Music/Dance Library - Student/Staff Handbook
First of all, WELCOME to the Ohio State University Music/Dance Library! We are delighted to have you with us as a student library assistant. Our students are a very important part of our public services team, and your work with us will be greatly appreciated by your co-workers and our patrons. We also hope that the knowledge and skills you gain from library work will enrich your own studies and research, and deepen your experience as a student at this University.
Our Circulation Supervisor (Nicholas Wilkenson), Media Center Manager (Laura Bernazzoli), and Assistant Librarian for Collections and Public Services (Michael Murray) train and supervise our student workers. Our Peer Library Assistants (Corey Riley and Sara Woodbury) and our professional staff members also serve as your supervisors, and they stand ready to answer your questions and help you in any way.
The Circulation Supervisor, the Media Center Manager, and the Assistant Librarian for Collections and Public Services train student workers in circulation matters, Media Center matters, and reference/public services policies, respectively.
- You are expected to work your assigned hours the entire quarter. The quarter begins on the first day of classes and ends on Thursday of finals week.
- You must be enrolled for at least six credit hours the entire quarter.
- U.S. students may work a maximum of thirty hours per week if library funded, twenty hours per week if work-study funded. Non-U.S. students may work a maximum of twenty hours per week.
- Students may work during term breaks under certain circumstances.
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If you work four consecutive hours you are entitled to a paid fifteen-minute break. Please take your break during the middle two hours of a shift, not during the first or last hour. Break times cannot be used to offset tardiness or absence.
- If you must miss work because of illness you should notify a supervisor as soon as possible — at 614-292-2319 — and no later than thirty minutes before the missed shift begins. Arrange for a replacement if possible.
- If you are going to be unavoidably late you should notify a supervisor as soon as possible.
- You are responsible for working your scheduled hours, including holidays when the library remains open even though the university is closed. You should schedule absences by posting a substitution request form as far in advance as possible, following through by communicating with staff and other students to make sure the hours are covered. One "no call/no show" will result in disciplinary action. Two may result in termination.
- If you sign a substitution request form to take someone else's hours you are responsible for those hours. One "no call/no show" will result in disciplinary action. Two may result in termination.
- Be sure to sign in daily when arriving for work and sign out daily when leaving. Use the designated computer in Tech Services (soprano level).
- Be sure to submit your time sheet after you clock out on the last day of your work week, and no later than midnight Saturday, or your paycheck will be late.
- Payroll processing delays paychecks by two weeks. Students receive a first paycheck approximately four weeks after starting work.
- Paydays are alternate Fridays.
- Increases in student pay are determined by performance or seniority at the discretion of the Circulation Supervisor.
- Every Library employee is required to wear an ID badge. Student badges are available from the Circulation Supervisor and are kept at the student desk.
- Eating and drinking are not permitted at the circulation desks or in any public area of the library. Foods and liquids must be stored in the break room and consumed there.
- As mentioned above, a student who works four consecutive hours is entitled to a fifteen-minute break. It should be taken — after asking a supervisor's permission — during the middle two hours of a shift, not during the first or last hour.
- Reading, studying, and homework are not permitted. Exceptions may be made at slow times — but only by permission of a professional staff member on a case-by-case basis — provided you have completed all your library duties, such as reshelving, shelf-reading, shelf-straightening, etc.
- Cell phones and audio devices must be muted and left in book bags.
- Personal phone calls, email, and surfing the Internet are not permitted.
- Visitors are not permitted.
- Computers and other equipment are for library use only. Computers and monitors are never turned off, and their display settings and other settings should not be changed.
- Book bags and personal belongings should be left by the coat rack or by the student desk.
- Personal appearance and comportment should be professional.
- Eating or drinking in public areas of the library.
- Talking on a cell phone at the circulation desk or in the stacks.
- Listening to an MP3 or other audio player at the circulation desk or in the stacks.
- Checking email, surfing the Internet, reading newspapers.
- Disclosing a patron's personal information.
- Falsifying a time sheet.
- Any action which, in the judgment of a supervisor, warrants immediate dismissal.
- The front circulation desk should never be unattended.
- When talking at the circulation desks, please speak softly.
- Patron information is strictly confidential.
- All questions about fines should be referred to a supervisor.
