PARSONS MUSIC LIBRARY POLICIES AND PROCEDURES: Basic Info for New Employees

1. BE ON TIME
Your first duty is to report to work on time for the hours assigned to you.  If you will be more than five minutes late for any reason, call Melanie or Linda as soon as possible.  Repeated unexcused lateness or no-shows will cost you your job.

2. BE ATTENTIVE
If someone approaches you for help, immediately give them your undivided attention. Returned materials should be discharged promptly to avoid confusion.  Student employees may not listen to music or make personal calls while on duty at the circulation desk. NO EARBUDS OR HEADPHONES UNLESS YOU ARE USING THEM FOR A MUSIC LIBRARY WORK ASSIGNMENT!

3. BE CONSCIENTIOUS
Student employees may read or do schoolwork only after all assigned duties have been completed.  

4. BE CAREFUL
If you must leave the circulation desk unattended, make sure the keys are in your possession or hand them to a staff member.  Only library employees are allowed in staff areas, unless authorized by Melanie or Linda.

5. BE INFORMED
Check the Music Library Student Employee Blackboard site every day.  This is where Linda and Melanie post information that you will need to do your job.  Check your email at least once a day and respond promptly to any communications related to the Music Library.

6. BE SAFE
If you have (non-emergency) problems after 5:00 pm or on weekends, your on-campus contact is Boatwright's Main Service Desk at 289-8876. If a leak or other building issue arises, first call University Facilities (289-8600), then Boatwright, then Linda (804 683-3677). For emergency situations, call 911.

7. BE RESPONSIBLE
If you need to leave the library during a work shift (including using the restroom or getting a drink), tell someone on staff.  Don't just disappear.

8. BE PRESENTABLE
Student employees must wear shoes at all times and should dress appropriately for public service. 

9. BE QUIET
The Music Library is a large space, but loud voices will carry due to the high ceiling.  Please keep social conversation at the circulation desk to a minimum.

10. BE NEAT
Do not consume food or beverages near computers, equipment, or library materials. Dispose of, or recycle, any trash that you generate, and promptly wipe up any spills.
 

The Music Library Student Employees Blackboard site is the central location where our library staff communicates with each other.  Melanie and Linda will post announcements with important new information that you will need to do your job, as well as weekly and semester-long work schedules.  This is also where our sub board is located, and where you will find contact information for each member of our staff.  There's also a link to this policy document.

It is expected that you will log in and check our Blackboard site at the start of every work shift, in case staff have posted something that you will need to know in order to do your job.  Better yet, log in every day just to see what's new.

You are entitled to rest breaks as part of your regular schedule if you work a shift of four hours or longer. For four or more consecutive hours of work time you get one paid 15-minute break (do not indicate this on your timesheet). For six or more consecutive hours of work time you get one paid 15-minute break and a required unpaid meal break of thirty minutes (sign out and back in on your timesheet).

The circulation area (a.k.a. "Information & Assistance area") is where you will spend most of your time as a Music Library student employee.  Please keep this area as neat as possible.  To avoid confusing staff and patrons, only students who are currently working a shift should be in the circulation area.  If you're not working and you need a place to study, please avail yourself of a study room or a space in the reading room.

There are two identical computers at the circulation desk. Each user must log in with his/her own net ID and password.  These computers are intended primarily for library-related functions. Using them for schoolwork is a privilege that we extend to our student workers, with the expectation that they will not tamper with the basic configuration of these machines. Please do not download or install programs, and do not modify or add icons to the computer desktop. If you need to save a file, save it to Box, to your google drive, or to a USB.  If we find documents or icons on these computers that we don't recognize, we will delete them.

Our compact (mobile) shelving enables us to store many more books than we could with regular shelving, but it is also more complicated to use.  Please keep the following guidelines in mind at all times:
1. Never move a shelf without first checking for obstructions like people and stepstools.
2. Lock adjacent shelves before entering in case someone else doesn't follow rule #1
3. Be very careful using a stepstool inside the compact shelving.  The floor is not level, due to the tracks and the raised platform.
4. If you use a stepstool inside the compact shelving, please remove it when you're finished.
5. Be careful removing and replacing books, since they slide around more on this type of shelving.
6. If you see a book that looks too tall or too long for the shelf that it's on, please alert Linda or Melanie.

