Learning Resource Centre
Tasks & Procedures A guide for staff
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Learning Resource Centre: Tasks and Procedures
Counter Duties To log onto counter machines User names and passwords for counter machines: 1st and 3rd machines: User name: circ1 Password: bloodcell or bloodcel 2nd machine: User name: rlrcadmin Password: llandudno or llanbedr Autolib: User name: Rochdale Password: Autolib To issue a book -
Click: Reset
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Ask for Student ID card: enter Student Identification (ID) Number
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Scan books
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Stamp books: NB Check whether 1 Week Loan, or 3 Weeks Loan
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Tell student return date
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Swipe books on magnetic plate
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Click: Reset
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To return a book -
Click: Reset
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Go into F5 Return
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Scan books
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Click: Reset
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Return books to trolley
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Iron books
- Return books to shelves
To issue a Counter Text book -
Explain that the book can only be used in the Centre and can’t be taken on loan
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Click: Reset
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Enter: Student ID Number
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Scan book
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Red Box will appear: Click: Continue Anyway
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No need to stamp or swipe
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Remind student to return the book before they leave the Centre
To renew books at the counter -
Enter: Student ID number
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Put cursor over the resource title
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Left click, then right click
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Click: Renew
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Stamp the books 3
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Swipe the books
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Click: Reset
To set-up a new borrower -
Ask student to complete white slip - new borrower application
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Whilst they are completing form write the book codes on the form, to complete later if busy
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Go into Borrowers, to set-up their record (you may need to check course title and code on EBS)
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Click on top right-hand box (‘person in box’ icon – to return to Circulations)
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Add book numbers
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Shred white application form
To amend student record when ‘Student Not Registered’ message appears -
Ask if this is the first time the student has borrowed books: if ‘yes’ ask them to complete the white application slip (follow instructions above – Set-up new borrower)
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If they are already registered, but the message says that have left: click: Cancel
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Click: Borrowers
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Change Start and End date (see guide dates on vdu screen)
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Click: icon in top right hand box – person and √, proceed with normal loan
To renew books over the telephone -
Enter: Student ID number
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Check the overdue date – NB if book is long overdue, or there are multiple books, explain that the book has to be brought in for renewal
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Left click on one book: right click
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Click: Renew
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Give student new return date
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Click: Reset
To return a DVD -
Click: Reset
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Click: F5 Return
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Remove disc and place in DVD File envelope, under the Reservations shelf
Books left lying around in the LRC -
Click: Reset
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Enter number 068119
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Scan books
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Hover over the first title – highlight, then right click
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Click: Return all (except Z items)
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Return books to the trolley: no need to iron
Overdues – carried out in the morning -
Go into CIRCULATION
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Click: OV icon on right-hand side
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Click: Build Overdues: leave machine for 5 – 10 minutes
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Click ‘Act on Selected Items’
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Click: FILE: printer set-up: select 5,000 black and white
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Click: FILE: click PRINT OVERDUES
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WAIT TILL THE PRINTING IS COMPLETE BEFORE PRESSING ‘YES’: THE LAST PAGE OF PRINTING WILL BE BLANK (to signify that printing is complete)
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Click: Yes
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Close window
Then: -
Get purple folder from under the counter
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Split letters into 1st, 2nd and bill: count each category and record in the book
Ist and 2nd overdue letters only: -
Fold letters (below Subject line as a guide) and place in envelope
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Check addressee for Staff/external/internal post
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Place post in the basket in the staff room
Billing letters only: -
make a photocopy of each letter (one to send to the student, one to file)
- take one copy of the letter, go and check the shelves to see if the book has been returned. Check the shelves surrounding the book number: don’t forget to check the bottom shelves where large books are stored. - if the book is not found, write on the letter ‘shelves checked’ and the date - send the clean copy letter to the student Then change the status on Autolib: - Go into Autolib Circulation - Click on the Status change/Edit icon (second line up, 3rd icon along)
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- Enter Accession Number - Click ‘Change Status’ - Double click ‘Billing’ - Click Close Write on copy letter ‘Bill trapped’ - file the ‘shelves checked/bill trapped’ letter in the Billing File If the book is then returned find the letter, record the date when it was returned and file in the ‘Resolved’ section at the back of the billing file.
