General Rules

  • You should work on the project listed on your shift on When to Work for the majority of the scheduled time. Follow the instructions for your project in the list below. 
  • You should use the counter space in the work room for your work – you may be scheduled at the same time as a stacks assistant also working there. If you need additional space, contact Katie or another full-time staff member
  • Coverage at either desk takes priority over project shifts – supervisors may ask you to cover either desk instead of working on your project in the event of an open shift. You may also be asked ahead of time to swap your project shift for coverage if you are at max hours.  
  • Additional project shifts are not possible at this time, but you may pick up open project shifts if one is dropped. You may trade shifts with other Leads at either desk for project shifts, but these shifts cannot be extended for extra hours. All project shifts are 2 hours. Contact Katie if you need to change the start and end time of your shift. 
  • If a project shift puts you at 4+ hours, giving you a 15 minute break, please take your break during the project shift time whenever possible. 
  • You may wear headphones to listen to music or similar, but you may not watch videos while working. You should still be aware of your surroundings and be able to hear someone getting your attention. Use of headphones is a special privilege and will be revoked if abused! 
  • You should bring your own computer to work on for project shifts. If you are unable to bring a computer please let Katie know ahead of time so arrangements for another device can be made. You do not need a computer for some projects (Lost & Found, Bulletin Boards, Marker Kits)

Projects

Use the Board Games Inventory spreadsheet.

  1. Count the pieces in each game including any cards, tokens, dice, etc. Each game should list its contents in the instructions or on the box. Log the correct status as either “Complete” or “Missing Pieces”. If a game is not on the shelf, check Alma before changing the status to Lost. Only mark the game as Lost if it is marked as such on Alma.  
  2. Complete the drop-down options across the row for the game you are checking. If you are ever unsure of what to select, choose your best guess and leave a comment in the notes section explaining what you are unsure about. 
  3. Log the date and estimated time you spent checking that game, so others using the spreadsheet can know how long it may take. Make sure to enter your name. 
  4. Write any notes about what is missing or damaged in the notes section. 
  5. If the game does not have a band around the box, extra bands are available on the bottom shelf - please replace it! If the game has cards or similar that could be better kept together with a rubber band, feel free to grab one from our own supplies to organize them.

Reminders:

  • Some games have multiple copies – make sure you are logging information in the correct row with the corresponding call number and barcode. 
  • Games highlighted in yellow are our highest circulating games. These should be checked as often as possible. Follow the instructions below to learn how to check if a high-use game should be inventoried again.
  • After checking any games highlighted in yellow, continue on to checking games that have not yet been checked (fields are empty). If all games have been checked, you can check games that have not been inventoried in over a month.

To check a game status in Alma:

  • Check games whose titles are highlighted yellow as shown below - take note of the date in the "Date Checked" column, and copy the game's barcode.

  • Log-in to Alma (reminder you should use the Leads Alma log-in!) - Click the first drop down menu next to the search bar and select "Physical Items"

  • Click the second drop down menu and select "Barcode"

  • Paste the barcode you copied from the spreadsheet into the search bar

  • The search results will show you information about the game associated with that barcode - check the date next to "Modification Date". In this example, the date is more recent than the date we saw under "Date Checked" in our spreadsheet, which means it has been checked out and returned since it was last inventoried. If this is the case, we can check it again!
    *Note: If the game is currently checked out to a patron, there will be more information here such as a due date or a status such as "Lost". 

Using the Supplies Inventory spreadsheet:

  1. Count supplies according to the unit listed (i.e. each meaning each marker, or box meaning each box of pens, etc.)  
  2. Fill in the columns with the appropriate information and make any notes about condition of tools (broken staplers, missing pieces, etc.) or quantities of items (if there is 1 container of push pins but only one push pin in it, leave a note so I can order more!)  
  3. Log the date and estimated time you spent counting each row, so others using the spreadsheet can know how long it may take. Make sure to enter your name. 

Reminders:

  • Make sure to count all supplies including the work room cabinet, cabinets behind the H&I desk and desk drawers next to the workstations.  First aid kits at both desks should be counted. 
  • Keep supplies organized in their labeled spots, especially in the back cabinet.

  • Wear your library staff badge when doing this task.  
  • Remove flyers that have passed the listed event date. If a flyer doesn't have a date and is more general, you can leave it up. 
  • Remove anything obviously inappropriate (hateful speech or imagery, etc.). If you have any questions about what is or is not appropriate, please ask a staff member.  
  • Remove any non-university flyers taped to walls or other locations around the building.  
  • Add push pins as necessary. 
  • If you don't have time to check every floor, message Katie with where you left off! There are bulletin boards on every floor except the first floor.
  • Reconcile the log with items in bins. Cross off any items that are not present (presumably picked up) and write down any items not on the sheet 
    • If you write down a new item that was not on the sheet, you can put the current date and your name in the "Notes" where the location is usually written. This will let us know that you found it while doing inventory.
  • Organize things as needed. Put small items in envelopes and write the contents and date turned in on the outside  
    • If you find any food throw it away immediately!!
    • If you are comfortable doing so, you can empty water bottles in the water fountain - this is just to ensure things don't spill in the cabinet.
  • Elaborate on details in the log as necessary – include identifying qualities like color, brand name, etc.  
  • Notify the supervisor on duty of any valuable items (wallets, credit cards, passports, phones, computers, tablets, etc.) so they can be picked up by NUPD 
  • Check the AP for any lost and found items that have not made it over to the cabinet. 

