October 2005

Elton S. Karrmann Library
University of Wisconsin-Platteville
Platteville, Wisconsin 53818-3099

FOREWORD

This manual is designed to serve the following purposes:

1. To acquaint new personnel with library policies, procedures, and general information.
2. To keep current personnel informed of changes in library policies and procedures.

Reasonable attempts are made to continually update this manual, but due to the constantly changing nature of personnel policies it may be necessary to contact the Library Administrative Office and/or other appropriate offices for the latest policies. The manual will be updated as soon as possible after a change is made, and updates should be inserted to keep the manual current.

Suggestions for improvement of the manual are always welcome. The Karrmann Library Personnel Manual is revised by Joan Ehlen, Administrative Assistant, and John Krogman, Library Director.

A. LIBRARY HOURS

B. GENERAL INFORMATION ON SERVICES

C. LIBRARY OFFICE TELEPHONE NUMBERS

PERSONNEL HOURS

A. CLASSIFIED EMPLOYEE OFFICE HOURS

Library office hours are 7:45 a.m.-4:15 p.m. during the regular session, and 7:30 a.m.-4:00 p.m. during the summer. Employees may select a 30 minute, 45 minute or one hour lunch break and adjust ending time accordingly. Offices will close at 4:15 p.m. (4:00 in summer), even though some employees will be in offices beyond this time. Lunch periods should be staggered, if two or more employees work in the office area, in order to keep the office open during the noon hour. Some employees may select a flextime working schedule, see below.

Classified personnel generally are not scheduled to work weekends or evenings. However, if because of an emergency situation and/or an exceptional circumstance a Supervisor feels it will be necessary for a classified employee to work beyond an eight-hour day, approval must be received from the Library Director before the classified employee is allowed to work the additional hours. If approved, compensatory time must be taken during the same week. Under no circumstances are classified personnel allowed to work more than 40 hours per week without being paid for the hours worked at the time and one-half rate. Required overtime work must be approved by the appointing authority (Chancellor or designated representative, such as the Human Resources Director).

B. REST PERIODS

A morning and afternoon rest period may be taken in the staff lounge, Pioneer Student Center, or elsewhere, including off-campus, providing the maximum time gone is not over fifteen minutes. Arrangements should be made in each department so that the office is not left unattended. Rest periods may not be postponed or accumulated. If an employee does not receive a rest period because of operational requirements, such rest period may not be taken during a subsequent work period.

C. UNIVERSITY FLEXTIME POLICY

D. NOTIFYING AND REPORTING ABSENCES

It is the responsibility of each staff member to report all absences as soon as possible according to the following procedures.

Classified and Limited Term Employees

1. Emergency Absences (unanticipated)
   1. Employee notifies department supervisor immediately.
   2. Department supervisor makes provisions for immediate duties of absent employee.
2. Anticipated Absences
   1. Classified staff requests for absences should be made with immediate departmental supervisors. The employee should consider assigned responsibilities and the departmental work load in requesting absences.
   2. All absences for vacation, sick leave, and flextime are to be reflected on the Classified Bi-Weekly Time Report.

Librarians

1. Emergency Absences (unanticipated)
   1. Notify your department as soon as possible, and notify or ask your staff to notify the Administrative Office and the Reference Department of your absence immediately.
   2. If you are scheduled at the Reference Desk and are unable to obtain a substitute, indicate this to the Reference Department so they can find a Desk substitute.
   3. Reference desk substitutes will be posted at the Reference Desk.
   4. Notify the Administrative Office of your absence by e-mail immediately upon return to work.
   5. Also refer to "Sick Leave Policy" for librarians in this manual for additional information on sick leave.
2. Anticipated Absences and Reference Desk Changes
   1. If the duration of the absence is known, notify your department and send an e-mail message to the Administrative Department.
   2. If the duration of the absence is unknown before you leave, notify your department and the Administrative Office of the pending absence, and send e-mail immediately upon your return.
   3. Use e-mail notification method for Reference Desk exchanges, being sure copies are sent to the Reference Department, staff members involved in the exchange, and the Administrative Office.
3. Professional Activities and Commitments
   1. Librarians who are involved in professional activities or attend professional committee meetings, conferences, and workshops are to notify the Library Administrative Office by e-mail.
   2. Professional absences must be approved by the Library Director.
   3. Also refer to section on professional absences in the reference department policies located in the reference manual, pertaining to Reference Desk Staffing and in the University Staff Handbook.
4. Procedures for Library Attendance Records -- the following procedures are to be used by librarians requesting vacation, anticipated sick leave, attendance at conferences and/or meetings, floating holidays and personal leave.
   1. An e-mail message will be sent to the Library Director (with a copy to the Administrative Assistant) for approval for all requests for the above leave.
   2. At the beginning of each month, the Personnel Office will send the Librarians their "Leave Report". The Librarian will fill out and sign the monthly "Leave Report" and send it to the Administrative Office for library director's signature.

PERSONNEL BENEFITS AND REGULATIONS

A. VACATION, PERSONAL HOLIDAYS, LEGAL HOLIDAYS, SICK LEAVE, ETC.

1. Classified Staff
2. Librarians
3. Worker's Compensation
4. Termination of Employment
5. Inclement Weather Policy, UW-Platteville
6. Additional Information

   For additional information concerning the above items, refer to the Union Contract, the Faculty Handbook, or contact the Library Administrative Office.

