Security Guard Duties: [Libraries included in rounds: General Library Building (GLB), Peabody Library, Management Library, Science & Engineering Library] GLB Security Guard Duties The General Library Building (GLB) contains Central Library, Divinity Library, Special Collections, and library administration for the Heard Library system. The following describes a walk-through of the entire building. Note that there are three staffed service areas at night: Central Library, Government Information (GIMS), and Divinity Library. The schedule calls for two walk-throughs of the GLB. The path outline below should be followed for each walk-through. Check in with Circulation Supervisor, Central Library. Sunday – Wednesday it is Robert Wright. Thursday-Saturday evenings, it is Ben Darling. If there are any particular concerns for that evening, they will advise you. If not, you should proceed with the path outlined below. Please note: get a supply of “if I were a thief” slips to carry with you on your rounds. Make sure all building exterior doors are locked. This includes all of the exterior doors of the 1966 wing of the building (Special Collections) as well as the 1941 section. A key to use the elevator can be borrowed from the Circulation Desk. All areas of the library: 1. If belongings are left unattended, please put a “If I were a thief” slip on the material. 2. If any piece of equipment is in obvious malfunction (such as compartments open, cables draped over the equipment, flashing error messages), report the malfunction to the service desk. 3. If there are any puddles or dripping water anywhere, report the malfunction to the service desk. 2nd floor: Check the following locations 1. Check in with the staff at the Service Desk on the 2nd floor in the Divinity Library, so that they know you are here for your walk through. The Service Desk is in the “tiled area” where lively and sometimes loud conversations often take place. The tiled area is also the only place where food is allowed. Covered drinks are allowed everywhere. 2. From the Service Desk, go north to check Room 221. The Divinity Library has four seminar rooms (221, 224, 225, & 226) where students meet for study sessions, etc. Please open the door if closed, and introduce yourself as providing security for the library. These rooms can be reserved and are never locked. Normal voice conversations are expected in these rooms. 3. From Room 221, proceed north through the Reference Room and walk the perimeter in a clockwise manner, to make your presence known. The Reference Room is a quiet area, so if persons are having normal volume conversations, please ask them to go to the tiled area for conversations. 4. Then go east through the Judaica Room (again, clockwise) and into Room 224, the Judaica subject study room / seminar room. The Judaica Room is a quiet area; Room 224 may have conversations. 5. Come through the small passage-way to the Subject Study Areas and Rooms 225 & 226. Walk through the Subject Study Areas and open the doors to 225 & 226 to check them. 6. Walk through the computer area and make note of anything unusual. Pass back by the Service Desk and go into the Administrative Suite. If no staff are working, you may turn off lights and lock doors. 7. Check the Electronic Classroom to make sure it is locked and unoccupied (except for exam period when it is in use as a study area). 8. Check microform/media room. Go down the stairs to the first floor. 1st floor: Check the following locations From the bottom of the stairway walk the perimeter of the first floor in a counter-clockwise manner. Check the carrels on the east wall – only those with signs saying that they are reserved should be locked. 3rd floor: Make sure network room is locked and secure. Walk through stacks area including oversize section to make sure all is ok. 4th floor: Check the following locations 1. Check in again with Central Library circulation desk on the 4th floor to make sure nothing odd has been reported. 2. Check door to Technical Services to make sure it is locked. 3. Walk through Reference Room making your security presence known. Any unattended belongings need “If I were a theif” slips put on them. 4. Continue on to the stacks area of the 4th floor. Check Room 419. If no one is in the room, the door should be locked. Check Leisure reading area, area behind the elevator, GIMS office (area should be staffed), Reference alcove, study carrels and finally the copy room. If there are copiers that are displaying error messages, report this to the Circulation Supervisor. 5th floor: There are no offices on this floor nor are there reading rooms. Check the various open study carrels and the alcove behind the elevator. Focus on looking for unattended belongings as well as any groups of noisy students and remind them to turn down the volume. Check the computer by the elevator. 6th floor: 1. There are 2 major reading rooms on this floor. Each reading room should be checked. 2. In the Payne room, there is a group Study room at the back of the room on the right (612-C). If not in use, door should be locked. There is a classroom in the Payne Room as well. If not in use, it should be locked with the lights out. 3. The Office of the University Librarian is also on this floor. It should be locked. There is a rear entrance and a front entrance to be checked. 4. Walk-through the computer lab. 5. Off of the Periodical reading room is a corridor leading to the ILL office suite. All doors should be locked. 6. There is an alcove behind the elevator with comfortable seats and there are numerous study carrels. 7th floor: There are no offices. There is an alcove behind the elevator. Check computer by elevator and carrels. 8th floor: Usually there are a lot of students on the 8th floor. This floor may take more time than the others. 1. Make sure offices on 8 and grill are locked. 2. There are 2 Stairwells in the old wing that continue up to the 9th floor. 3. Some students study outside of the stairwell on the north side in front of the Book Repair Office. That area should be checked. 4. There are 2 tables in Arts stacks that are very popular hangouts. 5. The Bandy Ctr. is also on the 8th floor. It should be locked. 6. There are also 2 stairwells in the new wing that go up to the next floor. One side goes up to the roof. 7. Roof door should be locked. There is a computer by the elevator. Closing Rounds: At ½ hour before closing (11:30 pm, Sunday – Thursday, 9;30 pm on Friday and Saturday), the Night Supervisor counts the Petty cash drawer and the cash drawer and prepares it for next business day. Security should be present in the area (Central Library, circulation desk) when monies are being counted up until monies are in the safe and the safe is locked. After this is done, a walk-through of the floors can begin. Remind the students that the building will be closing if students are still around. Initial loudspeaker announcements would have already been made by this point. When you get to the 6th floor, turn out the lights in the two main reading rooms and lock the computer lab. Circulation Supervisor will check the Reference Room and turn out main building lights at 12. If there were areas where there were lots of students, a re- check of those areas should be done. All staff should be ready to exit the building by 12:25 a.m. at the latest. Circulation Supervisor will alarm the building. If Supervisors request being accompanied to their cars, that is fine but usually Central Supervisors park in the loading dock. Accompanying them to their cars in the loading dock should be expected. Documents Included in Binder for General Library Building Code of Conduct. These are the rules which govern behaviors in the Library. All violations of this set of rules are grounds for any patron to be censored. Incident Report Form. This form should be completed anytime VUPD must be contacted directly to assist with a situation or when a theft is in progress or has been reported. If patrons are asked to leave or are causing a disturbance and refuse to leave or otherwise abide by the Library’s code of conduct, it is a reason to call VUPD. After 7 p.m., the library is not open to the public so those patrons in the library should be in here because they have proper identification indicating they have card access. Therefore, requesting ID is an option available to Security. Computer Privileges and Responsibility Policy. A copy of this policy is in the manual so that Security can be familiar with the rules alluded to in the Code of Conduct. Severe Weather Instructions. This document describes what the Library does in the event of severe weather or an impending tornado resulting in the activation of the Vanderbilt early warning siren. Emergency Procedures. This document provides instruction for responding to emergency situations such as electrical outages, water outages, or severe winter weather. Floor Plans. To aid Security personnel, floor plans of the building are included and can be referred to as needed. Contact List. This is a list of Supervisors on duty during the hours Security will be in the building. Robert Wright Evening Supervisor 322-2893, 322-2800, 322-0004 On duty Sunday – Wednesday evenings Ben Darling Weekend Supervisor 322-2893, 322-2800, 322-0004 On duty Thursday-Saturday evenings Yolanda Campbell 322-2893, 322-2800, 322-0004 She is on duty until 7:30 p.m. so may be a contact person on Friday evenings or in the absence of one of the other Supervisors. Janet Thomason Manager, Circulation & Building Services 322-2893, 322-2800, 322-0004, 343-1141 (home: 822-4804, 859-0373) In the absence of other staff present or in an emergency, she may be contacted. GLB Security Schedule. Outline of duties for the person in this position. Peabody Library Security Guard Duties All areas of the library: 1. If belongings are left unattended, please put an “If I were a thief” slip on the material. 