McNeese State University
Frazar Memorial Library
Reference Department
Professional Research Assistance with a Personal Touch
Department Handbook
Last Updated: April 25, 2008
Computers/ Printers (Catalogs, Internet, Email, etc) - Listed under Services - Reference
Elevator Problems - See Facilities/ Library Building
Elevator - Someone is trapped in the elevator
Emergency Evacuation Procedures
Emergencies - Minor - Non-Life Threatening
Emergency Phone Card - non-McNeese phone numbers
Keys - Who (library personnel) has what keys
Library Rooms - Locations
Closing Procedures - Reference
Opening Procedures - Reference
Library Topics - Including Reference Department
Alternate Access to Catalogs and Databases
Book Locations, Oversized Books, and Missing Books
Change for Copiers and Vending Machines
Wireless Internet Connectivity
Reference Computer Work Stations
Reference Materials Behind Desk
URLS - Direct Access to Databases
Computer Room Policies --- Listed under Library - Including Reference Department
Hurricane Preparedness --- Listed under Facilities/ Library Building
Law Enforcement Visits --- Listed under Library - Including Reference Department
Meeting Rooms - Scheduling and Policies --- See also Scheduling Procedures
Printing and Copying Policies and Procedures
Faxing --- Listed under Library - Including Reference Department
Library and Information Instruction/ Library Tour
Meeting Rooms - Scheduling and Policies --- Listed under Policies - Reference
Scheduling Procedures --- Listed under Policies - Reference
EMERGENCY EVACUATION PROCEDURES:
FIRE:
Most emergencies of this nature are described in the Library Safety Manual in the Red Binder at the Reference Desk.
Emergency Phone Card - Important Phone Numbers for Non-Library Contacts.
Keys - Who has keys to what locks.
Library rooms and locations - Give directions to first responders.
Most mold outbreaks are due to equipment failure and require a large-scale salvage operation enlisting volunteers (you). These efforts are coordinated by Archives staff according to processes described in the Library Safety Manual Mold - Salvage Procedures.
Mold gives off a distinct smell. It is also easily recognizable (furry book). During regular business hours, notify Archives staff of the outbreak. If an outbreak is discovered during non-regular business hours, look for the cause (leak, humidity, etc.). Leave messages with Archives (5731) and Patsy (5716).
If the outbreak is limited to just a few books, or a shelf, remove the books from the shelf. Put them in plastic bags (located in the janitor's closet next to Barbe's office - unlocked/ or the closet behind Ellen's office). Take the plastic bags to the mail room and notify the Archives staff.
According to the Library Safety Manual, Each department has access to 1-2 flashlights. The Reference Department flashlights are located in the drawers below the safety manual. Staff are expected to wait ten minutes before beginning evacuation procedures.
Safety Inspection Checklist - As of July 2007, there is no routine of library safety inspections.
If tree limbs, rocks, debris, or some other item breaks a window, call Patsy (5716). If the incident occurs during the weekend or evening, call Campus Police (5711). There are maintenance staff on call for emergencies - Campus Police maintain the contact list.
There are places in the building that leak when there are heavy rains. These places include: women's restroom on first floor; entrance to Barbe's office; and near the computers across from the stairs on the first floor.
Building janitors and maintenance leave around 1-2 PM. If a leak is discovered during business hours, notify Patsy (5716). If, a leak is discovered outside normal business hours, follow the instructions below.
In most cases, place a trash can/ bucket to catch the water. Make sure it is lined in plastic. Conveniently, there is such a receptacle near the copy machines. Then get a yellow sign from the janitor's closet (between Barbe's office and restrooms - unlocked) and warn people about a wet floor.
If there is a lot of water pooled on the floor, use a mop and bucket. There are two in the janitor's closet, have a staff member (grad worker) help. Also, if there is heavy leakage, and the librarian feels it is necessary to cover electrical appliances or collections with plastic, plastic sheets (10' X 25') are inside the closet behind Ellen's office (use the Old Building Key). Notify Campus Police (5711). There are maintenance staff on call for emergencies - Campus Police maintain the contact list.
