Smith Circulation Manual

Service Calls

The library has eight photocopy machines. If the machines should have an error code or any problems that the pager is unable to fix,

• Call Sharp Business World Inc. service at 1 888 841-7610.
• Please provide the representative with the serial/ID number of the copier. The number is located on the front of the machine. The serial number begins with an “F”. For example, F2488 (copier #5 Administration area).
• A sheet for reporting problems with the photocopier is located at the Circulation Desk.
• The sheet is called “Down Time for Photocopy Machines”.
• Please indicate the date, the problem, and when the service call is placed on the sheet

Staff Copy Machines Code

• The copy machine for the Library staff is located on the M-level outside of the Administration Offices.

• The code to use the machine is “30120”.

Copy Machines Paper Refill

• Photocopy paper is kept in the supply cabinet located on the M-level by the Reference Desk.
• Open packaged paper; fan paper before inserting it into the machine. This helps reduce paper jams.
• Open the appropriate paper tray and fill paper up to the line indicted. Make sure the paper is filled up to the refill line on the paper tray.
• Do not over fill paper or go past the line indicted. This may result with a paper jam.
• Close paper tray when finishing adding paper to the machine, then hit the “start” to make copies.
• If the paper cabinet is out of paper, please check the basement for extra paper storage.  

Refill Toner -Toner/Cartridge Replacement

• Open the front cover of the copier
• Pull out black and green toner
• Pull down the lever labeled number one
• Pull the green tape off the new toner 5. Put the toner in
• Close the lever and cover Note: Make a test copy to ensure that the toner is performing properly.

Use of Fax Machine

Who Can Use? 

• Only users with a valid Rutgers ID can use the fax service and must present their ID.
• Student users must be currently enrolled in a Rutgers course.

• The cost to send and receive a fax is $1.00 per page, which includes the cover or transmittal sheet. Students can create their own cover sheet or use one provided by the library. Payment can be made in cash or by check.

• The Circulation department keeps log in sheets of all the transactions pertaining to fax machine.

• Staff members in the Circulation department are responsible for regularly refilling the fax machine with paper. Extra paper can be found on the shelf across from the fax machine. 
• Photocopy paper is stored in the supply cabinet located on the M-Level. 
• When opening a package of paper, be sure to fan the sheets before inserting them into the machine. This helps reduce the risk of paper jams. 
• To refill the paper tray, open the appropriate tray and fill it up to the indicated line. Avoid overfilling or exceeding this line, as it may lead to a paper jam. 
• After adding the paper, close the tray and press “start” to make copies.

The staff at the Media Desk can assist with replacing the toner for the fax machine if needed.

Here are the steps for toner replacement:

• Open the front cover of the fax machine.
• Pull out the black and green toner cartridge.
• Pull down the lever labeled "1."
• 4. Remove the green tape from the new toner cartridge.
• 5. Insert the new toner cartridge into the machine.
• 6. Close the lever and the front cover.

Note: After replacing the toner, make a test copy to ensure it is functioning correctly.

• Copies of the fax cover sheets can be found in a blue folder at the Circulation Desk.

MAIL

• The regular mail is delivered to the Library and picked up on even days, between 10::00 AM and noon.
• The New Jersey Interlibrary Delivery System (Library Link NJ) picks up and delivers books 3 times a week (Monday, Tuesday, and Thursday) before 9:00 AM.
• The Library Link representative signs a form at the Circulation desk, acknowledging that Library Link came regularly on the scheduled day.
• PALCI books sent by UPS are delivered by the mailroom throughout the day. The circulation staff must sign for these deliveries. Boxes may arrive with regular mail or, if sent by UPS, they may be delivered at any time during the day. Please note that UPS deliveries require a signature.

When mail is delivered to the Circulation Department, it is sorted by department or individual name and delivered accordingly:

• All packages and boxes addressed to the Circulation Department will be opened after sorting. Boxes or packages addressed to Circulation may frequently contain materials for multiple departments, such as Media or new books from cataloging.
• Media materials should be submitted to the Media Department, while new books are to be given to the E-Librarian.
• Journal issues received in the mail and not yet cataloged should be sent to Alexander Library/DTS for cataloging.
• New journal issues received in the mail, which have been processed by cataloging, now have barcodes that must be scanned into Alma and sensitized before being shelved on the current journal shelves at the CR level.
• Books that are being returned must be scanned, sensitized, and placed on the re-shelving cart.
• Books that need to be placed on hold must be scanned and put on the Locker.
• PALCI books (blue labels) - verify whether the book belongs to Smith Library or is to be delivered there for pick-up, and then hand it to the staff in charge for processing.
• Boxes containing equipment and other items will be delivered to the appropriate department or individual. 

 Extra photocopy paper is stored in the basement area, directly to the right of the elevator. The Circulation Department is responsible for monitoring the supply of photocopy paper and determining when it needs to be ordered. When the paper count reaches fifteen boxes, the Circulation manager should be notified.

The shelves are used to store gifts, donations, old books, journals published before 1955, media, indexes, abstracts, equipment, supplies, or discarded items that cannot be kept in the department areas.

The Archives Department's storage room is located in the basement, identified as room B901. Discarded materials that are no longer needed, outdated, or broken are stored here. The basement is regularly checked for these discarded items, which will be tagged and removed as necessary.