StaffGuide: User Services

FAQ - Circulation Training

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?

You are allowed to have a closed container beverage nearby while working the desk but it must be kept out of view.  You may not have food of any kind at the service desks.  Food may only be eaten in the staff lounge or in the back office areas. 

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. 

Training Outlines

“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.

  • Review dress policy and have trainee sign “Dress Code for Academic and Research Services” form
    • Trainer: the form should be attached to back of training packet.
  • Review work schedule
    • Trainer: Be sure to verify the student’s work schedule in W2W, also taking time to explain how to view the work schedule in
  • Review User Services Attendance Policy
    • Trainer: the form should be attached to back of training packet. All forms should be turned into the User Services Coordinator once filled out. Any questions about the attendance policy should be referred to a supervisor.
  • Assign locker if desired (Trainer: Email locker request to User Services Librarian)
  • Introduce to Circulation Department staff, acquaint with department.
    • Trainer: Be sure to start off by showing the employee where they may leave their personal items.  Proceed by explaining in brief detail each of the items that follows. If staff members or areas are not available indicate office/desk locations and responsibilities/use.
    • Department head, Supervisors, HR, Full-time, Hourly, and Work-study employees.
    • Holds, Reserves, Ready Ref, Reference desk, Lab-op, Returns (Mullins, ILL, other libraries), forms, form drop boxes.
    • General areas to know:
      • 1st: Special Collections, 1st floor study area, Room 102 & 104
      • 4th: Graduate study area, study carrels (410, 411, 413, 414), Room 472b & 486
      • 3rd: Group study rooms, Sorting, Room 386 & 372b, East Desk,
      • 2nd: Reading Rooms (Walton and Hodges Reading room), Multimedia Services Periodicals, Government Documents, Maps, and Interlibrary Loan (ILL).
  • Introduce to Sierra
    • Trainer: Introduce the new employee to the Sierra system. Explain the following functions in Sierra, taking time to answer any questions the trainee may have. Keep explanations basic, advance training will come later.
    • Check Out (Circulation Desk), Check-In (No Patron), Search / Holds
    • Read patron records, Read item records
  • Introduce to Online catalog
    • Articles, books, journals, etc.
  • Review information on Library of Congress call numbers
    • Trainer: Take a few minutes to explain the Library of Congress call number system. Give the trainee some time to read over the materials. Once the reading is done have the trainee take the LC Easy quiz. LC Easy is located on the 2 Circ desk PCs, the side and back office PCs.  Anything less than 80 is failing, discuss any questions they may have, and then have them retake it. Record highest score. 
    • Run LC Easy computer program and take quiz. SCORE:______
  • Review General Circulation Policies and Library policies:
    • Trainer: Use the following urls to review the Circulation Policies and Staffweb page. Recommend to trainee they read Circ policies to completion to be reviewed together later. Although all information on staffweb is useful, take time to point out pages that are more commonly used on the job.
  •  Practice looking up items:
    • Trainer: Have the trainee select a subject _________. Now have them find the information asked for below. Have them submit answers to “Trainer” to be discussed later.
    • Directions: Create a “Word” Document with answers and screen shots. Email Document to Trainer when done.
    • Using online catalog:
      1. Articles (2) – link to one article about subject from two databases
      2. Books (2) – link to two books about subject
      3. Journals (2) – link to two journals relating to subject (1 online, 1 in print)
      4. Databases (2) – link to two databases about subject
      5. Reserves (2) – link to two reserves (instructor, course number)
      6. Subject librarian (1) – name of the subject librarian, for subject chosen
    • Using Sierra: (can be the same source found in catalog)
      1. Books (2) – Screen shot (PrtScn) of two books about subject
      2. Journals (2) – Screen shot (PrtScn) of two journals relating to subject
      3. Databases (2) – Screen shot (PrtScn) of two databases about subject
      4. Reserves (2) – Screen shot (PrtScn) of two reserves (instructor, course number)
    • There should be a total of 19 items (10 links, 8 screen shots, 1 librarian). If you have trouble finding any of these we will go over them later.

