MPL PROCEDURES OVERVIEW/HOW-TO (ALL MPL 2017)
The Goal: To have a central location where all procedures of all MPL positions are listed/organized, so that we all have easy access.
Each item has been posted on the library website on the Procedures Page, so that we can all find how to do something in the event a staff member is out or ill etc. Each staff member/position has been color coded (i.e. Cherie is purple; Karen is Orange; Matthew is Blue). Each item listed has 3 parts:
Naming the tasks in this way allows us to search in various ways in case of someone’s absence. I.E. If John is out unexpectedly for a week, but we have no idea what he does, we can search for “John” with the Ctrl-F feature and see EVERYTHING that he does. OR if we know Cherie readies books for Altrusa on Tuesday, but we’re not sure What that task is specifically called, we can search for her name OR if we know SOMEONE sends Overdue notices every week, but we have no idea who does them or on which day of the week they are done, we can search for “Overdue”.
To find How to do a procedure, First Type in your browser's address bar meredithlibrary.org/_procedures and then Enter. This brings you to the Procedures Page of our website. This can only be accessed by staff.
Use the Ctrl F feature in order to find a key word of the task that you are looking for (or use it to find a Name of the staff member who usually does the task).
If anyone has any more procedures to add or needs to edit existing ones, please send an email to Joyce & she will make sure the Procedures page is edited.
The Goal: To have a central location where all procedures of all MPL positions are listed/organized, so that we all have easy access.
Each item has been posted on the library website on the Procedures Page, so that we can all find how to do something in the event a staff member is out or ill etc. Each staff member/position has been color coded (i.e. Cherie is purple; Karen is Orange; Matthew is Blue). Each item listed has 3 parts:
- The position of the staff member who usually performs the procedure. – NOTE: this will say “All MPL” if the task is something that is not position-specific.
- The name of the person who is in that position as of date. This will be in parenthesis.
- The name for the specific task
Naming the tasks in this way allows us to search in various ways in case of someone’s absence. I.E. If John is out unexpectedly for a week, but we have no idea what he does, we can search for “John” with the Ctrl-F feature and see EVERYTHING that he does. OR if we know Cherie readies books for Altrusa on Tuesday, but we’re not sure What that task is specifically called, we can search for her name OR if we know SOMEONE sends Overdue notices every week, but we have no idea who does them or on which day of the week they are done, we can search for “Overdue”.
To find How to do a procedure, First Type in your browser's address bar meredithlibrary.org/_procedures and then Enter. This brings you to the Procedures Page of our website. This can only be accessed by staff.
Use the Ctrl F feature in order to find a key word of the task that you are looking for (or use it to find a Name of the staff member who usually does the task).
If anyone has any more procedures to add or needs to edit existing ones, please send an email to Joyce & she will make sure the Procedures page is edited.
How-to process overdue notices
Library Aide (Joyce 2017)
HOW-TO PROCESS OVERDUE NOTICES
Overview: Done weekly (Wednesday). Mailed Thursday. Head of circulation (Matthew) is back-up for these procedures. Cherie is his back up. There are lots of parts to this process. IMPORTANT: If for any reason, the reports cannot be run on Wed. (i.e. snowstorm, holiday, tech support issues etc.), skip that week entirely; do not run the reports later or earlier in the week. Per Chris.
Three sets of overdue notices are printed (one set is for FINAL notices where the cost is shown, one set is for REMINDER notices, and one set is for BILLING NOTICES).
Reports of FINAL and REMINDER notices are run & printed. This report is by shelf-list order and is used to double check shelves for missing items.
Envelopes are stuffed, sealed, stamped & mailed.
There are eight basic steps to completing this whole procedure:
a. Reports manager. NOTE: depending on which browser &/or which computer you are using, this section may prove to be difficult. To avoid this, use the shortcut on JOYCE’s computer, labeled Explorer Rpts. Mgr.
I.D. = meredithlibrary & pw=mpl2003. Click on ok. My folders. Joyce's folder
b. Select Reportview of overdue notices No. 9 Env. IMPORTANT: before making any changes, hit the refresh button.
c. Parameters for report: Select Location = Meredith Library; Select Address Type = Primary Address; Exclude Borrowers etc. = Yes; Display Organization = Yes; Display Borrower Title = No; Display Ph# = No; Display Borrower ID = No; Select Notice Type = Final. NOTE: THE SYSTEM MAY NOT FIND ANY FINAL NOTICES TO PRINT. IF YOU DON’T SEE A “FINAL” CHOICE, THEN PROCEED TO STEP 2; Select Sort order = Borrower Last Name; Display Replacement Cost = Yes; Select Notice Format = No. 9 Envelope w/addr on left; Select Notice Period = # of previous days; Enter # of days since last notice = 7 (NOTE: even if the reports were NOT run last week, still enter 7 Per Chris). FINISH.
d. At the top of the screen, look for the HTML logo & click on it to get to the drop-down menu. Choose PDF format. A print button will then appear above the report name. Choose Print. Verify Portrait, Taskalpha printer, & Grayscale printing are selected & that Print on both sides of paper is NOT selected. Print.
e. These are the FINAL notices.
2. Print REMINDER overdue notices......
a. Click on the back arrow @ top right of screen to get back to report section of TLC.
b. Follow steps 1b-d from above EXCEPT change Select Notice Type to be “1st” and Display Replacement Cost to be “No”.
c. These are the REMINDER notices. Keep them separate.
d. Both of these notices contain the same info Except the “Notice #” is shown as “1st” for the Reminder Notices. AND the “Notice #” will show “Final” for the Final notices and it will show a cost.
3. Print shelf-list for overdue items that have FINAL notices. If you had no FINAL notices, proceed to step 4.
a. Click on back arrow at top Right of screen to get back to report section of TLC.
b. Choose 'Overdue items in shelf sequence-custom'
c. Parameters are: Select location = Meredith library. Here, wait a second for screen to 'blink. Items to display = All overdue items; Select Holdings code = Select all
Earliest and latest due dates – Find the earliest & latest due dates shown on FINAL notices.
Finish. Choose PDF format. A print button will then appear above the report name. Choose Print. Verify Portrait, Taskalpha printer, & Grayscale printing are selected & that Print on both sides of paper is NOT selected. Print.
4. Print shelf-list for overdue items that have REMINDER notices......
Repeat all steps in Step 3 EXCEPT Earliest and latest due dates will be the due dates shown on 1st notices. Close screen.
5. From the shelf list of FINAL Notice items & REMINDER Notice items, Make copies for YA librarian (any pages that contain materials from the balcony) and children's librarian (any pages that contain materials from the kids' room).
6. Print Billing Notices.
a. Click on back arrow at top Right of screen to get back to report section of TLC.
b. Choose 'Billing notice-No. 9 Env.-Double Window’
c. Parameters are: Select location = Meredith library. Borrower type = (RESADUL), (NRESJUVE), (RESADULT), (RESJUVE). Fine minimum = 0. Earliest & Latest Fine Dates = same range as what were printed on the First (Reminder) notices. Finish. At the top of the screen, look for the HTML logo & click on it to get to the drop-down menu. Choose PDF format. A print button will then appear above the report name. Choose Print. Verify Portrait, Taskalpha printer, & Grayscale printing are selected & that Print on both sides of paper is NOT selected. Print.
7. Use the master list to check for all adult items on shelves. YA & kids' librarians will use their copies to look for YA & children items. If found, verify items are checked in to TLC and toss the paper notice to be mailed. Initial on the master list to indicate who checked the shelves. The master list will be kept for at least 3 months.
8. Fold, stuff, seal, stamp & mail all 3 types of notices. NOTE: you may combine in one envelope any notices that are for the same patron. If different patrons have the same address, however, mail those separately.
Library Aide (Joyce 2017)
HOW-TO PROCESS OVERDUE NOTICES
Overview: Done weekly (Wednesday). Mailed Thursday. Head of circulation (Matthew) is back-up for these procedures. Cherie is his back up. There are lots of parts to this process. IMPORTANT: If for any reason, the reports cannot be run on Wed. (i.e. snowstorm, holiday, tech support issues etc.), skip that week entirely; do not run the reports later or earlier in the week. Per Chris.
Three sets of overdue notices are printed (one set is for FINAL notices where the cost is shown, one set is for REMINDER notices, and one set is for BILLING NOTICES).
Reports of FINAL and REMINDER notices are run & printed. This report is by shelf-list order and is used to double check shelves for missing items.
Envelopes are stuffed, sealed, stamped & mailed.
There are eight basic steps to completing this whole procedure:
- Print FINAL overdue notices
- Print REMINDER overdue notices
- Print shelf-list of overdue items that have FINAL notices
- Print shelf-list of overdue items that have REMINDER notices
- Print billing notices
- Make copies of #’s 3 & 4 for Children & Young Adult areas
- Look for items from #3 & #4. If found, check items in TLC.
- Mail notices. EXCEPTION: Do not send notices for below patrons:
- Nursing homes
- Any ILL patrons – this includes any of MPL’s patrons that are borrowing from another library (IE MPLILL Holding code) OR another library that is borrowing from us. Cherie has her own overdue procedures for both of these.
- Julia Dow
- Homebound patrons (i.e. June Natale, June Keniston, Denise Boissoneault)
- Any patrons that have '***' in the name field. This means that we do not have their correct mailing address.
a. Reports manager. NOTE: depending on which browser &/or which computer you are using, this section may prove to be difficult. To avoid this, use the shortcut on JOYCE’s computer, labeled Explorer Rpts. Mgr.
I.D. = meredithlibrary & pw=mpl2003. Click on ok. My folders. Joyce's folder
b. Select Reportview of overdue notices No. 9 Env. IMPORTANT: before making any changes, hit the refresh button.
c. Parameters for report: Select Location = Meredith Library; Select Address Type = Primary Address; Exclude Borrowers etc. = Yes; Display Organization = Yes; Display Borrower Title = No; Display Ph# = No; Display Borrower ID = No; Select Notice Type = Final. NOTE: THE SYSTEM MAY NOT FIND ANY FINAL NOTICES TO PRINT. IF YOU DON’T SEE A “FINAL” CHOICE, THEN PROCEED TO STEP 2; Select Sort order = Borrower Last Name; Display Replacement Cost = Yes; Select Notice Format = No. 9 Envelope w/addr on left; Select Notice Period = # of previous days; Enter # of days since last notice = 7 (NOTE: even if the reports were NOT run last week, still enter 7 Per Chris). FINISH.
d. At the top of the screen, look for the HTML logo & click on it to get to the drop-down menu. Choose PDF format. A print button will then appear above the report name. Choose Print. Verify Portrait, Taskalpha printer, & Grayscale printing are selected & that Print on both sides of paper is NOT selected. Print.
e. These are the FINAL notices.
2. Print REMINDER overdue notices......
a. Click on the back arrow @ top right of screen to get back to report section of TLC.
b. Follow steps 1b-d from above EXCEPT change Select Notice Type to be “1st” and Display Replacement Cost to be “No”.
c. These are the REMINDER notices. Keep them separate.
d. Both of these notices contain the same info Except the “Notice #” is shown as “1st” for the Reminder Notices. AND the “Notice #” will show “Final” for the Final notices and it will show a cost.
3. Print shelf-list for overdue items that have FINAL notices. If you had no FINAL notices, proceed to step 4.
a. Click on back arrow at top Right of screen to get back to report section of TLC.
b. Choose 'Overdue items in shelf sequence-custom'
c. Parameters are: Select location = Meredith library. Here, wait a second for screen to 'blink. Items to display = All overdue items; Select Holdings code = Select all
Earliest and latest due dates – Find the earliest & latest due dates shown on FINAL notices.
Finish. Choose PDF format. A print button will then appear above the report name. Choose Print. Verify Portrait, Taskalpha printer, & Grayscale printing are selected & that Print on both sides of paper is NOT selected. Print.
4. Print shelf-list for overdue items that have REMINDER notices......
Repeat all steps in Step 3 EXCEPT Earliest and latest due dates will be the due dates shown on 1st notices. Close screen.
5. From the shelf list of FINAL Notice items & REMINDER Notice items, Make copies for YA librarian (any pages that contain materials from the balcony) and children's librarian (any pages that contain materials from the kids' room).
6. Print Billing Notices.
a. Click on back arrow at top Right of screen to get back to report section of TLC.
b. Choose 'Billing notice-No. 9 Env.-Double Window’
c. Parameters are: Select location = Meredith library. Borrower type = (RESADUL), (NRESJUVE), (RESADULT), (RESJUVE). Fine minimum = 0. Earliest & Latest Fine Dates = same range as what were printed on the First (Reminder) notices. Finish. At the top of the screen, look for the HTML logo & click on it to get to the drop-down menu. Choose PDF format. A print button will then appear above the report name. Choose Print. Verify Portrait, Taskalpha printer, & Grayscale printing are selected & that Print on both sides of paper is NOT selected. Print.
7. Use the master list to check for all adult items on shelves. YA & kids' librarians will use their copies to look for YA & children items. If found, verify items are checked in to TLC and toss the paper notice to be mailed. Initial on the master list to indicate who checked the shelves. The master list will be kept for at least 3 months.
