THE

ENCYCLOPDIA
OF

LIBRARY

VOLUNTEERING
AT EARL HAIG S.S.

I have always imagined that Paradise will be a kind of library. Jorge Luis Borges

TABLE

OF

CONTENTS

SHELVING ...................................................................3
Shelving Fiction............................................................................3 Shelving Guide..............................................................................4 Shelving Nonfiction.......................................................................5

CIRCULATION DESK DUTIES.........................................6

Checking-in...................................................................................6 Checking-out.................................................................................7 Date Due Cards.............................................................................8 Newspaper Stamping....................................................................8 Print-outs.....................................................................................9 Magazines....................................................................................9

USING TECHNOLOGY.................................................10
Scanning.....................................................................................10 Printing......................................................................................11

EXTRA TASKS............................................................12
Shelf Reading..............................................................................12 In-house check-in........................................................................12 Keeping the library clean and quiet..............................................12

OTHER.......................................................................13
Cant make it for duty?................................................................13 Classes held in the library............................................................13

SHELVING
As you should know, there are two main types of books fiction and non-fiction. You can tell them apart by looking at the spine, where you should see a white sticker. If there is an F, it is fiction. If you see Dewey decimal numbers it is non-fiction. The shelving cart is located at the circulation desk, beside the book drop. It is where you place books that have been checked-in. When you have time, shelve the books on the cart.

Shelving Fiction
The fiction books in our library are categorized into different genres, and books must be shelved in sections corresponding with their genres. The sticker on the spine of the book will indicate where it must be shelved. If there is no sticker on a fiction book, it is general fiction and is shelved on the outside wall, past the computer lab. See the Shelving Guide on the next page for information on where to shelve which books. Please note that French, graphic novels and easy read books also include non-fiction, which are shelved separately from fiction. Make sure you are able to tell them apart this is mentioned in the beginning of this section. Fiction books are shelved alphabetically according to the last name of the author. In most fiction sections, the shelves are labeled with the first letters of the last name of the author of the books that should be shelved in that section. In the manga section, shelve the book where you find the rest of the volumes of the series. The volume numbers must go in order from smallest to largest. Non-series graphic novels go here, in alphabetical order of authors last name, or, if they are non-fiction, on the other side. If you see a green white pine card in the books card pocket, the book must be shelved in the white pine cart in the library office. Any other white pine books with the appropriate sticker are shelved in the regular white pine section. Note that the maple leaf sticker does not play a part in shelving. It only signifies a Canadian author, and you can ignore it.

Important if you have any doubts about shelving, please ask another volunteer or teacher librarian for help rather than taking chances. This ensures that our library remains organized. 3

Shelving Guide
Fiction Only Located on spinners at the corner of the library opposite the main entrance. On the wall shelf behind the Young Adult section. Both One shelf is for manga and one shelf is for general graphic novels (non-fiction on one side and fiction on the other). The shelves are located near the Young Adult section on the lower portion of the library. Between the computer lab and the study section that is located on the far side of the library near the emergency exit. Some of the shelves are for non-fiction and some are for fiction. Located on the shelves right beside the emergency exit. The top half is for fiction and the bottom half is for nonfiction. On the lower portion of the library, beside Young Adult and Graphic Novels but near the railing.

On the spinners closest to the emergency exit. Non-fiction Only

Between the computer lab and the study tables that are directly in front of the circulation desk.

Shelving Nonfiction
All non-fiction books that do not have any of the stickers from the shelving guide (previous page) are shelved in the general non-fiction section the shelves across the main entrance to the library. Nonfiction books are shelved according to the Dewey decimal system. This system assigns each book with a three-digit number with decimals, according to the subject. You will find this number on the white sticker on the spine of the book. The number intervals are labeled on the sides of the shelves. Find the corresponding interval for the book and search for its place in the shelf. The numbers should go in ascending order. Pay attention to the decimal places as well try to be as accurate as possible.

