Closing Procedure

1. Make closing announcements at 30 and 10 minutes before closing. An announcement at actual closing time may be made if patrons are not leaving.

“May I have your attention please. The library will close in  __ minutes (or the library is now closed).”

2. Straighten up the lower and upper reading rooms, the Quiet Room, and the ICL.

Put loose journals and books in the book drop.

Throw away trash.

Push chairs in.

Straighten keyboard/mouse at each station.

3. Close the supply closet door. It will lock automatically.
4. Set the date due stamp for the next day. Turn the calendar to the next day and stamp the new due date. Change the wooden desk calendar to tomorrow’s date.
5. Shut down the scanner. 
6. Make sure the laminating machine and any heaters are turned off.
7. Shut down the 2 computers at the Circulation Desk.  (The main circulation computer should be up until actual closing time.)
8. Walk through the stacks to check for stragglers.
9. Turn off the lights in the lower reading room, the ICL, and the Quiet Room (including the lamps and the carrel lights). The Quiet Room lamps are shut off from the fuse box in the foyer (fuses 6, 8, and 10).
10. Turn off the lights in the office area.
11. Check the gate count. Add one for yourself and one for each additional person leaving with you. Write the number in the Gate Count section of the log book.

Turn off the Circulation Desk lights and exit. Make sure the door locks behind you.

Placing Hold Requests

A patron must have a library card to place a hold on material.  A hold may be placed on an item that has been checked out. Then, when the item is returned to the library, we will contact the patron who wants the material.

1. Search for the item in the Alma search box.
2. Click Request under the item.
3. At the Create Request page, complete each required item.
4. Choose Patron Physical Item Request from the Request Type drop down.
5. Begin typing the requester’s last name, and choose appropriate patron from the selections that appear.
6. May include a note in the Notes field, as appropriate.
7. Choose BHSL Main Library at the Pickup field.
8. Click Submit. (Clicking Submit reroutes the request, displays the request as a physical item, and notes whether the request was successfully submitted.)

OR

1. From Alma > Fulfillment > Manage Patron Services, search for patron and click Go.
2. Click on Submit Request link.
3. Start to type title of requested item and select correct title from dropdown prompt. It may be necessary to search for the item by keyword if that screen comes up.
4. When the correct item is found and placed in Submit Request window, click on Patron Physical button.
5. Continue with #6 above.

To cancel the Hold request:

1. Alma > Fulfillment > Resource Requests > Active Hold Shelf Items
2. Click on Cancel Request under the appropriate hold request.
3. At the Confirm Request Cancellation page, choose the cancellation reason from the options at the drop down; e.g., Patron no longer interested.
4. May include a note in the Cancellation Note field.
5. Check the box labeled Notify User if necessary.
6. Click Confirm.

Searching Patron Bags

Policy

The Library reserves the right to search backpacks, briefcases, book bags, large purses, etc., in the event that a patron sets off the alarm upon exiting the Library. Hospital Police will be called if patrons are uncooperative.

Procedure

1. If a patron sets off the alarm upon attempting to exit the Library, any books that he/she has checked out should be checked to be certain that they have been properly desensitized. If they have not, apologize to the patron for the inconvenience.
2. If no books have been checked out (or checked out books are not causing the alarm), the patron should be asked if he/she has any books from other libraries that might be setting off the alarm. If so, hold those books while the patron exits and, if the alarm does not sound, hand the books back to the patron and apologize for the inconvenience.
3. If there appears to be no innocent explanation for the alarm, politely request that the patron open any bag, backpack, etc., for inspection. If any Library materials are found, remove them and allow the patron to leave. Try to get the patron’s name. Notify the Director that the incident has taken place.

If the patron refuses to allow inspection, call Hospital Security (2-4444).

Checking in Materials

All Returns (including reserves and browsed items)    

1. Alma > Administration > Fulfillment > Return Items
2. Scan each item to be checked in, or type the barcode number and click Go.
3. Verify title(s) and/or barcode number(s).
4. Click Clear List.

Reserve

1. Get check out card from card file and mark through patron name.
2. Clip card back on item and re-shelve with reserves.

Checking out Materials

Notes            

• A patron must have a library card to check out materials.  If the patron doesn’t have the card but is in the system, ask for student/employee ID.
• If you check out an item that is damaged, note damage with your initials and the date next to the barcode in the book.  Otherwise, the patron may be held responsible for the damage.
• Be sure to check any Notes associated with patron accounts before checking items out or renewing items.  Delete notes for resolved matters.
• Patrons cannot check out new items if he/she has overdue items. However, the patron can check out new items if the overdue items can be renewed.

Non-Reserve

1. Alma > Administration > Fulfillment > Manage Patron Services
2. Scan the patron’s library card, or enter the patron’s barcode, or

enter the patron’s name.