B. OTHER BENEFITS FOR STAFF MEMBERS

1. Insurance
2. Each permanent staff member is given an identification card, called a Pioneer Passport card by the University. This card is issued in the Pioneer Passport Office, Room 2203 Pioneer Student Center. University identification cards can be used to check out materials from the library and for general admission to some campus activities. Lost or stolen ID cards must be reported immediately to the Pioneer Passport Office during office hours or Campus Police after hours. There is a replacement charge for lost, stolen, or damaged cards.
3. Pioneer Passport Funds may be added to the University ID card to purchase food and other items on campus. This is a declining balance system, where one deposits money in a Pioneer Points account from which money is subtracted as purchases are made. You may add funds by making either payments (ten dollars minimum) at the Pioneer Passport Office in the Pioneer Student Center, or you may sign a request at the Pioneer Passport Office to have a set amount withheld from your payroll check each pay period and deposited in your Pioneer account. In the latter case, your Pioneer Passport becomes active after the funds have been deducted from your next payroll check. Persons using the Pioneer Passport do not pay sales tax on food items. Please call the Pioneer Passport Office, 342-1449, for further details.
4. Fee/Tuition Reimbursement Program

C. UNIVERSITY JOB SHARING POLICIES

D. WHISTLEBLOWER LAW

E. KEYS

Every member of the university faculty and staff will be issued keys to the areas necessary for them to perform their assigned duties. Assignment of keys will be based on that sole premise.

Keys to library offices will be authorized for issue by the Library Director (it is not necessary for him/her to authorize issuance of furniture and equipment keys). The Library Director's Administrative Assistant is the Library Key Coordinator and maintains the records, and issues the keys for the library after authorization has been received. Unauthorized production of a university key is strictly prohibited and punishable by law.

Lost or stolen keys must be reported immediately to the Library Administrative Office. Employee will be billed $10.00 for each key lost or stolen. A request for a lock change will be necessary to maintain security of the building.

Keys must be returned to the Library Administrative Office whenever a change occurs in the assignment of a staff member's office or work area, and the key is no longer needed.

Upon employee's resignation, keys must be returned to the Library Key Coordinator by a specific date. Upon receipt of the keys, the Library Key Coordinator will notify the Director of Physical Plant, who will clear employee's key record. If employee fails to return the keys, employee will be billed $10.00 for each key not returned.

F. CLASSIFIED BIWEEKLY TIME REPORTS

G. PAYROLL CHECKS

Classified and limited term employees are paid biweekly, on the second Thursday of the pay period. Librarians are paid on the first day of every month. If the first day falls on a weekend, payroll checks are issued on Monday. Payroll checks for classified and limited term employees are not received by new employees until the end of the second pay period. New faculty employed for a full academic year receive nine equal installments beginning October 1. New faculty employed for one semester receive four and one-half installments. The first installment is a half check received at beginning of second month. Payroll checks are direct deposited or can be picked up in payroll.

H. UNIVERSITY VEHICLES AND TRAVEL EXPENSE

I. WORK RULES FOR CLASSIFIED EMPLOYEES

J. UWP POLICY AND PROCEDURES REGARDING DISCRIMINATION AND HARASSMENT

K. PARKING REGULATIONS AND PERMITS

L. LIBRARY DRUGS AND ALCOHOL POLICY

M. REPORT OF OUTSIDE ACTIVITIES & INTEREST

Please see the following link for information regarding the required reporting of outside activities and interests: http://www.uwplatt.edu/university/forms/

1. Faculty and Academic Staff Report on Outside Activities and Interests, Letter from the Chancellor (.pdf)
2. Code of Ethics (.pdf)
3. Outside Activities Guide (.pdf)
4. Outside Activities Form (.pdf) - This is the form that MUST be completed.

N. POLITICAL ACTIVITY

O. INDIVIDUAL PERSONNEL FILES

The Library Administrative Office keeps an "unofficial" individual file on all employees. The files include:

1. Application form, personal data sheet, correspondence, and any other pertinent information.
2. Job description.
3. Probationary evaluation report.

Personnel files are kept indefinitely and the evaluations are only used by the person making the evaluation for future reference and/or requests for recommendations from prospective employers, credit firms, etc. The "official" file is kept in the University Personnel Office. Employees may wish to examine their files to insure they are current.

P. SUGGESTIONS AND GRIEVANCES

Any questions or suggestions in regard to library policy, working conditions, or other employment problems, should be discussed with your immediate supervisor. If, after conferring with your supervisor, the problem is still unresolved, feel free to discuss it with the Library Director. If you have any suggestions for improvements, please let us hear your recommendations. Your point of view is essential to providing better services.

SAFETY AND EMERGENCY

A. LIBRARY SAFETY AND EMERGENCY PROCEDURES

The following information was taken from the Library Safety and Emergency Manual and Disaster Plan. Refer to that Manual for complete and current procedures.

The Library Director is the safety coordinator for the library. The Director's Administrative Assistant is responsible for updating and keeping current the policies and procedures in the Library Safety and Emergency Manual. Please report all safety hazards and accidents to the Library Administrative Office.

The Library Safety and Emergency Manual is available at the Reference Desk, in IML, and in the Library Administrative Office. The Manual is a guide for procedures to be followed in case of possible danger to the safety of staff and patrons, and indicates actions to be taken when accidents occur. Staff in Circulation/Reserves, Periodicals/Interlibrary Loan, and personnel assigned to public desk areas should review these procedures and know what to do if the occasion presents itself.

The University has an emergency communications system for officially notifying buildings of situations which could be life threatening. Official warnings are made through the emergency communications system, via a Public Address System.

