Circulation Desk Assistant Handbook

in

Law Library Student Assistant Handbook

 

Everything you need to know while working at the circulation desk

University of New Hampshire School of Law Library

Updated 08/31/2010

 

Contents

Click on topic to go directly or scroll through document

Advice(giving help in research, etc.) Emergency Paper and Toner
Alarms Towing autos Performance Review
Alums

Broken glass

 Phones
Access to library

Elevator stuck

 Staff extensions (library staff)

Quick view table

 Electric problem Answering the desk phone
Attorney members Heat problem Multifunction desk phone
Bar Review Students Plumbing problem Library Phone List
Broken Glass Snow problem Phone List-Library
Cards E-Reference

Photocopier problems
Copy Card Information Faculty Assistants Problems with Copy/Print Cards and Photocopiers
Buy a card Fax number Printing
Copying File Materials Quiet
Add money to card Fines Reference assistance
Invalid First floor door-unlocking Reference help
Stuck First time library use by an attorney Refunds (copying/printing problems)
Lost money Food and beverage policy Research Guides
Change Glass broken Reserve checkouts
Checking out materials Government document patron New reserves
Checking out reserve items Holiday hours File cabinet materials
Checking patrons into the library Honor code

Returned materials
Attorney Members Hours Rules and Policies
Alums Intellectual Property Day Pass Schedule Changes
Students from other law schools Introduction Security/Silent Areas
Government Document Patron Invalid Cards Smart notes
IP one day pass Law schools (other) Special Access
First time use by non-member attorney Legal collections in local public libraries Staff
Closing the library Library Members Standards of Behavior
Collecting overdue fines

Library Phone List

 Stuck Copy/Print Card
College and University Faculty Library staff Students From Non-Law Schools
Computer Room Lights Students From Other Law Schools
Continuing Employment Lost Money Study Room Keys
Copiers Maps Study Rooms
Copier Function Members Switch boxes (to turn on lights)
Copier Service

Microfiche

Telephone
Copy Card Information New reserve materials Time Sheets
Dealing with Difficult Patrons Newspapers Towing of vehicles
Desk Assistants Opening the library Invalid cards
Job Unlocking first floor door Westlaw/Lexis
Duties Overdue fines Work Schedule

 

Introduction

Dear Library Assistants,

The University of New Hampshire School of Law library staff would like to welcome you as a returning or new member of our team. We realize that most of you are overwhelmed during these first few days, but hope that you will take the time to acquaint yourself with the material in this book.

Working as a Library Assistant requires a high level of personal responsibility, integrity, and trustworthiness. You are expected to maintain a high standard of behavior at all times. Remember, the way you carry out your duties reflects on both you and UNH School of Law.

This site is designed to answer most of your questions about your job and to provide you with a quick reference.

We hope you enjoy your time at the library, and look forward to getting to know you during the course of the year.

Kathy Fletcher

Reference & Public Services Librarian

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Library Hours

Regular hours / Spring and summer terms

Monday- Thursday: 7:45 AM-12 Midnight.

Friday: 7:45 AM-10 PM.

Saturday: 10 AM-10 P.M.

Sunday: 10 AM-12 Midnight

Summer Hours *

Monday-Friday: 8 AM - 9PM

Saturday: 10 a.m.-5:30 PM

Sunday Closed

* Hours are extended during the six week summer Intellectual Property Summer Institute (IPSI), and during the fall and spring exam periods.

The library is closed on the following holidays: New Year's Day, Memorial Day, Independence Day, Thanksgiving, and Christmas. Library will be open with reduced hours on Labor Day and Martin Luther King Jr. Day.

The library has abbreviated hours a few days before Christmas Day through New Year's Day, the day before and after Thanksgiving, spring break, and the week before graduation in May. The library is closed some weekends during these periods.

The library maintains a web page at http://library.law.unh.edu/ that gives current information on hours.

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Desk Assistants

Job Description

The desk assistant monitors access to the library, checks material out to patrons, answers the phone, performs all the duties listed below, and any other jobs presented by any member of the library staff, including the staff assistant. The desk assistants work at all times the library is open and the last student on duty cannot leave the library until the door is locked by the security person and all patrons have left.

Duties

The desk assistant is responsible for the following tasks:

- Open and close the library if first or last on duty.

- Answer the telephone, take messages.

- Properly check-out circulating materials.

- Provide patrons access to reserve materials.

- Monitor access status of all who enter.

- Direct patrons to the library's resources.

- Re-shelve books on the circulation cart.

- Collect overdue fines.

- Complete all projects or jobs presented by any staff .

- Stay at the desk at all times except when helping someone in the immediate area.

- Any other duties that may be added during the semester.

Work Schedule

Employees may select which hours they wish to work by signing up on the posted schedules, or through an arrangement with the supervisor. All scheduling is done on a first come first served basis, and no employee is guaranteed any minimum number of hours of employment. Employees may not sign up for more hours than are approved. A copy of the schedule will be placed in student mailboxes. This schedule ends before exams begin. An exam schedule will be posted near the end of the semester for students to select hours.

