For some reason, the library.guest account is working again and the numbered guest accounts are not, so IT has instructed us to go back to using the original account:
If it stops working in the future, please report it to IT.
The library.guest account does not allow for multiple logins anymore, so IT created nine separate library guest accounts for us to use. Username: library.guest# (with the number 1 through 9 at the end with no space) Password: N0rthwest (capital N, and a zero instead of an “O”) If a particular login is in use, you may get an error message that the User Profile cannot be loaded. It appears that the library.guest account has been deactivated by IT, so we will need to use the new accounts for guest logins.
Location and Lookup
Textbooks are located in the staff room and arranged by call number. To look up the call number for a specific title, you can search the library catalog or use CTRL-F on the Textbooks page, which has a list of the textbooks. The list is not completely comprehensive. For the most up-to-date information, use the library catalog.
There are a few professor personal copies of textbooks in the collection. If there is a library copy of the textbook, the personal copy is next to it (with a call number label). If the personal copy is the only copy, it won’t have a call number and it should be shelved at the end of collection.
If a student doesn’t know the title of the book they need, look it up using the My Textbooks page.
When checking out a textbook, tell the student that the book is due in 24 hours and that it must be returned to the front desk (not the book drops).
Four (4) renewals of 6 hours are allowed, as long as there are no holds on the book.
If a student brings a textbook back and wants to re-check it out, first make sure they’ve exhausted all their renewals. If they haven’t, renew the book instead of checking it out and tell them they can renew the book up to 3 more times of 6 hours each. If they have already used up their renewals, check the book in and re-check it out to them if there are no holds.
Holds can be placed on a textbook through the catalog or manually by library staff. Textbooks should remain on hold until the library closes that day. The auto-generated “Hold Ready” email will include this information.
SAs should clear textbook holds as part of closing procedures.
When a textbook is returned, check it in and then reshelve it as soon as possible. It does not need to go on the double discharge cart or the sort shelves first.
What to do when a textbook is not available
Because the textbooks are such high-demand items, there will frequently be times when a textbook a student wants is unavailable. We want to provide good customer service while still being fair to the other students in the class.
If a textbook that someone is looking for is currently checked out, offer to place it on hold for them so they are next in line. Let them know they can also place holds themselves through the library catalog. We want them to get into the habit of placing holds on the textbooks they want.
If a textbook that someone is looking for is on hold for someone else, offer to help them scan or copy the section they need.
NU students and employees should automatically be added to WMS (there is a patron load via PowerCampus every week), but if a new student or employee comes in before they have been entered into the system, create a patron account for them with the minimum information required (name, email address, ID #). The next patron load will fill in the other information.
Due to changes in dispensing laws, the Wellness Center is no longer able to provide fever reducer/pain relief medications (ibuprofen, etc.) for the first aid kits. If there are students who need medication for headache, fever, or pain, they can purchase it at the nearby Bartell Drugs or they can come into the Wellness Center and see the Nurse Practitioner. She can dispense that after a short visit with the student.
- Create a new email from the firstname.lastname@example.org account.
- Address it to your recipient’s fax number, followed by “@myfax.com.”
- Always include the country code even when faxing within the country. (Note: The US country code is “1”)
- Attach the documents you want to fax.
- Click send. You’ll receive an email confirming your fax has been sent. Confirmations may take several minutes to arrive, so it may be best to have the patron leave their email address.
The affiliate borrower application must be submitted in person at the library front desk. Blank copies of the application are available in the file drawer of the front desk and in the User Services folder on the S: drive (S:\User Services\Circulation\Patrons\Affiliate Borrowers\Application\Affiliate Application.docx). Place the completed application form in Emily’s inbox once you are finished creating the patron record.
Information about the different groups of people eligible for affiliate borrower accounts can be found on the Visitors page of the library website, under “Borrowing Privileges at NU”: http://library.northwestu.edu/services/visitors/.
The library account must be in the name of the qualified borrower. Spouses, family members, and other individuals authorized to use the account should be listed as proxy borrowers.
Verifying the Patron’s Credentials
- If the patron is a recent graduate, check WMS to see if there is an existing record for them.
- If the patron has their old NU student ID card, this is acceptable verification. Otherwise, ask for another picture ID to verify their identity.
- If the patron already has an account in WMS but doesn’t have their NU student ID card anymore, use their existing account and tell them to bring a picture ID when checking out books.