2. If any piece of equipment is in obvious malfunction (such as compartments open, cables draped over the equipment, flashing error messages), report the malfunction to the service desk. 3. If there are any puddles or dripping water anywhere, report the malfunction to the service desk. Check to ensure the following supply cabinet doors are locked: Room 012 – Ground Floor Staff Mailroom/Workroom st Room 108 – 1 Floor Group Study Room rd Room 302 – 3 Floor Curriculum Design Studio rd Room 303 – 3 Floor Seminar Room Check to ensure the following windows are closed and locked: rd Room 302 – 3 Floor Curriculum Design Studio rd Room 303 – 3 Floor Seminar Room rd Room 304 – 3 Floor Learning Commons rd Room 309 – 3 Floor Group Study Room Announce “Peabody Library Closing” – No later than 1:45 a.m. for 2:00 a.m. closing and conduct Head Count of all library patrons in library at closing. Check with housekeeping staff regarding lights to be turned off/left on for cleaning purposes. Check to ensure the following exterior doors are locked: Magnolia Circle – Iris Café entrance doors st Ground Floor Exterior doors (2) – 21 Avenue side of library building Conduct walk-thru of all stack levels: nd rd th th 2 , 3 , 4 (main floor), and 5 Basement (ground floor storage area) Check to ensure that all lamps are turned off in carrels in the following locations: Room 120 – Fireside Reading Room (4 carrels) rd th th 3 , 4 , and 5 stack levels Library Contact: Stacy Owens, 615-343-8663 (w), 615-585-2032 (h) Karen Swoopes, 615-322-8096 (w) Science & Engineering Library Security Guard Duties All areas of the library: 1. If belongings are left unattended, please put an “If I were a thief” slip on the material. 2. If any piece of equipment is in obvious malfunction (such as compartments open, cables draped over the equipment, flashing error messages), report the malfunction to the service desk. 3. If there are any puddles or dripping water anywhere, report the malfunction to the service desk. Enter building from the breezeway. Check the following locations: 1. Room 3231 (Staff Lounge). It should be locked. 2. 3230A (hallway) 3. Check the following rooms to make sure they are locked. a. 3218 Librarian’s suite b. 3216 Director’s office c. 3214A Dee’s office d. 3214 Dee’s office e. 3212 Machelle’s office 4. walk-through group study, room 3210 5. Walk-through library, room 3205. Walk the perimeter of the library, with special attention to the carrels. 6. walk-through 3211 (Map Room) 7. walk-through 3238 (Classroom) 8. walk-through 3205A (Periodical Room) Library contact: Tracy Primich, 615-673-9344 (h), 615-343-6043 (w) Debra Stephens, 615-943-3903 (h), 615-322-4905 (w) Walker Management Library Security Guard Duties All areas of the library: 1. If belongings are left unattended, please put an “If I were a thief” slip on the material. 2. If any piece of equipment is in obvious malfunction (such as compartments open, cables draped over the equipment, flashing error messages), report the malfunction to the service desk. 3. If there are any puddles or dripping water anywhere, report the malfunction to the service desk. Upon Arrival: 1. Check in with the Graduate student assistant on duty Sunday-Thursday; Check in with the Evening Supervisor, Joe Collins on Friday-Saturday. 2. Conduct a walk-through of both floors of the library. Fifteen Minutes Prior to Closing: 1. Do second walkthrough of both floors, this time reminding students that the library will be closing in 15 minutes. 2. Check with regular staff in case any extra assistance is needed. At Closing: 1. The supervisor in charge will lock both the first and second floor doors. 2. Assist with final clean-up and closing procedures (chairs, papers, bottles and cans). 3. Check with supervisor to see if any additional tasks need to be performed. 4. Escort staff and students to parking lot/garage as needed. Library contact: Deborah Brooks, 343-4108 (w); 615 227-8004(h).
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