In order to improve communication between all library locations, especially during times of emergency, all locations have a PIC phone. The goal of this project is to give location PICs improved tools when addressing situations that require the use of a phone. Conversely, it gives library administration, Central, and other locations the opportunity to reach a location PIC quickly.
Setup and Operating Instructions:
- The PIC phones are iPhones
- All PICs must spend a few minutes to familiarize themselves with how the phone works
- PIC phones are pre-programed with the contact info of a handful of library administration staff members, the CEN PIC, and non-emergency phone numbers for police departments in the appropriate regions
- Location managers can load other contacts into the phone as they see fit. Locations are encouraged to keep additional contact numbers to a minimum.
- PIC phone's passcodes will be the location's three letter initials + the two digits of the current month + the last two digits of the current year - LOCMMYY. For example, in December 2020, Belmont's passcode would be BMT1220.
- Passcodes should be changed on the first day of each month. A reminder can be set to the calendar of the phone to create an alert on the first of each month so any PIC will be able to update the passcode.
Procedures For Use and Best Practices:
In order to make sure there is system-wide consistency in use of the PIC Phones they must be:
- Used only for PIC related situations
- Charged each night
- Turned on during times when a PIC is in the building
- Carried by the location PIC at all times there is a PIC in the building
- Note: If there is more than one PIC during the day, the phone must be handed off in a way that works best for the location. The "hand off" should include a brief check-in from one PIC to the other
- All staff who are asked to hold the PIC phone must complete this form to establish shared "ownership" of the phone while you are PIC.
- Answered by the PIC at all times. This includes:
- When you are helping a customer
- During open & closed hours
- During huddles and meetings
- During breaks. Note, if you take a PIC phone call during your break you must make up that time later
- Non-PIC trained staff may use the phone only in the case of an emergency
- Report lost or stolen phones to the County Help Desk at 503-988-5100 or 503-988-4357
- Other PIC phone issues should be reported to Lib Facilities
- PIC Phone Numbers
Who Provided Input:
Nancy Arvesen, St. John's Library Administrator; Susie Woodward, Central Library Administrator; Bryan Fearn, Hollywood Library Manager; John Cabrera, Administrative Analyst; Human Resources Action Team; Don Allgeier, Neighborhood Libraries Assistant Director; and the Library Labor Management Team.