8. Fold, stuff, seal, stamp & mail all 3 types of notices. NOTE: you may combine in one envelope any notices that are for the same patron. If different patrons have the same address, however, mail those separately.
Homebound Services Procedures -
Library Aide (Cherie 2017)
Instructions for Homebound Book Delivery
Library Aide (Cherie 2017)
Instructions for Homebound Book Delivery
- Cherie’s white binder has all relevant information. It is kept on her shelf above her desk. The binder contains a current delivery schedule with the names and contact information for the Altrusa volunteers who will be delivering the books, the form new home-bound patrons should fill out, as well as information about the current homebound patrons (directions to their homes, etc.).
- Deliveries are made every other week. On Tuesday of a delivery week, email or call the Altrusa member scheduled for that week. Ask them which day (Thursday, Friday or Saturday) they would prefer to do the deliveries. Also ask them for an approximate time they are making the deliveries so that you can let the patrons know.
- There is usually one main Altrusa contact who schedules the others (although they seem to change this person yearly). You can contact her if there is a problem (if you can’t get in touch with the assigned person or they do not show up). The current contact is Vickie Carty (vacarty66@hotmail.com or 279-4140).
- Call the homebound patrons and let them know when to expect the delivery. You can ask if there is anything they would like in particular (for this week or to request via ILL for the next delivery). Current homebound patrons: June Keniston, Denise Boissonneault, Gloria Snow and Edith “Sandy” Fisken.
- Gather books for patrons. Check out and put in separate bags – one for each patron. On outside of bags paperclip paper with name of homebound patron.
- Be sure to place instructions on how to get to the patron’s house in the bag (see binder for this information).
- At the beginning of the off week (not the delivery week) do any ILL requests necessary for the Homebound patrons so that the books will be delivered in time
- This page of information will be kept in the front of the homebound binder for reference. Any changes made to contact information or current homebound patron names will be made there as well as this saved document.
HOW-TO ADD AN ORIGINAL DOCUMENT TO THE MASTERS FOLDER
ON THE COPIER (All MPL 2017)
A. From Home screen, Custom Box
B. Masters – Open
C. Store File; screen shows Ready to store in box
D. Put document in feeder
E. If a one-sided document, verify screen shows 1-sided. If Duplex, click on 1-sided & choose 2-sided
F. Click on preview; screen shows Scanning originals
G. Document will feed
H. Screen shows “Storing Image” and Memory button will blink
I. Press Start button – screen will show “accepted”
J. Press Back to List
K. Click on box next to file name – it will show a check mark in the box
L. Press Detail
M. Press Change
N. Backspace and key desired name
O. Press O.K., then Close, then Close, then Home button
ON THE COPIER (All MPL 2017)
A. From Home screen, Custom Box
B. Masters – Open
C. Store File; screen shows Ready to store in box
D. Put document in feeder
E. If a one-sided document, verify screen shows 1-sided. If Duplex, click on 1-sided & choose 2-sided
F. Click on preview; screen shows Scanning originals
G. Document will feed
H. Screen shows “Storing Image” and Memory button will blink
I. Press Start button – screen will show “accepted”
J. Press Back to List
K. Click on box next to file name – it will show a check mark in the box
L. Press Detail
M. Press Change
N. Backspace and key desired name
O. Press O.K., then Close, then Close, then Home button
How-to delete weeded items
Head of Circulation (Matthew 2017)
There are 2 steps to this process.....Deleting from TLC & then deleting from the State system. You may do this in any order.
To delete from TLC, do the following....
1. Start button
2. LS catalog utilities
3. File
4. Batch delete. Server = silverserver User = cat_admin pw = silver. O.k. Verify “items with barcodes is checked, then O.K.
5. Scan each book's bar code
6. When done with a pile, click in the box marked “Delete Marc'd rec'ds” & click “Go”
7. You will get a message back that the number of records have been deleted.
To delete from the state system, do the following....
Deleting Items from NHU-PAC
First, open file NHU-PAC Deletions folder currently located on Christopher-PC.
Find the current month and year file, or open template (all files are built around the following model HSFWmmddyyyy with the month, final day of month and year used to replace the mmddyyyy)
If the template is opened go to File-Save As. Replace template name to current month. Keep file in the same folder and format (CSV (Comma Delimited)). Excel will ask if you wish to keep current formatting. Click Okay.
Minimize Excel.
Visit NHU-PAC site http://nhu-pac.nh.gov/ipac20/ipac.jsp?session=14M331636J18L.5840&profile=nhais&lang=eng&logout=true&startover=true on a browser.
If the item being deleted has an ISBN, enter this into search field. If the item does not have an ISBN, go to Advanced Search. In Advanced Search, enter in the author and title.
In either case, search on the list of locations on the entries for Meredith Library (HSFW). Particularly if the Advanced Search option was used make sure the title and author actually match the title and author searched for.
If there are no entries of the appropriate title that include Meredith Library (HSFW) you are finished with this process.
If there is an entry including HSFW, click on the title. On the lower left-hand side is an entry for MARC display. Click on this. On the upper right hand side is a number labeled Bib #. Copy the Bib # and add it to a blank cell in the Excel. All entries should be in the first column.
When all entries have been made for a day, Save the file. Excel will ask if you wish to keep current formatting. Click Okay. Close Excel. You will be asked if you wish to save the file again, if you wish you can save again (again you will be prompted about the format) or simply click no.
Each Month the Assistant Director/Technical Services librarian sends this information to the state library.
Head of Circulation (Matthew 2017)
There are 2 steps to this process.....Deleting from TLC & then deleting from the State system. You may do this in any order.
To delete from TLC, do the following....
1. Start button
2. LS catalog utilities
3. File
4. Batch delete. Server = silverserver User = cat_admin pw = silver. O.k. Verify “items with barcodes is checked, then O.K.
5. Scan each book's bar code
6. When done with a pile, click in the box marked “Delete Marc'd rec'ds” & click “Go”
7. You will get a message back that the number of records have been deleted.
To delete from the state system, do the following....
Deleting Items from NHU-PAC
First, open file NHU-PAC Deletions folder currently located on Christopher-PC.
Find the current month and year file, or open template (all files are built around the following model HSFWmmddyyyy with the month, final day of month and year used to replace the mmddyyyy)
If the template is opened go to File-Save As. Replace template name to current month. Keep file in the same folder and format (CSV (Comma Delimited)). Excel will ask if you wish to keep current formatting. Click Okay.
Minimize Excel.
Visit NHU-PAC site http://nhu-pac.nh.gov/ipac20/ipac.jsp?session=14M331636J18L.5840&profile=nhais&lang=eng&logout=true&startover=true on a browser.
If the item being deleted has an ISBN, enter this into search field. If the item does not have an ISBN, go to Advanced Search. In Advanced Search, enter in the author and title.
In either case, search on the list of locations on the entries for Meredith Library (HSFW). Particularly if the Advanced Search option was used make sure the title and author actually match the title and author searched for.
If there are no entries of the appropriate title that include Meredith Library (HSFW) you are finished with this process.
If there is an entry including HSFW, click on the title. On the lower left-hand side is an entry for MARC display. Click on this. On the upper right hand side is a number labeled Bib #. Copy the Bib # and add it to a blank cell in the Excel. All entries should be in the first column.
When all entries have been made for a day, Save the file. Excel will ask if you wish to keep current formatting. Click Okay. Close Excel. You will be asked if you wish to save the file again, if you wish you can save again (again you will be prompted about the format) or simply click no.
Each Month the Assistant Director/Technical Services librarian sends this information to the state library.
HOW-TO ORDER LEDGER PAPER(AKA "what does Staples call this shade of Green?") (All MPL 2017)
Seems like this would be easy/common sense, but there are so many types/paper weights/colors, the below may narrow down the choices and make it speedier.
Staples website: The different colors, item # and other info are all listed below.
> HammerMill® Fore® MP Color Paper, 11" x 17", Blue, Ream
(NOTE: this is a light blue shade)
Item : 38295 / Model : 102137
20 lb.
11" x 17"
Blue
> HammerMill® Fore® MP Color Paper, 11" x 17", Orchid, Ream
Item : 640191 / Model : 103804
20 lb.
11" x 17"
Orchid
> IP Hammermill® Fore® MP 30PC 11" x 17" 20 lbs. Colored Copy Paper, Lilac, 500/Ream (NOTE: DIFFERENT SHADE OF PURPL-ISH THAN ABOVE!)
Item : 195544 / Model : 10228-5
Color: Lilac
Paper size: 11" x 17"
74 GSM
> Hammermill® Fore® MP Recycled Colored Paper, 11" x 17", Salmon, 500 Sheets/Ream
Item : HAM102103 / Model : 102103
Salmon, paper
Sheet size: 11" x 17"
Print technology: Inkjet, laser
> IP Hammermill® Fore® MP 30PC 11" x 17" 20 lbs. Colored Copy Paper, Pink, 500/Ream
Item : 195545 / Model : 10236-8
Color: Pink
Paper size: 11" x 17"
74 GSM
> IP Hammermill® Fore® MP 30PC 11" x 17" 20 lbs. Colored Copy Paper, Buff, 500/Ream (NOTE: LOOKS YELLOW-ISH TO ME!)
Item : 195536 / Model : 10214-5
Color: Buff
Paper size: 11" x 17"
74 GSM
> IP Hammermill® Fore® MP 30PC 11" x 17" 20 lbs. Colored Copy Paper, Tan, 500/Ream
Item : 195546 / Model : 10237-6
Color: Tan
Paper size: 11" x 17"
74 GSM
> HammerMill® Fore® MP Color Paper, 11" x 17", Canary, Ream
Item : 640177 / Model : 102152
20 lb.
11" x 17"
Canary
> HammerMill® Fore® MP Color Paper, 11" x 17", Goldenrod, ReamItem : 640190 / Model : 102160
20 lb.
11" x 17"
Goldenrod
> IP Hammermill® Fore® MP 30PC 11" x 17" 20 lbs. Colored Copy Paper, Gray, 500/Ream
Item : 195539 / Model : 10217-8
Color: Gray
Paper size: 11" x 17"
74 GSM
> HammerMill® Fore® MP Color Paper, 11" x 17", Ivory, Ream
Item : 640189 / Model : 102194
20 lb.
11" x 17"
Ivory
> IP Hammermill® Fore® MP 30PC 11" x 17" 20 lbs. Colored Copy Paper, Cream, 500/Ream
Item : 195527 / Model : 16805-0
Color: Cream
Paper size: 11" x 17"
74 GSM
> Hammermill® Fore® 102186 Multipurpose Paper, Green, 11"(W) x 17"(L), 500 Sheets Item : 423478 / Model : 102186 (NOTE: THIS IS A MINT SHADE!)
Color: Green
Dimensions: 11"(W) x 17"(L)
Paper weight: 20 lbs.
Seems like this would be easy/common sense, but there are so many types/paper weights/colors, the below may narrow down the choices and make it speedier.
Staples website: The different colors, item # and other info are all listed below.
> HammerMill® Fore® MP Color Paper, 11" x 17", Blue, Ream
(NOTE: this is a light blue shade)
Item : 38295 / Model : 102137
20 lb.
11" x 17"
Blue
> HammerMill® Fore® MP Color Paper, 11" x 17", Orchid, Ream
Item : 640191 / Model : 103804
20 lb.
11" x 17"
Orchid
> IP Hammermill® Fore® MP 30PC 11" x 17" 20 lbs. Colored Copy Paper, Lilac, 500/Ream (NOTE: DIFFERENT SHADE OF PURPL-ISH THAN ABOVE!)
Item : 195544 / Model : 10228-5
Color: Lilac
Paper size: 11" x 17"
74 GSM
> Hammermill® Fore® MP Recycled Colored Paper, 11" x 17", Salmon, 500 Sheets/Ream
Item : HAM102103 / Model : 102103
Salmon, paper
Sheet size: 11" x 17"
Print technology: Inkjet, laser
> IP Hammermill® Fore® MP 30PC 11" x 17" 20 lbs. Colored Copy Paper, Pink, 500/Ream
Item : 195545 / Model : 10236-8
Color: Pink
Paper size: 11" x 17"
74 GSM
> IP Hammermill® Fore® MP 30PC 11" x 17" 20 lbs. Colored Copy Paper, Buff, 500/Ream (NOTE: LOOKS YELLOW-ISH TO ME!)
Item : 195536 / Model : 10214-5
Color: Buff
Paper size: 11" x 17"
74 GSM
> IP Hammermill® Fore® MP 30PC 11" x 17" 20 lbs. Colored Copy Paper, Tan, 500/Ream
Item : 195546 / Model : 10237-6
Color: Tan
Paper size: 11" x 17"
74 GSM
> HammerMill® Fore® MP Color Paper, 11" x 17", Canary, Ream
Item : 640177 / Model : 102152
20 lb.
11" x 17"
Canary
> HammerMill® Fore® MP Color Paper, 11" x 17", Goldenrod, ReamItem : 640190 / Model : 102160
20 lb.
11" x 17"
Goldenrod
> IP Hammermill® Fore® MP 30PC 11" x 17" 20 lbs. Colored Copy Paper, Gray, 500/Ream
Item : 195539 / Model : 10217-8
Color: Gray
Paper size: 11" x 17"
74 GSM
> HammerMill® Fore® MP Color Paper, 11" x 17", Ivory, Ream
Item : 640189 / Model : 102194
20 lb.
