Jay Gentry's Library Hub

Empowering Library Employees

Jay Gentry's Library Hub > Employee Guide

Welcome to the
Employee Guide

Find advice, step-by-steps,
important links, and other guidelines here.

The BOOKS & TOMES Method for Libraries

BOOKS: Building Outstanding Opportunities, Knowledge, & Support
Steps for cultivating professional growth and community

Building

Laying a solid foundation for the library’s future through strategic planning and development. Building involves investing in infrastructure, expanding collections, and fostering partnerships that strengthen the library’s ability to serve its community now and in the future.

Outstanding

Providing exceptional services and resources to exceed patrons’ expectations. Being outstanding means offering high-quality materials, innovative programs, and exceptional customer service that delights patrons and encourages them to make full use of the library’s resources.

Opportunities

Creating chances for learning and growth for both patrons and staff. Opportunities include educational programs, workshops, and professional development that enable everyone associated with the library to expand their knowledge and skills.

Knowledge

Promoting education and information sharing to enrich the community. Sharing knowledge involves offering access to a diverse range of materials, facilitating research, and providing resources that support lifelong learning and informed citizenship.

Support

Offering reliable assistance to ensure the success and satisfaction of both patrons and colleagues. Support includes being a dependable source of help, fostering a collaborative environment, and ensuring that everyone has the tools and resources they need to thrive.

TOMES: Teamwork, Organization, Mentorship, Excellence, Service
Steps for success as a library team member

Teamwork

Collaborating with colleagues to achieve shared goals, fostering a sense of unity, and ensuring smooth operations. Effective teamwork leads to a supportive environment where ideas are exchanged, challenges are overcome collectively, and the overall efficiency of the library is enhanced.

Organization

Maintaining an orderly and efficient library to ensure easy access to resources and services. This involves systematically arranging materials, keeping records up-to-date, and ensuring that the library space is clean and inviting, which helps patrons find what they need quickly and easily.

Mentorship

Providing guidance and support to help colleagues and patrons develop their skills and knowledge. Mentorship involves sharing expertise, offering advice, and encouraging growth, which fosters a learning environment and helps build a knowledgeable and confident library team.

Excellence

Aiming for the highest standards in all tasks to enhance the library’s reputation and effectiveness. Striving for excellence means paying attention to detail, continuously improving processes, and delivering high-quality services that meet the needs of the community and set the library apart as a trusted institution.

Service

Being committed to meeting the needs of the community and ensuring a positive library experience. Excellent service involves understanding patrons’ needs, providing helpful and friendly assistance, and creating a welcoming atmosphere that encourages people to return and make full use of the library’s offerings.

Library Customer Service Guide

Good Library Customer Service Behaviors

Inclusion

  • Advocate for equity, diversity, inclusion, and accessibility.
  • Ensure all service points are accessible.
  • Use various communication styles and assistive technologies to meet patron needs.
  • Reflect on and address implicit biases.

Approachability

  • Be easily identifiable as a staff member.
  • Maintain visibility and encourage interaction.
  • Acknowledge patrons promptly and offer a friendly greeting.
  • Focus attention on patrons, using welcoming body language and clear communication.

Engagement

  • Encourage patrons to ask questions freely.
  • Listen actively and clarify patrons’ information needs.
  • Use open and closed questions to refine and understand inquiries.
  • Maintain communication and show interest throughout the interaction.

Searching

  • Ask about patrons’ previous search strategies.
  • Invite patrons to contribute ideas during the search process.
  • Offer options for patrons to perform searches themselves or observe the search process.
  • Share search results and explain choices made during the search.

Evaluation

  • Help patrons determine the appropriateness of information.
  • Use evaluation criteria like accuracy, authority, and relevance.
  • Work with patrons to review and refine search results.
  • Ensure information is in an appropriate format and literacy level.

Closure

  • Confirm that patrons’ information needs have been met.
  • Encourage further questions and provide contact options.
  • Refer patrons to additional resources if needed.
  • Manage expectations about service limitations and explain next steps.

Being a Team Member

Essential Teamwork Skills for Library Employees

1. Embrace Team Collaboration

  • Share the Load: Understand that working together creates better outcomes. Share tasks, knowledge, and responsibilities to achieve common goals more effectively.

2. Foster Common Goals

  • Unified Vision: Keep the library’s mission in focus and align your efforts with the team’s objectives to drive collective success.

