Circulation Procedures for Staff: Opening and Closing

Monday – Friday bring the bundles of New York Times in from the back landing.       

          On Sunday buy the New York Times and Observer Dispatch.

• Unlock the delivery door Monday – Friday, using the same key that got you into the library (a turn to the left opens and unlocks at the same time). Leave the door locked on the weekends.
• Bring in the cart of New York Times Monday – Friday.
• Turn on the red light switches at the back door (L3, L4, L5, L6, P5, and P6).
• Unlock the key cabinet. (combination on server LIB/Circulation/Procedures), and take out the carabiner key ring (#1).
• Unlock the cash tray drawer. Use the key for Lock # 497.
• Monday through Friday, deliver any Reserves Cash Payment envelopes to the Head of Circulation or the library administrative assistant.
• Unlock the elevator; use the “white” key. The notch goes to the right.
• Turn on the print stations and the 4 computers near the Information Desk.
• On the second floor, turn on the light in the Boehlert case and walk around to tidy tables/ chairs.
• Note the exit gate count. Have a student do this for you if your knees/ back are not up to the bending. Record the P count. If the A count is showing, wait for the cycle to advance.
• Unlock the doors. Check the butterfly lock on the outside of the door. Use your key to lock any that are unlocked. E-mail Betsy Caraco about any that are unlocked.
• Turn on the workstations at the counter and log in (Circ_desk and Abcd­_5678).

Please open 4 tabs at each circ counter workstation.

• WMS staffside (OCLC)
• Shifts (UC students' time clock)
• Banner Web main page (students' time sheet)
• ILL Circ (Illiad Web circulation page)
• Advance the due date stamp by the number of days since we were last open.
• Count the money and write the amount on the ledger page in the statistics 3 ring binder at the counter.
• Write the gate count on the gate page in the statistics 3 ring binder at the counter.
• Return the carabiner key ring to the key cabinet.
• Put the New York Times papers at the counter Monday – Friday.
• On Monday, replace the New York Times subscription list. The new list is in the circ counter drawer closest to the distribution location.
• Date stamp one New York Times Monday – Friday; on Sunday stamp New York Times & Utica OD. Date stamp is on the table by the mailboxes.
• On Sunday, and weekdays when Tech Services staff are not here, fill out a newspaper check-in slip so serials can check them in: for New York Times: Title, Date, Volume and Number; for Utica OD: Title and Date. They are in the blue folder at the counter by the New York Times. Put on Lynn’s desk.
• Put papers on the current shelves and put the old ones on the holding shelves.
• Have students turn on all the computers on the first floor.
• Have students clean all the tables on the first and second floor.
• Once students have returned to the department, check the book drop for overnight returns. (carabiner key ring (#1)

How to close the library; takes 20 - 30 minutes.

• At 4:00, lock and close the delivery door. Use the key that gets you into the library. (A turn to the right locks it. Check the handle lever.)
• An hour before closing, have students “sweep” the library.
• Hour before closing check the exterior book drop. The key is on key set 1.
• Call Campus Safety 30 minutes before closing if you would like assistance closing.
• 30 minutes before closing, throw away “today from a week ago” New York Times subscription. Move “today” to the storage shelves.
• 20 minutes before closing, count the money in the cash tray and record on the daily ledger page of the statistics binder that is at the counter.
• 15 minutes before closing, take key set 1 from the key cabinet (the carabiner key ring) to the breaker box at the back door. Flash the red light switches; L3, L4, L5, L6. Put an empty book cart on the back landing for tomorrow’s New York Times subscription Sunday - Thursday.
• Lock the elevator open on the first floor. Use the “orange” key to open the elevator, and the “white” key to lock open. The notch goes on the top.
• Walk through the first floor to make sure everyone is out.
• Walk past the restrooms and group study rooms to make sure everyone is out. Turn off the TVs. Turn off the lights. Put trash cans outside the study rooms as you go if they are inside the rooms.
• Sunday through Thursday, move any Reserves Cash Payment envelopes to on top of the cash tray.
• Lock the front doors, close all but one.
• Go to the second floor to make sure everyone is out. Don’t forget to check the restrooms.
• Turn off the light in the Boehlert case.
• Turn off the lights in the Edmonds room.
• Come downstairs, and make sure everyone is out (check the restrooms and study rooms again).
• Close the last door.  
• Get the exit gate count. Have a student do this for you if your knees/ back are not up to the bending. Record the P count on the gate page of the statistics binder that is at the counter. If the A count is showing, wait for the cycle to advance.
• Lock the cash tray drawer. Use the key for Lock # 497.
• Shut down the workstations at the counter and turn off.
• Return the carabiner key ring to the key cabinet near the director’s office door, and lock it.
• Turn off the lights at the back door; L3, L4, L5, L6, P5, P6.
• Go home.