Guide to the Reader Services Desk and Admissions

Cambridge University Library

GUIDE to the

READER SERVICES DESK and

ADMISSIONS

...

For All the Front Counter Warriors

University Library :Reader Services Desk & Admissions Guide

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Table of Contents

Page

1.

Welcome to the University Library Reader Services Desk

3

2.

Brief History of the University Library

4

3.

Interesting facts about the Library

6

4.

Finding your Way Around

7

5.

Opening Up Procedures

11

6.

Opening Up Checklist

14

7.

Entry Gate Troubleshoot

15

8.

Exit Gate Troubleshoot

15

9.

Getting started with Voyager: Charge and Renew

17

10. Recalls and Holds on Voyager

20

11.

22

Discharging Lost Items on Voyager

12. Manual Issue of books

24

13. Voyager Downtime

27

14. How to Return to Voyager Circulation

28

15. Issuing Temporary cardboard cards

29

16. Borrowing without a Card

30

17. Signing in Visitors and Staff Visitors

31

18. Using the Cash till (Fines/Sales)

32

19. Fines and Payments on Voyager + P Admin Instructions

34

20. Closing Procedures: Guide for Desk Staff

39

21. Closing Procedures: Summaries + Checklists

41

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Table of Contents continued

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Page

22.

Fire Alarms – Reader Services Desk

45

23.

First aid, accidents (information and instructions)

47

24.

Dealing with a Lift Failure

48

25.

Lost Property

49

26.

Locked Bikes

51

27.

Opening the Admissions Office + Checklist

53

28.

Closing the Admissions Office

54

29.

Processing data from the online form

55

30.

Editing and Creating Records on Voyager

60

31.

Admissions Categories: Quick Reference Guide

63

32.

ID Requirements

64

33.

Admissions Categories: Current Staff, Students and members of Cambridge University

65

34.

Admissions Categories: Staff, Students and members of Other Universities

66

35.

Admissions Categories: University Alumni/ Private Researchers

67

36.

CHRIS categories

68

37.

Admissions Categories: Miscellaneous Tables 1 – 6 + Summer Schools

69

38.

List of Institutions that may borrow under 5.4

75

39.

Letters of Introduction + Samples of Cards

77

40.

The Card Office

78

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University Library :Reader Services Desk & Admissions Guide

Welcome to the University Library Reader Services Desk I would like to take this opportunity to whole-heartedly welcome you to the Reader Services Desk team. This guide has been put together to help consolidate the induction training that you will be receiving.

The Reader Services Desk fields a wide range of enquiries and takes pride in providing a helpful, efficient and welcoming service. As well as playing a key part in the induction and orientation of users who are new to the Library, we also have long established relationships with the Library’s regular users.

We’re a friendly team, so please don’t hesitate to ask questions as you complete your training. We’re always open to ideas for improving the work of the Reader Services Desk, so do let us know if you have suggestions.

All of the team are looking forward to getting to know you and working alongside you.

Rose Giles Team Leader

Welcome to the Reader Services Division. It’s where readers interact with staff right at the start of their very first contact with the Library, during their work and research, and when they leave the Library. Some of the work the Division does is highly visible, while other aspects remain hidden from general view, but whatever it is, putting the reader central is what it's all about.

Marjolein Allen Head of Reader Services

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Brief History of the University Library The University is known to have had manuscripts in its possession from the fourteenth century, although these were kept in chests with other valuables rather than in a library building as we would recognise one today. The first direct reference to the library occurs in wills dating from the early fifteenth century. William Hunden, whose will was proved in 1416, bequeathed three volumes to the University, these were to be kept for the use of graduates and scholars in the ’new’ library.

Two events in the early eighteenth century were pivotal to the Library’s growth.

The Copyright Act of 1710 allowed the Library to claim a copy of every work published in the United Kingdom, a practice that continues to this day.

Secondly, in 1715, George I presented the Library with the collection of John Moore, Bishop of Ely. This donation added key academic titles, including texts

by Newton, Halley and Boyle to the collections, cementing the Library’s international reputation.

The Library’s collections continue to grow and now include major academic material in digital format, subscriptions to electronic journals, and access to databases and other online re-sources.

The collections currently amount to almost eight million items, occupying more than 100 miles (160 kilometres) of shelving. Two million of these items are stored on open-access shelves, making the Library the largest open-access collection in Europe.

For 500 years the Library was accommodated in rooms at the Old Schools, next to King’s College in the centre of Cambridge.

The present Library building was designed by Giles Gilbert Scott, who was also the architect of the neighbouring Clare College Memorial Court. Other examples of his work include Liverpool Anglican Cathedral and the building now housing Tate Modern in London. He is perhaps best known for the distinctive red telephone box.

The Library was constructed between 1931 and 1934, and officially opened by HRH George V. Since then, the building has been extended several times, most notably in 1972, allowing the University Archives, the library of Peterborough Cathedral and a number of other collections to be accommodated here.

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University Library :Reader Services Desk & Admissions Guide

As part of its collections, the library contains a wealth of printed and manuscript material. This includes an archive of Charles Darwin's correspondence, an extensive collection of historic sheet music and over 1 500 000 maps.

There are more than seventy rare books collections in the library, with incredibly varied subjects and history. The Waddleton collection, for instance, focuses on books illustrations and engravings; the Royal Commonwealth Collection contains many photographs relating to the British Empire and Commonwealth, and we even have the archives of the Society for Psychical Research which covers subjects such as haunted houses and poltergeists.

The UL is one of six legal deposit libraries within the UK and Ireland and one of the 115 libraries in Cambridge. This means we get almost every book regardless of its subject or level: novels, school textbooks, even pop-up books and bath books, amounting to around 85,000 publications each year. Since 2003, electronic publications and non-print materials have also been included in the Act. So, there is a good chance that if you have heard of it, we’ve got it.

The Reader Services Desk is not the original, this desk was built sometime in 1997. The original desk used to be split into a two-part system. The desk in the Entrance Hall would deal only with returns, whilst the additional desk, located upstairs where you see the General Enquiries Desk, would issue books.

The creation of machine-readable catalogue entries began in the University Library in 1978, originally accessed via microfiche. In 1983 the first trial of the online catalogue was released for public use.

The pre-1979 paper catalogues (known as ‘Guardbooks’) remained open for the inclusion of older material until they were closed in 1995 and can still be found in the cataloguing corridor.

Another important point of interest is the tower which acts as storage for some of the books that are deemed to be less academically important. As well as children’s books and [light] novels, it is also home to a large amount of Victorian literature, some of which has been catalogued for the first time by the Library’s “Tower Project”. This project began in 2007 and came to an end in 2012.

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Interesting facts about the Library



    

 

The 17-storey tower is 157 ft (48m) tall, ten feet taller than the peak of King's College Chapel. On a fine day Ely Cathedral, 14 miles (23 kilometres) away, can be seen from the top.

The fictional "Dark Tower" in the novel of that name (attributed to C. S. Lewis) was a replica of this building.

The oldest items in the Library’s collections are Chinese oracle bones, dating from the 13th century BC. It took 689 cart loads to carry 23,725 boxes of books when the Library moved to its present site in 1934.

The Reading Room contains around 18,000 reference volumes.

The fourteen book sculptures at the front of the Library were created by local sculptor Harry Gray. The four central book columns move independently to reveal the title of the artwork, 'Ex Libris'.

The identity of the figure found at the top of the front entrance is of a scholar in cassock and bands, designed by Messrs. Martyn & Co. The figure on the south-east corner of the tower represents one of the Four Winds of Heaven.

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University Library :Reader Services Desk & Admissions Guide

Finding your Way Around The working day Core working hours for full-time assistant staff are 08:45-17:20 (MondayThursday) and 08:45-17:00 (Friday). You will get a lunch break of 1 hour 15 minutes, which is usually taken from 12:00-13:15 or 13:15-14:30.

Staff can access the Library before 08:45 from the Staff Entrance located off Grange Road.

Dress Code The Library does not have an official dress code and what you wear will depend largely on your individual role. All staff are likely to have some contact with the public and should look presentable and approachable: you may like to consider what staff in a book shop, or public library, would wear.

Staff who work in environments where there is likely to be a lot of dust or dirt will be provided with protective clothing. Please contact your line manager if you have any concerns.

Using Light board For health and safety reasons, it is mandatory to use the staff light board to indicate when you are in or out of the building.

You should sign yourself in every time you come into the building and sign yourself out every time you leave. There are two ways of doing this:  Input your initials at one of the two dedicated PCs; one is located next to the staff refrigerator near the back door and the other is next to the shelving area near the Entrance Hall or  on a PC, go to the following link http://www.lib.cam.ac.uk/cgi-bin/lightboard/ lightboard.cgi and click on the ‘person’ icon to the left of your name to sign yourself in or out (the icon lights up to indicate when you are in).

Keys Keys are issued by the Library Offices and have to be signed for. All staff are issued with "A" and "S" keys and, if applicable, a locker key. Other keys are only allocated to those who need them, such as a key to the cycle shed.

If you leave the employ of the Library you should ensure that you return all keys issued to you. Also, if for some reason you are with out your keys, a spare set can be given out for use that day. You will need to contact the Library Offices in this instance.

Personal Lockers There are a limited number of staff lockers available. They are located on the

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ground floor, in the corridor leading from the shelving area to the staff entrance. Allocation of these lockers is the responsibility of the Library Office.

Priority is given to members of staff who do not have their own lockable office or their own lockable desk/drawers within a shared office.

Annual leave (holiday) The leave year runs from 1 January to 31 December. If you are starting work midway through the year you will have a leave allowance on a pro-rata basis, full details of which will be provided.

Annual leave should be initially agreed with your line manager, and you then need to record it in the RSD diary. If you are a member of Assistant Staff you should complete a leave slip and pass it to your line manager for signing. A running tally of your leave will be kept in the leave books located in the Post Room.

Full-time Staff: You should complete, with legible signature, a white leave slip (shown below). No period of less than half an hour may be booked off.

Part-time Staff: Staff working fewer hours than the normal working week are entitled to annual leave at the rate of 7.2 times the number of hours worked in a week. Leave is to be booked off in hours on a yellow slip (not shown below).

The Library is closed over the Christmas period, plus Easter weekend (FridayMonday inclusive) and the August bank holiday. See below for examples of how to fill in a leave slip.

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University Library :Reader Services Desk & Admissions Guide

Sick leave On the first day you are ill you should ring your line manager, or designated person in their absence, as early as possible to let them know that you will not be coming to work. Your line manager will then inform the relevant staff in the Library Office.

If you are so unwell that you are unable to phone yourself it is acceptable for someone to ring on your behalf.

