GENERAL RESPONSIBILITIES

1. Acknowledge and greet every patron entering the library in a friendly manner. Provide general library service and campus information. Direct patrons to the appropriate library departments as needed.

2. Check out library materials. Check in returned materials. Sort library materials as they are returned; take full trucks to the Mullins Help Desk. Helping to ensure all items are returned to its proper location.

3. Record statistics (directional questions, reference questions, alarm gates, etc.) as needed using the LibInsight program.

4. Ensure that appropriate supplies and library handouts are available at the service desks.

5. Enforce library regulations regarding noise, food, tobacco use, etc. Prevent patrons from entering the library with unapproved food or beverage containers. Refer patrons as needed to the regulations posted throughout the library.

6. Use library procedures to handle emergencies such as fires and accidents.Report emergencies to an appropriate staff member.

7. Report all events and situations of a non-routine nature to the Department Head, Stacks Manager, Facilities Manager or the User Services Desk Supervisor. When needed, record in the appropriate program using LibInsight, Report a Problem / Request Assistance or the Incident Report form.

Hello everybody,

Starting August 1^st, 2017, University Libraries is switching over from Desk Tracker to LibInsights for recording data like reference and directional questions, instructional sessions, guest logins, etc.  While initially the forms in LibInsigths mirror what has been set up in Desk Tracker, some of the input and output functionality is much more robust in LibInsights.

For the quick-start guide, please watch the 6:30min video below:

​If the video does not play, try link here.

For Selectors / Research and Instruction:
If you had an account in Desk Tracker, you should have an account in LibInsights (Inform Kathleen Lehman if you don’t!)  If you never had a Desk Tracker account, but think, “I’d like to track data in LibInsights,” let Kathleen know. We can create way more forms (unlimited, in fact), so if there is something you’d like to track that doesn’t have a dataset yet, Kathleen know.   

For those of you who pull statistics from Desk Tracker, we will have those accounts until October, so you’ve got some time to pull out whatever data you want to have/keep. Obviously, at the very least, you’ll need to pull the stats from July to have for FY18 reporting.

If anyone has questions about all this, please contact the User Experience Librarian.

Kathleen
Head of User Services
kalehman@uark.edu
(479) 575-7048

Thank you for your flexibility (and your sense of adventure )!

Opening Procedures:

1. Enter the building from the West end and re-lock the door behind you.
2. Disarm alarm before entering the main lobby of Mullins (Not currently active)
   1. Alarm: New information to come after phase two renovation.
3. Turn on the lights located behind the Help Desk.
   1. Press and hold the ON button while turning the knob to turn on the main lights
   2. Press the switches upward to turn the remaining lights on. The switches will return to their original position.
4. Unlock the two doors leading to the User Services workroom area.
   1. Doors #215 (next to the night/weekend supervisors’ offices) and the adjacent door (next to light switches).
5. Take the keys needed from the Key Box in the back of the User Services workroom.
   1. Keys: 25 (building master), 27(file drawers), Allen wrench (for exit doors).
   2. Be sure to relock the key cabinet.
6. Unlock both doors from the User Services workroom leading to Content and Digital Initiatives (CDI).
7. Unlatch side door leading from User Services to the main lobby.
8. Use key 27 to unlock the User Services file cabinets (Drawers B1 and C1)
9. Remove keys 28 and 37 from the key drawer (located in drawer B2).
   1. Key 28: West outside book drop, Key 37: East outside book drop
10. Power on and log on to Help Desk computers.
    1. Log into Sierra, LibInsight, LibAnswer, and pull up Teams (should be logged into the mulncirc account).
    2. The Lab-Ops are responsible for their own workstation.
11. Unlock and prop open 214 and 203 (staff break room doors). Proceed to unlock the 220E (the double doors leading to CDI near Interlibrary Loan).
    1. These doors remain closed and locked on the weekends.
12. Grab a book dolly from the User Services Department workroom to check both the West and East book drops.
13. Proceed out the West exit doors, use the Allen wrench to secure the bars of the exit doors. Unlatch flip switches on the exit doors. Take the dolly with you.

