Public Services in Special Collections, SPEC Kit 296 (November 2006)

Turcotte, Florence; Nemmers, John

Public Services in Special Collections · 123
Pennsylvania State University
Outreach
Tours
Exhibits
Programs
Lectures
Conferences
Meetings
Literature
Slide Presentations
Instruction
Professional Ethics
List and Explanation
ALA Statement of
Professional Ethics
The Library Bill of Rights
SAA Code of Ethics
Appendix 1: Collection Types
and Locations
Collection Types
Collection Locations
Appendix 2: Reference
Resources
Binders
Finding Aids
Publications
Card Catalogs
Online Resources
Tip Sheets and
Pathfinders
Special Collections
Databases
Online Searching
Glossary
Sample Forms
Registration
Supplemental Registration
Materials on Hold
Loan Receipt
Patron Instructions for
Retrieving Scanned Files
of Photos
Public Scanner
Instructions
Circulation with Special
Permission
Preservation Department
Orders
Photographic Orders
Request for Duplication
Locations).
If data has been entered for the month,fiscal year and location that you selected you will
be given an update form from which you can verify or change data. If no data exists for
the month, fiscal year and location that you selected you'll be given a blank form from
which you can enter data.
Fiscal Year:
Month:
User ID:
Select UP Location:
Or ...
Select CCL Location:
Export Statistics Reports
Contacts for help with your statistics:Torsten Bjalme, Kimlyn Patishnock
Report problems with the web pages to: Linda Klimczyk
Example:
Using November 2004, there were 780 uncatalogued items counted for Special
Collections during that month. 780 represents ALL collections or items from all 3
units that were used during the month – whether we used workflows or not.
________________________________________
Update Statistics for: Special Collections November, 2004/2005
Please enter only numeric data (numbers, decimal point, comma, dollar sign) in
the fields below. Do Not enter alpha characters.
Initial vlaues for blank fields are pre-set to 0. To enter data, type over the 0.
Accept the 0 when you have no data to enter.
To see instructions for the categories below, hold your mouse over the bullet next
to the category.
Exit without updating Stats
________________________________________
Circulation
Uncataloged Items
Monthly
Reserves
Monthly
In House Use
Biannually when notified
________________________________________
Collections
Serials Received but not Purchased
Monthly
________________________________________
Film/Video
Monthly
________________________________________
Patron Exit Count
Biannually when notified
Reference Transactions
In-House /Telephone
Biannually when notified
Reference Transactions
E-Mail /Web
Biannually when notified
________________________________________
Service Points
Number of Staffed Service Points
Annually in June
________________________________________
Instruction
Course-related/Integrated Instruction Sections
Once per semester
Number of Students in Course-related/Integrated Instruction Sections
Once per semester
Tours, Outreach &Seminars
Once per semester
Number of Attendees in Tours, Outreach &Seminars
Once per semester
Credit Courses and Multi-session Classes
Once per semester

