This does NOT apply to ILL (InterLibrary Loan) materials -- see that page instead)

Patron Cards

We make some exceptions for UAFS faculty and administrators to some of these procedures - check with a staff member.

• Patrons MUST have their Lions I.D. card OR public library card.  (Exception: if you KNOW the faculty/staff member)
  
  
• We accept Fort Smith Public Library (FSPL) and Scott-Sebastian Regional Library (SSRL) cards. (see below for creating a record). These may need to be updated in our system if the record here has expired.
• UAFS is in Sebastian County.  We do not have agreements with public libraries outside the county so do NOT accept other cards.
• We do NOT accept cards from other college or university campuses; patrons must get an ARKLink card from their own campus to use here.
   
• We accept ARKLink cards (during the semester they are good for -- check the expiration date).  These are issued only by the patrons own campus -- we cannot issue them for patrons from another college/university.
• ARKLink cards are good for regular circulating materials, but NOT reserves, laptops, or videocameras.
   
• The student must be currently registered -- otherwise, they are treated as public patrons and must use FSPL or SSRL cards.  If the record is expired but they are in our system, they are not considered to be currently registered unless they bring paperwork stating that.
   
• Public library card patrons may NOT check out reserve materials, laptops, or videocameras. 
   
• Students/public borrowers CANNOT check out if they have any overdues or outstanding fines.  (Exception: faculty/administrators)

Maximum items (Exception: faculty/administrators):

     10 items at most, of which 3 may be DVDs/CDs at most; Sierra will track this so watch screen for notices.

     THIS COUNT DOES NOT INCLUDE ILL ITEMS.

Procedure for Books, DVD/CDs, Videocassettes (NOT reserves; see below)

1. Be sure that Sierra is set on Check Out.
    
2. HOLD the card (entire code has laser on it, move in and out SLOWLY if needed) under the laser scanner until it beeps.  (This is not a swipe device -- do not move it quickly.)
    
3. CHECK -- is the patron record clear of overdues/fines?  If not, they will need to be paid first.
    
4. If there is a popup screen, deal with it or get a staff person to assist.
    
5. HOLD the barcode from the front of the item (if it is damaged/not scanning, try the one in the back of the book/inside the DVD/CD cover) under the laser scanner until it beeps.  Be sure it shows up on the screen.
    
6. If the item is from the New Shelf and a popup appears, click Yes to clear it. 
    
7. PUT a security card in the pocket of EVERY item.
    
8. TELL the patron the due date & ASK if they know how to renew.
1. If they do NOT, GIVE them a yellow renew slip & verbally explain that they can renew online ONE time BEFORE the due date (if nobody else needs).
    
9. CLOSE the record (upper right corner Close) and the date due slip prints.
    
10. PUT the date due slip and the yellow renew slip in the MIDDLE of the book (NOT in the pocket).

Procedure for Laptops

IMPORTANT: ONLY currently registered students/current faculty/staff can check out laptops.

1. Be sure that Sierra is set on Check Out.
    
2. HOLD the patrons I.D. card (entire code has laser on it, move in and out SLOWLY if needed) under the laser scanner until it beeps.  (This is not a swipe device -- do not move it quickly.)
    
3. CHECK -- is the patron record clear of overdues/fines?  If not, they will need to be paid first.
    
4. If there is a popup screen, deal with it or get a staff person to assist.
    
5. GET a laptop from the cabinet. ASK if a mouse is required and get one if needed.
    
6. HOLD the library barcode (white label) on the laptop under the laser scanner until it beeps.  Be sure it shows up on the screen.
   
   
7. HOLD the library barcode (white label) on the mouse cord under the laser scanner until it beeps.  Be sure it shows up on the screen.
    
8. GIVE the laptop (and mouse, if required) to the patron.  REMIND them that it is for use INSIDE the library ONLY and may not be taken to the 24 Hour Zone or out of the building.

Procedure for Reserves

IMPORTANT: ONLY currently registered students can check out reserve materials.

Remember that Reserves materials may have different due dates, or not be allowed out of the building at all.  This will show up during the check out procedure.

1. Be sure that Sierra is set on Check Out.
    
2. HOLD the patron I.D. card under the laser scanner until it beeps.
    
3. CHECK -- is the patron record clear of overdues/fines?  If not, they will need to be paid first.
    
4. If there is a popup screen, deal with it or get a staff person to assist.
    
5. HOLD the barcode from the front of the item (if it is damaged/not scanning, try the one in the back of the book/inside the DVD/CD cover) under the laser scanner until it beeps.  Be sure it shows up on the screen.
    