Compact shelving can be intimidating for people who have never used it before.  Please be patient with patrons who may be uncomfortable with it, and assist them if they seem reluctant to move the shelves themselves.

Library users expect that information regarding their reading habits will be kept confidential.  The University of Richmond libraries are bound by professional standards, as well as by the law of the Commonwealth of Virginia, not to reveal confidential library records to anyone without properly drawn court orders.

For our staff, this means that we do not tell ANYONE (not even faculty or administrators) what another person has borrowed from the library or asked about at the reference desk.  Student employees who intentionally share such information with unauthorized persons are subject to termination.

If a patron wants to borrow an item that is currently checked out to someone else, the prospective borrower may place a hold or recall on the item, or may speak to Linda or Melanie about other options to get access to it.  DO NOT REVEAL THE NAME OF THE CURRENT BORROWER, but it is okay to say when the item is due back in the library.  If someone pressures you to reveal information about an individual library patron, please refer the person to Linda or Melanie.

Student employment from one semester to the next is never guaranteed. Continuation will be assessed on the following factors:

• Student work performance
• Availability of funds
• Need for staffing hours
• Individual student's hours of availability

STUDENT EMPLOYEES SHOULD NEVER ACCEPT DONATIONS ON BEHALF OF THE MUSIC LIBRARY.

In order to prevent misunderstandings or awkward situations, all decisions about whether to accept donated materials are made solely by the Music Librarian.

If someone calls or comes in with something that they would like to give us, and Linda is not available, politely state that you are not authorized to accept donations on behalf of the library, but the Music Librarian would be happy to discuss the matter with them. Get the person’s name and phone number, and give them Linda’s business card (on the circulation desk).  Do not let them leave the materials here.

If someone is looking for a place to donate sheet music or recordings, you can refer them to this web page: https://libguides.richmond.edu/c.php?g=628537

Library users are permitted to bring food and drink into the library, but are asked to have consideration for other users and for library materials.  Trash should be disposed of in the trash and recycling bins, and spills should be cleaned up immediately (there are paper towels in the restrooms across the hall).

Library staff may eat and/or drink while on duty, but we ask that food be consumed away from computers and library materials.  Drinks should be in bottles, cans, or covered containers.  Trash should be disposed of in the trash and recycling bins, and spills should be cleaned up immediately (there are paper towels in the supply room).

Doing homework during your Music Library shift is a privilege reserved for times when you have no other tasks, and you should never plan your class assignments around having "free" time at the desk. Students should attend to all pending library tasks (discharging items, reshelving, shelf reading, other assigned projects) BEFORE starting homework, and should periodically attend to new reshelving throughout their shifts. See the Shift Checklist for additional information. Under ordinary circumstances, nothing should be left in the to-be-shelved bins or carts at the end of a shift.

The circulation desk should be kept as uncluttered as possible. Do not spread your books, notebooks, etc., all over the work area. Personal files should be saved to Box or to a USB drive, not to the circulation computers' hard drives or desktops.

A student who consistently fails to complete library tasks in a timely manner will lose the privilege of doing homework during their shift, and if immediate improvement is not demonstrated, they will be subject to termination for poor job performance.

This video from California State University offers potentially life-saving information about how to react to an active shooter on a college campus. https://www.youtube.com/watch?v=VUErkf3XEEs&feature=youtu.be

Hostile Intruder(s) Emergency Action Plan

When a hostile person(s) is actively causing deadly harm or the imminent threat of deadly harm within a building, we recommend the following procedures be followed:

• Lock yourself in the room you are in at the time of the threatening activity.
• If communication is available, call 911.
• Don't stay in the open hall.
• Do not pull the fire alarm. A fire alarm would signal the occupants in the rooms to evacuate the building and thus place them in potential harm as they attempted to exit.
• Barricade yourself in the room with furniture or anything you can push against the door.
• Lock the window and close blinds or curtains.
• Stay away from windows.
• Turn all lights and audio equipment off. Silence cell phones.
• Try to stay calm and be as quiet as possible.

