November 19, 2020
AU Libraries Procedures Cheat Sheet
Supplies
Submit supply requests to AU Libraries’ Administrative Assistant.
o Scholes supplies are stored in the Mailroom (Room 125) for staff access.
o Herrick supplies are stored in the Staff Room (Room 024) for staff access.
Key Requests
All Key Request/Authorization Forms will be submitted to AU Libraries’ Administrative Assistant for completion and submission to appropriate locksmith.
Herrick student worker keys are tracked and distributed to student openers by Public Services.
Scholes student worker keys require a key authorization form and deposit and
distributed through NYSCC physical plant per College of Ceramics policy. Public Services track current key holders and contribute to the collection of keys.
Work Orders
All Work Order requests (Herrick and Scholes) will be submitted to AU Libraries’
Administrative Assistant. The staff member requesting the work order will be the contact person for maintenance personnel and will be forwarded a copy of the work order outlining the details.
o Specific to Scholes-Request for replacement of light bulb/florescent tube does not require a work order. This request will be made to our own in-house custodian.
Deaccession or Relocation of Electronic Equipment
Consult with the Systems Team prior to removing electronic equipment that is no longer needed. The Systems Team will consult on viability of the equipment in another area vs.
disposal.
Please do not relocate electronic equipment, even with in the libraries, such as office computers, student computers, ScannX machines or printers without consulting the Systems Team as internal inventories with current locations are maintained.
Electronic equipment that is broken or no longer viable should be properly disposed of via the University electronic recycling program. Environmental Health and Safety conducts electronic recycling pickup at least once a year, typically in the spring or early summer. The date is announced in the Alfred Today. Items awaiting recycling must be
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stored until pick up. Please use the red labels available in the mail room to designate items for electronic recycling.
Deaccession or Relocation of Furniture
Any furniture in your office on department for which you are responsible for that is no longer needed should first be offered to other staff in the same library building. If the furniture is not needed by anyone else “in house” please follow the subsequent building specific steps.
Herrick-Items usable in other areas can be offered around campus via Alfred Today.
Follow the work order procedure for removal and disposal of items to be disposed that are too large for the parking lot trash cans.
Scholes-Items that are worth keeping can be stored in the Scholes basement or other designated locations as space allows and so long as they do not create a fire hazard through obstruction of pathways. Please consult with the Library Director prior to storing items large items in the basement or eaves.
o Scholes items that are no longer needed in the building should be checked for NYSCC inventory control stickers.
o Consult with the Library Director prior to removing items on inventory. Items must be removed from the NYSCC inventory by the Principles Store Clerk prior to being used in another location on campus or being disposed of.
One Cards
Purchase requests requiring a credit card will be submitted to the AU Libraries’
Administrative Assistant for Dean/Director approval.
The AU Libraries’ Administrative Assistant will reconcile One Card accounts.
o Exception: Serials & Acquisitions Technical Assistant for Scholes and the Technical Processes Manager for Herrick will upload their receipts and review their own One Cards due to the volume and complexity of library material
purchases. The AU Libraries’ Administrative Assistant will download receipts and approve these purchases when reconciling One Card Statements.
NOTE: If tax is accidentally charged on anything that’s not supposed to have it, it will be the duty of the purchaser to take care of having the tax removed or pay the tax to the Business Office.
Invoices
The AU Libraries’ Administrative Assistant will process and code Herrick and Scholes invoices/payments.
o Forward copies of all invoices to AU Libraries’ Administrative Assistant.
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Databases and other one time or less frequent payments will be processed through the AU Libraries Administrative Assistant.
Lost book charges/fines will be processed through the Public Service Coordinators in each library, in collaboration with the Administrative Assistant.
Technical Support Public equipment
First point of contact should be a member of the AU Libraries’ Public Services Team.
When the Public Services Team can’t resolve the issue, they should refer it to the Systems Team who will advise on opening a ticket with the ITS Helpdesk.
If a problem is urgent and the members of the Systems Team aren’t available, feel free to go directly to ITS.
Office equipment
Contact the ITS Helpdesk ([email protected]) for problems with ITS-issued
computers, problems connecting to the AU network, and general software questions (examples: Outlook, other Microsoft Office software).
Contact the Systems Team for library-specific software/system problems (examples:
ALMA, the library websites, ILLiad).
Phones
Contact the AU Libraries’ Administrative Assistant, who will communicate with ITS.
NOTE: If you’re unsure about where to direct your request, always feel free to ask the Systems Team for guidance.
Travel & Professional Development
TRAVEL HAS BEEN SUSPENDED UNTIL FURTHER NOTICE DUE TO COVID
New travel protocol is still being developed and will be determined Post-COVID by Procurement.
The Dean of Libraries will authorize travel/professional development for staff and librarians.
o Anyone wishing to attend a conference or workshop should first consult with their supervisor, then send the details and a list of estimated costs to the Dean.
o The Travel Authorization Form will be prepared by the AU Libraries’
Administrative Assistant and presented to the appropriate staff for signatures.
▪ The Provost will approve travel for the Dean of Libraries.
Contact Info for AU Libraries’ Dean/Director
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The Dean & Director’s office and cell phone numbers are listed in the directory regularly updated and distributed by the AU Libraries’ Administrative Assistant. In addition, the Administrative Assistant can be contacted at (607) 871-2494. They will have full access to the individual calendars of the Dean and Director and will be able to transfer calls to them or advise on their availability.
Meetings Schedules (specific times to be determined and posted on Outlook Calendars)
All Staff Meetings: 2nd Thursday of each month
Librarians: 1st and 3rd Wednesday of each month