Author: Molly Guerra

Next week, we will do curbside from 12 – 4 pm on Thursday, December 31st since the library closes at 4 pm.

Please work as a team to make sure that all the doors are properly locked before leaving each night. With curbside – we may be using the automatic doors and/or a door in the Commons. Every door should be examined to make sure it is properly locked before we leave for the night. Here are the instructions from our Closing Procedure for properly locking the front, automatic doors:

• Using the staff key engraved with AI26, switch exterior electric doors from 2-WAY AUTOMATIC to OFF. PLACE BAR IN THE DOOR FRAME.
• Using the staff key engraved with AI26, switch the interior automatic doors from 2-WAY AUTOMATIC to OFF and lock the deadbolt after it has been cleaned.

This is a top priority to check ALL doors to make sure they are properly closed and locked. In addition to Circ staff checking the doors, per the departmental checklist, the interdepartmental closing team should double-check the doors before leaving each day per the closing checklist by the staff entrance.

What do I do when I find an item from another library with my check-in cart?

We will return them via AEA/IA Shares or mail. The AEA Van picks up on Tuesday and Thursday. After the items are quarantined, Circ Staff enters the titles of the items we return to other libraries in the IA Shares/AEA Shipments spreadsheet which can be accessed from the Patron Assistance Menu on the Intranet.

Talking points for patrons are:

1. It can be a couple of weeks for delivery through the van. Libraries usually backdate to the date we received the item at JPL, but while the item is in transit, it will remain on their account at its home library.
2. The home library may quarantine the item after it is received, so patrons may want to build that into their timeline.

A schedule of the AEA Van schedule and buildings/libraries can be found here.

After you have entered the information into the database above, you should package the item. You can use an old mailer, a paper bag or a small box depending on the number items you are returning. You can return more than one item to the same library in a container. Close package with tape.

Securely tape a label to the package. Include this information on the label:

• the name of the library
• the route number
• the date we received the item

Place the labeled package in the blue bin labeled “Ready for AEA Van pickup”

Please do not place books directly in the bin without packaging them and including the route information.

If the item belongs to a library that is not on the AEA van route, please put a detailed note on the item stating “Returned to JPL” and the date the item was received. Place on the TS shelf. TS staff will enter the item in the database after determining the most appropriate method to send it.

Please don’t hesitate to ask Molly if you have any questions about the AEA Van or Open Access questions.

To keep it consistent – let’s use the above as a guide for labeling bags:

• Always include name, date, and time.
• Include a detailed note about the number of bags and extras, like craft kits or Book Page, if applicable.

Let me know if you have any questions.

Hey All,

I just wanted to clarify a few things about working until “close” or the last shift of the day for YS/PS/Circ. Those shifts are:

Monday and Thursday – 8:15 pm

Tuesday and Wednesday – 6:15 pm

Friday and Saturday – 5:45 pm

Sunday – 2:15 pm

We will always have at least two YS/PS/Circ people total scheduled to “close.” Here are a few points to remember:

• There is still a checklist by the back door. PS/YS/Circ “closing” staff will work as a team to complete those tasks. They will plan the last 15 minutes of the shift to finish those tasks.
• Those scheduled until “close” always leave together. 
• *Slightly off-topic*: It is helpful if everyone touches base with a co-worker before they leave the building for the day if they aren’t part of the YS/PS/Circ “closing” crew. For example, I usually work with Dreama on Sundays. Before I leave, I’m going to say goodbye so she knows she is the only staff member in the building.

Please contact your supervisor if you have any questions. Thanks!

For the time being, we are not accepting donated materials due to our limited staff and volunteers. Please ask Molly if you have questions.

Thanks!

Do we have to keep Circ Desk manned? 

Not as strictly as we were before. We will still have phones set to ring 10 am – 6 pm (Monday – Thursday) 10 am – 5:30 pm (Friday and Saturday) so we will try to keep schedules the same. We should make every attempt to answer the Circ Line, but if we miss the call we can just respond to the voicemail as soon as possible.

What if someone wants to make an appointment outside of curbside hours?