If you become ill having come to work and subsequently go home you must ensure that you inform your immediate line manager before departure. Attending routine medical appointments such as doctors and dentists is not regarded as sickness absence, and staff are expected to schedule these where possible to minimise the effects on the department.

Staff card/UL card You will be issued with two staff ID cards.  Library staff card: The Admissions Office of the University Library is responsible for issuing you with an ID card (white background) that identifies you as a member of the Library staff. You should always wear this card when you are at work or going through the colleges. Some prices in the tea room of the main University Library are reduced for staff on production of this card.  University Card: You will also be issued with a University Card (blue background). The University Library card representative is Charlotte Ross.

On leaving the Library you will be asked to return these cards before your final day. You will only retain the blue University card if you are moving to another University department or hold it in your own right rather than as an employee.

Staff borrowing (from open and closed stacks) Staff members can apply to borrow books. To start borrowing you will need to set up an account with the Library Admissions office. Admissions can be busy, so we recommend that you book an appointment to avoid any queues. Appointments can be made by visiting the Reader Services Desk or by calling 33030.

We will normally validate your University Card for borrowing, or we can issue a Library card if you do not yet have a University Card. You will then be able to borrow up to ten items, for up to eight weeks.

It is advised that staff fetch books from closed stacks themselves and place a ‘green’ User card with their details on the shelf in its place.

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Car parking Car parking on site is strictly limited. However, the car park at the front of the Library building (off West Road) can be accessed from 08:30 onwards. Please note that this car park is locked outside of Library opening hours and is not intended primarily for staff use.

You may be eligible for a car parking space in the staff car park at the rear of the Library, located off Grange Road. This car park is barrier controlled and all staff using it require a key fob. An application form for a car parking space can be collected from the Library Offices.

Cycle Parking & Public Transport There is ample cycle parking available at the Library: if cycling to work please bring a good lock to ensure your bike is safe. A dedicated staff cycle shed can be accessed (in addition to the public cycle racks at the front of the Library): please ask the Library Offices for further details. You may also like to consider the University’s Cycle to Work scheme, further details of which can be found at: http:// www.admin.cam.ac.uk/offices/hr/staff/benefits/cycle/ The nearest bus stops to the Library are located on Grange Road and West Road. These serve the Uni 4 buses; further details of these bus routes are available at: http://www.stagecoachbus.com/uploads/cambridge_apr2010.pdf After starting work you will receive a University ID Card with which you can travel for a discounted fare of 60p per journey on the Uni 4. Valid cards must contain the holder's name and a clearly identifiable photograph, must not have expired, and must be presented to the bus driver at the time of travel. Otherwise, the normal fare is payable.

Login to computers/E-mail You will be provided with a @cam.ac.uk e-mail address when you start, as well as a user name/password to use the computers. Note that your light board ID may be different from your computer login.

Intranet For more detailed information about working at the University Library you can access information on the Staff Intranet site: http://www.lib.cam.ac.uk/intranet

Team Diary (paper/online) It is important to make note of any meetings, training, courses and leave that you are likely to have in both the paper Diary (kept by the cash till) and the Google online Team Diary. Please inform the Team Leader or Deputy Team Leader when you add an event to the diary. For further instructions on using google calendar please refer to the ‘Instructions’ folder (under the cash till).

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University Library :Reader Services Desk & Admissions Guide

Opening Up Procedures: Collect keys from the Print Room 

The front door keys are hung on the key rack behind the door, and are marked ‘Front’.

Switch on the main power 

Switch on the power switch which is found under the first computer terminal on your left as you enter the Reader Services Desk.



The switch is marked “Power WY16”. You should hear the terminals, gates etc. click on. An alarm will sound at this point. Shut this off by pressing the black button on the Chubb panel below the cash till.

Unlock tannoy bay and switch off security lights 

This is done using a regular ‘S’ key.



Turn off the two security lights using the switch on the wall to the right of the CCTV display screen.



Check that the CCTV display screen is on (it should not have been turned off).

Switch on the computer terminals 

All four service terminals need to be turned on. Ensure that they are turned on at the screen and at the base unit (the base units are found behind the moveable shelving).



Log into each computer and start Voyager using the generic RSD login (the same for each terminal).

Switch on the entry point terminal 

The entry point computer terminal may start automatically once the main power has been switched on. If not, push the button on top of the white box under the desk (just below the keyboard) to turn on the computer screen.

Switch on the exit point terminal 

Switch on the computer at the screen and at the base unit. The exit statistics programme should automatically load.

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Switch on and unlock disabled access door 

Switch on the power to the disabled access door by turning the key switch found to the left of the front most computer terminal at the Reader Services Desk.



Unlock the door itself (the key hole is at the bottom centre of the door) using the gold key from the Front key bunch. Note that the key turns clockwise to unlock the door. Test that it is operating properly using the door push-button.

Unlock exterior lift 

Unlock the lift using the ‘EVVA DPS’ marked key found on both the Front key set and on most staff key sets.



First unlock the uppermost set of double doors, and push back, locking them into place against the wall (note that the second double door has a metal hinge behind it which needs to be released). Then unlock the lower door and push back into place.



Test that the lift is working.

Remove padlock from till and turn on 

The supervisor in charge will remove padlock from till.



Turn on the till using the switch on the right-hand side of the machine (in the back corner) and turn the key clockwise to the ‘R’ setting.

Ensure locker room is open and lights are on 

Check that the locker room door is open and push back gently until the fire hinge holds it open.



Members of staff should check for any lost property that has been left overnight. This should be logged and stored at the desk as soon as possible.

Unlock front door 

Remove the metal pole from across the front of the main door (removing the pin on the right hand side and then sliding it out).



Using the small silver key on the Front key bunch unlock the front double doors and push back until they stay in place.

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University Library :Reader Services Desk & Admissions Guide

Put out the Exhibition sign and remove blackout covers. 

This is in three parts, and needs to be clipped in at all four corners.

Please note that stands are heavy and if you require assistance, ask.



Remove and fold away the blackout covers from the exhibition cases.

Set out stamps and change to correct date 

Get out the date stamps, which are found in the lower level cupboard under the computer terminal to your right as you enter the Reader Services Desk.



You should have 10 date stamps and 4 cancelled stamps: assign each service terminal one red-headed and one white-headed date stamp and a cancelled stamp. The two ‘variable date’ stamps should be placed by the cash till.



Ensure that the stamps show the correct return dates (2 weeks on the white-headed stamps and 8 weeks on the red-headed stamps. Note that dates are set differently for vacations).

Set the calendar to show today’s date 

Change the calendar on the table by the tannoy bay.



If it is the first day of the month, the day numbers have to be wound backwards to 1.

Ensure fire gates and turnstiles are closed 

Check that the fire gates and turnstiles to the left and right of the main desk are closed. If not, lock them using the white switches below the desk (directly under the front most computer terminal and below the entry point terminal).



Note that the exit point wooden surround needs to be pushed in (against the desk) to allow the fire gate behind it to close correctly.

Check that the ONELAN screen at the top of the stairs is turned on. 

The key to unlock the safety catch is in the cupboard below the computer desk next to the General Enquiries desk. Put the key in the red button and turn.

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Extra Duties Carried out on Saturdays Opening the Photocopying Room



Unlock the photocopy room door using an S key; ensure the door stop is applied (keeps door open).



Switch on the lights.



Turn on central power (twist red button on wall).



Check that all 4 photocopiers are turned on at the wall sockets.



Turn on the switch found at the front left side of each photocopier to start each machine.



Turn on the change maker machine at the wall socket



On the charging kiosk (located next to the change maker) at pull open the small panel on the right side of the screen. Inside there is a small purple button that should be pressed to start this machine.

Opening Up Checklist Keys?

Power on?

Tannoy bay is open and security lights are off?

All four service terminals are turned on and logged into Voyager?

Entry point is turned on?

Exit point is turned on and statistics programme is running?

Each terminal has two date and one cancelled stamps?

Calendar shows correct date? Black out covers removed?

Both fire gates are closed?

Disabled access door is turned on at key point and door is unlocked?

Exterior lift is open at upper and lower levels?

Padlock removed from cash till and turned on?

Locker room is open and lights are on?

OneLan Screen in locker room is turned on?

Front door is open? Exhibition Sign is out?

(Saturday only) Photocopying Room is open?

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University Library :Reader Services Desk & Admissions Guide

Entry Gate Troubleshoot The entry gate program is linked to Voyager and stops those with expired or unregistered cards as well as those with outstanding fines. If the account is valid and fine free, then the gate will release automatically.

To turn on the system  Once the power for the desk is on, the entry terminal will automatically start up.  There is also a switch under the front right terminal that opens the gate and overrides the computer.

THINGS TO REMEMBER  You can key in a barcode if necessary.  If a card does not let the reader in, ask to check their card. You can do this by scanning their barcode in voyager.  The fire gates and turnstiles can be opened manually using the switches found under the entry gate computer terminal and the front pc terminal.

They open the south and north side respectively.

Exit Desk Troubleshoot The exit desk program is not linked to Voyager. It keeps a running tally of readers who scan their cards to leave the library. The program will start when the computer is switched on.

If the program does not start, you will need to go to the Start menu. Click on ‘Run…’, type ‘outgate.exe’ in the box and click OK. This should start the program.

If the computer prompts for a restart to install updates: click ‘Restart later’.

To exit the program press ‘E’, then ‘Y’. You can then shut the computer down as normal.

If the program crashes, restart the computer; it will take a long time for the program to load again, so, it is best to avoid doing this unless absolutely necessary.

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Notes ——————————————————————————— ——————————————————————————— ——————————————————————————— ——————————————————————————— ——————————————————————————— ——————————————————————————— ——————————————————————————— —–—————————————————————————— ——————————————————————————— ——————————————————————————— ——————————————————————————— ——————————————————————————— ——————————————————————————— ——————————————————————————— ——————————————————————————— ——————————————————————————— ——————————————————————————— ——————————————————————————— ——————————————————————————— ——————————————————————————— ——————————————————————————— ————————————————————————–——— ————————————-———————————————

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Getting started with Voyager Log in There are two options when logging into the Voyager client. You can either use the generic Entrance Hall ID or your own Voyager ID. To edit or create record information (other than fines or loans) a personal log-in is required.

Patron Records Patron records are identified by a five-digit barcode (e.g. VL123) entered into Voyager Circulation from one of two sources:

 University Cards (which have a barcode on the back) are entered under ‘System’ via a daily update feed from the University Card Office.

 Library users who receive their cards at the Library Admissions office have account barcodes entered manually using pre-printed codes generated by ESS. It is important that no patron has the same barcode, and wherever possible only one barcode is used for each patron (e.g. if renewing a card after a lapse, or getting a new University Card the original barcode is retained) To find a patron record you can search by barcode or name:

University Library: Reader Services Desk & Admissions Guide

Information held on the patron record:

1. Name and Name Type (i.e. personal or institutional) 2. Patron Group (which determines borrowing status) 3. Barcode 4. Address 5. Counters (measures historical number of loans etc.)

