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Andrea Boehme

Indiana State University

Last Updated:

2013Browsing Handbook

Table of ContentsIntroduction......................................................................................................................................1

Settling in.........................................................................................................................................1

Organize your desk......................................................................................................................1

Find out what is currently being worked on................................................................................1

Walk around the library...............................................................................................................1

Introduce yourself........................................................................................................................1

Fiddle with Millennium...............................................................................................................1

Places...............................................................................................................................................2

L Drive.........................................................................................................................................2

Browsing locker(s).......................................................................................................................2

Processing....................................................................................................................................3

Cataloging....................................................................................................................................3

Millennium......................................................................................................................................4

Bib record....................................................................................................................................4

Typical item records....................................................................................................................5

Call numbers................................................................................................................................7

How-To’s.....................................................................................................................................8

Creating notes..........................................................................................................................8

Checking last patron................................................................................................................9

Changing status........................................................................................................................9

Tasks..............................................................................................................................................10

Tracking Forgotten Pieces.........................................................................................................10

Tracking Disc Issues..................................................................................................................12

Special Cases/Knowing when to Bill Patrons...........................................................................12

Withdrawing Material................................................................................................................14

Sending Material to Processing.................................................................................................14

Sending Material to Cataloging.................................................................................................15

Weeding New Releases.............................................................................................................15

Getting New material Shelf Ready............................................................................................15

Tips and Tricks..............................................................................................................................17

Appendix 1 Popular Music Call Numbers.....................................................................................18

Appendix 2 Browsing Tasks Flow Chart.......................................................................................19

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FiguresFigure 1 L Drive Icon-----------------------------------------------------------------------------------------2Figure 2 Locker 69--------------------------------------------------------------------------------------------2Figure 3 Processing-------------------------------------------------------------------------------------------3Figure 4 Cataloging-------------------------------------------------------------------------------------------3Figure 5 Bib Record------------------------------------------------------------------------------------------4Figure 6 Millennium Navigation Bar-----------------------------------------------------------------------4Figure 7 Item Record-----------------------------------------------------------------------------------------5Figure 8 i field-------------------------------------------------------------------------------------------------6Figure 9 Millennium Edit navigation bar------------------------------------------------------------------8Figure 10 Processing Flag----------------------------------------------------------------------------------14Figure 11 Cat Review Flag---------------------------------------------------------------------------------15

TablesTable 1 Item record checklist..........................................................................................................5Table 2 Status Table........................................................................................................................6Table 3 Movie Section Abbreviations.............................................................................................8Table 4 Booklet Missing Actions..................................................................................................13Table 5 When to bill......................................................................................................................13

Appendixes Appendix 1 Popular Music Call Numbers.....................................................................................18Appendix 2 Browsing Tasks Flow Chart.......................................................................................19

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IntroductionAs the browsing clerk you are responsible for maintaining the browsing media collection, which consists of Browsing DVDs, CDs, videogames, and books on CD (audiobooks). To do this you will need to:

Correspond with patrons on browsing issues Work with circulation staff and other departments to develop, maintain, and monitor these

collections Provide leadership and innovation in the use and maintenance of this collection

This manual makes no attempt to detail every aspect of working at circulation. It will not go into library policy, regular circulation duties, or the duties of other library personnel (except as relates to your tasks). It also assumes you are able to navigate Millennium and can search for items using the Search/Hold tab. The goal of this manual is prepare you for the job of browsing clerk, and give you a basic understanding of tasks related to your job description.

Settling inYour first day on the job will be at times: hectic, boring, overwhelming, awkward, and confusing. Here are some things that will make it more manageable.

Organize your deskAs the browsing clerk you will have stacks of media in different stages of “needs attention”. New CDs, audiobooks that need to be tattle taped, forms to wrangle, cases waiting for their discs to come back, all need a place to go. Create signs or areas to let people know where you want things to go. This will minimize the where-did-this-come-from problem. Identify your storage needs and speak with the staff responsible for supplies on how to acquire the necessary items.

Find out what is currently being worked onMore than likely, the previous browsing clerk has a stack of items that s/he was working on. Hopefully, they left notes. Take time to read these notes and identify questions that you have. If there is no information consult the Browsing Folder on the L drive for a record of what is going on.

Walk around the librarySooner or later you will need to leave your cube. Some local attractions you should visit include: the videogame cabinet; the browsing locker(s); the movie, music, audiobook, and videogame collections; and cataloging/processing.