TRAINING OUTLINE (Circulation desk)

Main Circulation

  • Desk Priorities:
    • Assist Patrons in person and by phone
    • Answer and Transfer phone calls
    • Check in / Check out items
    • Shelve and maintain organization of reserve, ILL, and hold items
    • Double check and sensitize items
    • Reserve Shelf reading
    • Special projects as assigned
  • Identify Circulation Department
    • Trainer: Go over the items listed. Be sure to point out and explain each station/item. Demo the Scanner and Self-check, after which have the trainee review and demo each.
    • Circulation item Shelves: Storage, Hold, Recall, ILL, 48 Hour Holds, Reserves shelves, Ready Reference Shelves
    • Book Trucks (Carts): ILL cart return, Circulation carts, Reference carts, Storage return
    • Copiers, Staplers, Pencil sharpeners, hole punch
    • KIC Scanner (Demo and Review)
  • Introduction to Sierra
    • Trainer: Have the trainee read over the listed items in StaffGuides. Review the items together, and then perform the tasks that have been reviewed. When reviewing, be sure to explain the different parts of the patron/item record, such as Barcode, title, due date, fines, etc. For demo purposes use one of the following accounts (ID #: 000000005, 000000001, 000000002)
    • Intro to Sierra
      • Read over SIERRA Circulation Desk Manual
      • What must a patron have in order to check out /Renew
      • ID Exception
        • If the patron has no ID and ID Exception isn’t available
          • 48 Hour Hold slip and process
      • Check in using Functions (Check out “Circulation Desk” & Check-in “No Patron”)
      • Check out / in (Reserves, ILL, Holds, Storage materials, Special materials: Maps, Reference, Government documents and U.S. Documents.)
      • Renew (Reserves, ILL, Holds, storage materials, etc.)
    • Practice checking in and out different item types.
    • Placing items on cart and full carts
      • Sort items by call number  
      • Re-Check each item
      • Special items on the end (Gov Doc, LRC, OV, etc.)
      • Re-sensitize Books
      • Fill out “Guard Desk Book Truck Slip” and place on the cart
      • Place full cart toward the back of Circ or take to Sorting area (3rd floor)
      • Bring down replacement (empty) carts
    • On-the-Fly Procedures
      • On-the-Fly items can be processed (checked out to patrons) by full-time staff only.
      • Full time: Go over steps for creating (checking out) on the fly items
      • Checking in On-the-Fly items and where they go
    • Updating and/or Overriding a patron record
      • Address Change forms
      • Override patron blocks (Lost & Paid, Billed, etc.)
      • Expired accounts
      • On-the-fly patron records
    • Review laptop registration procedures
      • Understanding and filling out the form
        • “University Libraries Digital Equipment Registration Agreement”
      • Checking patrons record / Adding to the patron record
    • Trainer: Be sure to review each form’s use and location before and after filling it out. For the forms that are available in print and online explain how to locate both versions.
    • Forms to review (check for online copies) (explain forms use briefly)
      • University of Arkansas Libraries application (print / online) 
      • Application for Circulation Privileges (print /online)
      • ARKLink Registration for Circulation Privileges
      • Claims Returned form
      • Hold, Recall, Search (stamp / online)
      • University of Arkansas Change of Address from
      • University Libraries Digital Equipment Registration Agreement
      • University of Arkansas Libraries Donation Form
      • University of Arkansas Libraries User Response Form
  • Review telephone policies and practice telephone procedures.
    • Locate phone lists,
    • Department phone directory and On-line library staff phone directories
    • Phone use
      • Functions
        • Answer certain lines, Hold, and Transfer
      • Patron use
  • Review Lost and found procedures
      • Placing items into lost and found
      • Taking items out of lost and found
        • Information on how hourly/work study employees need to collect when there is no full-time staff member available to take items out of
        • Filling out the "Item pick up form"
    • Online campus database for lost and found items.​ 
  • Trainer: Keep in mind there are several door alarms. This portion of the training is simply what can be handled by anyone working the circulation desk at the time, such as; handling the East/West exits and muting the Emergency doors Security Console.
  • Security  and Library “Patron” Polices:
    • Library “Patron” Polices
      • Cell Phone
      • Food
      • Drink
      • Universities Library Computer Policy
      • Quiet areas
    • Rounds
      • Make sure “Patron” Polices are being enforced
      • Emergency Exits are Clear
      • Assist Patrons
    • Counts (extra)
      • “Rounds”
      • Record number of patrons in designated locations
    • Door alarms
      • Exit Doors West/ East
        • Item / patron check?
      • Emergency Fire Exits
        • Muting the alarm and notifying a full-time staff member
        • Review Map of Security door locations
        • Security Alarm for Doors (switch box in back & location of each door / emergency exit)
  • LibCal - Room reservations:  
    • LibCal application
    • Rooms available
    • Reserve and Check in / Check out
  • LibInsight
    • What stats to Enter?
      • Directional
      • Reference
      • Patron requested items
      • Guest patron log-ins 


