Can I take my training materials home?
Yes, you may take the materials with you in order to read over and refresh your memory, but all training must take place during scheduled work hours only. Most training materials can be accessed online.
Can I use my assigned locker when I’m not scheduled to work?
Yes; when a locker is assigned to you, it may be used at any time during your employment in User Services department.
How do I forward telephone calls?
Phone use and policies will be covered in your training. If any additional information or assistance is needed after training, simply ask one of your co-workers or supervisors for assistance.
Can I use the break room?
Yes, all library employees may use the break room when working. There are times when the break room doors are locked. A key code is needed when the doors are locked; ask a full-time library staff member for the key code.
Can I study in the break room when I am not working?
In between classes and/or closer to your shifts, it is ok for employees to wait in the break room. On your days off it would be preferable if you did not.
Can I eat and/or drink at the desk?
No, those working the circulation desk may not have food or beverage at the desk. You are allowed to have a closed container beverage toward the back of the circulation area.
Can I do homework at the Desk?
No; those working the desk may not do homework, but you are allowed to study. When you are at the desk you can study some, but only when all other work-duties are complete.
“General” TRAINING OUTLINE (for Hourly & Work Study)
“General” TRAINING OUTLINE (for Hourly & Workstudy)
Welcome to User Services
Trainer: Introduce yourself and welcome trainee to library. (Keep explanations concise)
We are glad to have you as part of the Mullins Library team. What is User Service’s role in the library? What we are expected to do? Patron interaction, check items in/out, handle items of other departments, and display professionalism at all times.
TRAINING OUTLINE (Circulation desk)
TRAINING OUTLINE (East Desk)
Welcome to Circulation
Shelf-reading – The act of examining the arrangement of books and other materials in the stacks of a library to make sure that all items are in precise call number sequence. Usually performed by a library staff member. It includes reading each call number in order to ensure that the books are properly shelved.
Why we shelf read: User Services staff is responsible for processing and/or maintaining Course reserves, Holds, and Interlibrary Loans (when on hold-shelf). It is inevitable that every worker will at some point accidentally misshelve a book and due to the frequency of use items become disorganized over time. User services staff uses shelf-reading as a process of verifying that materials are in their correct position on the Hold and Course Reserve shelves. By shelf reading and straightening throughout the day, it helps to cut down on mistakes, overlooked or misplaced items and allows for efficient service.
How to shelf read – Move through the stacks from left to right, and top to bottom.
It is a good idea to take a quick survey of the shelves to get a sense of the physical extent of the alpha-range you're looking at so you won't inadvertently jump to the next subject letter. "LCC tunnel vision" often happens when scanning Cutters and losing sight of the entire call number.
Shelf-reading can take quite a while. It is more important that you take your time to be accurate than to rush through quickly and make mistakes.
After you have shelf-read for an extended amount of time, take a break. If you rush or your eyes hurt and you continue anyway it may lead to sloppy work.
Once again, we are more interested in making sure that the shelves are read precisely, not quickly. Do not hurry when shelf-reading.
Facing (or) Edging – (also known as blocking, zoning, fronting, straightening, rumbling, or conditioning) Edging books is a very simple part of stack maintenance. Pull the books close to the edge of the shelf and even out the row. Sometimes the books have been sloppily shelved by a patron, or just moved back from browsing. To ensure that the books are easily accessible to other patrons, it is good to edge them so that the patron can easily see the call number and spine title of the book.
Also look for books that have been pushed behind rows.
When edging, be sure to pull the book from the spine or from farther back on the top of the book. It will cause damage to the book if you quickly pull at the top spine edge of the book. Obviously, we want to keep the books in good condition for as long as possible.
Spacing – There should be sufficient room on each shelf to accommodate the end brace and extra space for book re-shelving. Sometimes a shelf looks almost empty. This can be because many books from that shelf are in use, but often it is the result of haphazard re-shelving. Each collection varies in how much shelf room it has for all of its books, but just remember to leave an even amount of space at the end of every shelf--usually about 1/4 of the total shelf space. Do not crowd shelves or cramp books!
The course reserve shelves are located behind the Main Circulation and Reference desk. These shelves contain items that have been requested to be placed on reserve for a class, making the items readily available for students taking the class. Library staff "reads" the call number(s) (respectively) that is present on the spine of each item in an area to make sure they are in the correct order, down to the final digit. Any Item(s) that is not in its correct location should be corrected. This process is continuous so that materials can be found by staff. Below are examples of the LC numbers and how they appear and a brief explanation of call numbers.