To provide library users with excellent, innovative, and personable reference services, as well as the tools needed for present and lifelong learning.
Closing Procedures - Reference Department
The Reference Department is responsible for clearing and closing the building.
At this time, Reference personnel on duty should shelve the books on tables and book trucks, push in chairs, and pick up trash.
Reference personnel should turn off all computers on the first floor which are not being used.
The second floor computer lab closes 15 minutes prior to the library’s closing, and the lab worker returns the key to Circulation before leaving the building.
The Serials Department staff member is responsible for turning off the lights in the Old building side of the 2nd floor, and they accompany the Reference and Government Documents personnel while they clear the first and second floors.
Reference and Documents personnel turn off the lights and clear the addition side of the 2nd floor, and they clear and turn off the lights on the addition side of the 1st floor. At this time, Reference personnel turn off the copier and printers, shut down the rest of the computers, return the Addition key to the drawer behind the Reference desk, and leave with the staff from Circulation, Serials, and Government Documents.
*The light switches for each floor are located in the front office (behind the counters on the 1st, 2nd, and 4th floors, and in the same area on the 3rd floor). The Addition key unlocks the doors. Turn off all switches, except those marked with tape.
1. Before the new employee arrives, the head of reference should try to secure his/ her office keys. It can take 1-3 months to get them.
2. New reference librarians (MLS or equivalent) should join ALA, ACRL-Louisiana, and LLA. Frazar Library will pay for membership.
3. New employees should try to get on the LALINC listserv.
4. A good way for new employees to orient his/ herself is to improve/ update the handbook, with the approval of the head of reference.
5. Richard is repeat caller who is often difficult to interview. The Reference staff have created a folder of websites that we use most often in answering his
questions. The folder is accessible by opening a web browser and clicking on favorites. If he asks a history-related question, the odds are he saw a movie
recently and is looking for the "true story."
Opening Procedures - Reference Department
When classes are in session, the McNeese Library is open on weekends. The hours are:
Saturday: 1:00 – 5:00 p.m. Sunday: 2:00 – 10:00 p.m.
As during evening hours, the Reference Department is in charge of the building. However, on weekends, these responsibilities also include opening the library.
Please ask the individuals to leave the library if they do not respond to the first warning.
(If any are athletes, email Sonny Watkins, the Athletics Director, athdir@mcneese.edu and Bridget Martin, Associate Athletics Director/Compliance, bmartin@mail.mcneese.edu with details.)
If the patrons refuse to cooperate contact University Police at 475-5711. Also, contact Toby Osborn, Dean of Student Services at 526-4061. He will arrive within 5 minutes.
No matter what kind of situation arises, please complete an incident report form. A copy of this document is located on the desktop of the main reference computer. Complete this form, save it, and send it out to everyone in the library so that everyone can be aware of any unusual activity.
EMERGENCY PROCEDURES:
1. When someone gets stuck in an elevator, call Campus Police (5711). They will assess the situation and determine if additional rescue personnel are needed.
2. Reassure the person in the elevator that rescue personnel are on the way. Instruct them not to try to climb out of the stuck elevator.
3. Post “Out of Order” signs by that elevator on each floor.
4. Fill out an “Incident Report” form which is in the folder of the same name in the top file drawer behind the Reference desk.
5. Notify the Director’s secretary so that she can call elevator maintenance.
Someone tells Reference that the elevator is not working (or not working properly):
Have the person who reports the problem complete an “Incident Report” form located in the folder of the same name in the top file drawer behind the Reference desk. The form will be given to the elevator repair person.
Notify the Director’s secretary so that she can call elevator maintenance.
Place “Elevator Out of Order” signs on the elevators on each floor.
To report maintenance problems between the hours of 7:45 – 4:30, contact the Director’s Office 337-475-5716. If after hours or on weekends and not an emergency, please leave a voice message or email Prpicard@yahoo.com.
If an emergency occurs (ie, water coming out of ceiling) after hours or on weekends, call University Police at 337-475-7511 and explain what has occurred. They will contact the appropriate people from the maintenance department.