Introduce yourself You will work closely with multiple library personnel. You should introduce yourself to the Billing Clerk, the head of Processing, the media cataloger, the cataloger responsible for withdrawals, and the Reference browsing liaison(s). Speak with them about how they fit into your duties, the steps in their process, how they like to communicate (email, phone, in person), and how they want you to do tasks in their area (e.g. What form goes with it? What do you want me to check before I bring you a problem?).

Fiddle with MillenniumMillennium is the backbone of all the tasks we perform in Circulation. You should take some time to sit and find out how it works, and what tasks you will need to do in it for your job. Run a search for your favorite movie. Does the library own it? Is it at another library in the consortium? How is the record laid out? What does that button do? Why did it give me an error message?

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Places

L DriveThe L Drive is not a physical place; nonetheless, it is an important one. You can access the L drive by going to the start menu, clicking on “computer” and then click the icon for drive L (pictured to the left). The “path” to get to the browsing folder is as follows: L:\

Academic Affairs\Library Services\USR\LIBGRPS\CIRCULATION. The browsing folders will be located in the Circulation folder.

You should be able to see many folders under the circulation folder, and view their contents. If not, let the systems department know immediately. You will not be able to do your job otherwise. There are actually two browsing folders on the L Drive: Browsing and Browsing Media. The one you will use is Browsing. The Browsing Media folder is archived material. You will not need it for any browsing task.

The vast majority of the work you will do needs to be tracked. This is done through spreadsheets which are kept on the L Drive. As you will be accessing these sheets multiple times a day, I would suggest making a shortcut to the Browsing folder.

Browsing locker(s)There are two lockers located in the circulation area that hold browsing items. The first, and the one you will deal with most, is the actual Browsing Locker (locker 69). When a browsing media needs your attention, students and staff will place it in this area. You should visit this locker at least once a day. Each item should have a note attached to it stating the issue, date, and the name of the circulation staff person who put it in the locker.

The other locker (locker 70) is a storage area for patron’s personal DVDs/Games/CDs that were mistakenly returned to the library. Often you cannot find out who it belongs to, or patrons just don’t care enough to come by and pick it up. Either way these items are kept for 90 days before they are turned over to Public Safety, or put into the library donations pile per your discretion.

Both of these lockers require a key to open. This key is kept in the key cabinet, which also needs to be unlocked. During open hours the key to locker 69 should be in the door’s lock. The key to locker 70 is kept in the key cabinet.

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Figure 2 Locker 69

Figure 1 L Drive Icon

ProcessingLocated on the Lower Level, this department is where items are readied for the shelf. You will visit here often during your stay as browsing clerk. They take care of tattle tape, labeling, and cases. They are also responsible for building management and are the person to go to when shelving is broken or heavy things need to be moved.

Processing is currently moving to be integrated with Cataloging, so their duties may have changed since the creation of this manual.

CatalogingWhen the library receives material, Cataloging connects a record to it. This makes it searchable in our database. They are responsible for assigning call numbers, placing barcodes on material, withdrawing materials for whatever reason, and making sure the material is step up correctly in regards to check out time. This department is also located on the Lower Level.

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Figure 3 Processing

Figure 4 Cataloging

Millennium

Bib recordA bibliographic record is a detailed description of material. This record is what is used to generate item records, and allows patrons to search for items in the online catalog (also referred to as the OPAC (online public access catalog) or by the brand name (Fusion)). It is Cataloging’s job to create and maintain these records.

Unless you have cataloging experience, figure 5 probably looks like a bunch of gibberish. It’s ok; you won’t use this often, and you should never edit it without permission from Cataloging. The most important field for browsing purposes is the 300 field, or description field. In this field is what is supposed to be contained with the item. You can use this field to identify billable items (See Special Cases/Knowing When to Bill Patrons). If it is listed in the description field it adds to the “experience” of the item.

Please note that there may be multiple bib records for similar material. For example, the videogame Portal has an Xbox360 version and a PS3 version. So there is one bib for an Xbox game and another for a PS3 game. This happens for items with multiple editions, separate widescreen and full screen movies, re-releases, and the like.

To access this record in Millennium click the search/holds tab in Millennium, and search for an item. Once you have found the correct item, double click it to open the item record. Then click View on the top navigation bar to access the bib record.