Make sure you have a building master key with you to avoid being locked out.

14. Empty West book drop using key 28. Take the books to the Help Desk for check-in (backdate).

Be sure to lock the entrance behind you until it is time to open.

15. Using the Allen wrench secure the bars of the East exit doors.
16. Empty the East book drop using key #37. Take the books to the Help Desk for check-in (backdate).
17. Open West and East entrance doors at 15 minutes before opening.
    1. Unlatch the flip switches of the West entrance door and unlock both doors for the East entrance.
18. Return Keys 28 and 37 to the Help Desk key drawer.
19. Return Keys 25, 27, and Allen wrench to User Services Department Key Box.
20. Log any lost & found items into LostandFound.com or manual L&F log.  
21. Clean up desk area, check supplies, and restock. Prepare to greet and serve our community!

Closing Procedures

One hour before closing:

• Activate the closing CD one (1) hour before closing. See instructions in the PA cabinet.

30 minutes before closing:

• Retrieve keys 25, 27, and Allen wrench from the User Services workroom lockbox.
  • 25 = Building master key, 27 = User Services file drawers
• Until it is announced that the library is closed via the recording, let people know how much time they have left until we are closed and make sure people who may be coming in know that we’re closing.
• Begin final security and locking rounds.
  • For details review the “Rounds lock and security” Document.
• Rooms That Should Be Closed and Locked by Floor Location:
  • 1^st floor: 100C, 102, 104, 114B, 114C, 116, 116H, 117, 118, 123, 125, 126, Library Systems offices, Shipping and Receiving, & Digital Services (107, 107A).
  • 2^nd floor: 205, 206, 214, 219, 220, 220H, 220J, 220K, 220L, 223, 224A, 224B, 225, 226, 289 (near Walton Reading Rm), 220E (between ILL & Binding), 221 (Media Lab), 223 (North Offices), and 203 (staff break room doors).
  • 3^rd floor: Faculty Reading Room (329) & Graduate Reading Room (333).
  • 4^th floor: Admin Suite (469, 482, & door between HR & emergency stairwell), Research and Learning Suite (411; both entrances), 401, 402, Consultation Rms (409, 410), Seminar Rms (463, 464), Instruction Rm 439, and 470 (Dean’s Conference Room).

*One Friday out of the month, take the time to check every door in the library that should be locked, including the faculty carrels. This is to ensure that doors/areas that are not checked normally are at least checked periodically for security purposes.

15 minutes before closing:

• Shut down one of the Help Desk computers but leave Sierra, a browser, and LibInsight on the remaining computer.
• Check the keys drawer and make sure all building keys have been turned in.
• Using key 27, lock the file cabinets up front. (B1 and C1 cabinets)

10 minutes until closing:

• Release crash bars for East exits and lock East entrance doors.
• Flip the latch locks and release the crash bars for the West exit doors before flipping the latch locks and locking the West entrance doors.
• Close and lock doors leading from User Services to Content and Digital Initiatives.

Upon Close to 15 minutes afterwards:

• Shut down the remaining Help Desk computer station.
• Complete one final round of all floors to ensure all doors that should be locked are locked and that the building is void of all patrons/non-User Services staff.
• When the music runs out, turn off the sound system.
• Place keys (25 & 27) and Allen wrench back into the User Services workroom key box.
• Close and lock 215, 220B, 220C, and door adjacent to the light switches. They are the User Services offices and doors behind the Help Desk area.
• Turn lights off.
• Exit the building and set the alarm (Not currently active)
  • Whoever is responsible for setting the building’s motion sensor alarm must exit on the West end of the library to activate the alarm system.

