LIBRARY COMMITTEE - Procedures

Librarian Procedures Shortcuts
General Member use Librarian Duties
New Studio members
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  1. General

    2. The Studio Library lends books, magazines, and DVDs to members. (All library items are referred to in this procedure as ‘books’.) This procedure describes how the library is to be used by members and how the Studio Librarian supports that activity.

  2. Member use of the Library
    1. Check Out
      1. The following information is recorded in the Check-Out Book. This is a notebook that is located on the library shelf marked Library Check Out Book.
        1. Book Number (for example PT-01 – pottery)
        2. Title
        3. Your GVR number and printed name
        4. Current date
    2. Returns
      1. Books to be returned should be placed on the shelf marked Return. They should not be returned to the library shelves or marked as returned in the Check-Out Book.
    3. Items that were used in the Studio but not checked out.
      1. These books should be placed on the shelf marked Donations.
    4. Donations: Members are welcome to donate materials to the library. These items may be kept if deemed beneficial to the library.
      1. These books should be placed on the shelf marked Donations.
    5. Magazines and other items with no Library Item Number.
      1. Library items with no Library Item Number must be used in the Studio. Pages should not be cut or removed.
  3. Librarian Duties
    1. Below are the Librarian duties and reports that are used to support those duties. The Library Admin Program resides on the Staff Computer. It is used to track member lending and ensure the physical library is in good working order.
      1. Weekly or Bi-Weekly Tasks:
        1. Loan activity from the Sign-Out Book is recorded into the Library Admin program and returned to the shelves.
        2. Donated books are added into the catalog of the Library Admin Program and the physical library.
        3. The physical library is organized so that books are in the correct category and in the correct order within each category. The Librarian checks that order has been maintained on a regular basis.
      2. Monthly Tasks:
        1. The Checked-Out Items Report is run monthly. It helps to locate missing books which have not been checked out and are not present in the physical library. Missing books are noted but are not removed immediately from the catalog as they are occasionally returned to the library.
        2. The Overdue Items Report is run monthly. Members are contacted when a book has been checked out for an extended period of time.
      3. Quarterly Tasks
        1. The Export Catalog Report is run quarterly: This report is used to take a physical inventory of library books by comparing the catalog to the physical library. If mistakes are found in the catalog, they are corrected at this time - this can include removing books from the catalog and correcting invalid catalog entries.
    2. Additional information
      1. Detailed procedures for the Librarian are available in the Library Procedures and Reports notebook.
  4. New Studio members
    1. The New Members Report is run when new members join the Studio. Member information is imported into the Library Admin program via a link to the Studio’s Membership List.

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Librarian Procedures 11-5-23.docx

updated:1/4/2024 - jdo