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) - updated for Atrium 10/23/19
HOW-TO PROCESS OVERDUE NOTICES
Overview: Done weekly (Thursday). Mailed Friday. 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 Th. (i.e. snowstorm, we are closed, computers are down etc.), skip that week entirely; do not run the reports later or earlier in the week. Per Chris.
Two sets of overdue notices are printed (one set is for First Notice letters where no cost is shown, one set is for Second Notice letters where there is a cost shown). A shelf list report is done that shows all overdue items from above. Used to double check shelves for missing items.
Envelopes are stuffed, sealed, stamped & mailed.
There are five basic steps to completing this whole procedure:
Print Letters (or send email)
Print shelf-list of overdue items
Make copies of shelf list for non Adult items
Look for items from shelf list & check in found items Atrium.
EXCEPTION: Do not send notices for below patrons:
- Nursing homes
- Any ILL patrons – either borrowing from us or lending to us
- Any patrons that have '***' in the name field.
1. Print First notice letters.
a. Atrium Home screen. Patrons. Form Letters. Print
b. In the Print Form Letters screen, Click on Filter. Next to Load Template Button choose the drop down menu to choose JCA 1st Notice & then choose Load Template. This screen will show Creating List: Patron then Create Filter. Data Type & Qualifier will show Address & Begins with. Your filter will show odd language but it is correct and means the report is finding all patrons with items 2-3 weeks overdue. At the bottom of the screen then click Generate List.
c. Screen will show Print Form Letters. Next to Letter to Print field, choose the drop down menu to choose JCA 1st Notice. Do not click on Edit. Click on the box next to Email Patron if possible, then click on the Use Main email address only. Under the Letters/Email Que there will be a list of all the patrons with items 2-3 weeks overdue as you instructed in your filter.
d. Click on Print/Send email. A new tab will appear with all the letters. You may have to Hover your mouse to get print options & print making sure you are not printing duplex & that there is the right scale. Verify all printed correctly & then close tab. You will be brought back to the Print Form Letters screen. Click on Clear Que button.
2. Print Second notice letters. You will follow all the same steps above B&C EXCEPT choose JCA 2nd Notice next to the Load Template field in Step B & JCA 2nd Notice next to the Letter to Print field in Step C. selected. Give letters for nursing homes & ILL items to Cherie or Matthew.
3. Print shelf-list for overdue items. a. Atrium home screen. Reports
b. Administration – Standard/Saved – choose JCA overdues shelf list under Saved Reports Templates. The parameters for this report are all preset. You don’t need to change anything.
c. Click on Printable version and then sort by Physical Location column. This will make the items on the report much easier to find. Cross out any non relevant items (See page 1 Exceptions).
d. Print & make copies for the Non-Adult items. Keep master for our records.
e. Look for items on the list & check in Atrium if necessary
4. Fold, stuff, seal, stamp & mail all 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
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 (firstname.lastname@example.org 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
How-to delete weeded items Head of Circulation (Matthew 2017)
How to batch delete items from Atriuum
Log in as an administrator to Atriuum (currently matthew/chris)
Click on the catalog tab, under bulk select delete holdings.
Make sure titles under bulk delete queue are representative of the items that are being removed.
Click delete queued records.
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.
Whenever a new patron signs up for a library card, they receive a New Patron Packet which includes:
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)
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.
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.
- 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)
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.......
a. Correct dates on calendar 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.
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) -
HOW-TO PROCESS MAGAZINES 1. If no library address label, Stamp with Meredith Library stamp & cover with a label protector. Attach a barcode to page 2 of the magazine in the upper right-hand corner. Also add a "donated in memory of..." bookplate if that applies. 2. Atrium home screen, Item Look up, Edit Bibliographic Record, type in the name of the magazine 3. In the Bib Look Up results, click on the one that matches the Periodical listing. 4. Under Active holdings, click on Edit for one of those listed 5. Click on Make copy 6. Scan bar code in the bar code field. Make sure Report Class states Magazine 7. Under the Call Number section, fill in the year & issue as below. i.e. 2014:Nov. 12 OR 2014:November/December The year is 1st followed by a 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. 8. Save. 9. Consult the patron magazine special requests list. If any magazines received are on this list, place them on hold & then check in & add to reserve shelf.
HOW TO ADD NEW MAGAZINES TO TLC (IF THE MAGAZINE IS NEW TO MPL)
- Look for ISSN# (it could be anywhere throughout magazine) - Go into Quick cataloging field & enter it - Find a complete record (look for these fields: 245=Title, 260=Publication city, 300=frequency, 362=start year) Fill in fields, making Report Class Magazine & Class = year & then month (i.e. 2015:June 13) Save. You will get a message that the bib record has no holdings. Next Add Holding & scan the bar code
Patron Magazine Special request list& Donation bookplates as of 10-2019 BH & G Lisa Garcia Eating Well Lisa Garcia 2nd – Sandy Frost Mother Earth News Lisa Garcia
Cooking Light Karen Ludwick Country Living Karen Ludwick 2nd – Sandy Frost
People Kathy Morris 2nd – Cherie Gable Martha Stewart Living Kathy Morris 2nd – Karen Ludwick 3rd Sandy Frost Food Network Kathy Morris Time Kathy Morris Smithsonian Kathy Morris Psychology Today Barbara Nealon
There are bookplates for these magazines: Garden Gate magazine donated by The Community Garden Club of Meredith Birds & Blooms donated by Leonard Flynn (if you run out of these bookplates, Chris can print some more)
How-to process news release information (Joyce 2017)
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.
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.
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.
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.
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.
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.
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)
Processing call list
Call list automatically produces list of patrons with items who do not have an email account
Daily call list is emailed to head of circulation at 9:00 each morning.
To manually produce a call list go to Reports, under administration click on Standard/Saved Reports.
Under Saved Reports Select Call List, click on Printable Version.
Print copy and make calls (check previous day’s list to make sure patrons have not been already contacted).
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.
How-to process monthly booklist - Library Aide (Joyce 2017) - this section needs to be updated for Atrium specifications
How to process monthly Booklist
There are two parts to this procedure. First, the report is run in Atrium. 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:
How-to resolve blocked patron accounts (All MPL 2017) - this section needs to be updated for Atrium specifications
Look up price on Amazon; if not in Amazon, use Atrium generic price listed
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
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)
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)
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.
Ensure that Library Aides working the Children’s Desk maximize their efficiency by assigning tasks as needed.
Prep for upcoming Youth Services Programs.
Recommended reading lists.
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.
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.
“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”.
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.
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.
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.
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:
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.
Most social media management is up to the discretion of manager. Keep a consistent pace and create eye-catching visuals for each post. 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.
How to Create a Blog Post
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) - this section needs to be updated for Atrium specifications
How-to Use the label maker (i.e. for CD labels) (All MPL 2017)
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.