Opening and Closing the Library

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Opening and Closing the Library

• Opening Procedures
• Closing Procedures

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Opening procedures

• Circulation supervisors are responsible for
  managing the opening and closing of the library,
  and will unlock and lock the front doors. They
  may arrive a few minutes before opening time to
  begin getting the library ready for patrons, and
  are supposed to be the last people to leave the
  building at closing.
• However, there are many tasks involved in opening
  and closing the building, and supervisors will
  normally direct circulation workers to assist in
  the process. All circulation workers should be
  familiar with the steps involved so they will be
  prepared to help whenever working the first or
  last shift.
• Detailed procedures are prepared as separate
  laminated sheets to assist workers in the
  process.

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730 Mon.-Fri.
OPEN
830 Sat.

• The library normally opens at 730 a.m.
  Monday-Friday and at 830 am Saturday.
• SUPERVISORS should watch the clock, and BE SURE
  to UNLOCK the DOORS AT OPENING TIME.
•  NOTE The SATURDAY MORNING STUDENT SUPERVISOR
  should pick up the front door key from the safe
  in the circulation desk cabinet prior to Friday
  closing, so it will be possible to open on
  Saturday morning.

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Newspapers

• Gather any newspapers from the front steps or
  lawn and bring inside for processing after all
  the other opening tasks are completed.
• Monday-Friday there should be The Chicago
  Tribune, The Chicago Sun Times, The Daily Herald,
  USA Today, The New York Times, and The Wall
  Street Journal.
• Saturday newspapers are the same, except there is
  no USA Today.
• If any are missing, notify a supervisor to
  contact the serials assistant right away. There
  is only a brief window of time to report
  unreceived papers to the publisher.

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Lights

• Turn on all the lights. Light switches are
  located in the following places
• Main Floor Switches for the main overhead lights
  are located at the library entrance and the
  entrance into the Nicholas Wing.
• The switch for the recessed lighting in the
  lobby/Commons area is located by the central
  stairwell. Its the switch on the right. Press
  it down for on.
• Two switches for the café area are next to the
  glass wall near the main entrance.
• The switch for the gallery area lighting in the
  window-lined walkway near the elevator is near
  the floor under the pictures.
• Upstairs in Buswell The switches are by the main
  stairway door.
• Upstairs in Nicholas Switches are at the
  entrance to the long hallway and near the
  administrative office door in the south stairwell
  landing.
• Downstairs Light switches are by the main
  stairway door at the entrance to the Music
  Library in Nicholas.
• Another switch is near the music journal area on
  the wall at the corner.
• Light switches are next to the door in the
  restrooms on all floors.

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The light switch for this gallery hallway is
near the floor.
Light switches are also located here on the brick
wall for both Nicholas and Buswell wings. They
work the same lights as the ones near the front
entrance doors, and the south stairwell doors.
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equipment

• The computers and copiers/printers will either
  turn on automatically, or will be turned on by
  the student workers at the Information Desk.
•  
• Note that the laminator, typewriter , and
  microfilm/fiche machines and printer do NOT need
  to be turned on in the morning. If they have
  been in use by patrons during the day, they DO
  need to be turned OFF at closing.

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Circulation reserve

• Turn on the 4 Reserve/Circulation desk computers
  and login. At the Novell prompt make sure the
  Workstation only box is checked, and the login
  is student. Do not enter a password.
• Once logged in, select the Voyager Circ icon to
  open up the Circulation module. Enter circstu
  and password circtemp to login.
• Take any returned materials out of the overnight
  bookdrop bin, check them in, and put them in
  their proper places for shelving.
• THE SUPERVISOR should put 100 in the cash
  register and turn it on.

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• The final opening task is to process the
  newspapers. Detailed instructions are provided
  on a separate sheet, and a supervisor will
  provide individual instruction on the proper way
  to do this.
• Please pay particular attention to finding and
  anchoring the single sheets so they do not fall
  out, and to handling the various inserts and
  advertising items properly, as some are retained
  and some are discarded. Note that the Classified
  sections are considered part of the paper and do
  get hung on the poles.
• Newspapers should be processed and hanging on the
  poles in the café within 1 hour of opening time.

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closing procedures

• The library normally closes at 1200 midnight
  Monday-Thursday and at 1000 pm Friday and
  Saturday.
• Normally, closing procedures begin about an hour
  or so before the library closes, when workers
  should begin to push in chairs and clean off
  study carrels.
• About 15-20 minutes before closing, the closing
  bell should be rung several times, and patrons
  should be alerted to finish up their work and
  prepare to leave.

1200 midnight Mon.-Thurs.
CLOSE
1000 p.m. Fri. Sat.
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Closing goals

• The primary goals of closing procedures are
• To make sure the library is tidy and ready for
  business the next morning.
• To make sure all equipment is turned off.
• To make sure all library items are checked in and
  put in appropriate places.
• To make sure the money is put away properly.
• To make sure the lights are off.
• To make sure no one is left in the building!!!
• To make sure the doors are locked!

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Closing crew cooperation

• The student supervisor is specifically
  responsible for certain tasks at Circulation, but
  other closing workers are primarily responsible
  for the work to be done around the building.
  Closing is a cooperative effort of the crew
  working the last hour to make sure everything is
  done properly.
• Usually, the student supervisor remains at
  Circulation to man the desks and assist patrons
  with last minute checkouts while doing closing
  tasks within the department.
• Meanwhile, detailed closing guides covering the
  tasks appropriate for each area of the library
  are available for evening workers. There are 2
  guide lists, one for each supporting worker.
• If you are a part of the closing crew, please
  follow the guides carefully and make certain all
  the tasks are done and no one is left in the
  building. 

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•  
• As you are going about your closing tasks, be
  polite with patrons, giving them personal advance
  notice of closing, and nicely encouraging them to
  finish up and leave on time. For example, say to
  each individual The library will be closing in
  about 20 minutes.
• Be a bit flexible in helping them at the last
  minute, if necessary, for the sake of good
  service and positive public relations. However,
  if anyone refuses to leave, the student
  supervisor should contact Public Safety for
  assistance (x5911).
•  

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• It is particularly and vitally important for
  building security and patron safety reasons to be
  absolutely certain all patrons have left the
  building before circulation workers leave.
• Check the carrels, stairwells, study rooms,
  restrooms, between ranges of the stacks, etc.!!!
• When circ workers leave, it is also absolutely
  vital for the supervisor to test the inner front
  doors to make certain they are locked and cant
  be opened from the vestibule.
•  The outer front doors should NOT be locked, as
  people SHOULD have open access to the vestibule
  to use the phone and book return. 

Lock the 4 inner front doors.
Turn off the light switches for Buswell as you
leave.
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• Opening and Closing Questions
• Which of the following tasks must be done when
  opening the library? (write all letters that
  apply)
• a. unlock the inner front doors
• b. pick up and process the daily newspapers
• c. turn on all the lights
• d. turn on all the machines
• e. check in items returned in the vestibule book
  drop
• f. login to all 4 Circulation terminals and get
  Voyager functioning
• g. put cash in the register
• h. check the supplies of forms in the drawers
• i. check to make sure there are enough napkins
  and cup lids in the café
• j. make sure single newspaper pages are anchored
  so they dont fall off the poles
• 2. Which of the following tasks must be done when
  closing the library? (write all letters that
  apply)
• a. push in chairs and clear off study tables and
  carrels
• b. turn off all the equipment in the music
  library
• c. check restrooms, study rooms, stairways, etc.,
  to make sure all patrons have left the
• building