- You can also check their enrollment status in PowerCampus. If they are not listed as alumni in PowerCampus, contact the Alumni Office (http://eagle.northwestu.edu/directory/department/advancement/) to check their status.
Pastors and Missionaries
- Ask for a business card showing their church or missions board affiliation.
- Pastors – If they do not have a business card, try checking their church’s website.
AGTS (Assemblies of God Theological Seminary)
- Ask to see their current student ID.
Issuing a Library Card
Every affiliate borrower should be issued an NU Library affiliate borrower card. These cards have the NU Library logo and numbers in the format: A000001234. Have the patron print (not sign) their full name on the card.
In the past, other forms of identification could be used (NC Library cards, student ID cards, cards from other institutions, etc.). Affiliate borrowers with these older forms of identification should be issued an NU Library card the next time they come in to the library. When you issue the new card you will need to update the patron record in the WMS Admin module and scan the new card number into the Barcode field.
Creating the Patron Record
After verifying that the patron’s application is complete, you may create a new patron account for them in WMS.
From the Circulation module, verify that the patron does not already have an account in WMS (this is especially important for NU Alumni). If an account already exists for the patron, update their patron type, address, telephone, email, and expiration date accordingly.
Once you confirm that there is no existing record, click the Create New Patron button.
Fill in the patron’s information. Make sure to choose Affiliate for patron type, and select the proper expiration date.
NU Alumni, Pastors, Missionaries – Set the expiration date for the end of the month, two years in the future.
AGTS – Ask the patron when their current term (quarter, semester, or trimester) is over. Set the expiration date for the end of that month.
Community Borrowers – Set the expiration date for the end of the month, one year in the future.
After the patron record has been created, go into the Profile section and add a Staff Note indicating what type of affiliate borrower the patron is. If the patron is a pastor or missionary, specify what institution they are affiliated with.
Updating Patron Information
Pastors and missionaries receive unlimited account renewals. When one of these patrons contacts the library to renew an expired library account, please verify their church/missions board affiliation and update their account information if necessary.
If the patron no longer has a church or missions board affiliation, see if they qualify for a free library account under another category. If they do not, they will be classified as a Community Borrower and will need to pay the $40/year fee.
For items reported lost:
- Ask the owner if they have checked all the places in the library where they might have left the item.
- Tell them to contact the Security Office.
For items of obvious value (i.e. — ID cards, wallet, purse, car keys, cell phone, laptop, etc.):
- Attempt to find the identity of the owner.
- Look up the owner in WMS or the NU directory.
- If found in WMS or the NU directory, contact the owner by email from email@example.com and let them know their item is being held at the library front desk.
- Place the item in the filing cabinet near Dorothy’s desk.
For items NOT of obvious value:
- Check for any identifying information.
- If you are able to determine the owner of the item, contact them by email from firstname.lastname@example.org and let them know their item is being held at the library front desk.
- Place the item in the Lost & Found box on the shelf across from the mail table in the staff room. Place small items in the black cabinet next to the library front desk.
For USB drives:
- Check documents on the USB drive for any identifying information.
- If you are able to determine the owner of the drive, contact them by email from email@example.com and let them know to pick up their USB drive at the library front desk.
- Label the USB drive with the owner’s name and date emailed.
- Place the USB drive in the black cabinet next to the library front desk.
Reclaiming lost items:
- Verify the owner’s identity.
- If you were unable to determine the owner of an item, have the person describe the lost item and any identifying characteristics.
Once the Lost & Found box is full, items should be turned over to the Security Office. Items turned over to the Security Office will be retained for one month and then disposed of.
Visitors may use available headphones and dry erase markers — there is no need to ask for their driver’s license or any kind of collateral.
Visitors may also use the 24-hour locker (Locker #14) to store personal belongings. They may use the Locker #14 key, but they must return it to the front desk before leaving the library. Send an email notifying the library staff that a visitor is using Locker #14, because the key will not be checked out. Visitors should come to the front desk and ask for the key when they would like to retrieve their belongings.
The vending machine is located in the foyer of the library, next to the lockers. Any problems with the vending machine should be reported to Student Development:
Susan Turnquist, Student Development Administrative Assistant – firstname.lastname@example.org.
If the vending machine malfunctions and a patron complains, you may give him/her a refund using money from the cash box at the front desk. Make sure to record the transaction on the cash box ledger. Write the reason for the refund in the “Name” column and put the amount refunded in the “Misc” column as a negative number.