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1.         Department Emergency Procedures

For detailed information on emergency procedures, please see the Countway Library Emergency Procedures Manual.

1.1.  Area Safety Monitors

The primary Circulation safety monitor is the Access Services Librarian. All other Access Services staff have the responsibility of serving as alternate safety monitors. During a fire emergency or drill, the Circulation staff is responsible for circling the first floor and Level L1 to urge patrons out of the building in order to facilitate evacuation. One Circulation staffer should stay at the desk until others have left the building in case patrons need to return Reserve items or computers.

1.2.  Evacuation Routes

The primary evacuation route from the first floor is through the main door on the first floor. The alternate evacuation route is through the Russell Reading Room, down the south stairs to LL2.  Take left after exiting the stairwell, then take first right and go through door marked emergency exit.  Take a right and proceed down the hall following the exit signs.  Turn left through the fire exit to the street.

1.3.  Designated Meeting Area

The designated emergency meeting area for Countway Circulation staff is on the steps of Gordon Hall facing the quad and Longwood Avenue.

1.4.  Emergency Phone Numbers

  • Harvard Longwood Campus Security (24 Hours)                                (617) 432-1379
  • Boston Police                                                                                       911
  • Boston Fire Department                                                                      911
  • Harvard University Police Department (Emergency)                           (617) 432-1212
  • Harvard University Police Department (Non-Emergency)                   (617) 432-1215
  • Countway Library Security                                                                  (617) 432-4145
  • Facilities Control Center                                                                      (617) 432-1901
  • Building Services Manager (Don Knight)                                             (617) 432-3878
  • Health Services (Urgent Care- 75 Mt. Auburn St., Cambridge)           (617) 495-5711
  • Longwood Health Services (275 Longwood Avenue)                          (617) 432-1370
  • Environmental Health & Safety                                                            (617) 432-1720

1.5.  Panic Button

The Panic button located under the circulation desk silently alerts police and security of emergencies happening at the Countway.  Contact the department manager about specific functions of the panic button.

1.6.  Patrons Attempting to Remove Materials Without Authorization

If a patron attempts to leave the building with an item on his or her person that has not been released to them, an Access Services staff member should take their Harvard ID and make a photocopy of it along with a copy of the title page and barcode of the item. This should be given to the Access Services Librarian to be kept on file. This is a blanket policy that applies whether or not the incident appears to be accidental. If the person still wishes to check out the item and it is appropriate to do so at this point, check the item out to the patron. Some patrons are offended or worried by this practice. Remain matter-of-fact and and pleasant, if possible; simply follow the policy.

In the case of repeat offenders, belligerent patrons, or in cases that appear to involve the deliberate theft or destruction of materials, call the Harvard University Police at (617) 432-1212, file a police report, and contact your supervisor.

1.7.  Theft or Destruction of Library Materials

In cases that appear to involve the deliberate theft or destruction of materials, call the Harvard University Police at (617) 432-1212, file a police report, and contact your supervisor.

2.  Opening Procedures

  1. Arrive 15 to 30 minutes before the library opens.
  2. Take the department keys and open the cabinet located opposite the desk mounted 3M scanning device.  Remove the cash drawer and put it in the register. Count money in drawer (must total $325.00) Close the register drawer. 
  3. Turn on the department computer monitors. Log-in to Aleph  (see computer passwords below)
  4. Check “due date stamp” for proper date.
  5. Discharge books from the over-night drop box.
  6. Get the Gate Count number from the Exit Gate Counter and enter the number that starts with a P into N:\Circulation\AccessDatabases\ExitCounter.mdb.
  7. Confirm the daily schedule on the screen behind the guard’s desk is current and correct
  8. Fax the Countway Special Borrower ID request form from the day before, to the ID office at (617) 495-1858

3.  Closing Procedures

3.1.  Announcements

Three announcements should be made before closing the library:

  1. Thirty minutes before closing announce: “Attention: The time is now [time]. Countway Library will be closing in 30 minutes and the cash register will be closing in 5 minutes. There will be no financial transactions after [time].”
  2. Fifteen minutes before closing announce: “Attention: the time is now [time]. Countway Library will be closing in 15 minutes. Circulation computers will be shut off in 10 minutes. Please gather your belongings, bring all borrowed items to the circulation desk, and make your way to the exit.”
  3. Five minutes before closing time, make the final announcement: “Attention: the time is now [time]. Countway Library is closed.”

The security officer on duty will thin flash the lights off and on throughout the building.

3.2.  Closing the Cash Register 

  1. One hour before closing, remove all IDI forms and checks from the register.  Stamp the back of any checks with the Countway deposit stamp (located in black cabinet below register). Photocopy the checks in the register.  Paperclip the IDI slips and photocopies of checks. 
  2. Get a bank deposit slip, a deposit bag, and a daily cash register balance sheet from the cabinet. Enter the check information on the deposit slip.  Put the checks in the bottom pouch of the deposit bag.
  3. Half an hour before closing, get the department keys and insert the manager key (“MA”) in the cash register. Turn the key all the way to the right and press the “daily Z” key located above the numeric key pad.  When the report is finished, turn the manager’s key to the position labeled “REG”, and replace the Manager’s key with the regular register key.  Turn the register key to the left to the “OFF” position.

