Department: Circulation
Procedure: Door Calendars
Purpose: Circulation managers print out calendars for all of the outer doors, the standing sign in the ASB hallway, the ASB doors, and the “CCLIR HOURS/INFO” board across from the Circulation Desk to accurately inform patrons of library hours.
Overview: Using resources from the Registrars’ website and our own collection of “Odd Hours”, we make, print, and display calendars for patron knowledge and convenience.
Required Knowledge/Skills: Computer usage, Microsoft Publisher, Clip Art
Safety Issues/Precautions: N/A
Equipment/Supplies: Computer, Printer, Paper, Laminator, Paper cutter
Procedure
1. Open up the VU Registrars’ webpage on any web browser at the following url: http://www.valpo.edu/registrar/
2. Under the “Calendars and Planners” section, select “Academic Calendars”. (http://www.valpo.edu/registrar/acadcalendars.php)
3. Choose the current school year. (i.e. 2014-2015)
4. Print calendar.
5. Open the Excel spreadsheet titled Odd Hours - S:\CCLS\Circulation & Media\Odd Hours
6. Open a Publisher document and create a calendar for the desired month. Otherwise use an already created template located at
S:\CCLS\shannonhowe\Calendars. Choose or create a folder for the current academic year. (ie: 2014-15)
7. Change the month and year at the top box of the calendar to reflect the desired month and year.
8. Set the dates in the provided boxes to correlate to the desired month and year.
9. Consulting the calendar on the Registrars’ webpage and the “Odd Hours” spreadsheet, enter the correct hours the CCLIR is open
for business on each day.
a. The day before an academic break, we will have shortened hours as listed in the “Odd Hours” spreadsheet.
b. The Sunday immediately following an academic break, the CCLIR will normally open at 2:00 pm and then proceed with normal hours
as reflected in the “Odd Hours” spreadsheet.
c. During Finals weeks, the CCLIR will be open for extended hours as reflected in the “Odd Hours” spreadsheet.
d. Interims and Summer sessions, the CCLIR is open less than during the school year which will be reflected in the “Odd Hours”
spreadsheet.
10. If the hours entered into the calendar are different than our normal hours, change their color to red using the tool in the
upper left of the Publisher program.
11. If there are holidays, special university, or town events, you can use the “Clip Art” function of Publisher to reflect those on
the calendar, provided it does not block out important information or contain anything that would be considered offensive.
12. Once the calendar has been completed, feel free to consult someone to verify that the information is complete.
13. Once the calendar is complete, save it to the folder S:\CCLS\shannonhowe\Calendars under the current academic year. Academic
years run from July until June, so the numbers of the files do not reflect where they fall under the yearly calendar. (ie: 1 July, 2
Aug, 3 Sep, …)
14. Print out the calendar on the 3130 color printer located by the serpentine table on the first floor. Ten (10) copies will be
needed.
15. Take three (3) colored pieces of paper which are located in the copy room on the second floor in the left upper cabinets. (The
color does not matter, though darker colors are preferable.)
16. Using a paper cutter, trim seven (7) of the calendars so that they will fit after lamination into the holders located on the
outer doors on the standing sign and 1st and 2nd floors. (You may want to cut a blank sheet of paper to measure and get the correct
size.)
17. Using the paper cutter, trim the three (3) colored pages to the same size as in step 16.
18. Take two (2) trimmed calendars, with a trimmed color sheet between them, facing out and orientated in the same direction, and
place them in the laminator located at the Circulation desk. Turn handle until the sheets have passed all the way through and are
laminated together. Repeat until you have three (3) calendars, back to back with a colored sheet in the middle, laminated.
19. Laminate the remaining trimmed calendar by itself. (It will be helpful when you change them out later if you use extra laminate
to the right of the lone calendar.)
20. Trim the laminated calendars so that they will fit after lamination into the holders located on the outer doors on the standing
sign and 1st and 2nd floors.
21. On the last day of the month have either the Closing or Opening manager replace the calendars on the 1st and 2nd floor outer
doors, the standing sign in the ASB hallway, the ASB doors, and the “CCLIR HOURS/INFO” board across from the Circulation Desk,
discarding the old months.
22. During Christmas break, there is a file in the folder S:\CCLS\shannonhowe\Calendars/[Current Academic Year] titled “Holiday
Closing”. This should reflect the hours we are closed for the Christmas break, stating what time we close in Dec. and reopen in Jan.
This is treated the same way a normal calendar is using steps 13 – 21. It should be put up by the closing manager on the last day open
before Christmas break and replaced by the opening manager on the day we reopen in Jan.