If you are caught in an open area

• You can try to hide, but make sure it is a well hidden space or you may be found as the intruder moves through the building looking for victims.
•  If you think you can safely make it out of the building by running, then do so. If you decide to run, do not run in a straight line. Keep any objects you can between you and the hostile person(s) while in the building. Once outside, don't run in a straight line. Use trees, vehicles or any other object to block you from view as you run. When away from the immediate area of danger, summon help any way you can and warn others.
• If the person(s) is causing death or serious physical injury to others and you are unable to run or hide, you may choose to play dead if other victims are around you.
• The last option you have if caught in an open area may be to fight back. This is dangerous, but depending on your situation, this could be your last option.
• If you are caught by the intruder and are not going to fight back, follow their directions and don't look the intruder in the eyes.
• Once the police arrive, obey all commands. This may involve your being handcuffed or made to put your hands in the air. This is done for safety reasons and once circumstances are evaluated by the police, they will give you further directions to follow.

This Emergency Action Plan cannot cover every possible situation that might occur. Nevertheless, it is a training tool that can reduce the number of injuries or death if put into action as soon as a situation develops. Time is a critical factor in the management of a situation of this manner.

Library staff sometimes use specialized terminology that may be unfamiliar to students. Here are a few terms that you may hear:

ALMA = the software system that underpins our online catalog, circulation, etc.

CHARGE = to check something out to someone

DISCHARGE = to check something back in after someone has returned it

I L L = interlibrary loan, which means borrowing materials from or lending materials to other libraries

LIBGUIDE = the product name for the library's online course guides and subject guides (including this one)

STACKS = shelves holding library materials

TRUCK = book cart

PRIMO = the product name for OneSearch

There are many types of lights in the Music Library.  Those in the entryways closest to the Modlin and Booker doors are on motion sensors, so they turn off and on depending on when people pass through the area.  We have no control over them, so if an area suddenly becomes dark, just walk through it and the light should come on.

The lights at the circulation desk never go off, and we have no switch to control them.  If they are off, that means we've lost electricity.

The lights in the central study area, including the chandelier, are controlled by switches on the wall.  If you face the big window near the couch, the switches are on the right, next to the thermostat.

In the photo below, red circles indicate the switches for the fluorescent lights, blue circles the smaller spotlights (with dimmers), and yellow arrows point to the on/off for the chandelier.

You are responsible for working all of your scheduled shifts, and except in the case of sudden illness or emergency, the burden of finding a sub when you can't work falls on you. Failure to show up on time for a scheduled daytime shift (Mon-Fri 9-5), without prior notification or extenuating circumstances, will result in a verbal warning (1st offense), a written warning (2nd offense), or termination (3rd offense). Missing a shift after 5:00 pm or on a weekend, without prior notification or extenuating circumstances, may result in immediate termination. Students whose employment at the Music Library has been terminated for cause are not eligible for employment at Boatwright Library.

If you experience a sudden illness or emergency and can't report to work, please notify BOTH Linda AND Melanie as soon as possible. 

Library student employees may be given special codes or passwords to access storage areas, equipment, and software. Sharing or other inappropriate use of these codes is strictly prohibited and is grounds for immediate dismissal.