Schedule Changes

Students who cannot work their scheduled times for any reason must find another library work study student to work in their place. A list of all library work study students and phone numbers will be made available to all workers. These numbers are not to be given out to anyone not on the list.

All schedule changes must be done in writing and should be posted on the office door. WARNING: You will be held responsible for your hours if you don't post the change. Students failing to work their assigned time without finding a replacement or making other satisfactory arrangements may have their employment terminated.

Telephone

The telephones in the library are for library use only. If you need to make a personal call please use one of the pay phones in the building. Do not allow patrons to use library phones except in cases of emergency. If you work at the circulation desk, see "Use of the Multi button Desk Phone" in this handbook. The desk phone is limited to local calls only.

Standards of Behavior

Every employee is to act in a manner that reflects well on the law library. You are expected to treat patrons with respect and conduct yourself in the following manner:

- Always respond in a courteous and helpful manner.

- Discourage students from congregating around the circulation desk.

- Maintain a quiet atmosphere.

- Maintain a quiet tone of voice.

- Carry out regular and assigned tasks before doing personal work.

- If you eat or drink, do so in a discrete manner. Keep food out of sight and be careful of spills. Use only acceptable beverage containers please.

- Enforce library rules. Be firm, fair, and consistent.

- Do not consume alcoholic beverages while on the job.

- Keep work areas clean and free from clutter.

- Respect your fellow workers by being on time for all scheduled work times and do not leave until your replacement arrives.

- Stay at your post while you are on duty except to help someone in the immediate area or a person in need of physical assistance.

Conduct code

Intentionally misusing library materials is very serious, and may be a violation of the Conduct Code. (See Rule XIV - (b) (i))  of the Academic Rules and Regulations.)Library workers are in privileged positions of trust. A student previously employed in the library violated this trust with the unauthorized removal of library materials. Information was brought to the then Honor Code Officer who conducted an investigation. After a hearing, one of the requirements was that the student write a letter to the library. Part of this letter is printed below.

"I fully recognize that the library is a shared resource, and that my actions might have adversely affected that resource. I also recognize that, while my actions seem minor, there might have been greater significance to my actions in the law center community as a whole. As indicated in the decision in my case, '[t]he misappropriation of [library] resources by one with privileged access threatens the integrity of the learning environment at the institution. [...] The value of books to the library is their content and their availability to many.' ....

"Professionally, this incident will probably close many doors for me that might otherwise have been open. I will most likely have to stand before the character and fitness committee of any state in which I want to practice. Part of my 'sentence' for this offense is that a copy of the opinion will be attached to my transcript, as well as a notation that 'disciplinary action was taken' against me. I believe that I am having difficulty securing appropriate employment solely because of this incident. It is even possible that I may not be permitted to practice law, or to work in the legal field because of this incident.

"This lapse in judgment wasn't worth it for me. My career will be affected by this for a long time to come. I regret my irresponsible act, and can only hope that no other student was seriously hurt by my actions. I also hope that other students will think twice before making the same mistake.

"The one bit of advice that I would have for any student staff member of the library is this: DO NOT REPEAT MY MISTAKE. ONLY BORROW BOOKS UNDER WHATEVER RULES ARE ESTABLISHED BY THE LIBRARY."

Performance Review

In the interest of maintaining high standards of conduct, performance may be reviewed at the end of each semester. You may be asked to sign an agreement form.

Continuing Employment

All library work study students must reschedule their employment each semester. Only those students who showed responsibility, and high standards of conduct, and trustworthiness will be rehired.

Time Sheets

Every employee must fill out a time sheet at the end of each week and have their supervisor sign it. All time sheets should be placed in the box behind the circulation desk prior to 12 noon on Fridays unless other arrangements are made with their supervisor. All time sheets must be fully completed in ink (ink is required by the business office) and signed and dated by the student.

The Public Services Librarian, Kathy Fletcher, must keep copies of all time sheets for annual library statistics. If you turn in your own time sheet in to the business office you must give her a photocopy.

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Library Rules and Policies

Who may use the library, what privileges they may enjoy, and how to check them in.

Ask all who to enter to identify themselves. If they are students, faculty or staff they may proceed directly into the library. Procedures for all other patrons are outlined below.

If the system is not running on the computer:

Open "Millenium" from the menu

Login: circdesk

Password: desk

If a system password is ever required, it is "desk."

Quick view

Further details below table

  Access Borrow Restrictions

Law Faculty, Staff, Students

Yes

Yes

None

UNH School of Law Alumni

Yes

No

Must Sign In

Attorney Member

Yes

Yes

Must Present ID

Attorney 1st Time Use

Yes

No

Take Name and Info

Students of Other Law Schools

Yes

No

Must Present ID, Sign In

Students of Local Colleges

Yes

No

Must Present ID, Sign In

Other College Faculty

Yes

No

Must Present ID, Sign In

Bar Review Students

Yes

No

Must Present ID, Sign in

Government Documents Patron

Yes

No

Fill Out Form

IP Day Pass

Yes

No

Turn in Pass

Special Access

Yes

No

Arranged By Library

Law Faculty, Staff, and Students have access and full library privileges.

