Smith Circulation Manual

The Main Functions:

The primary functions of the Circulation staff are to provide excellent services to patrons through established policies and procedures, making full use of library resources. 

The staff assists patrons of RBHS and other Rutgers Libraries with the following services:

• Checking in and checking out library books and DVDs
• Renewing items
• Processing holds and ReShare item requests and returns
• Managing Home Delivery and ReShare items through UPS and mailing Resource Sharing items as needed
• Additionally, the staff trains new users on how to search the "QuickSearch" library catalog and fill out a Request for a Library Item. They perform basic searches of the catalog to assist users and respond to phone calls, transferring them to other departments as necessary. 
• The staff also processes library mail and delivers it to the appropriate offices, provides public copy cards for printing and photocopying, and offers faxing services for educational-related materials. 
• Faculty, staff, and students may borrow books for the duration of a full semester, except for items from the George F. Smith Library and Robert Wood Johnson Library, which can be borrowed for 6 weeks by all eligible borrowers. Other authorized users may also borrow books for 6 weeks. 
• The Interlibrary Loan service is available to current Rutgers students, faculty, and staff, including faculty emeriti, retirees, visiting scholars, RBHS volunteer faculty, and affiliates from Rowan and CCC. 
• For EZBorrow, the loan period is 12 weeks (no renewals allowed), and for UBorrow, it is 16 weeks (also without renewals). Lending policies may vary by institution. 
• All books, regardless of their loan period, are subject to recall and may have a new due date assigned, which can occur no sooner than 14 days after checkout. Most media items (DVDs, CDs, etc.) circulate for 7 days to current Rutgers faculty, staff, and students. Guests and alumni borrowers are not eligible to borrow media items.
• For the ILL Rutgers policy, you can refer to this page: https://www.libraries.rutgers.edu/borrow-access-request/ill.  

 Circulating Period

• Course Reserve: In-house use only for 3 hours.

Opening the Smith Library

Staff should arrive fifteen (15) minutes before the operating schedule of opening the Library:

• Open the gates, unlock the keys, and ensure that the handle is raised.
• Press and hold the black button on the side until the gate fully opens.
• Place the office items back on the front desk counter.
• Restock the desk with the necessary supplies, including keys for the Group Study Rooms, and stamp the bookmarks with the new due date. 
• Check the Book Drop and discharge any returned books into the ALMA system.
• Inspect the Cabinet at the Mezzanine level for paper supply and replenish it if necessary. 
• Conduct a walk-through of the library before opening to gather any books or journals left on the tables and carts and tidy up the space.
• Supply the office items at the Pharos, Scanner station, BR & CR level with premium items and remove any paper or trash as needed.
• If you notice any facility issues, report them to the staff, administration, or call the Physical Plant at 2-5400.

Steps to Follow When Closing the Smith Library. 

• Fifteen (15) minutes before closing, make the first announcement: 

“The Library will be closing in fifteen minutes.  Please return all reserve materials to the Circulation Desk.”   

• Five minutes later, a second announcement should be made:  

“The Library will be closing in ten minutes.  Please return all reserve materials to the Circulation Desk.” 

• Five minutes before closing, the following announcement should be made: 

“The Library will be closing in five minutes. Please return all reserve materials to the Circulation Desk.” 

• The Security Guard will ensure that all individuals have exited the Library. After that, the Security Guard will turn off the lights. 
• Next, close the gates by pressing and holding the black button on the side until the gate lowers completely. Then, move the handle down and secure it in place. 
• Finally, turn off the display lights at the Circulation Desk. The light switches are located along the right side of the wall beside the Circulation Desk.

 Study Rooms Usage Policy

Circulation Staff administers the keys for study rooms 1-6.

• Group study rooms are available for use by Rutgers faculty, staff, and students only.
• Keys to the rooms are kept in the green box at the Circulation desk.
• A valid ID must be left at the desk when requesting the keys.
• Keys must be returned to the Circulation desk immediately after opening the room.
• Marker kits are available for use and can be found at the Circulation Desk.
• At least two or more people must occupy a study room.
• The rooms will be locked thirty minutes before the Circulation desk closes.
• Users will be asked to vacate the room at that time.
• Housekeeping cleans the study room on Monday mornings before 9:00 AM

Safe (Contents and Location)

The safe is located in a cabinet in the workroom (document number 1), situated between the Circulation and Media Desks. Currently, the safe is not being used to store any items. The combination to the safe is shared only on a "Need to Know" basis.

Supplies (Location and Inventory)

Supplies are stored in the workroom (M901), which is located between the Circulation and Media Center Departments. There are a total of nineteen cabinets containing the supplies needed by the department. The Circulation staff maintains an inventory of these supplies. 

Each month, a member of the Circulation team checks the supply cabinets to determine if any items are running low. If supplies are needed, the staff member creates a list of the items and reports it to the Access Services Manager. The order is then placed with the Principal Management Assistant in the Administration Department. 

After the items are received, a member of the Circulation staff sorts and places them in the correct cabinets.

University Holiday and Closings Schedule

You can find the holiday schedule for all faculty, staff, and house staff for the calendar year 2025 in the following link: link:https://uhr.rutgers.edu/hr-professional/university-holiday-and-closings-schedule

Inside the Library

• Lobby Entrance of Library Circulation Desk
• Media Desk Information
• Education Desk
• BR, CR, and C Levels (Plastic Sign Holders)

Outside of the Library

All the bulletin boards in the MSB corridor leading to the cafeteria

• Bulletin board between Norfolk Parking Deck and Medical Science Building
• Bulletin board on the C level
• MSB Bulletin board on B level

Emergency Contact Numbers

Richard Jutkiewicz

Head of Access Services
📍 George F. Smith Library
📞 Desk: (973) 972-9551
📱 Cell: (267) 216-5599
📧 Email: raj91@libraries.rutgers.edu
→ Primary Supervisor & First Point of Contact for Emergencies

Corisa Mobley-Victory

Principal Management Assistant
📍 Administrative Suite, Smith Library
📞 Desk: (973) 972-6528
📱 Cell: (973) 868-2565
📧 Email: corisa.mobley.victory@rutgers.edu
→ Alternate Supervisor & Secondary Contact for Emergencies

 Tony Nguyen

Associate University Librarian

📍 Administrative Suite, Smith Library & RWJ Library
📞 Desk: (973) 972-0560
📱 Cell: (614) 562-6407
📧 Email: tn391@libraries.rutgers.edu

→ Library Director and Contact if you cannot reach Rich or Corisa

🛡️ Public Safety Contacts                                  General Public Safety (Non-Emergencies)

Smith Library Public Safety Station                  📞 (973) 972-4491
📞 (973) 972-7088                                                      

Use for assistance with:

• Opening/closing the library, Student access issues
• End-of-shift walk-throughs: Safety and compliance matters

 In Case of Emergency (From Office Phone)
Dial 9, then 911

💡 If no security guard is present at opening or closing, or if the library is not yet unlocked, immediately contact Public Safety at the number above.