6. Proxy Patrons (where relevant) 7. Statistical Categories 8. Charged Items 9. Fines and Fees 10. Holds and Recalls 11. Notes 12. History

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To Charge and Discharge Items on Voyager

Follow the steps below to charge items.

1.

Click on charge icon on top menu bar.

2.

Select barcode and make sure that the Library selected is ‘University Card/ UL Card’.

3.

Scan patron’s card – patron details should appear (as demonstrated above).

4.

Scan book barcode into barcode field.

5.

The book details and due date will appear below. Loan periods can be shortened if the patron’s card is due to expire or the book is recalled by another patron.

Tip: If barcode does not scan, you can type in the five figure item barcode. However, make sure you double check the book title to ensure the right book is charged.

To discharge a book click on the discharge option and scan the book. The due date will appear on screen (plus a notification if overdue or recalled).

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To Renew Items on Voyager 1. To renew a book, click on the patron icon – the patron search box should appear.

2. Select barcode and scan patrons card – patron record will appear.

3. Select charged item icon – charged items index will appear.

4. Highlight titles to be renewed.

5. Click renew – the new due date will show.

Tip: Only one renewal is allowed per book. If the item has already been renewed an error message will show. You can override this command under certain circumstances. You should refer to the Team Leader or Deputy in this instance.

Recalls and Holds on Voyager Placing a hold: 1. Select item icon – search by item barcode box will appear 2. Enter five figure item barcode:

 If the barcode is not known, click on the ellipsis and the search box will appear. Select browse and apply the Cambridge (main) filter.

 Enter item classmark into the search box and click do search.  Select title from the record list and the individual item record should appear.

1. Select place request icon.

2. Scan patrons card.

3. Select both the recall and copy buttons.

4. Pop-up will show recall placed and item status on both item and patron record will show as ‘charged+’ .

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University Library :Reader Services Desk & Admissions Guide

Place Request Icon

Select ‘Recall’ and ‘Copy’ to complete the request

When a book on hold is returned: 1. Discharge item as normal.

2. Information window will pop-up, showing the outstanding hold or recall request message.

3. Select OK and circulation alert will show.

4. Details of the patron who has placed the hold will appear .

5. At the UL we then note the patron’s name on the yellow recall slip. A notification is sent to the re-caller and the book is held for collection for 7 days.

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Discharging Lost Items on Voyager This is a brief guide to reporting and processing lost books. Books are given this status in two principal circumstances: LOST – SYSTEM APPLIED Voyager automatically converts the status of a book from ‘overdue’ to ‘lost’ when it is more than 60 days (2 months) overdue.

LOST – LIBRARY APPLIED When a reader completes a ‘Lost / Stolen Book Report’, the member of staff processing the form manually adds the ‘lost’ status to the item record.

When a book is returned and a message comes up stating it is lost:

It is very Important to click CANCEL at this point.

- Books that have had a lost status must have this status removed before being discharged, otherwise the fines will not register.

SELECT CANCEL, NOT OK

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University Library :Reader Services Desk & Admissions Guide

NEXT You will need to change this status and then return the book. To do this, scan the item from the item record icon:

To get to the status, click on the “graph” icon, second from the right.

This will bring up the following screen: If the status is ‘Missing’ or ‘Lost– Library Applied, do not make any amendments but send the reader directly to the Admissions Office.

If the status is ‘Lost-System Applied’. highlight the Lost-System Applied line and click on the red down arrow. You will need to make sure you click on the red arrow or the status will remain.

This will then make the book simply overdue and can be returned as usual. Fines will now be added to the reader’s record.

University Library: Reader Services Desk & Admissions Guide

Manual Issue of books on Voyager Step by Step Guide: Step 1: In Voyager, open ‘Charge’ and scan the Reader’s barcode.

BOOKS

Step 2: Right click on the symbol, where the book barcode is usually scanned. You’ll see the following screen.

Step 3: Click on ‘Add New Bib/Item…’ The following screen will display.

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University Library :Reader Services Desk & Admissions Guide

Step 4: Add the ‘Title and Classmark’ (separated by a space) into the ‘TITLE’ field. Click OK and you’re done!

If permission to borrow is given, a completed red ULC 78 card will be inserted into the book. The Reader will then be asked to bring the book down to the Reader Services Desk to be issued. If there is no ULC 78 card in the book, then permission has NOT been given . If West Room Classes this card is absent, please return the volume to the West 850 – 899 a-e Room or phone the West Room and arrange for its colS61 – S911 a-e lection. Do NOT return it to the reader.

When issuing a book manually the ULC 78 form should be 1900 – 2015 stamped with the due date and then placed in the book.

Ua – Ue Do NOT place a book plate in any of these books.

Z1 – Z999 Books and Periodicals in the classes listed here are NOT L1 – L999 ordinarily borrowable, even when they have a barcode.

A Reader may only borrow books from these classes if Q1 – Q996 given permission to do so by the West Room or Official T1 – T996 Publications Superintendents/Deputies.

University Library: Reader Services Desk & Admissions Guide

An example of a ULC 78

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Voyager Downtime Instructions Charging books



Designate each terminal as either 2 week or 8 week borrowing and stick a laminated 8 week or 2 week date card by each terminal. There should be 2 terminals for each borrowing period.



Click on Voyager Circulation and the Downtime system should automatically appear. On each computer select the appropriate 2 week or 8 week date.

Discharging Books



Place any books returned before the downtime on a Trolley in the tannoy bay for shelving.



Bring a new trolley to the desk to store books returned during the downtime and attach a laminated trolley notice to the top.



Books returned during a downtime should be stamped cancelled. They will be removed from a patron’s record once the system goes back online. These books should be stored on trolleys either in the Shelving Office or South Court.

Renewals



Place a renewal sheet by each terminal.



Books cannot be renewed during downtime. Suggest readers renew online later or make a note of their details on the sheet. Renewals will be done by staff once the system goes back online.

Reader Information Sheets



Information sheets explaining what services readers will be able to access should be displayed in the following locations: Entrance and Exit A4 Plastic sheet holders, Locker Room Door, Reynold’s Room Door.

Admissions



During downtime it will only be possible to issue temporary cards. Depending on staffing levels/demand for admissions the office can be closed if necessary and tickets issued from the desk. Readers will still need the relevant documents. Please refer to ‘Issuing Cardboard Cards’.

Note: All the laminated notices and renewal sheets can be found in the Voyager Downtime packet in the Instructions File under the Cash-till.

Emergency Contacts (if Voyager crashes unexpectedly you should and can contact) Iain Burke 47436 or Lesley Gray 39942

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How to return to Voyager Circulation You will be informed when the Voyager Circulation can return to normal by a senior member of staff.

Note: If this happens during Late/ Late Late or Saturday Duties then please continue with the offline system. The Reader Services Desk team will return to normal Voyager Circulation service during normal working hours.

Step 1 : Log off Voyager Offline and log into Voyager Circulation. You should: Ignore the option to upload, leaving this till later.

Issue/discharge/renew books brought to the desk as usual.

Step 2 : Discharge all books returned during the downtime. Note: Depending on the volume of books it is often best to discharge the majority of books in the Reader Services Department Office.

Any book that has ‘Browse Patron: barcode’ appear when it is discharged or that have been recalled should be placed on a spare trolley and kept separate. All other books can be shelved as normal.

Cancel fines: Cancel fines marking them as ‘error’ if the fine may have been caused by the Voyager Downtime, i.e. if the downtime lasts for 1 day forgive 25p (50p for a recalled book). Each fine does not need to be noted individually in the Cancelled fines file.

Step 3 : Renew all the books that have been noted on the renewal sheets and again forgive any relevant fines.

Step 4 : Once all books have been discharged close all the Voyager Circulation pages on the RSD terminals. Log-into Voyager Circulation again and follow the upload instructions.

Step 5 : All the books which showed ‘Browse Patron: barcode’ should be discharged again. Note: This is to ensure that if a reader borrowed and returned a book during the Downtime that the book does not stay on their record.

Step 6 : Take down all the signs and posters and return them to the Voyager Downtime pack. Please make sure that all the essential documents are returned to the pack and print off any replacements if necessary to ensure it is ready for any future Voyager Downtimes.

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Issuing Temporary cardboard cards 1.

Print the reader’s first name and last name.

2.

Print the reader’s full address.

3.

All cardboard temporary cards should have a start date and an end date on them.

In general, this kind of card should only be issued for one day. This should be done if , for instance, a reader has temporarily forgotten to bring their card or is aware of its location but unable to locate it.

Cardboard cards are issued for longer periods only at planned times when the Admissions Office is unavailable, such as Voyager upgrades or downtimes.

4.

Readers should show you at least one form of identity and should fill out the appropriate form.

5.

Where possible, please send them to the Admissions Office. Staff will take a photocopy of any ID that they do have.

If the Admissions Office is closed, please ask them to fill out the form and keep this form at the Entrance Hall desk until the Admissions office re-opens.

6.

Your name should be printed rather than signed.

Your name needs to be legible so that other members of staff can identify who issued the card.

7.

The reader needs to sign and date the card.

By signing the card, the reader agrees to abide Library rules.

8.

Rare Books and Manuscripts will not generally allow cardboard temporary cardholders in to view their collections.

If you have a reader who wants access to either room, please contact the room superintendent before allowing access.

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Borrowing without a Card The following guidelines are designed to enable customers a with valid, current borrowing account to check out books and use the recall and renewal functions if they have forgotten or temporarily misplaced their Library / University card.

In this event we could:

 Place recalls on their behalf.  Renew books currently out on loan to them.  Check out new books to them.

To do this borrowers must provide one of the following:

 Passport  Photocard driver’s licence (full or provisional)  Cambridge University Card  Valid, current CamSIS account (for current students only)  Alternative ID with current photo and printed full name (e.g. ISIC Card) We cannot accept:

 ID with name only (e.g. credit and debit cards, gym membership cards)  ID with photo only (e.g. some college swipe cards)  ID with a damaged or unrecognisable photo Readers who have lost their Library cards should be directed to the Admissions Office to have a duplicate printed.

Please note that it is important to inform the reader that there is a £2.00 charge for this unless they are reported as stolen.

University Card holders who have lost their cards should be encouraged to contact their college or department Card Rep to request a replacement. A list of card reps can be found at: http://www.admin.cam.ac.uk/cam-only/offices/misd/ univcard/representatives/index.html

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Signing Visitors in  The University member must sign their visitor in. If they are not a member of the University, they may not take visitors in. They must be over 16 to enter. The University member may only sign on two visitors at one time.  The University member enters their name, their visitor's name, their university barcode, the time they enter and the time that they exit.

NOTE: Saturday Visitors sign-in on the separate sheet. There is no need to enter in times.  The Entrance Hall staff member fills one of the yellow pre-printed visitor stickers with the date for each visitor.  The Entrance Hall staff member must inform the visitor (s) that they must wear the sticker visibly for the duration of their visit.  The Entrance Hall staff member must give each visitor the teal “Welcome to University Library” visitor sheet (copies stored in the Visitors folder and at the desk). If the visitor does not accept the sheet, insist that it is a requirement that they must take it with them.  Inform the University member and visitors that they must stay together and cannot make use of any of the Library collections or facilities in any way. Remind them that they must also sign out.  The University member must scan their card into the entry gate; please press “o” at the entry gate to allow visitors in.

Signing visitors out The University member must inform staff that their visitor is leaving and scan their card to exit; the person at the exit desk should allow the visitors to pass through.

Staff Visitors Staff visitors should be signed in using the online Visitor Management system.

This can be accessed via the Library intranet using your Raven login . There will be a link saved on favourites. All staff have access to the system and may inform us of visitors in advance.

When leaving visitors should be checked out of the online system.

THINGS TO REMEMBER



Check ages as discretely as possible. Under sixteens’ are not allowed in.



Visitors must not consult any of the collections.



Give a sticker and an information leaflet to each visitor.



Inform them that they must stay together at all times.

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Using the Cash Till (Fines/Sales) The cash till at the Reader Services Desk is used for fine transactions and for the sale of carrier bags, pencils etc. The till in the admissions office is similarly used for Reader ticket sales, lost cards and processing Lost book fees. Below is a picture of the cash till found at the desk:

When logging on to use the till Type in your clerk ID number and then press the CLERK key. This has to be done before every transaction (even if made by the same person), otherwise the till will not function. The #/NS button can be then used to open the till if necessary. The receipt should be initialled and put back in the till drawer.

When you want to pay in a fine or a sale of items Enter the amount of the fine or price of item (e.g. 0.25) and itemise (e.g. FINE, PENCIL).

Press the SUB-TOTAL key.

Enter the amount of cash or cheque given by the Reader Press the CASH TENDERED key. If payment is by cheque press CHECK STUB key instead. Note: Cheques should be made payable to ‘University of Cambridge’.

Tear off receipt carefully and hand to reader. Tearing the receipt off too quickly or at an angle can cause the till roll to jam so please be careful!

Give the Reader any change and always give them a receipt.

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What to do if you make a mistake If you have rung in the wrong amount before you have pressed the item button simply press CLR. If once you’ve pressed the item button press CANCEL key and start again. You will have to log on again.

Write ‘MISTAKE’ and your initials on the incorrect receipt and place in cash till.

You must then ring in the correct details again as normal.

When paying multiple items into the till Quantity

X

Price of item

Press Sub-total. Then enter the amount of money given.

Then Cash or Cheque.

When the Receipt roll runs out of paper Remove the till lid and the old till roll.

Insert a new till roll, then put the end of the new roll over the black roller and into the gap.

Till Roll Direction

Press

button until the paper is visible. Replace the lid.

RF

When the Journal roll runs out of paper Remove the till lid.

Press JF

button so that all the printed text is wound onto the black spool , then tear the till roll.

Remove the black spool and the old till roll. Take the till roll off the spool and place it in the till drawer.

Insert a new till roll, then put the end of the new roll over the black roller and into the gap. Press the Journal Feed button.

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Insert the end of the new roll into the black spool, and wind it onto the spool using the Journal Feed button.

Replace the till lid.

Fines and Payments on Voyager When a fine is paid:



When item is discharged, if it is overdue the fine incurred will show.



Left click the grey area and select collect fine.



Patron fines/fees will launch. Check that you are dealing with the same patron.



Click post, ensuring that posting type is payment. There is no need to enter the amount of the fine unless the patron is paying less than the incurred amount.



Click OK and fines should disappear from the patron fines/fees box.

Cancelling a fine (e.g. fine errors): Please use your own discretion when you are required to cancel fines or consult the Team/Deputy Leader if necessary. If a fine is generated due to an error or the fine is forgiven due to circumstances, follow above. Select forgive or error from the drop down posting type box.

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Fines and Payments Online Library fines over ÂŁ5 can now be paid online. bit.ly/ulfine A link to the online payment will also be included on the overdue notifications.

When a reader pays a fine online, the system will email Rose Giles, Hannah Haines and Jane Marshall. They will then have to manually remove the fine - it does not automatically pay the fine on Voyager. If there are any queries please find any one of them.

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Notes ——————————————————————————— ——————————————————————————— ——————————————————————————— ——————————————————————————— ——————————————————————————— ——————————————————————————— ——————————————————————————— —–—————————————————————————— ——————————————————————————— ——————————————————————————— ——————————————————————————— ——————————————————————————— ——————————————————————————— ——————————————————————————— ——————————————————————————— ——————————————————————————— ——————————————————————————— ——————————————————————————— ——————————————————————————— ——————————————————————————— ——————————————————————————— ————————————————————————–——— ————————————-———————————————

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P ADMIN Instructions PLEASE NOTE: The Application PAdmin is only available on one terminal at the RSD. The PC closest to the exit.

TO PUT CREDIT ON A CUSTOMERS ACCOUNT Let the reader fill in a yellow DRA credit form (found on the right of the cash till). This provides us with their contact information and the amount they would like to top-up their account with. INFORM them that there are no refunds once you’ve processed payment.

Click on the shortcut to the ‘PAdmin’ Application. This can be found on the desktop. You will see the following screen:

Make sure you check the box in front of ‘Search Usernames’

1. Press Ctrl + F , to bring up the Search screen.

Alternatively, from the Utility menu (on the left of the screen) select ‘Find’.

2.You will be prompted to enter the readers barcode (‘VZZZZ’) in the ‘search text’ box.

3.Press Find.

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4. The programme will then list the barcode searched for. Click so that the text is highlighted blue.

5. Then Press Select.

6. The following screen will come up.

You can now top-up their card by clicking on the Deposit button!

Alternatively, you can right click on the selected barcode and select ‘Deposit’ OR Press Alt+D

7. Enter the deposit amount. i.e: £2.50 —> 2.5 £25.00 —> 25 £2.25 —> 2.25 The program does not accept zeroes within a decimal.

The FINAL step: Put their payment through the card reader (if paying by card) and through the till. Attach the till receipt to the yellow form. Post it through the till. YOU’RE DONE!

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Closing Procedures End borrowing and shut down terminals  Borrowing stops at 19:00 and all but the front-most terminal can then be turned off. The front terminal should stay on for returns which can continue for a further 15 minutes until 19:15.



All terminals should be turned off via the Windows shut down menu; the two terminals at the front (facing the Entrance door) also need to be switched off at the screen.



The eight terminal stamps, two variable date stamps and four cancelled stamps should be stowed in the in the lower level cupboard under the computer terminal to your right as you enter the Reader Services Desk.

Lock Toilets  The men's and women's toilets on the first floor level should be locked around 19:10 using the small key found on the regular key set. The disabled toilet should also be locked at the outer door using this key.



All toilet facilities should be checked to ensure that no one is in there before locking!

Lock external lift  Lock the lift using the ‘Evva DPS’ style key found on both the Front key bunch and on most staff key sets.



First lock the lower door (which should be ‘unlocked’ from the wall and then locked in closed position). Then lock the upper set of double doors by engaging the metal hinge and locking them with the key.



Don’t worry if the lift lights come on : they work via a motion sensor and will automatically turn off.

Switch off and lock side automatic door  Turn off the automatic door via the key switch found to the left of the front-most computer terminal at the Reader Services Desk.



Lock the door itself (the key hole is at the bottom center of the door) using the gold key on the Front key bunch.

Ensure any fans are off and full length window is closed  Unplug any fans / spot lights / Christmas lights in use in the Entrance Hall, but DO NOT unplug the Exhibition Case lights as these are on a timer.



If necessary, push the full length glass panel closed and secure using the 2 metal ‘pins’ which go through the window frame into the wall. These pins are normally kept in the cardboard box by the front-most Reader

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Services Desk terminal. They are unique to this widow and should be kept safe.

Place Blackout covers over Display Cases  Bring out covers from the tannoy bay and place over the top of each display cabinet.

Switch off the exit point terminal  Press ‘e’ to exit and ‘y’ to confirm. A message stating that the statistics program has ended should appear.

 Shut down the terminal at the screen and base unit.

Turn on security lights, turn off printer and lock tannoy bay  Turn on the security lights (either side of the tannoy bay door) using the switch on the wall to the right of the CCTV display screen.

 

Turn off the printer (off button on bottom left-hand corner of printer).

Switch off the bay lights (inside the tannoy bay) and lock the door using an ‘S’ key.

Lock cash till  To shut down the till, turn the key to ‘L’ and turn off the power via the black switch on the right side of the till. The till display should turn off.



Insert the security brace through the till draw and lock this in place with the padlock.

Lock front door  The front door should be locked using the small key on the Front key bunch, the Welcome / Exhibition Sign should be brought in and left in the lobby area.



The metal pole should then be secured across the front door and held in place with the metal pin (on the right-hand side).



The Front door set of keys should be returned to the Print room and hung on the key hooks behind the door.

Turn off power to Entrance Hall desk  Switch off the power switch which is found under the first computer terminal on your left as you enter the Reader Services Desk. The switch is marked “Power WY16”. You should hear the terminals, gates etc. click off and open.



Turn off the two switches which control the uplighter above the revolving door and the spotlights in the gallery arch. The two, large square black switches are next to the power switch (the switches click UPWARDS to turn them off).

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 Also turn off the “Heaters” switch (if applicable).

Ensure locker room is closed and lights are off  Check that the locker room door is closed and locker area has been cleared.



Turn off lights to the Entrance Hall, stairways and upper hall at the light panel to the right of the disabled door.