Figure 6 Millennium Navigation Bar

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Figure 5 Bib Record

Typical item records

Figure 7 Item Record

Above is the item record for the PS3 version of Portal 2 (please use Microsoft Word’s zoom function to better see the record). As you can see there are two sections. They don’t have official names, so I will refer to them as top (orange outline) or bottom (green outline) of the item record. Boxes (or fields) that have a white background are able to be edited. A description of each major part of an item record is given below, separated by top and bottom.

1. Top of record1. Copy No. – Refers to which of the duplicate items this record refers to. For copy 1, the

copy no. field may read 1 or 0.2. Item Code 2 – Used to suppress a record, so that it is not searchable in Fusion. 3. Item Type – Item type is the general category of item you are dealing with. These

change with the format of the browsing material. (see Table 1: Item Record Checklist for the specific items types).

Table 1: Item Record Checklist

Media Type Item Type LocationDVD 12 Browsing Media ibdm ISU Browsing Media DVDs 1st Floor

Videogame 13 Browsing Games ibsm ISU Browsing Media CDs and Games (1st Floor)

Audiobook 14 Browsing Book on CD ibsa ISU Browsing Audio Books (1st Floor)Music 12 Browsing Media ibsm ISU Browsing Media CDs and Games

(1st Floor)

4. Patron No. – This is the person who currently has the item checked out. Double click to bring up the patron’s information. This information replaces the Last Patron information when the item is checked back in.

5. Last Patron – This links to the information for the patron who last had the material. Millennium only keeps the information for the current and last patron. This is why we

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ask staff not to check in the item, especially when they report that a piece is missing. If it is checked in, we only have access to one set of information.

6. Last Checkin – The last time the item was returned to the library. Useful in knowing when to bill.

7. Total Checkouts – How many times the item has been checked out and returned to the library. Useful for identifying items that may be down in processing.

8. Last Checkout Date – The last time it was taken from the library.9. Location – The general location of the item. This field and the Item Type work together

to tell Millennium how long material can be checked out. If one of them is not right there will be an error. See the Item Record Checklist (Table 1) for the proper configuration of the types.

10. Status – shows if the item is available for checkout or if it is being used by a department. See Table 2: Status Table for more information on status options that you will use most often for browsing tasks.

Table 2: Status

Status Item is located Use whenAvailable On shelf The item needs no further attention.

In Process ProcessingThe item is being worked on by the processing department

Circ Review CirculationThe item currently says Available, but you are working on it. If the item says DUE just leave it as that.

Cat Review CatalogingSomething is wrong with the record, and Cataloging is working with it.

Withdrawn NAThe library no longer has this item. (Cataloging will change this in their withdraw process)

11. Item Message – Creates the “title” of the message box when it pops up in Millennium. Any item that has a message that describes piece count (eg. 1 disc, 1 booklet) should read Multi pieces.

2. Bottom of Record1. Message – Can describe piece count, describe errors with disc; anything that would need

to be seen when checking in/out material. See Creating Notes for more information on how to manipulate this field.

2. Internal Note – A note that the circulation or Cataloging staff need, but is not relevant for checking in/out material, is located here. For example, if the movie came in a multipack Bluray-DVD-3D and Cataloging separated them into three cases. It may be indicated here. See Creating Notes for more information on how to manipulate this field.

3. Item field – This is a holdover from our previous system, Voyager. The only section you will need to worry about is the |i field. This used to be what popped up the message box. If the message is no longer valid, delete the information from the i field only (information to be deleted is highlighted in blue). Leave the rest.

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Figure 8 i field

4. Call number – This is the call number for the item. See the section on call numbers for more information on the formatting of this information.

5. Barcode – the barcode of the item 6. Volume – lists the volume information for the disc. (eg season, volume, disc)

Call numbersEach section of browsing media has its own call number scheme. The following is a quick rundown of each format. Use this section to identify anomalies in call numbers so that you can better communicate with Cataloging. Please note that all browsing call numbers should start BROW.

1. Popular music Music is made up of two unofficial sections: Popular and Classical/Instrumental. Popular music is anything that is not classical. Both sections have a modified LC Number that creates the base of the call number. For Popular music, the LC number is a catch all for anything that goes in that section. The general format that follows the LC number is the creator of the music and the title of the CD (maximum of 9 characters per section). Then is any year/version information, and then copy number. Not all popular music call numbers follow this format; see Appendix 1 for specific Call number formats for popular music.

Additionally, it is common to see duplicate call numbers for popular CDs. Don’t worry about this, it is an issue with the system used to create the number.

2. Classical/InstrumentalClassical/Instrumental music is music usually contributed to a composer and features the use of an orchestra/choir or a smaller group of traditional orchestral/vocal musicians. Call numbers for these CDs are created specifically for that CD by the music cataloger. If you see anything wonky refer the item to the music cataloger.

3. AudiobooksAudiobooks have a somewhat simplistic method for call number creation. It is the call number for the book with “ab” added onto the end of the call number. So if the book Ivanhoe has the call number PR5318 .A1 1924 the audiobook call number will be PR5318 .A1 1924ab. As with classical music call numbers, please see Cataloging if an odd call number comes up.

4. DVDsMovies are assigned call numbers based on the genre they belong to and the title of the movie. Table 3 lists all the abbreviations used for each section. After the section abbreviation is the first 9 characters of the first word in the movie’s title. Additional information on the version of the movie (year for remakes, widescreen, volume, discs, ect) will be added at the end of the call number.

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Please note that Animation is anything that is a cartoon regardless of content. So Family Guy is Animation, not TV Series.

Table 3: Movie Section Abbreviations

Section Abbreviation for Call NumberFeature Film FeaFilmTV Series TVSerAnimation AnimDocumentary DocumForeign Films ForeignMusic DVDs Music

5. VideogamesVideogames are much like DVDs, except they are first grouped by platform rather than genre. The call number starts with “GAME” and then lists the platform (XBOX, XBOX360, PC, PS3 ect). Then it has the first 9 characters of the first word in the title. Videogames usually don’t have the year.

How-To’sThis section details common procedures used in Millennium. Directions in the Tasks section will ask you to do some of the following things. These directions have been included in the event that you do not know how to perform that part of the task.

Please note that all procedures are given in detail. The steps listed are not the most efficient way to do what you need, but they will assure that the task is done correctly.

Creating notesThe first step in creating a note is to decide which one to use: a Message or an Internal Note. Messages will display every time a disc is checked in or out. This is good for piece counts, or to ensure that an action is taken the next time an item is handled at the circ. desk. For instance, when searching for an item that is supposed to be on the shelf, one could add, “Place in browsing locker when returned AKB 9/23/2012” as a message.

Internal notes inform Circulation and Cataloging staff of issues with the material that may affect how the item is circulated. Information dealing with the removal of pieces is a popular example of an internal note. As are messages noting previous damage to the item.

Figure 9 Millennium Edit navigation bar

To add a Message:1. Navigate to the item record.2. Click the insert button in the top navigation bar of Millennium (Figure 9).

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3. Use the drop down menu in the pop-up box to select Message. 4. Type in your message.

a. If the message is asking someone to take an action (put in browsing locker) you should initial and Date the message.

b. If it is simply informational (2 DVDs) you need not initial it.5. Hit ok to insert the message.6. If you added a message about piece count change the Item Message field in the item

record to “m” for Multipieces.7. Click “Save” in the navigation bar to save changes.

To add an Internal Note:1. Navigate to the item record.2. Click the insert button in the top navigation bar of Millennium (Figure 9).3. Use the drop down menu in the pop up box to select Internal Note.4. Type in your message, making sure to initial and date it. Always initial and date

internal messages.5. Hit “ok” to insert the message.6. Click “Save” in the navigation bar to save changes.

Checking last patron1. Navigate to the item record you are working with.2. In the record for that item, find the last patron

a. If the item is still checked out this will be the Patron No. fieldb. If it has been checked in, you will use the Last Patron field

3. Double click the field4. Record any information needed from the View Patron pop-up box.5. Click “Quit” at the bottom of the box to close it.

Changing status1. Find the appropriate item record.2. Double click the Status field.3. Click the appropriate status

a. See table 2 for help in choosing the most appropriate status.4. Click “ok” to select that status.5. Save changes by clicking save.

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Tasks

Tracking Forgotten PiecesThe main part of your job is tracking down things that patrons forgot to bring back. There are a few steps to this process; you can do them in any order and not all may be needed every time. The following is my preferred procedure. You may want to look at previous issues on the spreadsheet for reference before recording issues for the first time.

1. Record IssueRecording issues right away insures that there is a paper trail, can help keep you organized, and will improve your workflow. To record forgotten items, the process is as follows.