3. Click Go, or select patron’s name from the list of names that appears and click Go.
4. Scan the item barcode, or enter the item’s barcode, and click Go.
5. Ensure due date accurately allows for a two-week checkout period.
6. Click Done.
7. Stamp the due date on the date slip in the book.
8. De-sensitize the book “out”.

Reserve (for in-library use only)

1. Get check out card from inside book/item and have the patron sign and date it. Remind the patron that the item is for in-library use only.
2. Place check out card in the Reserves card file.
3. Make sure all Reserves have been returned at the end of the evening.
   1. Announce “Please return all reserve materials” with the evening closing announcement.
   2. If an item is not returned, make a note for the opening staff. If the item cannot be found, escalate to the Public Services Librarian.

Checking out College of Medicine Materials

1. COM books that are checked out will be due back to the Library in 2 weeks – no renewals allowed.
2. Library staff can place a hold on any book that is already checked out, and will contact the inquiring student when the book is returned to the Library.

Print Journals Circulation Policy

Policy

Texas A&M Health Science Center, Baylor College of Dentistry faculty and graduate students may borrow up to four (4) print journals that are not available electronically for one (1) hour.  All journals must be returned 15 minutes prior to close.

Eligibility

Faculty and Graduate Students must meet ALL of the following requirements:

1. Borrowers must present a COD ID showing faculty or graduate student status.
2. Borrowers must have a BHSL library card. If the patron is unable to show a card, but has an account, check Alma for the patron’s name.
3. Borrowers cannot have overdue materials or suspension.

Manual Checkout

1. Pull the Checkout Card from each journal being checked out. If there isn’t a card inside the journal, use a blank one from the library card drawer, and write in the name of the journal.
2. Have the patron sign and date the Checkout Card.

Important Notes

Faculty and Graduate Students who do not return checked out print journals within the hour will not be allowed to borrow print journals again.  Place a note restricting the service in the patron’s library account in Alma.  Patrons will be billed for lost or damaged journals.

This service is NOT available to Baylor Scott & White Health Care patrons. Another option for both patron groups is the scanner.

eJournals with Login Credentials

As of 2021, BSHL has 7 titles that still require individual logins using credentials on the clipboard at the front desk.

• AGD Impact
• Dallas Morning News
• Dental Advisor
• Dental Assistant Journal
• General Dentistry
• Journal of the Western Society of Periodontology
• Wall Street Journal

Currently, all of those journals now have links in their records in Primo that take the user to a form to request the username and password. The response is generated automatically, and so requires no input from library staff. However, if someone calls for login credentials for one of the above titles, you can direct them to the form here: https://bhslibrary.tamhsc.edu/ejournals-req/.

Manual Check-Out (Alma Down)

1. Photocopy the library card of the patron (with barcode and name), or ID.
2. Photocopy the barcode and checkout slip of the item. Be sure the title of the book shows.
3. Stamp both the item being checked out and the photocopy so you can ensure the correct due date in the computer later.
4. Place photocopies in clip or folder as decided during specific down time.
5. De-sensitize item “out”.
6. When system comes up, follow the regular check out procedures but manually type the barcode numbers. Ensure the due date on the checkout matches the due date stamped on the photocopies.

Renewals

Policy

Library card holders may renew any checked out item that does not have a ‘hold’ placed on it.  An item can be renewed 2 times only (or use your discretion). Then it must be returned for others to utilize. Patrons can renew online via the library website, by phone, or in person.

Note: College of Medicine books cannot be renewed.  They must be returned in person and then may be re-checked out if there are no holds.

Procedure

1. Alma > Administration > User Management > Find and Manage Users
2. Search for patron by name or barcode.
3. From the results list, select the appropriate patron name. The patron’s profile will open.
4. Click on Manage Fulfillment Activities (at the top left).
5. Select the item(s) to be renewed from the list and click on the Renew Selected button (or) click on the Renew All button if all items should be renewed.
6. Stamp the due date on the date slip in the book.

Issuing Library Cards

* * A patron must have a library card to check out materials (although, once the patron has an account, items may be checked out using the patron’s name). NOTE: we are not actually issuing physical cards anymore. A “library card” is now equivalent to having an active account in Alma.

The patron must be affiliated with Baylor Scott & White Health Care or Texas A&M College of Dentistry.  We also create accounts for local DFW-area dentists and hygienists.

There are now 2 options for creating user accounts in Alma: 1) have the patron fill out an online form themselves, or 2) have the patron fill out a blue card and then the circ desk personnel create the account in Alma.

Patron-filled account request form:

1. Send the patron to https://bhslibrary.tamhsc.edu/primo-registration/ by either
   1. Reading or writing the URL out for them,
   2. Sending them the URL in an email to their @tamu.edu email address, OR
   3. Having them scan this QR code with their phone’s camera.

