Work Related Use of Library Services by Staff

Note: This is an e-policy that staff review each year. Changes can only be made to this page by Jennifer Steward on an annual basis.

January 2024

Quick Facts

• Staff administrative library accounts can be created and used by staff to check out materials for library business purposes. This includes testing and training accounts.
• Check out limits are 499 items, 12 weeks, 50 renewals, and 200 holds.
• Review staff administrative library accounts every 12 weeks to renew or return items. Report unaccounted for items to the Contact Center Supervisor or Access/Circulation Specialist.
• Items checked out to staff accounts with administrative user profiles are not automatically renewed.
• Staff may extend hold shelf time for one week if needed due to circumstances such as illness or work scheduled outside a library. 

Application

1.  Any staff member can create an administrative library account. Staff may use the Patron registration staff form to create an administrative library account.
2. Note on names and User IDs: Hold slips will display the first four letters of the Last Name field and the last four characters of the User ID field will be displayed. If the account is used to place holds, select a User ID and Last Name that will make it clear who should pick up the hold. Staff can change their User ID at any time to make hold slips display properly.
3. The fields below are required and must be filled in as outlined below for Administrative library accounts. See Entering New Records for more details. If you use the Patron registration staff form, other fields may also be required.

• USER ID
  • Must include the location or work group, plus the purpose or point person for the account, such as KEVI (Kevin) or PROB (problem shelf).
  • If the account is used with My MCL and/or OverDrive/Libby:
    • The User ID must not have spaces
    • Underscores must separate words.
    • The format must be in these combinations:
      • XXX_XXXX (3 letters underscore 4 letters): WOD_SPAN
      • YYYY_YYYY (4 letters underscore 4 letters): TECH_ALEX
• 21168 card numbers are not required, but can be entered in an ALT ID field.
• Profile name: ADM or, after consulting with the Bibliocommons Coordination Team, ADM_MYMCL. Some test or training accounts may use other profiles.
• Name:
  • The Last Name field must start with the name of the work group, building or the words “training” and include the purpose or contact person.
  • Test cards must have:
    • The last name “Test Card”
    • The first name field must include the purpose or contact person.
    • Example: First name: TRT Self-checkout and Last name: Test Card
  • Examples:
    • ALB Storytime
    • Belmont Problem Shelf
    • Tech Services - Carolyn
• County: 0_MULT
• Notice type: Email or text
• Address: Use the building address or a zip code of 97555
• Email Address: Enter the contact person’s email address

4. The contact person must review the items checked out on the administrative account at least every 12 weeks to make sure that all items are accounted for and are not lost or withdrawn. Report unaccounted for items and fees to the Contact Center Supervisor.
5. Removing discarded items from Administrative accounts:
   • If a Weeding decision needs to be made,  check the item out to an administrative account, such as a Problem Shelf card.
   • To remove items from the catalog, check them out to the Discard user and follow the procedures on the Discarding/Withdrawing page.

Policy

Library employees or work groups may create Administrative library accounts to use for library work purposes only. Any staff member can create Administrative accounts as needed. 

Staff use of administrative library accounts may be reviewed by the Library Director’s Office staff, Integrated Services staff, library managers, IT security staff, the County Auditor and/or the County Treasury Department. Periodic reports may be run to ensure that staff use of administrative library accounts is in accordance with County and Library policies.

Administrative user profiles allow twelve-week loan periods, 499 items checked out and 200 unfilled holds for physical items. Administrative accounts may be used to access e-content.

ADM_MYMCL accounts give specific permissions to use with  MY MCL. Staff must contact the My MCL/Bibliocommons Coordination Team before creating these accounts.

The contact person must review the items checked out on the administrative account at least every 12 weeks to ensure that all items are accounted for and are not lost or withdrawn. Report unaccounted for items to the Contact Center Supervisor or Access/Circulation Specialist.

Staff may extend hold shelf time for one week if needed due to circumstances such as illness or work scheduled outside a library. 

All Administration accounts will receive email or text notification of hold and overdue items only and will not receive telephone, mail, or no notices.

Library staff will not override holds when renewing, unless there are exceptional circumstances, such as a pandemic, emergency, or when services are limited. 

Staff will not check out items on Administrative accounts for personal use. All staff may have free library accounts, including staff who live outside the free service area. See Staff, Volunteers and the free service area. 

For information on test accounts, see Staff use of the Integrated Library System (ILS).
For information on staff personal use of the library, see Staff use of personal library accounts.

Rationale

In the course of their work duties, library staff need to check out, place holds or perform other library activities that require access to a library account.

• Staff may require a longer loan period and a larger number of holds to perform library tasks.
• Administrative accounts must be easily identified as such by other staff members in order to keep these accounts separate from standard patron accounts.
• Accounts need to be maintained and in good standing, which includes accounting for items checked out on the cards.
  • Contact people are responsible for managing their administrative accounts and the items checked out on them.
  • Staff will review checked out items every 12 weeks to identify any unaccounted for items.