1. Go to the browsing folder on the L drive2. Open the Lk 18 CURRENT spreadsheet3. In the current tab (sheet has white background) record the Barcode, Title, Type, and Issue

information for the item.a. For video games the type should be the system (XBOX, 360, PS3, PS2, PC, Wii, DS,

PSP, GCUBE) 4. In Millennium, navigate to the Search/Holds tab5. Using the pull-down menu select barcode6. Scan the barcode to find the record for that item7. Double click on the item to open the record8. Double click on “Patron No.” (or “Last Patron” if the item was checked back in) to open

the view patron information window9. Record the Patron, P. Barcode, Due Date, Discharged, Status, and Notes information in

the current excel sheeta. P. Barcode is their Unique ID (commonly called their 991 number)b. Due date will not be present if the item was checked inc. Discharged refers to if the item was checked ind. Status is either “Billed” or nothing at all

10. Save changes to the sheet.11. Copy the patron’s contact information for later use.12. If status is “Available”, change availability to “Circ Review”13. After notifying patron, record the date.

2. Notify PatronWhen a piece of browsing media is not returned (a disc, the booklet to a game, ect) you should notify the patron who was last associated with it. You can access their contact information through the last patron section of the item record or through their patron record. You must use the information they have provided in their account, or face to face communication to communicate with patrons. I prefer using email whenever possible. The following are some notes for your interactions:

It is good to have a paper trail so that if an issue arises you can point to something physical and say “This is where I told you x”.

In your correspondence with patrons it is best to remain to the point. Tell them something along the lines of “This is missing. If you have it, please return it.”

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o Use Outlook’s signatures function to create form letters for the issues you deal with most. See the Tips and Tricks section for the form letters I use.

Only bring up billing if the patron asks you directly. o Even then you should keep it hypothetical. “If it item is returned within the grace

period, with no further issues you shouldn’t be charged”. o If they are adamant about not paying a fine, direct them to the appeal form on the

website. Tell them you have no power to remove a fine it must go through the Head of Circulation

o The billing clerk is your friend. If you don’t know how to handle an issue, ask. Make sure to update the spreadsheet if you and the patron have a conversation after your

initial notification. Keep copies of all browsing emails in a separate folder. Keep it for at least a year as

patrons can appeal a fine up to six (6) months after they are initially billed.

3. Update when returnedIf/When the item is returned the following steps should be taken

1. Assess the returned material for any issues that may warrant additional action on your part.a. Is the disc still in working order?b. Is the booklet in readable condition?c. If there is an issue, check the item record for notes that may explain previous damage.

2. Check in the item if everything is finea. Place the item on the browsing return cart in Circ. if no more issuesb. If the item is billed put it on the billed cart

3. Notify the patron that you have received the materiala. If there are additional issues explain them now

4. Go to the browsing folder on the L drive5. Open the Lk 18 CURRENT spreadsheet6. Transfer the record from the Current tab to the Resolved tab (sheet with green

background) of the spreadsheet7. Save changes to the sheet

4. Withdraw from collectionAfter 45 days any items that haven’t been returned should be withdrawn from the collection

1. Go to the browsing folder on the L drive2. Open the Lk 18 CURRENT spreadsheet3. Transfer the record from the Current tab to the Withdrawn tab (sheet with blue

background)4. In the Notes field record the date when the item was taken to Billing Clerk for

withdrawal.5. Save changes.6. Bring the item to Billing Clerk so she can do her billed withdraw procedure

a. Put a note on it so she doesn’t have to guess what the problem is.b. Make sure to pull the display box when withdrawing a videogame, and give both to

the Billing Clerk.

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Tracking Damaged DiscsPart of maintaining the browsing collection is monitoring and withdrawing damaged materials. You will need to keep track of patron reported disc errors. The following steps should be taken to track these issues.

1. Patron informs staff that disc skipped/wouldn’t play2. Circ staff place item in browsing locker with note3. Browsing clerk does preliminary check

a. Clean/Resurface discb. Run through computer on fast forward to see if the disc errors and freezesc. If disc freezes/doesn’t play immediately withdraw

4. If major error is not detected, enter into the Disc Error Report spreadsheet on L drive.a. If the barcode field turns green that means the item is already on the spreadsheetb. If barcode is already on sheet record the date of current incident

5. After 5 incidents, the item is withdrawn from the collection.a. Note the item is withdrawn by turning the background for those cells red

6. Find the item record in Millennium.a. Change status to Cat Review.b. Insert an internal note to inform Cataloging why the item is being withdrawnc. Click save to save changes.