In the event of a hurricane, the reference department will take the following precautions:
Library - Topics Including Reference Department
Alternate Access to Catalogs and Databases
If the library server is down, you may be able to access the catalog and some of the databases through the LOUIS page:
Book Locations, Oversized Books, and Missing Books
Library of Congress Call Numbers:
A-J First Floor & Oversized A-LD
K-PR Second Floor & Oversized M-NE
PS-Z Third Floor & Oversized NK-Z
Oversized books have “Oversizze” over the call number and are shelved on the oversized shelves on the left wall on the first through third floors (according to the above book locations).
When someone cannot find a book on the shelf, check the online catalog to:
Change for Copiers and Vending Machines
If our change machine is broken, the copiers and vending machines take $1 bills. If you have a larger bill, you can go to the Bookstore on weekdays (until 4:30) or to Kroger’s during nights or weekends.
Please do not make change from the interlibrary loan cash box.
Users sign-in on a slip of paper in a basket at the reference desk after reading the Public-Access Computer Room Policies. Please keep these completed forms in the drawer below the basket. Each week, these slips need to be tabulated and then shredded. As noted below, community users have priority to use these computers.
Originally, made available via Friends of the Library, the Computer Room next to Walt's office has public priority usage. The slips offer a means to demonstrate our commitment to this gift. They are also useful in demonstrating to accrediting agencies (and other interested parties) that Frazar Library offers access to its resources for the general public.
McNeese State University Library
Public-Access Computer Room Policies
The public-access computer room is made available as a means of thanking Friends of the Library and local area citizens for their continued support of Frazar Memorial Library and McNeese State University.
Library personnel have the right to determine appropriateness of computer use and have the authority to require a patron to relinquish use of a workstation.
· The fax machine in collection management is available for anyone to use.
· The number of the fax machine is 337.475.5719.
· The usage charge to fax something is $3 for people not affiliated with the library. There is no charge to receive a fax.
Membership in friends of the McNeese University Library entitles users to a variety of services and privileges. Friends also receive invitations to all library-sponsored events. To join, visit the library, fill out a membership card, and pay a fee based on the following categories:
Regular Member - Annual Fee: $15
May check-out circulating materials from the McNeese Library.
Joint Member – Annual Fee: $25
2 members of the same household may check-out circulating materials.
Family Member – Annual Fee: $35
A maximum of 4 members of the same household may check-out circulating materials.
Associate Member – Annual Fee: $50
An individual or 2 members of the same household may check-out circulating materials.
One book will be placed in the collection with a bookplate in honor or memory of person(s) whom you shall designate.
Contributing Member – Annual Fee: $100
An individual or 2 members of the same household may check-out circulating materials. Three books will be placed in the collection with bookplates in honor or memory of person(s) whom you shall designate.
Sustaining Member – Annual Fee: $250
An individual or maximum of 10 members of the same household or company may check-out circulating materials. Ten books will be placed in the collection with bookplates in honor or memory of person(s) whom you shall designate.
All members are placed on a mailing list to receive the Simply Stated newsletter, plus receive notification of exhibits and programs sponsored by the Friends of McNeese Library. A complimentary parking pass is included.
The Friends of McNeese Library Newsletter is available on our website at http://library.mcneese.edu. It includes information about MSU Library news and events, Book Sale dates, off-campus database access, and pertinent items of interest.
BOOKS, JOURNALS, AND HISTORIC ITEMS
Individuals wishing to donate books, journals, cds, or dvds, etc., may bring them to Collection Management or contact the Collection Management Department directly at 475-5724 for more detailed information. For a brief overview of our donation policies, please see http://library.mcneese.edu/depts/colmgt/index.htm.
The Archives Department handles items of local historic interest and can be contacted at 475-5734 or via their website, http://library.mcneese.edu/depts/archive. For information on donating your own papers click on Frequently Asked Questions > …Old Family Papers… > Guide to Donating your Personal or Family Papers.
GUIDELINES FOR PATRONS
Interlibrary Loan is the process by which Frazar Memorial Library obtains materials not available locally from other libraries for the purpose of teaching, learning, research and recreation.
