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Access Services Manual

This guide is to maintain and store training materials and procedures for the Library Access Services.

Scanning UTEP IDs

Barcode Scan 

From the Alma Dashboard go to Fulfillment > Checkout/Checkin > Manage Patron Services

  1. Using the barcode scanner, scan the barcode on the UTEP ID

  1. Delete the last 2 digitals of the ID number.
    • The system adds 2 extra numbers.
  2. Enter.
  3. Verify that the patron's name matches their ID.
  4. Return the ID to the patron & say, "Thank you, Miss Urbina."
    • Saying the last name verifies you have the right patron as well.

You can manually type in the ID number as well.

To check out the item scan the barcode(s):

Verify the due date:


Book Stamps

  1. Verify patron type and location of the book
    • Children's -- 14 days (CHILD stamp)
    • General -- 28 days - 1 year (stamp by patron type)
  2. Choose the appropriate stamp by patron type and/or location  
    • Undergraduate = UND/STAFF
    • Graduate = Grad
    • Faculty = Faculty
    • Staff = UND/STAFF
  3. Stamp each book on the Date Due slip.
    • No room? Add a new slip.
  4. Demagnetize each book for out the door.
  5. Give the patron their ID & books.

Demagnetizing Books

Reserves & Study Rooms

Reserves & Study Rooms

Study Rooms

During the slow times in the library, early morning or late afternoon/evening, rooms may be checked out by one person. During busy times, three people must be present to check out a room. Rooms circulate for three hours and can be renewed.

Checking out rooms or reserves

The Date Due slip must have information filled out when reserves or study rooms are checked out.

ROW 1 - Info needed

ROW 2 - format of info

ROW 3 - Example of checkout

ROW 4 - Example of return


Check-In / Returns

All materials are accepted at Access Services, i.e., books, DVDs, microfilm, ILL materials, etc.  Accept the materials from the patron.  The patron does not need to do anything.  For Reserves, see box above.

Quick Steps

  1. Check-In the items(s) into Alma.
  2. Stamp with RET'D stamp.
  3. Use Sensitizer (demagnetizer) to reactivate for back to the stacks.


  • From the Alma Dashboard go to Fulfillment > Checkout/Checkin > Return Items
  • Scan in the barcode:

Verify that the item was checked in:

Reserves and/or Study Rooms will include the time.

Using the RET'D stamp, shown below with the current date. This is an important step, in case the patron returns claiming they returned the item, but are still accruing fines.

Lastly, resensitize the materials to return them to the shelves.

Customer Service Videos

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