B. DEFINITIONS USED FOR TORNADO WARNINGS AND/OR OTHER EMERGENCY CONDITIONS

The National Weather Service terms used for tornadoes are:

1. Tornado--A spinning, funnel-shaped cloud extending toward the ground from the base of a thundercloud. It sounds like the roar of hundreds of airplanes.
2. Tornado Watch--Conditions are such that a tornado could develop.
3. Tornado Warning--A funnel has been sighted or indicated by radar or spotters in your area. Warnings are usually accompanied by the speed and direction of travel of the funnel.
4. Local Sirens--Sirens used by the City of Platteville are tested at noon on the first Wednesday of the month and are as follows:
   1. Tornado or Local Disaster --This is a steady sound(---------), lasting three to five minutes, which is sounded when a tornado has been sighted in the area or potentially damaging winds may occur during severe weather. Persons should seek cover immediately.
   2. Fire Alarm--A two-tone up and down sound (/\/\/\/\/\/\).
   3. Enemy Air Attack--The slow wail sound indicates an enemy air attack. This siren will be heard only when the county is under attack. Persons should seek cover immediately.

C. EMERGENCY OPERATIONS CENTER

The lowest level of the Karrmann Library is one of the shelter areas to be used for emergency or disaster conditions on the UW-Platteville campus. The headquarters for the Library Emergency Operations Center/Shelter is the room B-6.

D. FIRE PROCEDURES

Fire alarms in the library building are set off in two ways:

1. Pulling the alarm at the various fire alarm stations throughout the building.
2. Automatically by the smoke or heat detectors located in the ceilings.

If you are aware of a fire and the alarm has not been sounded, go to the nearest fire alarm station and pull the alarm. If your personal safety is not threatened, immediately call the Library Administrative Office, 1688 (during normal working hours), or the Reference Desk, 1668 (during evening and weekend hours), and give location of fire. While the campus police are automatically notified of the alarm, it is important to call them (1584) and the fire department (9-911).

An announcement will be made on the Automated Fire Alarm System advising all patrons to leave the building (either by way of the main entrance, if access for all patrons is clear, or through the nearest fire exit, if access is not clear through the main entrance).

Staff members and/or student assistants scheduled at the public service desks on each floor are to see that all patrons vacate the floors as follows:

1. Circulation/Reserve Department--Clear Main and Third Floors.
2. Periodicals/Interlibrary Loan Desk--Clear First and Lowest Floors.

Close doors to prevent spread of fire if time permits. DO NOT try to fight a fire LARGER than one in a WASTEBASKET unless you have had SPECIAL TRAINING.

E. REPORTING EMERGENCIES AND ACCIDENTS

For reporting a fire alarm reset, rest room malfunction, water leakage, power failure, minor accident, disturbance, locking and unlocking doors, etc. during normal day time hours (7:45 a.m.-4:15 p.m. or 7:30 a.m.-4:00 p.m. during summer hours), notify the Library Administrative Office. In an extreme emergency, call Campus Police (1584) or (9-11) immediately.

During evening hours (after 4:15 p.m. or 4:00 p.m. in summer) and weekends, the staff member in charge of the library should call Campus Police, 1584. Be sure to state nature of problem so the Police will know how to address the problem or who to contact. If Campus Police are not available, the Platteville Police Department will answer the call and notify Campus Police.

All accidents of patrons or staff members must be reported immediately to the Library Administrative Office. During the evening hours and on weekends, the librarian-on-duty or library student supervisor should be notified or called to the scene of the accident. The Library Administrative Office should be notified as soon as possible.

The Employee Accident Report--Workers' Compensation AR-01 and Supervisor Accident Report--Workers' Compensation AR-01 (available in the back of the Library Safety and Emergency Manual at the Reference Desk, and in the Library Administrative Office) must be filled out in duplicate for ALL ACCIDENTS to students, faculty, patrons, and staff within 24 hours after accident occurs. Workers' compensation cannot be collected in case of subsequent disability if this form is not on file in the University Payroll Office.

F. FIRST AID SUPPLIES

Limited first aid supplies are available at the Circulation Desk and in the Periodicals/Interlibrary Loan Department, Room 118, first drawer to the right of the sink.

G. ELEVATORS - in case of emergency

Staff members are advised not to use the elevator when the building is closed--due to the remote possibility the elevator may become stuck. If the elevator malfunctions, follow the procedures listed below. These procedures are also on the wall inside the elevator.

1. Remain calm, do not panic. You are in no danger.
2. Pick up the telephone receiver located in the telephone cabinet. No dialing is necessary, and you will immediately be in contact with the Platteville Police Department. Tell the dispatcher your name and the building you are in.

   You are in "KARRMANN LIBRARY."

3. After dialing the Police Department, push the button on the control panel labeled "Emergency Bell."
4. Remain calm and await the arrival of university staff. They will instruct you about what to do.

Refer to the Library Safety and Emergency Manual for more detailed procedures on tornadoes, fires, and emergency situations.

LIBRARY PROCEDURES AND SERVICES

A. REPAIRS, EQUIPMENT, FURNITURE AND SIGNS

1. Building and Equipment Repairs

   Emergency building repairs should be reported immediately to the Library Administrative Office during regular hours, Monday through Friday. At other times, notify the librarian or student library supervisor on duty. Damaged or malfunctioning equipment should also be reported to the Library Administrative Office.

2. Equipment and Furniture

   Employees are to consult with their supervisor concerning the purchase and location of furniture and equipment in their department. The Supervisor will then consult with the Library Director who coordinates the ordering, receiving, and distribution of supplies and equipment.