 

UNH School of Law Alumni

may use the library but not borrow materials unless they are current attorney members. The library grants access to any person who attended this law school. This includes those who attended as a semester away from their school and summer IPSI students. They must sign in. They enter their name and year of graduation on a list in the notebook that is kept at the desk.(Tab: Alums)

Attorney Members

Scan PATRON ID or type "n" and their last name if they do not have their ID

(Attorneys or clerks)will have a current member card with a barcode and a name on it. Current firm members have full access and borrowing privileges. They must either present their membership card to scan into the computer or give a name to check in the computer.

 

If their name is listed, be sure the status is "Attorney" and that their card is not expired. Check the date of expiration on the screen.

If they are not in the system or have an expired date , ask them to see Kathy Fletcher or another staff member. If all staff is gone, please write down their name, firm, email, and telephone #. Give this to Kathy and they will be contacted. They may be allowed to use the library this ONE time but no materials may be borrowed. Remind them that this is a one time access privilege.

Attorney members who do not bring their membership cards may use the library if their name is in the computer and their membership is not expired.

Students From Other Law Schools

may enter if they have a current ID and are now enrolled in that school .They do not have borrowing privileges.They must sign in at the desk.

Students from Reciprocal local area colleges

have been granted reciprocal privileges,access only, no borrowing:

They must have show current IDs or letters of introduction from their school. They do not have borrowing privileges. IDs without a current enrollment date must be accompanied with a letter or some other source proving they are currently enrolled. They must sign in at the desk. They may be allowed to enter this one time, and asked to get a letter for future library use.

If they are not a student of any law school or one of the below listed reciprocal area colleges, if the school ID has expired, or if they do not have an ID or letter of introduction from their school, they MAY NOT enter the library. One day passes are not available. Give them a copy of

"Legal collections in local public libraries."

(Smartnote in the wood holder near the newspapers)

Antioch

N. E. College

Rivier College

University of New Hampshire (other campuses)

College Of Life Long Learning

N.H. Technical Inst.

St. Anselm College

  

Franklin Pierce College

Plymouth State University

Southern New Hampshire University

  

Bar Review Students

who are currently attending a bar review course have access to the library until the date of the bar exam, butno borrowing privileges. They must have a current bar review ID card. They must sign in at the desk.

Government Documents Patron

Ask them to sign in the notebook in the section "Gov Doc." Refer them to a staff member for help locating the depository materials. If no one is available to help them, show them the areas on a floor plan and point the way. If you are alone at the desk, you may not leave the area. Government Depository Users have access to the government documents collection only.They may not remove documents from the library.They must sign in at the desk. Give this sign in form to Kathy Fletcher or put it under her door.

College and University Faculty

should have a current ID card or letter of introduction from their college or university.They do not have borrowing privileges.They must sign in at the desk.

Intellectual Property Day Pass

Professionals in Intellectual Property areas who wish to use the intellectual property library, but do not fit one of the membership classes, can purchase a day pass. They must purchase the passes from one of the librarians or order them in advance. When they enter the library take the pass from them and put the date on it. They cannot keep the pass, it is a "ticket" for entry. Give the pass to the Access Services Supervisor. The pass will serve as record. These patrons haveonly access to the library and may not borrow library materials.

Special Access

There may be times an individual or group has made special arrangements to use the library on a temporary basis.They will not have borrowing privileges but access only.

First Time Library Use by an Attorney

An attorney may come to this library thinking that as a member of the bar he/she will have access. Please tell them that this library is not open to the public but that they may enter one time to acquaint themselves with our collection and may wish to be a member. Please give them access for the day. Give the person a membership form from the wooden information rack near the newspapers.

Leave their name and date entered in my office. They have no borrowing or other privileges.

LIBRARY ASSISTANTS DO NOT HAVE THE AUTHORITY TO ALLOW ANY ONE ACCESS THAT DOES NOT FIT INTO ONE OF THESE CATEGORIES.

If anyone causes a problem you cannot solve, please ask them to see or call Judy Gire, Cindy Landau, Kathy Fletcher, Tom Hemstock, or Barry Shanks. Please be firm but courteous at all times.

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Checking out Materials

Everything is to be checked out even if for short time use - needed for library statistics

Only faculty, staff, students and current members may check-out law library materials. When a patron brings materials to the circulation counter they must have a UNH School of Law ID or Law Library membership card.

Scan the barcode on their ID or follow the following procedure:

Choose activity on screen: Check out, Check in, Fines, etc. Use mouse.

If you need to log in:

Open Millennium from the computer menu

Login: "circdesk"

Password: "desk"

Key or scan patron barcode (If they have no barcode, type an "n" and their last name.(the computer program will then know to look for aname.)

Check to be sure you have brought up the name of the correct person. If more than one person has the same name, they will be listed and you must chose the one that is correct.