Special Cases/Knowing when to Bill PatronsThe following are guidelines that will be helpful in making tricky decisions. Please note this is just a guide. Strange things will come up and you are expected to make an informed decision on the issue.

1. Case found and disc was missing As we keep the movies in the case on the shelf, patrons have free reign to watch the movie on one of the library computers or on their laptop. Here are a few pointers to help you find “stolen” items.

Record in Lkr 18 Current sheeto Note that item was missing from shelf

Email last patron to ask them check around the house for it. o Check the last check-in time. If it has been 2+ months since the item was returned

ask the patron if they have it, but don’t expect them to. Most likely someone has taken the disc while the case was on the shelf.

Check the library computers’ DVD drives. Keep the case for 45 days. It may show up. If the disc doesn’t show up, withdraw it.

o If you find that the patron is liable, send it to Billing Clerk for billed withdraw.o If not move to withdrawn sheet. Note it as “lost/stolen”.

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2. Booklet MissingBooklets are confusing. Over the years what is defined as a booklet, and if it should be a billable item, has been in dispute. Current practice is that anything that is included in the Description (300 field) of the bib record is a valid billable item. If material is returned without a booklet the following guides should be followed.

No matter what, try to get it back.o Follow the same guidelines as listed in the disc missing section

While you are communing with the last patron find out if the booklet is needed.o A needed/billable item is one that:

Has been cataloged. Look in the 300 field to check the description of the material. If it is included, it probably contains original information and is needed for the “full experience”.

Contains the keycode for a PC game. This is a long string of numbers and letters that activates the game on the patron’s home PC. If this is lost, and the game requires it, the game is unplayable.

Is explicitly described in the message field as having additional information (has multiple pages, includes instructions in other languages, ect)

If the booklet doesn’t come back use the table below to decide how to proceed

Table 4: Booklet Missing Actions

Item Unusable Item Useable

Liable PatronSend to Billing Clerk for

billed Withdraw.

Note record that booklet is missing. Send to Billing Clerk

to bill.

No liable Patron Withdraw from collection.Note record that booklet is

missing.

o Then note the record Create an internal note for the item to say that the booklet went missing on x day.

Make sure to include your initials. Delete the booklet part of the message. Save changes.

3. Deciding Patron LiabilityDeciding if a patron is liable is a tricky art, and a lot of times you will never know how a disc came to its untimely demise. There are a few pointers that can help make your decision. Other than the suggestions below (Table 5), choosing to bill is a gut call. If you need help, speak with the billing clerk.

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Table 5: When To Bill

To Bill Not to bill They told you that they did it The item has been in their possession from

start to finish You witnessed them cause the damage They have a history of similar offenses The billing clerk tells you to bill There is no record of damage on the Disc

Error Report sheet

They approach the circulation desk to describe previous damage/missing discs

The item has been sitting on the shelf for a month or more

The item has a record of not working (Disc Error Report)

You know the incident was caused on the part of circulation staff

Withdrawing MaterialRegular withdraws occur when an item is no longer usable by patrons. Something has happened to the material and it can no longer be experienced the way it was intended. The procedure for withdrawing items is as follows.

1. Find the item in Millennium2. Create an internal note on the item record asking Cataloging to remove the item from the

collection.a. Include your initials and the date

3. Change the status to Cat Review4. Click Save to keep your changes5. Fill out a Cataloging Review slip (see Sending Material to Cataloging section for more

details) and place it with the material.6. Place material to be withdrawn on the withdraw shelf in the cataloging area.

a. Ask if you don’t know where it is.

Sending Material to ProcessingThe image to the left is a processing flag. These should go into every item that you send to processing, or be rubber banded to a stack of items with the same issue. The Word document that contains the flags is located in the browsing folder on the L drive.

The items listed are the most common issues you will deal with. Another common issue is new display art, which usually happens when the item is water damaged. It should be noted that Broken Jewel Case refers to any item that needs a new case, not just CDs.

When an item needs to go to processing make sure you change the status to “In Processing”. This will keep people from looking for it in vain. If you are doing a large project that has you pulling a lot of material for processing it may be wise to create an Excel sheet for the project (with at least the barcode and Title), and send it to the staff member in charge of searches. That way if you forget to change a status, and a patron can’t find it, they will know where it is.

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Figure 10 Processing Flag

I generally save material and send it all down at once on Mondays. This way you, and processing, can have a large bulk of items to deal with at once, instead of one thing here or there that could be overlooked.

