Lost and Found Items
When an item is brought to the Circulation desk, the first thing you need to do is enter it in the Lost and Found binder. Try to locate any information possible as to who the item belongs to. If it as a USB memory stick, discretely browse through any files to try to ascertain the owner's identity.
Remember, our patrons' privacy is of utmost importance!
Remember, our patrons' privacy is of utmost importance!
- There are three sections to this binder: Lost and Found Items, Lost and Found Books and Items Sent to Security.
- Each section has a sheet to record items found:
- First, record the date the item was turned in.
- In the ‘Item/Location Found’ field, a detailed description of the item is required.
- For example, do not just record the item as a USB drive. More details are required to ensure the correct item is being claimed by the right patron. If the item is not claimed by the owner, the correct details are required before the item is sent to Security. These steps are very important. The best description for a USB stick could be, for example: a black, Sony, 2GB USB (on a key ring?).
- Record where the item was found.
- For instance, in the women’s washroom on the second floor or in the Reference room. This information helps us to ensure we turn over items to the rightful owner.
- When a USB drive is turned in, a supervising staff member will discreetly view the files contained on the drive to determine if the identity of the owner can be ascertained. Confidentiality is of utmost importance.
- The staff member who receives the lost item is required to initial the ‘Received by’ field. The information is helpful, if future questions arise.
- If you can determine whom the item belongs to, record the patron’s name and contact information in the 'Owner's Name' and 'Contact' fields. Contact information can be obtained from ALEPH, and may be either a phone number or an email address.
- The next field will have a record of the date of when the patron was contacted.
A duplicate slip is filled out with identical information to what was entered in the binder. Larger items can be placed in the bin, with the slip attached. Smaller items can be placed in a small baggie, with the slip, and put in the locked Lost and Found Valuables drawer at the Circulation desk.
If an electronic item is turned in to us - phones, laptops, computers, scientific calculators or anything seemingly expensive - log the item in the Lost and Found binder, write up a duplicate slip and take the item, along with the slip, directly to the Security desk (or as soon as your desk shift is done). It will be up to the staff member accepting the item to get it to Security (Access Services Staff, not Reference).
Please Note: We will still hang on to wallets, ID cards, USB sticks, jewelry and such items. These items are to be kept in the locked Lost and Found drawer.
If the item is claimed, the patron must fill out the 'If Claimed' section of the binder sheet. We need to have a record of who claimed the item, if any discrepancies arise. When claiming an item, we require the person show either a Student ID (Dal, Grammar, etc) or, for non-students, a government issued photo ID. This step is also important when preparing to send items to Security, so time is not wasted looking for something that has been returned to its owner.
Retention:
- 'Valuables' are taken to Security Lost and Found ASAP; as soon as your shift is finished.
- 'Unclaimed Clothing' is taken to the on-campus Diabetes bin once a week.
- 'Not-So-Valuables' are taken to Security Lost and Found once a week. The date is recorded in the 'Date Sent to Security' field, in the Binder. When an entire page of recorded items have been sent to Security, the page is moved to the 'Sent to Security' section of the binder. We retain these sheets for a full semester, plus one month.
Personal books that are turned in are recorded in a similar fashion, with the exception that these items are entered in the 'Book' section of the binder.
- As these books stay with us rather than being sent to Security's Lost and Found, it is easier to locate a Lost book if it is recorded in a separate section.
- The book section could have books turned in several months prior, rather than in the previous week. This method saves flipping through endless pages of recorded items.
- Any personal books turned in are logged in the binder and placed on the bookcase in the back office Circulation area.
- Remember, don't tape the duplicate slip to the book. Use an elastic and tape the slip to the elastic.
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