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GENERAL PROCEDURES FOR READER ADVISORS 

 

Daily Check

�                     New Borrower (NB):  Check CUL to verify if the borrower has initiated book service.  If not, send a #9 letter generated through the CUL notices function.

�                     6 months check: If the borrower hasn�t resumed service, generate a six-month check letter through the CUL notices function.

�                     List Letter (LL):  If the borrower has not submitted a booklist or an author/subject profile in the last 2 months, generate a list letter follow-up through the notices function in CUL.  Add a note to the Notes screen in CUL - �LL-FU�- and the current date.

 

Entries

�                     New Borrower:  If there is not a booklist or author/subject profile received with the application, record the borrower�s name in the date book two months from the current date, noting �NB�.  Place the original application and the attached information in the filing basket on top of the Central Files.

�                     6 months check: If the borrower wants to put book service(s) on hold, put book service(s) on hold in CUL; note on CUL notes screen at your own discretion. Put the borrower�s name and �6 months check� in datebook 6 months from current date.

�                     LL: See �Serve Tonight Report.

 

 

SERVE TONIGHT REPORT

�                     Remove all entries on the Serve Tonight screen in CUL.

�                     Add �LL� and  today�s date on the CUL Notes screen.

�                     Generate a list letter through the notices function in CUL.  Put the borrower�s name and �LL� in the date book 2 months from the current date.

�                     If the borrower is on hold, deceased, inactive or a list letter has been sent recently, remove the entries from the Serve Tonight screen.

 

 

MAIL � PHONE MESSAGES

 

Booklists

�                     Review booklists that are received for changes of address, messages regarding service requests, and a need for additional books to be sent.  

�                     Enter booklist(s) into CUL.

 

Catalog Orders

�                     Retrieve the requested catalogs. For descriptive videos, enclose �Circulation Procedures� with the catalog.

�                     Prepare address label for the borrower; place it on the envelope or the box used for shipping.

�                     Add a catalog notice in CUL for each catalog sent: LCT plus the media code for locally produced catalogs, CAT plus the media code for NLS produced catalogs.

�                     Place the package in the outgoing mail tub in the processing area.

 

Address Changes

�                     Change the address in CUL on the Addresses screen.

�                     Change the address type on the Demographic Basic screen if necessary.

 

Deceased

�                     Change the overall status in CUL to �deceased� on the Demographic Basic screen.

�                     Put information on Note screen: Deceased, source of information reporting person is deceased and current date.

 

Name Change

�                     Change the name on the CUL Basic Demographic screen and note the borrower�s previous name in the notes field in CUL.

�                     Generate a printout of the CUL Demographic screen after the record has been changed, highlighting the new name.

�                     Attach the printout to the patron�s records in the Central File, and file under the  new name.

 

Transfer

�                     E-mail reader advisor who processes transfers with information regarding CUL�s Iowa address, if borrower is taking the machine to the new state, and which state to transfer library service.

�                     Change the address in CUL to reflect new address in state to which borrower is moving.

�                     Put the book services on hold.

�                     Cancel all magazines, newsletters, etc. on magazine screen.

 

Discontinued

�                     Change the overall status in CUL to �Inactive� on the Demographic Basic screen.

�                     Put information on Note screen: Discontinue, source of information requesting discontinue and current date.

 

 

 

PROOFREADING APPLICATIONS

 

�                     Check the printout of the CUL overview screen against the original application information.

�                     Staple original application to the printout.

�                     If there are any discrepancies in the information, place the original application in C. Valin�s mailbox with the errors noted on a sticky note.

�                     After making the corrections, C. Valin will return the application to the appropriate reader advisor.

�                     If book service has not been started for a borrower (who has supplied us with profile information or book titles), it should be done at this time.  After the reader advisor has completed the work to be done with an application, it should be placed in the file basket on top of the Central Files.

�                     If no errors have been found, place the original application and the print out in the file basket on top on the Central Files.

 

 

REQUEST FORM

 

Reinstatements

 

If an individual�s overall status on the Demographic Basic screen is �Inactive�, but the person wishes to become an �Active� library borrower once again.

�                     Complete a request form, giving the name, current address, and telephone number.  Indicate if equipment needs to be sent.

�                     Place the form in C. Valin�s mailbox.

 

Sending applications

 

If a person is interested in applying for library service:

�                     Complete a request form, giving the name, address, and telephone number of the person to whom the application is to be sent.

�                     If the application is being mailed to an individual other than the person interested in becoming a library borrower, give the name of the prospective borrower and his/her relationship to the person being mailed the application.

�                     Put the form in C. Valin�s mailbox. 

 

ADD MEDIA

 

Recorded

�                     If the borrower has been � large print only� since before 1998, complete a request form with the name, current address, and telephone number.  Indicate what equipment needs to be sent; place the form in Cindy Valin�s mailbox.  She will check to verify if there is a certifying authority�s signature on file.  If not, she will send an application to be completed and returned before we can add recorded media. 

�                     If the borrower is �Braille only�, complete a request form with name, current address, and telephone number.  Indicate what equipment needs to be sent; place the form in T. Bickell�s mailbox.

�                     Add the machine information to the Demographic Basic screen in CUL.

�                     Change the status on the book services screen in CUL to  �Active�.

�                     Add the Talking Book Topics in the preferred media; change the media for newsletters if necessary.

�                     Record the media �add� information and current date on the notes screen in CUL.

 

BR-LT

�                     Change the status on the book services screen in CUL to �Active�.

�                     If adding the Braille media, start the Braille Book Review on the magazine screen in the media preferred by the borrower.

�                     Change the media information for the Talking Book Topics and newsletters if necessary.

�                     Record the media �add� information and the current date on the notes screen in CUL.

 

 

DROP MEDIA

 

BR or LT

�                     Change the book (and magazine services) to Inactive status in CUL.

�                     Record media drop information on notes screen in CUL.

�                     Change the subscription information for the Talking Book Topics and newsletters if necessary.

 

RC or TB - If the borrower has not returned the machine.

�                     Note in CUL �Notes� that the patron does not wish to receive cassette or disk books or magazines.

�                     Put the book services for that media on hold.

�                     Cancel the magazines in that media.

�                     Change the subscription information for the Talking Book Topics and newsletters if necessary.

 

 

RC-TB - If the borrower has returned the machine.

�                     Change the Demographic Basic machine field to �N� for the appropriate machine.

�                     Record the media �drop� information on the notes screen in CUL.

�                     Change the book (and magazine) services to Inactive status in CUL.

�                     Change the subscription information for the Talking Book Topics and newsletters if necessary.

 

MISCELLANEOUS

 

�                     Post Office returns with an out-of-state address: send letter generated through the CUL notices function.

�                     Book lists forwarded to IA by CMLS: write �send letter,� send letter generated through the CUL notices function.