Patron Conduct Policy for Parsons Music Library

All users of Parsons Music Library are entitled to a clean, safe environment conducive to learning and the free exchange of information, access to library resources, and courteous assistance from library staff.   In return, users are expected to abide by the following guidelines:

Conduct:

• Do not do anything that disrupts others’ use of the library.
• Library users must comply with all local, state, and federal laws.  Students must also adhere to the UR student code of conduct
• Only approved posters and signs may be posted in the library.
• Shirts and shoes are required at all times.
• Possessing or consuming alcohol, or being under the influence of alcohol, is prohibited.
• Indecent exposure or sexual conduct, including inappropriate public displays of affection, is prohibited.
• Animals are prohibited, except those trained to assist persons with disabilities.
• Children under 12 should not be left unattended.
• Respect library property by following circulation procedures and by keeping materials clean, unmarked, and intact. Anyone who damages materials or equipment is responsible for repair or replacement costs.
• Personal belongings should not be left unattended.  Staff retains the right to place unattended belongings in the Lost and Found box, located behind the Circulation Desk.

Equipment Use:

• Do not disconnect or otherwise tamper with the library's playback equipment, printer/copier, scanner, or desktop computers.

Sound:

• Cell phone conversations are prohibited in open areas of the library.
• Speak in a low voice throughout the library.
• When possible, group work should take place in a study room, with the door closed.
• Use earbuds or headphones when listening to audio in open areas of the library.
• Playing musical instruments in the library is prohibited, except during designated performance events.

 Food:

• Food and drink are allowed in the Music Library, however, patrons are expected to consume them with consideration for other patrons and for library materials.
• Always clean up after yourself using the trash or recycling receptacles.
• Report spills to library staff immediately.

Users who violate these rules or refuse to comply with library staff requests will be subject to referral to the proper authorities.

If anyone asks you to hold their personal property (musical instruments, bags, etc.) behind the desk, please tell them that it's against our policy.  The library can't be responsible for anyone's personal property.

To safeguard your own personal property while you are working, you are permitted to put your things in the CD storage room, but we cannot do this for other people.

If you find abandoned personal property at closing time, follow these steps.

The Music Library's public printer, in the "nook" adjacent to the circulation desk, is a RICOH multifunction device.  That means it can function as a printer, a photocopier, and a scanner.  Its network ID is BKRLIBMFD

It can make both black & white and color copies, and also scan documents to a USB drive.  Black & white copies cost 10 cents per page and color copies cost 30 cents per page; scanning to a USB drive is free.  We have two USB drives that can be checked out to patrons for in-library use.

Print credits

Students can check their print credit balance by logging into PaperCut at https://styx.richmond.edu:9192\user. Additional print credits can be purchased at Boatwright Library.

Paying for photocopies

Our printer/photocopier is managed by Printing Services (Special Programs Building). Only they can give refunds, so in the event of malfunctions, please send patrons to them.  The machine accepts coins, as well as $1 and $5 bills, and it makes change for these denominations.  Currently, we do NOT make change for larger bills.  You might suggest that patrons make a small purchase at ETC in order to break a larger bill.

Music faculty, and some faculty/staff in other areas, have made arrangements to charge their copying to their respective departments by entering their nine-digit ID number.  All others must pay cash.  If a faculty member wishes to charge copying to his/her department on a regular basis, please refer him/her to Linda.

Paper

Paper for the printer/photocopier should come from the "PRINTER" box in the storage room. Do not take paper from the "OFFICE" box, which is for the printers in our private offices.  If you see people taking paper out of the printer for their personal use, please ask them to stop.

Clearing Paper Misfeeds

NOTE: This machine should be handled gently, and you must avoid slamming shut any parts of the machine that open after you've cleared a misfeed.

CAUTION: The inside of the machine can be very hot.  For your safety, when removing misfed paper do not touch any parts other than those specified in the Troubleshooting manual.

If a misfeed happens, remove the misfed paper or original following the procedures stated on the sticker inside the finisher or front cover. A misfeed has occurred in the place corresponding to the letter on the control panel. Open the Troubleshooting manual, located in the bottom cabinet of the machine, and look through Chapter 6 for detailed instructions on how to clear the misfeed according to each letter. There are many to go through, and each corresponds to a different part of the machine: A, A2, B, C or R, P, R1, R2, R3, W, Y, and Z.

If there doesn't seem to be any misfeed, but you're still getting error messages, try opening and gently closing all of the various compartments on the machine.  Sometimes that works.