6. CHECK the time allowed on the item.
1. If the item is in-library use ONLY, remind the patron that it must not leave the library (the 24 Hour Zone is not allowed, either).
    
7. IF AND ONLY IF the item can be checked out overnight or longer, PUT a security card in the pocket. 
    
8. TELL the patron the due date and EMPHASIZE that the loan period is shorter than usual.
    
9. CLOSE the record (upper right corner Close) and the date due slip prints.
    
10. PUT the date due slip in the MIDDLE of the book (NOT in the pocket).

Procedure for Room Keys

IMPORTANT: Rooms may be used by faculty/staff/administrators ONLY and scheduled IN ADVANCE. 

Students and the public may NOT use rooms without faculty/staff scheduling and supervision in the room.

Pebley Room staff (student interns) are included as "staff".

Other people needing private or group space may use an available study room.

Room Keys are on the wall rack in 106 (also one for the lobby display cases).

NEVER check out keys in the gray box, ONLY the ones on the wooden tags hanging to the right of that which have bar codes.

1. Determine the Room Key required; check the schedule above Dianne's desk if there is concern about who is scheduled.
1. ALL ROOMS MUST BE SCHEDULED IN ADVANCE by Coletta Furner @ 7009.  Conflicts are resolved by who is on the schedule.
    
2. Be sure that Sierra is set on Check Out.
    
3. HOLD the patron I.D. card under the laser scanner until it beeps.
    
4. If there is a popup screen, deal with it or get a staff person to assist.
    
5. HOLD the barcode from the key tag under the laser scanner until it beeps.  Be sure it shows up on the screen.
    
6. Remind the patron that keys must not leave the building. 

Procedure for Digital Cameras

IMPORTANT: ONLY currently registered students/current faculty/staff can check out videocameras.

Digital cameras are kept in the laptop cabinet.  They are about the size of a small cell phone and are on lower shelves.

1. Be sure that Sierra is set on Check Out.
    
2. HOLD the patron I.D. card under the laser scanner until it beeps.
    
3. CHECK -- is the patron record clear of overdues/fines?  If not, they will need to be paid first.
    
4. If there is a popup screen, deal with it or get a staff person to assist.
    
5. On top of the laptop cabinet, CHECK the binder of Signed Digital Camera Agreements for any this semester.
    
6. If no form for this semester for this person, GIVE the patron a full sheet agreement (from the holder on top of the cabinet) and have them read and sign it.
1. This goes into the binder. 
    
7. GIVE the patron a half sheet Borrowers Copy of the agreement from the holder.
    
8. GIVE the patron a full sheet instruction sheet.
    
9. In Sierra, HOLD the barcode from item under the laser scanner until it beeps.  Be sure it shows up on the screen.
    
10. ONLY the camera checks out, NOT the charger or cord.

Creating/Updating a Patron Record 

Ask a staff member to create or update a record if needed.

• Public, ARKLink, alumni and similar patrons have limited privileges.  Please remind them of this before creating a record.
• They may use the databases/ebooks ONLY inside the library, at the public computers on the first floor.  This is a contractual limitation which the Library must respect.
• They may check out ONLY regular circulating materials -- no reserves, no equipment (laptops, etc.).
• Becoming a patron does not confer printing privileges. 

• Students, faculty and staff have records automatically downloaded to our system.  If someone registered/was hired between downloads, a record may need to be created for them once their registration/employment is verified (written proof or a phone call to the Registrar @ 7230.
   
• For public library patrons, call FSPL @ 783-0229 or Scott-Sebastian @ 996-2856 to confirm patron is in good standing.   
   
• In Sierra, use the New button at the top of the page to create a new record.
   
• Select the type of patron from the list of templates. 
   
• Complete the record.  The default date is the end of the current semester.  Be sure this is not a duplicate name or barcode number by typing Ctrl-g while in the field; if only one is listed, in red, then it is unique. 
   
• Public, ARKLink, alumni and similar patrons have limited privileges.  Please remind them of this before creating a record.
• They may use the databases/ebooks ONLY inside the library, at the public computers on the first floor.  This is a contractual limitation which the Library must respect.
• They may check out only regular circulating materials -- no reserves, no equipment (laptops, etc.). 

[2014.7.29.a]