3. Signs

   All requests for permanent and temporary signs should be submitted to the Library Administrative Office for approval.

4. Supplies

   The Library Acquisitions Department is responsible for ordering and maintaining a stock of various types of materials needed for office and departmental routines.

B. MAIL DELIVERY PROCEDURES

1. The Library Shipping Department receives mail once a day. The mail is delivered around 2:00 p.m.
2. Immediately after the mail arrives, the Shipping Department staff sorts the items as follows:
   1. Newspapers, magazines and ILL are placed on a book truck and taken to Periodicals Department. NOTE: It is important that Periodicals receives this material as soon as possible so the newspapers can be shelved and periodicals and ILL material checked in.
   2. Packages containing print and non print material for Acquisitions are set aside to be opened later.
   3. Supplies and equipment items are set aside to be opened and checked in later.
   4. The remainder of the mail (including intercampus mail) is placed in the appropriate mail boxes in the Shipping Department.
3. After all the mail has been sorted, the Shipping Department staff distributes the mail to each library department.
4. The Acquisitions/Shipping Department staff is responsible for distributing the mail.
5. If the newspapers, periodicals and ILL material are not delivered to Periodicals by 11:00 a.m., the Periodicals Department should contact Acquisitions to inquire when the material will be available.

C. BULK MAIL SERVICE

D. ILL FAX POLICY

The FAX machine located in the corridor outside the ILL office is used to provide ILL services and professional staff services only. The FAX number is (608) 342-1645.

1. Interlibrary Loan

   Interlibrary Loan will FAX from library to library only. (Up to 20 pages per request.) There is no evening or weekend service.

2. Professional purpose

   The Interlibrary Loan Assistant will instruct permanent staff members (not students) on how to send FAX materials. Staff members sending the information will be responsible for filling out the the FAX form and the FAX LOG. The ILL department will notify the sender when the transmission did not transmit. Materials faxed to Karrmann Library staff members will be delivered to their offices.

3. Reference (Reference Librarian Only)
   1. Request from other libraries: If a librarian from another library is calling for specific verified material, they should submit this request to the ILL Department by mail, OCLC, or FAX. Generally FAX responses to Reference Questions are discouraged. However, if this is the method the Reference Librarian wants to use (and it is not for specific verified material), copy the material, fill out a ILL request card, place a "green" stripe across the top of the card, and give all the material with the card to the ILL Assistant for faxing. Generally 15 to 20 pages is maximum and copyright on some material must be considered.
   2. Request from individuals: The policy is not to fax directly to individuals; however, at the discretion of the librarian in charge, exceptions can be made. These requests will not be handled by the ILL Department.
4. Extended Degree

   Extended degree students must contact the Interlibrary Loan Assistant or the Periodicals/Interlibrary Loan Librarian. They are responsible for determining if materials will be faxed for these individuals.

TELEFACSIMILE TRANSMISSION FORMS, FAX LOG, an operating USER's GUIDE and a BASIC TRANSMISSION PROCEDURE CHART are located by the FAX machine if you should need assistance and the ILL staff is not available.

E. DUPLICATING SERVICES

F. PROCEDURES AND RESPONSIBILITIES FOR STUDENT SUPERVISORS

The library policy is that either a librarian, a student supervisor or another staff member qualified for and trained in library safety, emergency procedures and opening and closing procedures must be on duty when the library is open.

A library student supervisor is assigned during low use periods, in place of a librarian, by the Director to be in charge of the library. All student assistants scheduled to work throughout the library during these periods are responsible to the student supervisor who in turn is responsible to the Director.

These low use periods are during the dinner hour, late evening hours, Friday evenings, Saturdays, and Summer Session evenings.

General Duties and Responsibilities

1. The student supervisor is the person in charge of the Library. If faced with any uncomfortable, difficult or emergency situation, he/she should not hesitate to contact the Campus/Platteville Police at 9-911.
2. While staffing the Reference Desk, you are asked to follow a few common sense rules of "reference desk etiquette". These include, but are not limited to:
   • Promote an atmosphere of approachability.
   • Arrive at the Reference Desk a few minutes early to receive any special instructions from the librarian going off duty.
   • Limit personal discussions with peers while at the Reference Desk.
   • Limit personal calls on the Reference line.
   • Notify the Circulation Staff when you need to be absent from the Reference Desk.
   • Avoid eating at the Reference Desk.
   • Keep the Reference Desk clean and orderly.
   • Remain in the building at all times.
3. Make sure the following public desks are staffed: Circulation/Reserves, IML (call 1757), Periodicals/Interlibrary Loan and Wisconsin Room (call 1719-open Tuesday evenings only).
4. Answer only brief directional and general reference questions. Patrons with more specialized reference questions should be requested to return when a librarian is on duty. Reference materials do not circulate.
5. Supervise patron conduct throughout the library. Special attention should be given to the study rooms and lounges. Smoking is prohibited in the library. Notify Campus Police of any problem patron (1584 or 9-911).
6. Keys, which may be needed when the Library Administrative Office is closed, are kept in key cabinet #2 in the office.
7. All emergency exit doors should be checked periodically to make sure they are locked. If found unlocked and unable to lock, notify Campus Police.
8. Periodically familiarize yourself with the procedures outlined in the Safety and Emergency Manual, located on the Reference Desk. This review is useful since in an emergency there may not be enough time to reread the procedure.
9. Make all necessary arrangements for a replacement/substitute when you are unable to work your shift. A "Reference Desk Substitution" request form must be filled out when an exchange is arranged. Forms are available in the Library Administrative Office.
10. Student assistants should leave the building together with the student supervisor after closing the library. Campus Police can be called for an escort if necessary.