Sending Material to CatalogingTo the right is a cataloging flag. One of these should be filled out and placed with every item that goes down to Cataloging. A Word document with these flags has been placed in the browsing folder.Make sure that you have changed the status in Millennium to “Cat Review” when you send down items. Doing so will keep your fellow staff members from doing unnecessary searches.

This flag is used for all items that go from Circ. to cataloging not just browsing items, so there are some things you will not use. Vary rarely will you need to use the other category. You will use the Processing flag more than the cataloging one.

Just as with processing items, I usually save them all up and take them down to cataloging once a week on Mondays.

Weeding New ReleasesThe new release shelf should not exceed more than one column of the browsing DVD area. In the event that this area cannot contain all the new material, the following guidelines will be used to weed down to one shelf. These criteria are listed in order. Pull all the movies for the first criteria before moving on to the next criteria.

1. Removal date occurs within 30 days of current date2. Copyright date more than a year (365 days) old3. Copies other than the first4. Music DVDs5. Foreign Films6. Documentaries

Getting New Material Shelf ReadyOne day you will walk into your cube to find a cart/stack of shiny new materials ready to be distributed to the masses. Before that happens, however, they need to be double checked for accuracy, and may need additional attention from you.

1. Checking the recordFirst things first, you need to check the record of each item. Use the Table 1: Item Record Checklist to double check as new items arrive from Cataloging. Also make sure that if there are multiple discs or additional material (3D glasses, booklets, ect.) that there is a message and that the Item Message field reads “m Multi pieces”. Vice versa, you want to check that any pieces listed in the message section are in the case.

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Figure 11 Cat Review Flag

You should also double check the call number to make sure it is correct. See the call numbers section for more information.

2. Disc LabelsThe next thing to do is make sure all labeling is correct.

Discs should have a white “Indiana State University Library” property sticker on the inside ring of the disc. If the case has multiple discs inside, is part of a series, or is something other than copy one; the disc information should be written on the property sticker. Use blue or black ink, (or an extra fine point sharpie if the is a clear plastic cover on the disc) to legibly write any disc, volume, or copy number information. Audiobooks are the exception to this rule. The property sticker should only record if it is a copy other than the first.

Videogames should come with two cases: a dummy case and the case that contains the game. The dummy case should have the correct call number and a pink “Empty” sticker on the front of the case. The actual game should have the correct call number, and the spine should have a shelving title covered by a colored sticker.

New movies should have a new sticker in the top right of the front of the case. This is put on during processing. In order to keep the new arrivals new, we rotate the movies every three (3) months. To keep track of when to remove the discs you should write on the new sticker the day and the month when the movie should be removed from the section. For instance, if you get a movie on November 5, 2012, you will write 2/5 on the sticker. The date on the sticker doesn’t need to be exactly 3 months to the day away.

3. Tattle TapeDVDs, CDs, and Audiobooks should be tattle taped. Videogames are not, as we use the dummy system to check them out. Most discs will have 2 strips of tattle tape across the front of every disc in the case. Discs that have data on both sides will have the tattle tape on the spine of case or the inside of the cover art. All audiobooks are also tattle taped on the spine.

4. Changing StatusThe final thing to do is change the status to Available. See the How-To’s section for more information on changing the status of an item.

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Tips and Tricks You can scan barcodes into most documents. Set up reminders in Outlook to tell you when items have passed time limits Catalogers write the date on messages as yy/mm/dd (13/2/25). That is why that message

is from the future. If the Last Checkin date and Last Checkout date are the same the item was checked out,

an issue was found, and then immediately checked in. The last patron information has now been lost.

Form emails. All emails are altered to reflect plural when there are multiple items. Only the first email (disc missing) contains contact information. Subject line is “[Title] [thing] missing” (eg Finding Nemo disc missing) to make it easier to find in email folder.o Disc Missing

o Disc Returned

o Disc Returned Billed

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Hello,

This email is to inform you that

Title

was returned without {thing}. If it is still in your possession, please return it to the circulation desk. If you have any questions please reply to this email.

Thank you for returning the item. Your account has been updated to reflect the change.

Thank you for returning the item. As the item is billed it will go to our billing clerk. If you have anymore questions please contact Alisha.Moorhead@indstate.edu or call 237-2873.