Side Note: Each item(s) has a checkout time ranging from 2hrs to 1wk, which is noted by a sticker attached to the front of each item. These items are shelved and organized by call number, using the library of congress classification (LC) system. If a student believes the checkout time should be adjusted refer them to their instructor, as the instructor is the only one that can have the checkout time changed.
The hold shelves behind the Main Circulation Desk consist of one double-sided shelf. On these shelves, you will find Holds (Items requested by patrons using the libraries catalog), 48hr Holds (items pulled from the library’s collection on temporary hold), and InterLibrary Loan Holds (ILL items that have been borrowed from other libraries and ready for patron pick up). The Hold and ILL items are placed on the shelves mixed together, arranged alphabetically by the last name. When reading the slips be sure to sort the items by the last name, typically the first word (reading left to right) is the last name to sort by and this is the same for Hold slips and ILL slips. Examples follow.
48hr holds are placed on the lowest shelf on the west side of the hold-shelf. These items only contain a tan slip with a patron’s name, date, and time written on the slip. These items are checked daily. Any item that has been on the shelf longer than 48hrs should be counted by using “Count Use – INT USE 1” in Sierra, Checked-In, and then placed on a book truck.
Periodicals consist of materials that are received by the library weekly, monthly, annually, etc. Usually magazines, newspapers, and journals. So, when working the Periodicals desk, Shelf reading and maintaining the periodicals collection is also expected to be completed. Periodical shelves are located behind the periodical's office and desk space. The shelves are read from left to right using the Library of Congress call number system. Periodical items are shelved horizontally in ascending Order with the most recent addition on top. Example follows.
A call number is like an address for a book. It tells you exactly where to go to find the book, or where the book should be returned. The call number is made up of letters, whole numbers, decimals, a publication date, and occasionally a volume and/or copy number. This allows for each book to have a specific location. One book’s location cannot be confused with another book's location.
For example, a library patron may wish to find T.M. Stinnett‘s book, America's public schools in transition: future trends and issues. To find this book the patron must go to the library website (Libraries.uark.edu) and search for the book using the online library catalog. After the patron conducts the search they will find the call number in the search results and/or item record display:
LA212 .S77 1982
But the call number looks like this on the spine of the book:
○ Alphanumeric Subject
The LCC system uses the beginning letters and the first line of numbers to indicate the subject of the book (in this example, LA 212: Education > History of Education > United States). As you might expect, the letters are ordered alphabetically. For example, the letter D comes before K, and so forth. Similarly, the letter L comes before LA, which comes before LB.
The numbers immediately following the first letter(s) are read as whole numbers. For example, 212 comes before 761 but after 115. Sometimes there are decimals in the first number. In these cases, the whole numbers are read as before, but the numbers following the decimal are read as decimals.
*If there are decimals, how do we read decimals? How are they different from whole numbers?
For example, 212.16 comes before 212.5 because .16 is a smaller decimal number than .50. Similarly, 212.257836 comes before 212.3 because .257836 is a smaller decimal number than .300000.
○ Cutter Numbers
The next part of the call number (.S77 in our example) is referred to as the Cutter number. It is called a Cutter number after Charles Ammi Cutter, who developed the Cutter Expansive Classification scheme in the late 19th century. This original system was later adapted by the Library of Congress. For additional information about Cutter, follow this link: http://www.forbeslibrary.org/about/cacutter.shtml.
Cutter numbers contain letters, which are ordered alphabetically, and decimal numbers. So, for example, .R423 comes after .B76 and .R227, but before .R966 and .T381.
Some books have two Cutter numbers. They are both read as decimals even though the second Cutter number does not contain a decimal (in order to distinguish the two numbers). An example of such a call number is below, with the Cutter numbers in bold:
○ Date of Publication
The last number in the above example, 2004, is the date of publication. This is to be shelved in chronological order for the same book. For example, a 2004 second edition comes after the original 1978 publication but before the 2006 third edition, and so forth.
○ Volume Numbers
Sometimes a call number will contain a volume number, labeled v.1, v.2, etc. These are shelved in whole number numerical order within the set of books.
○ Copy Numbers
If there are multiple copies of the same book on the shelf, a call number will contain a copy number labeled c.1, c.2, etc. These are shelved in whole number order.
→ One thing to always keep in mind when shelving books and shelf-reading is that nothing comes before something.
If a book contains no volume number, that book comes before a book within a set that does contain a volume number. If a book contains no date in the call number, that book comes before the same book that does have a date in the call number.