If you are assigned a Marker Kits shift, you'll be checking the kits on the "Returned Kits" shelf in the cabinet that houses marker kits. We want to check that all of the kits have 2 functional markers, an eraser, and are not damaged or otherwise need attention. At the beginning of your project shift you should gather all of the marker kits from the returns shelf and bring them to the work room to check.

Maintenance:

  • Check that both markers in the kit are functional. If they are broken, dried out, or missing, replace them with a new marker. Ideally, each kit should contain one black marker and one marker of any other color. If markers have been mixed around, try to reorganize them as well as you can. Old markers can be thrown away.
  • Check that the eraser in the kit is still functional. Erasers that are saturated with ink and smudge when erasing should be replaced with a new eraser (these are usually obvious like the eraser is no longer black). If the eraser is missing it can also be replaced. Old erasers can be thrown away.
    • Replacing the markers or eraser in the kit doesn't require processing - these kits can be returned to the "Loanable Kits" shelf at the H&I Desk.
  • If the bag is ripped or otherwise broken, you can make a new kit following the instructions below. Leave the broken bag on the "Marker Kits" shelf so we can see if it is fixable.
  • If a barcode is damaged or missing, replace it with a new barcode following instructions below and leave it on the "Marker Kits" shelf to be processed.

To create a new marker kit:

You only need to make new marker kits if replacing a damaged bag as mentioned above, or if instructed to by staff. 

  • Supplies are kept in the work room cabinet - markers & erasers are on the second shelf, the blue bin contains extra bags, barcodes, and book tape. The label maker is on the top shelf of the cabinet. If you don't know how to use the label maker please reference this video or ask a full time staff member for help. If any of the supplies are out of stock, message Katie.

           

  • Put one black marker, one colored marker, and one eraser in the bag. Stick a barcode to the outside of the bag and a label with the SAME NUMBER as the bag you are replacing. Place a piece of book tape over each (found in blue basket). See the example below
  • New kits need to be processed in Alma - leave them on the bottom shelf labeled "Marker Kits" as shown below.

            

We want to keep the desk, work room, and break room clean and organized! On this shift, follow the checklist below of things to 

  • Refill supplies in the desk drawers (both next to seats and behind the seats) from the work room cabinet. Sharpen pencils if needed.
  • Tidy up the supplies table and refill staplers, paper clips, rubber bands, etc. Reset the lookup computer to the homepage if needed.
  • Wipe down the supplies table, H&I Desk, and break room surfaces with antibacterial wipes (found in the first aid/cleaning cabinet). Also make sure you get high-touch areas like the cabinet/drawer handles, the lookup computer, phone, etc.
    • The AP desk is generally cleaned by the overnight guards but it never hurts if you have time to wipe it down!
    • If one of the laptops is not being used at the time of your shift, that is also something that can be cleaned periodically!
  • Refill business cards at each station
    • Each station at the H&I Desk and AP should have the following staff business cards: Steph Barnaby, Brian Greene, Evan Simpson, and the generic IDEAS card. The supervisor seat at the H&I Desk may have additional cards that will be refilled by staff. 
  • Refill materials in the pamphlet displays at H&I:
    • There are currently three displays at H&I. In the first display (closest to the supervisor) we keep a variety of materials. In the second display (middle) we keep NUPD and UHS/OPEN materials. In the third display (closest to research help) we keep academic program materials such as tutoring services, library services, archives, etc. 
    • All extras are kept in the first two drawers to the right of the lost and found cabinet. If you don't see something on display, put some more out! Try to arrange the displays so everything is visible, not multiple things on top of each other - generally taller things should go in the back and smaller in the front. If you put out the last of a certain stack of materials, let Katie know.
  • Check that course reserves are organized correctly by course number and board games are organized correctly by call number. If you need a refresher on call numbers, check this training.

Use the Building Counts spreadsheet:

  • Count the number of people in the library on each floor. You can use the counter that is hanging behind the door to the work room, or if you prefer there are a number of counter apps you can use on your personal phone. The counter we have does make an audible noise when clicked.
  • Record the count by floor (see example in spreadsheet). Write down your name, the date, time, and the total number of people counted on each floor in the spreadsheet.
  • You do not need to count people walking around or count restrooms or belongings with no one sitting with them. We're just looking for an approximate number. 
  • You DO NOT need to enforce rules or handle any problems you may encounter while walking around the building. If you see something happening, report it to the supervisor on duty to handle. This includes facilities issues and noise problems (i.e someone is talking in the silent study rooms). 
  • You SHOULD remove any non-university flyers you see around the building that are not on bulletin boards. If you're feeling generous you can relocate these to the bulletin boards, but they are usually thrown away. This task is also part of the bulletin boards project.

If anyone ever gives you a hard time while walking around the building (or any time in the library for that matter) let a staff member know immediately and we will help! If you are uncomfortable with this project for any reason, let Katie know and you will be reassigned.