<RETURN> when done

Key or scan item barcode.

<RETURN> when done

Run the book across the desensitize (The metal brown and tan box on the desk) before handing it to the patron. Do not get tapes, disks, credit cards, or watches too close. It has a strong magnet that will destroy electronic encoded information. Never scan tapes, disks, or CDs!

Note: If an item to be checked out does not have a barcode, or the barcode doesn't work, leave the item to be barcoded by Kathy, Public Services Librarian. Leave the item on the table under the circulation desk with a note as to the problem and the name of he person who needs the book. Please be sure the item does indeed circulate. Many items that do not have barcodes are non circulating materials. The usual rule is, bound, single volume treatises may circulate. Some of the government documents may circulate but may be in soft cover. Journals, loose-leaf services, some materials in binders, serials, multi-volume sets, reference materials, statutes, reports, digests, and materials of that sort do not circulate generally. FPLC faculty and staff may, however, checkout most anything for a short period of time. The overdue fine is $ .50 a day per item.

Always write the due date/time on the slip inside the cover.

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Checking out Reserve Materials

Everything is to be checked out even if for short time use -

Needed this for library statistics

Scan or type "n" and the borrower's name, scan the barcode of the item. Write Date & time due on the "date due" slip.

Treatises: The treatises on reserve are located on the shelves behind the circulation desk. Reserve materials may be checked out for use in a class. Do not de-sensitize reserve material. The material will set off the alarm as it leaves the library. Consider this a test of the system. The overdue fine is $ .50 an hour for all reserve items

File Materials:  Documents placed on reserve by professors are located in the file cabinets under the circulation desk. They are filed alphabetically by professor's name. Each file indicates the class the material is for and the title of the document. File returned material ASAP to discourage misuse. Check them out using the barcodes. The overdue fine is $ .50 an hour.

Audio-Study Tapes/CDs : These are located on the shelves behind the circulation desk. They can be checked out for 3 days (72 hours). These cannot be renewed as they are limited and this gives others a chance to use them. Check them out using the barcodes.

Video Cassettes : These are also located on the shelves behind the desk. Remind the patrons they may be viewed only in the library, and suggest one of the study rooms. They all have VCRs. Check them out using the barcodes. The overdue fine is $ .50 an hour. Blank tapes may be checked out for recording.

Study Room Keys : The key tabs have barcodes attached. These check out like any other reserve materials. The time limit is four hours per day, non-renewable. The overdue fine is $ .50 an hour.

"NEVER PLACE A CD or TAPE NEAR THE DE-SENSITIZER. THE STRENGTH OF THE MAGNET WILL ERASE THE TAPE.

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Returned Materials

When material is returned scan the immediately and be sure it is checked back in. If the material was de-sensitized slide the spine along the sensitize. You will hear a "click." General collection books should be placed on the circulation shelving-truck, and reserve material should immediately be returned to the correct location.

If an item is not checked back in when returned it may incur an overdue fine - especially reserve items that are counted in minutes.

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Opening the Library

Please be in the library at or before opening time. If you are assigned to open the library on a weekend morning be sure to get a key from Kathy, the Public Services Librarian.

When you enter the library turn on the lights on all three floors. There are four switch boxes and a few wall switches. Only switches marked with yellow tape are to be turned on. Instructions are located in each switch box.

Unlock door to library on first floor to cafe area. Key is on a white plastic card in the key drawer. It has three keys, use the one marked with red.

Once the library is open and running smoothly,on weekdays take the old newspapers off the sticks and place  in the plastic bin, under the window to Kathy Fletcher's office. The newspapers will be delivered either to the library or Jan's desk. The library gets 1 New York Times, 1 Boston Globe, 1 Concord Monitor, 1 Union Leader, and 1 Wall Street Journal. Place the newspapers on the empty sticks. Single pages must be to taped in place. Tape it to the other sheets of newspaper and not to the stick.

(There are no newspapers on weekends.)

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Closing the Library

Whoever is on security will close the library, including turning out lights, making sure all people are out, and locking the library door.

While this person is doing these "rounds," please pick up books left on the tables in the lobby. Place them on a cart to be re-shelved the next day. Shelve all reserve materials and clean up the desk and lobby area. Push in chairs. You leave with the security person.

If there is not a security person at closing, and you have called numbers on the security calendar near the desk computer, then lock the library door with the key on the white card in the key drawer, and go through the library and escort out all remaining persons. Turn off the lights on the first, second, and third floors. Remember to turn off only those switches marked with yellow tape. Turn off all remaining lights before leaving. Make sure no one remains in the library after you leave. While you are closing one employee should remain on the second floor when possible.

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Reference Assistance

A librarian should handle all research/reference questions. Your help would be in the area of helping a user locate a particular section or item in the library, as long as it does not take you from the immediate area of the desk. Please use the directional floor plans. Never give legal advise, or anything that could be construed as such, or read anything to them over the phone that might be either misheard or misunderstood. You can assist people in finding resources but not do research for them.

-Refer IP questions to Jon at 1139.