Closing Procedures for a Regular Late Duty : Summary 18:40

Tannoy Announcement

18:45

Tannoy Announcement Member of Re-shelving Staff goes to lock South Front with AOI Patrol

18:55

Tannoy Announcement

19:00

Borrowing Stops Entrance Hall PCs (except front) switched off Entry Terminal switched off Duty Officer comes down to Entrance Hall

19:05

Tannoy Announcement Cash Till switched off and locked Borrowing Stamps cleared away

19:10

Toilets on Balcony Area cleared and locked Exit Point switched off External lift locked Automatic door turned off and locked

19:15

Security lights turned on Front Entrance Hall PC switched off Locker Room checked and locked Front Door locked (and secured with pole) Tannoy bay lights checked, printer off and door locked Uplighter and spotlights switched off

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Power to Entrance Hall turned off Lights off

Closing Procedures for a Late-Late Duty: Summary 18:45

Tannoy Announcement Member of Reshelving Staff goes to lock South Front with Aoi Patrol

18:55

Tannoy Announcement

21:25

Tannoy Announcement

21:40

Tannoy Announcement

21:45

Borrowing Stops Entrance Hall PCs (except front) switched off Entry Terminal switched off Duty Officer comes down to Entrance Hall Cash Till switched off and locked Borrowing Stamps cleared away Toilets on Balcony Area cleared and locked Exit Point switched off External lift locked Automatic door turned off and locked

21:55

Security lights turned on Front Entrance Hall PC switched off Locker Room checked and locked Front Door locked (and secured with pole) Tannoy bay lights checked, printer off and door locked Uplighter and spotlights switched off Power to Entrance Hall turned off & Lights are turned off

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Closing Procedures Checklist All four service terminals are logged off Voyager and shut down?

Entry point is turned off?

Exit point is turned off?

Tannoy bay is locked, printer off and security lights are on?

Uplighter and spotlights switched off?

Borrowing stamps and cancelled stamps have been put away?

Welcome sign has been brought inside?

Toilets on the Balcony corridor have been checked and locked?

Exterior lift is closed and locked (both at upper and lower level)?

Blackout covers over display cases?

Locker room is locked and lights are off?

Cash till has been turned off and secured with padlock?

Ensure any fans/heaters are off and full length window is closed Disabled access door is locked and power is off at key point?

Front door is locked and pole put across?

Power off Keys returned to Printing Room Your done!

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Notes ——————————————————————————— ——————————————————————————— ——————————————————————————— ——————————————————————————— ——————————————————————————— ——————————————————————————— ——————————————————————————— —–—————————————————————————— ——————————————————————————— ——————————————————————————— ——————————————————————————— ——————————————————————————— ——————————————————————————— ——————————————————————————— ——————————————————————————— ——————————————————————————— ——————————————————————————— ——————————————————————————— ——————————————————————————— ——————————————————————————— ——————————————————————————— ————————————————————————–——— ————————————-———————————————

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Fire Alarms – Reader Services Desk Staff Alert Alarm

“This is a staff alert, standby for further instructions” 1. All Reader Service Desk staff should immediately report to the Entrance Hall.

2. As soon as the alarm sounds, readers are not allowed to enter or re-enter the library.

3. All other Entrance Hall staff should be on standby while the siren is on the 'alert' stage, but do not need to take any direct action. Staff may continue to issue books. Similarly, readers do not need to evacuate or take any action at this stage and may visit the Locker Room.

Staff Alert End: If the siren stops sounding before going into evacuation, the first tannoy announcement, kept in the tannoy booth, needs to be read out.

We cannot allow anybody back into the library, either at the end of the 'alert' phase or 'evacuation' phase, until we've had the all clear.

The all clear will come from the staff at the Back Door. This may be some time after the alarm has stopped sounding.

Once we’ve had the all clear, the second tannoy announcement must be read out. After this, readers may be allowed to enter the Library and the fire sign returned to the tannoy booth.

Evacuation Alarm

“There is a fire in the building, please evacuate immediately” If the siren changes to the 'evacuation' alert all Reader Services Desk staff must begin to assist in the evacuation of the building.

Depending on where you are when the alarm sounds, it may be safer for you to consider exiting the building and then re-entering at the Entrance Hall door. RSD staff are the exception to the rule that nobody may reenter the building and must report back to the Entrance Hall.

Returns, issues, fines, recalls etc. must not be done while the alarm is sounding - all staff need to concentrate on the evacuation.

1. The supervisor should put on the pink tabard kept in the Tannoy bay.

2. A member of staff should collect the fire alarm sign from the tannoy booth and take the sign to display just outside the revolving doors.

3. A member of staff should open up the revolving doors.

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Open the disabled door first to allow readers to begin evacuation.

The revolving door is opened by pressing down the two thumb holes on the central bar of the door and pushing until the doors lock together and can be swung round and bolted in place at the top of the door, facing the Reader Services desk. The doors are quite heavy and may need two people to close, and as the bolt is quite high, a tall person is an advantage!

2. A member of staff should evacuate the Locker Room and then stand by the Locker Room entrance to prevent people entering the Locker Room.

Nobody should be allowed to enter the locker room. This can be a flashpoint between staff and users, so it would be recommended that an experienced member of staff takes this post. If someone urgently needs medicine from the Locker Room, find a fire warden to accompany them into the Locker Room.

3. Another member of staff should stand in front of the entry turnstile to prevent access to the library.

4. Another member of staff should stand by the exit gate and let people out.

This staff member needs to check all bags for library books. Any books that are not checked out must remain in the Entrance Hall. Please inform the reader that any unchecked out books will be kept for them to pick up on their return and take the books from them. Ideally there will be more than one member of staff assisting at the exit point.

Emergency End: We cannot allow anybody back into the library, either at the end of the 'alert' phase or 'evacuation' phase, until we've had the all clear.

The all clear will come from the back door after every open department (Reading Room, West Room, Manuscripts, Map Room and Rare Books Room) have confirmed that their rooms are manned. This may be some time after the alarm has stopped sounding.

Pass the information that the all clear has been given to the Reader Services Desk Team or supervisor, who will then inform a fire warden and begin allowing people back into the Library.

Staff members are the first to be allowed back into the library after we've been given the all clear.

If at all possible, readers should be encouraged to enter by swiping their cards at the entry gate. However, there are often too many people to allow this. If this is the case, two members of staff must stand by the entry point fire gate and check everybody entering the building has a card. Anybody without a card must go to the desk to have their record looked up before they are allowed to enter.

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Once everyone is back in, the revolving doors will need to be swung back out again and the fire sign returned to the tannoy booth.

Admissions When the 'evacuate' message is sounding, the member of staff in Admissions must evacuate the Admissions Office and the Exhibition Centre. They then stand at the entrance of the Exhibition Centre to prevent anyone from reentering the room.

First aid, accidents (information and instructions) First Aiders A number of staff are qualified in First Aid and hold a current First Aid certificate. They are responsible for First Aid in the Library.

Their names, pager numbers and photographs appear separately on the electronic staff directory.

These details can also be found in the telephone directories by each phone at the Reader Services Desk and on the staff notice board outside the post room.

Members of staff are urged to look at these photographs to make sure they know who the First Aiders are.

What to do in the event of an emergency In the event of an emergency page one or more of the First Aiders, following these instructions:



Dial 33172, wait for tone



Dial group page number 889, wait for tone



Dial number pager holder must ring

 Replace receiver What to do in the event of an emergency when there are no first aiders present in the Library First, it is important to check the electronic staff directory to ensure that no First Aider is present.

When there are no First Aiders present in the Library phone 1999 and this will get you through to the Emergency Services. Quote Grid Reference TL442584.

Contact the Duty Officer and the Entrance Hall staff. Make sure someone goes to the end of the drive to guide in the ambulance crew, etc.

Minor Accidents/Illnesses If you have suffered a minor accident and the situation is not considered to be serious you can make use of one of the first aid boxes (see below) yourself, you can go and see one of the First Aiders in person, or you can ring one of the First Aiders on their telephone extension given on the electronic staff directory or

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printed telephone list and ask them to come and see you.

If you make arrangements to be taken home, be sure to tell your Head of Department and the Library Offices that you are leaving the Library.

First Aid Boxes and Eye Wash Bottles First aid boxes may be used in the absence of a First Aider.

Boxes are located in the Bindery, Joinery, Entrance Hall, Photography, Kitchen and Printing Departments. Each First Aider also has a more comprehensive box of his/her own.

Dealing with a Lift Failure Notices in the lifts direct passengers to call 33137. This connects them to the red emergency telephone in the Entrance Hall. Please ask for the lift location.

A stuck lift can sometimes be freed by a person going to another floor and then calling the lift from there. Inform the trapped person what you are going to do and do confirm with them that they are safe and that nothing is trapped in the doors etc. before you press any buttons. If this method cannot be used or fails to work please take the following action: Normal Working Hours: Lift failure of any kind should be reported to the Technical Maintenance Staff during their normal working hours, [Monday to Thursday 08:15 to 17:05, Friday 08:15 to 16:45, with a lunch-break between 12:45 and 14:00] who will take the necessary action to switch the power off and free anyone trapped in the lift, if safe to do so.

Lunch time : (when Maintenance staff may not be in the building) contact the Duty Officer and call the University Lifts Maintenance Team on extension 34386.

Evenings and Weekends: contact the Duty Officer in the first instance and call the University Security Office on extension 31818 who will contact the duty lift engineer for us.

In liaison with the Duty Officer and / or Technical Maintenance, please delegate a member of staff to stay and talk to the trapped person. This has the purpose of keeping the person calm, and also to report their release should the problem resolve itself.

Please note that it is no longer our practice to contact the Fire Service for lift problems.

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Lost Property 1.

Property found in the University Library should be handed to a member of staff at the Reader Services Desk or to a member of staff within a Reading room or the Tea Room (from where it will be transferred to the Entrance Hall).

2.

Books and library materials (other than CUL) that have been handed to the Reader Services Desk will be returned to their respective locations where possible.

3.

Readers Cards and University Cards will be kept at the Reader Services Desk from where the card holder may collect them. University Cards unclaimed within a few days will be sent back to the University Card Services via UMS. Other cards such as Driving Licences, bank cards or Oyster cards should be entered into the log and stored in the cabinet.

4.

Perishable/dangerous items will be disposed of appropriately.

5.

Details of all other property will be entered onto the Lost Property register as soon as possible after receipt at the Desk. If a member of staff is unable to deal with the item immediately, it can be put in the Lost Property box under the desk. Items placed here should be logged at the first opportunity. All Entrance Hall staff and reliefs are responsible for checking the box throughout the day and logging items.

6.

The register allocates a reference number. The item is labelled with the reference number (sticky label/envelope, etc.). The register should only be made available to readers when they sign to claim an item.

7.

If money is handed in, a note should be made of the finder’s name, barcode and email address. These details should be written on the envelope as well as in the logbook. If the cash is not claimed after one month, the finder can collect the money.

8.

The Entrance Hall will attempt to contact the owner based on any information contained on/within the item. Mobile phones should be left switched on.

9.

Lost property can then be stored in one of the four filing cabinets (LP14). Valuable items (money, documents, electronics etc.) should be locked in LP3 or LP4; the key is kept in the cash till.

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10.

If the item is large (clothing etc.) it can be stored in the cupboard between the shelving area and the Locker Room (‘LP C/B’).

11.

Items are held for one month. If a person contacts the Library and establishes their identity as the owner of an item of lost property, the register should be updated and a note made to retain the property to a reasonable date agreed with the person.

