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Lewis Music Library Student Manual: Opening/Closing

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Opening the Lewis Music Library During Hayden Closure

  • Getting the key:
    • The key to open the library is in the black lockbox next to the bookdrop, across the hall from the entrance to Lewis. Get the code to the lock box from Cate prior to your opening shift.
  • Unlock the big leaf of the front door (lock is at bottom of door). Leave the smaller leaf locked.
  • Front door alarm: everyone has an individual code to the alarm keypad. You must enter your code within 30 seconds to avoid a near-deafening siren.
  • The front doot key also unlocks the door behind the circulation desk. Unlock door, turn light switch on for the back area (switch located to the right of the door), locate the rest of the opening keys hook-and-looped above Nina's inbox. There are three keys on this ring: one to unlock the CDs, one to unlock the cash drawer, and another for the bookdrop.
  • Grab an empty book truck and take it to the book drop just outside the DIRC. Lock the book drop (upper lock). Open the bottom, remove all the books, put them on the truck, and close up and lock the box. Bring the book truck back into Lewis with you.
  • Turn on lights:
    • In reading room:
      • switch on far column, behind current journal issues
      • switch beside the computer terminal under the stairs
      • The lights over the reference books should be on all the time (switches are inside the cage).
    • On mezzanine:
      • switches at the top of the stairs to the right (around the corner from Prof. Harris' portrait)
      • switches to the left of Prof. Harris' portrait
      • lights over the individual listening carrels
  • Check the viewing room, small study room, and conference room. Doors should be left open for ventilation and fan coil units on (temperature controls around midpoint, fans on low). Collect any books or lost items and bring them to the circulation desk.
  • Collect books from the book truck underneath the stairs and from the study tables. Bring items to the circulation desk to be counted and scanned in Aleph (see statistics, below).
  • Open the two center sections of draperies. Leave the far left and far right draperies closed to protect the journals, computers, and piano.
  • Test public catalog terminals for normal operation; reboot if needed.
  • Unlock:
    • The cash drawer with the cash box of overdue fines money
    • The padlock on the CD/record shelves. Store the rod and padlock next to the fire extinguisher in the back area.
  • Put the keys back above Nina’s inbox.
  • Turn on the rest of the lights: the entire bank of switches on the wall to your left in the back area.
  • Remove the lid from the headphone compartment; slide it in beside the fire extinguisher.
  • Bring up Aleph Circulation:
    • Start circulation from the desktop shortcut or the start button
    • To login: Enter your Athena name and your Barton password.
    • [If your logon or password doesn't work, one of the regular staff will need to fill out the request form to get it re-activiated]
    • [To reboot terminal: logon is win\musicdesk, password is musicdeskpassword, and domain is MIT Libraries]
    • Logon for the secondary terminal, if needed, is the same as for the main circulation terminal.
  • Statistics: all barcoded materials from the book truck under the stairs or found during opening get counted in Aleph.
    • Scan the barcodes into Aleph:
      • Across the top of the Aleph circulation window, find the word Circulation
      • On its pull-down menu, click on In-house Use
      • Scan the barcode of each item in the box provided.
    • Re-sensitize volume if needed and add to reshelving book truck.
  • Check in Books from the Book Drop: do this at the start of every opening shift.
    • go to the Return screen in Aleph
    • Before checking in the books, backdate Aleph  to the date the library was last open by clicking the "Override Date" button    on the right side of the lower pane. 
    • The "Return Date Override" window will pop up. Enter the date and time the library was last open (usually the day before) and click "OK."
    • The date when the items are being returned appears next to the Return root in the navigation pane

    • After checking all items from the bookdrop, stop backdating returns by clicking the "Clear Override" button  , which has taken the place of the "Override Date" button 
  • Fine Payment Report: to be run at the beginning of every opening shift.
    • In Aleph circulation at the top of the screen, click on Reports
    • From the pull-down menu, select Payment Report
    • In the payment report window, change Create Report Using from Staff Name to IP Address
    • Click on "OK"
    • At the prompt "do you want to update default time?" say yes, Click on print
    • Count the total cash in the fines box.
    • Write the total on the payment report (below the chart is good)
    • Write your initials next to the total.
    • Leave this report in Cate's IN basket
  • Return the library key to the lock box at the end of your shift!

