] |x Rap|bISbrowmdia| hAudio M 1630.18 |i [Performer] |I [Title A-Z] |x Reggae|bISbrowmdia| hAudio M 1630.18 |i [Performer] |I [Title A-Z] |x Rock|bISbrowmdia| hAudio M 1668 |i [Region] |i [Title A-Z] |x World/Ethnic Music|bISbrowmdia| hAudio M 1668 |i [Region] |i [Title A-Z] |x Zydeco A-Z|bISbrowmdia| hAudio M 2115 |i [Performer] |i [Title A-Z] |x Christian|bISbrowmdia| hAudio M 2115 |i [Performer] |i [Title A-Z] |x Hymns|bISbrowmdia| hAudio M 2190 |i [Performer] |i [Title A-Z] |x Children’s Music|bISbrowmdia| hAudio M 2198 |i [Performer] |i [Title A-Z] |x Gospel|bISbrowmdia| hAudio PN 4305 |I .M6 |i [Performer Ax-Z] |I [date] |x Comedy18 | P a g e
  22. 22. Appendix 2 Browsing Tasks Flow Chart Item has Patron issue Cataloging Processing Withdraw Relabel Barcode Issue New Item Broken Case Fill out Call number Issue Fixed item Tattle Tape cataloging Withdrawn Item flag comes back Check Change status Record Fill out Fill out to Withdrawn processing Cataloging Set status to flag flag Available Create Change status internal note New DVD Change status to Cat Review Other media for withdraw to in Process Fixed item Send to Record New Send to Cataloging DVDs on Send to Cataloging excel sheet Place in Processing student cube Put mm/dd to shelve removed on When Returned new sticker Student cube Change ready to Status to shelve Available Place on Browsing Cart 19 | P a g e
  23. 23. Contact Person Patron Returned missing Determine piece responsible Damaged patron Record info on Lkr 18 sheet Disc skips No one Someone Wait 45 days Responsible Responsible for item to be Clean Disc returned Watch on FF Item not Item Is item still for errors returned returned usable? Does disc error and Yes No Move record Move record to resolved stop? to withdrawn sheet sheet Create Note issue in Yes No internal note Check in item item record for withdraw Send to billed withdraw Note date on Place on Change Is item billed? Create Disc Error Browsing Status to “Cat internal note Report return cart Review” for withdraw No Yes Change Is this the 5th Send to Status to “Cat error report? Cataloging Review” w/Cat flag Email patron Email patron everything is Ali now has Send to fine jurisdiction Yes No Cataloging w/ Cat flag Place on Place on billed Place on browsing cart Browsing return cart20 | P a g e return cart

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