Music Reference

Books with red dots are non-circulating. They may be used inside the library only. If patrons need to make photocopies, they may give you their ID card and take the book up to the Music Office. The Music Office will only make copies for non-circulating books. Direct requests for exceptions to the music librarian.

Books without red dots circulate for one week to students, two weeks to music faculty.

Monuments of Music/Collected Works (M2 & M3)

These items may be circulated to music faculty. Students should use them in the library whenever possible, but may check them out overnight. Students who need these materials longer must see the music librarian about it. Community patrons may not check these materials out, but may leave their drivers license if they need to make photocopies. Community patrons with special situations should see the music librarian.

Scores (including miniature and oversized)

Scores circulate for two weeks.

CDs and LPs

These may be checked out for two hours and listened to in the library only. Patrons may check out a maximum of three of these items at a time. Music faculty may check these out for a two-week period (or longer if requested). Students who need to play a sound recording in a class may come immediately before the class, check it out, and return it immediately following the class.

Headphones

These are checked out to patrons using the library's sound equipment. They may not be taken out of the library.

Metronomes

These circulate for four hours in the music building only. They may not be checked out overnight, no matter what JeWeL says, and must be returned by closing each night.

Royal Conservatory Piano Books

These books are for use in the Music Building only, and can be found next to the hold shelf. They are not catalogued in the library system. Patrons wanting to use them must leave their ID cards in exchange. Clip the check-out card from the front cover of the book to the ID card and place it in the drawer under the computer. Patrons may reclaim their ID cards when they return the book(s).

Reserve Items

Items on reserve should be checked out to patrons as usual. Be sure the patron knows how long the check-out period is, as there is a fine for any time over this. Music faculty members may check out reserve items for up to 24 hours, but they will be fined if the items come back late. If there is a high demand for reserve items for a particular class, patrons may only be allowed to check out one reserve item at a time. Use your good judgment for this. For example, if an entire class needs to do the same listening assignments on the same evening, patrons may only be allowed to check out one reserve CD at a time. They must then return this item before obtaining another.

Renewing materials

Items may be renewed up to two times. After this, the patron must bring the item in and check it out again.

Materials from other library locations may be renewed in the MMC as long as they are not overdue or still in the grace period. After the grace period of 3 days expires, items must be taken back to their department of origin to be checked in and out again.

Patrons wishing to renew items over the phone may do so as long as the item is not overdue or still in the grace period. After the grace period of 3 days, all items must physically be returned to the library and checked out again.

Fines

Fines for most library materials are 25¢ per day. The first three days that an item is overdue are considered a grace period; fines do not begin accruing until the fourth day.

Reserve items begin accruing fines as soon as the reserve check-out period has expired. Fines for these materials are 25¢ per hour.

Fines from other library locations may be paid in the MMC. See the circulation procedures sheet for instructions on how to accept fines.

Hold Shelf

Sometimes patrons may request items in advance, or call to find out if we have an item. If they will be needing the item within 24 hours, the item may be placed on the hold shelf (the shelf with the Royal Conservatory books). When you place an item on the hold shelf, note the patron's name and the date and time it was put on the shelf. After 24 hours, if the patron has not claimed the item, it should be re-shelved.

Special Music Faculty Policies (M codes)

Music faculty with M codes for checking out materials have a number of special privileges.

Extended due dates - Music faculty may request an item for longer than the default two week period. See circulation procedures sheet for instructions on extending the due date.

Tests - The MMC will hold and distribute written tests for music faculty members. Tests should be placed in the test folders according to the faculty member's last name. We do not proctor exams; we merely make them available to the students. The MMC does not administer listening tests.

Reserve items - Music faculty may place items on reserve for their classes. The music librarian and selected student workers are the only people who can place items on reserve, so all materials should be left for them. Music faculty members may check out reserve materials for up to 24 hours, but they will be fined if the items are returned late. If possible, the items should be returned before the 24 hour period out of courtesy to class members who may need them. The faculty member who has placed the items on reserve can check the item out for a longer period if they know their students will not need it. Faculty must request this extension, or fines will accrue. Music faculty who need to use reserve items placed on reserve by another faculty member must abide by the reserve time limit.