To check if a book is in stock -
Press OPAC at the top of the screen Follow instructions (self explanatory)
Reservations -
Click: Reset
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Click: F4 Reserve
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Enter Student Number
To find the name of a student when you know which book they have -
Click: CATALOGUE – to find the book
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Click: INTERNAL OPAC SEARCH (icon in top right-hand corner)
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Enter book title
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Click: START SEARCH
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Highlight and double click
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Click: ACCESSION (top right-hand corner)
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Right click to see VIEW STATUS, highlight and view
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To locate a book which isn’t on the shelf -
Go into AUTOLIB
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Click CATALOGUE
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Click on STATUS CHECK (icon on the right-hand corner)
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Enter Accession Number
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Click COPY ISSUE HISTORY
To check if a book is in stock Click OPAC (top of the screen) Follow screen information.
To send an item to Middleton – Method 1. Autolib needs to be on the Circulation screen Enter 052613 in the Code box Type item’s Accession Number (bar code)in the box Scan the item Put in the box to Middleton
To send an item to Middleton – Method 2 Autolib needs to be in Circulation screen In the NAME MODE box, type in in post – 052613 Click Enter Double click on In Post to Middleton Scan the item 8
Click RESET
To locate a book which isn’t on the shelf Go into Autolib Go into Catalogue Go into Status Check Enter the book’s Accession Number (bar code) Click Copy Issue History
To check the Dewey number of a book from its Accession Number Go into Autolib Go into Catalogue Click on Medium, select Book In the ISBN box, type in the Accession Number Click Enter.
Periodicals, journals and magazines -
Record receipt in ‘Brown Book’ (red file) kept under the counter
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Stamp with ‘College Library’ stamp: NB change the date first
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Put journal in box on top of Reservations shelf
To catalogue periodicals (2 stages: add new journal, then change status of previous edition) - Stick barcode on front cover of magazine - Go into Autolib
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- Go into Catalogue - Click MEDIUM - Click Periodical - Click on Internal OPAC (search) window (6th line down, 1st symbol – magnifying glass) - Type in the title - Click Start Search - Double click on the Title - Click on the Item Inter-relationship window (2nd line down, 1st icon) - Right click on Periodical blue bar - Click Create Child - Insert information on the screen - Click on Accession window (1st line, 1st icon) - Type in barcode number - Double click on number which appears in Accession Code in table below - Check details in box above for Site (Rochdale), Location (Periodicals) Loan Type (Reference) - Click Save - Click on letter C in box above - Click on Item Inter-relationship window (2nd line down, 1st icon) - Double click on previous issue date - Click on Accession window (1st line, 1st icon) - Double click on Accession Number in table below - Click drop down list under Loan Type - Click Three Weeks - Click Save
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- Click C - Click Save - Click New Record - Click Yes
To withdraw a book from the system - Go into Autolib - Go into Catalogue - Type the Accession number in the ISBN field - Click on Accession Screen (1st line, 1st icon) - Double click on the relevant Accession number in the table - Click on Withdraw (from the column on the right hand side) - Click on the reason Missing - Click on Save
To put a book in Reserve stock - Go into Autolib - Go into Catalogue - Type the Accession number in the ISBN field - Click on the Accession screen (1st line, 1st icon) - Double click on the Accession number in the table - Click the dropdown list on Location - Click Reserve - Click Save - Click the cross in a box - To do multiple copies click New Record
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To book a room for Tutors -
Enter details in room booking file on or under counter
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Ask for times and tutor’s name
To book Computer Blocks for Tutors -
Enter details in booking file on, or under the counter
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Complete a Reservation information notice (2nd drawer in metal drawer cabinet under the counter): record tutor’s name, times and Block letter
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Place Reservation notice in plastic display case (under the counter) and place on reserved Block(s)
To Report a ‘Building’ fault -
Phone Building Services: ext 3341
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Give details of fault: accept Job Number
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Complete ‘Jobs Logged’ sheet on counter notice board
To Report an IT fault -
Enter Staff Area on Intranet
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Click: IT Helpdesk, click: Load IT Helpdesk Application
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Click: Log a Job
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Complete details
Late night duties -
Tidy shelves
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At 7.45pm advise students that the library will be closing at 8.00pm
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At 7.50 advise students to save their work and log off as the centre will be locked at 8.00
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Turn off the computers: NB don’t forget the tutorial rooms
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Turn off counter machines
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Click ALT and F4, then YES
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Collect headphones, books any other objects left on the desks and tables
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If the cleaners are about, ask if they want the door locking on the way out. If the cleaners aren’t about lock the main door
PRINTING NB Do not print from USB’s – don’t put students’ USB’s in the counter machine Instructions to help students send email attachments to the counter for printing. Ask the student to: - Save the document - open the internet: - in the address bar at the top of the page type in http://webmail.hopwood.ac.uk In ‘Domain’ box enter Student’s ID number from their badge In the User box type in Student’s password (date of birth in 6 digits) - click on ‘NEW’ - type in rlrcadmin@hopwood.ac.uk - click on the paperclip icon - click on ‘ATTACHMENTS’
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- click on ‘BROWSE’ - go to MY DOCUMENTS’ or USB - click on the file you want to be printed - click on ‘ATTACH’ - click on ‘CLOSE’ - go back to ‘MY DOCUMENTS’ and repeat last 3 steps to add more files - click ‘SEND’ Or - Minimise all screens until you have the College opening page – blue sky - Double click on the College Email icon (left hand side of the screen) - Student logs in with their User Name and Password (as though logging onto the computer) - Click New - Enter the email address: rlrcadmin@hopwood.ac.uk - Click on
Printing from images: -
Click: first image to open
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Click: printer icon at bottom of the page
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Click on individual image, or SELECT ALL
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Ask student how many images to a page, click on preferred icon, click NEXT 14
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Advise student to go to colour printer and wait for copies
To print documents in Publisher (when students have sent a Publisher document to the counter for colour printing) Open email Right click on attachment Click ‘SAVE TARGET AS…’ Change file name to show student’s full name Click ‘SAVE’ Click ‘CLOSE’ or red cross to close Click ‘START’ Put cursor over ‘MY RECENT DOCUMENTS’ Scroll down to student’s name and click on it Print document as usual
To print multiple Word documents (when students have emailed them to the counter) Open the email Click on the first Word document Click EDIT Click SELECT ALL Click EDIT Click COPY Click START button Click MY DOCUMENTS DOUBLE CLICK on PRINT folder 15
Right click mouse: Click PASTE Click FILE Click PRINT When the printing is complete don’t forget to empty the PRINT folder ready for the next job.
To delete documents after printing (to release space on the hard drive) Click ‘START’ Put cursor over ‘MY RECENT DOCUMENTS’ Click on student’s name Click ‘YES’ to delete the document
Black and White Photocopying NB Students can buy photocopying cards from the counter (see ‘price list’) Ask how many copies are needed: might be more economical to buy a 20 or 50 card -
Need a staff photocopy card from the drawer
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Put card in the card reader machine on the counter
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Make copies
- Remove card -
Accept student’s payment
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Enter number of copies on counter record
RESOURCES “Inside Out” DVD’s and Tutor Resources 16
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Keep DVD’s in the box, in ESOL cabinet
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Place tutor books on video shelves behind the counter
LAMINATING -
Plug in and switch on
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Check temperature setting: should be approximately 220°
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Green light appears when ready
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Click I (capital i) button
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Feed laminator pouch through the machine – SEALED END FIRST
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Leave machine to cool
To log on to a student computer - In Name box, type their Student Number (from their Identity Card) - In Password box, type their date of birth, in 6 digits: e.g. 4 th March 1986 – o40386. - Make sure ‘Student’ is in the last box: if not select from drop down list.
To correct a 90° rotation on a PC screen - Log on to computer - Right click the mouse anywhere on the Desk Top screen TURN THE MONITOR ON ITS SIDE TO MAKE THE NEXT STEP EASIER! - Select ‘Graphics Options’ - Select ‘Rotation’ - Select ‘Normal’
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To unlock a computer (If a student locks a computer, then logs off, the on-screen message appears to say that only the student, or the Administrator can unlock the PC) - Press the ON/OFF button and hold it for 5 seconds – the machine will then switch off. - Press the ON/OFF switch to re-start the machine
To do a screen dump (to copy and paste an internet page onto a Word document to allow printing) - Go to screen you want to print - Press Print Screen button (top row, 3rd button from right hand side) - Open blank Word document - Press Edit (blue tool bar) - Click Paste - Right click mouse - Click Paste
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