Specific Reference Desk Responsibilities

Student supervisors are also responsible for the duties listed below. While performing these jobs it is important to keep an eye on the Reference Desk to be available to assist patrons, answer the telephone, etc. Occasionally, departmental supervisors may provide additional work for student supervisors to do at the Reference Desk, but the Reference Desk responsibilities outlined below take precedence over departmental work.

1. Pick up reference area.
   1. Take all Reference Desk collection titles to Circulation Desk to run through Shelf Function. Then re-shelve. Reference Desk titles are identified by clear yellow plastic over the call number.
   2. Pick up reference titles and place on book trucks at end of reference shelves. If you have time, take to Circulation Desk to run through Shelf Function and re-shelve.
   3. Re-shelve all indexing and abstracting titles, and record statistics.
   4. Straighten index tables and abstract shelves and make sure the volumes are shelved in the correct location and in the correct order.
   5. Collect all periodicals that belong on the periodical floor and give to the Circulation student.
   6. Collect all print and non-print material that does not belong in the reference collection and give them to the Circulation student for checking in, reshelving.
2. Shelve all paper issues of telephone books and record statistics.
3. Straighten up browsing area and re-shelve Current Reading Shelf titles. Any books, etc. that belong in other collections should be given to the Circulation student.
4. Straighten chairs in reference and browsing areas.
5. Straighten newspaper area. Re-shelve newspapers and pick up the area.
6. Power down unused computers.

Students At Public Service Desks

Each public service area is responsible for scheduling and training students for its respective area. Other questions or problems should be referred to the student supervisor or to the appropriate persons in each area.

Emergency Absences

1. If any student assistant is unavoidably absent due to a last minute emergency, attempts should be made by the student supervisor to obtain a qualified substitute. However, for less immediate absences, you are responsible for obtaining your own substitute. Schedules for all desks and lists of student assistants are available at S:\WGroups\Library\Desk Schedules.
2. If a substitute cannot be obtained during an emergency, the following options are suggested:
   1. Close desk if vacancy is at the Periodicals/Interlibrary Loan Desk.
   2. Close room if vacancy is in the Wisconsin Room.
   3. If vacancy is at the main floor Circulation Desk, the student from the first floor Periodicals/Interlibrary Loan Desk will be asked to work in Circulation.
   4. If the Periodicals/Interlibrary Loan Desk is closed
      1. A sign should be placed on the Periodicals/Interlibrary Loan counter referring patrons to the main floor for assistance.
      2. Any time the first floor Periodicals/Interlibrary Loan Desk is left un-staffed, the student supervisor should monitor the first floor and give assistance to patrons if possible.
   5. The student supervisor will have to use his/her own discretion in deciding which student will work at which service desk.
3. In the event the student supervisor is absent due to a last minute emergency, the librarian scheduled at the Reference Desk during the previous hour is responsible for insuring the library is adequately staffed.
   1. Call other student supervisors to find a substitute. The names and telephone numbers of all supervisors are included on the student supervisor schedule at the Reference Desk.
   2. If a student supervisor is absent during the 5:00 p.m.-6:00 p.m. shift due to a last minute emergency, then the librarian will need to stay until 6:00 p.m. The librarian working 6:00 p.m.- 9:00 p.m. may need to obtain a substitute since the 5:00 p.m.-6:00 p.m. student is usually also scheduled from 9:00 p.m.-12:00 midnight.
   3. If no substitute can be located for 9:00 p.m.-12:00 midnight, the librarian should contact: the Library Director to inform him/her of the situation and then e-mail or call the library student personnel coordinator the following business day.
4. If no student supervisor substitute can be located, the librarian will need to stay until closing time.

Breaks

Student supervisors who work a consecutive four-hour period (Saturday shifts and some "special dates" times) may take a fifteen minute break. Ask the Circulation student to cover for you.

Guidelines for Using the Public Address System

The public address system is used to announce the Library's closing and emergencies which involve the safety of library patrons and personnel. It may also be used to assist in locating someone due to a personal emergency, such as a serious family illness or a death in the family.

The microphone is located in the first closet in the Library Administrative Office. Instructions for operating the equipment are located on top of the amplifier.

Air Conditioning

The air conditioning is set to a "saver mode" during breaks when the library is closed (usually weekends). Sometimes it will malfunction and shut off causing it to become extremely hot/stuffy in the library. If this happens, call Campus Police (1584 or 9-11) to report the problem immediately.

Emergencies

1. All emergencies will be directed to the student supervisor.
2. If necessary, the student supervisor should contact Campus Police at 1584 or 9-911. Calls to these numbers are forwarded to the Platteville Police Department outside normal business hours.
3. If necessary, notify the Director, John Krogman at 348-6218 (home) or 778-1296 (cell).
4. Detailed procedures are outlined in the Library Safety and Emergency Manual which is kept at the Reference Desk and on the PA cabinet.

G. OPENING AND CLOSING PROCEDURES

Checklist for Opening the Library

Student Supervisor or Librarian

1. Turn on main floor lights and those controlled by switches in main floor stairwell panel.
2. Turn on third floor lights.
3. Turn on third floor computers at top of stairs.
4. Turn on the public access computers in the reference area.
5. Unlock front doors, including exit door with automatic opener.
6. Check to make sure there are student assistants in Circulation and Periodicals/ILL on duty. If not, open their areas and call the student assistant who is late.
7. Ten (10) minutes after opening, call the IML (1757) to verify that it is open and the student assistant is on duty. If not, call the IML student assistant who is late.
8. Push "answer on/off" button on Reference Desk answering machine so red light is off.