3. Practice Deep Listening

  • Hear and Understand: Engage fully in conversations, showing empathy and understanding. This builds stronger relationships and better service experiences.

4. Nurture Colleagues’ Strengths

  • Build Each Other Up: Encourage and support the talents and skills of your team members. Help them shine, and the team will benefit as a whole.

5. Maintain Positivity

  • Positive Vibes: Cultivate an uplifting and encouraging work environment. Treat everyone with respect and create a space where positivity thrives.

6. Adapt Your Role

  • Flexible Leadership: Know when to lead and when to follow. Effective teams need both strong leaders and supportive members.

7. Act with Integrity

  • Honest Actions: Approach your work with honesty and transparency. Build trust by being reliable and ethical in all your interactions.

8. Share Your Expertise

  • Freely Educate: Offer your knowledge and skills to help others without expecting anything in return. This builds a culture of trust and mutual support.

9. Volunteer for Challenging Tasks

  • Step Up: Take on the tough or less desirable tasks. Demonstrating your willingness to help strengthens team morale and shows commitment.

10. Cultivate a Supportive Environment

  • Encourage and Uplift: Promote a culture where everyone feels supported. Celebrate successes and offer help during challenges.

11. Adapt to Diverse Work Styles

  • Flexible Approach: Recognize and respect the different work styles of your colleagues. Adapt your approach to enhance collaboration and productivity.

12. Seek and Offer Constructive Feedback

  • Mutual Growth: Regularly ask for and provide constructive feedback. Use it to grow personally and help improve team dynamics.

13. Build Genuine Connections

  • Know Your Team: Show interest in your colleagues’ lives and interests. Building genuine connections fosters a supportive and cohesive team environment.

14. Focus on Solutions

  • Constructive Problem-Solving: Address challenges positively and constructively. Avoid blame and focus on finding effective solutions.

15. Celebrate Team Achievements

  • Acknowledge Success: Regularly celebrate the team’s accomplishments, both big and small. Recognizing success boosts morale and motivates everyone to continue performing well.

By embodying these teamwork skills, you will contribute to a more effective, harmonious, and enjoyable library environment, benefiting both your colleagues and the patrons you serve.

General Circulation Desk Guide

Step-by-Step Guide for Working the Circulation Desk at a Library

1. Start of Shift

  • Log In: Sign into the library’s circulation system and any necessary computer systems.
  • Check Supplies: Ensure you have enough supplies like date stamps, barcode scanners, pens, and library cards.

2. Greeting Patrons

  • Be Approachable: Greet patrons with a smile and a welcoming attitude.
  • Ask How You Can Help: Politely ask, “How may I assist you today?”

3. Checking Out Items

  • Scan Patron’s Library Card: Ask for the patron’s library card and scan it.
  • Scan Items: Scan the barcodes of the items the patron is borrowing.
  • Confirm Due Dates: Inform the patron of the due dates for each item.
  • Complete Transaction: Print and provide a receipt if necessary, and return the library card to the patron with the borrowed items.

4. Checking In Items

  • Receive Items: Accept returned items from patrons.
  • Inspect Items: Check for any visible damage or missing parts.
  • Scan Items: Scan the barcodes to check the items back into the system.
  • Shelve Items: Place returned items on the designated cart for reshelving.

5. Renewing Items

  • Scan Patron’s Library Card: Access the patron’s account.
  • Select Items for Renewal: Identify the items the patron wishes to renew.
  • Confirm Renewals: Check for any restrictions on renewals and confirm the new due dates with the patron.
  • Update the System: Process the renewal in the library’s circulation system.

6. Handling Fines and Fees

  • Access Patron Account: Look up the patron’s account to identify any outstanding fines.
  • Explain Charges: Inform the patron of any overdue fines or replacement fees.
  • Process Payment: Accept payment via the library’s accepted methods (cash, card, online payment, etc.).
  • Issue Receipt: Provide a receipt for the payment if requested.

7. Reserving and Holding Items

  • Place Holds: Assist patrons in placing holds on items that are currently checked out.
  • Notify Patrons: Inform patrons when their reserved items are available for pickup.
  • Manage Holds Shelf: Keep the holds shelf organized and ensure items are labeled correctly.

8. Answering Inquiries

  • General Questions: Assist with basic questions about library services, locations, and hours.
  • Catalog Searches: Help patrons search for items in the library catalog.
  • Refer to Librarians: Direct more complex inquiries to reference librarians or appropriate staff.