Updated 3/26/2020 cg

Closing the Lewis Music Library During Hayden Closure

Note: double coverage on the closing shift is to provide for your personal safety, but also to get the books, CDs, DVDs, & scores shelved.

  • Before the closing shift, pick up the Lewis Music Library key: The key to close the library is in the black lockbox next to the book drop, across the hall from the entrance to Lewis. Get the code to the lock box from Cate prior to your closing shift.
  • Plan to be locking the front door at closing time. Service to users will need to stop before then. Give a 5 or 10 minute warning, if necessary.
  • 10 minutes before closing time:
  • Retrieve the keys hook-and-looped above Nina’s inbox. There are three keys on this ring: one for the CDs, one to lock the cash drawer, and another to unlock the book drop.
  • Go out into the hall and unlock the book drop
  • Replace lid from headphone compartment at circulation desk.  (The lid is stored during the day in the back area next to the fire extinguisher)
  • Lock:
    • the cash drawer
    • the CD/ equipment shelves (with padlock and rod!)
  • Put the key ring back above Nina’s inbox!
  • Check to make sure nobody is in the Audio Lab
  • Shut down the mezzanine:
  • Turn off all audio and video equipment in the group listening room, carrels, individual CD listening stations, and the electronic piano.
    • make sure all the iMacs are logged out (1 at top of stairs, and 2 on upstairs tables)
  • Doors to the game room, small study room, and conference room should be left open and fan coil units on (temperature controls around midpoint, fans on low).
  • Collect books and scores from tables and listening carrels. Leave volumes on the book truck underneath the stairs. Pick up any trash.
  • Turn off mezzanine lights:
    • Conference room, small study room, game room
    • Over the individual listening carrels
    • All switches at the top of the stairs: to the left of Prof. Harris' portrait, and to the right of Prof. Harris’ portrait (around the corner)
  • Shut down the first floor:
  • make sure iMac underneath the stairs is logged out
  • the scanner/copier will turn itself off
  • public computers across from the circulation desk can stay on
  • Exit Aleph by clicking on the red X at the top right of the Aleph window
  • In cold weather: if the heater has been on, make sure it's turned off!
  • Turn off rest of lights:
    • switch on far column, behind current journal issues
    • switch beside the computer terminal under the stairs
    • bank of switches on your left in the back area
    • light over the fire extinguisher in the back area
    •  (Reference lights stay on all the time, and a few security lights will also remain on.)
  • Lock and close the door behind the circulation desk
  • Go to the keypad for the front door motion sensor, wait for the green light, then enter your code to start the countdown. Lock the big leaf of the front door (lock is at bottom of door) and leave.
    • If you can't get it to arm, just lock and leave; it will rearm at a preset time.
    • The smaller leaf should already be locked, but please check.
  • Return the library key to lock box next to the book drop at the end of your shift

updated 3/26/2020 cg

Problems

  • The next person hasn't shown up: you can't just decide to close on your own! --
    • consult the schedule
    • call the next person
    • phone numbers are posted on the bulletin board

 

  • Circulation, reserves, listening equipment, or music software on the iMacs: leave a note or e-mail Forrest

 

  • Binding and repair things or ordering questions: ask Cate

 

  • Student schedule and payroll: Cate

 

  • Bigger problems: contact Nina

 

 

Home or cell phone numbers:

  • Nina:
    c 617-791-0961
  • Forrest:
    h 401-728-0838
  • Cate:
    c 617-767-4142

 

Last edited by ndm 3/15/19