There are two categories of student employees in the Music Library: Assistants and Managers. In most cases, newly hired students start as Assistants, and may be considered for promotion after successfully completing one semester of work in the Music Library. Promotion to Manager is at the discretion of the Music Librarian and Music Library Associate; current Student Managers may also be asked for their opinion about a candidate's suitability for promotion. Factors that influence promotion include anticipated vacancies, student performance, scheduling needs, and budgetary considerations.

Students are chosen for promotion to Manager because they have distinguished themselves as Assistants. In addition to fulfilling basic expectations, they exhibit sound judgment in implementing Music Library policies and practices, ask for additional work assignments, volunteer to sub for others, demonstrate a high level of maturity and responsibility, maintain open communication with the Music Librarian and Music Library Associate, and possess leadership potential. Because Student Managers have supervisory responsibilities, they should be positive role models for the other students on staff, and should be able to offer guidance and constructive criticism in a congenial manner.

The sub-category of Evening/Weekend Student Manager exists to give additional compensation to Managers who work after 5:00 pm or on weekends, when Melanie and Linda are not here to supervise.

Expectations

Music Library student employees are expected to be courteous, respectful, and discreet when communicating with all library users. This means giving your full attention to anyone who approaches the desk, answering all questions as objectively as possible, and maintaining absolute confidentiality with regard to what people ask, research, or borrow from the library.

If you're unsure of an answer, do not guess. Refer the patron to Melanie or Linda if they are available; if not, take down the patron's contact information and staff will respond as soon as possible.

Difficult situations

If you encounter a user who makes you uncomfortable, ask Melanie or Linda to come assist you. Do not argue with a library user; ask another staff member to intervene. Refer all complaints or disputes to Melanie or Linda.

If you feel that you are in physical danger, hit the red "Emerg." button on the circulation desk phone (you need to pick up the receiver to see the button). This will summon campus police.

Dress Code

The Music Library does not have a formal dress code, but we do expect our staff to wear shoes in the library at all times.  Please dress in a manner that is appropriate for public service.

Shelf reading means making sure that items are on the shelf in the correct order. This is a VERY IMPORTANT TASK! If things are out of place it makes it harder for patrons and staff to find materials. Everyone is expected to complete 15 minutes of shelf reading per shift. There is a form in the schedule notebook that you will use to record your name, time and date, and the last call number that you read. In addition to visually scanning the shelves, we use a computer program that will be explained to you.

Periodic “vacations” from shelf reading may be declared by Melanie or Linda, at their discretion.

As a student employee, please make a habit of completing all items on this checklist for each shift that you work:

1. Arrive on time for your shift. Unless it's an emergency, it is not acceptable to arrive after your scheduled start time without first notifying Linda or Melanie.

2. Upon arriving, sign in on the weekly printed schedule

3. Log your hours on your time sheet in BannerWeb

4. Check Blackboard for announcements and sub requests from other students.

5. View shelving cart and shelve items. There should not be any items left on the cart at the end of your shift.

6. View shelf reading log. Start your shelf reading at the point where the previous person left off.

7. While at the desk, make sure to log all patron questions in LibAnswers.

8. Attend to any special projects that have been assigned to you.

The library's Student Employee Performance Evaluation gives student employees feedback on their progress in the following areas:

• Dependability
• Attitude
• Adaptability
• Initiative
• Judgement
• Productivity
• Work Quality
• Job Knowledge
• Leadership (Student Managers only)

Students are rated from 1 (inadequate) to 4 (exceptional) in each category. The purpose of the Student Employee Performance Evaluation is to facilitate communication between a student employee and their supervisor. It is designed to provide constructive feedback to the student employee on work performance, and thus maximize the employment experience for both student employee and supervisor.

Student employees have the opportunity to add written comments to their evaluations. While the evaluation form is placed in the student's UR employment file, it does not become part of their academic record.

