2011

Created April 1, 2011

Library Assistant Handout

Logging I nto Millennium a) Double click the Millennium Shortcut Icon on the desktop and sign in as follows. Enter campus username and password which are the same:

b) You will also need your own initials and password to perform certain functions in Millennium. Check with Gwen to obtain that authorization. Remember DO NOT share your personal password.

Check Out Procedures a) Verify you are at the correct icon “circulation desk” and that the cursor is flashing in the white box under Key or Scan Patron Barcode.

b) Scan patron’s barcode (13 digits) on back of employee/school ID to bring up their record in Millennium. If they do not have an official school ID; use their personal ID and type “n” and then their last name, first name. Example: nDoe, Jane

c) Verify that you have the correct patron record visible with patron; then you can check out the item by scanning the item barcode. If patron used their personal ID or driver’s license and the address in the system is different from their ID, verify which address is correct. If address in Millennium is incorrect click on the Edit icon and change the address. NOTE: Follow 3M instructions posted at circulation desk for checking in and out materials for the Library security system.

d) DO NOT check out an item if the patron record is: Expired – “EXP DATE” will show in red Blocked – Pop-up Window will alert you Overdue – “Checked-out tab will show in red READ ALL THE MESSAGES. ASK QUESTIONS IF YOU ARE NOT SURE

e) Place a current date stamped date due card in the book pocket in the back of the book. If book has a CD, ask the student if he or she wants to check it out. If so, retrieve the CD from the

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CAMPUS Username/PasswordNorthline nlmilcir

Codwell cwmilcirPinemont pmmilcir

CD case located on reserve shelf (Applies to Northline Only). Other campuses should insure the CD is in the book prior to checking out and checking in. f) Students may have ONLY a total of five items checked out and faculty/staff a total of nine items checked out. g) RESERVE ITEMS: Remind students at checkout time that the item must stay in the library and limited to 2 hours use. Remember to keep their ID’s while they use the material. h) REFERENCE BOOKS: For use in the library ONLY. DO NOT CHECK OUT i) DVDs/VHS tapes: Make sure the DVD is in the case before checking out. Students can only watch DVDs/VHS tapes in the library. However, staff and faculty can check out DVDs/VHS tapes. NOTE: Follow 3M instructions posted at circulation desk for checking in and out DVDs and VHS tapes to Faculty and Staff for the Library security system.

j) EQUIPMENT: Before checking equipment out to Faculty and Staff, make sure a laptop has the power cord. Make sure a PC projector has a power cord and the cable to connect the projector to the computer. All remotes have barcodes and should be checked out as well (Applies to Northline Only). Carts need to be checked out along with TV/DVD Combos.

Check I n Procedures a) Verify you are at the correct icon “Check- in” and that the cursor is blinking in white box under Key or Scan Item Barcode. Pay attention to any pop-up messages. For equipment you need to click “okay”. You cannot just hit enter. For books with CDs, make sure the CD is in the book. When checking in a VHS tape or CD you must open the case to check for item inside before shelving. NOTE: Follow 3M instructions posted at circulation desk for checking in resources and enabling security tattle tapes prior to shelving books.

REMEMBER: All date due cards are to be removed from the books once they are checked in.

b) IN TRANSIT MESSAGE: When you check in items that belong to another campus make sure you select “Set Status in TRANSIT; check-in” option. Click “yes” to print the transit slip. Place transit slip in the item and then mark the location where the item is to be returned on the transit slip or a delivery slip. Then place item in the delivery box. Remember also that when your Library’s books are returned, they need to be checked in again by scanning item barcode. NOTE: Follow 3M instructions for returning books to other locations.

c) OVERDUE ITEMS: Pay attention when checking in an item and it shows an overdue message. Example: 65 days If an item is two weeks overdue it means that patron is on hold in People Soft as well as a blocked in Millennium message. Angela Secrest has added automatic reminders

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to Millennium based on overdue dates. IMPORTANT: Make a note of the patron’s name and check for a block in patron’s record. If blocked, click edit icon and put in your initials and password. Unblock the record by clicking on BLOCKED and selecting UNBLOCKED. After you have carefully removed the block in Millennium give the patron’s name to the staff member responsible for releasing holds in People Soft.

d) DVDs: Before you check in a DVD make sure the DVD is in the case. NOTE: Follow 3M instructions posted at circulation desk for checking in video equipment.

e) EQUIPMENT: Check for remotes and power cords when checking in laptops, TV/DVD, projectors, etc.

e) OVERDUE RESERVE BOOKS: A fine of $1.00 a day is to be charged to student who does not return Reserve Books on time and takes the book out of the library for their own personal use.

Deliverya) All barcoded items that come in the delivery bin need to be checked in. NOTE: Follow 3M instructions posted at circulation desk for checking in resources and enabling or disabling security tattle tapes.

b) Requested books from other campuses that are going on your hold shelf MUST be checked in as well. If you don’t check in these books/items they remain “in transit “in Millennium which might create a problem since there is no way of telling if the book is lost or on the Library hold shelf. NOTE: Follow 3M instructions posted at circulation desk for checking in resources and enabling or disabling security tattle tapes.

Renewalsa) You may renew an item within three days before or after the due date in Millennium. Pull up patron’s record and click the checked out tab. Place a check in the box for the item the patron would like to renew. Then click renew option.

b) The renewal period is for two weeks following the original due date of the item.

c) You cannot renew an item if there is a hold on the item. NOTE: A pop-up window will give you that information.

d) Students may not have more than 5 items checked out at one time.

e) You may not renew interlibrary loan items. NOTE: Only Raul Martinez at Library Services can do this.

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General Instructionsa) Library Daily Statistics Log - Always read and record the count meter on the 3M Security Gate every morning and post on the Circulation Statistics Log (Applies to Northline).

b) Remember to mark the log when you perform one of the procedures listed on daily sheet. These weekly figures are used to compile the Monthly Library Statistics Report.

c) Copiers/Printers

1. Always check paper drawers in each copier every morning and at the end of the day to ensure paper trays remain filled.

2. If computer in the copier room logs off, all you will need to do is insert the following (Northline only): Username: hccs Password: student

d) Cell Phone - Cell phone use is prohibited in the library

e) Housekeeping - Keep keyboard and circulation desk area clean and dusted as needed. Everyone should share this responsibility to ensure we keep a safe and clean work environment.

f) Lost and Found -Turn in valuable items such as wallets, purses, student textbooks, laptops, etc. to the Campus Police. You may contact them at 713-718-8888.

g) Scantron - Scantrons are sold in each Library for 25 cents each. Keep scantron money separate from daily money. NOTE: Check supply and reorder needed Scantrons before finals.

h) Food/drinks - No eating or drinking at Circulation Desk.

i) Circulation Desk Computers

1. Absolutely, no headphone listening is allowed at Circulation Desk.

2. Absolutely, no emailing, listening to music, downloading music, or playing games on Circulation Desk Computers.

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