If the Kesler Assistant is out of town for over one week, request that the e-mail address be forwarded to another staff member so that e-mail requests may be processed. Alternatively, another staff member can open the Kesler Assistant's mail if arrangements are made ahead of time. To request a change in forwarding, contact the postmaster@library.vanderbilt.edu (or send a message to netfix on Pegasus Mail). Ask that mail to kesler@library.vanderbilt.edu be forwarded temporarily to another staff member.
If an absence is longer than one week, please find someone else to fill kesler requests for borrowing materials. You will need to train someone ahead of time to cover this task.
Most coverage involves dealing with incoming mail, which is of two types:
1) returned items, usually in cardboard mailers or padded envelopes.
2) all other mail (including e-mail)Mail tends to dribble in a couple of times a day, but it can tended to it just once each day.
To handle returned items:
1) Open return packages, one at a time.
2) Retrieve bookslips which should be paperclipped to the front flyleaf of books or inserted into the outside pocket of cassette binders.
3) Clip two cards from one patron together.
4) If a bookslip is missing, check item for it carefully, then save mailing package with return address and an added note as to what was returned in it.
5) Discard cardboard mailing packages; the Assistant to the Director may want padded envelopes that are still useable--be sure to check before you throw them away.
6) Discharge returned items and reshelve them. (Don't worry about overdue fines, unless the case looks unusual.) Cassette cases need to be retrieved from the black bin in the Kesler Supplies. The black cassette binders go back to the kesler assistant.
7) Put bookslips (and mailing packages for missing slips) in a pile for the Kesler Assistant.As for the rest of the mail:
1) Open all mail, and separate out requests for renewals. If you are answering e-mail requests, please e-mail the person back and let them know that the kesler assistant is out of town and will get back to them as soon as possible. Go ahead and process e-mail renewal requests.
2) Return all non-renewal-request mail to its envelopes, and leave in a pile on the Kesler Desk.
3) Process renewals:
- DISPLAY 1 USER (type in lastname and first name)
- RENEW USER <enter>
- check items to renew and press <enter>
- send patron a postcard (either handwritten or typed) with author and title of books or call number and author/title of cassettes and a stamped due date of 5 weeks from the current day (not the date on the computer). Note: special postcards for this purpose can be found in the top drawer of the file cabinet to the right of the Kesler computer desk. Addresses are also in the Membership drawer if not on patron request.
4) If you know the Kesler Assistant will be back in a day or so, it's okay to leave the renewals for them to deal with. Eileen Crawford or a Public Services Team member can be of assistance if you have any questions.
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Documentation by Julie Owen
Last Updated: March 29, 2002