Welcome to Circulation

  • Desk Priorities:
    • Assist Patrons in person and by phone
    • Answer phone calls
    • Check in / Check out items
    • Attend to the security gate
    • Assist with copier room and Periodicals area
    • Special projects as assigned
  • Introduce to East Desk
  • Introduce to Sierra
    • Trainer: Explain how to perform the basics within Sierra and demonstrate. Have the trainee read over the listed items in StaffGuides for further understanding and reinforcement.  Tasks other than those listed may need to be handled at the Main Circulation desk.
    • Check-in/out
    • Look up a patron record
    • Search item records
    • Search course reserves
  • Online catalog
    • Trainer: Take this as an opportunity to reinforce the catalog training from general training.
    • Articles, books, journals, etc.
  • Review telephone policies and practice telephone procedures.
    • Locate phone lists “Library Departments”
    • On-line Library Directories
    • Campus “UA” Directory
    • Phone use
      • Functions
        • Answer certain lines, Hold, and Transfer (This phone has none of those)
      • Patron use
  • Review Lost and found procedures, Returnity and campus database for lost and found items.
    • Trainer: No items should be entered into while at the east desk. Take note of the item and bring to the Circulation Desk when that shift end. Keep that in mind when explaining the following processes.
  • Review Lost and found procedures
      • Placing items into lost and found
        • Take note of item (Item, date, time)
      • Taking items out of lost and found
        • Process and information needed
    • Online campus database for lost and found items.
  • Review ILL and other library books/return procedures.
    • Trainer: Items can be turned in at the east desk, just bring to Main Circ Desk at shift's end or call the Main desk for someone to come and retrieve items.
  • Review information on Library Privileges
    • Filling out Apps: (note where to find the information online)
    • Application for Circulation Privileges 
  • Review General Circulation Policies and Library policies:
  • Review group study room policies
    • Check out  policy
    • Monitoring rooms
    • Difficult patrons in room
  • Practice looking up items:
    • Trainer: In General training, this should have been covered. Have the trainee explain to you what they know and demonstrate as they explain. If you observe any area in which the trainee is lacking, reinforce what they know.
    • Introduce to Online catalog and Sierra
      • Articles
      • Books
      • Journals
  • Review Opening / Closing procedures for East desk
    • Opening
      • Turn signs around
      • Take items out of desk drawer (desensitizer, study room slips, folder)
      • Log-in to LibInsight (if not already logged-in)
    • Closing
      • Turn signs around
      • Place desensitizer block in the drawer (whenever you leave desk)
      • Shut down the computer (Do not power off screen)
  • LibInsight
    • Logging in to
  • LibCal - Room reservation(s):
    • LibCal application 
    • Rooms available
    • Reserve and Check in / Check out
  • Checking out / in:
    • Trainer: Explain the difference between the items that can be handled at the East desk as opposed to those that must go to the Main Circ desk.
    • Group Study Rooms
      • Room renewals
    • Markers, cables
      • Location of extra makers
      • What to do in case of damage cable or out of makers
    • Books
      • Main books
      • Books belonging to branch library & Inter-Library Loan items
      • Reserve items (must be returned to the desk from which they were checked out)
    • Special Materials: Maps, Reference, Government documents, and U.S. Documents
    • Barcodes  vs On-the-fly
  • Items handled at Main Circ (send patron to the main Circulation desk to handle following situations)
    • Patron record entry
    • Updating patron records
    • Overriding patron blocks
    • Check-out items missing Barcode and/or Item record (On-the-fly)
  • Location of materials:
    • Trainer: cover location and use of items as follows
      • Closed Door sign
      • Cart
      • Book drop
      • Telephone (cover phone use)
      • Room keys (all 9) (list keys)
      • Markers (9 boxes), Cables (4 boxes), HDMI cables (2 cables)
      • Receipt tape, bags
      • Desk signs
  • Cleanliness of the Desk
  • Stay awake and alert
    • Door alarm
  • Reference and Directional
  • Vending Machine
    • Who to contact in case of trouble or problem.
  • Assisting with Multimedia Services and Periodicals
  • Campus info
    • Know how to locate campus Maps online
    • What maps we have in print
  • StaffWeb
    • Trainer: Use the following URL to review Staffweb page. Although all information on Staffweb is useful, take time to point out pages that are more commonly used on the job. Use this as a time to reinforce the use of Staffweb and the library’s web pages.
    • Staffweb: ( review: Calendar, Forms and Policies Index, Report a Problem / Request Assistance, Library Personal, Subject Librarians. *There is a wealth of information here, take the time to familiarize yourself with it.