○ Issue Number (s), Season(s)
This is mostly for periodicals, which are publications the library subscribes to and receives throughout the year, on a daily, weekly, monthly, seasonal, bi-annual and annual basis. The issue number (no.) and/or season show up in several ways. no.1, 40:3, Win – Spr, etc. Examples below
User Services likes to encourage the exploration of other departments of Arkansas University Libraries. It allows for opportunity of individual growth in knowledge and skill set. Below are links to the information and form needed for cross training.
DEFINITION AND GOALS: Cross-training is the opportunity to work for a limited period in a different area on a specific interest, while maintaining regular job responsibilities. It provides opportunities for faculty and appointed staff to become more familiar with the operations of other departments and learn other skills. The primary objective is to amplify the effectiveness of the organization by increasing the breadth and depth of employees’ expertise. Ancillary objectives include sustaining and improving service and assisting departments with projects or providing backup for other staff. (excerpt from Cross Training Program Document)
The Libraries’ objective in establishing a dress code is to project a professional image for our users while still allowing us to work comfortably in the workplace. The following guidelines should help you determine what is appropriate to wear to work.
User Services hourly and work-study (extra-help) employees are an important part of providing high-quality service to the patrons in Mullins Library. For this reason, as an hourly/work-study employee, you are expected to:
Every time an hourly/work-study employee is tardy or absent, the incident will be documented by the supervisor on duty. After an hourly/work-study employee’s third tardy – reported or not –, the employee will receive verbal warning. After three additional tardies or a no-call/no-show absence, the employee will receive a written warning. A tardy of twenty minutes or more is considered an unexcused absence if the hourly/work-study employee has not notified the supervisor on duty. If the hourly/work-study employee has so many absences or tardies – reported or not – that they create a problem in the work area, the employee may be placed on probation or terminated. All documentation on an hourly/work-study employee’s attendance will be taken into consideration for that individual’s end of the term evaluation and in the supervisors’ decision on whether or not to invite the hourly/work-study employee to return the following term.
What students should know:
i.Instructions on how to do so are located in Requesting time off section.
i.When sending an email go ahead and include all 3 circulation supervisors just to be sure.
Note: Students must know that they are responsible for their shifts until they are filled. Students are encouraged to pick up shifts if they are available to take them. (Instructions on viewing and picking up shifts are located in “Picking up Shifts” section.)
You wake up feeling really sick and know that you cannot work that day. What do you do?
You have to attend a speaker for one of your classes. This event will be held during your normal work hours. What do you do to get the time off?
You have an emergency during your shift at work and must leave. What do you do?
Students are encouraged to be proactive on the job. Do not hesitate to ask questions if you do not know something. This is a real job. Your primary duties while you are working at a service desk are to serve the patrons.
Quiz: In what order would you do the following tasks?
Login into WhenToWork.com
On the homepage select “Request Time Off (full or Partial Day)” button.
My Time off page (below) – here you can place a request for time off as well as view the status of current requests and past requests.
1.Calendar – Use the calendar to select the day needed off. The blue number represents today's date. The light grey box shows which day is selected. In the above example the 8th is both the current and selected date.
2.Date – The date will be reflected here. Ex:
3.Day(s) selection – Here is where the number of consecutive full day(s) or partial Day(s) is placed. In the example above 12 full days in a row are being requested off.
a. Selecting Partial Day - other options will appear. Requiring a start and end time and the option of repeats (weekly).
4.Comments – Here is where the reason for the request is to be placed. Ex: Sick, Vacation, Dentist Appointment. The employee is free to place whatever notes preferred in this box.
Note* When making a request for days that are not uninterrupted separate requests must be made for said days. Ex: Wanting Monday the 1st and Wednesday the 3rd – the 5th off work? A request must be made for the 1st and a different request must be made for the 3rd – 5th.
5.If already scheduled on a shift during a time you would like off, send out email co-works (requesting coverage of shift) and Supervisors. Also, remember to check back to make sure day(s) were approved and all parties notified.
Login into WhenToWork.com
On the homepage select “Tradeboard – Pick Up Open Shifts” button.
The Trade board page should appear.
The drop menu is located to the right of the page (image below). Here is where one can select the type of position they are looking to cover. “All Positions” is the default selection and changing it will affect what “Unassigned and Available shifts” are shown in the time line below.
The Unassigned and Available Shifts
Once the selection has been made above the information in this portion will change. In this example the selection is “All Positions” and below Main Circ and Research Desk shifts are visible.