We are sticking to curbside hours to exchange materials unless someone is standing outside wanting a few items…use good judgment. If you can get them what they need, that is fine.

But we aren’t setting up a special process for people to grab items outside of curbside hours that will be widely communicated with other staff like how we used to put items by the bouncer desk and people could just pop in and grab them.

Can I help people who want to make last-minute appointments for curbside, think they have an appointment but don’t, or show up on the wrong day?

Please try to grab items for people that show up during curbside without an appointment or on the wrong day or that think they have an appointment but don’t have an appointment. If they really want the items yet today and we are doing curbside, please try to accommodate them.

What about the lady that wants me to help her pick 10 books for her daughter? 

Remember that book bundles are a great option for children and parents. You can help them submit the request over the phone. Typically those are processed in 24 hours during the week.

How can patrons pay fines?

They can pay over the phone via credit card. They can put money in an envelope marked with their name and library card number and place it in the book return. They can mail us a check.

Can people get a library card?

They can apply for a digital card at www.johnstonlibrary.com Digital cards are processed in three days – often sooner.

When will the library building reopen? 

We do not have a date set because the situation is fluid. We are continuously reassessing conditions and we are looking forward to welcoming the public back into the building.  Please transfer those with detailed questions about the why’s or timeline of our COVID response to Eric’s phone, extension 604.

Curbside during the winter – 

• The heavier metal tables will soon be replaced with a picnic table that will be easier for the Parks Department to move when clearing snow.
• It is up to the staff member doing curbside decide to move curbside pickup between the glass doors if it is raining or wet snow is falling. You don’t need permission. Be sure you flip the curbside sign to reflect where you will be placing items.
• We also should offer to bring items to cars if it seems slick. It is ok to ask patrons to pull up in front of the building if you are running items to their car. There is snow melt near the commons doors.
• When the library is closed but you want to place items between the glass doors, please be aware that people might try to enter the building. Consider using exit only on the sliding doors (don’t lock yourself out) or placing the whiteboard sign in the commons in front of the entrance.

I’m pleased to announce that this upcoming Tuesday, Shelly Hamlin-Rodrick will be starting as a Circulation Library Associate. Her email is hamlinrodrick@johnstonlibrary.com. We are very happy to have her joining the team.

[UPDATE] The holds pickup schedule page now includes a section at the top that lists appointments that were made on the current day. This should help your stay on top of prepping holds for new appointments. The page has also been updated to automatically refresh periodically to it stays up to date.

Patrons can now make curbside appointments up to one hour in advance. If you make a same-day curbside appointment over the phone for a patron, would you follow this process:

• collect the holds
• check them out and place them in a bag labeled with the name, date, and time
• place the bag in the commons or with the other curbside items for that day
• make a note on #publicservicedesks

Please ask Molly if you have any questions.

Eric and I are happy to announce that Denise Ramsey has accepted the position of Circulation Assistant Librarian. Denise and I will be working together to plan the transition from her current position over the next few weeks.  Congrats, Denise.

YS and PS have been so gracious to help answer the phones as time allows since we re-opened. They will have less desk coverage for the next two weeks. Eric and I will also be covering more desk shifts, so the library will have less coverage in back to answer the phones.

We should be striving to answer incoming Circ calls within two or three rings if we aren’t directly helping another patron or on Curbside. This means that if you are at Curbside Prep or Check-in or near the desk doing another duty, you are “on-call” to answer the phone if it rings.

I’ve mentioned several times that since we are so busy grabbing holds for curbside prep, we have some more freedom to leave Circ 1. That being said, we need to keep the desk covered and give the other desks and/or our coworkers the courtesy of knowing where we are if we are out of sight of Circ 1.

• If you need to be in the pre-shelving area or empty the book return, please give the bouncer the doorbell so they can ring you if a patron needs assistance.
• If you need to run to the restroom or the quarantine room, let the bouncer/PS desk know & only be gone a few minutes.
• If you are grabbing holds, keep your eyes on the Circ Desk and be prepared to head back if needed.
• When you are covering Circ 1, it is not the best time for pre-shelving, shelving, or visiting with co-workers.