Shelf Reading and Call Numbers

Shelf-reading and Stack Maintenance

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.

SpacingThere 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!

Course Reserve shelves:

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.


How to Read a Call Number

○ Introduction

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 ( 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:

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

Circulation - Cross Training

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)

Dress Code


Dress Code for Academic and Research Services

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.

  1. Dirty, torn, or frayed clothing is not acceptable, nor are clothes that are revealing.
  2. Shorts are not allowed.
  3. Clothing that has words, terms, or pictures that may be deemed offensive to users or other employees is not acceptable.
  4. The employees of the libraries handle books and book trucks. For employee safety, open-toed shoes, sandals, and flip flops should not be worn.
  5. Clothing and hair should be in a clean and neat state. No hats or caps are to be worn at the desks.

Absences & Attendance

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:

  • show up on-time and prepared to work for every shift you are assigned.  You may clock in up to five minutes early to make sure you are at your assigned desk by the time your shift is scheduled to begin.  You will be considered tardy if you arrive at your assigned desk any time after your scheduled shift has begun.
  • contact the supervisor on duty as soon as possible if you are going to be late arriving for your shift.  Until you have spoken with a full-time staff member or received confirmation of your message from the supervisor on duty, understand that we will be expecting you to arrive on time.
  • contact the supervisor on duty at least one hour prior to your scheduled shift if you cannot come to work (e.g. illness).  Until you receive acknowledgement you are responsible for your shift.
  • be responsible for a shift once it is assigned to you.  You are responsible for finding a substitute hourly or work-study employee if a conflict arises with your schedule.
  • use When to Work to check your schedule every week.  While you may get used to a “regular” schedule, your assigned shifts are subject to change based on the needs of the department and your indicated availability. The weekly schedule is published by the end of the work day on Wednesday of the previous week.
  • use When to Work to accurately indicate your availability.  Make sure you update this anytime your availability changes.  Also, please include as “unavailable” in your schedule the 30 minutes before and after each of your classes.

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. 

Absences and Attendance Policy and Attitude

Attendance policy/Absences

What students should know:

  1. Students are required to report to work for scheduled shifts
  2. Students may receive one 15-minute break for every 4 consecutive hours worked.  Breaks are not scheduled.  Remind staff member if break is needed.
  3. Desk-staff are required to find substitutes for absences:  work-studies for work-studies,  hourlies for hourlies.
  4. If a student knows that he will be absent he should
    1. Send a request for a sub to the Circ e-mail list (
    2. Fill out a “Request Time off” request form, found on the WhentoWork homepage.

i.Instructions on how to do so are located in Requesting time off section.

  1. Be sure to inform a Circulation Supervisor of your request with phone call, email or in person (if able).
  2. Contact the supervisor on duty during the scheduled shift in which you are requesting time off. 

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.)

  1. If a student will be late or missing work, - (for illness or another reason), he/she must call (479) 575 – 4104 and speak with the circulation supervisor on duty.


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?

  1. Get out your homework
  2. Assist a patron at the desk who wants to check out a book
  3. Re-shelve reserve materials

Requesting time off – When to work

Login into

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. 

Picking up Shifts – When to Work

Login into

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:

Tour Outline - For Training

Tour Outline

Library Tour

  • 1st Floor:
    • Digital Services (Digitization Center)
    • Library Classrooms
      • 102 Library Training room
      • 104 Viewing room
    • Special Collections / Arkansas Collections
    • Majority of the Library’s Collection
    • 1st floor quiet study lounge area

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.

  • 2nd Floor:
  • User Services
    • University Learning Commons
      • Circulation Department
        • Check-Out / Billing
        • Reserve, Hold, and ILL items
      • Reference
        • Research Assistance
        • Ready Reference items
      • Lab Operator
    • Dean’s Office
    • Staff Break Room / Restrooms
    • Technical Services
    • Interlibrary Loan
    • Walton Reading Room
    • Lindley and Kaneaster Hodges Jr. Reading Room
      • Multimedia Services / Periodicals Department
      • Multimedia Equipment room
    • Computer “GACL” Lab
    • KIC Scanners x 2
    • East Entrance Station
    • E.L.C Tutoring area (Enhanced Learning Center)
    • Reference / LRC / Government Document Collections
    • Administrative Offices
    • Reference Librarian’s Offices

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.

  • 3rd Floor:
    • Group Study Rooms
      • 7 rooms: 386, 387,391, 392, 303a, 303b, and 303c
    • Main Collection Q - Z
    • Study Carrel 306

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.