CIRCULATION DESK DUTIES

Checking-in
This is the method you use for books/computer cards that people ask you to return or that you find in the book drop. If you are on a morning shift, you must turn on the computer monitors and open Horizon. Ask a teacher or volunteer for the password to open the program. There are four important steps that must be done to check in a book: 1. Click on the check-in icon and scan the barcode of the book. The barcode is a sticker that can be found on both sides of the front cover or both sides of the back cover. Make sure you are not doing an inhouse or book drop check-in. 2. Look in the card pocket and take out any date due cards you find, and put them in the to be re-stamped pocket. 3. Sensitize the book by sliding both sides of the book through the machine, along the spine. Make sure the switch is on sensitize. 4. Put the book on the shelving cart in the right section according to its genre. The sections are labeled. For a computer card check-in: 1. Click on check-in and scan the barcode. 2. Replace the computer card with the students card in the pocket

with the corresponding number. 3. Give the students card back to the student.

Checking-out
When a student asks you they would like to take out a book or computer, they must have a student card or TTC card. Agendas or timetables may only be accepted in the beginning of the year, before student cards are given out. Make sure that their face matches the photo on the card. Select check-out, and scan the barcode of the student card, or ask the student for their student number if they have given you a TTC card. Make sure the name that pops up matches the name on the TTC card. If there are any pop-ups warning of fines, notify the student and ask them to pay the fines. If they agree to pay the fines, let a teacher or experienced volunteer take over. If the student cannot pay at the moment, ask a teacher to verify a bypass of the fines for now. Press CKO to continue with the checkout. For computers, grab a pink computer card, and make sure the lab is not booked (the reserved sign is not up) if you are taking it out from that section. Replace the computer card with the student card. Scan the barcode of the card and hand it to the student. For a book checkout, after scanning the student card, scan the barcode on the book. Then desensitize the book, and place the correct date due card in the pocket. Yellow cards for manga books and green cards are for the rest. Give the book and the card back to the student. If the student wishes to sign out more than one book, just scan each barcode there is no need to scan the student card each time. Desensitize each book, and it is not necessary to put in a date due card into each book in this case. One is enough. Some students will ask to sign out a calculator. Calculators are located in the large drawer on the side of the circulation desk opposite the book-drop and must be returned after 3 days. Simply scan the barcode on the calculator after scanning the student number.

Date Due Cards

Which cards are which? Green cards must be stamped everyday with the appropriate date 3 weeks away. These are used for all books but graphic novels. Graphic novels use the yellow cards, which are set for a week from the day you use them. How to set the stamp dates correctly There are two stamps, one for the yellow cards and one for the green cards. This is so that changing the dates is easier. Please do not confuse them. You can tell which is the right stamp because the date already on the stamp will be only 1 or 3 days before your appropriate stamp date. You can check what the correct date is by looking at the calendar and counting the weeks but be aware of any upcoming holidays. A book cannot be due on a holiday. If you want to be sure of the correct due date, you can check out a book on your account, check the due date, and check it back in. Once you know the right date, set the stamp to that date by rotating the wheels on the stamp. Stamping is usually done in the mornings, the day before during the last shift, or if cards run out. If you are doing it in the morning check to see whether the stamps already have the correct date. In this case, you dont need to stamp. Stamping and sorting the cards Use a marker or pen to cross out all incorrect dates on the cards you will stamp. Press your stamp into the inkpad and neatly stamp the next available box on the cards. There are separate, labeled slots for cards that are stamped for the correct date (Regular Loan), cards that are unstamped (To be Restamped), and the yellow graphic novel stamped cards (Periodical CD Video Loan).

Newspaper Stamping
This is primarily done in the mornings. There are two different newspapers we keep at the library: The Globe and Mail and Toronto Star. The teacher librarians will bring the days issue of the newspaper to the circulation desk. Your job is to stamp the front page of every section (i.e. Business, 8

Sports, etc.) using the Earl Haig Library stamp, located in the same drawer as the date due card stamps (below the money drawer). Then place the newspapers in the organizer/display behind the desk and to the right of the computer-card board. Old newspapers go in the library office on a shelf ask a teacher librarian for its location.

Print-outs
When a student comes to claim documents that have been printed, count the number of pages the have printed, and charge them 10 cents per page. Put the change in the top drawer in the center of the circulation desk, in the appropriate location. Be careful and accurate when making change, and if they have a large bill, ask a teacher for help.