- Never tell a patron that we do not have something. Ask a supervisor for help.
- At slow times, consult the list of desk jobs kept at the front circulation desk or ask a supervisor for an assignment.
To that end, we never leave the front circulation desk unattended. If you are alone there, use the public address system to summon help, or phone the Media Center (4-4079) for help, or phone the Sullivant Library (2-2075) and tell the supervisor that you need a student to sit at our circulation desk while you help a patron. We try to remember to speak softly. We never divulge patron information. It is strictly confidential. Above all, we try to treat each of our patrons with the courtesy and attentiveness we would hope to receive if we were in their place.
The public is welcome to use our materials here in the library, but to check out items a patron must have a current ID from OSU or from an OhioLINK institution, or a courtesy card, or be in the OSUL database and present a photo ID.
- First and foremost: Please never tell a patron that we do not have something. Ask a supervisor for help.
- Feel free to answer directional or instructional questions — for example, where to find a book or score for which the patron has a call number, or where to find a person, restroom, drinking fountain, or office, or how to use the stapler, hole-punch, copier, printer, or scanner.
- Refer most other questions to a supervisor — for example, how to find a book of criticism on Debussy's piano works, or how to find out if a journal is peer-reviewed, or how to limit a research topic.
- If you cannot answer a patron's question, ask a supervisor for help. If no supervisor is on duty, show the patron the "How Do I Find?" link on the Music/Dance Library home page and invite the patron to fill out one of the printed "May We Help You?" forms kept with the literature display at the front circulation desk. A librarian will get in touch with the patron as soon as possible.
- You may search the online catalog for patrons, but if you cannot find what the patron needs within thirty to sixty seconds, ask a supervisor for help. See Catalog Help.
- For circulation questions, see Services/Policies.
- Patrons are asked not to bring food into the library. Drinks must be in spill-proof containers. Politely remind patrons of the beverage bar near the entrance for temporary storage of drinks and food.
- When the gate alarm sounds, ask the patron to return to the circulation desk and verify that all items are checked out.
- When re-shelving items, be sure that they and nearby items are vertical and edged. This helps keep our collections in good condition and makes items easier to find.
- Keep the Reading Room neat. Keep chairs pushed in at the study tables. Pick up items that have been used, check them in, reshelve them. Straighten newspapers and circ desk flyers.
- Clean public and staff computer screens and keyboards.
- Shelf-read and straighten the Course Reserve stacks.
- Shelf-read and straighten the Reference stacks.
- Make sure public computer stations are supplied with scrap paper and two sharp pencils.
- Cut scrap paper and sharpen pencils.
- Make sure items in mail bins are correctly stacked.
- Search for old (past 10 days) patron holds.
- Tag and shelve books/periodicals.
- Make sure weather radio is armed.
- Work on your assigned project.
- Read this handbook.
- Ask a supervisor for something to do.
Instructors may place items on Electronic Reserve or Paper Reserves in any library. Reserve items may include OSU Libraries materials, personal copies, and photocopies prepared by the instructor. Paper reserve loan periods may range from two hours to seven days at the instructor's option. Electronic reserves are available twenty-four hours a day, seven days a week. Multiple users can view the same materials at the same time. Links to faculty specified websites (URL's) can be included. To allow adequate retrieval and processing time, faculty should submit their requests at least three weeks in advance of the quarter in which they will be needed. Course reserve items do not leave the Library. See Services for Faculty.
When an item is not available at OSU it may be requested from OhioLINK, a statewide network of some eighty-six libraries which includes an online union catalog.
Pick-up notices for OhioLINK materials are sent via email only. Patrons should check "My Record" to see when a requested item is ready for pick-up.
OhioLINK loan length: three weeks for most items, one week for media materials.
Renewals: Up to four renewals of twenty-one days each on books, as long as no holds have been placed. Seven-day media materials cannot be renewed.
See OhioLINK Policies.
Vinyl LPs are to be checked out using the online catalog. They have a "local" call number (press "f" before entering it). LPs circulate for two hours and do not leave the library.
No item that is damaged or incomplete — for example, scores missing a part, CD albums missing a CD or CD booklet — should be checked in or out except by a supervisor. Once an item is checked out or in, the identity of the last patron — who is responsible for the loss — cannot be retrieved.