9. End of Shift

  • Log Out: Sign out of the circulation system and any other software.
  • Organize Desk: Ensure the circulation desk is tidy and restocked for the next shift.
  • Report Issues: Communicate any unresolved issues or important information to the incoming staff.

10. General Tips

  • Be Courteous and Professional: Always maintain a polite and professional demeanor.
  • Maintain Confidentiality: Respect patrons’ privacy and confidentiality.
  • Stay Informed: Keep up-to-date with library policies, procedures, and new services.

By following these steps, you can ensure efficient and courteous service at the library circulation desk.

Understanding Call Numbers: Library of Congress Classification System

Understanding Call Numbers: A Simple Guide for Library Employees

Call numbers are unique identifiers assigned to each book in the library, helping us locate and organize items on the shelves. Here’s a breakdown of their parts using an example:

Example Call Number: QA76.73 .J38 2011

1. Classification Number (QA76.73)

  • “QA”: This part of the call number represents the subject area. In this example, “QA” stands for Mathematics.
  • “76.73”: These numbers further specify the topic within the subject area. Here, it refers to a subcategory within Mathematics, specifically related to computer programming.

2. Cutter Number (.J38)

  • This combination of a letter and numbers represents the author’s last name or the title of the work.
  • “.J38”: This is derived from the author’s last name. For instance, if the author’s last name is Johnson, the Cutter number might be “J38.”

3. Year of Publication (2011)

  • This part indicates the year the book was published. In this case, the book was published in 2011.

Putting It All Together

Each part of the call number helps in identifying and locating the book in the library. Here’s how you read the call number:

  • QA76.73: Go to the Mathematics section and find the subcategory related to computer programming.
  • .J38: Look for the books by authors whose last names start with “J.”
  • 2011: Find the specific book published in 2011.

By understanding these parts, you can efficiently shelve and find books, ensuring that our library remains organized and accessible to patrons.

Understanding Call Numbers: Dewey Decimal System

Understanding Dewey Decimal Call Numbers: A Simple Guide for Library Employees

Dewey Decimal Classification (DDC) is a system used by libraries to organize books by subject, making it easier to locate and return them to the shelves. Here’s a breakdown of how to read and understand Dewey Decimal call numbers using an example:

Example Call Number: 641.5 GRE 2010

  1. Dewey Decimal Number (641.5)
  • “641”: This number represents the main class and subclass of the book. In this case, “641” refers to Food & Drink.
  • “.5”: This decimal number further specifies the topic within the subclass. Here, it refers to Cooking.
  1. Cutter Number (GRE)
  • “GRE”: This part of the call number represents the author’s last name or the title of the work. In this case, “GRE” could be derived from the author’s last name, such as “Green.”
  1. Year of Publication (2010)
  • “2010”: This indicates the year the book was published. Here, the book was published in 2010.

Putting It All Together

Each part of the call number helps in identifying and locating the book in the library. Here’s how you read the call number:

641.5: Go to the Food & Drink section and look for the subcategory related to Cooking.

GRE: Look for books by authors whose last names start with “GRE,” such as “Green.”

2010: Find the specific book published in 2010.

By understanding these parts, you can efficiently shelve and find books, ensuring that our library remains organized and accessible to patrons.

Additional Tips:

  • Decimal Numbers: When organizing books within the same main class, remember that Dewey numbers are treated as whole numbers before the decimal point and as decimal numbers after the point. For example, 641.5 comes before 641.57.
  • Cutter Numbers: Cutter numbers are arranged alphabetically and then numerically. For instance, “GRE” would come before “GRI.”
  • Consistency: Always double-check the entire call number, including the year of publication, to ensure the book is placed in its exact location.

By mastering the Dewey Decimal system, you can help patrons find the resources they need quickly and keep the library in perfect order.

Shiyali Ramamrita Ranganathan’s Five Laws of Library Service:

  1. Books are for use.
  2. Every person his or her book.
  3. Every book its reader.
  4. Save the time of the reader.
  5. A library is a growing organism.

Source: https://en.wikipedia.org/wiki/Five_laws_of_library_science

Libraries are a growing organism, though now we provide more services and materials than ever to our patrons. A library is an ecosystem and each department, employee, and item is a part of that bustling scaffold of librarianship. Like any ecosystem, there are complexities that even Darwin would scratch his head at. That is why communication, adhering to best practices for libraries, and to never be afraid to ask questions is important for our success.