11" x 17"
Ivory
> IP Hammermill® Fore® MP 30PC 11" x 17" 20 lbs. Colored Copy Paper, Cream, 500/Ream
Item : 195527 / Model : 16805-0
Color: Cream
Paper size: 11" x 17"
74 GSM
> Hammermill® Fore® 102186 Multipurpose Paper, Green, 11"(W) x 17"(L), 500 Sheets Item : 423478 / Model : 102186 (NOTE: THIS IS A MINT SHADE!)
Color: Green
Dimensions: 11"(W) x 17"(L)
Paper weight: 20 lbs.
How-to Print & Assemble New Patron Packets -
Library Aide (Joyce 2017)
Whenever a new patron signs up for a library card, they receive a New Patron Packet which includes:
You will find all these documents except the bookmark in the 'Welcome New Patron Packets' folder in the 'Newsletters & Handouts' folder on Joyce’s Desktop. But you wont have to print them from the computer as long as we still have the Taskalpha 3051ci Kyocera copier. They are all saved in the Custom Box on the copier.
To print the brochures, follow the directions for HOW-TO PRINT A COPY FROM A MASTER ON THE COPIER.
Each brochure is in the Custom box. Just follow the directions, making sure to choose 2-sided when asked. Use a different color for each brochure. When ample copies are made, clip the 3 brochures together with a bookmark on top.
The packets and extra copies are stored underneath the circulation desk. Provide individual brochures on patron side of the circulation desk. Extra copies of these are also in the Childrens' room.
Library Aide (Joyce 2017)
Whenever a new patron signs up for a library card, they receive a New Patron Packet which includes:
- MPL bookmark
- MPL Lending Policy
- Using the Online Library Catalog
- Friends of the MPL
You will find all these documents except the bookmark in the 'Welcome New Patron Packets' folder in the 'Newsletters & Handouts' folder on Joyce’s Desktop. But you wont have to print them from the computer as long as we still have the Taskalpha 3051ci Kyocera copier. They are all saved in the Custom Box on the copier.
To print the brochures, follow the directions for HOW-TO PRINT A COPY FROM A MASTER ON THE COPIER.
Each brochure is in the Custom box. Just follow the directions, making sure to choose 2-sided when asked. Use a different color for each brochure. When ample copies are made, clip the 3 brochures together with a bookmark on top.
The packets and extra copies are stored underneath the circulation desk. Provide individual brochures on patron side of the circulation desk. Extra copies of these are also in the Childrens' room.
How-to Print a copy from a Master on the copier
(All MPL 2017)
If screen shows “Ready to print”……..
(All MPL 2017)
- From Home screen, Custom Box
- Masters – Open
- Click on box next to the form - it will show a check mark in the box
- Press Print. If Screen shows “Print as is”, master would have been saved as 1-sided or Duplex, whichever is applicable. See Below if screen shows “Ready to print”
- Use + or – signs to choose number of desired copiesPress Start PrintScreen will show “accepted”Copies will print. Press Back.
If screen shows “Ready to print”……..
- Choose 1-sided if o.k. or 2-sided if Duplex.
- Change number of copies with the number pad.
- Press Green Start button
- Screen will show “accepted”
- Home button
How-to print Monthly newsletter -
Library Aide (Joyce 2017)
You will find the Monthly Newsletter in the 'Newsletters' folder in the 'Newsletters & Handouts' folder on Joyce’s Desktop.
To print the newsletter, follow the below:
Use colored 11x17 paper.
To print the newsletter, follow below:
- File Print.
Under Settings:
- Print all pages
- Booklet, side-fold
- Print on both sides (flip sheets on short edge)
- Composite grayscale
- Click on Print again. Verify it prints correctly and then follow above to print 40-50 copies. Distribute some to Chris for his outreach program and some to the Childrens’ room
Store extra copies underneath the circulation desk.
Library Aide (Joyce 2017)
You will find the Monthly Newsletter in the 'Newsletters' folder in the 'Newsletters & Handouts' folder on Joyce’s Desktop.
To print the newsletter, follow the below:
Use colored 11x17 paper.
To print the newsletter, follow below:
- File Print.
Under Settings:
- Print all pages
- Booklet, side-fold
- Print on both sides (flip sheets on short edge)
- Composite grayscale
- Click on Print again. Verify it prints correctly and then follow above to print 40-50 copies. Distribute some to Chris for his outreach program and some to the Childrens’ room
Store extra copies underneath the circulation desk.
How-to process calendar & new items pages of the monthly newsletter - Library Aide (Joyce 2017)
b. Retype events for each day. Only event name is needed – not the description. If there is an on-going event for the entire month, that event doesn't need to be listed (i.e. 'Library card sign-up month').
c. Bold event names
d. If text takes up too much room, use smaller font (unless totally un-avoidable, use no smaller than 9) or/& eliminate extra space in between. When done editing all above, print & compare with on-line events page & Events for News Release documents, looking for any discrepancies between the three.
e. Change clip art on calendar page by following the below.....Please NOTE: do not try to delete the old clip-art before continuing to the next step, because you're liable to instead delete the entire calendar page.
- Find this month's newsletter in 'Newsletter & Handouts' folder in the 'Newsletters' folder on Joyce’s Desktop. Open the document & Save As next month's newsletter (i.e. 12-12 News Draft) and move to 'Calendar & new items pages' folder in 'Incomplete Newsletter parts & news releases' folder on the Desktop. The only pages that need to be edited are the calendar page and the new items page.
- Refer to the print-out of events calendar from the website.
- Revise last month's calendar page to reflect new events using below guidelines.......
b. Retype events for each day. Only event name is needed – not the description. If there is an on-going event for the entire month, that event doesn't need to be listed (i.e. 'Library card sign-up month').
c. Bold event names
d. If text takes up too much room, use smaller font (unless totally un-avoidable, use no smaller than 9) or/& eliminate extra space in between. When done editing all above, print & compare with on-line events page & Events for News Release documents, looking for any discrepancies between the three.
e. Change clip art on calendar page by following the below.....Please NOTE: do not try to delete the old clip-art before continuing to the next step, because you're liable to instead delete the entire calendar page.
- Minimize calendar
- Click on Images & type holiday or month in the search bar
- You will have a wide variety of choices. Choose one. Right click & "save image as" and pick a name such as "t-day#1" save in Clipart folder on Joyce’s Desktop. Choose a 2nd one & and pick a name such as "t-day#2"& save in Clipart folder on Joyce’s Desktop.
- Bring up the calendar page again. For the first image saved, click the Insert menu tab. Click on Pictures – Choose Desktop folder. Select Pictures. Choose Desktop folder & find preferred image. Double click on the image. The image will appear somewhere on the document.
- From there, Drag & drop the image on top of the old image. Next re-size the image, so as not to cover any text.
- Next, find the New Items page. Using the list that you made in How-to process monthly booklist, type over existing titles within only the necessary categories (note that you may not be able to fit all the titles that exist for each category).
- When you are finished, rename the newsletter as complete (i.e. 10-12 News COMPLETE) and email to Erin with 'calendar & new items pages of newsletter' in subject line.
How-to process magazines -
Library Aide (Joyce 2017)
Library Aide (Joyce 2017)
- HOW-TO PROCESS MAGAZINES
- Stamp with Meredith Library stamp. Attach a barcode to page 2 of the magazine in the upper right-hand corner.
- In TLC, Staff services tab
- Titles & items. Key in the name of the magazine. Look for the title with a Magazine Collection code & select.
- The magazine title will show. Click on the Plus sign shown in the green circle
- Scan the barcode in the Item ID field. Also choose the correct Location (Meredith Library) & Collection code (JMAG, YAMG or MAG) from the drop down boxes located under “Owned by”.
- Under the Call Number section, fill in the Class Field. Fill in the year & issue as below.
- i.e. 2014:Nov. 12 OR 2014:November/December
The year is 1st followed by a semi-colon, NO space & the month abbreviation followed by a period & a space for the specific date or a slash if that issue covers more than one month. - Click on “save & close”
-
HOW TO ADD NEW MAGAZINES TO TLC (IF THE MAGAZINE IS NEW TO MPL)
Look for ISSN# in magazine (it could be anywhere)
Go into cataloging
Select ISSN & enter number
Find a complete record (look for these fields: 245=Title, 260=Publication city, 300=frequency, 362=start year
Right click & select “add control number” – system will automatically add one
Right click to add/edit holdings code
Fill in fields, making collection code MAG (or appropriate youth magazine code) & Class = year & then month (i.e. 2015:June 13)
Tab
Add Bar code
Red box to save record
Check IN.
Place these magazines on Hold for these patrons:
BH & G Lisa Garcia
Mother Earth News Lisa Garcia
Cooking Light Karen Ludwick
Country Living Karen Ludwick
People Kathy Morris 2nd – Cherie Gable
Smithsonian Kathy Morris
Martha Stewart Living Kathy Morris 2nd – Karen Ludwick
Food Network Kathy Morris
Sports Illustrated Kathy Morris
How-to process news release information (Joyce 2017)
A. The week day & date underlined
B. Follow each event name with "at the Meredith Public Library" and the time
C. Follow above with a SHORT description. Summarize description to include a Basic description of event and appropriate ages if necessary & if there is a cost &/or signup required. This should all be accomplished in two lines of text if at all possible.
D. Remove un-necessary spaces
E. All the type should be in Times New Roman font size 12
I.E. Friday February 14, 2014
Tot Time Story Time at the Meredith Public Library 9:30 – 10:30 AM & 11 AM – Noon. Ages 0 – 3.
Snacks served.
Valentine’s Day Cookie & Card Decorating at the Meredith Public Library 2 - 4 PM
Saturday February 15, 2014
Beginner’s Sewing Class at the Meredith Public Library 10 AM - 12 PM
Sign up is required. Pick up a supply list at the library or call to have one emailed to you.
After editing, print & compare to calendar page of your newsletter & the online Events page, noting & changing any discrepancies. When finished, attach to an email (with "News Release Info" in the subject line) & send to Erin.
- Find NEXT month’s events by going onto the MPL Homepage/Events link & selecting the month and year.
- Select all text by Right clicking & Select All. Ctrl P to print. Right click & Copy. Do not select all the text by clicking & dragging to highlight the text. The format does not work properly this way.
- Open blank Word document. Home menu & in Clipboard box, choose Paste & under Paste options, choose Keep Text only.
- First ‘Save as’ and name the news release document with NEXT month’s name as a draft. Save it in the Events for news release folder which is in the Incomplete newsletter parts & news release folder which is on Joyce’s desktop folder.
- Then Left justify text. Note, it will not work to simply highlight the text & Choose the Left justify button. Instead, Select all text, & then in the Paragraph box, choose Justify, Align Right, Center & THEN Left justify buttons, in that order.
- Modify all text to be standard, using the following guidelines…..
- a. Remove calendar at the top of the page
- b. Remove all contact info
- c. Make every event name, time & description to be standard as shown in example below. Events that are repeated month to month should follow the same description. For each event, verify the following information is present…………………..
A. The week day & date underlined
B. Follow each event name with "at the Meredith Public Library" and the time
C. Follow above with a SHORT description. Summarize description to include a Basic description of event and appropriate ages if necessary & if there is a cost &/or signup required. This should all be accomplished in two lines of text if at all possible.
D. Remove un-necessary spaces
E. All the type should be in Times New Roman font size 12
I.E. Friday February 14, 2014
Tot Time Story Time at the Meredith Public Library 9:30 – 10:30 AM & 11 AM – Noon. Ages 0 – 3.
Snacks served.
Valentine’s Day Cookie & Card Decorating at the Meredith Public Library 2 - 4 PM
Saturday February 15, 2014
Beginner’s Sewing Class at the Meredith Public Library 10 AM - 12 PM
Sign up is required. Pick up a supply list at the library or call to have one emailed to you.
After editing, print & compare to calendar page of your newsletter & the online Events page, noting & changing any discrepancies. When finished, attach to an email (with "News Release Info" in the subject line) & send to Erin.
How-to scan a document to a flash drive from the copier
(All MPL 2017)
A. Insert flash drive (located to the right of the screen). Dialog box will come up “Removable memory was recognized. Displaying files. Are you sure?” Click on Yes.
B. Removable Memory screen, choose Store File. Ready to store in Box screen.
C. Put document in feeder. Press Start. Will show “Scanning originals” and then will show “Ready to store in Box”.
D. Choose Back to List- the list will show the document you just scanned – it will have an ‘odd’ name (i.e. “doc1234567 etc.”)
E. Remove flash drive
F. Press Home screen button
G. Have patron verify document was received (i.e. check their email/phone etc.), noting that document will have an odd name.
(All MPL 2017)
A. Insert flash drive (located to the right of the screen). Dialog box will come up “Removable memory was recognized. Displaying files. Are you sure?” Click on Yes.
B. Removable Memory screen, choose Store File. Ready to store in Box screen.
C. Put document in feeder. Press Start. Will show “Scanning originals” and then will show “Ready to store in Box”.
D. Choose Back to List- the list will show the document you just scanned – it will have an ‘odd’ name (i.e. “doc1234567 etc.”)