Additional Operational Notes:

• For any patron or unusual building incidents, please record events using the Incident Report Form.
• Doors may vary during weekdays and weekend closing. Be sure all doors that are publicly accessible, but off-limits to non-staff, are secured according to normal operations.
• If we are not turning on the alarm, turn the lights back on. If we are arming the building, leave lights off.
• During Sunday – Thursday FAMA personnel stays and works in the building overnight so upon closing the lights will remain on and the alarm will not be set. On days that differ from our normal schedule of operations and Friday – Saturday the lights remain off and the alarm set.

Security Rounds / Locking rounds (During hours of operation)

User Services staff are primarily responsible for building security - they conduct rounds as scheduled and monitor patron activity, observing policy infractions, maintenance issues, security issues, and reminding patrons of policies as needed. They are designated as contacts for the University police as needed and assist with emergency situations as required. They open and close the library on a regular basis.

Security rounds:

Throughout the day at scheduled times or as needed security rounds will be conducted.

Walk each floor of the Mullins Library checking:

• That all emergency exits are clear from obstruction.
• That all patrons are following library policies.
• That there are no hazards or maintenance issues.
• That all equipment and each area of the library are being used according to purpose / designated use.
• That spaces are tidy, and no tagging or graffiti has been marked on surfaces.

LIBRARY SECURITY PROCEDURES

ALARMS

Mullins Library has four different security systems. None of the systems interface with each other. The four systems are the Special Collections system, the daytime perimeter system, the interior door system, and the motion detection system.

The maintenance and observation of the library alarm systems are very important. Whenever an alarm is sounding it is important to verify and check the location of the alarm, to apprehend a perpetrator (either by checking oneself or by calling the campus police), and to reset the alarm. In addition if alarms are sounding after library hours, the User Services Librarian and the Head of Special Collections (when appropriate) should be notified.

The Special Collections System and Motion Detection System

There is an alarm on the doors leading to Special Collections on Level 1. The alarm can only be turned off with the switch in the Head of Special Collection's office. When checking these doors, do not push--check by eyesight for the latch between doors. If you accidentally trip the alarm, enter the Special Collections Department to disarm the alarm. The switch is located next to the light switch within the unit head's office.

If the alarm is sounding for no apparent reason call University Police Department immediately and contact the User Services Librarian; if unavailable, contact the Head of Special Collections.

The Special Collections Division has its own motion detection system which is armed when the rest of the library is open for business. If the alarm is sounding for no apparent reason, call University Police Department immediately and contact the User Services Librarian; if unavailable, contact the Head of Special Collections.  

The Daytime Perimeter System

The daytime perimeter system provides a door alarm and delayed exits from the building. If someone were to attempt to use one of these doors, the door would remain locked for 15 seconds. An alarm will sound at the doors and the panel at the Mullins Help Desk will indicate which door is triggered. The door alarms are triggered as long as a red light is displaying on the door handle and the switch on the panel at the Mullins Help Desk is in the upright or locked position. The doors are noted on the panels. The perimeter alarm does not alert the University Police Department. The map which follows diagrams the location and numbers of the perimeter doors.

Two additional doors are on the perimeter system but are not perimeter doors. The door connecting the Walton Reading Room to Content Services and the door from the south fire escape into Content Services are both connected to the Mullins Help Desk panel.

To reset a door or to turn off a door alarm, insert a general master or alarm key in the lock on the door handle and turn the key clockwise until a green light is showing (some doors the light is broken, so after resetting door check back). Be sure that the switch on the panel at the Mullins Help Desk is in the upright or locked position, the horn silence button is in the upright on position and the violation reset is reset to the upright latch position.

To provide access through one of these doors, be sure that the switch on the panel at the Mullins Help Desk is turned to the unlocked position. To provide momentary access (5 seconds), insert a master key in the lock on the door handle and turn the key clockwise until the light blinks red. To provide maintained access, insert the master key in the lock on the door handle and turn the key counter-clockwise until the red light is showing.

The Interior Door System

Fire exit doors and the door leading to Content Services from the Walton Reading Room are attached to this system. If a person uses these doors, an alarm will sound at the door. No alarms sound at the Mullins Help Desk. Persons entering these fire exits are only able to exit on the lobby level.