Computer Lab Consultant

1. The B-6 lab may be opened on an overflow basis.

Circulation Student

1. Turn on photocopiers.
2. Complete the opening of the circulation area according to departmental procedures.

Periodicals/ILL Staff

1. Turn off first floor lights.
2. Complete the opening of the first floor according to departmental procedures.

Checklist for Ten Minutes before Closing:

Student Supervisor or Librarian

1. Lock outside doors.
2. Make PA closing announcement. (Posted on the inside door near the PA.)
3. Check lounges, restrooms and study rooms and remind students the library will close in a few minutes. Turn off lights in unoccupied rooms.
4. Check 3rd floor and main floor emergency exits to make sure they are locked.
   1. If any are found unlocked, notify Campus Police of the location of an unlocked door that needs to be locked.
   2. Email or leave a note for the Administrative Office indicating any unlocked doors that needed to be locked.

Computer Lab Consultant

1. Lab consultant reminds patrons in labs 310, main floor, and B-6 (if opened) that the library closes in 10 minutes.

Checklist for Closing the Library:
Note: If it's 30 minutes or less until closing and there are NO patrons in the building, you may proceed with closing time procedures.

Student Supervisor or Librarian

1. Check third floor to make sure everyone has left and turn off all lights (including study rooms, rest rooms, main floor stairwell panel switches, etc.).
2. Check with the Periodicals/ILL student to make sure they have turned off all the lights and everyone has left. The lower level stair doors may be left open.
3. Push "answer on/off" button on Reference Desk answering machine so red light is on.
4. Check main floor and turn off all computers in the reference area and lights in rest rooms.
5. Check Main Floor Computer Lab, Room 310 and B-6 (if opened) to make sure everyone has left. Turn off computers if consultant is not on duty.
6. If any doors which are supposed to be locked are found unlocked, notify Campus Police of the location of the unlocked door that needs to be locked. Also, email or leave a note for the Administrative Office indicating any unlocked doors.
7. After all the patrons have left the library, and the student assistants have checked out, then all of the student assistants leave the building with the student supervisor. Campus Police can be contacted to provide an escort.
8. Make sure all four outside entrance/exit doors are locked when leaving.

Computer Lab Consultant

1. Turn off all computers in labs 310, main floor, and B-6 (if opened).
2. Straighten up computer lab area.

Cirulation Student

1. Complete closing according to departmental procedures.

Periocicals/ILL Staff

1. The Periodicals/ILL student checks to make sure all exit doors, including the west emergency exit door, and faculty/graduate carrel doors are locked.
2. Make sure all lower level hallway doors, including emergency exit doors at each end of the hallway are locked.
3. Notify student supervisor or librarian immediately if any doors are found unlocked.
4. Complete the closing of the first floor and lower level according to departmental procedures.

H. GUIDELINES FOR THE SOCIAL COMMITTEE

Purpose

It is the purpose of the Karrmann Library Social Committee to provide direction and financial assistance for hosting staff retirement or resignation events, to be responsible for the purchase of flowers, gifts or memorials for special occasions, and to organize and provide beverages and supplies for occasional staff social gatherings and student appreciation parties.

Organization

Every staff member, full or part-time, working in the Karrmann Library is considered a potential participant/recipient of the program. A four-member volunteer Social Committee will coordinate events.

Funding

Funding for events based on staff contributions, and bookkeeping is the responsibility of the Social Committee. Staff members who wish to participate are encouraged to contribute $12.00 each year to the fund.

Guidelines

1. Purchase of flowers, giving of a memorial/gift ($30 range) or a card signed by the staff for Karrmann Library staff members, past employees or their immediate family/household members for the following occasions: birth, death, extended illness, hospitalization or wedding.
2. The Social Committee also sends sympathy cards, get well cards, etc., signed by the committee, to the extended families of staff members as appropriate.
3. The fund will provide $15.00 for gift and/or food for a resignation social.
4. For retirement gifts, the fund will provide $50 for gift and/or food for a social.

I. TELEPHONES

There are two types of phones in the Library--class A and class B. The class A phones can be used for local and long distance calls while the class B phones can be used for local calls only. Report all library telephones which are not working properly to the Library Administrative Office.

1. On Campus Calls

   To place a call on campus (342 number within the 1xxx number), dial the last four digits of the telephone number. Refer to the Campus Directory for correct number or call Campus Information, 1491.

2. Off-Campus Local Calls

   To dial a 342 number (including dormitories) outside the 1xxx number, dial 9 for an outside number, then after hearing the second dial tone, dial all seven digits.

   To place a local off-campus call (the local calling area includes Platteville, Belmont, and Dickeyville), dial 9 and upon hearing second dial tone, dial all seven numerals.

3. Long Distance Calls-DAIN System

   The DAIN line (Dial Access Intercity Network) MUST be used for ALL library/university business long distance calls. Dial 8 + no. being called. A print-out by telephone number listing all DAIN calls made by the library is received monthly.

4. Personal Calls

   Local calls may be placed or received on university telephones, but these calls should be confined to emergencies or short periods during which a personal or family crisis is being experienced. It is recognized that occasional calls may be necessary to deal with less serious matters, but telephone calls to and from one's office should not be a routine procedure for dealing with everyday personal or family matters. Regular long distance calls through the Operator (Dial 0) may be used for personal calls of an emergency nature as long as the call is made "collect" or charged to his/her home number.

