Library Student Assistants: Procedures

*UD students, faculty, and staff have current ID cards with an ID number on the front.  Loras, Clarke, Emmaus, & NICC students, faculty, and staff are NOT in the library system. They may be issued an Open Access card (books only) if they are an Iowa resident.

Open Access Cards

Anyone who lives in Iowa can check material out on our Open Access program.

• Get a yellow library card out of one of the drawers to the right of the main Circulation computer. Stick a barcode to the back of the card and have the patron write their name on the front. Fill in the expiration date, which is five years from the date you make the card. You don't need to fill in any more info.
• In OCLC WorldShare, go to Assist Patrons and search for their name. This will take you to a screen that displays the "Create new patron" button. Select it.
• Be sure to fill in ALL of the fields required by the computer. Also complete the address, phone number and email fields. For Patron Type, their status code is OA for Open Access unless they are affiliated with a Dubuque college; then select the appropriate college in the Patron Type field.
• Open Access patrons may check out BOOKS ONLY (no media, periodicals, or equipment/technology).
• DVDs, periodicals, & tech equipment circulate to UD patrons ONLY.
• UD alumni have the same borrowing privileges as the general public if they live in Iowa.

*Non-Iowans (including alumni who live outside of Iowa) may NOT apply for a library card.  Please refer any questions regarding this policy to the Circulation Supervisor or a librarian. 

Use the Circulation tab to check items in and out, search for items, or search for patrons.

Terminology – Below is a list of what the different features are called in OCLC WorldShare:

Search = Discover Items
CKO (Search patrons) = Assist Patrons
Barcode (under Assist Patrons) = Patron ID#
In-House Check – Non Loan Return
Fast Add = Create Temporary Item

New Patrons – To create a new patron account, go to Assist Patrons and search for the patron name. This will bring up a button that says "Create new patron," which you want to select. Be sure to fill out the starred fields as well as the address, phone number, and email address. Remember the field that says “barcode”, when referring to patrons, actually is asking for their UD ID#. If, it's an Open Access patron, use the barcode on the yellow card.

Check Out – When you are in the check-out window, have the patron’s account pulled up, and are ready to check out an item, the field that says “Enter barcode*” is asking for the barcode on the ITEM to be checked out.

Check In – The default or "Automatic" check-in mode is for books that have been returned. If you are checking in IN-HOUSE ITEMS (items that have been used within the library), click on the drop-down and check them in under "Non loan return." Please pay attention to any pop-up messages. (If you are unsure what to do with the item, give it to the Circulation Supervisor.)

Checking Out Materials

Check-out periods are as follows:

• Books: 4 weeks (Faculty check-out period is until the end of the semester)

• DVDs, Videos, & Board Games: 2 weeks

• Magazines: 2 weeks

• Reserve Books (course materials): 2 hours (only in the library)

• Charging Cords and Other Electronics: 2 hours (only in the library)

• Reserve DVDs (course materials): 2 days

• Faculty Reserve -- Inside Out 2 DVDs and Conversation Cards: 7 days

Requests for exceptions should be directed to a supervisor (or a librarian).

Circulation policies are publicly available at https://www.dbq.edu/Library/ResourcesandPolicies/Policies/

Checking In Materials

Standard Procedure:

• In the OCLC WorldShare Circulation tab, select "Check In" on the left side of the screen.
• Make sure your cursor is in the "Item barcode" field
• Scan the barcode on the returned item. If the scanner doesn't work, type in the barcode number.
• Make sure the item title pops up under the words "Check in"
• Be sure "Return to shelf" is selected on the sensitizer and re-sensitize the item.

"In-House" Check-In:

• There are 3 carts for patrons to return items used within the library that need to be reshelved. One is by the Reference desk, one is in the 1st-floor shelves in the B section, and one is in the Curriculum Library.
• These items need to be "checked in" to show library staff that they've been used. This is often called "in-house check-in."
• To do in-house check-ins:
  • In the OCLC WorldShare Circulation tab, select "Check In" on the left side of the screen.
  • There should be a "Settings" menu underneath the "Item barcode" field. If there's not, click on the word "Settings." This should open the menu.
  • Click in the "Check in mode" drop-down menu, which should say "Automatic."
  • Change "Automatic" to "Non loan return."
  • Scan the items that require in-house check-in.
  • Make sure to change the "Check in mode" BACK to "Automatic" when you're finished.

Renewals

       Materials can be renewed in person, over the phone, via email, or online. 

• Online renewals are available through the library catalog’s My Account tab.
• For in-person and phone renewals, call up the item record(s) before renewing to be sure the material is not reserved for someone else. Verify the material that is to be renewed. 
• Faculty may renew their books by phone or email.

Recalls/Holds

• If an item is checked out by another patron, a patron can place a "hold request" via the library catalog and be notified when it is available for them.

Physical Reserve Material

Physical reserve material is kept behind the Circulation Desk.  Reserve items are on the wall shelves, usually arranged alphabetically by instructor name.

• Reserve materials are in-house, two-hour use. All reserve materials must stay in the building.
• Always check out reserves, even if the patron plans to use it briefly. This is important for tracking library use.
• Always check in reserve materials before returning them to the reserve shelf.
• If an instructor brings in materials to be put on reserve, give them to the Circulation Supervisor. If the Circulation Supervisor isn't available, set the materials aside for them. Be sure to put a note with the materials indicating the instructor's name, class number and class name.

More information for faculty about reserves is publicly available at https://www.dbq.edu/Library/ResourcesandPolicies/Reserves/.

If a student wants to apply to work at the Circulation desk, have them scan the application QR code kept behind the counter. They'll need to log in with their UD email address and password for access.

If they're unable to use the online application, paper applications are also available behind the Circulation desk.

Opening

• Turn on all lights (if not already done by Housekeeping).
• Log in Circulation computers that will be used that day using the Circulation username and password. See password list if needed.
• Log in Circulation computers that will be used that day to OCLC WorldShare.
• Make sure the printers/copiers are on.
• Check printers/copiers for paper and fill if necessary.

Closing

• Make sure all returned materials have been checked in. This includes making sure both book drops are empty.
• If you haven't seen Security 15 minutes before close, call them to remind them.
• Check printers/copiers for paper and fill if necessary.
• Once everyone has left, log off of OCLC WorldShare and restart the Circulation computers that were used that day.
• Turn off all lights.

Charles C. Myers Library Shelving Guide