Opening and Closing the Library Opening Procedures Closing

Opening and Closing the Library • Opening Procedures • Closing Procedures

Circulation supervisors are responsible for managing the opening and closing of the library, and will unlock and lock the front doors. They may arrive a few minutes before opening time to begin getting the library ready for patrons, and are supposed to be the last people to leave the building at closing. However, there are many tasks involved in opening and closing the building, and supervisors will normally direct circulation workers to assist in the process. All circulation workers should be familiar with the steps involved so they will be prepared to help whenever working the first or last shift. Detailed procedures are prepared as separate laminated sheets to assist workers in the process.

OPEN 7: 30 Mon. -Fri. 8: 30 Sat. The library normally opens at 7: 30 a. m. Monday. Friday and at 8: 30 am Saturday. SUPERVISORS should watch the clock, and BE SURE to UNLOCK the DOORS AT OPENING TIME. NOTE: The SATURDAY MORNING STUDENT SUPERVISOR should pick up the front door key from the safe in the circulation desk cabinet prior to Friday closing, so it will be possible to open on Saturday morning.

Gather any newspapers from the front steps or lawn and bring inside for processing after all the other opening tasks are completed. Monday-Friday there should be: The Chicago Tribune, The Chicago Sun Times, The Daily Herald, USA Today, The New York Times, and The Wall Street Journal. Saturday newspapers are the same, except there is no USA Today. If any are missing, notify a supervisor to contact the serials assistant right away. There is only a brief window of time to report unreceived papers to the publisher.

Turn on all the lights. Light switches are located in the following places: • Main Floor: Switches for the main overhead lights are located at the library entrance and the entrance into the Nicholas Wing. • The switch for the recessed lighting in the lobby/Commons area is located by the central stairwell. It’s the switch on the right. Press it down for on. • Two switches for the café area are next to the glass wall near the main entrance. • The switch for the “gallery area” lighting in the window-lined walkway near the elevator is near the floor under the pictures. • Upstairs in Buswell: The switches are by the main stairway door. • Upstairs in Nicholas: Switches are at the entrance to the long hallway and near the administrative office door in the south stairwell landing. • Downstairs: Light switches are by the main stairway door & at the entrance to the Music Library in Nicholas. • Another switch is near the music journal area on the wall at the corner. • Light switches are next to the door in the restrooms on all floors.

The light switch for this “gallery” hallway is near the floor. Light switches are also located here on the brick wall for both Nicholas and Buswell wings. They work the same lights as the ones near the front entrance doors, and the south stairwell doors.

The computers and copiers/printers will either turn on automatically, or will be turned on by the student workers at the Information Desk. Note that the laminator, typewriter , and microfilm/fiche machines and printer do NOT need to be turned on in the morning. If they have been in use by patrons during the day, they DO need to be turned OFF at closing.

Turn on the 4 Reserve/Circulation desk computers and login. At the Novell prompt make sure the “Workstation only” box is checked, and the login is “student”. Do not enter a password. Once logged in, select the Voyager Circ icon to open up the Circulation module. Enter “circstu” and password “circtemp” to login. Take any returned materials out of the overnight bookdrop bin, check them in, and put them in their proper places for shelving. THE SUPERVISOR should put $100 in the cash register and turn it on.

The final opening task is to process the newspapers. Detailed instructions are provided on a separate sheet, and a supervisor will provide individual instruction on the proper way to do this. Please pay particular attention to finding and anchoring the single sheets so they do not fall out, and to handling the various inserts and advertising items properly, as some are retained and some are discarded. Note that the Classified sections are considered part of the paper and do get hung on the poles. Newspapers should be processed and hanging on the poles in the café within 1 hour of opening time.

The library normally closes at 12: 00 midnight Monday -Thursday and at 10: 00 pm Friday and Saturday. Normally, closing procedures begin about an hour or so before the library closes, when workers should begin to push in chairs and clean off study carrels. About 15 -20 minutes before closing, the closing bell should be rung several times, and patrons should be alerted to finish up their work and prepare to leave. CLOSE 12: 00 midnight Mon. -Thurs. 10: 00 p. m. Fri. & Sat.

The primary goals of closing procedures are: • To make sure the library is tidy and ready for business the next morning. • To make sure all equipment is turned off. • To make sure all library items are checked in and put in appropriate places. • To make sure the money is put away properly. • To make sure the lights are off. • To make sure no one is left in the building!!! • To make sure the doors are locked!

The student supervisor is specifically responsible for certain tasks at Circulation, but other closing workers are primarily responsible for the work to be done around the building. Closing is a cooperative effort of the crew working the last hour to make sure everything is done properly. Usually, the student supervisor remains at Circulation to man the desks and assist patrons with last minute checkouts while doing closing tasks within the department. Meanwhile, detailed closing guides covering the tasks appropriate for each area of the library are available for evening workers. There are 2 guide lists, one for each supporting worker. If you are a part of the closing crew, please follow the guides carefully and make certain all the tasks are done and no one is left in the building.

As you are going about your closing tasks, be polite with patrons, giving them personal advance notice of closing, and nicely encouraging them to finish up and leave on time. For example, say to each individual “The library will be closing in about 20 minutes. ” Be a bit flexible in helping them at the last minute, if necessary, for the sake of good service and positive public relations. However, if anyone refuses to leave, the student supervisor should contact Public Safety for assistance (x 5911).

It is particularly and vitally important for building security and patron safety reasons to be absolutely certain all patrons have left the building before circulation workers leave. Check the carrels, stairwells, study rooms, restrooms, between ranges of the stacks, etc. !!! When circ workers leave, it is also absolutely vital for the supervisor to test the inner front doors to make certain they are locked and can’t be opened from the vestibule. The outer front doors should NOT be locked, as people SHOULD have open access to the vestibule to use the phone and book return. Lock the 4 inner front doors. Turn off the light switches for Buswell as you leave.

Opening and Closing Questions 1. Which of the following tasks must be done when opening the library? (write all letters that apply) a. unlock the inner front doors b. pick up and process the daily newspapers c. turn on all the lights d. turn on all the machines e. check in items returned in the vestibule book drop f. login to all 4 Circulation terminals and get Voyager functioning g. put cash in the register h. check the supplies of forms in the drawers i. check to make sure there are enough napkins and cup lids in the café j. make sure single newspaper pages are anchored so they don’t fall off the poles 2. Which of the following tasks must be done when closing the library? (write all letters that apply) a. push in chairs and clear off study tables and carrels b. turn off all the equipment in the music library c. check restrooms, study rooms, stairways, etc. , to make sure all patrons have left the building d. make sure all the doors are locked (except the outer entrance doors) e. make sure all returned Wheaton College items are checked in f. tidy up the counters by the copiers so they are ready for the next day g. make sure the staplers are full and there are enough golf pencils at the public computer stations h. make sure all books are shelved, and the book carts are empty i. put the money away