Academy of Art University
Library Intranet

Archive for June, 2011

Course Reserve Check-Out Issues

Tuesday, June 28th, 2011

I have noticed recently that course reserve books have been leaving the circulation desk without being checked out.  At times the student’s ID has been taken but the book wasn’t checked out to the patron, other times neither the ID was taken nor the book checked out.  Please know that this mistake has both serious workflow consequences and demonstrates poor customer service:

Customer Service:  Our patrons deserve excellent customer service – not checking out books is poor customer service.  Course reserve materials are heavily used, highly valued books.  When these items are unaccounted for we create unnecessary problems for our students.  We also create a bad impression of the library.

Work Flow: As having books properly checked out tracks which patron has what course reserve book and when it is due back, this oversight means someone must take the time to fix this mistake.  Additionally decisions about purchasing and placing items on Course Reserve are determined by the circulation activity of the item. Debra tracks this and works with Rose to ensure we are not purchasing titles that never circulate. Accurate circulation statistics for these items are very important.

Checking books in and out is one of the primary responsibilies of your job here in the Library. As such, we expect that you are able to consistently fulfill this responsibility.   Ask questions if you need help or are uncertain.  Take a break off the circ desk if you are feeling overwhelmed or need some time off. 

Over the course of the Summer Semester Debra, Hope, and I will be reviewing circulation procedures with all of you to ensure that everyone knows the basics. Please feel free to ask questions.  In addition, if you have any ideas on how to improve workflow or customer service, or any other aspect of the library, please share them with us.

Thank you for you attention to this important matter.




Picture Files!

Friday, June 24th, 2011

As it’s starting to be the time of year when the picture files are heavily used, I thought it would be a good time to go over the loan rules and policies for this particular collection.  In addition, it looks like a patron checked out the entire contents of a folder a few days ago which is strongly discouraged. The item cards for these pictures envelopes had an incorrect due date stamped as well. I emailed the patron with the correct due date and asked her to return the images she didn’t need from this heavily used file.

Here’s a few things to keep in mind:

  • The intention of the collection is for patrons to use primarily in the library.  If they need to check out pictures they can do so.  However, please don’t allow patrons to check out an entire folders worth. Ask them to go through and find the images they need, and just check those items out. Remember that scanning the images is also a great option.
  • Loan rules are as follows: total of 25 images per envelope, 7 envelopes per patron, 2 week check out.
  • Once the patron has found the images he or she needs, count the images, write the number in pen on BOTH the envelope and the item card, and stamp both with the appropriate due date.
  • There is now a “cheat sheet” for this at the circ desk for referral! Thanks to Sarah for creating this.

Thanks for your attention and diligence.  Although this is a small collection, it is heavily used and students rely upon it for many assignments.  Please ask questions if you have any! Thanks!