ELIGIBILITY: McNeese faculty, students, staff, Friends of the Library, and Distance Education students from Louisiana participating colleges and universities (LALINC) are extended borrowing privileges.
PROCEDURE: Forms are available at the Reference Desk, in the Interlibrary Loan Office, and on the Library Web Page at http://library.mcneese.edu/depts/ill. Forms should be filled out as completely as possible.
WHAT CAN USUALLY BE BORROWED: Books, photocopies of journal articles, government documents, microfilm copies of newspaper articles, newspapers on microfilm, theses and dissertations. Requests are subject to the policies of the lending library.
WHAT CANNOT BE BORROWED:
Course textbooks Whole issues of periodicals Genealogy
Reference books Rare books and manuscripts Audio-visual materials
COST TO PATRON: Books may usually be obtained at no cost. Photocopies are $.10 per page. Most items may be obtained instate, but many out-of-state libraries charge an additional $15-$20 per request. Patrons should indicate the maximum amount they are willing to pay on the request form. The individual requesting the material is responsible for the charges regardless of the time of the arrival of the material.
DELIVERY: Requests are usually processed on the day submitted. The average time to receive a request is 7 to 10 days, but it is possible that an item may take as long as 3 to 4 weeks to arrive. Please anticipate the time involved to obtain the materials and order early.
NOTIFICATION: Borrowers will be notified by phone or email when the requested material arrives. Materials should be picked up at the Reference Desk as soon as possible during regular library hours.
LOAN RETURN AND RENEWAL: Loan items must be returned to the Reference Desk or the Interlibrary Loan Office on or before the due date. If you wish to renew an Interlibrary Loan item, please contact the Interlibrary Loan staff at 337-475-5726, send an email to illdept@alpha.mcneese.edu, or come by the office. One renewal may be allowed at the discretion of the lending library. No renewal is allowed if the item is already overdue.
OVERDUE MATERIALS: Patrons will receive an overdue notice for delinquent items. Failure to return overdue materials or pay the replacement cost for lost materials will result in the loss of borrowing privileges.
COPYRIGHT: Interlibrary Loan services are provided in compliance with United States Copyright Law (Title 17, U.S. Code). Please observe the Warning Concerning Copyright Restrictions on the request form when submitting periodical requests.
The LALINC (Louisiana Academic Library Information Network Corporation) Borrowing Card allows McNeese faculty, staff, graduate students, and anyone enrolled in a Distance Education course to borrow books and use the services and resources of all the universities in the LALINC program.
Students may call before they come in (475-5716), to make sure the person who handles the LALINC cards is available. For further information: http://library.mcneese.edu/depts/ill/lalinc.htm.
When an agent or officer indicates he is here in a legal capacity, ask for identification and record the information. Notify the library director (5715) and campus police (5711). If the director is not available, notify the coordinator of library services (5737). It is quite possible that the law enforcement officials will have advised campus police of the impending visit.
If the legal document being served is a subpoena, thank the officer and state that the library will respond to the subpoena within the time allotted and in conformity with the law. Give the subpoena to the library director.
If the legal document is a search warrant, to be executed now, campus police, the library director, or library’s legal counsel may direct us to give the officer or agent the items or records listed in the document. No other user’s records are to be viewed or scanned. Do not discuss the warrant or volunteer information unless directed by the library’s counsel.
“Keep an inventory of the records or items seized and if possible keep the originals and provide copies (or make copies for the library’s reference).” “If necessary step aside and do not interfere with the officer.”
If it is a Foreign Intelligence Surveillance Act (FISA) (USA Patriot Act Amendment) search warrant “proceed as if it were any search warrant, except do not disclose to anyone that the warrant has been served or that records have been produced. No information can be disclosed to any other party, including the patron whose records are subject of the search warrant.”
“FISA gag order permits the person receiving the FISA warrant to inform the library director and those members of the staff needed to produce the records. The library can have legal representation during the search” and “can seek legal advice concerning the warrant and request that the library’s legal counsel be present during the actual search and execution of the warrant.”
If the library doesn’t have legal counsel, the Office for Intellectual Freedom may be called (800-545-2433, ext. 4223), informing them that legal advice is needed, but the caller cannot inform them of the existence of the warrant.
