Newsletter for Reference Student Assistants

I think by now I have discussed with most of you our procedures for searching for missing reference books. If I haven't, let me know, and we will discuss!

Here's a rundown of the steps, and the list of missing books can be found here.

The paper list and instructions live on the shelf where the shelf reading log lives, the same location as the inventory list lived.

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Searching for Missing Books – 1
July 29, 2008

• Search for missing books 30 minutes for every 2 hours you work:

For example, if you work from 12 noon – 8 pm search from:
12:30 – 1 pm ~ 30 min
2 – 2:30 pm ~ + 30 min
4 – 4:30 pm and ~ + 30 min
6 – 6:30 pm ~ + 30 min

for a total of 2 hours.

• Take a book truck with you and go to the stacks.

• Reference vs. Stacks copy:

Sometimes we have a copy of a book in Reference and in the stacks.

If you think you found the book, make sure it says “REF” on the call number tag. Make sure you are not mistaking the stacks copy for the Reference Copy.

Look it up in Ignacio to see how many copies we have. If Ignacio says we only have one copy of a book, and that copy is the missing reference copy, but you find a copy in the stacks that does not say “REF” on the call number, that means something went wrong when the book was cataloged. Bring this to Kelci’s attention.

• Mark the list as you find things or search and do not find them – in the “Your Name/Notes” column, write your name and “found” or “not found.”

• Put the things you find on the book truck, bring them back to Reference, and notify Kelci of what you have found by note, email, or in person

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Hey everyone!

EXCELLENT NEWS. All you fabulous summer student workers have finished the inventory for the reference collection. That means you sifted through over 15,000 titles, discovered 380 titles are missing, and discovered another 66 aren't in the catalog. Great job, guys. You rock.

Now we will proceed with the next step of the inventory process: looking for those 380 missing books. Stay tuned for more details.



Gleeson Library | Geschke Center has arrived on Facebook!

If you're on Facebook, become a fan of the library.

And while you're at it, feel free to friend me as well. If we're all on Facebook and friends, we can do communication through it. If you don't feel comfortable friending me, that's OK. I won't be offended :-)



Lastly, we've gone live with the new e-timesheet system through Banner. Let me know if you need more training on it. Remember:

• Time periods are still the 6th of the month through the 20th, and the 21st through the 5th.
• I have to approve your timesheet within 24 hours of the last day of the time period to ensure you are paid on time.
• This means you MUST submit your timesheet on the last day you work in a time period. DO NOT wait until the 21st or 6th of the month.
• Click here for a guide on the new e-timesheet system.

Hey peeps!

I have replaced the lists for the inventory project with a new and better list that contains everything. All hail chief Excel!

You can access the new list from the link below. The old lists (MS Word docs) will be deleted.

https://usffiles.usfca.edu/xythoswfs/webui/_xy-880345_1-t_LAT8az7T
(Same link as before)

Currently up to page 200 has been printed.

The page number appears on the bottom right side of every page. It gets obscured by some of the spreadsheet data, so look closely. Pick up on the last page left off, and if you're printing a new batch from the spreadsheet, print about 100 pages of the list.

Lastly, I uploaded it as a PDF to maintain formatting. If you need the original excel document, let me know.

p.s. The headings for the columns are: Call Number, Title, Volume, Barcode, Copy #, and Status.

Here's the 411 on the reference collection inventory project we are doing this summer. Below are the procedures (same thing on the front of the folder) and a link to all the lists.

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Procedures for Reference Inventory
Summer 2008

1. Taking inventory is similar to shelf reading. You do all the things you do when you shelf read, with the additional task of comparing what’s on the shelf to what’s on the list. As you compare what’s on the shelf to what’s on the list, you will have to make sure things are in call number order, tidy things up, and dust.

2. For every 2 hours you work during a shift, take inventory for 30 minutes.

For example, if you work from 12 noon – 8 pm, take inventory from:
12:30 – 1 pm ~ 30 min
2 – 2:30 pm ~ + 30 min
4 – 4:30 pm and ~ + 30 min
6 – 6:30 pm ~ + 30 min

for a total of 2 hours.

Please do not take inventory for more than 30 consecutive minutes. Your brain will get fried!

3. You’ll encounter two scenarios:

a. Something on the list is not on the shelf
• When this happens, write “NOS” (“not on shelf”) on the list, next to the appropriate item.
• At the end of your day, enter all the “NOS” items into the log on the inside of this folder.

b. Something on the shelf is not on the list
• Record the details of what’s on the shelf but not on the list on the “NOL” (“not on list”) log on the inside of this folder.

4. The list I created orders volumes strangely. In many cases, I have tried to manually fix this. For example, the volumes will be listed like this: 1, 10, 11, 12… 2, 20, 21, 22… If you encounter something like this, check all the entries for that title before assuming volumes 2 – 9 are missing.

5. Check the status of the book.

The list has a field called “status.” Codes are used to describe the status. Here are some codes:

o = Library use only ← Most items will have this status code
b = bindery
a = cat processing
– = check shelves
m = missing
f = reference desk
y = online
p = repair

If the book isn’t on the shelf, check the status code. If the code says “b,” then the book is at the bindery and it’s OK it’s not on the shelf. Still record it in the “NOS” log but indicate “bindery.”

On the other hand, if the book is on the shelf, but the code says “b,” highlight or circle the status code on the list.

6. Lastly, when you’re done with your 30 minutes session, draw a line below the last item and write your initials and the date.

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When you've come to the end of a list, you can download a new one by clicking on this link:
https://usffiles.usfca.edu/xythoswfs/webui/_xy-868974_1-t_LAT8az7T

Make sure to mark the printed list you finish so we all know you finished it.

Thanks!