Thanks for all your flexibility.

If you have any questions or concerns, please reach out to me directly.

I put out the Foundation cash drawer this morning. Please put it in on the mornings that you put out the register cash drawer. I have updated the opening and closing procedures to reflect that change. If you notice anything that should be updated to the opening or closing procedures, please let me know.

We should be using the Foundation iPod and cash drawer for foundation book sale transactions.

The Check-in Computer has been replaced. Nothing should change from your end.

We survived our first few days of curbside in the snow!

When we grab a bag from curbside prep for a patron that comes early, can we make a note on Slack for the Circ Desk?

When we check out items from the holds table for patrons that stop by the library, can you ask the patron if they had a curbside appointment and ask if you cancel it if they did?

Thanks so, so much for everyone’s help!

Let Molly know if you have any questions.

As we continue into the fall, we are preparing for cold, snowy weather. On days that it may be slick, please respond to patrons with the following text: 

Thank you. I will bring your items to the table. Please text back if you would like me to bring them to your car due to the weather. 

If they would like us to deliver to their car we will do so. 

The Parks Department clears our snow regularly, but we will move the ice melt closer to the front doors. Circ staff will spread it periodically on slick days. 

Circ staff will need to dress appropriately for the weather. 

Let Molly know if you have any questions.

The AEA Van is running right now. We can accept books from other libraries. We will return them via AEA/IA Shares or mail. The AEA Van picks up on Tuesday and Thursday. After the items are quarantined, Circ Staff enters the titles of the items we return to other libraries in the IA Shares/AEA Shipments spreadsheet which can be accessed from the Patron Assistance Menu on the Intranet.

Talking points for patrons are:

1. It can be a couple of weeks for delivery through the van. Libraries usually backdate to the date we received the item at JPL, but while the item is in transit, it will remain on their account at its home library.
2. The home library may quarantine the item after it is received, so patrons may want to build that into their timeline.

A schedule of the AEA Van schedule and buildings/libraries can be found here.

Please don’t hesitate to ask Molly if you have any questions about the AEA Van or Open Access questions.

If you can find it, take a few minutes during your shift to look at the list of the top challenged or banned books of the decade to celebrate Banned Books Week.

A library user wrote:

“An additional thanks to you and all the staff for the wonderful, user-friendly efforts you have developed during our COVID times. There are days that my library books have “kept me going” and having the library “open” helps me feel less isolated.  I know we all look forward to being back in the library together again.”

I would suggest putting issues of newspapers in a plastic Hy-Vee sack (we have many in our plastic bag storage) to provide a little protection. Recommend that the patron return the newspaper in the plastic sack so it doesn’t get torn in the book return. If it doesn’t get returned in the plastic sack, we won’t worry about it. They have a very short lifespan.

So Slack seems to be the answer to everything, but let’s try to relay messages regarding Home Delivery through the #homedelivery channel.

Lydia will post the patrons that she has planned for delivery a week (or so) before delivery. In general, delivery is offered on Tuesdays between 2 and 3 pm. If you have questions that Slack doesn’t address, please just leave Lydia a note on the #homedelivery channel. She will follow up with the patron.

For pressing questions from Home Delivery patrons, your best bet is to message on the #homedelivery Slack channel and/or offer a call back from Molly or Lydia if we aren’t available.

I hope this information helps. Feel free to let us know if there is more information we can put out there!

As you have heard there is an all-staff meeting on Thursday at 9 am via Zoom. I hope most of you will able to attend, but I understand if you have other obligations. Just know that we would love for you to attend even if you can just listen in with your camera turned. Also, let me know if you need to come to the library for internet access (bandwidth is tight at my house these days). We should be able to accommodate you watching the meeting here in a socially distanced manner.

I will mark those in attendance on Thursday AM and update When to Work. There will be a recording available if that time just won’t work for you. If you watch the recording outside of work, please email me and I’ll add you to When to Work for that hour.

Thanks!