To turn off the alarms, a key is needed. The fire exits are armed when the button window displays a red circle. A silver/clear/white circle indicates that the exit is not armed and no alarm will sound. The doors should also be permanently locked from the inside. (We do not currently arm the Walton Reading Room door).

The fire exits on the North and South sides are not alarmed; however, individuals who enter these doors are not able to exit on floors other than the lobby level. In the North exit, a person may exit by either being released by another individual or by breaking the glass on the exit door. If a person exits through the South fire escape, the alarm is activated at the Mullins Help Desk panel for the perimeter system.

The Motion Detection System

The library has installed a motion detection system. The system determines whether individuals are moving through the different zones pre-selected within the library. This system is linked to the University Police Department and will alert them to the fact that a person is in an armed area and in which zone of the library they are located. As the system detects persons in many zones within the library, the system is off during the hours in which the library is open. As the Special Collections Department is on a separate security system, its motion detection system is not armed or disarmed by the User Services Department.

The keypads which disarm and arm the system are located in the West vestibule near the exit doors and at the top of the tunnel inside Shipping and Receiving. If you are approved to arm or disarm the system, you will be given a password by the Facilities Manager. Sharing the password is grounds for immediate dismissal. Persons who have questions or needs regarding the motion detection system should be referred to the User Services Librarian and / or the Facilities Manager.

The system is armed when a red light is present on the wall unit panel. A green flashing light indicates movement in zoned areas of the library. A zone alarm cannot be activated if there is movement in the area. When arming an area, an individual has 60 seconds to leave the area before the alarm is triggered and University Police are notified.

There is a switch at the top of the Shipping/Receiving tunnel that enables deactivation of the Shipping/Receiving and Automation zones of the motion detection system. This switch does not deactivate the entire library motion security system. The switch is located at the top of and inside the tunnel. This switch works independently of the main motion detection control panels in Shipping and the West Entrance.

When the main detection control panels are disarmed: The key switch is disabled.

When the main detection control panels are armed:

• When the key switch is lit, the local area alarm is deactivated. When the key switch is not lit (normal state) the local area alarm is activated.
• Think of the key switch as a local safety switch. When the light is on, it’s safe to go into the area. When the light is off, it may not be safe to go into the area. Areas deactivated by the key switch are Shipping/Receiving, Automation, and Compact Shelving.
• Please note - When the alarm is armed, person(s) moving through the armed areas will cause the wall units near the West main exit and in Shipping/Receiving to beep. If the arming is in error, call the University Police and disarm the area.

To reset the alarm – if accidently setoff - [be sure that you have noted the zone in which movement occurs before re-setting the system]

1. Press <Reset>
2. Type in your password.
3. The alarm should display a message, confirming disarming.

To arm the alarm - [at closing]

1. Type in your password.
2. Alarm should display message then begins to beep, signifying 60secs to exit.

To turn off the Alarm - Press <Reset>

1. Type in your password

1. Alarm should display a message, if the alarm was triggered or not. Be sure that you have noted the zone(s) in which movement occurred, if any.

Recording Building Security and Damage Problems

The following forms are designed to record problems with the library building and any security breaches. The forms are not intended to assist in the immediate reporting of problems that have a known perpetrator or emergency - in these cases contact UAPD or emergency personnel immediately. Appropriate problems include (but not limited to): malfunctioning door locks, broken glass, broken tables or chairs, unlocked doors, lighting problems, etc.

All forms can be found online (Staffweb): https://libraries.uark.edu/staffweb/

• For Maintenance issues.If problems needing maintenance or repairs are encountered, report these to the Facilities Management using the “Facilities Request Form”.Make sure to fill in all necessary fields, and give as much detail as possible.
• For security and damage reports beyond minor repair and disruptive patrons use the "Incident Report Form".

The "Incident Report Form" is designed to record security or disciplinary problems. Persons reported on this form may receive a warning letter at their permanent address. If a second report is filed, the information is sent to the Judicial Board. When filling out this or any form, be sure to include as much detail as possible.