Note—Remember to look at the screen after every barcode you scan. The system might have something to tell you (non-circulating materials, blocked accounts, special due dates, and piece counts are the most common examples).

To charge materials:

Use the Checkout wizard to check out items to a library user.

1. Click the Checkout wizard.
2. In the User ID box, either scan or type in the user ID. If you entered the user ID manually, either press Return or click Get User Information to display the user record.
3. In the Item ID box, scan the item ID or barcode. On the List of Checkouts, the number of items checked out displays. Under the List of Checkouts, the item's title and item ID, date due, and item type appear.
4. If WorkFlows displays a Confirm Number of Pieces dialog, verify that all of the pieces are there, then enter the override code.
5. Put a due date card in the pocket of each book or score you charge out:
• White for quarterly charges (due date should be pre-stamped).
• Blue for annual faculty charges (due date should be pre-stamped).
• Green for course reserves, 7 day items, and other special due dates (you will have to write the due date on the card).
6. Click Close to close the wizard or Check Out to New User to charge to another patron.

To discharge materials:

Use the Discharge/Checkin wizard to check in items returned to the library by the user.

1. Click the Discharge/Checkin wizard.
2. In the Item ID box, scan the item's ID. Notice that the item displays in the List of Discharges.
3. If WorkFlows displays a Confirm Number of Pieces dialog, verify that all of the pieces are there, then enter the override code.
4. Remove the due date card from the pocket (save the card for reuse).
5. Repeat until all items are discharged.
6. Click Close to close the wizard.

Manual Charge slips are used to check out materials that cannot be charged online, such as:

• Locked Stacks materials lacking barcodes.
• Audio/visual media for visitors without a Stanford ID (in-library use only).
• Course reserve materials for students with blocked accounts (in-library use only).

Using the form

The form has three sections. The first describes the item, the second describes the borrower, and the third provides information about the transaction. Please fill them out completely.

Item information

• Call number—Write the complete call number, including any volume or copy numbers.
• Bar Code No.—Since all item IDs begin with 36105, this is printed on the form; copy the remaining nine digits.
• Author/Composer—Write in at least the last name.
• Title—Copied from the spine or title page.

Patron information

• Patron Name—Write the last name, then the first name.
• ID—All library IDs at Stanford begin with a 2 followed by the underlined numbers on the ID card.

Transaction information

• Due Date/Time—In-library use will be due the same day; the time is only critical for course reserve material.
• Staff Notes—This is where you explain briefly why you are doing a manual charge. You should also use this space for piece counts or other descriptive information.
• Initials—Always initial the form; if a question arises, we have to know who to ask.
• Date—Enter the date of the transaction.
• Returned—Check this space once the patron has returned the item.
• Counted—Never use this space; the Operations Manager will use it to indicate that the transaction has been counted for our annual statistics.

Once you have filled out a manual slip, it goes into the Manual Charge box under the counter. Never throw the slips away; the Operations Manager will remove them after the item has been both returned and counted.

When a patron wants to check out a library item that has not been barcoded, you will use the Barcode on the Fly form (see example, below) to assign a barcode and charge the item to the patron. Forms and barcodes are located in the drawer beneath the computer.

To assign a barcode to the item:

1. Take a pair of barcode stickers from the sheet of duplicate barcodes.
2. Verify that both stickers have the same ID number on them.
3. Attach one to the item and place the other in the barcode box on the form.

To identify the item:

1. Write the full call number of the item (including any volume or copy numbers) on the Call # line.
2. Enter the Author and Title information.
3. List any associated parts (for example, a multi-disc recording or a score with parts), on the Misc.Parts line.

To charge the item to the patron:

1. Write the patron’s name and ID # (the underlined numbers following the 2 on the patron’s Stanford ID card) in the blanks in the Patron Information box.
2. Write or stamp the due date.
3. Initial the form.
4. Put completed form in the wooden box under the counter.

If an item is missing from the shelf:

• Open Item Search and Display. Search the call number, click the Detailed Display button and select the Call Number/Item tab. Check the last activity date in the lower left pane. If it has been discharged in the last week, it may still be in the shelving sort; if the last activity was in the mid ’90s, we likely will not find it (refer to Mimi for possible replacement).
• Go check the shelf. Look and feel behind the books you do see (don’t wait for Rich to come find the item that was there all along—he can be insufferable!).
• Charge item to Music Missing (Alt 6).
• Place a hold—not a recall—if patron wishes.

Attempt to log in again. If this works, good; if not (you may not be able to connect or it may crash again as soon as you try to use WorkFlows), notify the Operations Manager or the Public Services Librarian. If regular staff are not available, call the Green Library Loan Desk (3-1493) for information about the outage.