If the media arrives contact either
Candace Townsend
479-3143 (pager), 475-5635 (w), 477-9368 (h), or 515-2285 (cell)
or
Renee LeLeux
219-1416 (pager), 527-7886 (h), 515-8900 (cell)
RECOMMENDED PROCEDURES FOR LAW ENFORCEMENT VISITS
Before any visit:
Nancy Khoury (5715) and Kenneth Awagain (5737) are the designated individuals responsible for handling law enforcement requests. It is lawful to refer the agent or officer to them and the Library does not have to immediately respond to any request. Notify Property Control (5883) and Barbara Royer (5743) if equipment is removed.
During the visit:
Staff should immediately ask for identification and record the information.
Call campus police (5711).
If possible verify the information with the FBI office (433-6353), the police
department (491-1456), or the sheriff’s department (491–3700).
The agent or officer should then be immediately referred to the library director or
the designated supervisor, with colleague in attendance (one person should take
notes).
If the agent or officer presents a search warrant or other judicial process, the library
director should immediately call the library’s counsel* and ask for assistance.
If the judicial process is in the form of a subpoena:
Remember that the subpoena does not require an immediate response from the
library. Thank the officer serving the subpoena and inform him or her that the
library will respond to the subpoena within the time allotted and in conformity with
the law. Immediately refer the subpoena to the library’s legal council*.
If the court order is in the form of a search warrant:
Unlike a subpoena, a search warrant may be executed immediately. The agent or
officer may begin a search of library records as soon as the library is served with the
court’s order.
Ask to have library counsel present before the search begins in order to allow library counsel an opportunity to examine the search warrant and to ensure that the search conforms to the terms of the search warrant. (Although this appears in the procedure, it is unlikely that we could have our legal counsel from Baton Rouge here in a timely manner.)
If the officer refuses to delay the search, examine the warrant. Ensure that the
warrant has been issued by a local or federal court in your state and is current and
not expired. If you question the validity of the warrant, call the issuing court to
confirm the validity of the warrant.
The warrant will include information that identifies the premises to be searched and
the items or records to be produced under the warrant. Ask that the officer observe
the boundaries set by the search warrant.
Cooperate with the search to ensure that only the records identified in the warrant
are produced and that no other users’ records are viewed or scanned. Staff should
be trained not to discuss the warrant with the officer, identify any documents, or to
volunteer information without first consulting with the library’s counsel*.
Record and keep an inventory of the records or items seized from the library. If
possible, keep the originals and provide the agent with copies (or make copies for
the library’s reference).
While most law enforcement officers will cooperate with the library’s request to
allow counsel to examine the warrant, it is possible that an officer will refuse to
delay his or her search. Train staff to step aside and not to interfere with the officer
in those cases. They should continue their attempt to notify the library director and
library counsel, and make every effort to keep a record of the incident.
If the court order is a search warrant issued under the Foreign Intelligence Surveillance Act (FISA) (USA PATRIOT Act amendment):
The recommendations for a regular search warrant still apply. However, a search
warrant issued by a FISA court also contains a “gag order.” That means that no
person or institution served with the warrant can disclose that the warrant has been
served or that records have been produced pursuant to the warrant.
The library and its staff must comply with this order. No information can be
disclosed to any other party, including the patron whose records are the subject of
the search warrant. Note that the FISA gag order permits the person receiving the
FISA warrant to inform the library director and those members of the staff who are
needed to produce the records.
The gag order does not change a library’s right to legal representation during the
search. The library can still seek legal advice concerning the warrant and request
that the library’s legal counsel be present during the actual search and execution of
the warrant.
(Although this appears in the procedure, it is unlikely that we could have our legal counsel from Baton Rouge here in a timely manner.)
If the library does not have legal counsel and wishes legal advice, the library can
still obtain legal assistance through the Freedom to Read Foundation’s legal counsel.
Simply call the Office for Intellectual Freedom (800-545-2433, ext. 4223) and
inform the staff that you need legal advice. OIF staff will ensure that an attorney
returns your call. You do not have to and should not inform OIF staff of the
existence of the warrant.