12.

When the owner comes to claim the item, they should sign and leave their barcode in the logbook. The member of staff dealing with the claimant should add their initials.

13.

At the end of each month, unclaimed items from the previous month will be removed from the UL.

14.

Clothing and similar suitable items will be taken to Charity Shops.

15.

Electronic items including mobile phones, iPods, computers and cameras will be taken to the Police Station. Owners of items with unique serial numbers may have registered them with ‘Immobilise’, and therefore the police may be able to reunite the owners with the item.

16.

Spectacles will be taken to Boots Opticians or Specsavers in town to be recycled by VisionAid Overseas.

17.

Cash will be given to charity such as the Donkey Library. http:// www.goodgifts.org/donkey-drawn-library-book-grant.html

18.

Out of date reader cards (not University cards) will be destroyed.

19.

Unclaimed driving licences / Oyster cards etc. will be returned to the address indicated on the card (DVLA / TFL etc.)

20.

Other items will be disposed of as refuse according to local waste regulations.

21.

The register will be updated with the disposal action by Reader Services Desk staff.

22.

The retention periods and contact information for lost property is available on the web at http://www.lib.cam.ac.uk/usingthelibrary/ lostproperty.html

23.

Cambridgeshire Constabulary issue guidelines about lost property at http://www.cambs.police.uk/contactus/lost.asp

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Locked Bikes If a reader cannot unlock their own bike from the UL bike stands, our maintenance team (Graham Bilton) will attempt to cut their lock only if they have proof of ownership. They will not cut anyone else’s lock. Due to the nature of the building, cases where another person has accidentally locked their bike to another will normally resolve themselves within a short time-frame. If a reader has proof that the bike is theirs but they can’t unlock it, contact Derek Hardinge in the first instance.

If it isn’t possible for us to assist, there are two suggestions to make.

1.

If the reader is a student at a College, recommend that they speak to one of their Porters, who will let them know if they can help.

2.

Use the City Rangers, who offer a free service to help people who have had their bike locked to another bike or have lost their lock key. The incident must be reported in person to Parkside Police Station (CB1 1JG) or to the British Transport Police at the Station (CB1 2JW). They will ask the owner to complete a release slip to give to the Ranger. The owner should then ring Cambridge City Council on 01223 457000 and ask to be put through to the City Ranger. They will check a couple of facts and will let them know how long it will take before they can be there. They may meet them at the Police station or at an obvious meeting point near the bike. They will ask them to unlock their own bike if this is possible. If another bike is locked to theirs, they will take a photo of the "offending lock and bike" and cut the lock. This takes about 2 minutes.

This is an established procedure, and you can find the following instructions at

https://www.cambridge.gov.uk/cycling-and-walking-schemes You should also contact City Rangers if you need to report broken glass or debris on cycle ways, abandoned bikes or parked bicycles causing an obstruction.

What happens to your bike if you locked it onto another bike by mistake?

The Rangers pass it on to the British Transport Police or to Parkside Police Station; there, details will be taken so if you report your bike as stolen, they will have it on their database as ‘found’.

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Notes ——————————————————————————— ——————————————————————————— ——————————————————————————— ——————————————————————————— ——————————————————————————— ——————————————————————————— ——————————————————————————— —–—————————————————————————— ——————————————————————————— ——————————————————————————— ——————————————————————————— ——————————————————————————— ——————————————————————————— ——————————————————————————— ——————————————————————————— ——————————————————————————— ——————————————————————————— ——————————————————————————— ——————————————————————————— ——————————————————————————— ——————————————————————————— ————————————————————————–——— ————————————-———————————————

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Opening the Admissions Office Switch on the lights for the office and waiting room and the Exhibition cases 

The waiting room lights are located on the left as you enter .



The admissions office and exhibition case lights are on the wall near the pillar and Admissions door.



Turn on the World Map/ Daylight wall clock.

Switch on the computer terminal 

Log into the computer using the username and password

Log onto ID works 

Double click on ID works icon.



Select File, then click on ‘1 Readercard-logo’ or ‘2 Staffcard-logo.’



Turn on the camera.

Log into Voyager Circulation 

Select Voyager Circulation icon and log in using your own Voyager ID.

Check the Admissions Diary (print out if desired) 

Click on Internet Explorer. It is listed under favourites. The diary is sometimes updated at the RSD and should be checked throughout the day.

Switch on the computer screens in the waiting room Open the till 

Set of silver keys can be found in the first drawer underneath the till.

Place any key in the key hole. Turn key from ‘L’ to ‘R’.



Switch on power. Button is located near the base of the till on the right hand side.

Open the online application form-administration 

Click on Internet Explorer. It is listed under favourites.

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Exhibition number count 

Note the number of people who entered the exhibition on the last day of each month.



Statistics Count box is located on the right-hand wall on the staircase as your enter the exhibition. Round up to an even number.



Re-set box using the silver key located in the second drawer under the till.



Turn the key until screen displays zero.

Note: Ensure that the door is locked whenever you leave the Admissions Office

Opening Admissions Checklist Admissions and Waiting Room are unlocked and lights are on?

Computer switched on?

ID works open, and camera turned on?

Voyager Circulation logged in?

Admissions diary checked and/or printed?

Waiting Room computer screens turned on?

Photocopier switched on?

Cash till unlocked and switch on?

Online application administration is available?

Exhibition count noted and box reset?

Everything Finished? Well Done!

Closing the Admissions Office 

Shut down all computer programmes.



Switch off the computers, camera, world clock and waiting room screens.



Turn off and lock the cash till- return the key to the drawer.



Turn off the lights and lock the door.

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University Library :Reader Services Desk & Admissions Guide

Processing data from the online form External applicants for readership can now complete forms in advance on the University Library website. The administration interface allows staff to check and edit these records, print out paper copies and push the records to Voyager.

1. Finding the administration interface

 Load up any web browser, such as Internet Explorer. Go the URL: http:// www.lib.cam.ac.uk/cgi-bin/admissions/backend.cgi

 Enter your Raven user ID and password.

2. Finding a record. The following screen will appear:

There are three ways to get to a record: a.

Search for the record. Enter a term into the box and select the search type from the radio buttons below it.

b.

View all unprocessed applications – click on the first link between the horizontal lines for a list of all applications pending.

c.

View all processed applications - Only use this if you want to check a record that has already been processed.

A list of applications meeting your search or selection criteria will be displayed.

Click on each name to view that particular record.

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The following screen will appear:

3. Checking a record. The record display will appear:

Barcodes  If the reader is new to the library, a new barcode found on the printed sheet by the screen should be typed into the first box on the screen. Always test the first un-crossed barcode on the sheet in case it has been used already.

 Press the ‘save changes’ button to save the barcode. See picture on next page.

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 You will be told that the record has been saved and given a link back to the previous screen.

 If they have previously registered, search for their barcode in Voyager’s circulation client. Rather than submit a new record, you can use the client to update their details within Voyager.

Address and personal information

 Next, check the applicant’s personal information.  Ensure that all fields are entered properly.  Check that no fields are entirely in UPPERCASE.  Check that all essential fields (with a * and bold lettering) have been entered properly.

 Check that their home address is their valid home address, even if it is abroad. Temporary UK addresses are not acceptable.

 Only choose a country for non UK applicants.  When you have finished, scroll to the bottom or top of the record and click on the ‘save changes’ button.

 You will be told that the record has been saved and given a link back to the record screen.

Other information

 Check to see if the reader is a Visiting Academic, Cambridge MA or Private researcher. There are separate additional fields here.

 In most cases, the applicant will have filled in the fields themselves.  For visiting academics, check the institution in the drop down menu is correct.

 For non-UK academics, write the name of the institution in the field.

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 Check other fields for all other reader types.  Most of this information will not be moved across to Voyager. Instead, it will be retained for statistical purposes.

4. Voyager patron group Choose the correct patron group for the reader from the pull down menu.

5. Printing a record  The applicant should provide photo ID and proof of address.  Check this ID, and photocopy it.  Scroll down the applicants record to a button saying ‘print this record’.

 The screen will change to a print format.  In your web-browsers, menu bar, - select print from the pull down ‘file’ menu.

 The record should print.  Attach this copy to the photocopies of ID and file them.  Press the ‘back button’ to return to the record.  Applicants wishing to view special collections will also need a letter of recommendation.

6. Passing the record to Voyager  Once you are satisfied with a record, scroll down to the bottom of the page to the ‘update Voyager’ button.

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 A check will be made against Voyager’s database to ensure that this barcode is not already in the system. If it is not, the record will be sent for processing by Voyager. Otherwise, you will be alerted that the barcode already exists in Voyager, and advised to check it in the circulation client.

 If the reader has previously registered, update their details in the Voyager circulation client.

 In either case, printing out the applicant’s details from this interface would be useful before updating Voyager.

 The record should appear on Voyager within the next five minutes. Use this time to briefly explain some of the libraries regulation to the applicant and answer any questions they have.

 If Voyager rejects the record, an email will be sent to the admissions email address. Systems staff will also be informed.

 NOTE: Following the online application method for new patrons is preferable, as a DRA account will be created automatically for the reader. If the transfer of data to Voyager isn’t working, or if you are simply updating details or renewing an existing account, the application can be immediately printed, and data entered manually to Voyager (see next page for instructions).

7. Checking the record on Voyager  Load up Voyager circulation.  Search for the surname or barcode.  Briefly check their details are correct.  Add or update the statistics on the Patron record.

8. Printing out a library card  Now the record is in Voyager, you can load up the card printing software and take a photo of the reader.

 Print out their card.  This will need to be activated when they first enter the gate.

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Editing and Creating Records To edit or create record information (other than fines or loans) a personal log-in for Voyager is required.

To edit an existing record, search for the patron and then right click to select ‘Edit Patron’. This will bring up an edit menu to change details, or update expiry dates for records. You can also add a new patron this way by selecting ‘Add Patron’ instead.

There are five menu tabs on the Edit Patron Screen shown above. We only use the Name, Details, Barcode and Address tabs when updating patron records: 1. The Name tab Details of the patron’s name and barcode of their record can be found here.

It is important to include the patron’s title as well.

On this tab when adding the Institution ID - ’ULC’ is placed before the barcode.

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2. The Details tab This is where you should add the expiry date of the user’s account.

3. The Barcode tab If the Patron Group is to change (e.g. 5.1 to CambMA) the existing patron status must be changed to ‘Other’ before a new one can be activated.

The old patron group should then be deleted to ensure it does not remain as a duplicate option on the account.

On this tab ‘ULC’ is not required to be entered in front of the barcode.

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The Address tab

To add an e-mail address, you need to click on the ‘Address <new>’ option and then select the Type as e-mail.