3.3.  Cashing Out the Register

  1. Count all money in register (don’t forget the rolled coins or bills if any in back part of drawer).  Remove any bills or change over the required amount of $325.00.
  2. On the left hand computer, in the “Register Balance" Excel file, record the amount of money counted in the drawer in the left hand column, the amounts being deposited in the middle column, and make sure that the right hand column adds up to $325. 
  3. Print out the "Register Balance" sheet.
  4. Clip “Register Balance" sheet to the bill forms, copies of any checks you made, and the pink copy of the bank deposit slip, the deposit bad ID slip, and any credit card slips together and place them on the Access Services Manager's desk.
  5. Put the cash to be deposited into the deposit bag and put it in the safe.

3.4. Update Events Schedule

Events in Countway Library are not usually administered by Countway staff. Most often a specific event is organized by a sponsoring organization/department while the events schedule in general is administered by the Room Scheduling Office. Access Services is sent a weekly email with the building schedule for the following week, which we use to display in the library. Any questions about the events should be directed to the event's sponsor or the Room Scheduling Office at 617-432-2020.

The information sent to Access Services must be reformatted and saved into different files for display on the Viewsonic monitor in front of the circulation desk and on the door of the L2 classroom. This is accomplished using Adobe inDesign, Microsoft Word  and two USB flash drives. One flash drive (Drive X) stores all of the files that are and/or will be saved on the Viewsonic monitor. The other drive (Drive Y) stores only the files that will  be on the monitor at that given moment.

Collecting and Reformatting Event Schedule

  1. Open emptytodaytemplate.ppt and a new Microsoft Word document.
  2. Save each day's pdf from RT onto the desktop and work with one at a time.
  3. Copy and paste the data from the first pdf into the word processing program and reformat the information to fit the arrangement of the inDesign template.
  4. Copy and paste the new information into the template and change the date accordingly.
  5. Export the file as a jpeg to Drive X using the file format "[month][date][day]". Flip the image clockwise 90 degrees so it will display properly on the Viewsonic.
  6. Delete the Word document without saving and repeat for each day of the week.
  7. Open Word document L2_schedule_template.doc.
  8. Scan through the pdfs for the week and copy and paste each event occuring in the L2 Classroom into another new Word document.
  9. Reformat the information to fit the arrangement of the Word template and copy and paste it into L2_schedule_template.
  10. Print the document and place it on the door of the classroom.

Displaying Events Schedule

The Viewsonic monitor is loaded by installing Drive Y into it. When done all files already on the monitor are erased and replaced by the files on the flash drive.

  1. Erase the schedule you wish to remove from the Viewsonic from Drive Y and replace it with the schedule you wish to add from Drive X. The other files the Viewsonic displays should also be on Drive Y.
  2. Eject Drive Y from the computer and put it in the Viewsonic.
  3. Wait for the old files to erase and the new files to load before removing Drive Y from the Viewsonic.
  4. Repeat each day of the week.

3.5.  Other Closing Procedures

  • Discharge items that have been returned to the inside drop box.
  • Shut down computers.
  • Get the Gate Count number from the Exit Gate Counter and enter the # that starts with a P into N:\Circulation\AccessDatabases\ExitCounter.mdb.

4. Inclement Weather Closings and Delay

4.1. General Policy on Decision to Not Open or to Open Late

Countway will remain open for service to users during scheduled hours unless severe weather or environmental conditions make it unsafe for even minimal staffing to occur, or unless there is a building emergency that makes the building unsafe for occupancy. Normally, Countway will close if HMS and HSPH close because of weather or some other emergency condition. Since HMS and HSPH are not likely to make any closing announcement except during weekday business hours, Countway decisions will sometimes be made outside of the context of their decisions. During evening or weekend house when weather or environmental conditions or a building emergency raise the possibility of a closing decision, Access Services staff will be in contact with the Access Services Manager/Librarian, who will be in contact with the Director of Countway Library, as well as the Harvard Library Head of Access Services.

In case of an immediate building emergency situation, indicated by the alarm system or determined in conjunction with security staff, emergency evacuation procedures should be followed.

4.2. Harvard Library Access Services Staffing and Time Reporting during Inclement Weather

Scenario 1: If the University is closed but your library location remains open

    • Staff who work during those hours of operation will be compensated at double time for those hours worked.  For example, an employee works a 7 hour shift during a snow event.  They will receive 14 hours of pay for the day.

Scenario 2:  If the University is open, the School is closed, but the library is open

    • Staff will be compensated as a regular work day.  For example, HU is open, FAS is closed, but Lamont remains open.  Staff who work a 7 hour shift will be compensated with a regular 7  hour day.

Scenario 3:  If the University is closed, the School is Closed and the library is closed

    • Staff will be compensated as a regular day.

In general, it is important that you put your safety first. If you do not feel comfortable commuting to work in bad weather, please notify you manager and you may use a personal or vacation day in the event that the University is open.

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