Non-music faculty

On occasion, non-music faculty members may need sound recordings for use in their classes. When this occurs, verify how long the recording(s) will be needed and extend the loan period for that amount of time. If the recording(s) will be checked out for longer than a week, leave a note for the music librarian containing the following information: faculty name and telephone number, barcode of the item checked out, and the time period for which it has been checked out.

Checking materials in or out using JeWeL

1) Log into the desk computer using either the 'mmcstu' or 4mmcstaf' login.

2) Select JeWeL from the opening menu (type 'j' or just hit the space bar), then 'Circulation Subsystem' (type 'c').

Checking materials out

1) Select 'Check Out' from the circulation menu (type 'o').

2) At the prompt, enter the patron's ID number by swiping the card through the scanner. It is possible to enter the number manually (community patron numbers, beginning with C, and music faculty numbers, beginning with M, must be entered manaully), but patrons should have their ID in order to check items out. If they do not have their ID card with them, they must fill out a yellow "hassle slip," found in the left-hand drawer directly below the computer.

3) Enter the barcode(s) of the material(s) being checked out. This can be done in three ways: by holding the barcode in front of the laser scanner, by using the laser pen to scan the barcode, or by entering the barcode number manually. If you enter the number manually, you will need to hit 'return' at the end of the number; otherwise, the computer will do it automatically. You may enter any number of barcodes.

4) The computer will display a due date for each item scanned. For books and scores, place a card with the correct due date in the pocket. For CDs and headphones, generally a verbal reminder is enough. For metronomes, you may want to write the time due on a post-it.

5) After you have entered the last barcode, press return at the prompt. This will clear the patron's record from the screen and return you to the check out prompt. To escape from this prompt to the check in/check out menu, press return.

Extending the due date

Music faculty members with m-numbers for checkout may request to have the due date on their materials extended. In rare cases, such as over short vacations, other patrons may also request this. In general, however, only music faculty should have this privilege extended to them; other patrons should be referred to the music librarian.

To extend the due date:

1) Input or scan the item's barcode. Then, instead of pressing return, enter two dashes ('--').

2) The computer will ask for your initials. Use the 'mus' initials and password.

3) Enter the new date that the item will be due.

Checking items in

1) From the circulation menu, select 'i' for check-in. The computer will then bring up the check-in menu.

2) In general, you will only need to use 'n,' if the patron is not present, or 'p,' if the patron is present. You may on extremely rare occasions need to use 'r' if the patron wants a receipt. The music librarian is the only person authorized to backdate books when checking them in, so any materials needing this done to them should be passed on to her.

3) Enter the barcode(s) of the item(s) either manually or with the scanner. You may check in items for multiple patrons at this point.

4) When you have finished checking the item(s) in, press 'return.' This will return you to the check in/check out menu.
 
 

Recording patron statistics

On the circulation desk you will find two statistic sheets. One is for weekly patron statistics. On this form, make a mark every time a patron comes into the library. On the daily form, make a mark every time you have contact with a patron, according to the appropriate category. Also, books and scores without barcodes that are used inside the library should be counted here.

Renewing checked-out materials

Renewals may be done at several points in the circulation process.

Plain renewal

Use this if a patron calls or comes in for the express purpose of renewing a book.

1) From the circulation menu, select 'r' for renew.

2) Scan or enter the patron's ID number.

3) You will now be viewing the patron's record, complete with items checked out. You can select 's' to sort the items by duedate, if you wish. Select 'r' again to renew an item or items, then

4) After you have entered the number, press 'q' to exit the patron's record and return to the renew prompt. Press return again to return to the circulation menu.

Renewal when viewing a patron's record

On some occasions you may discover, when viewing a patron's record, that an item needs to be renewed.

1) In the circulation menu, select 'v' to view the patron's record, thenscan or enter the patron's ID number. -OR- While viewing a patron record in checkout mode, input two dashes ('--') to view checked out items.

2) Select 'c' to view items checked out to the patron. You may use 's' to sort the items according to duedate.

3) Select 'r' to renew, then type the number of the item to be renewed. This can be done in several ways. Possible combinations include: 1 or 1,2 or 1-4 or 1,3,4 but NOT 1..4.