When WorkFlows is not working, we can keep track of items to be charged or discharged using the Circulation Backup utility. You can start Circulation Backup from the Start menu or by double clicking the desktop icon.

To charge items out using Circulation Backup

• Select the Checkout Items tab and click the Enter User ID button.
• Make sure that the insertion point is blinking in the textbox.
• Scan the patron’s ID card or type in the user ID.
• Click the Start Charging button.
• Again, make sure that the insertion point is blinking in the textbox.
• Scan the item barcodes until all of the items have been entered.
• Click the Save button.
• Click the OK button to close the Written to File dialog box.

To discharge items using Circulation Backup

• Select the Discharge Items tab.
• Make sure that the insertion point is blinking in the textbox.
• Scan the item barcodes until all of the items have been entered.
• Click the Save button.
• Click the OK button to close the Written to File dialog box.

When you have to use Circulation Backup, please remember:

• Notify the Operations Manager or the Public Services Librarian.
• Circulation Backup does not connect to the database; you will have to recognize:

• The difference between regular circulating materials and 7 day items.
• The different due dates for faculty (annual) and other users (quarterly).

• Never use the Print Barcodes tab; regular staff will print and clear the barcode file.

If you cannot use Circulation Backup, you will have to use the blue Manual Charge slips.

• Go to the machine with the patron so you can see the problem.
• Is the power turned on?—If not, turn it on.
• Does the display panel read “Please enable the external control device”?—The patron must insert cash or slide their card through the reader. Acceptable cards are Stanford ID cards with Cardplan funds available or copier cards—no Safeway, Costco, or credit cards.
• Does the card reader say “No card”?—The reader is not connected to the network. Call 5-HELP or send a HelpSU ticket to report the problem.
• Does the card reader say “Invalid” after the card is swiped?—The card does not have sufficient funds available.
• If the copier needs paper or toner, call Kempo Electronics at 5-1036; tell them what service is needed and identify the copier as “Machine #28.”
• If the microprinter displays a trouble code, consult the guide on the column next to the machine. If the display is “PE” and you find paper in the tray, follow the instructions for “PO.”

To transfer a call:

• Tell the caller what number you are transferring them to.
• Press the Call Trans button.
• Key in the number: last 5 digits only (or use the Auto Dial button for the Reference Desk).
• Hang up once you hear a ring tone.

Music Library staff ~ Archive of Recorded Sound staff

Music Department Office : 3-3811

Opening

If you are opening on the weekend, you will need to use the library key kept in the locker across the hall. See the Operations Manager for the locker # and combination.

1. Turn on the lights:

• Upstairs and downstairs master switches (switches with red indicator lamps--above the fire extinguisher).
• Wall switches inside the Reference Room (between Henry and the glass).

2. Start up the circulation computer.

3. Log into the network.

4. Start Unicorn WorkFlows.

5. Switch the security gate on.

6. Turn on the monitors for computers in the public area:

• Five kiosks (3 upstairs and 2 downstairs)
• Printer server
• Two Ear Training stations

7. Unlock the entrance door (the exit side is to remain locked).

8. Do a sweep to pick up all browsed items from downstairs and from the Reference Room.

Closing

1. Fifteen minutes before closing—flash the downstairs lights.

2. Ten minutes before closing:

• Advise patrons that we are about to close.
• Turn off stacks lights and carrel lights.
• Turn off the monitors for the downstairs kiosks and Ear Training stations.

3. Five minutes before closing:

• Turn off kiosk and printer server monitors.
• Lock the entrance door.

4. Closing time:

• Shut down the circulation computer.
• Verify that all patrons have left the library.
• Change the seven day stamp.
• Turn the desk calendar page.
• Turn off the security gate.
• Turn off the lights.
• As you leave, check that the door is locked.

Stacks:

Miniature

Books & scores : 19 cm. or less in height


Folio

Books : 30 - 49 cm. in height, and /or 29 - 49 cm. in width

Scores M1-M599 : 37 - 49 cm. in height or width

Scores M600-M2999 : 37 - 49 cm. in height, and/or 29 - 49 cm in width


Flat Folio

Books & scores : 50 cm. or greater in height and/or width


* * *


Locked Stacks (maximum widths not yet determined):

Miniature

Books & scores : 19 cm. or less in height


Folio

Books & scores : 37 - 49 cm. in height


Flat Folio

Books & scores : 50 cm. or greater in height and/or width

Repair Routing Quick Guide

Repair Routing Flow Chart

Parts of a Book (from Dartmouth College)