Meeting Room Schedule Policy changes

I wanted to write down and make sure everyone knows the new policies for scheduling the meeting room.

First Change: The old policy said that we would only schedule a room 90 days in advance. This is changed. We will now schedule meetings up to three months ahead. What this means is that you do not need to worry about the exact date of a meeting, just the month it occurs. For example, on March 2nd, we get a call wanting to reserve a meeting room for June 12th. Under the old policy, we would have told the patron to call back in 10 days. Now, we just check that the meeting is going to occur in June (3 months from now), and go ahead and schedule it.

Second Change: Meeting forms are not to be scratched out every time someone wants a change made. For example, Ms. X comes down after her meeting and wants you to schedule a meeting for next month. Under the old system, people would frequently just scratch out the old date/time and put in the new date/time. Now, Ms. X will need to fill out a new form each time she meets in our meeting or conference room. The reason we do this is because it was causing record-keeping nightmares when I tried to get our stats ready for the prior month. The only time someone can fill out multiple meetings on one application is if it a) all occurs within the same month and b) is all scheduled at the same time. If Ms. X wants to schedule a meeting on the first Thursday of every month, she will need to fill out a form for *each* month she wants to meet. If Ms. X wants to schedule a meeting on the 1st and 3rd Monday of each month for the next three months, she can put the two meetings that occur in the same month on the same sheet, but will still have to do a separate sheet for each month. If you have any questions about this, please ask me immediately!!!

Finally, please be sure you are using the correct colors for each meeting. If its a phone call or someone who schedules it but does not fill out the paperwork, use blue as a background color. If you have the form filled out so that the patron's meeting is confirmed, use yellow as a background color. If it is a Library program, these do not need to fill out paperwork. Just mark these as purple.

Thanks,
Brandon

Shelving

As some of you know, last week we lost Matthew and traded Cedric for Blair.

That means we went from having 54 hours of dedicated shelvers to 20. They are going to try to fill Matthew's position, but until then all of us will have to help shelve.

I expect everyone, reference and circulation alike, to participate in these duties. At a bare minimum, everyone should shelve one cart load a day. Furthermore, if two people are assigned to work on the desk and it is not busy, one of you should go ahead and start shelving.

For reference, I have adjusted the schedule so that one person is assigned most hours to assist in shelving this week in the hopes that we can get caught up.

Finally, please try and be diligent with your shelf reading. If possible, try and combine this with your shelving duties.

Thanks,
Brandon