Access Services Manual
Home
Important Phone Numbers
Emergencies
Campus Security
Fire
A threatening person
Theft
A medical emergency
First-aid kit
Power outage
Important Phone Numbers (EM)
>
Other campus numbers
Staff Office Desk Numbers
Introduction to the manual
Novanet
Library hours
General library policies
Confidentiality (Gen)
Noise and quiet zones
Food and beverages
Cell phone use
Patron and staff expectations
Borrowing policies
Who can borrow
Borrowing practices
Basic rules
Confidentiality (Bor)
General guidelines for student assistants
Calling for back-up
Referral to other library or university department
Dealing with difficult patrons
When to call your supervisor
Telephone etiquette
Transferring a telephone call
Computer basics
The Online Public Access Catalogue (OPAC)
>
Searching the OPAC through the library web page
Advanced search
Overview of the Aleph circulation module
Document Delivery introduction
Accessing Banner (Basics)
>
Registration Query: Regular Students
Registration Query: TESL Students
Searching for an 'A' number
Address search
Access Services Blog
>
Access Services calendar
Daily desk schedule
Creating a Departmental Link
Opening the library
Opening the Circulation area
>
Preparing the computers
Preparing the cash
Backdating bookdrop contents
Reference Newspapers
Periodical return statistics
Laptops (Open)
Other opening duties
Patron information
New students
>
Verifying registration through Banner
Teaching English as a Second Language (TESL) Students
Creating a record in Aleph
Privileges for students
Returning patron: Updating an existing record
Other ID cards
>
Replacement cards
Faculty and staff IDs
Associated Borrower card
BARA
CURBA/CAUL-CBUA
>
What is CURBA?
What is CAUL/CBUA?
How to make an ASIN card
Atlantic School of Theology cards
International Baccalaureate
Security cards
Departmental cards
Residence cards
Making a University ID
>
Getting started (ID)
Other types of Cards
>
Residence card
Troubleshooting: ID program
Troubleshooting: ID equipment
>
Replacing a ribbon
Wiring the printer
Wiring the camera
Global blocks and notes
Local blocks and notes
Circulation procedures
Check-out
>
Books (C-O)
Non-SMU items or non-SMU patrons
Changing the workstation identifier (C-O)
Important notes for assigning status
Barcoded periodicals (c-O)
Un-barcoded periodicals (C-O)
Government documents (barcoded) (C-O)
Government documents (unbarcoded)(co)
Requested items (co)
>
Holds(co)
Viewing hold requests(co)
Assigning local privileges
Novanet Express (co)
Interlibrary loan (co)
Item with a second hold pending (co)
Reserve readings (co)
24-Hour hold shelf (co)
Videos and DVDs (co)
New books (co)
Printing a patron's item list (co)
Troubleshooting in Check-out
>
Relais in Transit
Searches (co)
>
When to request a search
Filling out a search request slip
Processing a search request slip
Patron claims returned
>
Processing the Claims Returned form
Status checks
>
The form
End processing
Conversion on the fly (item not in system)(co)
>
Processing COF items
Items in storage at AST
System down forms
Off-line Circulation
>
Accessing the off-line Circulation module
When Aleph is back up
Check-in
>
Books(ci)
Barcoded periodicals (ci)
Unbarcoded periodicals(ci)
Requested items (ci)
>
Holds (ci)
Novanet Express(ci)
Interlibrary loan (ci)
Reserve readings (ci)
BARA
>
BARA Items Returned in SMU Bookdrop
>
Packaging
Canada Post Shipping Tool
SMU Items Returned at Other Libraries
Packaged BARA Items Returned to SMU
Conversion on the fly (ci)
Not in System (ci)
New books (ci)
Videos and DVDs (ci)
Items for repair (ci)
Book truck procedures
Books from other libraries
When the System is Down
Making up book trucks and double discharging
Override date (ci)
Laptops
>
Laptop check-out
Important points to tell the patron
Laptop check-in
Laptop Renewals
Laptop borrowing agreement
Renewals
>
Staff renewals
Online Renewals
Reserved material (renew)
Un-barcoded periodical (renew)
Services offered
Cash register operation
>
Keyboard layout
General procedure for item entries
Payment by budget line
Refunds
Correcting errors (cash)
Setting the time and date
Setting the Tax (HST) rate
Maintenance
>
Inserting paper rolls (cash)
Removing paper rolls
Removing a paper jam
Replacing the ink roller
Refill the logo ink
Opening the till drawer by hand
Calling for service