The expiry date for an e-mail address is usually set to a year or six months after the expiry of the record.

Proxy Borrowing Proxy borrowing enables the record for one patron to be attached to another’s so that an individual can borrow on behalf of someone else (using their own card). This is normally enabled for medical reasons and / or where someone requests that a partner or family member borrow on their account.

To access the proxy account open the charge window for the card holder and select ‘Proxy Patrons’ tab. Where more than one proxy is active, a list of names will appear to select from.

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Admissions Categories Quick Reference If you have an enquiry about a category not listed over the next few pages, check: O: Entrance Hall >Admissions>Admissions Category info>Categories first draft If you discover a category that isnâ&#x20AC;&#x2122;t on the full database, please pass on the details to Rose, Paul or Hannah.

University Card Expiry Date Policy All cards will be capped at six years and two months

Card type

When does it run out?

Graduate cards

Runs out 31st January of next but one year after end of course.

Undergraduate cards

Runs out 31st January of next but one year after end of course.

Staff cards

Runs out four weeks after contract end but never between 15th September and 15th November. Dates that would fall between these dates receive a two-month extension.

Indefinite study or contract periods

Runs out six years after issue but never between 15th September and 15th November.

Dates that would fall between these dates receive a two month extension.

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ID Requirements

 Two forms of ID must be shown, one with a photograph and one with proof of permanent home address. Single forms of ID that include both are not acceptable on their own.

 All ID must be valid within six months.  Some driving licences and national ID cards and most passports do not show an address.

 It is the applicant’s responsibility to provide official translations of documents written in non-Latin script.

Acceptable photographic ID Passport Driving licence National ID card Student card showing expiry date Staff card showing expiry date (i.e. NHS, University) Police / Customs / Home Office Warrant Card Forces ID card Bus pass with photo Previous UL card or photocard from another UK Legal Deposit Library (BL, National Libraries of Scotland and Wales, Bodleian Libraries, TCD) Acceptable ID to show address Driving licence Utility bill (Gas, Electricity, Telephone, Water) Bank statement Council Tax bill Tenancy Agreement HM Revenue and Customs statement State Pension Book Benefit / Family Credit Book Passports (ONLY where the address has been officially printed by the issuing authority) National ID card Home Office Permit to Stay University certificate for Hall of Residence (stamped and signed by institution) TV licence Firearms licence Home insurance policy Pay slip (where employer’s and employee’s addresses are stated) Employment contract (where employer’s and employee’s addresses are stated) Prescription issued by doctor Polling card Confirmation of listing on electoral roll

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Current Staff, Students and Members of the University of Cambridge Categories

Borrowing entitlements/Validity

Documents needed

Graduate Students Reg_5.1

20 books for 8 weeks Up to 4 years or expected graduation date on CAMSIS if this is sooner

University of Cambridge Card CAMSIS

Undergraduates UG (20â&#x20AC;&#x201D;)

10 books for 2 weeks Up to 4 years or expected graduation date on CAMSIS if this is sooner

University of Cambridge Card To consult MSS: letter of introduction from tutor

University Staff & TES Univ.Staff

20 books for 8 weeks Up to 3 years or occupancy end date on CHRIS if this is sooner

University of Cambridge Card CHRIS

Fellows of Colleges; College Teaching Officers CTO

20 books for 8 weeks Up to 3 years or end date on contract or University card if this is sooner

University of Cambridge Card Profile on College website or letter of appointment / contract

Visiting Scholars and Visiting Fellows Reg_5.4

20 books for 8 weeks Up to 3 years or end date on University card or as stated on 5.4 form if this is sooner

University of Cambridge Card or photo ID if not entitled to card Profile on College or Department website or 5.4 form or letter of appointment.

Westcott House, Wesley House, Westminster College, Ridley Hall.

Ordinands: Reg_5.2 Visiting Scholar: Reg_5.4

Reg_5.2: 10 books for 2 weeks Reg_5.4: 20 books for 8 weeks Up to 3 years or end date on University card or 5.4 form if this is sooner

University of Cambridge Card Theological Federation card or letter of introduction from institute or 5.4 form http:// www.theofed.cam.ac.uk

ICE students (not MSt) ICE-U or ICE-P

ICE-U: 10 books for 2 weeks ICE-P: 20 books for 8 weeks Up to 3 years or end date on University card if this is sooner.

University of Cambridge Card CAMSIS Add address and preferred email address to Voyager

ICE tutors (if not CamMA) Reg_5.4

20 books for 8 weeks Up to course end date (see list)

University of Cambridge Card Check list from ICE

College Assistants CollAsst Reg_5.4

CollAsst: Reading access only 5.4: 20 books for 8 weeks Up to 3 years or end date on University card or as stated on 5.4 form if this is sooner

University of Cambridge Card or personal ID if not entitled to card 5.4 form (for borrowing access) or Letter of appointment (for Reading access only)

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Current Staff and Students of other Universities Categories

Borrowing Entitlements/ Validity

Documents needed

Academic staff from UK universities Reader

Reading access only Up to 2 years or end date on staff card or proof of employment if this is sooner Free

University photographic ID (if ID has no expiry date, proof of employment must be provided otherwise only a 1 week temp ticket can be issued) & Current proof of home address

Academic staff from non-UK universities Reader

Reading access only 1 week: free / 6 months: £10 / 1 year: £20

Photographic ID Current proof of home address.

Postgraduate students from UK universities Reader

Reading access only Up to 2 years or end date on student card if this is sooner

University photographic ID (if ID has no expiry date, proof of student status must be provided otherwise only a 1 week temp ticket can be issued) Current proof of home address

Postgraduate students from non-UK universities Reader

Reading access only 1 week: free / 6 months: £10 / 1 year: £20

Photographic ID Current proof of home address.

Undergraduates from UK & Irish universities (SCONUL Vacation Access Scheme) Vac Only

Vacation reading access only Up to 2 years or end date on student card if this is sooner

University photographic ID (if ID has no expiry date, proof of student status must be provided otherwise only a temp ticket can be issued) Current proof of home address.

Anglia Ruskin 3rd year undergraduate Reader

Reading access only, Up to 1 year or duration of student card

University photographic ID Current proof of home address Letter from ARU

Undergraduates from non-UK Universities

Not normally admitted Admitted only with letter from tutor detailing research need that can only be satisfied here

Photographic ID current proof of home address

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University of Cambridge Alumni Categories

Borrowing entitlements/ Validity

Documents needed

University of Cambridge postgraduate degree holders not working for the University of Cambridge PhD , Masters degree (inc MPhil, M.Eng, M.Chem, MSt) MA (awarded 6 yrs after first term) CambMA, Y & M

20 books for 8 weeks 3 years Free

Photo ID , Current proof of home address CamSIS

University of Cambridge undergraduate degree holders Cam.Reader, M

Reading access only 3 years Free

Photo ID , Current proof of home address CamSIS

University of Cambridge diploma and certificate holders ie PGCE, ICE etc. Full list of Certs and Diplomas available here: http:// www.admin.cam.ac.uk/univ/ so/2013/chapter07-front.html Patrons who matriculated at the University but did not graduate

Reading access only 3 years Free

  

Photo ID Current proof of home address CamSIS

Private / business researchers Categories

Borrowing entitlements/Validity

Documents needed

Private or Business Researcher Reader

Reading access only, 1 week: free / 6 months: £10 / 1 year: £20

Photo ID & Current proof of home address.

BASIS

Reg_5.4

Univ.Off

Univ.Off

Reader

Temporary

Reg_5.4

Univ.Off

Univ.Off

Reader

Temporary

Academic Related

Reader

UnivAssist/

Reader

Temporary

Reg_5.4

Univ.Off

Univ.Off

Reader

Temporary

Reader

UnivAssist/

UnivAssist/ Reader

Clinical Academic

Assistant (Any)

Reg_5.4

Univ.Off

Univ.Off

Reader

Temporary

Clinical Researcher

Reg_5.4

Reader

Temporary

Researcher

Non Clinical

TYPE

To find out which UL Patron Group a person should be allocated to, use the ‘Hours and Basis’ form to find out what ‘Basis’ and ‘Type’ are for their position and then use the table to find their group (‘Type’ across the top, ‘Basis’ down the side).

Un-established

Permanent

Established -

On Tenure

Established -

Casual

Assistant

Academic

CHRIS Categories

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Miscellaneous and Other Categories 1 Categories

Borrowing entitlements/Validity

Documents needed

Black Friars House Reader

Reading access only 1 week free / 6 months: £10 / 1 year: £20

Photo ID & Current proof of home address.

Cambridge Assessment Staff Junior members: Reader Senior members: Reg_5.4

Reader: Reading access only 5.4: 20 books for 8 weeks.

Up to 2 years or duration of contract or as stated on 5.4 if this is sooner Free

University of Cambridge card or photo ID if not entitled to card. Current proof of home address if not entitled to University of Cambridge card Contract or Letter of appointment or 5.4 form

Cambridge Assessment Student Reader

Reading access only.

Up to 2 years or duration of course if this is sooner Free

Photo ID , Current proof of home address & Letter of acceptance or letter of introduction from Cambridge Assessment

Cambridge Enterprise Reader

Reading access only 1 week: free / 6 months: £10 / 1 year: £20

Photo ID , Current proof of home address

Cambridge University Press Reg_5.4

20 books for 8 weeks Up to 2years or duration of contract if this is sooner . Free

Photo ID Contract or Letter of appointment or 5.4 form

CATS College Reader

Reading access only Free for a week/6 months for £10/1 year for £20

Photo ID Current proof of home address.

Charles Close Society Reader

Reading access only 1 year Free (arrangement with the Map Room)

Photo ID, Current proof of home address Proof of membership of the Society (Anne Taylor can usually vouch for members)

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Miscellaneous and Other Categories 2 Categories

Borrowing entitlements/Validity

20 books for 8 weeks College Life members (most 3 years commonly Clare Hall and Free Churchill) Reg_5.4 Check they are not a College Fellow, in which case they will be CTO (with U of C Card) or CambMA (without card)

Documents needed Letter from College confirming status or 5.4 form.

Cruising Association Reader

Reading access 1 year Free (Rare Books Dept. holds their archive)

Photo ID , current proof of home address & Cruising Association membership card

English Heritage Reader

Reading access Free for a week/6 months for £10 / 1 year for £20

Photo ID , & current proof of home address

Erasmus Postgraduate 5.1 Reg_5.4

20 books for 8 weeks Duration of stay (end date on CamSIS or on 5.4 form or letter of confirmation) Free

University of Cambridge card Check CAMSIS (Erasmus information is on bottom of ‘student records’ page) If not on CAMSIS: letter of confirmation from College or department or 5.4 form

Erasmus Undergraduate UG (current academic year)

10 books for 2 weeks Duration of stay (end date on CamSIS or on letter of confirmation) Free

University of Cambridge card Check CAMSIS (Erasmus information is on bottom of ‘student records’ page) If not on CAMSIS: letter of confirmation from College or department

Former Reg_5.4 (finished at the University) Reader

Reading access only 1 week: free / 6 months: £10 / 1 year: £20

Photo ID , current proof of home address.