Note: If the item is overdue, but still within the grace period, you should be able to override the computer by entering the 'mus' initials and password. If the grace period has expired, or if the item has already been renewed too many times, the patron must bring the item to the library to be checked in and back out again. Patrons with complaints or differences of opinion about any circulation policy should be referred to the music librarian.

Collecting fines

Fines may also be collected at various points throughout the circulation process.

When the item is checked in

1) In order to use this option, you must select the 'patron present' option. If you have selected the 'patron not present' option, fines will automatically be added to the patron's bill.

2) As you check in each item, the computer will display the fines due on it. Press the space bar to clear this.

3) You may now choose 'c' to collect the money if the patron wishes to pay the fine right away. If not, select 'a' to add the fine to the patron record.

4) If the patron wishes to pay the fine, press 'c' again, then '--' to clear the amount from the record after you have taken the money.

At other times

1) From the circulation menu, select 'a' for additional functions, then 'f' for financial functions. The computer will ask for your initials; use the 'mus' initals and password.

2) From the financial menu, select 'm' to collect money.

3) Input the patron's ID number by scanning or typing it.

4) If the patron wants to pay all fines at once, select 'c' to collect money. If the patron only wants to pay some fines, use 's' to select the numbers of the fines to be paid.

5) Enter the 'mus' initals and password.

6) Enter the total amount paid and press return.

Fines for items checked out manually

1) You must calculate the fines for these items manually. The fine should be 25¢ for every day the item is overdue that the library is open. There is a three day grace period, so do not count fines unless the item is four days or more overdue.

2) If the patron wishes to pay the fine immediately, accept the money and put the money in the fine box. No written record is necessary.

3) If the patron does not want to pay the fine immediately, make a note of the total amount due and the patron's name and ID number. Leave this for the music librarian, who will create a fine record on JeWeL.

All fine money should be placed in the fine box, located in the top drawer of the white filing cabinet in the office.

Counting items used in the library

Often, items are not checked out, but are used in the library. These must be counted in order to reflect how much the library is actually used. Whenever possible, encourage patrons not to reshelve items themselves, but to put them on the circulation desk or the top shelf of the shelving truck.

1) From the circulation menu, select 'a' for additional functions.

2) In the additional functions menu, select 'i' to count in-library use.

3) Select 'i' again to count internal use: items that have been used inside the library or taken upstairs to photocopy, but not checked out.

Copy use and Iuse3: Don't use these codes.

4) Scan or enter the item's barcode. If the item is actually checked out, the computer will notify you.

5) Press return when finished, then space to exit to the additional functions menu. Use 'q' to return to the circulation menu.

Items without barcodes should be marked on the daily statistics sheet.

Manual checkouts

Items that do not have barcodes (most of the M2 and M3 scores and other scores not yet cataloged on JeWeL) must be checked out manually.

1) Write the patron's name and ID number on the white card in the items's pocket.

2) Write your initals and the date on which you are checking the item out after the patron information.

3) Stamp the card with the appropriate date due stamp:

1 day for M2 and M3 circulating to students

2 weeks for these items circulating to faculty -OR- faculty members may select their own due date.

4) Put a duedate card with the appropriate due date in the item's pocket.

5) File the white card in the wooden box on the circulation desk according to the call number of the item.

1. The purpose is to make items available to a group of users for short term loan.

2. Loan periods are 2 hours, 4 hours, 1 day, 3 days, 1 week. (sound recordings are always 2 hours.)

3. Fines are charged for each hour overdue. Fines for music faculty with M codes do not begin accruing until one day after checkout, but they will be charged. Faculty who need materials that they have put on reserve longer can request this of the desk attendant.

4. To put items on reserve please give your name, course name (or general repertoire), loan period (2 hour, 4 hour, 1 day, 3 days, 1 week), how long items should be kept on reserve (1 week, 1 quarter, all year, etc.). Bring us the items (scores, books and books from the main library stacks) or give us a list of sound recording call numbers. A form is being developed for this purpose.

5. When items are removed from reserve, MMC staff returns items to appropriate locations.

6. Personal items may be placed on reserve at the owner's risk, but only if the library does not own them or multiple copies are needed.

7. Please allow 48 hours for reserve items to be made available for circulation.