You are expected to report to work as scheduled, and to work your full shift, but we understand that unavoidable conflicts will occasionally arise. It is permissible to miss work for exams, class sessions, meetings with faculty, academic events, graduate school visits, job interviews, performances, illness, family emergencies, religious observances, travel, and other circumstances approved by Linda or Melanie, but you are responsible for finding a substitute to work in your place. For sudden illnesses or emergencies, please contact Linda immediately BY TELEPHONE OR TEXT MESSAGE (804 683-3677). Work should not be missed for social events, extracurricular activities, or because you just don’t feel like coming in.

How to find a sub for yourself

As soon as you discover that you're unable to work a scheduled shift, you should post that information on the Music Library Blackboard site (click on SUB BOARD > SUBS > CREATE THREAD). The subject line of the post should include your job title and the date and time period that you need coverage, for example, "ASSISTANT needed Fri, 3/27, 4-6 pm."  If you need help for multiple shifts, please create a separate post for each shift, so that people can respond to them individually.

If the shift in question is less than 48 hours (two days) away and no one has volunteered to cover it, you need to start contacting people individually. The CONTACTS button in Blackboard gives phone numbers and email addresses for all Music Library student employees. If you have exhausted all sources and still can't find a sub, CONTACT BOTH MELANIE AND LINDA AT LEAST 24 HOURS IN ADVANCE. Under no circumstances should you ask someone to work for you who is not on the current roster of Music Library student employees.

Linda checks the sub postings on Blackboard every day. If you make arrangements for a sub outside of Blackboard, it is your responsibility to inform Linda of the schedule change.

How to sub for someone else

Everyone should check the Blackboard sub postings daily. Ordinarily, Managers sub for Managers, and Assistants for Assistants, due to the differentials in pay and responsibilities of the two positions, but depending on the shift in question, these rules can be relaxed with staff permission (during evening/weekend shifts, only Managers can sub for other Managers, because someone needs to be in charge). If you are able to take a shift that has been posted, just reply to that person’s message.

Once you volunteer to sub for a shift, and the substitution is acknowledged by Linda or Melanie (either in Blackboard or through a private communication with you), YOU OWN IT. If you find that you're unable to work a sub shift that you've volunteered for, it is up to you to find someone to cover for you. If you miss a shift that you've volunteered to cover, it will be treated as though you missed one of your own regularly scheduled shifts.

The sub system works best when everyone volunteers for extra shifts as they are able. Don’t expect one or two people to shoulder the entire burden, especially if you often need to ask others to work for you. And PLEASE don't assume that Linda will be available to cover an evening or weekend shift for you. Librarians have lives, too!

Consequences of missing a shift

You are ultimately responsible for all of your shifts, including any extra ones that you agree to cover, and except in the case of sudden illness or emergency, the burden of finding a sub when you can't work falls on you. Failure to show up on time for a scheduled daytime shift (Mon-Fri 9-5), without prior notification or extenuating circumstances, will result in a verbal warning (1st offense), a written warning (2nd offense), or termination (3rd offense). Missing a shift after 5:00 or on a weekend, without prior notification or extenuating circumstances, may result in immediate termination. Students whose employment at the Music Library has been terminated for cause are ineligible for employment at Boatwright Library.

A Music Library student employee's job can be involuntarily terminated for disciplinary or performance reasons, including, but not limited to:

• missing work without prior notice or a valid excuse
• falsifying or misreporting work hours in Bannerweb
• theft
• destruction of library property
• disclosing patron information to an unauthorized party
• unauthorized tampering with library computers, software, or files
• poor performance
• insubordination
• reporting to work under the influence of alcohol or drugs

Depending on the circumstances, termination can occur with or without prior warning. Any Music Library student employee whose job is terminated in this way cannot be rehired, and they are barred from working at Boatwright Library.

All time spent on training is paid at the regular hourly wage rate for your position. Managers are paid their weekday rate regardless of when the training takes place. This policy covers training at any point in your employment, not just at the beginning.

Student employees should avoid having people visit them during working hours. If you need to speak briefly with a visitor during your work period, please notify Melanie or Linda, who will arrange for desk coverage while you are occupied.