-Weekdays from 8:00-4:00 refer research questions to Barry at 1193, Tom at 1199, or Kathy at 1131.

-If none of those are available, refer to Judy at 1129, Cindy at 1132, Kathy at 1131, or Melanie at 1135, whoever is most accessible.

When a staff member is not available, after 5:00 p.m. weekdays, Saturdays, and Sundays after 4:00 p.m., refer them to Smartnotes and the library map in the wooden rack near the newspapers. They may call or come back during staff hours or usee-reference (reference 24/7 via Email)

Please avoid giving legal advise, or information that might be heard or understood incorrectly.

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Food and Beverages

Food is not allowed anywhere in the library--even in the cafe area adjacent to the Jury Box. Patrons may bring in beverages. Please ask patrons to enjoy their food in the lounge. It is your job to enforce this policy. Be firm, fair, and consistent.

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Change

The library does not keep money for change. A change machine is located with the vending machines on the first floor of the law school, outside the library, near the Washington Street entrance.

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Security

Maintaining a secure environment in the library at all times is very important. Nobody, other than the desk assistant, should be behind the circulation desk.

When people enter the library you do not recognize as student staff or faculty please ask them to show an ID or membership card. You can ask, "May I help you?" They will usually tell you if a student, staff, or faculty. Others should show a card, ID, and/or sign in.

A second security concern is protecting the library materials from theft. Each book is equipped with a magnetic device that will set off the alarm if someone attempts to remove it from the library. Whenever the alarm sounds, detain the individual leaving the library and require them to open all bags. Do not release the individual until a cause for the alarm is found. Anybody attempting to remove books from the library should be reported to the a staff member. If the theft occurs after hours please take down the individuals name and a brief description of events. Write your name on the paper and place it under the Public Services Librarian's door. If the situation warrants it call the police immediately (911) and then call one of the librarians. See section,Emergency Procedures.

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Westlaw/Lexis

Attorneys who are library members will access Westlaw and Lexis with their credit cards.

Westlaw Pro is free to Attorney Members and alums. It is only available on two stations in the computer corral.

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Silent Areas

Conversation is allowed on the second floor and in study rooms, although in these areas it should be kept at a low level. Discourage people from using this area for study groups or meetings. When on the phone or when talking to others near the desk please keep your voice low.

All other sections of the library are "silent zones." (Including the stairway) If you find individuals conversing in any other location please ask them to be quiet or to move to another area. Present a good example by never talking in a silent area.

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Study Rooms

The study rooms are available for group or individual studying or viewing of videos. People may check out the key for four hours a day, not renewable. If a group is more than ten minutes late for a reserved time they lose the reservation and the room is open for use on a first come first serve basis. All study rooms are equipped with a VCR/DVD player and monitor. There is a time limit of four hours per day per individual or group.

Group (2 or more) Reservations should be entered in the study room notebook by the desk assistant. Write both names clearly. Note the hours (no more than 4 per day). Rooms may not be reserved for more than one week in advance by groups of 2 or more. Check the book when someone checks out a key. Individuals may sign in and use rooms that are available at time of use but may not "reserve" a room.

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Computer Room

The Online Training Center is located in the library on the first floor. The computer room hours are the same as the library's.

It is open for study use unless a class is scheduled.

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Microfiche

The microfiche collection is located on the first floor of the library near the (OTC) computer room. In order to make copies of microfiche, patrons will need to have a portable USB drive (there is one available for check out in Kathy Fletcher's office) Once they make a copy, they can bring the drive up to the corale area and use those printers to open and print the documents. There is no charge for microfiche copies for attorney members and alums. Students can use the printing system.

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Dealing with Difficult Patrons

While working in the library you will encounter patrons who are dissatisfied. Most of the time their problems arise because they don't like one of the library's rules, they can't find the information they are searching for, or the photocopiers aren't working. Here are some tips to help you provide good service even under the most difficult situations:

· Enforce the rules consistently. Nothing irks people more than selective enforcement of the rules. Be firm, fair, and consistent.

· Never tell someone that you cannot help them. Tell them you will help, even if it's only to give the person an acceptable alternative, or to find someone who can help.(Example: Suggest the State Law Library if a person does not have access to this library. There are sheets to hand out with other libraries listed)

 

· Knowledge is your greatest strength. Try to predict possible questions and know the answers.

· Be firm and polite. Never ever be rude!

· Find out how to deal with any potential copier problem. (The best way to learn about the photocopiers is hands on so don't shy away from trying to solve a problem even if you haven't seen it before. Read the screens!)

· Always Remain Calm, and Listen carefully to patrons and let them finish speaking before answering.

· If a person is upset, stay cool and tell them you understand they are upset and that they may have a valid reason. Sometimes if you say, "You might be right," they will calm down. Most people just want to be heard and their side understood. (Sort of like, "I feel your pain.")

· Always be positive. Smile and the world smiles with you .... at least you should get a smirk!