Look over the available shifts; if any of the shifts fit your schedule, click on that shift. In the example above, the Research Desk 1pm - 2pm shift has been selected.
Once the shift has been clicked another window will open with the details of the shift. Here you can see the time, duration and position of the shift. To accept the shift click the “Pick Up This Shift” button and select OK to finalize the shift.
Images of the steps described above:
The first floor is a designated quiet study area. This floor can only be reached from the west end of the library. There are study spaces with tables & Chairs.
The Main “Lobby” floor (2nd floor) of the library contains the majority of the Emergency exits. The fire stairs from the 1st, 3rd, and 4th floors lead to exits on the 2nd floor. The Emergency exits are numbered according to the switchboard toward the back of circulation.
The third floor is a designated quiet study area. There are several study spaces with tables & Chairs. There are also seven group study rooms available on the 3rd floor. Study rooms can be checked out at the east or west desk. Study rooms can be occupied by 2-6 people when checked out. With, the exception of 303B which is designated to accommodate 2-20 people.
The fourth floor is good for general studying by groups or individuals. The graduate study area is also on the 4th floor and is a quiet study space. Keys to the graduate study space are available for checkout at the main circulation desk. There are also 4 carrels (410, 411, 413, 414) open for patrons to reserve, along with open general carrel for use on the 4th floor.
The first floor is a designated quiet study area. This floor can only be reached from the west end of the library only. There are study spaces with tables & Chairs. This floor currently houses the majority of the Library's Main Collection.
The Main “Lobby” floor (2nd floor) of the library contains the majority of the Emergency exits. The fire stairs from the 1st, 3rd, and 4th floors lead to exits on the 2nd floor. The Emergency exits are numbered according to the switch board toward the back of circulation.
The third floor is a designated quiet study area. There are several study spaces with tables & chairs. There are also four group study rooms available on the 3rd floor. Study rooms can be checked out at the east desk. Study rooms can be occupied from 2-6 people when checked out.
The fourth floor is good for general studying by groups or individuals. The 4th floor has areas available for group study. The graduate study area is also on the 4th floor, and is a quiet study space. Keys to the graduate study space are available for checkout at the main circulation desk. There are also 4 carrels (410, 411, 413, 414) open for general patron use on the 4th floor.
For additional information: https://libraries.uark.edu/chemistry/
For additional information: https://libraries.uark.edu/physics/
For additional information: https://libraries.uark.edu/fal/
For additional information: http://law.uark.edu/library/
Mapped locations of all libraries on campus: https://libraries.uark.edu/info/maps.asp
WhenToWorkSM is an online employee scheduling software program used by the Circulation Department to track the desk schedules.
Your ID and Password
When you are added into the system at WhenToWork.com you are automatically assigned a temporary ID and Password.
Finding out your temporary ID and Password
Your manager may print out your sign-in instructions and give them to you or e-mail instructions to you.
You also can get this information by going to the WhenToWork log-in page and clicking the "Need your ID or Password?" link. You can enter your e-mail address and the information will immediately be e-mailed to you.
Once you know your temporary ID and Password you can log in by going to: http://WhenToWork.com and clicking the Sign-In button.
First Time through Wizard
When you log in using your temporary ID and password (which will start with W2W), you will be brought to the first page of the setup wizard where you can change your ID and password to one that you create.
Also, the first time that you sign in to WhenToWork, you should verify and update personal information such as address and phone numbers.
Regularly Signing In at WhenToWork.com
We encourage you to sign in at WhenToWork often to find out about anything new. You can sign in from any computer with an Internet connection and a recommended browser such as Firefox or Google Chrome.
You can go to http://WhenToWork.com and click the SIGN IN button in the upper right. The following steps and images are to help with setting up W2W for the first time.
Step 1: Select the “Click Here” link. It is located underneath the grey box containing the Sign-in ID and Password box. The following screen should appear.
Step 2: Enter your email address that is on file. Typically one's “Exchange”@uark.edu email account is used. This email address will be used to identify the employee and send the correct login information. A confirmation screen should appear.
Step 3: Login to email and follow steps as instructed in email. The following image is an example of said email.
Step 4: Select the link in order to reset your password. The following screen should appear.
Step 5: Enter your new password. One has the option to deselect the “Make my password case sensitive” box if they like. Once this step is complete WhentoWork is ready to be used.
Note: Make sure to remember your password, but if forgotten the steps listed here can help to reset it. The following image is of an invalid ID or Password.