   DAIN line (Dial 8) may NEVER be used for PRIVATE long distance telephone calls. To use the DAIN line for personal calls is a violation of state and federal law as well as Board of Regents policy.

5. Patron Use of Phones

   If patrons ask to use library phones, indicate that a courtesy phone for local calls is available on the main floor and first floor. Both phones are located between rest rooms.

J. STAFF LOUNGE

The coffee, tea, and other beverages in the staff lounge are not purchased from state funds and thus, these items must be self-supporting; in other words, payments must equal purchases. If anyone desires to pay for a guest's beverage, place an extra tally for that day next to the buyer's name.

Since the staff lounge is for all staff members, including student assistants, we should all keep the lounge, especially the kitchen area and microwave, clean. Each person should clean his/her own dishes and silverware, and wipe out the microwave after each use.

K. CHANGE AND CHECKS

The library does not accept checks, except for repayment of lost items, and then only in the exact amount. Large currency and checks for $60 or less may be cashed at the Information Center, Pioneer Student Center, with proper identification and a twenty-five cent processing fee.

The Information Center is the only area in the Pioneer Student Center where checks will be accepted for cash.

L. UNIVERSITY OF WISCONSIN-PLATTEVILLE POLICY STATEMENT ON SMOKING

In accord with actions taken by University governance bodies, the University of Wisconsin-Platteville prohibits smoking in any academic or administrative building. Smoking within 25 feet of any entrance or exit, or within 25 feet of any external air handling unit will be a violation of this policy.

M. SCHEDULING OF LIBRARY CONFERENCE/MEETING ROOMS

Faculty, staff and student committees may schedule meetings in the Library Conference Room, 212, by contacting the Circulation Desk. If the room is scheduled and no other facilities are available, users should be referred to Request a lab web site for the possibility of scheduling room B-6.

Study rooms are not assigned. A single individual using a group study room should study elsewhere if a number of students wish to use the room for group study. Occasionally faculty may reserve a study room for a specific period, such as meeting with a student one hour per week.

N. LIBRARIAN ON-CALL STAFFING--WINTER HOLIDAY PERIOD

Below is the rotation, determined by lot, which will be used for library on-call staffing during the winter holiday period. Librarians unable to work the scheduled time may be able to "trade" with someone else, however, such changes will not alter the rotation indicated.

During the winter holiday period, depending on the use of the library, the librarian on call need not always be physically present at the Reference Desk, but should inform Reference and Circulation where he or she may be contacted in the building. A referral sign with the appropriate phone number on it should be placed at the Reference Desk with a phone. There may be times when the librarian may have to unlock and lock the library, and insure that a "skeleton" staff is present.

Although the period of on-call staffing for the winter holiday period may vary each year depending on what day Christmas occurs, patterns have been established in previous years which are proposed for future years.

On Call Staffing Rotation for the Winter Holiday Period

O. LIBRARIAN ON-CALL STAFFING--SPRING RECESS

Below is the rotation, determined by lot, which will be used for library on-call staffing during Spring Recess. Librarians unable to work the scheduled time may be able to "trade" with someone else, however, such changes will not alter the rotation indicated.

During Spring Recess, depending on the use of the library, the librarian on-call need not always be physically present at the Reference Desk, but should inform Reference and Circulation where he or she may be contacted in the building. A referral sign should be placed at the Reference Desk with the appropriate phone number on it and a phone. There may be times when the librarian may have to unlock and lock the library, and insure that a "skeleton" staff is present. During the period, other librarians may be working, but the Reference needs will be taken care of by the On-Call Librarian.

On-Call Staffing Rotation for Spring Recess

P. COMMENCEMENT EXERCISES

Librarians are encouraged to attend Commencement each session.

Q. LIBRARY MISSION AND GOALS STATEMENTS

Mission

1. To provide basic academic library resources, services, and facilities that support the curricular and general information needs of students, staff and faculty.
2. To provide library resources and services that encourage independent lifelong learning and research, and to promote the desire to read and grow, not only in knowledge, but also in literary and aesthetic appreciation.
3. To provide materials and services that contributes to the intellectual growth, multicultural awareness, and development of the region.
4. To collect, preserve, and make available regional historical and genealogical materials, including university archives.
5. To maintain the library's status as a regional depository of U.S. government documents, and to collect and provide access to state and U.S. government documents.
6. To participate in and promote interlibrary cooperative sharing of library resources and services.
7. To provide an inviting, relaxed environment that promotes learning and leisure reading, thus enhancing the university experience.

Revised March 5, 2004

Goals

1. To administer operations effectively, consistent with the library mission.
2. To select, with appropriate faculty assistance, materials for the planned development of the collections to meet the instructional, informational, intellectual, and cultural needs of the library users.
3. To organize and bring under bibliographic control the materials acquired for all collections.
4. To provide adequate and attractive library facilities for study and research.
5. To make library resources, services, and facilities readily available.
6. To inform users of the availability of library resources and services and to provide library orientation and bibliographic instruction.
7. To assist users in utilizing library resources.
8. To provide access to information and materials not available in the Karrmann Library.
9. To attract and retain high quality staff and to provide continuing opportunity for staff development.
10. To cooperate with other educational organizations, institutions, and networks for the effective utilization of library resources and services.
11. To evaluate the collection, programs, technology, and facilities in order to provide continuing effective and efficient service.