Manual check-outs are made when the online catalog is down and, by students, when a supervisor is unavailable and a faculty member wishes to check out reserve or other non-circulating items.
- The online catalog will block check-outs to ineligible persons as well as items that do not circulate. If a block prevents check-out, students should refer the patron to a supervisor. The patron must have a current ID from OSU or from an OhioLINK institution, or a courtesy card, or be in the database and present a photo ID.
- Manual check-out forms are located on a clipboard kept at the front circulation desk. They should be filled out completely and signed — not initialed.
- Circulation desk personnel indicate a manually charged item's return by writing their initials perpendicularly in large letters across the form.
Faculty and staff may authorize a third party to use their library accounts by filling out an Authorization Request Form.
Courtesy cards are available to members of the Friends of the Libraries, the Alumni Association, and others. Courtesy patrons may borrow a maximum of five OhioLINK items, including items in transit. Courtesy cards are issued at the Circulation Desks of Main Library, Health Sciences Library, Law Library, and regional libraries.
Courtesy card holders may borrow regularly circulated items, including items available through OhioLINK, but because of licensing agreements may not access Interlibrary Loan, certain licensed OhioLINK databases, and E-Journals. A courtesy card is issued at the discretion of the Library, and card holders are subject to the same policies as the OSU community.
For details, see Courtesy Cards.
The Business Office sends updates of patron blocks to the Registrar on Mondays, Wednesdays, and Fridays. Library units are not permitted to contact the Registrar's office directly. Patrons needing same day service from the Registrar's office must have the change faxed in from the Business Office. Any supervisor can assist a patron with this.
The Ohio State University Libraries supports the American Library Association's statement on "Confidentiality of Library Records." Confidentiality extends to "information sought or received, and materials consulted, borrowed, acquired," and includes database search records, reference interviews, circulation records (including those of closed reserve), interlibrary loan records, and other personally identifiable uses of library materials, facilities, or services. All information regarding library patrons and materials checked out to them is confidential and is not to be made available to any individual or agency of the state, federal, or local government except under issuance of a court order or as otherwise required by law. Any individual or agency seeking such information should be referred to the Director of Libraries.
Library employees may not use or access the information contained in patron records except for authorized work-related purposes. Some examples of unauthorized uses of patron records follow, but this list is designed as a guide and is not exhaustive.
- Employees are prohibited from revealing the identity of a patron to whom any item is checked out, or to whom it was previously checked out.
- Employees are prohibited from revealing circulation information relative to which students in a class did or did not check out items that were on closed reserve to anyone, including the class professor.
- Employees are prohibited from providing information contained in or attached to a patron record to any person except a library employee who has a legitimate work-related purpose or to the patron who presents photo identification. This includes (but is not limited to) fine balances, claim returned or block/sanction information, specific number of or list of items checked out or generalized topics of materials checked out. Any patron who wishes to have a copy of his/her own patron record can access it using the "My Record" feature of the online catalog.
- Employees who have password authority to update a patron record are prohibited from including unauthorized or inappropriate messages, notes, blocks, etc.
- Employees are prohibited from "browsing" the database, to check out materials not specifically requested by the patron or to inappropriately alter a hold queue. Employees may access patron records for authorized work-related purposes only.
Patrons frequently need to copy journal articles, recording excerpts, and other items, and we provide copying machines to facilitate the scholarly use of materials. But OSUL policies regarding copyright do not permit us to help in the process. If a patron asks for help in copying recordings or other materials, we are obliged to say we are sorry but our policies prohibit us from helping. We can check out to the patron the appropriate CD burner instruction manual, or tell the patron how to use a machine. The sole exception to this policy is that we always help handicapped patrons in any way they require. When handicapped patrons need help, notify a supervisor.
OSUL copies take BuckIDs, not cash. Patrons may purchase a guest BuckID card from the machine in the Sullivant Library. The staff copy card should not be used by patrons.
No patron is allowed behind the Media Center or front circulation desk, and no one — not even faculty members — is allowed to use the equipment behind the Media Center circulation desk without a supervisor present.
- Once per shift, verify that all the headphones are checked in. If one is not, make a note of the name of the patron who will be wrongfully fined and put a note in the Media Center manager's mailbox. Date this note and sign your name (not initials).