E. Remove flash drive
F. Press Home screen button
G. Have patron verify document was received (i.e. check their email/phone etc.), noting that document will have an odd name.
Children’s Desk time Thursdays Procedures -
Assistant Youth Services Librarian (Karen 2017)
I am in the children’s room 10:00 to 1:00 and then 5:00 to 8:00.
Other Programs – Saturday Stories, Saturday D.I.Y. craft days and Twilight Tales please cancel.
Miscellaneous - Other things I do – While I’m out you may need to replace the book bags in the children’s room, make sure we have tape, receipt paper, and kleenex. Please keep coloring sheets on table (print out some if you need to), keep colored pencils sharpened. Keep the room looking good, please dust, put toys away, always shelving and shelf reading. I also water the plant in the function room, the one at my desk and Cherie’s desk and the one in the children’s room.
If new books come in please give them to Cherie she knows what to do with them. If you need a craft ask Kay, she is great at creating one.
Assistant Youth Services Librarian (Karen 2017)
I am in the children’s room 10:00 to 1:00 and then 5:00 to 8:00.
Other Programs – Saturday Stories, Saturday D.I.Y. craft days and Twilight Tales please cancel.
Miscellaneous - Other things I do – While I’m out you may need to replace the book bags in the children’s room, make sure we have tape, receipt paper, and kleenex. Please keep coloring sheets on table (print out some if you need to), keep colored pencils sharpened. Keep the room looking good, please dust, put toys away, always shelving and shelf reading. I also water the plant in the function room, the one at my desk and Cherie’s desk and the one in the children’s room.
If new books come in please give them to Cherie she knows what to do with them. If you need a craft ask Kay, she is great at creating one.
Inter-Lakes Daycare Tuesdays Procedures -
Assistant Youth Services Librarian (Karen 2017)
I usually go to the Inter-Lakes Daycare from 10:00 to 11:00 to read with the kids. Feel free to cancel this, call Inter-Lakes Daycare at 603-279-8903 and let them know that I won’t be there. Thank you! I am usually in the children’s room a few hours in the afternoon, you know the drill! Wait on patrons, shelve books, and keep the room in order.
Other Programs – Saturday Stories, Saturday D.I.Y. craft days and Twilight Tales please cancel.
Miscellaneous - Other things I do – While I’m out you may need to replace the book bags in the children’s room, make sure we have tape, receipt paper, and kleenex. Please keep coloring sheets on table (print out some if you need to), keep colored pencils sharpened. Keep the room looking good, please dust, put toys away, always shelving and shelf reading. I also water the plant in the function room, the one at my desk and Cherie’s desk and the one in the children’s room.
If new books come in please give them to Cherie she knows what to do with them. If you need a craft ask Kay, she is great at creating one.
Assistant Youth Services Librarian (Karen 2017)
I usually go to the Inter-Lakes Daycare from 10:00 to 11:00 to read with the kids. Feel free to cancel this, call Inter-Lakes Daycare at 603-279-8903 and let them know that I won’t be there. Thank you! I am usually in the children’s room a few hours in the afternoon, you know the drill! Wait on patrons, shelve books, and keep the room in order.
Other Programs – Saturday Stories, Saturday D.I.Y. craft days and Twilight Tales please cancel.
Miscellaneous - Other things I do – While I’m out you may need to replace the book bags in the children’s room, make sure we have tape, receipt paper, and kleenex. Please keep coloring sheets on table (print out some if you need to), keep colored pencils sharpened. Keep the room looking good, please dust, put toys away, always shelving and shelf reading. I also water the plant in the function room, the one at my desk and Cherie’s desk and the one in the children’s room.
If new books come in please give them to Cherie she knows what to do with them. If you need a craft ask Kay, she is great at creating one.
Miscellaneous; other things I do Procedures -
Assistant Youth Services Librarian (Karen 2017)
While I’m out you may need to replace the book bags in the children’s room, make sure we have tape, receipt paper, and kleenex. Please keep coloring sheets on table (print out some if you need to), keep colored pencils sharpened. Keep the room looking good, please dust, put toys away, always shelving and shelf reading. I also water the plant in the function room, the one at my desk and Cherie’s desk and the one in the children’s room.
If new books come in please give them to Cherie she knows what to do with them. If you need a craft ask Kay, she is great at creating one.
Other Programs – Saturday Stories, Saturday D.I.Y. craft days and Twilight Tales please cancel.
Assistant Youth Services Librarian (Karen 2017)
While I’m out you may need to replace the book bags in the children’s room, make sure we have tape, receipt paper, and kleenex. Please keep coloring sheets on table (print out some if you need to), keep colored pencils sharpened. Keep the room looking good, please dust, put toys away, always shelving and shelf reading. I also water the plant in the function room, the one at my desk and Cherie’s desk and the one in the children’s room.
If new books come in please give them to Cherie she knows what to do with them. If you need a craft ask Kay, she is great at creating one.
Other Programs – Saturday Stories, Saturday D.I.Y. craft days and Twilight Tales please cancel.
Other programs Procedures -
Assistant Youth Services Librarian (Karen 2017)
Saturday Stories, Saturday D.I.Y. craft days and Twilight Tales please cancel.
Miscellaneous - Other things I do – While I’m out you may need to replace the book bags in the children’s room, make sure we have tape, receipt paper, and kleenex. Please keep coloring sheets on table (print out some if you need to), keep colored pencils sharpened. Keep the room looking good, please dust, put toys away, always shelving and shelf reading. I also water the plant in the function room, the one at my desk and Cherie’s desk and the one in the children’s room.
If new books come in please give them to Cherie she knows what to do with them. If you need a craft ask Kay, she is great at creating one.
Assistant Youth Services Librarian (Karen 2017)
Saturday Stories, Saturday D.I.Y. craft days and Twilight Tales please cancel.
Miscellaneous - Other things I do – While I’m out you may need to replace the book bags in the children’s room, make sure we have tape, receipt paper, and kleenex. Please keep coloring sheets on table (print out some if you need to), keep colored pencils sharpened. Keep the room looking good, please dust, put toys away, always shelving and shelf reading. I also water the plant in the function room, the one at my desk and Cherie’s desk and the one in the children’s room.
If new books come in please give them to Cherie she knows what to do with them. If you need a craft ask Kay, she is great at creating one.
Preschool Story Time Wednesdays Procedures -
Assistant Youth Services Librarian (Karen 2017)
Preschool Story Time is from 10:00 to 11:00. If you are doing my programs you will have everything you need. If this is an emergency situation and you are stepping in, no worries, grab a book you like, print out a coloring sheet that will work with the book. There should be crackers of some sort behind the curtain on the right, paper cups are there also. Juice is on the fridge door or serve water. Most of the moms and kids know the routine and will help you. Just have fun and thank you! Erin and John are your best “GO TO “ people in an emergency situation! If you need to cancel please put it on our web!
Evening Children’s room Desk time - Wednesday’s and Thursday evenings I am in the children’s room from 5:00 to 8:00. Just take care of our patrons, again thank you!
Other Programs – Saturday Stories, Saturday D.I.Y. craft days and Twilight Tales please cancel.
Miscellaneous - Other things I do – While I’m out you may need to replace the book bags in the children’s room, make sure we have tape, receipt paper, and kleenex. Please keep coloring sheets on table (print out some if you need to), keep colored pencils sharpened. Keep the room looking good, please dust, put toys away, always shelving and shelf reading. I also water the plant in the function room, the one at my desk and Cherie’s desk and the one in the children’s room.
If new books come in please give them to Cherie she knows what to do with them. If you need a craft ask Kay, she is great at creating one.
Assistant Youth Services Librarian (Karen 2017)
Preschool Story Time is from 10:00 to 11:00. If you are doing my programs you will have everything you need. If this is an emergency situation and you are stepping in, no worries, grab a book you like, print out a coloring sheet that will work with the book. There should be crackers of some sort behind the curtain on the right, paper cups are there also. Juice is on the fridge door or serve water. Most of the moms and kids know the routine and will help you. Just have fun and thank you! Erin and John are your best “GO TO “ people in an emergency situation! If you need to cancel please put it on our web!
Evening Children’s room Desk time - Wednesday’s and Thursday evenings I am in the children’s room from 5:00 to 8:00. Just take care of our patrons, again thank you!
Other Programs – Saturday Stories, Saturday D.I.Y. craft days and Twilight Tales please cancel.
Miscellaneous - Other things I do – While I’m out you may need to replace the book bags in the children’s room, make sure we have tape, receipt paper, and kleenex. Please keep coloring sheets on table (print out some if you need to), keep colored pencils sharpened. Keep the room looking good, please dust, put toys away, always shelving and shelf reading. I also water the plant in the function room, the one at my desk and Cherie’s desk and the one in the children’s room.
If new books come in please give them to Cherie she knows what to do with them. If you need a craft ask Kay, she is great at creating one.
Tot Time Reading Circle Fridays Procedures -
Assistant Youth Services Librarian (Karen 2017)
Tot Time Reading Circle is from 10:00 to 11:00, follow Wednesdays procedures.
Miscellaneous - Other things I do – While I’m out you may need to replace the book bags in the children’s room, make sure we have tape, receipt paper, and kleenex. Please keep coloring sheets on table (print out some if you need to), keep colored pencils sharpened. Keep the room looking good, please dust, put toys away, always shelving and shelf reading. I also water the plant in the function room, the one at my desk and Cherie’s desk and the one in the children’s room.
If new books come in please give them to Cherie she knows what to do with them. If you need a craft ask Kay, she is great at creating one.
Tot Time Reading Circle is from 10:00 to 11:00, follow Wednesdays procedures.
Other Programs – Saturday Stories, Saturday D.I.Y. craft days and Twilight Tales please cancel.
Procedures to process Hold Shelf -
Head of Circulation (Matthew 2017)
Print list from Reports Manager:
PhoneTree Borrowers with Arrived Holds
Report view of phone borrowers with arrived holds
Select all
Date at least 2 days before current day
Only borrowers with telephone notification
Finish
Print
Check hold shelf against list
DO NOT CALL PATRONS WITH ILL REQUESTS
Remove any materials that have been on shelf for over 5-7 days, depending on how the weekend falls
TLC—pull up patron record before calling, to verify if they have picked up the material, and what it is if they ask
Call patrons—this is Matthew from the Meredith Library calling---we have a book, dvd in for you.
Cross off name after calling
Leave list where other staff may find it
Procedure for messages
Check daily or more if there is time and messages.
TLC
Circ. Screen
Click on envelope to show messages
If multiple messages and you want to print:
Reports manager
Judy’s folder
Second page--
Report view of message list
Select location---meredith library
Select type----all messages
Select sort order—holdings code, call number
Select dates
Finish
Retrieve materials
Check in
Put on hold shelf
If patron has cancelled hold/message from home
If item has another hold message will appear to switch material
Original message will remain in TLC but must be manually removed
Click on envelope
Cancelled requests
Delete
Message will remain until this process is complete
Head of Circulation (Matthew 2017)
Print list from Reports Manager:
PhoneTree Borrowers with Arrived Holds
Report view of phone borrowers with arrived holds
Select all
Date at least 2 days before current day
Only borrowers with telephone notification
Finish
Check hold shelf against list
DO NOT CALL PATRONS WITH ILL REQUESTS
Remove any materials that have been on shelf for over 5-7 days, depending on how the weekend falls
TLC—pull up patron record before calling, to verify if they have picked up the material, and what it is if they ask
Call patrons—this is Matthew from the Meredith Library calling---we have a book, dvd in for you.
Cross off name after calling
Leave list where other staff may find it
Procedure for messages
Check daily or more if there is time and messages.
TLC
Circ. Screen
Click on envelope to show messages
If multiple messages and you want to print:
Reports manager
Judy’s folder
Second page--
Report view of message list
Select location---meredith library
Select type----all messages
Select sort order—holdings code, call number
Select dates
Finish
Retrieve materials
Check in
Put on hold shelf
If patron has cancelled hold/message from home
If item has another hold message will appear to switch material
Original message will remain in TLC but must be manually removed
Click on envelope
Cancelled requests
Delete
Message will remain until this process is complete
How-to label fiction titles with their series' names - Library Aide (Joyce 2017)
Motive: Our patrons seem to enjoy reading titles that are in a popular series in order. We will start with the Fiction collection only, not including Paperbacks OR Large Print.
There are 3 features of this new way to categorize & shelve these books.
1. Appearance:
There will be a spine label at the top of the book. It will show the name of the series name in CAPS. Then the number of the title in that series. The label will be covered by a colored label protector that is unique to that series name for that author. I.E. James Patterson’s 4th of July will have a label that reads WOMEN’S MURDER CLUB #4 and will be covered with a blue label protector. James Patterson’s Private Vegas will have a label that reads PRIVATE #5 and will be covered with a copper label protector.
2. Shelving:
First the book will be filed alphabetically by the author’s last name, then by the series title, then by the number in the series. If an author has several series, the books that are in a particular series will all be filed first on the shelf to be followed by any stand-alone novels that we may have. I.E. James Patterson’s books from above….The Private series will be filed first followed by the Women’s Murder Club series, then Beach Road & then Judge & Jury (these last 2 titles are not part of any of the author’s series).
3. Project History:
a. First we ran a report to include the entire Fiction collection.
To run the report:
TLC
Reports Manager.
User ID – meredithlibrary
PW = mpl2003
My Folders; Erin’s Folder
Shelf order for holdings code with Title & Author.
Holdings Code Type = Owning; Location = Meredith Library;
Holdings Code = Fiction; Limit by Date added = No; For the calendar boxes, ignore them.
Choose the drop down box next to the HTML button & choose View in Excel options & View in Excel 2007 format; document name is Fiction Collection Series List (Started 6-7-16). All un-necessary columns & rows were removed, leaving columns for Author, Title, Call Number & Color. It is located in the folder labeled Joyce on Joyce’s Desktop. This will be the main document used to maintain the labeling project going forward. It will be updated as new titles are added to the collection.
b. Each author/title was then researched in Fantastic Fiction. If author not found, used Novelist to find if the title(s) was/were part of a series. If the title was a stand-alone novel, the row was deleted. If the title was part of a series, the book title in the cell was changed to the series title. The other rows that contained other titles in that same series were deleted. All the series of that author was listed in the excel document in alphabetical order. Then each series was assigned a color, making sure that the colors alternated adequately so as to be seen clearly on the shelf. I.E. There are at least several rows with David Baldacci as the author. There is a separate row each for Amos Decker, Camel Club, John Puller. Each of those rows shows the color assigned to that series, Red for Amos Decker, Copper for Camel Club & Blue for John Puller. As I completed each series/row, I put an * at the end of the series name to designate that a color had been assigned to the series. As interruptions were frequent, this made it easier to see where I left off. IMPORTANT: If an author is dead but his series lives on being written by other authors (i.e. Kyle Mills for Vince Flynn, Ace Atkins for Robert Parker), those titles will be shelved with the original author and continued from the original series’ order.
c. Spine labels were generated & printed & attached. I used the same Label ‘template’ for each group of books that I labeled, editing as needed. Named Series # Labels TEMPLATE and is located in the Joyce folder on Joyce’s Desktop. Go in to the Home menu, under the Paragraph category, find the Borders button & select the drop down menu; choose All borders. Tab over to get to the correct label position & type the series name in caps & the # the title is in that series. Tab to the next label position and proceed as above. Copy/Paste made this much easier. I had A LOT of labels to type; the first page prints 30 labels. The 2nd page only prints the 1st row of labels (6 labels). To print the labels, first go to Home menu, under the Paragraph category, find the Borders button & select the drop down menu; choose No borders (otherwise, those lines will print out on your label sheet). Then Go in to the File menu and print. Choose the correct printer and choose Page 1 & 2 (if printing 2 label sheets) or just page 1 (if only the 1st label sheet). Select Print again. You will probably get a ‘Help box’ that comes up to say “your margins are pretty small….. do you still want to print?” Put the labels in the paper tray labels side-up. Select Yes.Label was affixed towards the top part of the spine & then covered with the colored label protector.
4. Project Future:
All the existing Fiction collection was completely relabeled by 2017's beginning. Going forward for books that are received from now on….Chris will give Joyce the new books before he checks them in to the collection. I will determine if the book belongs in a series. First look in the Excel document titled Fiction Collection Series List (Started 6-7-16). If the author & series is already in the document, follow steps in 3c. above to print a label & cover with the appropriately colored label protector. If series isnt there, add/insert a row adding that information, noting a color that has not been used for the books close to them on the shelf. Give back to Chris to finish processing. If not part of a series, the book is returned to Chris.
Motive: Our patrons seem to enjoy reading titles that are in a popular series in order. We will start with the Fiction collection only, not including Paperbacks OR Large Print.
There are 3 features of this new way to categorize & shelve these books.
1. Appearance:
There will be a spine label at the top of the book. It will show the name of the series name in CAPS. Then the number of the title in that series. The label will be covered by a colored label protector that is unique to that series name for that author. I.E. James Patterson’s 4th of July will have a label that reads WOMEN’S MURDER CLUB #4 and will be covered with a blue label protector. James Patterson’s Private Vegas will have a label that reads PRIVATE #5 and will be covered with a copper label protector.
2. Shelving:
First the book will be filed alphabetically by the author’s last name, then by the series title, then by the number in the series. If an author has several series, the books that are in a particular series will all be filed first on the shelf to be followed by any stand-alone novels that we may have. I.E. James Patterson’s books from above….The Private series will be filed first followed by the Women’s Murder Club series, then Beach Road & then Judge & Jury (these last 2 titles are not part of any of the author’s series).
3. Project History:
a. First we ran a report to include the entire Fiction collection.
To run the report:
TLC
Reports Manager.
User ID – meredithlibrary
PW = mpl2003
My Folders; Erin’s Folder
Shelf order for holdings code with Title & Author.
Holdings Code Type = Owning; Location = Meredith Library;
Holdings Code = Fiction; Limit by Date added = No; For the calendar boxes, ignore them.
Choose the drop down box next to the HTML button & choose View in Excel options & View in Excel 2007 format; document name is Fiction Collection Series List (Started 6-7-16). All un-necessary columns & rows were removed, leaving columns for Author, Title, Call Number & Color. It is located in the folder labeled Joyce on Joyce’s Desktop. This will be the main document used to maintain the labeling project going forward. It will be updated as new titles are added to the collection.
b. Each author/title was then researched in Fantastic Fiction. If author not found, used Novelist to find if the title(s) was/were part of a series. If the title was a stand-alone novel, the row was deleted. If the title was part of a series, the book title in the cell was changed to the series title. The other rows that contained other titles in that same series were deleted. All the series of that author was listed in the excel document in alphabetical order. Then each series was assigned a color, making sure that the colors alternated adequately so as to be seen clearly on the shelf. I.E. There are at least several rows with David Baldacci as the author. There is a separate row each for Amos Decker, Camel Club, John Puller. Each of those rows shows the color assigned to that series, Red for Amos Decker, Copper for Camel Club & Blue for John Puller. As I completed each series/row, I put an * at the end of the series name to designate that a color had been assigned to the series. As interruptions were frequent, this made it easier to see where I left off. IMPORTANT: If an author is dead but his series lives on being written by other authors (i.e. Kyle Mills for Vince Flynn, Ace Atkins for Robert Parker), those titles will be shelved with the original author and continued from the original series’ order.
c. Spine labels were generated & printed & attached. I used the same Label ‘template’ for each group of books that I labeled, editing as needed. Named Series # Labels TEMPLATE and is located in the Joyce folder on Joyce’s Desktop. Go in to the Home menu, under the Paragraph category, find the Borders button & select the drop down menu; choose All borders. Tab over to get to the correct label position & type the series name in caps & the # the title is in that series. Tab to the next label position and proceed as above. Copy/Paste made this much easier. I had A LOT of labels to type; the first page prints 30 labels. The 2nd page only prints the 1st row of labels (6 labels). To print the labels, first go to Home menu, under the Paragraph category, find the Borders button & select the drop down menu; choose No borders (otherwise, those lines will print out on your label sheet). Then Go in to the File menu and print. Choose the correct printer and choose Page 1 & 2 (if printing 2 label sheets) or just page 1 (if only the 1st label sheet). Select Print again. You will probably get a ‘Help box’ that comes up to say “your margins are pretty small….. do you still want to print?” Put the labels in the paper tray labels side-up. Select Yes.Label was affixed towards the top part of the spine & then covered with the colored label protector.
4. Project Future:
All the existing Fiction collection was completely relabeled by 2017's beginning. Going forward for books that are received from now on….Chris will give Joyce the new books before he checks them in to the collection. I will determine if the book belongs in a series. First look in the Excel document titled Fiction Collection Series List (Started 6-7-16). If the author & series is already in the document, follow steps in 3c. above to print a label & cover with the appropriately colored label protector. If series isnt there, add/insert a row adding that information, noting a color that has not been used for the books close to them on the shelf. Give back to Chris to finish processing. If not part of a series, the book is returned to Chris.
How-to process monthly booklist -
Library Aide (Joyce 2017)
How to process monthly Booklist
There are two parts to this procedure. First, the report is run in TLC. Then it is turned into an Excel document where it is revised to be more readable. A copy is provided for patrons at the front counter. The info is then transferred to the “New Items” page of the newsletter (done when preparing the calendar & new items page of the newsletter).
Part 1: Run the report:
6 Months Nonfiction
Bio
CD book
Cozy DVD
Cozy Reads
DVD movie
Fict
LP Fic
LP Non-fic
New DVD movie
New Fic
New Non-fic
NF CD book
Non-fic
Non-fic DVD
PB
Recent Fiction
Part II: Revise the document to be more readable & to follow a certain format. Use the following guidelines:
New Adult Items added in February(24 Stencil Bold Italic)
Title Author/Season # Call #(16 Tahoma Bold)
BIOGRAPHIES(18 Rockwell Italic)
Three days in January Baier, Bret B Eis(Tahoma 10)
The Roosevelts Goodwin, Doris Kearns B Roo
NON-FICTION
Ask me why I hurt: Christensen, Randy 362.7 CHR
Never caught: Dunbar, Erica 306.362 DUN
Tears we cannot stop Dyson, Michael 305.8 DYS
The bad-ass librarians Hammer, Joshua 025.8 HAM
FICTION
The firm Grisham, John F GRI
Me before you Moyes, Jo Jo F MOY
Library Aide (Joyce 2017)
How to process monthly Booklist
There are two parts to this procedure. First, the report is run in TLC. Then it is turned into an Excel document where it is revised to be more readable. A copy is provided for patrons at the front counter. The info is then transferred to the “New Items” page of the newsletter (done when preparing the calendar & new items page of the newsletter).
Part 1: Run the report:
- TLC Reports manager which is on Joyce & Linda’s Desktop, called Explorer Rpts. Mgr. ID = meredithlibrary pw = mpl2003
- My folders
- Joyce’s folder
- New items by location
- The parameters are…
- Select Holdings code type = Active
- Location = MPL
- Holdings Code – Select all these listed, by highlighting the 1st item & then holding down the CTRL key to select all the others:
6 Months Nonfiction
Bio
CD book
Cozy DVD
Cozy Reads
DVD movie
Fict
LP Fic
LP Non-fic
New DVD movie
New Fic
New Non-fic
NF CD book
Non-fic
Non-fic DVD
PB
Recent Fiction
- Include OTF = No
- Select sort order = shelf
- Choose Earliest & Latest dates. Use the 1st of the present month & the day you are running the report.
- Finish
- At the top right-hand side of the page, click on HTML drop down box & choose Excel 2007 format.
- You will get a separate LS2 Reports window. At the bottom of the window, click on Open. Will read “run security scan”.
- Report will come up in an Excel document. If Protected View, Enable Editing.
- Rename file by Saving As under the File menu. Save in the Monthly Booklist folder on Joyce’s desktop as a draft copy of the monthly booklist (i.e. if the report contains titles that were added in all of the month of November, the name would be ‘Dec 2012 Booklist DRAFT’). The “Save as type” should be Excel Workbook.
Part II: Revise the document to be more readable & to follow a certain format. Use the following guidelines:
- Remove un-necessary columns & rows. You should end up with three columns that contain Title, Author & Call number info.
- Name columns A, B & C as follows…….Title, Author/Season & Call Number respectively. Center the text above each column, using 14 Bold font.
- In all the author rows, remove un-necessary info (i.e. birthdates, actor name). For items that are Series DVD’s, put the Season number in Column B (Author/Season) & remove it from Column C (Call number). Also for Series, show all the seasons that are newly available in that one row. Sort the document, so that all the same types of items are in the same section – i.e. All Fiction titles together, All DVD titles together. Achieve this by cutting & inserting cut cells and sorting the data in those rows.
- Insert a Blank row between all categories/genres; then merge & center those cells (Click & drag across to highlight all 3 cells; to merge, Home menu & choose the ‘Merge & Center’ box which is in the Alignment box). Name each category, centering the text, using Bold 12 font & Italics. You should have all the below categories…………..
- If necessary, adjust the Height/Width of Rows/Columns to fit all the pertinent info in an 8 1/2 x 11” page format. Adjust the fonts to make the categories defined.
- Insert a blank row at the top of the document. Merge the cells in row 1. Center the title, using 18 Font bolded. The title is “New Adult items Added in Month” (i.e. for January’s booklist, the title should be New Adult Items Added in December).
- When done revising, rename the document with the appropriate month (i.e. ‘December 2013 Booklist COMPLETE’). Print a copy for the front counter. Print a 2nd copy to work from when adding titles to the New Titles page of the newsletter. Also print the pages that contain DVD’s for patron Kathy Morris.
