The TechPoint webpage quick link box contains a link titled ‘Valid/Invalid Late Fee.' When submitted, this form sends an email to the Study Commons Coordinator, and a copy to the library staff member responsible for monitoring fees owed to the Library. Every time Millennium records a fee for a late laptop, this form must be submitted. If the patron did return the laptop late, select "Valid Fee" and include the number of minutes late that the laptop was returned.
If a patron turns in a laptop on time but a busy period or a mistake on our part causes it to be scanned in past the due-time, Millennium will still record a fine for that patron. The form must then be submitted as "Waive Fee," with an explanation of why the laptop was checked in late after the patron turned it in on time.
*PLEASE spell the patron's name correctly on this form; it is required to find the patron's record (if you can submit the patron's ID number, that helps too).
Reporting Missing Components
Laptop components are sometimes returned to the component drawers without being scanned in. If you are the diligent worker who has found one of these missing components, fill out the ‘Missing Component Report' web form. This assists the Study Commons Coordinator in identifying and preventing erroneous fines for the patron who returned the component.
You must include the component's description, the patron's name and due-time, the time you found it (or if it is not found), and any other helpful notes such as where you found it. However, to collect all this info correctly you must look in a couple of different places.
The accurate due-time can only be found in the Search Tool BEFORE you scan in the item; after you scan the item the checkout information is erased. Therefore it is important to fill in the Missing Component Report before you scan in the overdue component.
The patron's correctly-spelled name can be found in the Millenium check-in screen when you actually scan the item.
Also be sure to record the time you scanned in the item, where you found it, and any other relevant details which might help the patron and your supervisor.
IF a component is listed as overdue but you are unable to find it anywhere in our facility, please fill out the Missing Component Report anyway. Enter the due-time of the item (find this in Millennium or Search Tools). You will record "not found" where the form asks what time the item was found. Also explain in the notes that you didn't find it, but list all the places you looked.
Reporting Low Supplies
Check on the status of all facility supplies during your Walkthrough. Use the ‘Request Supplies' web form every time the facility is low on needed supplies. When submitted, it sends an email to the Study Commons Coordinator, who is in charge of restocking your supplies. Submit the form when the Study Commons is down to:
5 boxes of paper or less
4 boxes of HP 4015 toner or less
2 boxes of each color printer toner (black, yellow, cyan, magenta)
or you are running low on other supplies (NOTE: request supplies before the facility runs out)
Reporting Broken Machines
Keep your eye out for equipment problems during your Walkthrough. When you discover that a machine is malfunctioning, fill out an "Out of Order" sign completely, and place it on the machine. Then, fill out and submit the ‘Report a Tech Problem' web form. This form automatically submits a ‘Ticket' in the system which will notify the proper individual, based on the description of the problem.
When you see a computer with an Out of Order sign during your Walkthrough, be sure the sign is still on the CORRECT MACHINE! (Sometimes patrons move them around to "reserve" working machines for themselves for later.) Check the machine to see if it still has a problem. If the sign is a week old or more, call or email a supervisor to remind staff that the computer still needs repairs.
Reporting Other Facility Problems
Some issues should be immediately reported, directly to STS or a supervisor. Widespread computer facility problems, including Airbear or network outages, power outages, email server problems, and loss of printing ARE EMERGENCY ISSUES. In such cases, call a supervisor or other STS staff member to describe the situation, so that the proper experts can quickly be contacted.
In some cases, the problem is isolated and less immediate. When only a single machine, keyboard, mouse, etc., has a problem, follow the instructions described above for reporting broken machines. You do not need to telephone supervisors in these cases.
Reporting Patron Violations
Our patrons must follow the Computer Facility Rules of Use and the Checkout Program Rules of Use at all times. It is your job to monitor our labs, our equipment and our patrons; to inform patrons of their responsibility; and to REPORT all violations of our rules. Besides Late Fee issues, you must also report fraudulent use of Baylor ID Cards, damages that patrons cause to our equipment, and any other violations of our Rules of Use.
Call Baylor DPS immediately, EVERY TIME a patron presents someone else's ID card at the desk you are working. DPS will question the patron and inform them of the seriousness of this issue. ALSO CALL OR EMAIL a supervisor to report this issue.
Each time you discover new damages on a returned laptop, you must report the damage using the "Report a Tech Problem" webform. This form will require that you include the name of the patron who checked out the machine. Follow all of the Laptop Damage Procedures listed in the Laptop Checkout Program section of this handbook, every time a laptop is returned to you.
During your required Walkthrough, you should watch patrons' activities to be sure they are following other Rules of Use. If you see any patrons viewing inappropriate materials, using tobacco products, eating in no-food zones, accessing unauthorized areas, or generally behaving disruptively you should immediately call an available staff member to deal with the patron or to give you further instructions.
Reporting Lateness to or Absence from Work
Email your supervisor every time that you, your replacement, or one of your coworkers is late for a shift, or absent entirely. In the case of lateness, include the time of arrival in the email. Include all relevant information in the email, from your point of view. If immediate action is needed because the facility is understaffed, or because you need to leave for an appointment without waiting for your replacement, CALL a supervisor to receive instructions.