  • 4th Floor:
    • 487 & 486 (Jane and Ernest Weare Conference Room)
    • Carrels to reserve: 410, 411, 413, and 414
    • Graduate Study Space
    • Group Study bays (west end)

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.

  • 1st Floor:
    • Digital Services (Digitization Center)
    • Library Classrooms
      • 102 Library Training room
      • 104 Viewing room
    • Special Collections / Arkansas Collections
    • Majority of the Library’s Collection
    • 1st floor quiet study lounge area

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. 

  • 2nd Floor:
    • University Learning Commons
      • Circulation Department
        • Check-Out / Billing
        • Reserve, Hold, and ILL items
      • Reference
        • Research Assistance
        • Ready Reference items
      • Lab Operator
    • Dean’s Office
    • Staff Break Room / Restrooms
    • Technical Services
    • Interlibrary Loan
    • Walton Reading Room
    • Computer “GACL” Lab
    • KIC Scanners
    • East Entrance Station
    • Periodicals Department
      • Lindley and Kaneaster Hodges Jr. Reading Room
    • Copier room
    • E.L.C Tutoring area
    • Reference Collection
    • Administrative Offices
    • Reference Librarian’s Offices

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.

  • 3rd Floor: Currently Closed for RENOVATIONS - UPDATES to come
    • Sorting Area
      • Stacks personal
    • Oversized collection
    • Group Study Rooms
      • 4 rooms: 386, 387,391, and 392
    • Study Carrels
      • Graduate student and faculty use only
    • Student – Faculty Collaboration rooms (303a, 303b, and 303c)

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.

  • 4th Floor: Currently Closed for RENOVATIONS - UPDATES to come
    • 487 & 486 (Jane and Ernest Weare Conference Room)
    • Study Carrels
      • Graduate student and faculty use only
      • General use Carrels: 410, 411, 413, and 414
    • Digitization Center
    • Graduate Study Space
    • Group Study bays (west end)
    • Maps
    • Government Documents Office

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.

  • Chemistry University - Chemistry building 225
    • Directions from Mullins:
      • Chemistry library is located to the right of Mullins library, inside the Chemistry building, when taking the East exit. Located on the 2nd floor of the Chemistry building, the library is easily accessible by stairs or elevator.
    • About the Library:
      • Consists of one floor, L-shaped library
      • Mostly for quite study
      • Some tables available for group study
      • Small computer lab available to all students
      • Movable whiteboards and some wall-mounted whiteboards

For additional information:

  • Physics Library - Physics building 221
    • Directions from Mullins:
      • Physics Library is located on Dickson St. inside the Physics building. Heading from Mullins library, taking the west exit, head left, and go pass the Fine Arts and Music building, keep straight on N Ozark Ave. toward Dickson St and take a left. Heading down Dickson, passing Kimpel Hall, Mechanical Engineering Building, and Central Utility Plant – Heating Plant, then the Physics Building will be on your right.  
    • About the Library:
      • 1 floor, open floor library
      • Flexible environment, can be quiet or light conversation group study
      • Dedicated quiet space is also available in the room on the east side of the library
      • Moveable whiteboards in the main space; wall-mounted whiteboards in quiet space
      • Smaller collection of books and some periodicals
      • Small computer lab, photocopier, and KIC scanner available

For additional information:

  • Fine Arts Library - Fine Arts building 104
    • Directions from Mullins:
      • Fine Arts library is located to the left of Mullins library, inside the Fine Arts building, when taking the West exit. Located on the main floor of the Fine Arts building.
    • About the Library:
      • Good place for quiet study
      • Has two floors, top floor contains main collection; bottom floor contains Fine Arts and Architecture periodicals.
      • Small computer lab
      • Computers with scanners available
      • Photocopier
      • Houses newest and most relevant Fine Arts materials 

For additional information:

  • Young Law Library - Waterman Hall (Law Building)
    • Directions from Mullins:
      • Young Law Library is located to the right of Mullins library, inside the Law Center, when taking the West exit. The entrance to the Law center is to the left of Arsaga’s, on the side of the building facing Mullins. 
    • About the Library:
      • Has an Arsaga's Espresso Café inside library to the right
      • Computer Lab Room 236 on the 2nd floor  (law students only)
      • Main collection is to the left of main desk and computer lab
      • Good place to go for quiet study
      • Photocopiers
      • Three conference rooms (Group study rooms) on the 2nd floor (Law Students only)

For additional information:

Mapped locations of all libraries on campus:

WhenToWork - Getting Started

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 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: 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

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 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” 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.