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Emergency Procedures

Security cell phone: 496-5079 (6:30 to lib. closing)

Non emergency police Number: 225-8600

In an extreme emergency remain calm and notify the correct authorities through 911.

If a critical maintenance problem occurs please call:

Peter Husak.......................................................Cell:(603) 568-1807

Hank Lacy..........................................................Cell: (603)856-1194

John Hutson..............................................................(603) 774-1725

Susan Richey .....................Cell: (603) 731-7553 home (603) 228-6045

Eric Norman .......................Cell: (203) 578-5141, Home:(603) 580-5687

If any of the above cannot be reached and the emergency is such that people could suffer injury, property could be damaged, or the situation causes great discomfort please call:

Plumbing problems:

Bow Plumbing & Heating.............................................(603) 225-6929

Heating, ventilation, and air condition problems:

HVAC Unlimited........................................................ (603) 887-2925

Electrical problems:

Saltmarsh Electric (1st)...............................................(603) 228-8352

or Celtic Electric (2nd).................................................(603) 641-5474

To have vehicles towed:

D & V Towing..............................................................(603) 225-5641

Snow removal problems:

L.A. Brochu Landscaping..............................................(603) 224-4350

Broken window or other emergency glass problem:

Granite State Glass.....................................................(603) 224-8897

Elevator problems

Pine State Elevator....................................................1-800-627-9706

Fire Alarm Problems

Capitol Alarms .........................................................(603) 753-4044

Sprinkler System Problems

Carter Sprinkler .........................................................(603) 224-5438

As soon as it is safe to do so, also notify one of these librarians:

Judy Gire....................................................................(603) 509-2839

Cindy Landau..............................................................(603) 483-2032

Melanie Cornell ...........................................................(603) 230-9977

Barry Shanks...............................................................(603) 753-2390

Kathy Fletcher .............................................................(603) 879-9932

Tom Hemstock.............................................................(704) 840-7190

An alarm will sound if someone passes through one of the EMERGENCY EXITS from inside of the library. Most alarms can be turned off with keys on the large key ring. The third floor alarm can be turned off with a key, also on the ring. Put the key into the box on the door handle or on the wall near the door. Turn until the alarm stops, turn the key back and remove. The alarm will now be reset. The alarm box may be located in different locations on other doors. The alarm on the third floor key pad entrance does not stay on indefinitely. It may be set off and reset before you can attend to it.

Procedures during times the school offices are closed and library personnel are the first contacted in an emergency

This would be after 5 p.m. weekdays, Saturday and Sundays, day after Thanksgiving, and days between Christmas and New Year’s Day when the library is open but staff is not on duty. For many of these hours, a student at the circulation desk may be the only person on duty in the entire school as security people are not here until the evening.

Between 6:30 and closing, call the security person on duty unless you must act quickly, such as a medical emergency, fire, etc. Then you should call 911. They will send whatever is needed: paramedics, fire equipment, police, etc.

Possible situations:

Situation: Someone needs emergency care.

Response: 911

 

Situation: Fire or smoke detected and alarms have not yet sounded.

Response: 911

 

Situation: You see children running around building, on skate boards, using phones and/or vending machines - children causing problems in the Joan Parker Courtyard.

Response: Speak to the children. If they continue to cause problems, the police may be called.

 

Situation: Persons hanging around in building who should not be here, or anyone showing violent or threatening behavior.

Response: 911

 

Situation: Faculty or staff members outside the library are locked out of their offices.

Response: We have no access to building keys so we cannot help.

 

Situation: Keys missing to areas outside the library that students have expectations of access, (Ex, ACR, Courtroom, Clinics, Career Services, etc.).

Response: If a security person is on duty they may be able to help, other wise we can offer no further help.

 

Situation: Flooding in any area, and cause cannot be determined whether outside source or pipes.

Response: Call fire dept. through 911

 

Situation: Dangerous situation such as fallen limb, wires, etc.

Response: Call fire dept. through 911.

 

Situation: Power outage.

Response: Use your cell phone to call Concord Electric. If out for sustained time have everyone leave and close the library.

 

Situation: Fire alarm sounds with no prior warning, such as a test.

Response: Clear the library. If patron refuses to leave take their name and turn it in to the Vice Dean.

 

Situation: Emergency situation when a handicapped patron needs help getting down from second or third floor. Elevator cannot be used in fire or power outage.

Response: Inform fire dept. of problem and they will handle it.

 

Situation: Severe weather warning or condition.

Response: We may close the library after clearing it of patrons.

 

Situation: Patron is in non functioning elevator and cannot get out.

Response: Call the fire dept. through 911.

 

Situation: Flooding or leaks obviously from pipes.

Response: Call plumbing co. on phone list.

 

Situation: Heating or cooling situation so severe that area is not usable.

Response: Call number on phone list for heating, etc.

 

Situation: Electrical equipment smoking, hot, or smelling as if hot.

Response: Unplug from electricity and take item outside the building.

 

Situation: Police arrive in building and want access to locked areas outside the library.

Response: Call security people if they are on duty. Call Vice Dean.