Using the Debit machine
>
Moneris POS terminal (debit machine)
Credit Card Payments Over the Phone
Correcting errors
Supervisor functions
Printing a transaction list
Printing reports and closing daily batch
Replacing the paper roll (deb)
Bank deposit
>
Daily sales/deposit form
Deposit slip
Putting it all together
Financial Services
US Deposits
Fine payments and book replacement
>
Procedure (FP)
>
Full payment
Partial payment
Paying for lost books
Books belonging to other Novanet libraries
Waiving fines
Food For Fines
>
Adding a donation block
Clearing fines in Aleph
Tracking the information
Print credits and Library prints
>
Print credits
>
Applying credits
Cost sheets
Troubleshooting (PC)
Library prints
Fax machine
>
Fees (FAX)
Request form and cover letter
Preparing documents
How to dial a fax number
Problems and error reports
Manual Transmissions
Receiving faxes
Making copies (FAX)
Activity reports
Important Things You Will Need to Know
Photocopiers
>
Coin box/Card reader
Inside the coin box/card reader
Paper trays
Toner
The Copier 'Proper'
Using the feeder
Double-sided copying
Overheads/transparencies
Paper jams
Microfilm/Microfiche
>
Logging In to the Computer (micro-f)
Getting Started (micro-f)
Improving the Image
Study rooms
>
Guidelines
Study Room Policy
Study Room Bookings (Patron)
>
To 'Claim' a Study Room
Study Room Bookings (Staff)
>
Booking in Aleph
Cancellation of a Booking
Processing Reserves
Getting an item from another institution
Getting started (RES)
Adding a 'Prof Copy' to Reserves
Removing Novanet Material from Reserves
Removing a 'Prof Copy' from Reserves
Creating a course list for the binder
Holds and Recalls
Holds (H&R)
>
Creating Holds in the OPAC
Verifying online Holds
Creating Holds in Aleph
Verifying Holds in Aleph
Recalls
>
Placing a Recall request
Processing a Recall request
Recalls for Reserve materials
Conflicting due dates
Overdue Holds and Recalls
Processing a received Hold/Recall
Removing a Hold
Overdue items
For regular loans
Five reasons for Administrative blocks
Other types of fine situations
Loan reports
>
How to produce a loan report
Producing a Report for Modifying
Working with the Report
Finding a price and adding it to the Cataloguing record
Printed notices
>
Dealing with notices and returned mail
Overdues for unbarcoded periodicals
>
Preparing Notices - First Overdue Notice
Preparing Notices - Second Overdue Notice
Preparing Notices - Final letter
Finding and adding replacement costs
Access Services Email Account
>
Handling messages
>
Folders - Access Services
Folders - BARA
Folders - Holds
Folders - IDs
Stacks maintenance
General (SM)
>
Call numbers
Shelving books
Shelving periodicals
Stacks assignments
Status checking new books
Book repair
>
Getting started (REP)
Most common repairs
>
Tipping in loose pages
Replacing damaged or missing pages
Tightening hinges
Repairing spine damage
Reparing corners
Options other than repairing
Relabelling books
>
Changing the item status
Relabelling from the stacks
>
Creating and Formatting New Labels
Printing, Affixing and Verifying Labels
Recording work on the sheet
Journal barcoding
Finding a title (JB)
Adding items
Duplicating a record
Problems you may encounter
Registrar's list
Finding out who owes $10 or more
Adding blocks in Banner
Adding information in Banner
>
Adding a memo
Adding a hold (block)
Processing student payments
Removing blocks in Banner
Payments Made at Student Accounts
Troubleshooting (RegL)
Clearing fines under $10
Clearing old fines in Aleph
University Archives
Photocopy requests (Arc)
Archival/Special Collections request
Accessing the Archives after hours
After hours thesis pickup
Lost and found
Lost and found items
Lost IDs
Closing the library
General information (Clos)
Procedure (Clos)
>
One hour before closing
20 minutes to closing
On the hour
Cash closing procedure
>
Counting the cash
Closing the cash register
Closing the debit machine
Final steps
Closing Checklist
Videos and DVDs
When a video or DVD has been returned, the process is the same as checking in a book belonging to the General Collection:
The item is scanned in Aleph.
DVDs are sensitized, while VHS tapes are not.
DVDs and VHS movies are interfiled on the re-shelving bookcases at Circulation, and will be re-shelved upstairs in the General Collection.
Back to
Circulation Procedures