- Verify that headphone plugs are not left in amplifiers.
- Shelf-read the CD and Multimedia collections and enter your name and other info in the shelf-reading logs.
- Work on your assigned project.
Every Media Center student employee will be assigned a project. These range from labeling incoming CDs, or working on our Variations online resources, to re-labeling and replacing broken CD jewel cases.
The Media Center Supervisor shows students how each project should be done and answers any questions.
Students should not work on a project unless it has been assigned to them. For many of the projects there are updates and changes in the method the projects are done, and these changes will be displayed on the Bulletin Board next to the Media Center circulation desk.
- CD call numbers begin with LP3 or LP4, followed by a four-digit number. They can be searched in the online catalog and most of them circulate for three weeks.
- Vinyl 33-1/3 records call numbers begin with LP0, LP1, LP2, or LPR, and can be searched in the online catalog.
- Our older LPs are indexed in the card catalog located in tenor storage. These items have alpha-numerical abbreviations and manufacturer serial numbers, e.g., CAP 2066, COL 1033, RCA 10988.
- Our WOSU collection Vinyl 33-1/3 records are indexed in a card catalog located on the east side of the Technical Services room.
- Vinyl records circulate for two hours and do not leave the library.
- Vinyl 33-1/3 records are easily scratched and should be handled by the edges only. The cue levers on the turntables should be used to raise and lower the tone arms. They also warp if not stored vertically.
- Most DVDs and VHS tapes circulate for three weeks to OSU card holders. Video recordings on reserve should not leave the library.
- Uncataloged dance videos circulate only to Dance Department faculty and students. All are on permanent reserve and circulate for two hours and should not leave the library.
Answer the telephone by saying: "Music and Dance Library. May I help you?" If the call is for a supervisor, refer to the list of staff phone numbers and transfer the call by pushing "flash" or "tap" and dialing the desired number. (As soon as the number begins ringing, hang up.)
If you receive a harassment call:
- Remain calm and polite.
- Try to get the caller's full name, address, phone number, and jot down the date and time.
- Do not keep talking.
- Students should refer the call to a supervisor.
- If the call becomes overtly threatening, tell the caller not to call back, and say that future calls will result in a harassment report being filed. A staff member should then file an OSUL Incident Report and call the university police (2-2121).
Course reserve items do not leave the library. They circulate for two hours, after which fines accrue. The only exception is if a faculty person needs the item for use in a class, in which case students should consult a supervisor or do a manual charge.
Permanent reserve items do not leave the library. They circulate for two hours, after which fines accrue.
Some Media Center reserve items, including personal copies and books/scores, are kept on the Class Reserve shelves behind the Media Center circulation desk. Personal copies are shelved first, in alphabetical order by the professor's name. Books and scores on Media Center Reserve follow the call-number order used in the other stacks (Ms, MLs, MSs, MTs, etc.). CDs and multimedia reserves are kept with their respective collections in the Media Center stacks.
When a patron asks for a reserve video, check out headphones and a key to room 172 to him or her. The keys are kept in the top drawer of the Media Center Circulation Desk. Keys have barcodes on them for checking out in the online catalog.
Personal copies are filed alphabetically by the professor's last name. Other reserve items are kept in call number order. Reserve items should not leave the library.
Page slips are printed daily at the front circulation desk and placed in a tray kept above the Media Center returns shelf.
- Put the page slips in call-number order.
- If there are more than a few page slips, use a cart.
- For each item, pull the exact call number paged, and double-check by comparing the item barcode with the barcode on the page slip.
- Keep OSU and OhioLINK items separate.
- Check in the item to activate the hold.
- Write the patron's surname on the edge of the page slip, together with your initials and a date ten days in the future.
- Put the item on the hold shelf alphabetically by patron surname.
- Check in the item to activate the hold.
- Follow the instructions on the screen. Example: a book or score to be picked up at the Science and Engineering Library is put into transit and the location code SEL is written on the edge of the page slip.
- Place the item in the on-campus library mail bin.
- Check out the item, put it in a campus mail envelope, and put it in the outgoing campus mail tray.
- Make sure the address is a valid campus address. If it is not, adjust the hold to make the Music/Dance Library the pick-up location.
- Check out the item to user name ILL2, ILL8, etc., and put in a campus mail envelope.