Staff-filled account request (blue card):

1. Have person fill out the blue card.  Be sure the writing is legible!  We use this information to notify of books placed on hold or overdue items, so we need accurate, legible information:  name, affiliation, address, phone.
2. Get a new card and attach barcode to front of card (if not already attached).
3. In Alma, go to Alma > Administration > User Management > Find and Manage Users
4. Click on Add User at top of screen and select Public from the dropdown list.
5. Enter all mandatory fields (marked with an asterisk) from blue card. Mandatory fields include First name, Last name, Campus, Primary identifier (COD email address or BSWH net id), User group, Identifier Type/Value (barcode number), and Email type.  Please also add Email address, Street address, and Phone Number to aid in contacting the patron in the future.
6. Click on the Save button at the lower right.
7. Search for the patron in the search bar at the top. Click on their linked name.
8. Click on the Identifiers tab.
9. Click on ÅAdd Identifier▼ link under the tabs and above the blue bar.
10. In the popup window, make sure Identifier Type is set to Barcode.
11. Click on Generate button.
12. Click on Add and Close button.
13. Click on the Save button at the top right.

Journal Acquisitions – Entering New Journals

1. Check the current print journal list, either the hard copy in the bottom drawer, or at L: Print January 2018. We receive some journals in print that we also own in electronic form, and we put those in the recycle bin. Any journal that is on the list should be shelved with the following procedure.
2. Take a label sticker from the middle drawer and place it on the front of the journal.
3. Stamp today’s date on the sticker.
4. Place a green security strip between the center pages of the journal issue.
5. Shelve the new issue.

Clearing/Withdrawing Patrons from Alma

Notes

Patrons are removed from the library system for the following reasons:

• Withdrawing students
• Graduating students
• Faculty who are leaving
• Hospital staff who are leaving
• Plus more …

Procedure

1.  The patron should have some type of notification.
   1. Letter or list from COD notifying of student’s withdrawal
   2. Clearing form from COD in preparation for graduation
2. Check to see if materials are checked out or money is owed.
   1. Check the ILL cards to ensure the patron doesn’t have other materials out.
   2. Check Alma to see if patron has been issued a card.
      1. If money is owed, we must collect before removing/clearing.
      2. If items are checked out, they must be returned before removing/clearing.
      3. Go to Alma > Administration > User Management > Find and Manage Users.
      4. Click on Actions button to the right of the patron’s record.
      5. Select Delete.
      6. Remove the blue application card from the file and bring it back to ILL so they can delete the patron from ILLiad.
      7. If the patron produces a library card, take it and discard it.
   3. If no card was ever issued, and there are no outstanding ILL items, clear the patron.
   4. For Graduating or Withdrawing students, stamp the clearing form with the “Cleared from Library” stamp and initial or sign.  If the patron indicates that he/she may return in a few months, we will issue a new card and open up a new account at that time.

Producing Overdue Notices

Notes

Each day, make sure all returned items have been checked into the Alma system.

Overdue notices are produced and automatically emailed daily, Monday through Friday.

3^rd or Later Overdue Notices Policy for Public Services Librarian

3^rd Overdue Notice

1. Check shelf for item, and check addresses in Alma and on library card application.
2. Call patron.  Email patron if call is not successful.
   1. Patron has 1 week to return item before invoice will be sent.
   2. Renewal
      1. If item has never been renewed, it can be renewed for maximum.
      2. If item has already reached the renew limit, it can be renewed one more time.  Add note to patron’s account.
      3. If item is on hold for someone else, it must be returned.
      4. Judge circumstances as related by patron to determine renewal.

4^th Overdue Notice

1. Check shelf for item, and check addresses in Alma and on library card application.
2. Call patron
   1. Invoice is being sent. Judge circumstances! Add note to patron’s account.
   2. Renewal – same as above
   3. Suspend patron from further checkout.

Item Never Returned

1.  Send maximum of 3 invoices, one per month.
   1. Check shelf prior to sending each invoice.
   2. Try to contact patron.
      1. BSWH – Check hospital Outlook for alternative phone numbers and email. It may be possible to contact the patron’s manager.
      2. COD – Check Outlook for alternative phone numbers and email.
2. Six months overdue
   1. Send email to alert Library Director of situation.
   2. Send email to Technical Services - Cataloger to have item withdrawn.

Placing Items on Reserve

Notes

Reserve materials are placed at the Circulation Desk for in-library use only.  They are made available by dental professors for dental students.