New Adult Items added in February(24 Stencil Bold Italic)
Title Author/Season # Call #(16 Tahoma Bold)
BIOGRAPHIES(18 Rockwell Italic)
Three days in January Baier, Bret B Eis(Tahoma 10)
The Roosevelts Goodwin, Doris Kearns B Roo
NON-FICTION
Ask me why I hurt: Christensen, Randy 362.7 CHR
Never caught: Dunbar, Erica 306.362 DUN
Tears we cannot stop Dyson, Michael 305.8 DYS
The bad-ass librarians Hammer, Joshua 025.8 HAM
FICTION
The firm Grisham, John F GRI
Me before you Moyes, Jo Jo F MOY
How-to resolve blocked patron accounts
(All MPL 2017)
Look up price on Amazon; if not in Amazon, use TLC generic price listed
To clear patron’s record:
Check box next to item being paid for in patron’s record
Mark as Lost, bottom of screen
Enter amount patron is paying in box – (Determine fine for…)
Click on charge in patron’s Account Balance
Then on Unpaid Charges Tab
Enter amount paid on payment side of screen
Print slip of items being paid for
Fill out Lost Item Form; explain to patron, that they do not get their money back if they find the material. Give form to patron to sign & give them a copy if they wish
Attach slip of materials being paid for to Lost Item Form
IF PATRON IS NOT PAYING FOR ALL OF THE LONG OVERDUE ITEMS, BE SURE TO ONLY CHECK THE BOXES NEXT TO THE PAID FOR ITEMS…
Put Lost Item Form with slip of items being paid for in Head of Circulation's (Matthew 2017) In-Box.
(All MPL 2017)
Look up price on Amazon; if not in Amazon, use TLC generic price listed
To clear patron’s record:
Check box next to item being paid for in patron’s record
Mark as Lost, bottom of screen
Enter amount patron is paying in box – (Determine fine for…)
Click on charge in patron’s Account Balance
Then on Unpaid Charges Tab
Enter amount paid on payment side of screen
Print slip of items being paid for
Fill out Lost Item Form; explain to patron, that they do not get their money back if they find the material. Give form to patron to sign & give them a copy if they wish
Attach slip of materials being paid for to Lost Item Form
IF PATRON IS NOT PAYING FOR ALL OF THE LONG OVERDUE ITEMS, BE SURE TO ONLY CHECK THE BOXES NEXT TO THE PAID FOR ITEMS…
Put Lost Item Form with slip of items being paid for in Head of Circulation's (Matthew 2017) In-Box.
How-to process NY Times Best-seller List -
Library Aide (Joyce 2017)
(Done weekly on Tuesdays)
Library Aide (Joyce 2017)
(Done weekly on Tuesdays)
- Go in to this website. https://www.nytimes.com/books/best-sellers/
- Under the Fiction tab, choose Hardcover Fiction
- On the Right of the screen, you will see a Right-pointing arrow. Click on this, then Choose the Print button. Only print the 1st page.
- Repeat steps 2 & 3, but under the Non-fiction tab, choose Hardcover Non-Fiction.
- For both lists, look up each title in MPL’s catalog.
- Note “Have” on the list if we have the title. Also compare with last week’s list.
- If the title says “On order” or “In processing”, note “on order”. Or if last week’s list indicated the title was “on order”, note the same on this week’s list. Fyi…. Pay special attention to the format of the book. Must be “Book”, not Audio, EAudio or Ebook.
- Put updated Fiction list on front counter
- Put updated Non-Fiction on Chris’s desk
Newsletter Etc. Overview -
Library Aide (Joyce 2017)
Once a month – 4 documents need to be created. All but the New booklist are forwarded to Erin. There are step-by-step instructions for all of these. The instructions for each of the below are on this Procedures page of our website.
Events for News Release for the following month – Using the Events Page (on the Meredith Library Homepage) as a guideline, the library’s events are edited & reformatted into a Word document and emailed to Erin. Erin then forwards this to the local newspaper.
New booklist for the present month – This is prepared from a report from TLC Reports Manager. It is edited & reformatted into an Excel Document. A printed copy is for the general public.
Calendar page for the following month’s newsletter – This is prepared from the previous month’s calendar, following the same format, updating dates & events as appropriate.
New Items page for the following month’s newsletter – This also is prepared from the previous month’s newsletter, following the same format, updating the items in all categories as needed (using the New booklist from above as a guideline)
Library Aide (Joyce 2017)
Once a month – 4 documents need to be created. All but the New booklist are forwarded to Erin. There are step-by-step instructions for all of these. The instructions for each of the below are on this Procedures page of our website.
Events for News Release for the following month – Using the Events Page (on the Meredith Library Homepage) as a guideline, the library’s events are edited & reformatted into a Word document and emailed to Erin. Erin then forwards this to the local newspaper.
New booklist for the present month – This is prepared from a report from TLC Reports Manager. It is edited & reformatted into an Excel Document. A printed copy is for the general public.
Calendar page for the following month’s newsletter – This is prepared from the previous month’s calendar, following the same format, updating dates & events as appropriate.
New Items page for the following month’s newsletter – This also is prepared from the previous month’s newsletter, following the same format, updating the items in all categories as needed (using the New booklist from above as a guideline)
Youth Services Librarian Procedures -
Youth Services Librarian (John 2017)
Youth Services Librarian (John 2017)
- Daily:
- Carry books from downstairs book truck to balcony/Children’s Room to be shelved.
- Fill “Window Displays” with appropriate materials.
- 2 in Juv fiction, 2 in YA fiction.
- See section 3 (Monthly) part F (Window Displays) for more information.
- Fill “New Books” display on the balcony.
- YA + Juv.
- Add recently returned books to displays, and rearrange books to fill gaps as needed.
- Log new invoices in both Quicken and Excel.
- Excel file is on laptop under Documents > John > Budgets.
- Quicken is accessed via desktop shortcut, or via the pinned icon on the taskbar.
- Insert line in appropriate area i.e. J Books, YA Books, E Books, AV, Friends, or Supplies.
- Enter data into fields: Line item name, company, invoice number, date, and amount.
- Save file.
- Physically mark invoice copy: “Added to spreadsheet”, date and amount then file in drawer to the right of Youth Services Librarian’s desk in folder marked budget and separated by months.
- When invoice is received, make copy (Baker and Taylor will send two so there is no need to copy in this case). Give copy to Library Director.
- Physically mark both invoices: signature, date, amount, line item name it is to be drawn from, and “J Acct.”
- When placing an order using B+T, add purchase order information to Excel.
- Remove/adjust Purchase Orders in Excel as corresponding invoices arrive.
- At the end of the month, go through Amazon orders from past month, print out invoices with Juv AV (or books), and add to Excel and Quicken.
- Update Teen page of website with upcoming program schedule, recent event pictures, and any recently received book reviews/recommendations.
- Website is hosted through Weebly.com.
- Login name: crleland ; Password: mpl2003
- Cover the Children’s Desk as scheduled. Shelve in Children’s Room as needed.
- Cover Adult Desk as scheduled. Shelve new books + DVDs as needed.
- Add books to Baker & Taylor cart as needed.
- Log into B+T by going to ts360.baker-taylor.com
- Login ID: jenny@meredithlibrary.org
- Password: Silver2014
- Create a cart, or open the active unsent order.
- Name cart by date (ie 18JAN2014)
- When placing order, B+T will ask you to create a Purchase order number, once again you will use the date in the day/month/year format.
- Try to place an order every 1-2 weeks.
- Keep up with popular new fiction releases, ongoing series’, and books requested by patrons.
- Log into B+T by going to ts360.baker-taylor.com
- Ensure that Library Aides working the Children’s Desk maximize their efficiency by assigning tasks as needed.
- New displays/posters/signs.
- Prep for upcoming Youth Services Programs.
- Recommended reading lists.
- Etc.
- Weekly:
- Meet with the Youth Services staff (Assistant Youth Services Librarian and Youth Services Library Aide).
- Make sure everyone is up to date on upcoming events, and make sure that the department will be prepared for them.
- Once a month, prepare short budget overview to illustrate spending habits, make suggestions when needed.
- Write at least 1 book review a week.
- Add to Teen page of website.
- Prepare for upcoming classes/programs/school visits.
- Lakeland: Collect 20-25 books that will be relevant to Mrs. Reynolds’ current unit. Check books out to “Lakeland School.” Prepare short lesson plan/class discussion on current unit/selected books.
- Manga: Select and prepare book talks, games, activities, or videos. Rely on attendee input to plan future programs.
- TAB: Prepare book talks on new items as needed. Once a month the TAB will re-do the whiteboard on the balcony. Occasionally, the TAB will prepare new decorations for the balcony. Collect and type up and TAB book reviews and add them to the website/UP Wall. Collect various Youth Services catalogs for the TAB to read in order to gain insight into patron reading habits and educate general collection development habits. TAB will occasionally help prepare materials for other classes/programs, so supply them with the needed supplies.
- Lego Time!: Set up tables in Function Room into 2 sets of 2, covering each group with 1 tablecloth to aid cleanup. Dump equal amounts of Legos onto each set of tables. After Lego Time, move any completed projects to the display area behind the desk in the Children’s Room.
- Young Writers Group: Read and annotate workshopped writing when needed. Prepare writing prompts and/or brainstorming activities. Once a month, provide writing-related handouts.
- Graphic Novel of the Month Club: Read book group selection. Prepare short lesson plan on relevant background information. Prepare 10-12 discussion points/questions in order to facilitate group discussion. Use attendee input to select next month’s book.
- Coordinate with Assistant Youth Services Librarian and Assistant Director to ensure that Youth Services supplies are restocked as needed.
- Office supplies from Demco, Brodart, Gaylord, Highsmith etc. are ordered by the Assistant Director.
- Email Assistant Director of supplies needed and she will place order.
- Upstart.
- Login – erin@meredithlibrary.org
- Password – mpl2003
- Discount School Supplies
- Office supplies from Demco, Brodart, Gaylord, Highsmith etc. are ordered by the Assistant Director.
- Meet with the Youth Services staff (Assistant Youth Services Librarian and Youth Services Library Aide).
- Monthly:
- Schedule Teen/Tween programs:
- TAB every 2 weeks on Tuesday or Wednesday from 3:30-4:30.
- Manga Club every 2 weeks on Wednesday from 3:30-4:30.
- Young Writers Group every 2 weeks on Friday from 3:30-4:30.
- Movie Night once a month, usually the last Tuesday, at 5pm.
- Lego Time: every 2 weeks on Thursday from 3:30-4:30.
- At least 1 special program a month, seasonal or otherwise.
- Examples: Pumpkin Carving, Gingerbread Houses, Valentine’s Day Card Decorating, Teen Tech Week, Star Wars Reads Day, Banned Books Week, etc.
- Create or update at least 1 new element for the balcony each month.
- Keeps the area looking fresh.
- Possible ideas:
- “What Should I Read Next?” binders.
- Suggested reading poster.
- Nonfiction suggestions based on fiction preferences.
- Funny/seasonal pictures or posters.
- Write/Design Teen/Tween newsletter.
- Previous T/T newsletters are on the laptop under Documents > John . Newsletters > Youth Services Newsletters
- Email newsletter to Inter-Lakes ES/MS/HS
- Contacts are on laptop under Documents > John > Inter-Lakes Contacts.
- Write/Design the Teen/Tween page of the library newsletter.
- Previous newsletters are on the laptop under Documents > John > Newsletters
- Update Eventkeeper with upcoming Teen/Tween events.
- Log in is: Meredith-jl ; Password is: jl
- Change over “Window Displays” on balcony with new theme and display materials (posters, etc.)
- Select a theme for the window. Theme could be genre related (romance, action, adventure, mystery, etc.), content related (animal books, female protagonist, anti-heroes, etc.), cover related (snow, close-up eyes, couples hugging, etc.), or other (books for nonreaders, clean teen reads, etc).
- Create a central poster and 2-3 other elements (pictures, descriptive words, etc.) to attach to the window.
- Pick out enough books to fill the stands on the windowsill, and a handful of backup books.
- Run TLC reports on previous month’s circulations of all Juv and YA collections.
- Report viewer is web-based, and accessible at Meredithpl.tlcdelivers.com/crn
- Log-in name is “meredithlibrary” and password is “mpl2003”.
- Report viewer is web-based, and accessible at Meredithpl.tlcdelivers.com/crn
- Update “Monthly Top 5” displays in both the Juv and YA sections of the balcony with the top 5 most circulated titles from J Fic, J G, J Spin, YA Fic, and YA G.
- Update flyers on the balcony door: TTBC and Movie Night flyers (which should also be posted to the main library bulletin board). Create flyers for any upcoming special classes or programs. Create informative/educational flyers as needed in order to maintain a total of 6 flyers on the door.
- Write Monthly Department Report.
- Quick impression of the month as a whole.
- Overview (descriptions and impressions) of all Youth Services programs from the prior month.
- Include attendance numbers for all programs.
- Current budget remainders for all Youth Services lines, including the Friends’ money.
- Analysis of current spending habits and overall budget.
- Write news articles and press releases as needed.
- Highlight special upcoming events.
- Send pictures and write-ups of particularly successful prior events as needed.
- Contacts are:
- Erin Plummer (Salmon Press) - mnews@salmonpress.com
- Fred Caruso (MIX 94.1) - fred@mix941fm.com
- Joyce Danas (WXCY) - joyce@wscy.com
- Hippo Press - listings@hippopress.com
- WASR - mail@wasr.net
- Newfound Voice - newfoundvoice@metrocast.net
- The Laconia Citizen - news@citizen.com
- The Concord Monitor - news@cmonitor.com
- The Laconia Daily Sun - news@laconiadailysun.com
- The Union Leader - news@unionleader.com
- WMUR - newspics@wmur.com
- WEZS - staff@wezs.com
- Schedule Teen/Tween programs:
- Annually:
- Prepare recommended budget for Trustees.