Appendix 1 Popular Music Call Numbers|bISbrowmdia| hAudio M 1366 |i [Performer] |i [Title A-Z] |x Blues

|bISbrowmdia| hAudio M 1366 |i [Performer] |i [Title A-Z] |x Jazz

|bISbrowmdia| hAudio M 1366 |i [Performer] |I [Title A-Z] |x New Age

|bISbrowmdia| hAudio M 1366 |i [Performer] |I [Title A-Z] |x Rhythm and Blues

|bISbrowmdia| hAudio M 1366 |i [Performer] |I [Title A-Z] |x Soul

|bISbrowmdia| hAudio M 1473 |i [Performer] |i [Title A-Z] |x Electronic

|bISbrowmdia| hAudio M 1527 |i [Title A-Z] |i [Year] |x Musicals, soundtrack, cast recordings

|bISbrowmdia| hAudio M 1622 |i [Performer] |i [Title A-Z] |x Country

|bISbrowmdia| hAudio M 1627 |i [Performer] |i [Title A-Z] |x Folk

|bISbrowmdia| hAudio M 1627 |i [Performer] |I [Title A-Z] |x Popular

|bISbrowmdia| hAudio M 1627 |i [Performer] |I [Title A-Z] |x Popular Anthologies

|bISbrowmdia| hAudio M 1629 |i [Holiday] |i [Performer A-Z] |x Holidays

|bISbrowmdia| hAudio M 1629 |i [Performer] |i [Title A-Z] |x Bluegrass

|bISbrowmdia| hAudio M 1630.18 |i [Performer] |i [Title A-Z] |x Funk

|bISbrowmdia| hAudio M 1630.18 |i [Performer] |I [Title A-Z] |x Punk

|bISbrowmdia| hAudio M 1630.18 |i [Performer] |I [Title A-Z] |x Rap

|bISbrowmdia| hAudio M 1630.18 |i [Performer] |I [Title A-Z] |x Reggae

|bISbrowmdia| hAudio M 1630.18 |i [Performer] |I [Title A-Z] |x Rock

|bISbrowmdia| hAudio M 1668 |i [Region] |i [Title A-Z] |x World/Ethnic Music

|bISbrowmdia| hAudio M 1668 |i [Region] |i [Title A-Z] |x Zydeco A-Z

|bISbrowmdia| hAudio M 2115 |i [Performer] |i [Title A-Z] |x Christian

|bISbrowmdia| hAudio M 2115 |i [Performer] |i [Title A-Z] |x Hymns

|bISbrowmdia| hAudio M 2190 |i [Performer] |i [Title A-Z] |x Children’s Music

|bISbrowmdia| hAudio M 2198 |i [Performer] |i [Title A-Z] |x Gospel

|bISbrowmdia| hAudio PN 4305 |I .M6 |i [Performer Ax-Z] |I [date] |x Comedy

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Appendix 2 Browsing Tasks Flow Chart

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Student cube ready to shelve

Other media Fixed item

New DVD

Place in student cube to shelve Put mm/dd

removed on new sticker

Record New DVDs on excel sheet

Check Record

New Item Fixed item

Send to Cataloging

Create internal note for withdraw

Change status to Withdrawn

Fill out cataloging flag

Place on Browsing

Cart

Change Status to Available

When Returned

Barcode Issue Call number Issue Withdrawn Item

comes back

Relabel Broken Case Tattle Tape

WithdrawCataloging

Processing

Send to Cataloging

Change status to Cat Review

Fill out Cataloging flag

Send to Processing

Change status to in Process

Fill out processing flag

Patron

Item has issue

Set status to Available

Returned missing piece

Damaged

Place on Browsing return cart 22 | P a g e

Is item billed?

Check in item

Move record to resolved sheet

Place on billed cart

Email patron Ali now has jurisdiction

Place on browsing return cart

Email patron everything is fine

Determine responsible patron

Is item still usable?

Place on Browsing return cart

Note issue in item record

Send to billed withdraw

Move record to withdrawn sheet

Ye

No

SomeoneResponsible

No oneResponsible

NoYes

Patron

Disc skips

Does disc error and stop?

Watch on FF for errors

Clean Disc

NoYes

Send to Cataloging w/ Cat flag

Change Status to “Cat Review”

Create internal note for withdraw

Is this the 5th error report?

Note date on Disc Error Report

Wait 45 days for item to be returned

Record info on Lkr 18 sheet

Contact Person

Item returned

Item not returned

NoYes

Send to Cataloging w/Cat flag

Change Status to “Cat Review”

Create internal note for withdraw