Procedure

1. Have faculty member complete Reserve Request form.
   1. Ensure the ‘overnight checkout permitted” and the “timeframe of reserve” are completed.
   2. File form in the Reserve List book – 1 copy under course name, in alphabetical order – 1 copy under instructor name, in alphabetical order – 1 copy under title of item, in alphabetical order.
2. Place the item on Reserve shelf behind Circulation Desk above professor’s name.
   1. Library materials
      1. Take item from shelf
         1. If item is checked out, place hold on item in Alma, call patron to ask for return of item, and notify faculty member when the item is expected back.
         2. If item is missing (unable to locate in library, but catalog shows item here), notify Public Services Librarian, who will search for the item and then notify Technical Services that the item is lost. The Public Services Librarian will then check to see if the item is available for order and will meet with the Director to order it. The Public Services Librarian will also notify the faculty member that the item will be ordered. The faculty member can then decide whether reserve item is still desired.
      2. Notify Technical Services to place item on Reserve.
      3. Place RESERVE sticker on item.
      4. Complete a sign-out card and attach it to the item.
   2. Faculty-owned materials
      1. Place RESERVE sticker on item.
      2. Complete a sign-out card and attach it to the item.

3. Taking item off reserve
   1. Library materials
      1. Notify Technical Services to place item back in “Main” location.
      2. Remove RESERVE sticker.
      3. Remove sign-out card.
      4. Replace item on shelf.
   2. Faculty-owned materials
      1. Remove RESERVE sticker.
      2. Remove sign-out card.
      3. Notify faculty member that the item is ready for pickup. (We can deliver to faculty office or department if faculty member is not able to pick up within one week.)

Copy Machines

Ricoh Copier

The Ricoh copier in the hall outside the library is owned by the hospital. It is for use only by people who have accounts (They should know their account codes.) – and is not for general use.  Basically, that means this copier is used by hospital personnel and library staff. If all other copiers are down, we can make copies for students; but this is the exception, not the norm.

COD Copiers

The coin-operated copier outside the Quiet Room is owned by the College of Dentistry. This can be used by dental students and dental faculty, and by anyone else who is willing to pay for copies. There is a bill accepter next to each copier that will give change after the requested copies are finished. The Ricoh printer in the ICL is also usable as a copier or scanner (free).

Copier Service

If any of the copiers jam, clear it if possible.  If not possible, Janis will contact the Ricoh servicer or the COD servicer. If someone loses money in the coin-operated copier, get contact information and the amount of the loss, and Janis will notify the COD servicer.

Changing Phone Greeting Messages

Medical

Dial 3-5566.  You will be prompted for your pin.  Enter any number here, followed by the # sign.  The system will say “Invalid entry. Enter your ID, followed by #.”

Enter 22377#.  You will be prompted for your pin. Enter 75247# (or newest password).

4 (to go to Setup Options)

1 (for Greeting Changes)

3 (to edit greetings)

3 (alternate greeting) The system will start to repeat the current alternate greeting.

1 (to re-record the alternate greeting – DO NOT RE-RECORD THE STANDARD GREETING!)  

Record at the tone and press # when finished.

3 (to turn on this newly created alternate greeting)

1 (to set day and time for system to shift back to the standard greeting – usually at 7am on the first day back).  Follow the instructions given to put in the date and time.

Month – enter number 1# thru 12# that corresponds to the month to shift back

Day – enter number 1# thru 31# that corresponds to the day to shift back

Time – enter hour and minute of time to shift back (usually 0700#)

Hang up.

***After the holiday, the medical line will automatically go back to the standard greeting.

Dental

Dial 8160.  You will be prompted for your extension and password.

Dial 8151#.  Enter library# (password).

3 (to go to record-a-greeting)

1 (to create a temporary phone greeting)

2 (the number assigned to your temporary greeting)

The system will beep and start recording.  Record your greeting and press # when finished.

1 (to activate your new greeting)

(If you want to hear this greeting before hanging up, follow the prompts to listen to greeting 2.  If it’s good, hang up – if not, follow the prompts to re-record.)

***After the holiday, call 8160 again and enter 8151 and library.

3 (to go to record-a-greeting)

1 (to delete the temporary greeting)

2 (to specify the temporary greeting number)

*3 (to delete the temporary greeting)

3 (to activate the permanent greeting)

1 (the permanent greeting number)

Standard greeting

Thank you for calling the Baylor Health Sciences Library. The library’s hours of operation are:

Monday thru Thursday, 7am – 10pm

Friday, 7am – 6pm

Please leave a message, and a staff person will return your call when we are open. Thank you.

Sample holiday greeting

Thank you for calling the Baylor Health Sciences Library. The Library will be closed Saturday, May 27, through Monday, May 29, in observance of Memorial Day. We will resume our regular hours at 7:00am on Tuesday, May 30. Please leave a message, and a staff member will return your call when we are open. Thank you.