Auxiliary Circulation Work Guide

Circulation Software

The majority of Circulation procedures are done with three software programs: LibCal, FOLIO and LibInsight. 

LibCal

LibCal is a calendar and bookings program that we use for:

• booking library study spaces,
• booking library pick-ups, and for 
• booking library computer spaces

FOLIO 

FOLIO is an Integrated Library System which we use for all circulation functions. It is web-based, has a user-friendly interface, and is accessible from all terminals on the Circulation Desk. As an Auxiliary Circulation Staff member, you will most often use it for:

• Checking-in and checking-out of materials (books, DVDs, laptops, SALTO cards for study rooms)
• Printing pick slips (need to check Requests regularly to print pick slips)

LibInsight

LibInsight is the program we use for tracking the types of questions Circulation Desk staff are asked. After every interaction where you are providing information or direction to a patron (ie. NOT performing general circulation tasks such as checking-in or out materials), you must fill out a brief LibInsight report. You will be asked to:

• Enter the date and time 
• Enter the question you answered
• Enter the type of question it was (usually directional or technical) and whether you answered or referred the question
• Rate the difficulty of the question on the READ scale (see below):
  • 1: Answers that require the least amount of effort (usually directional, less than 5 minutes interaction)
  • 2: Answers that require more effort (technical, or with some resource consultation, 5 minutes or more)
  • Note: READ scale values of 3 or higher should be handled by a reference librarian; you are not expected to and should not attempt to answer these types of questions (detailed reference inquiries, help with citations, etc.)

Student Services

Student IDs

You should request that the student present their Okanagan College ID for every transaction. If the student does not have their Student ID:

• Ask for another piece of ID such as a Driver’s License, BC ID, passport or any other government-issued ID with photo
• Suggest they go to the bookstore Monday-Friday 9am-4pm to have their photo taken. Let them know they can pick their Student ID card up at the Circulation Desk after 2-3 business days
• If the student has no ID with them, ask them two questions to verify their identity: ask them their first and last name and their birthdate (never do this for laptop borrowing)
• Students MUST show their OC Student ID card or valid government ID to borrow a laptop – no exceptions

Student Meeting Rooms

• All meeting rooms in the library have locks and require a room key (Salto card) to access
• Ask students to unlock the door, immediately return the key, and to close the door when they are finished
• Students can book for 2 hours per day and can book up to a week in advance
• Students must book room on their own in myokanagan
• If a group is 15 minutes or more late for their booking, you can shift the booking over to another student:  find the booking in your myokanagan, replace the “late” student’s 300 number with the student who is there and wants the room. 

3^rd Floor Materials

With the exception of Periodicals/Newspapers and the Special Collection (all of which are found on the 2nd floor), all library materials are held on the 3^rd Floor. These holdings include:

• Children’s Books (The Deakin Collection) are behind DVD section
• Adult Upgrading (AU) / English Language Learning (ELL) materials.  (All five shelves on the third floor, to the right in NE corner)
• Leisure reading books: patrons borrow on honor system – they do not sign out

Note: We no longer require students to present their registration papers when signing out semester reserves for Adult Upgrading (AU) or English Language (ELL) . Students can start picking up books for next semester two weeks before start of semester (check with Joanne for exact date)

Laptops

Reminder: Students must present an OC student ID card or government ID (Driver’s License/BC ID/Passport) to sign out a laptop.

Once laptops have been returned to us they will need to be re-imaged BEFORE they can be signed out to another student. This process wipes all temporary data (cached files, log-ins) from the laptop, thus ensuring each student's security and privacy.

To re-image a returned laptop:

1. Connect the power cord and network cable to laptop (using adapters if necessary)
2. Turn on the laptop
3. Click on the Start icon at far left of task bar (image on right)
4. Scroll down through the programs and select "Microsoft System Center"
5. Select “Refresh Laptop”
6. Laptop will now take approximately 1 hour to 1 hour 15 minutes to re-image
7. When you see the Ctrl+Alt+Delete screen: click on the Power icon and select “Restart”
8. Once laptop has restarted you can check battery, shut down and put away
9. Remember to put tag on laptop bag only after the laptop has been re-imaged

Laptops to be re-imaged and charged the next day are stored/locked in cupboard below laptop charging counter. 

All materials required for the re-imaging process (including adapters, hooks for laptop tags, and helpful process markers to indicate a laptop's status), as well as posters detailing the steps of the process can be found on the counter beside the main entrance in the Circulation area: