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. 
  • If you have some time left but not enough to continue working on the next item on your spreadsheet, you can do one or more of the following tasks until the end of your shift 
    • Shelf Reading 
      • 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. 
    • Supplies refills 
      • Refill and clean up supplies at the supply table and in desk drawers. 
      • Wipe down the supplies table, H&I Desk, and break room surfaces 
      • Sharpen pencils  
      • Refill business cards at each station 
      • Refill materials in the pamphlet displays at H&I (most extras are located in the cabinet next to the supervisor seat - inventory coming soon!)
  • 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)

Inventory

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. 

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 I 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.

Organization & Maintenance

  • 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. 
  • 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.

To create a new marker kit:

  • Put one black marker, one colored marker, and one eraser in the bag. Extra bags will be kept in the work room cabinet on the bottom shelf.
  • Stick a barcode to the outside of the bag as shown below. Extra barcodes can be found in the same bin as extra bags.
  • New kits need to be processed in Alma - leave them on the shelf labeled "Marker Kits" as shown below.

Maintenance:

  • Check that both markers in the kit are functional. If they are broken or dried out, replace them with a new marker. 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. Old erasers can be thrown away.
  • If the bag is ripped or otherwise broken, you can make a new kit following the instructions above. 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 and leave it on the "Marker Kits" shelf to be processed.

Link Checking

Use the Link Checking spreadsheet.

  • Click the linked FAQ or page in the first column to open the page you'll be checking.
  • Check any links on that page by clicking on them - all links should be highlighted blue.
    • If a link does not open or redirects to an incorrect page, that link is broken. For every broken link, submit a Broken Link form.
    • After you've checked all of the links on the page, write the number of broken links you found in the second column.
  • Read the text of the FAQ or page thoroughly - in addition to checking for broken links, we are also looking for incorrect information.
    • If you find any incorrect information, spelling errors, or other issues, describe the problem in the column labeled "Notes"
    • You may also suggest changes if any information seems confusing or unclear to you.
  • Write your name and date in the appropriate columns

NOTE: You do not need to submit a form for the broken "Call the Help & Information Desk: 617-373-8778" link. It is broken on every page and being addressed!