Tips and Tricks – RPL Staff Intranet

What to do with your great program photos

If you take photos at your programs that can be used in future social media, newsletter, or for other promotion – you can upload them to a dedicated folder on our shared staff drive! The trail is: Reading Public Library Staff>Photos & Graphics for PR…

Folders are set up by year and month. When you upload your photos please label them with the program name. You can create a folder within the month to drop them in as well – that helps keep things organized. For example, in June’s folder Lucy set up a folder for Summer Sizzler photos (thank you!). It doesn’t matter if it’s a big program like Sizzlers, feel free to use this spot for just a few photos as well.

You’ll also see a folder called Staff & Museum Photos – if you’re out and about enjoying a museum pass and you’d like to share the experience – add the photos there (please label them). These can be used that’s for Librarians in the Wild posts or in the newsletter.

Any questions, suggestions? Let me know.

Buildling Alarm Information

Opening or Closing the building? Here are instruction on how to use the four-digit code assigned to you by Facilities

OPENING

Enter through the main entrance of the library and go straight ahead to the white alarm panel
Enter your four digit code followed by “1” (e.g. 00001)
The panel should say “Disarmed”

CLOSING

Make sure all emergency doors, staff room doors (includng Administration) are shut. You cannot set the alarm if any of these are open.
Go to the whit alarm box in the entryway vestibule
Enter your four digit code folled by “2” (e.g. 00002)
The panel should say “Away” or “System Armed”

WHAT TO DO IF YOU SET OFF THE ALARM

What happens if you accidentally set off the building alarm when you arrive in the morning?? First, don’t panic. The alarm automatically calls the police department and a custodian. Employees should just wait and explain the error to those who respond.

If you have/know your building code, try entering your code followed by “1” at either the the main security alarm keypad is in the entryway vestibule or at the secondary key pad is located at the Borrower Services Desk.

All alarms should be resolved by the police department and custodians. Even mistakes. They keep logs, stats, etc.

If you don’t know your building code, please reach out to your Department or Division Head.

Printing and Touch Screen

Please use the stylus pen on the touch screen at the print release station.

Also, TBS updated the credit card machine today. If you notice any issues, please let me know.

(some) S Drive Files Moving

Some files in the Administrative folder on the S drive are moving to the more secure town drive. If there is a file that you had previously used and it appears to be missing or in a folder labeled “delete”, let Meaghan C. know right away.

This is the start of a bigger project that may begin in the next 6 months. Questions? Ask Amy, Michelle, or Meaghan C.

Who does what?

Based on feedback received from the “Best Practices” form, we have created a list of starting points when you are looking for help.

This is a first draft and will only get better as we get more input from YOU! Please email Amy to request new categories for a FAQ or if your name should be assigned (or deleted) as a point of contact for any of these issues.

Password Spreadsheet Update

Hi everyone,

I will be locking the password spreadsheet shortly because we are going to be moving to a new password software system. If you need access to a password please see me and I will give you access to the spreadsheet.

Questions? Let me know.

App Issues-Let Michelle know!

If a person comes in with an issue with the RPL app, please get the following information and send me an email with:

What the issue is/with screenshots if possible
Type of phone/android/iphone/operating version
App version installed.

I need this information when I put in a ticket with our app developers.

Virtual Training Options-Reminder

Hi everyone,

This is a reminder that there is a list of Virtual Training Options available on the Staff Tools page of the intranet.

There has also been an uptick in First Amendment auditors again, please watch the webinar about the First Amendment auditors to understand who they are and how to respond.

Can you tell me if “so & so” is at the library…?

Please remember not to share out the location of patrons at the library over the phone or in person unless you receive a request from emergency personnel (ex: police, fire). Parents, friends, family members, etc may call/stop by the library and ask if someone is here. We do not disclose this information or look for the individual — the person is welcome to come to the library and do so themselves.

We cannot verify the relationship between the two parties, fully understand the nature of why they want to know if that person is at/using the library, and it goes against patron privacy.

If you receive a phone call like this and are unsure of what to do, please place them on hold and ask the Librarian in Charge, your Team Lead or Division Head. The Emergency Response Guide has instructions for how to handle these phone calls from emergency personnel.

Booking Events/Meetings w/the Town

When you book a meeting or an event for town department you want to do one of the following:

Open to the Public Town Event: (Multilingual night/Pleasant St Center Information Night/Hearing Testing): Book the event using the Community Events calendar and publish it.

Internal Town Department Meetings: (DPW training/Department Head meetings/RPS meetings) Book these on the library events calendar and leave them as draft.

You should not be using spaces to reserve meeting rooms. Please let me, Louise or Meaghan C. know if you have any questions. And feel free to ask us to book space for the town meetings, we are happy to help. I’ve added these to the Instructions Page of the staff intranet.