- Write ILL on the envelope and put it in the on-campus library mail bin.
- Pull the item.
- Attach an OhioLINK sticker.
- A supervisor should do — or supervise — the processing.
Follow the instructions on the online catalog screen. Some holds may require you to send the item to another OSU library or to an OhioLINK library. Other holds may specify the Music/Dance Library as pick-up location.
- Special Collection items must be used behind the circulation desk, under the supervision of a staff member.
- Patrons may use a laptop computer, and take notes using a pencil only — number 2 pencil or softer — not a pen.
- Photocopies may be made only with the permission of the Head of the Music/Dance Library, and then must be made by a staff member, and with particular care for fragile bindings and pages.
- If photocopies cannot be made without damage, the item must be photographed instead.
- Only the Head of the Library can make exceptions. If a senior faculty member wants an exception made, and the Head is not in the library, he should be called on his cell phone: 614-271-8756.
- Unlock the doors. If you use the key that is kept at the circulation desk of the SUL library, return it as soon as a second person is present to cover the front desk.
- Turn the electric door opener on.
- Disable the security system by slowly and firmly entering the four-digit code. If the beeping does not stop, enter the code again.
- If you cannot disable the alarm, call the Wexner security desk at 2-6677 within sixty seconds to report that everything is okay. Give the security personnel your name and social security number and our Music/Dance Library account number (621).
- Turn on the lights.
- Log in to the online library catalog at both circulation computers — a Telnet and Millennium session at each.
- Do not open the Media Center unless someone is covering the front desk. If you are alone in the Library and a patron needs Media Center materials or help, phone a supervisor at SUL (2-2075) and ask for a student to cover the front desk.
- Flip the "Media Center Is Open" sign near the front circulation desk.
- Unlock the Media Center grate.
- Turn on the two light switches on the wall by the Media Center circulation desk. (Hold each switch in the up position for a second or two.)
- Log in to the online library catalog — a Telnet and Millennium session at each.
A staff schedule, updated each quarter, is kept in the J:\Dept\MUS directory and posted near the front circulation desk. The Circulation Supervisor is in charge of maintaining this schedule, in consultation with the Assistant Librarian for Collections and Public Services and the Head of the library.
Absences for meetings are posted on the daily staff calendar. When illness or emergency requires an unscheduled absence, inform a supervisor at 614-292-2319. The supervisor taking the message will post the absence on the staff calendar and will leave a message informing the Head at 688-0106. Non-emergency absences should be approved in advance by the Head.
The Assistant Librarian for Metadata and Technical Services is responsible for class reserves.
The Assistant Librarian for Collections and Public Services is responsible for gifts and donations and for keeping statistics on these, for writing thank-you letters as appropriate, and for reporting gifts to OSUL development officers.
Internal Revenue Service regulations do not allow us to provide appraisals.
The Music/Dance Library Endowment Fund (fund number 480173) is supervised by the Assistant Librarian for Collections and Public Services. See Support the Library.
The Circulation Supervisor is responsible for scheduling the seminar rooms and study carrels, though other supervisors may amend the seminar room schedule as needed. The schedule is kept online at Google Calendar and a link to this site can be placed on each staff member's desktop or in each staff member's browser "favorites" for easy access. Seminar rooms cannot be booked by students for individual use. Seminar rooms may be booked only for classes, faculty or library functions, and for examinations of degree candidates. Student library assistants should check out seminar room keys to faculty members only.
- New books go first to the Assistant Librarian for Metadata and Technical Services and then to the Assistant Librarian for Collections and Public Services.
- New scores go to the scores cataloger, new recordings and videos to the Media Center Manager for labeling, and then to the recordings cataloger.
- The scores cataloger notifies the Assistant Librarian for Collections and Public Services of scores to list on the MUS website, and the Media Center Manager notifies the Assistant Librarian for Collections and Public Services of new multimedia items to be listed on the website.
Library bins and postal/campus mail baskets are kept at the front circulation desk.
The Circulation Supervisor is the IT liaison for MUS.
So that security updates can load automatically overnight, public, staff, and circulation computers are never switched off. Monitors also remain on.
Computer malfunctions are reported to the Circulation Supervisor or to the Assistant Librarian for Collections and Public Services, or reported to OSUL IT using a Service Request Form.
The Assistant Librarian for Collections and Public Services is webmaster for the MUS website.
School of Music and Department of Dance announcements are posted on the bulletin boards near the entrance to the Library. Patrons should request permission to post. The area near the main circulation computer at the front circulation desk is reserved chiefly for OSUL and OhioLINK materials.
The Media Center manager oversees the processing of materials being sent off-site for binding, following procedures in the Instruction Manual for Bindery Clerks maintained by the Bindery Preparation Division staff.
The Circulation Supervisor oversees in-house pam-binding of scores. Printed directions are kept in the Pams drawer at the front circulation desk.
Items are kept for ten days on our hold shelf, alphabetized by patron surnames. Printed instructions for handling page slips and holds are kept in the pages box above the hold shelf.
Books and scores needing repair — and items to be withdrawn — should be given to the Assistant Librarian for Collections and Public Services.
Printed instructions for handling OhioLINK items are in the page box on the Media Center returns shelf. OhioLINK labels, tape, etc., are kept in the Circulation drawer.
A malfunction log is kept near the phone by the front circulation desk. The Circulation Supervisor maintains this list of heating/cooling malfunctions, burned out lights, broken locks, leaks, insect infestations, etc.
Workplace injuries should be formally evaluated by Employee Health Services to assure prompt care, documentation, and follow-up of the accident. An Accident Report Form must be completed by the employee and the supervisor and submitted.
- Co-workers should not be involved in care of an injured worker's wounds because of concerns about exposures to blood and body fluids and requirements for training of workers who are formally expected to render first-aid care in the workplace.
- For more serious injuries, the injured worker should be transported to the Employee Health Service Clinic or the Emergency Department. 9-1-1 may be called if this is indicated.
- Supplies of medication, such as decongestants, analgesics, and antihistamines are not related to emergencies and are not recommended for first-aid kits.
- If more complex first-aid equipment is desired, it shall be kept and maintained only by those personnel who have received advanced first-aid training.
Approved Contents:
- Cold Packs
- Adhesive Strips
- Non-adhesive Pads
- Bandages
- Eyewash
- Cotton Balls
- Antiseptic Wipes and Ointment
- Ammonia Inhalant (optional)
- Tweezers (optional)
- Scissors
- Water Jel Cold Pack 4X4 - 21031
- Burn Jel Cold Pack Pouch - 720182
- Adhesive Bandages w/ Non-Adhere Pads - 32 per box - 20701
- O/H Adhesive Plastic Bandages - Extra Large - 32176
- Elastic Bandage 4" - 41964
- Gauze Pad 4X4 - 10 per box - 48001
- Stretch Bandage 2"X4yd - 19-027388
- Adhesive Tape 1" X 2.5yd plastic - 48008
- Triple Antibiotic - 10 per box - 19-027293
- Alcohol Prep Pads - 10 per box - 21047
-
Bandage Scissors 5 1/2in - 752575
- Medications, including aspirin or other pain relievers, will not be available or dispensed by the Libraries.
- Employees are discouraged from dispensing medications to anyone.
- The most important first-aid for minor cuts and abrasions is cleaning the wound thoroughly with soap and water.
If you need immediate assistance, dial 9-1-1. Otherwise, depending on the nature of the emergency, phone SUL (2-2075) and speak to a supervisor, or call the OSU Police at 2-2121. See also Emergency Procedures and Safety Information and Emergency Notification List.
If a tornado warning is received (not just a tornado watch), read this text over the public address system:
THE NATIONAL WEATHER SERVICE HAS ISSUED A TORNADO WARNING FOR OUR AREA. PLEASE LEAVE THE LIBRARY AND GO TO THE BASEMENT AREA BELOW THE ROTUNDA. THIS IS THE TORNADO "SAFE SPOT" FOR SULLIVANT HALL. TURN LEFT AS YOU LEAVE THE LIBRARY AND PROCEED DOWN THE STAIRS. THANK YOU.
You are not required to remain in the Library. After you read the announcement, go to the tornado "safe spot." Notify a supervisor at SUL if you need help, or if a physically challenged patron needs help. Avoid large unsupported roof structures, such as the Sullivant Theatre. Expect the tornado warning to last thirty minutes or longer.
Updated 6 August 2008
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