Discovery Services Procedures: Media and Microforms

Opening

• Pick up the newspapers from Access Services.
  • Student employee may be available to pick up & process the newspapers.
  • El Paso Times, El Paso Inc., El Diario de Juarez
• Turn on the computers.
• Unlock M&M back area and turn on the lights.
• Open half door in the student assistant’s place.
• Unlock the front doors.
• Log on to the computers. See desk for logins.

Closing

• Pick-up microfilm and record statistics via Alma.  See In House Use Stats section below.
• Turn off all computers and readers.
• Shutdown or lock computers (Windows key and letter L).
• Lock the front doors.

Front Desk Computers

• Login computers.
• Open Alma.
• Use the Alma login page for desks.
  • https://libguides.utep.edu/alma
  • https://utep.alma.exlibrisgroup.com

In-House Use Stats

All materials that were used in the department, such as microfilm, microfiche, DVDs, etc. need to be scanned to register the use for statistics.  This is not for items being returned.

• In Alma, go to Fulfillment>Scan In Items.
• Make sure the Register in-house use is checked.
• Click in the Scan item barcode text box.
• Scan one item in to register the count for statistics.
• Click Ok.
• Repeat as needed.

Checking Out Materials

Follow the steps below to checkout various materials to patrons.

• In Alma, go to Fulfillment > Manage Patron Services.
• Scan the patron’s UTEP ID or type in their ID number.
  • Scanning in their ID may add 2 additional numbers.  If it does, erase the last two.  Try your own ID to see how this happens.
  • If you type in their UTEP ID number, ask them their name and/or their home address to verify it’s them.  Any other form of picture ID that is not expired is acceptable as well.
  • If they do not have a record, send them to Access Services.
• Typing in the ID number or scanning ID, starts to populate the patron’s name, see below.  You can click on the patron’s name, then click on Go.

• This will take you to the patron’s record where you can start checking out materials to them.

• Scan in each item in Scan item barcode, then clicking Ok.
• Loans of this session shows all the items checked out with you.
  • You can change this to All Loans to review everything the patron has checked out.
• Once you’re done, click Done.

• Use the handheld scanner to demagnetize DVDs, Blu-rays, and CDs once the item is checked out to patron.  See image below.
  • The bar should touch the security strip fully.

Check-Out Scanner

Returning Materials

Follow the steps below to check-in various materials from patrons.

• In Alma, go to Fulfillment > Return Items.
• Make sure the Register in-house use is unchecked.
  • Check the disc for damage, i.e. scratches.
• Click in the Scan item barcode text box.
• Scan one item in to return the item.
• Click Ok.

• Use the scanner from below to remagnetize DVDs, Blu-rays, and CDs once the item is checked in.
• The disc should be taken out of the case and with the security strip down on the scanner, slide from the start towards the end.
• Repeat as needed.

Returns Scanner

Using Current Newspapers

The form below is to be filled out per newspaper used by a patron.

Current Periodicals & Microforms

Time: Current time Date: Current date

____Paydirt Pete____(Patron’s name)

____80000000______(ID number)

*Use a UTEP, State issued, or passport ID number.

New York Times 8-13-21 (Give title, date, & vol., no.)

*Please spell out the newspaper title.

Fill in the number of individual items used in the following sections.

no. of np (number of newspapers)

no. of loose v. (number of loose volumes)

no. of bound v. (number of bound volumes)

no. of rolls (number of microfilm rolls)

no. of fiche (number of microfiche)

init ______ (staff initials??)

Notes:

• Hold the patron’s form of ID until you check the items returned are not damaged.
  • Then return ID.
• If the items are damaged, let the patron know that they will be charged for the damage.
  • Non-UTEP ID’s only: collect patron’s information from ID for those using state or passport identifications, such as, address and phone number.
  • Inform the Section Head of Media and Microforms or Head of Discovery Services to apply the fine.
    • Patron should be walked to Access Services to pay their fines.
• Current newspapers
  • Advertising Age, Albuquerque Journal, Austin American-statesman, Barron’s, Campus: America’s Student Newspaper, Chicago Tribune, Die Zeit, El Diario, El Paso Times, La Voz de Colorado, OCS News, Ren Min Ri Bao = Renmin Ribao = People’s Daily, Atlanta Journal-Constitution, Baptist Standard, Chronicle of Higher Education, Dallas Morning News, Free China Journal = Tzu Yu Chung-Kuo Chi Shih Pao, Guardian Weekly, Jewish Voice of El Paso, Los Angeles Times, Manchester Guardian Weekly, New Federalist, San Diego Union-Tribune, Straits Times, Times Educational Supplement, Times Magazine, Wall Street Journal (Weekend edition), Wall Street Journal, Washington Post.

Reserve Form

The form below is to be filled out when a professor would like to place an item on reserve.  The item can be from M&M or a personal copy.  One form per item.

Class: Class name, i.e. UNIV 1301

Instructor: Full name, i.e. Joanne Kropp

Title: Title of the source being placed on reserved

Barcode: Barcode of item

Date: Current date

Time period:

How long do they want the student to borrow the item?

Special instructions:

Staff: Ask how long they would like to keep the item on reserve.

• Any other instructions from the professor?

Notes:

Holds Form

The form below is to be filled out when any patron would like to place an item on hold for when they can come in.

Name: Full name of patron

Title: Title of item to be placed on hold

Barcode: Barcode of item

Date picked up: Date the patron will come to pick up the item

Initials: Staff initials

Notes:

• Items can be placed on hold for up to 3 days, unless there is a special circumstance, and the item is not needed by another patron.
• Item can be used while on hold, as long as the item is not checked out to another patron while on hold.