Agenda:
1) Designated Borrower (aka Surrogate) form
2) trial of security guard
Minutes:
1) Designated Borrower (aka Surrogate) form
The current Designated Borrower (aka Surrogate) form is available, but not featured in prominent places such as the main Heard page. CAC discussed the possibility of switching from a paper based form to an online form in order to facilitate broader exposure of the form to faculty.
Members wanted to keep some control on the issuance of surrogate cards and believed that control was best maintained with a paper form turned in to a circulation desk. The group did not want an online form. Members discussed and agreed to revise portions of the paper form and request more prominent placement on the Heard page and other pages. Tracy will edit the form, and submit an Inform for greater visibility on the Heard site, as well as distribute the updated form to other libraries for their consideration for addition to local web sites.
2) trial of security guard
CAC discussed preparations for the upcoming security guard trial. The trial is set to start on Sunday, September 21. The schedule will be:
Sunday - Thursday
8:30 pm - 10:30 pm GLB walk-through
10:30 pm - 11:30 pm
Management walk-through, closing
11:30 pm - 12:30 am
GLB walk-through, closing
12:30 am - 1:00 am
S&E walk-through
1:00 am - 2:00 am
Peabody walk-through and closing
Friday
5:00 pm - 6:00 pm
Peabody walk-through and closing
6:00 pm - 8:00 pm
GLB walk-through
8:00 pm - 9:00 pm
Management walk-through, closing
9:00 pm - 9:30 pm
S&E walkthrogh
9:30 pm - 10:30 pm
GLB walk-through and closing
Saturday
5:00 pm - 6:00 pm
Peabody walk-through and closing
6:00 pm - 7:00 pm
Management walk-through and closing
7:00 pm - 9:00 pm
GLB walk-through
9:00 pm - 9:30 pm
S&E walkthrough
9:30 - 10:30
GLB walk-through and close
exams (reading period through last day of exams)
8:00 pm - 9:00 pm
GLB walk-through
9 pm - 10 pm
Music walk-through and closing
10:30 pm - 11:30 pm
Management walk-through, closing
11:30 pm - 12:30 am
GLB walk-through, closing
12:30 am - 1:00 am
S&E walk-through
1:00 am – 2:00 am
Peabody walk-through
CAC asked for clarification on the following questions:
Will the guard be issued any keys? The group strongly prefers that the guard not be issued any keys.
How many people will staff the position?
The guard will need an access card. How will the card be passed from person to person, assuming different guards are assigned to different days of the week?
Will the guard check-in with VUPD at the start of a shift?
Will there be opportunity for training and orientation before September 21?
CAC requests that the guard supervisor make the rounds of the participating libraries before September 21 in order to make introductions and pass along contact information.
How will the guard communicate with VUPD? Will the guard carry a cell phone? Note: cell phones do not work in all library areas.
The guard should be trained that personal calls and computer use should not occur while on the clock.
How will the library be notified if there is an incident requiring the intervention of the guard?
VUPD and the guard should be aware of the library code of conduct at http://www.library.vanderbilt.edu/access/conduct.shtml.
Participating libraries should prepare and submit to Tracy, by September 3 if possible, a list of activities that the guard should complete. The list may be detailed, and include specific room numbers and floors to check, specific pieces of equipment to check, and escort of staff to the garage after the closing of a facility. Each location should have “post orders” and the list of activities as drafted by each library will be included in the post orders. Please include a library contact in the list of activities.
The post orders and list of library contacts will be submitted to VUPD and Allied Barton. The list of questions will also be submitted to VUPD. VUPD will hire the necessary personnel to start on September 21.