 

Situation: Students or other patrons refuse to leave the library at closing time, or any time the library closes for any reason.

Response: Take names for the Vice Dean. Call the police if they absolutely will not leave.

 

Situation: Group or individual who wish to use part of the building ask for help gaining access, using A/V equip., etc. and no information or prior arrangements were made with the library.

Response: We have no authority to offer equipment or access. Call Vice Dean if the group or individual causes a further problem.

 

Print and fill out an incident report for any problems that occur:

UNH School of Law Library

INCIDENT REPORT

Date of incident: _________________ Time:________

Person Reporting Incident: ______________________

Librarian on duty_______________________________

Reported Incident Type

* Theft *Illness/Injury * Assault *Vandalism

* Maintenance * Alarm Problem * Problem Patron

* Other_______________________________________

Brief Description of Incident and location:

Follow-up Actions:

>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>
As soon as it is safe to do so, also notify one of the librarians whose numbers are on a list at the desk and above in this document.

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Problems with Copy/Printing Cards and Photocopiers

Here are some instructions to solve many of the more common problems. There is an "art" to removing paper jams from the photocopiers. Sometimes after removing the jam you have to turn off the machine to clear the screen. When all else fails you may need to have the patron come back during regular business hours and talk to Kathy Fletcher or Computer Services: Mark Gosselin, Paul LaClair. Many patrons will be frustrated with the situation but you should try to remain calm and polite at all times.

DO NOT CALL FOR SERVICE ON ANY MACHINE. Ask a staff member to call.

Stuck money? See someone in Computer Services or Kathy Fletcher in the library If all are unavailable you might try unplugging and plugging the machine back in. The card should come out. The most common reason bills become stuck is because they are torn or wrinkled.

Lost Money? Money for refunds cannot be done in the library. Ask the patron to see someone someone in Computer Services or, send an e-mail to Kathy Fletcher with the patron's information and she will contact the appropriate Computer Services person.

DO NOT TRY TO PICK OUT COINS OR CASH WITH ANYTHING----YOU WILL ONLY SUCCEED IN CAUSING A SCRATCH OR GOUGE OR, WORSE, DAMAGE THE TRACK INSIDE THE UNIT. OR, YOU COULD TOUCH THAT LITTLE ELECTRICAL THINGIE INSIDE AND...DIE!!! (And there is NO dying on the desk.) ;-}

Invalid Cards? An invalid card is one that has lost all of the information on it. It could have been stored in a wallet next to another card with a magnetic strip or zapped with static electricity. Ask the patron to see someone in Computer Services. If the person is an attorney member they may contact Kathy Fletcher.

Paper and Toner? You should know how to fill the paper trays and add toner. The paper is stored underneath the card catalog computers.  Toner is stored in the closet behind the Circ Desk. If you do not, see Kathy.

Copier Function? You should learn how to operate all the functions on the copiers. Please spend a few minutes checking them out. Both copiers are the same.

 

 

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Photocopying/printing system

Your ID is also your copy card. However, if you buy a second copy card please add your name to the back. Print neatly so it can be returned to you if lost. Those who add a phone number with their name will be called if their card is found.

Important: If cards or IDs are found they must be returned to the owner, or given to a staff member for safe keeping until they can be returned to the owner. To knowingly use a card issued to or bought by another without authorization is theft.

Instructions if you wish to buy/add credit to your existing card or ID

Buying a card can be done only on the second floor of the library: To buy a card, insert $1.00 in the vend box on the wall to receive a card.

To add money, swipe the card or ID in the box on the wall. Add cash.

Photocopying: Card, ID, coins, or bills, may be used to copy on the second floor of the library near the circulation desk. Only cards can be used with the copier on the first floor.

Printing: Only cards or IDs (not cash or coins) can be used forprinting. When you print from a computer you will be asked to choose an ID and job name. Both are for a one time use. Proceed to any one of three print stations depending on where you are printing from: Library second or first floor copiers, or in the ACR. The monitors near the printers will ask you for the ID and then give a list of jobs you have waiting to print. Choose that one/s you wish to print and put your card in the little box next to the monitor that reads "READY." Select "PRINT" on the monitor. If you do not have enough money to copy the document you will get a message and will have to add money to your card to proceed. Printing will not proceed until a card with sufficient amount to process the job is inserted. You will have 24 hours after setting up a print job from your computer to retrieve it at a print station. After 24 hours the job will cease to exist. There are no changes to Westlaw and Lexis printing.

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Smart Notes and Research Guides on the web at:http://www.fplc.edu/library/pubs

These give quick information on various subjects. They are kept in the wood holder near the reference/help desk. Acquaint yourself with them, as they can be quite helpful.

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Collecting Overdue Fines

Overdue fines are $ .50 (fifty cents) a day for general collection treatises, $.50 (fifty cents) an hour for three hour reserves, four hour study room key use, and for 24 and 48 hour reserve material. There is a charge for each day/hour the library is open. Give them a receipt only if requested and place the money in an envelope with the person's name, amount paid, and the date. Do this even if you note the fine paid in the computer. I Must also keep a paper record.Leave the envelope on Kathy's desk or put it under the office door. Do not leave money at the desk. If they cannot pay at the moment the computer will hold this information and they will be billed later when the overdue and fine statements are printed.