Magazines
Envelopes for magazines which are to be checked out are located in the bottom drawer to the left of the bookdrop. They have a 7-day check-out period. Sign 1. 2. 3. 4. out Scan in barcode number of envelope. From the Item menu select Edit Use Page down feature to get to second page of record In the Item note field record the title of the magazine AND the issue date(s) 5. Save the record 6. No more than 3 issues of a single title per envelope OR 2 issues of different journals. Check In 1. Scan in barcode number of envelope. 2. From the Item menu select Edit 3. Use Page down feature to get to second page of record 4. In the Item note field delete the title of the magazine AND the issue date(s) which have been returned. 5. Save the record

USING TECHNOLOGY
Photocopying
1. Put the correct amount of coins in the slot to the left of the copier. (10 cents a page and it does not accept the new $1 and $2 coins or pennies.) 2. If double-sided, press the Duplex button. 3. Place sheet face-down in photocopier where the arrow designates. 4. Click on the number of copies you need on the number pad (if 1 there is no need to press anything). 5. Press green start button. 6. For duplex printing, you must flip page over after one side is done being photocopied and press start another time.

Scanning
Before scanning, make sure the scanner is not plugged into the computer 1. Log on to computer number 16. 2. Place the document/photo you wish to scan face down in the scanner in the top right corner. 3. Plug the scanners cord into the USB port on the computer. 4. On the scanner, press the button corresponding with your media

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type. 5. The scanner should now start scanning your paper.

Printing
To print, you require the printers 3112CLASS057 or 3112CLASS058. If you cannot print, try the following steps: 1. Click start. 2. Go to settings. 3. Go to printers & faxes. 4. Under left panel Add a printer. 5. Click next, next, and then find a printer in the directory. 6. Type 3112 in the name slot. 7. Search for 3112CLASS058 or 3112CLASS057. 8. Right click either printer 057 or 058, set as default printer.

Save paper by printing doublesided. The instructions can be found on signs all around the library.

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indents on the sides and pulling firmly but not forcefully. Take an inchthick stack of blank paper from under the desk behind the circulation desk, fan the paper and press it in the drawer neatly so that it is aligned with the edges of the paper tray.

EXTRA TASKS
Shelf Reading
This is an important task that should be done at least one every 12 weeks. You must sign up for your own shelving section. You are responsible for the organization of this section in the library. Whenever you have free time, it is important to look through the section very carefully, find misplaced books and shelve them correctly. Fiction books must be in alphabetical order and non-fiction books must be in numerical order. Books are organized from left to right on each shelves and top to bottom throughout the entire bookshelf. For more information on proper shelving see the Shelving section.

In-house check-in
When there are books lying around out of place in the library, it probably means students have used them. It is important to know which books are being used most often in the library, so there has to be a record for these out-of-place books. If you find one of these books, take it to the circulation desk and perform an in-house check-in. This is similar to a regular check-in, but you must select in-house use in the computer program before scanning the barcode. Also, a sensitization is not necessary.

Keeping the library clean and quiet

As a rule, whenever you see a chair out of place, push it in, and whenever you see litter, please recycle or throw it out (if it is safe to do 12

so). If you find any personal belongings left behind, put it in the lost and found crate under the desk behind the circulation desk. Lost/unclaimed student cards go in a pocket in the money drawer. If you find valuables, let a teacher librarian know. Try to discourage any students from littering, eating and talking too loudly. If you are uncomfortable doing this, notify a teacher librarian. Everyone is responsible to contributing to a safe, clean and peaceful learning and studying environment.

OTHER
Cant make it for duty?
Schoolwork is a priority for library volunteers, so it is understandable if you miss a shift. You must, however, notify a teacher librarian beforehand and try to find a willing replacement volunteer. Please keep absences to a minimum, as you will be losing hours and too many absences may result in consequences.

Classes held in the library

While classes are being taught in the library, the doors will be locked to students. You are only allowed to allow them in for the first 1015 minutes of the period. Exceptions can only be made by the teacher librarians. If someone needs to leave the library to the washroom, follow after them to make sure they close the doors properly. Try to keep students from repeatedly leaving and entering the library. During this time, it is especially important to keep the library quiet.

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