After the visit:
Be prepared to communicate with the news media. Designate one person who will
be responsible for communicating with the media. Develop a public information
statement detailing the principles upholding library confidentiality that includes an
explanation of the chilling effect on First Amendment rights caused by public access
to users’ personally identifiable information, and share it with your staff, so they
are able to communicate the library’s message to their acquaintances and neighbors
in the community.
If possible, notify the ALA about your experience by calling the Office for
Intellectual Freedom at 800-545-2433, extension 4223.
|
Legal Council on Staff with the University of Louisiana System Office
Dr. Kay Kirkpatrick 225-342-6950
UL System Attorneys
Winston DeCuir Linda Law Clark 225-346-8716
|
All of the library’s audio-visual materials are located behind the circulation desk. To search the library catalog for a particular item, follow these steps:
Wireless Internet Connectivity
The wireless network is available throughout the library.
* The SSID is a unique identifier that acts as a sort of password when a mobile device connects to a Basic Service Set (BSS). It basically differentiates one WLAN from another. This is simply an identifier, not really any serious security.
McNeese catalogs for the past few years are kept behind the counter in Reference, and we take an ID while the person is using it. The Archives Department has a larger collection of McNeese catalogs.
College catalogs nationwide are available online through CollegeSource which is bookmarked on computers 5 and 6 in the Reference room.
A few catalogs from other universities in Louisiana and the surrounding area may be available on the wall by the Reference N’s.
Reference Computer Work Stations
STATEMENT OF PURPOSE & GUIDELINES
McNeese State University’s Frazar Memorial Library endorses the Library Bill of Rights
and the Freedom to Read statement of the American Library Association. Accordingly, Reference Department services and equipment are designed to facilitate patron access to information and ideas in both print and electronic form.
Under no circumstances are reference computer workstations to be used with the intent to intimidate, harass, or display hostility toward others (e.g. hate literature, pornography)
Reference personnel have the right to determine appropriateness of workstation use and can, based on specific guidelines (see below), require a patron to relinquish use of a computer.
Computers are available for McNeese students and faculty as well as community users.
Use of computers is limited to educational purposes, such as assignments or research.
Word processing is not available on these machines.
Chat and computer games are not permitted on these machines.
Email is permissible only if it is class-related.
Printing is free for making up to 20 copies. The library suggests that a donation of $0.10 per page over this number be made to the Friends of the Library.
During busy times, McNeese students and faculty have priority on use of computers.
Computers may not be used for illegal, unauthorized, or commercial purposes.
Manipulation of hardware and/or software is prohibited.
Wooden OLD BUILDING: Opens the McNeese Room, Room C, Interlibrary Loan Office, Ellen’s office and the computer paper storage room. (North side of Library).
Wooden ADDITION: Opens study rooms and those with circuit breaker boxes on 1st, 2nd, 3rd, and 4th. (South side of Library).
Plastic ONLINE ROOM: Opens computer room and glass offices.
Brass ROOM A: Opens Room A on 2nd floor.
Yellow #1 : Fire Alarms on doors.
Circular Tag:
Alarm box
Display boards by elevators
Fire exit door / 4th floor roof
Janitor’s closets all floors
Meeting Room C cabinets
Reset key for elevators
Travel File
Rectangular:
McNeese room
Red Safety Manual has list of additional keys and who keeps them.
Reference Materials Behind Desk
Some books from the reference collection are kept behind the desk due to their frequent use or likelihood of getting taken. These include the style manuals and several copies and editions of the McNeese catalog.
If a user requests a book kept behind the desk, take their ID and put a note on it with the title of the book they requested. Return the ID to the user when s/he returns the book.
URLS - Direct Access to Databases
* From the “Documentation” section of the LOUIS website
CSA: http://www.csa.com/htbin/dbrng.cgi?username=amnux68571&access=amnux68571&cat=default
EBSCO:
red are new ones
: url's for these are not tested but obtained at ebsco website
Ebsco database short name codes can be found at:
http://support.ebscohost.com/CustSupport/Customer/Details.aspx?faq=1255