Former UL staff members Reader Reg_5.5 (applicant needs to request permission in writing from Anne Jarvis)

Reader: Reading access only 1 week: free / 6 months: £10 / 1 year: £20 Reg_5.5 10 books for 8 weeks

Photo ID, current proof of address Reg_5.5: confirmation from Anne Jarvis

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Miscellaneous and Other Categories 3 Categories

Borrowing entitlements/Validity

Documents needed

Friends of the UL Lifetime members Reader

Joined after 06/04/2008: 1 week: free / 6 months: £10 / 1 year: £20 Joined before 06/04/2008: 2 years / Free

Photo ID & current proof of address. Members joined before 2008: membership card and letter specifying no charge.

Huntingdon Life Science Reader

Reading access only 1 week: free / 6 months: £10 / 1 year: £20

Photo ID & current proof of address.

INSTEP Student Reader

Reading access only 1 week: free / 6 months: £10 / 1 year: £20

Photo ID & current proof of address.

Jardine-Matheson Reader

Reading access only 1 week: free / 6 months: £10 / 1 year: £20

Photo ID & current proof of address. To consult the JardineMatheson Archive: apply in advance of visit to the JardineMatheson http:// www.lib.cam.ac.uk/deptserv/ manuscripts/applicationJM.html Written permission from JardineMatheson Contact John Wells in relation to this archive.

Kettle’s Yard Reader 5.4

Reader: Reading access only 5.4: 20 books for 8 weeks.

Up to 2 years or duration of contract or as stated on 5.4 if this is sooner Free

University of Cambridge card or photo ID if not entitled to card Current proof of home address if not entitled to University of Cambridge card.

5.4 form or proof of employment

Language Schools

Reading access only 1 week: free / 6 months: £10 / 1 year: £20

Photo ID & current proof of address.

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Miscellaneous and Other Categories 4 Categories

Borrowing entitlements/Validity

Documents needed

Letrice/Lector Reg_5.4

20 books for 8 weeks Up to 1 year or duration of contract or end date on 5.4 form if this is sooner Free

University of Cambridge card or photo ID if not entitled to Uni card Current proof of home address.

5.4 form or contract or Letter of appointment

NHS Staff within Cambridgeshire County Council Area Reg_5.4

20 books for 8 weeks Up to 1 year or end date on 5.4 form if this is sooner Free

NHS Staff photo ID 5.4 form signed by Peter Morgan / Isla Kuhn from the Medical library

NHS Staff - external to Cambridgeshire County Council Area Reader

Reading access only 1 week: free / 6 months: £10 / 1 year: £20

Photo ID & current proof of address.

Phoenix Archives Access Reader

Reading access only 1 week: free / 6 months: £10 / 1 year: £20

Photo ID & current proof of address.

Written permission from Royal & Sun Alliance.

MUST contact MSS dept. in advance of visit.

Postgraduate Certificate in Sustainable Business (PCSB) Reg_5.1

20 books for 8 weeks.

2 years or length of course if this is sooner. Free

Photo ID & current proof of address. Letter of acceptance on course.

Postgraduate student at the Woolf Institute Reg_5.1

20 books for 8 weeks 2 years or duration of course if this is sooner. Free

University of Cambridge card or photo ID if not entitled to Uni card Check CAMSIS record

Postgraduates from overseas universities studying with Cambridge University (not summer schools) Reader, Reg_5.4 Reg_5.1 if on CamSIS

Reader: Reading access only Reg_5.4: 20 books for 8 weeks Reg_5.1: 20 books for 8 weeks Duration of course (end date on 5.4 form or on CamSIS or on letter of introduction)

University of Cambridge card or photo ID Check CamSIS. If not on CamSIS, 5.4 form or letter of introduction from College or department

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Miscellaneous and Other Categories 5 Categories

Borrowing entitlements/Validity

Documents needed

Psychical Society Reader

Reading access only 1 week: free / 6 months: £10 / 1 year: £20

Photo ID & current proof of address.

Sixth Form Students Must be over 18 Reader

Reading access only 1 week: free / 6 months: £10 / 1 year: £20

Photo ID (check D.O.B.) & current proof of address.

To consult MSS: a letter of introduction from their Sixth Form.

Special Syndicate Reader Reg_5.5

10 books for 8 weeks Duration as stated on letter Free

Photo ID & current proof of address. Introduction from the Library Syndicate

Spouses / Partners of University Members Reader

Reading access only No University of Cambridge card: 1 week: free / 6 months: £10 / 1 year: £20. With University of Cambridge card: free

University of Cambridge card or Photo ID & current proof of address.

Undergraduates from overseas universities studying with Cambridge University (not summer schools) Reader UG201x if on CamSIS

Reader: Reading access only UG (201x): 5 books for 2 weeks Duration of course (end date on letter of introduction or on CamSIS)

University of Cambridge card or Photo ID & current proof of address.

University Chaplains with no affiliation to a College (Hindu, Jewish, Muslim, Buddhist, Roman Catholic, Methodist, Church of Scotland) Reg_5.4

5 books for 8 weeks Up to 2years or date on 5.4 form if this is sooner Free

Check CAMSIS record Letter of introduction if not on CamSIS

Photo ID & current proof of address.

5.4 form signed by Peter Hayler, University Chaplain

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Miscellaneous and Other Categories 6 + Summer Schools Categories

Borrowing entitlements/Validity

Documents needed

University of the Third Age (U3A) Reader

Reading access only Free for a week/6 months for £10/1 year for £20

Photo ID & current proof of address.

Westfield House, Margaret Beaufort, Orthodox Christian studies, Eastern Region Ministry Course, Henry Martin Centre, The Norwich Diocesan Ministry Course/Norwich Theology Centre, The St Edmundsbury and Ipswich Diocesan Ministry Course, Eastern Region Ministry, Institute for Orthodox Christian Studies. Training for ordination Tyndale House. Reader

Reading access only 2 years or duration of course if this is sooner Free

Photo ID & current proof of address.

Letter confirming membership of institution Westfield House trains Lutheran students for ministry. They are attached to the University through Fitzwilliam College, but are not full members of the University so do not have borrowing rights. Similarly, the other institutions are attached either to a University department or college, but are not full University members.

ICE International Summer Schools Reader

Reading access only Free

ICE International Summer Schools Photo ID card & Current proof of address.

Harvard Summer Research Programme (NOT Harvard Summer School) Reader

Reading access only Free

Photo ID & current proof of address.

Letter of introduction from Trinity, Emmanuel or Harvard

All other Summer Schools Reader

Reading access only, 1 week: free / 6 months: £10 / 1 year: £20 Most schools are invoiced and pay on behalf of all students.

Photo ID & current proof of address.

Letter from Summer School confirming status.

Check Summer School folder

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List of Institutions that may borrow under 5.4 Listed alphabetically. Listing by subject area can be found in the blue statues and ordinances book kept near the telephone books under the cash till at the Reader Services Desk.

To register, readers will need photo ID, proof of address and proof that they currently work for one of the listed institutes (e.g. appointment letter, work ID card, recent payslip) or completed 5.4 form.

Some employees of Cambridge Assessment and CUP may also borrow under Reg_5.4.

Animal Health Trust Babraham Institute Bird Life International British Antarctic Survey British Trust for Ornithology Cambridge Conservative Initiative (CCI) Cambridge Group for History of Population and Social Structure

NHS Authorities and Trusts in the Cambridgeshire County Council area Quadrant Research Foundation Royal Society for the Protection of Birds Statistics Group Strangeways Research Laboratory TRAFFIC Tropical Biology Association

Commonwealth Bureau of Plant Breeding and Genetics

Tyndale House Residential Centre for Biblical Research

European Bio-informatical Institute

UNEP World Conservation Monitoring Centre

Fauna and Flora International Institute of Plant Science Research Institute of Terrestrial Ecology International Union for Conservation of Nature Medical Research Council institutions in the Cambridge area National Institute of Agricultural Botany Needham Research Institute

Veterinary Investigation Centre Wellcome Trust Sanger Institute West Suffolk Hospital

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Notes ——————————————————————————— ——————————————————————————— ——————————————————————————— ——————————————————————————— ——————————————————————————— ——————————————————————————— ——————————————————————————— —–—————————————————————————— ——————————————————————————— ——————————————————————————— ——————————————————————————— ——————————————————————————— ——————————————————————————— ——————————————————————————— ——————————————————————————— ——————————————————————————— ——————————————————————————— ——————————————————————————— ——————————————————————————— ——————————————————————————— ——————————————————————————— ————————————————————————–——— ————————————-———————————————

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Letters of introduction Letters of introduction should be written and signed by a person in a responsible position, who has close personal knowledge of the applicant and his/her research interests. A letter from the applicantâ&#x20AC;&#x2122;s tutor or supervisor, or from an academic/administrative member of a teaching/research institution to which the applicant is affiliated, are good examples. Letters from non-academic professionals such as lawyers and business people will also be valid in many cases.

The letter of introduction must include contact details for the compiler (on official stationery, if possible) and a clear indication of the degree of knowledge which he/she has of the applicant. It must also state clearly the applicantâ&#x20AC;&#x2122;s need to consult manuscripts materials. Personal recommendations from friends or family are unlikely to be sufficient.

Correspondence with Cambridge University Library staff members may be produced in support of an application but does not stand as a letter of introduction.

Sample of cards you may come across University Library White Cards: These are issued by the Admissions Office when a patron does not have a University Blue Card. They will have the category of the user, whether they can borrow (Y/N) and if they have access to Manuscripts (M).

University Blue Cards: This card is specific to each student/staff member and includes their photo in the grey box in the image shown. Their individual barcode can be found on the back.

Alumni CAMCards: Alumni are not eligible for staff cards but can apply for a CAMCard from the University of Cambridge Development Office.

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The Card Office Cannot confirm/update/renew registration to the University - they only print the card.

If a student doesn't have a record on Voyager and they think that they should, they need to contact the Student Registry

student.registry@admin.cam.ac.uk http://www.admin.cam.ac.uk/students/studentregistry/ who will then update CamSIS, and send the student's information to the Card Office to print the card and to the UL to form the Voyager record.

For a member of staff, they need to contact their department or college card representative

http://www.misd.admin.cam.ac.uk/services-and-support/universitycard/card-representatives and the same process will happen, except through CHRIS rather than CamSIS.

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