Document Actions
Current Practices
Cards
Holds
Express Reads
Moved - Address Unknown
Canceling Fees
Items for Mending
Death of a Patron
Accepting Donations at the Branch
Periodicals/Back Issues
Unattended Children
Checkout limits/DVD/VHS
In-House Displays
Organizational questions
Bulletin Board
Cards
Replacement Cards
An old SSPL card can be replaced at no charge if it has broken, cracked or is unusable, at the discretion of staff.
Lost Cards
Use the Lost Card wizard to issue the patron a new card ($2 replacement fee). Email Cathy MacDonald the patron’s previous User ID number (use the complete number) and complete name.
Changing User status from SJ to SA
Use the Modify User wizard to change the user status from SJ to SA and to remove the guardian information in the c/o field, after confirming their current address. There is no charge to change the user status from SJ to SA.
Holds
Time to keep Items on Holds shelf
- Regular items: 7 days
- Express Reads: 5 days
- ILL items: until the due date
Calling Patrons
- Regular items: Indicate the Branch, the Patron’s name, that a requested item has arrived, the date called, and for how long the item will be held
- Express Reads: Same as regular items, but also indicate that the item is an Express Read
- ILL: Same as regular items, but also indicate the due date and that the hold is an ILL brought in from an outside library
Holds not picked up
- Regular Items and Express Reads: Cancel the hold and deal with the item according to system prompts.
- ILL: Check-out and Check-in the item to clear the hold, and put the item in Transit to ILL. If the system indicates that the item needs to go to another patron, the item must still be sent to HQ first, as ILL staff must check with the lending library to see if the item can be kept for the second loan.
Express Reads
Express reads is a designation that goes on new materials that have 2 or more requests at the point of processing. There is no location attached. If and when a borrower asks that their name be added to the bottom of the list, this keeps the holds active and the book will remain on Express Reads. Express Reads remain designated as Express Reads until they are returned to Technical Services after all the holds have been filled.
Moved - Address Unknown
When an overdue notice is returned to HQ due to an incorrect or missing address, that borrower is billed for the overdue items and is marked Blocked (if they owe $10 or more). No items can be loaned/renewed/requested for that borrower until the address is corrected.
Canceling Fees
At the discretion of staff, or under unusual circumstances, ILL fines or other fees may be cancelled if under $3.00 – for example, if the item was returned on the due date but it could not get checked in till a later date (book returned after hours in a Book drop, branch closed, early closure, etc.) Patrons get the benefit of the doubt.
ILL
Staff goes by the due date stamped on the ILL band for the benefit of the patron if Workflows has an earlier date.
Items for Mending
Items that need mending are sent to HQ with a slip of paper that says Mending on it.
Death of a Patron
Staff accepts the information regarding the death of a patron when directly informed by the patron’s next of kin or a designated person. Check patron’s account, cancel any holds, and inform the person of any items that may still be checked out. When all is cleared, email Cathy MacDonald with the User ID and name. If there are items checked out on the patron card it cannot be deleted; TS staff monitors this step.
If the patron was well known to Branch staff, the Branch may wish to send a condolence card as well.
Accepting Donations at the Branch
Donations may be dropped off at the branches. Do not accept musty, tattered, or soiled books (refer to the Donations Policy). Donations are bagged and sent up to HQ for sorting and processing. Branches may limit the amount of donations accepted, and suggest that larger quantities be dropped off at HQ.
We accept monetary donations at the Branch, for which a receipt may be issued right away. Donations may also be made online through our website at CanadaHelps.org. If a patron wishes to indicate a title/subject/etc. preference when making a monetary donation, staff should indicate this on the donation slip that is sent to HQ with the money.
Periodicals/Back Issues
How long to keep:
- Newspapers: Keep one week
- Weeklies: Keep 6 months
- Monthlies: Keep 1 year
- Quarterlies: Keep 2 years
Unattended Children
See the Behaviour Policy.
Checkout limits/DVD/VHS
There is no limit to the number of DVDs or VHS tapes a patron may borrow.
In-House Displays
When items are brought in from another branch for a display, the hold is put on the Branch Card. The card name can be temporarily modified to reflect the display (e.g. African Heritage Month). All staff can then be aware of the purpose of the hold.
After the duration of the display, check-in all items and follow system prompts.
Organizational questions
Refer to the Excel spreadsheet on the SSPL Bulletin Board for questions about lines of reporting, who to call with questions, etc.
Bulletin Board
All registrations for programs are entered on the electronic Bulletin Board. Use branch login for programs specific to a branch whenever possible.
All staff suggestions for purchase are posted on the SSPL Bulletin Board.