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122 · SPEC Kit 296
Pennsylvania State University
Penn State Special Collections
University
Libraries
Public Service Manual
Table of Contents
Introduction
Mission Statements
Special Collections
Organizational Overview
Access Policy
Purpose of Public Service
Manual
Training
Library Users
Who do we serve?
Specific User Groups
General Guidelines for Desk
Service
Scheduling
Opening and Closing
Procedures
Reception Desk Duties
Desk Etiquette
Registration of Users
Conducting a Reference
Interview
Question Types
Reference Resources
Retrieval Procedures
Circulation Procedures
Restrictions
Handling Collections
Re-Shelving Procedures
Subject Specialist
Referrals
Reference via Mail, Email
and Phone
Special Requests
Loan Requests
Materials on Hold
Duplication Requests
Annex Requests
Security
Check in Procedures
Check out Procedures
Monitoring Use
Permissable Belongings
RADS and Guest Passes
Patron Challenges
Emergencies
Maintaining Equipment and
Supplies
Equipment
Reference Room Supplies
Statistics
Purpose
Maintaining
Reporting
Outreach
Chapter VII
Statistics
Purpose
Accounting for Special Collections patrons via statistic collection is a long-standing practice in the
department. Originally each unit was responsible for their own statistical collection, but when the 3
units moved into one common space, the statistics were gathered by one person, and
subsequently entered on the Excel spreadsheet (W drive, Luann’s files, Special Collections,
Statistics 2003-2004.xls). Following are the different statistics collected and where they are entered
in the spread sheet:
Exit Count:
ONLY taken at the front desk (using half sheet provided at desk) includes tours of the exhibit
room, Special Collections classes held in the Mann Room, browsers, and people asking questions
at our front desk (but not counting people getting locker keys to use materials in the Reference
area – they will be counted via the registration form).
At the beginning of each new week, the previous week’s count is totaled and added to the
spreadsheet in the Exit Count column.
People, Items and Evening Shift Counts: (all taken from our Registration forms)
Three different counts are taken from each registration form after the forms are divided by unit. If
there happens to be multiple units involved with one patron, a copy of the registration form is
added to their count.
At the beginning of each new week, the previous week’s count is totaled and added to the
spreadsheet in the appropriate column under each respective units name
Count one: Number of people using collections.
If there are multiple days or patrons each one counts!
At the beginning of each new week, the previous week’s count is totaled and added to the
spreadsheet in the People column under each respective units name
Count two: Item count for each unit.
If a patron is here for 5 days, everything listed on their registration form should be x 5 (or x 10 if
two patrons are working on the same materials)
At the beginning of each new week, the previous week’s count is totaled and added to the
spreadsheet in the Items column under each respective units name
Count three: Evening hours count.
If a patron is here beyond 5, or arrives any time between 5-6:30, a separate count is kept at the
top left of their registration form. On the spreadsheet, if a person is here from 5-6:30 they are
counted for each time slot for a total of three. 5:30-6:30 is counted twice, 6-6:30 once. This is done
to indicate there was a person (not necessarily a different person) in each of our new time slots.
The people here for the 5-6:30 slots are not added into the people total for the individual units
because they're already reflected by the first count taken using the registration forms.
At the beginning of each new week, the previous week’s count is totaled and added to the
spreadsheet in the 3 columns labeled 5-5:30, 5:30-6 &6-6:30. These are not unit specific.
Once a month, preferably on the first day of a new month, statistics are entered in the libraries
ARL Statistics Site
Any staff member can enter statistics on this site using their user I.D. and password that they
would normally use to access email. Once there, you choose from a series of drop-down boxes:
________________________________________
To Update, Review or Enter statistics please:
1. Select the fiscal year and month from the dropdown lists below and enter your User ID
(e.g., your lias e-mail initials).
2. Select your location from either the UP locations or CCL locations dropdown lists.
3. Click on the appropriate Submit button (UP Submit for UP locations, CCL Submit for CCL

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SPEC Kit 296: Public Services in Special Collections (November 2006) resources

124 · SPEC Kit 296
Pennsylvania State University
Number enrolled Credit Courses and Multi-session Classes
Once per semester
Wage Hours Worked by Student, Professional &Support Staff
Hours Worked by Student
Monthly
Hours Worked by Professional
Monthly
Hours Worked by Support Staff
Monthly
Contributed Services Staff
Monthly
Dollars for Professional
Monthly
Dollars Paid by Federal Funding
to Work Study Students
Monthly
________________________________________
Jump to Submit Button ________________________________________
Interlibrary Loan
Non-PSU Activity (Definitions) (What not to count) (What to Count)
Loans Provided/Supplied
PA Academic
Monthly
PA Other
Monthly
PA Public
Monthly
PA School
Monthly
Non-PA
Monthly
Photocopies Provided/Supplied
PA Academic
Monthly
PA Other
Monthly
PA Public
Monthly
PA School
Monthly
Non-PA
Monthly
Loans Received
PA Academic
Monthly
PA Other
Monthly
PA Public
Monthly
PA School
Monthly
Non-PA
Monthly
Photocopies Received
PA Academic
Monthly
PA Other
Monthly
PA Public
Monthly
PA School
Monthly
Non-PA
Monthly
________________________________________
Exit without updating Stats Contacts for help with your statistics: Torsten Bjalme,
Kimlyn Patishnock
Report problems with the web pages to: Linda Klimczyk
Twice a year in the Fall and Spring semesters we are asked to collect two different types of data
for inclusion in this report to ARL. One week is Reference Statistics and the following week is

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SPEC Kit 296: Public Services in Special Collections (November 2006) resources

SPEC Kit 296: Public Services in Special Collections (November 2006) resources