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Answering the Phone

Please answer the desk phone with "Library desk (or Law Library), [your name] speaking." To transfer a call press "Transfer" button once and then press the extension number desired. You may stay on the line until the person answers, say that you are transferring a call and hang up, or you may hang up as soon as you hear their extension ringing. If they do not pick up after 3-4 rings, or are already on the phone, the caller will get a "voice mailbox."

Messages for librarians should be left on or under their door or put on their desk. Please do not leave them on top of the circulation desk because they have a tendency to get lost. Remember to take full, complete, and legible messages.

Messages for attorneys may be left at the front edge of the desk. We have no paging system and cannot go out to look for people except in cases of emergency. In the case of such an emergency you may do this if you find someone to watch the desk while you are gone.

Dial "8" for an outside line.

See Using theMultifunction phonefor more info on the desk phone.

 

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New Reserve Materials

If a someone brings in material to be put on reserve please do not put it on reserve until Kathy, the Public Services Librarian, processes it with a barcode and enters it into the automated system. Material brought in must be put under the supervisor's door, in her mail folder, or left in a place determined. There have been cases when material was given to a desk worker and put on reserve without the consent or desire of the instructor. The material could be incorrect or misleading, and usually lost. Please note the name of the person who brought in the material. If bound books or other items to be shelved are brought to you for reserve, please put a note on it as to who gave it to you and for which class. Leave it for Kathy.

NOTE: Sample exam answers do not go in the file. If you receive a copy of a sample answer place it on the Public Services Librarian's desk or under the door. It is also determined if the instructor really wants it made available, and that the sample answers are correct. They can be only processed by the Public Services Librarian, and only after the professor is contacted.Incorrect exam answers were made available to students in the past by unauthorized people. Tsk tsk!

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Maintaining a Quiet and Professional Atmosphere

Remember that a Library Assistant's job requires them to maintain the correct atmosphere for a library. To succeed you need to start by being a good example. You should discourage student gatherings around the circulation desk. Sometimes upholding this policy will require taking action against fellow students.

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Library Policy for Faculty Assistants

The library staff will do everything possible to provide FAs (Faculty Assistants) the same level of support provided to faculty.

Circulation

Faculty Assistants may check out any library materials needed for faculty research. They will be provided with an RA borrowing card that they must use. The materials will be checked out in the name of the faculty member, and faculty borrowing privileges will apply.

Photocopying

Faculty assistants may remove library materials for the purpose of photocopying on the faculty copier outside the library.

Interlibrary Loan

Materials requested on interlibrary loan by faculty assistants will be requested in the name of the faculty member since this often generates priority treatment by lending libraries.

Reference Assistance

At the beginning of spring, summer and fall semesters, the reference staff will conduct a training class for all faculty assistants for the purpose of introducing them to the library's services and on-line resources. Additionally, since each faculty member is assigned a librarian liaison, liaisons will work with their faculty members' faculty assistants to provide individualized direction on research projects.

Dedicated Library Space

Due to the general shortage of carrels and group study rooms, the Library cannot provide dedicated space for faculty research assistants.

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Using the Desk Multi Button Phone

Calling an extension: dial the 4 digit number.

Making an outside call: dial "8" and the number.

Putting a caller on hold: press "hold" key once, hang up. When you pick up the receiver you will be back with your party. (Note: do not use the "hold" key to transfer a call. It won't work.

Transferring a call: press the "Transfer" key, dial the 4 digit extension number, and hang up. The caller will be connected to the extension.

If the caller asks to leave a voice message on any other extension: press "Transfer", dial the extension and hang up. You may wish to tell the caller that they will be asked to leave a message after 3-4 rings. The desk phone has no voice mailbox.

When the main school switchboard is closed: on weekends, daily before 8:30 a.m. and after 5:00 p.m. all calls come to the library desk.

There should be no personal calls and the phone not should not be used by others. Ask them to use pay phones on the first floor.

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Library Phone List

Lisa Bonenfant .......................................................... 1133

Jon Cavicchi .............................................................. 1139

Melanie Cornell ......................................................... 1135

Kathy Fletcher ........................................................... 1131

Judy Gire ................................................................... 1129

Kathie Goodwin.......................................................... 1206

Tom Hemstock ............................................................ 1199

Cindy Landau ............................................................. 1132

Bonnie Morrison ......................................................... 1201

Sally Oliver ................................................................. 1159

Barry Shanks .............................................................. 1193

Sharon Warga ............................................................ 1138

Online Training Room ................................................ 1136

Kenison Room ............................................................ 1194

IP student work room ................................................. 1210

Library Fax ............................................... 603 228-0388

Complete UNH School of Law phone list is kept on the circulation desk by the phone in a stand up plastic frame, with emergency numbers on the back.

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