- With Assistant Youth Services Librarian, plan yearly Summer Reading Program.
- Weekly Teen/Tween programs.
- Opening and closing celebrations.
- Design and implement incentive programs.
- In the spring, send donation request letter to local businesses requesting materials, gift certificates/etc.
- Previous donators and sample letters can be found on the laptop under Documents>John>Summer Reading 2013>Donations.
- Work with the school librarians at ILHS and ILES to coordinate visits to the schools. Good opportunities for visits are: ILES Open House, the Read Across America week, beginning of each semester.
How-to Artist's Wall - Library Aide (Linda 2017)
HOW TO: Artist’s Wall (Library Aide: Linda)
Each month, the display wall exhibits a local artist’s work.
HOW TO: Artist’s Wall (Library Aide: Linda)
Each month, the display wall exhibits a local artist’s work.
- Search for an artist local to NH (prioritize Lakes Region Artists, but do not limit it to Lakes Region). Places to search: Lakes Region Artists Association website, New Hampshire Artists Association Website.
- E-mail them with an invitation to display. If they are interested present them with more information: the size of the space, available tools, information about the display policy. Ask for a small biographical blurb to post online later.
- Assign a month for their display. Schedule drop off and pick up dates as available.
- During drop off/set-up, present them with the display policy form for them to fill out and sign, make a copy for them if requested.
- Take photographs of the final display.
- Open weebly > click edit on Meredith Public Library website > click ‘Blog’ on the top right of the webpage > click “New Post” on the bottom right of the page. Once this is open, click and drag “Gallery” from the right side of edit options. Drag a text box underneath the gallery from the right side of edit options. Upload the images previously taken of the display into the gallery box. In the text box below, transcribe the artist’s given biographical blurb into the given space. While clicked onto the text box, click the “post options” button on the the bottom left of edit options when it appears. Click “add categories” and find the “art wall” option. Publish the post when complete.
- Post a link to the Artist of the Month blog post to Facebook and other social media websites in use.
- Add to the “exhibited artists” website with the current artist’s name and contact information.
How-to Update the Library Displays - Library Aide
(Linda 2017)
How to Update the Library’s Display Spaces
There are 6 spaces in the library that are updated monthly with fresh displays. 2 are located in Fiction, 2 are in Non-Fiction, and 2 are in the main Lobby.
FICTION: There are two outward facing bookshelves available as a display space. Refresh monthly with different topics showing 2-3 books with signage.
NON-FICTION: There are two display spaces available in the Non-Fiction room. In the front of the room, there is a table with three platforms. A smaller space is available at the end of the bookshelves to the left. Refresh monthly with different topics.
LOBBY: There are two main spaces available in the lobby area. Next to the circulation desk, the top of the fireplace mantle can be used to display books, dvd, or audiobooks. Likewise, the shelf next to the Magazine area is often used for different displays each month.
(Linda 2017)
How to Update the Library’s Display Spaces
There are 6 spaces in the library that are updated monthly with fresh displays. 2 are located in Fiction, 2 are in Non-Fiction, and 2 are in the main Lobby.
FICTION: There are two outward facing bookshelves available as a display space. Refresh monthly with different topics showing 2-3 books with signage.
NON-FICTION: There are two display spaces available in the Non-Fiction room. In the front of the room, there is a table with three platforms. A smaller space is available at the end of the bookshelves to the left. Refresh monthly with different topics.
LOBBY: There are two main spaces available in the lobby area. Next to the circulation desk, the top of the fireplace mantle can be used to display books, dvd, or audiobooks. Likewise, the shelf next to the Magazine area is often used for different displays each month.
How-to Manage the Library Social Media - Library Aide (Linda 2017)
How to manage the Library’s Social Media Presence
The MPL has social media accounts on Facebook, Twitter, Instagram, Pinterest, Google, and Youtube.
Facebook:
How to Create Event on Facebook
How to manage the Library’s Social Media Presence
The MPL has social media accounts on Facebook, Twitter, Instagram, Pinterest, Google, and Youtube.
Facebook:
- Create events to publicize library programs and events. (Cross-post these on other social media accounts such as Twitter).
- Post photos from programs and events that would be of interest to the Facebook audience.
- Create short video clips promoting the library or its functions. NOTE: It is better to post videos directly to the site rather than posting a link from Youtube.
- Use sites such as canva.com to create social media graphics from free templates.
- Post links to Facebook events.
- Interact with followers when the opportunity arises. Twitter is a more casual space than Facebook.
- Retweet quotes or graphics from other libraries.
- Post short video clips promoting the library or its functions.
How to Create Event on Facebook
- Navigate to the Meredith Public Library page.
- Underneath the “Write something” box, click the “Create an Event” button.
- Fill in Event Title, Description, Category, and the Event times.
- Click “Change event photo” to add a personalized graphic or image to go with the event posting.
- Click “Publish”
- Navigate to Weebly.com and log in.
- Click “Edit” next to the module labelled “Meredith Public Library”
- Click the “Blog” link above the main MPL website header as shown in the editor.
- On the white bar at the bottom of the screen, click the blue button labelled “New Post”
- Enter a Post Title.
- Locate the “Text” button on the left side of editor. Drag this element to the box that says “DRAG ELEMENTS HERE”
- Click the space that says, “Click here to edit” and type your blog post.
- To add images, drag the “Image” button on the left side of editor and drag to the blog post space.
- Click “Publish” on the top right of the editor when finished.
HOW-TO PROCESS MPL INVENTORY (joyce 2017)
HOW-TO PROCESS MPL INVENTORY
Inventory Started date on the next row. Keep most of the rows that the report generated. There will be a row for each collection in the library. There will be some collections that don’t need to be inventoried, so you can delete the following rows: MPLBOO, MPLILL, MPLPASS. Also there will be collections that do not print out on this initial report that need to be inventoried separately, so you will have to add rows for Holdings Codes that are only ‘temporary’. These Include New Fiction, New Nonfiction, Recent Fiction, Recent Nonfiction, New DVDs, 14 day bestsellers. Add a row under the Report Total for Total Items Missing(in red). Freeze the top 4 rows, so titles of the report and the columns can be seen no matter how far down you are on the page.
*Important to see at the bottom of these instructions special notes that will be helpful for inventory ease. I.E. special notes about certain collections such as what IS and IS NOT included in certain collections, where to find certain collections. I.E. DVD Movie/MPLDVD Includes: Documentaries, Arts, Series & Movies but NOT Cozy DVDs. And Fiction/MPLAF Does not include Recent or New Fiction or Cozy Fiction. And the Easy Fiction/MPLE includes all the Holiday books even though they may be shelved in a different area. I have also tried to include these special notes under each collection on the Inventory Report.
Columns will be as follows:
Owning Holdings Code, Room, Date Scan Started, Date Scan Finished, Date Report printed, Date Items Accounted for, Total items missing(in red). You can Delete the columns titled “Items inventoried” and “Items not inventoried”. When you have finished customizing the rows/columns that are necessary, sort the report by the ‘Room’ column, so that you can tell at a glance the progress you are making in a certain room.
2. Decide which collection you are going to inventory first. It is wise to inventory an entire room
collection by collection before moving on to the next room. It is probably easiest to inventory the larger collections FIRST. Test the scanner. On Chris’ computer, open Scanner Test Doc. Scan random bar codes with the inventory scanner. Note: you wont see the bar codes on the screen. Click inside the document and then Scan “send batch” bar code (from sheet Hanging behind Chris’ computer under his office window). Bar codes will load onto the text document. Close Document – don’t save.
3. Now open a New Text Document by right clicking on an empty space in the Desktop and name the collection you are about to inventory. The Name of the document will include the collection name, the room the collection is contained in, and the date scanned (I.E. EFIC-Kids Room-12/20). IF you foresee this collection taking a Long time to scan (i.e. if you are working by yourself on a fairly large collection such as the Adult Fiction collection or the Easy Fiction collection), you can name the file “EFIC-Kids Room-12/20 thru”. And then when you are FINISHED scanning ALL the collection you can rename the document, adding the date that you finished scanning the last bar code in the collection.
4. Scan Items: Scan each bar code of each book in the collection. If scanning only a partial collection, be sure to start from the beginning of the collection, noting where the last scanned item is. Be mindful of how to return books on the shelf, so they remain in order. Update the Inventory Excel document, filling in the Date Scan started (& finished if applicable).
5. After scanning items: If only part of a collection scanned, Note somewhere in inventory folder the last item scanned. If the entire collection done, fill in the Date finished. On Chris’ computer, open the document that you named in Step 3. Scan “send batch” bar code. Bar codes that you have just scanned for inventory will load onto the text document. File Save. If only part of a collection scanned, the next time you scan another part of the collection, when you Scan “Send batch” bar code, you will be just adding to the barcodes from above. If you have finished scanning the entire collection, move the document in to the Scan done for Inventory folder.
6. Continue following the above steps for EACH collection. As documents are moved in to Scan done for Inventory folder, Chris will know that those documents contain the barcodes for the completely scanned collection. He will then run a report, so that we can double check the shelves. Once Chris runs and prints the report, he will move those documents in to the Inventory Done folder.
7. Interpreting the report:
Listed below are the different results from the Inventory Report and how each item in that section should be handled.
“Item was actually on the shelf but has status indicating it should be In Transit”
If item shows ‘T’ for status, it probably means these items were New and then shelved before being checked IN. Verify item is on the shelf & then check IN.
“Item was actually on the shelf but has status indicating it should be on Hold”
If item shows ‘HD’ for status, check patron record to find out true Hold status & put on reserve shelf if need be or cancel hold if necessary and check item IN.
“Item was actually on the shelf but system recorded as ‘Lost’”
Item will show ‘L’ for status. Item was probably put on the shelf but wasn’t checked IN, so went to Lost status. Check IN & waive any charges for that patron that was linked to that item.
“Item was on the shelf but system recorded as ‘Out’”
If item shows ‘CO’ for status. Probably means the item was checked out before scanning the collection was complete. Check the check out date. If it was between the time the scan was started but Before the report was run, it’s o.k.; ignore & write a check mark to show item was accounted for. If Checked out before the scan date, just need to check the item back in.
If item shows ‘MS’ for status. Probably means item was previously marked Missing but must have been on the shelf to scan it so check shelf and check IN.
“Item was marked missing because it was not on the shelf where we thought it was.”
Double check the shelf. If there, check IN & indicate on report. If not on shelf, leave status as ‘MS’. BUT if not on the shelf AND TLC status showed it was added in 2011 (TLC conversion date) & it has zero history (0 check outs & 0 renewals), delete the item, then delete the title. NOTE: these items Probably have already been accounted for in the last completed inventory, but some MAY come up. Enter the TOTAL Missing items number in the Total Items Missing Column on the Master Inventory Document.
Verify the Active Holdings Code & the Call Number on the report match. If they do not, check the item, make correction & then check IN.
8. Make a copy of the report. Highlight the items that are actually missing & give to the Dept. Head for that collection; they may want to replace those items.
9. Once all items have been accounted for, note on top of report,
The collection Name
Scanned date(s)
Report run date
Items accounted for date
Items Actually missing
Then update the Master Inventory Document to show completed data in all of the columns.
HELPFUL HINTS AND FAQ’S FOR INVENTORY:
Clip together the completed reports of all the collections that are in the same room & flag which room, so they can be easily referenced.
It does not matter if an item has been scanned more than once; if you think you have missed scanning an item, it is better to scan it twice than not at all.
It does not matter how long it takes to scan a collection. The computer will automatically account for things being checked in/out as usual. BUT see below.
It IS possible to scan and print inventory reports for larger collections in sections if it is not practical to scan the entire collection in a reasonable amount of time. It is important in these cases, however, that the names of the files in Step 3 are named accurately, so that the report that is run in Step 7 will ONLY be inventorying the PART of the collection that was scanned. IE if scanning one letter at a time for Fiction, the file may be named ‘MPLF B-Fic rm-4-18’. Chris will know to run the report for all the books in the collection w/ all authors that start with ‘B’. This is especially helpful especially in collections that get lots of circulation-Adult Fiction, DVD’s, Adult Audio books. Then when ALL are scanned, update the Master MPL Inventory document.
Why don’t we just run a Giant report of Everything we have in the library & then check them off one by one, instead of using the scanner? This would actually take a lot longer than scanning what we have & then running reports.
Collection notes (most of these are also noted on the Master Inventory Report):
When looking for missing items &/or scanning a collection, don’t forget to account for Special Displays, Staff Pick Shelves, Repair locations
For Larger collections you can inventory them in smaller parts. I.E. Scan up thru a certain part/letter & make sure you correspondingly name the file. This is especially helpful for: Fiction sections, DVDs (you can scan all the t.v. series as one part, the documentaries as another part, and the movies in alphabetical sections), Nonfiction (scan a range of dewey numbers in one group and any BISACed collections by themselves-i.e. Dewey 001-299 & GARDENING & HISTORY all separately).