Approved by the Library Faculty on November 8, 1985, revised December 18, 1987, December 1, 1989, and December 2004

Assessment Tools

1. Regular use of the national LibQual user survey.
2. Collection and regular analysis of statistics including circulation, reference questions, gate counts, etc.
3. Review suggestions from the library's "suggestion box" and online comments.
4. Review and analysis of reports generated by the ILL, UB, and Shared Electronic Collections.
5. Work with the university's academic programs to have them include one or more questions relating to the library in their student exit surveys/interviews.
6. Periodically work with individuals, groups, and the Library Committee, to collect user input regarding the library and its services.
7. Regular review and evaluation of the library's various collections.
8. Regular analysis of web server logs.
9. Individual evaluations from library instructional sessions and tours.

R. LIBRARY BILL OF RIGHTS

The American Library Association affirms that all libraries are forums for information and ideas, and that the following basic policies should guide their services.

1. Books and other library resources should be provided for the interest, information and enlightenment of all people of the community the library serves. Materials should not be excluded because of the origin, background, or views of those contributing to their creation.
2. Libraries should provide materials and information presenting all points of view on current and historical issues. Materials should not be proscribed or removed because of partisan or doctrinal disapproval.
3. Libraries should challenge censorship in the fulfillment of their responsibility to provide information and enlightenment.
4. Libraries should cooperate with all persons and groups concerned with resisting abridgment of free expression and free access to ideas.
5. A person's right to use a library should not be denied or abridged because of origin, age, background, or views.
6. Libraries which make exhibit spaces and meeting rooms available to the public they serve should make such facilities available on an equitable basis, regardless of the beliefs or affiliations of individuals or groups requesting their use.

Adopted June 18, 1948; amended February 2, 1961, June 27, 1967, and January 23, 1980, by the ALA Council.

Adopted by the Library Faculty on March 11, 1988.

S. CHALLENGED MATERIALS POLICY AND PROCEDURE

Policy

The professional library staff of the Karrmann Library has affirmed the principles set forth in the Library Bill of Rights and has adopted the document as a basic guide to the selection and provision of library resources for the Karrmann Library, University of Wisconsin-Platteville, as set forth in the Library Collection Development Policy and its appendices.

Procedures

Detailed procedures to follow when materials in the collection are challenged are available from the Collection Development Librarian or the Library Administrative Office. These procedures outline the method to be followed when objections are raised concerning materials in the collection.

T. GUIDELINES FOR LIBRARIANS' PROFESSIONAL ACTIVITIES AND COMMITMENTS

It is essential that librarians be actively involved in professional activities beyond their immediate responsibilities, as well as contribute to university and community service, since participation in such activities provides many tangible and intangible benefits both for the institution and the individual. However, it is important to recognize that, with staff reductions, each librarian will need to continually reexamine his or her commitments and be increasingly selective in determining in which professional activities to be involved.

The following defines the various types of university and off-campus activities; i.e., institutional commitments, professional commitments and activities, and university and community service. General guidelines for participation are also provided.

Institutional Commitments

Institutional commitments, for which the library has accepted responsibility, have the highest priority.

The following examples of institutional obligatory commitments include:

1. The Council of University of Wisconsin Libraries (CUWL), the UW-System Archives Council (UWSAC), Wisconsin Interlibrary Services (WILS)
2. Representation on special groups assigned by the UW-System or the university such as UW system-wide task forces.

Professional Commitments

These commitments are defined as training sessions and workshops which are directly related to a library service and are for the librarian primarily responsible for providing or coordinating that service.

Following are selected examples of these commitments:

1. Vendor sponsored online data base search training sessions for the librarian responsible for coordinating online searches.
2. Interlibrary Loan workshops offered by Wisconsin Interlibrary Services (WILS) for the interlibrary loan librarian.
3. Document workshops sponsored by the U.S. Government Printing Office or the State Historical Society for the government publications librarian.
4. Archives workshops sponsored by the State Historical Society or the Federal Archives for the archivist.

Professional Activities

It is recognized that for library faculty members to continue professional growth, they must have a reasonable opportunity to attend professional conferences, workshops and conventions, and to make scholarly presentations. Each library faculty member is expected to be involved in some library professional activities beyond minimal position responsibilities. The degree to which each librarian may be involved will be governed, in part, by the degree of involvement in institutional and professional commitments.

An individual must be careful not to be involved in commitments and activities to the point that ongoing departmental responsibilities are adversely affected. Careful planning will be necessary to insure that departmental responsibilities are continually met.

Travel expenses for professional activities by individual librarians need the advance approval of the Library Director.

University and Community Service

Librarians need to be involved in activities related to university service for the library to effectively support curricular and general information needs of faculty and students. To further these goals the library, as well as the colleges, automatically have representatives on many key university committees and commissions, and librarians have the opportunity to be members of other committees, commissions, councils, and organizations. In addition to representing the library on one of the committees or commissions for which the library has stipulated membership, it is recommended that librarians participate in no more than one other university "committee."

The librarians can assist the community in many ways be serving as library and information specialists. It should be noted, though, that any extensive community service on the part of individual librarians will affect the amount of time they may devote to professional and university service.

Approved by the Library Faculty on November 20, 1985.
Revised November 3, 1989.
Revised September 2005

Administrative Note:

To assist the Library Director in assigning staff responsibilities and in balancing responsibilities among all staff members, whenever feasible, all staff should contact the Library Director before accepting appointments or offices of other assignments relating to institutional commitments, professional commitments or professional activities.