MPLEV Includes: E CD BK
MPLENF Includes: Natures Children series(Blue books all about certain animals) as well as NF ICR(each of these are shelved separately)
MPLDREF & MPLSTAFF will be found on various supervisors’ desks (check with Director, Asst Director, Circ Supervisor, YA & Childrens librarians)
MPLEAC Includes: A-C books & the 1,2,3 books
MPLE – Don’t forget all the holiday books which are shelved separately
MLEICR includes ONLY the Fiction. For ICR NF, see E NF above
All Juvi/YA audiobooks & playaways are filed together but inventoried separately.
MPLJG Includes the Juvi Manga section
MPLYAG Includes the YA Manga section which is in the special closet
MPLCZY Does NOT include New or Recent Cozies
MPLAF Does NOT include New or Recent fiction
MPLLPF DOES include New Large Print
MPLLPNF Includes ALL LP NF-Bios, Dewey & BISAC Nonfiction that is in Large print. As well as NEW LP nonfiction which is on the Same rack as the NEW LP Fiction.
MPLAFPB DOES include New paperbacks
MPLCDBK Only includes the Fiction audiobooks including New ones
MPLCDNF Includes all the Dewey Numbered & the Biography audiobooks
MPLDVDCOZY are shelved by themselves (look for purple spine labels)
MPLDVD Includes: Documentaries, Arts, Series & Films but NOT Cozy DVDs OR instructional videos (ones that have a dewey or BISAC designation-like Exercise or Pet training videos)
MPLMAG includes ALL the magazines in the library, no matter the audience
MPL12MF Includes Recent Cozies
MPL6NF Includes Biographies
MPLNEWD Only those under the clock whether NF or Film
MPLNEWNF Includes Bios
MPLNEWF Includes new Cozies
MPLNF Includes All Dewey & BISAC Nonfiction; also Instructional videos that have dewey numbers (like Exercise) but NOT LP or New or Recent Nonfiction
MPLDVDNF Includes ONLY instructional videos that may have a BISAC or Dewey number designation (like exercise or pet training videos).
HOW-TO PROCESS MPL INVENTORY
- IMPORTANT: This entire step only needs to be done once & was done the First time we set up consistent procedures for inventory in 2017. From now on, you only need to SAVE AS & RENAME the OLD inventory report for the accurate year. You can find this Excel document in the How-to folder in Joyce’s folder on Joyce/Linda’s Desktop. Then proceed to Step 2. All of Step 1, however, will be helpful in the event the OLD inventory documents are Lost.
- TLC Reports Manager
- Public Folders – Serials & Other Modules - Inventory
- Report is titled “Count of items inventoried & not inventoried”.
- Location – Choose Meredith Library
- Date – the date here isn’t really important. You can use the last week as a date range.
- Click Finish
- View the report in Excel 2007 Format. Click on “Enable Editing”. Save As: Inventory (indicate the year or if it overlaps from one year to the next, indicate that). Save it in the How-to Folder in Joyce’s folder in Linda/Joyces desktop. Here you can edit the document, adding a better Title, adding/deleting columns & rows, so that you end up with a document that not only gives data of how many items are missing in all of the collections, but that also tracks the progress of the Inventory process. See MPL INVENTORY 2017-2018 as a template/master example of how the document should look. These are the rows you will need:
Inventory Started date on the next row. Keep most of the rows that the report generated. There will be a row for each collection in the library. There will be some collections that don’t need to be inventoried, so you can delete the following rows: MPLBOO, MPLILL, MPLPASS. Also there will be collections that do not print out on this initial report that need to be inventoried separately, so you will have to add rows for Holdings Codes that are only ‘temporary’. These Include New Fiction, New Nonfiction, Recent Fiction, Recent Nonfiction, New DVDs, 14 day bestsellers. Add a row under the Report Total for Total Items Missing(in red). Freeze the top 4 rows, so titles of the report and the columns can be seen no matter how far down you are on the page.
*Important to see at the bottom of these instructions special notes that will be helpful for inventory ease. I.E. special notes about certain collections such as what IS and IS NOT included in certain collections, where to find certain collections. I.E. DVD Movie/MPLDVD Includes: Documentaries, Arts, Series & Movies but NOT Cozy DVDs. And Fiction/MPLAF Does not include Recent or New Fiction or Cozy Fiction. And the Easy Fiction/MPLE includes all the Holiday books even though they may be shelved in a different area. I have also tried to include these special notes under each collection on the Inventory Report.
Columns will be as follows:
Owning Holdings Code, Room, Date Scan Started, Date Scan Finished, Date Report printed, Date Items Accounted for, Total items missing(in red). You can Delete the columns titled “Items inventoried” and “Items not inventoried”. When you have finished customizing the rows/columns that are necessary, sort the report by the ‘Room’ column, so that you can tell at a glance the progress you are making in a certain room.
- Print.
2. Decide which collection you are going to inventory first. It is wise to inventory an entire room
collection by collection before moving on to the next room. It is probably easiest to inventory the larger collections FIRST. Test the scanner. On Chris’ computer, open Scanner Test Doc. Scan random bar codes with the inventory scanner. Note: you wont see the bar codes on the screen. Click inside the document and then Scan “send batch” bar code (from sheet Hanging behind Chris’ computer under his office window). Bar codes will load onto the text document. Close Document – don’t save.
3. Now open a New Text Document by right clicking on an empty space in the Desktop and name the collection you are about to inventory. The Name of the document will include the collection name, the room the collection is contained in, and the date scanned (I.E. EFIC-Kids Room-12/20). IF you foresee this collection taking a Long time to scan (i.e. if you are working by yourself on a fairly large collection such as the Adult Fiction collection or the Easy Fiction collection), you can name the file “EFIC-Kids Room-12/20 thru”. And then when you are FINISHED scanning ALL the collection you can rename the document, adding the date that you finished scanning the last bar code in the collection.
4. Scan Items: Scan each bar code of each book in the collection. If scanning only a partial collection, be sure to start from the beginning of the collection, noting where the last scanned item is. Be mindful of how to return books on the shelf, so they remain in order. Update the Inventory Excel document, filling in the Date Scan started (& finished if applicable).
5. After scanning items: If only part of a collection scanned, Note somewhere in inventory folder the last item scanned. If the entire collection done, fill in the Date finished. On Chris’ computer, open the document that you named in Step 3. Scan “send batch” bar code. Bar codes that you have just scanned for inventory will load onto the text document. File Save. If only part of a collection scanned, the next time you scan another part of the collection, when you Scan “Send batch” bar code, you will be just adding to the barcodes from above. If you have finished scanning the entire collection, move the document in to the Scan done for Inventory folder.
6. Continue following the above steps for EACH collection. As documents are moved in to Scan done for Inventory folder, Chris will know that those documents contain the barcodes for the completely scanned collection. He will then run a report, so that we can double check the shelves. Once Chris runs and prints the report, he will move those documents in to the Inventory Done folder.
7. Interpreting the report:
Listed below are the different results from the Inventory Report and how each item in that section should be handled.
“Item was actually on the shelf but has status indicating it should be In Transit”
If item shows ‘T’ for status, it probably means these items were New and then shelved before being checked IN. Verify item is on the shelf & then check IN.
“Item was actually on the shelf but has status indicating it should be on Hold”
If item shows ‘HD’ for status, check patron record to find out true Hold status & put on reserve shelf if need be or cancel hold if necessary and check item IN.
“Item was actually on the shelf but system recorded as ‘Lost’”
Item will show ‘L’ for status. Item was probably put on the shelf but wasn’t checked IN, so went to Lost status. Check IN & waive any charges for that patron that was linked to that item.
“Item was on the shelf but system recorded as ‘Out’”
If item shows ‘CO’ for status. Probably means the item was checked out before scanning the collection was complete. Check the check out date. If it was between the time the scan was started but Before the report was run, it’s o.k.; ignore & write a check mark to show item was accounted for. If Checked out before the scan date, just need to check the item back in.
If item shows ‘MS’ for status. Probably means item was previously marked Missing but must have been on the shelf to scan it so check shelf and check IN.
“Item was marked missing because it was not on the shelf where we thought it was.”
Double check the shelf. If there, check IN & indicate on report. If not on shelf, leave status as ‘MS’. BUT if not on the shelf AND TLC status showed it was added in 2011 (TLC conversion date) & it has zero history (0 check outs & 0 renewals), delete the item, then delete the title. NOTE: these items Probably have already been accounted for in the last completed inventory, but some MAY come up. Enter the TOTAL Missing items number in the Total Items Missing Column on the Master Inventory Document.
Verify the Active Holdings Code & the Call Number on the report match. If they do not, check the item, make correction & then check IN.
8. Make a copy of the report. Highlight the items that are actually missing & give to the Dept. Head for that collection; they may want to replace those items.
9. Once all items have been accounted for, note on top of report,
The collection Name
Scanned date(s)
Report run date
Items accounted for date
Items Actually missing
Then update the Master Inventory Document to show completed data in all of the columns.
HELPFUL HINTS AND FAQ’S FOR INVENTORY:
Clip together the completed reports of all the collections that are in the same room & flag which room, so they can be easily referenced.
It does not matter if an item has been scanned more than once; if you think you have missed scanning an item, it is better to scan it twice than not at all.
It does not matter how long it takes to scan a collection. The computer will automatically account for things being checked in/out as usual. BUT see below.
It IS possible to scan and print inventory reports for larger collections in sections if it is not practical to scan the entire collection in a reasonable amount of time. It is important in these cases, however, that the names of the files in Step 3 are named accurately, so that the report that is run in Step 7 will ONLY be inventorying the PART of the collection that was scanned. IE if scanning one letter at a time for Fiction, the file may be named ‘MPLF B-Fic rm-4-18’. Chris will know to run the report for all the books in the collection w/ all authors that start with ‘B’. This is especially helpful especially in collections that get lots of circulation-Adult Fiction, DVD’s, Adult Audio books. Then when ALL are scanned, update the Master MPL Inventory document.
Why don’t we just run a Giant report of Everything we have in the library & then check them off one by one, instead of using the scanner? This would actually take a lot longer than scanning what we have & then running reports.
Collection notes (most of these are also noted on the Master Inventory Report):
When looking for missing items &/or scanning a collection, don’t forget to account for Special Displays, Staff Pick Shelves, Repair locations
For Larger collections you can inventory them in smaller parts. I.E. Scan up thru a certain part/letter & make sure you correspondingly name the file. This is especially helpful for: Fiction sections, DVDs (you can scan all the t.v. series as one part, the documentaries as another part, and the movies in alphabetical sections), Nonfiction (scan a range of dewey numbers in one group and any BISACed collections by themselves-i.e. Dewey 001-299 & GARDENING & HISTORY all separately).
MPLEV Includes: E CD BK
MPLENF Includes: Natures Children series(Blue books all about certain animals) as well as NF ICR(each of these are shelved separately)
MPLDREF & MPLSTAFF will be found on various supervisors’ desks (check with Director, Asst Director, Circ Supervisor, YA & Childrens librarians)
MPLEAC Includes: A-C books & the 1,2,3 books
MPLE – Don’t forget all the holiday books which are shelved separately
MLEICR includes ONLY the Fiction. For ICR NF, see E NF above
All Juvi/YA audiobooks & playaways are filed together but inventoried separately.
MPLJG Includes the Juvi Manga section
MPLYAG Includes the YA Manga section which is in the special closet
MPLCZY Does NOT include New or Recent Cozies
MPLAF Does NOT include New or Recent fiction
MPLLPF DOES include New Large Print
MPLLPNF Includes ALL LP NF-Bios, Dewey & BISAC Nonfiction that is in Large print. As well as NEW LP nonfiction which is on the Same rack as the NEW LP Fiction.
MPLAFPB DOES include New paperbacks
MPLCDBK Only includes the Fiction audiobooks including New ones
MPLCDNF Includes all the Dewey Numbered & the Biography audiobooks
MPLDVDCOZY are shelved by themselves (look for purple spine labels)
MPLDVD Includes: Documentaries, Arts, Series & Films but NOT Cozy DVDs OR instructional videos (ones that have a dewey or BISAC designation-like Exercise or Pet training videos)
MPLMAG includes ALL the magazines in the library, no matter the audience
MPL12MF Includes Recent Cozies
MPL6NF Includes Biographies
MPLNEWD Only those under the clock whether NF or Film
MPLNEWNF Includes Bios
MPLNEWF Includes new Cozies
MPLNF Includes All Dewey & BISAC Nonfiction; also Instructional videos that have dewey numbers (like Exercise) but NOT LP or New or Recent Nonfiction
MPLDVDNF Includes ONLY instructional videos that may have a BISAC or Dewey number designation (like exercise or pet training videos).
How-to Use the label maker (i.e. for CD labels)
(All MPL 2017)
(All MPL 2017)
- Power button
- Shift & BS button to clear old info
- Type in label info. If you have more than one label, you can divide up the labels with 2 spaces in between.
- Press Print. Use Cut button.
- Then Cut in between different item labels
- To peel off backing, fold strip in ½ horizontally; there is a perforation that runs horizontally that will make it easier to peel off. NOTE: do not attempt to peel off the backing for more than one CD at a time. The adhesive is very strong & will stick to everything.