Department

Circulation

Purpose

To describe how to properly review videos generated by students in the process of shelf reading.

Overview

Responsibility for this procedure rests with the Circulation Manager assigned to the Stacks Management role. This procedure should be implemented weekly to ensure students are accurately and efficiently completing their shelf reading duties. Shelf Reading data should be pulled from the Swap Site and entered into an Excel file. Stacks Manager will then match that data with videos in cclirshelfreading@gmail.com Google Photos account. Once the number of shelves and daily and/or monthly quality control have been recorded, videos will be deleted.

Required Knowledge/Skills

Google Apps proficiency, email, Excel proficiency, tablet operation proficiency

Safety Issues/Precautions

None

Equipment/Supplies

Tablet with Google Photos app, computer, Excel spreadsheet, access to Google account

Procedure

1. Log on to a computer with internet access.

2. Using a web browser of your choice, access the Swap Site at https://apps.valpo.edu/swapsite/

3. Log in to Swap Site using your university username and password (ex. how you would log in to Blackboard, DataVU, etc.)

4. Click on the Library Task List tab and hover over the Admin tab.

5. Select the Shelf Reading (Circulation) Log option.

6. Click on Generate Report (CSV) located at the top of the page and in blue text to initiate a download of the shelf reading data in Excel format.

7. Filename will be report.csv but it will open as an Excel file.

8. Once report.csv is opened, arrange columns of data to match Shelf Reading Review worksheet:

a. Username column can be deleted

b. Date of Shift, Student Name, Call Number, Amount of time

9. You may now log out of the Swap Site.

10. Open the Shelf Reading Review file for the current semester (i.e. Shelf Reading Review Fall 17) located at: S:\CCLS\Circulation & Media\Stacks Management\Shelf Reading\Shelf Reading Review\

             a. A new Shelf Reading Review file should be created and titled appropriately at the beginning of each semester.

11. Select data range in report.csv that matches from the last date that was completed in the Shelf Reading Review worksheet to the most recent entry and copy it.

12. Paste data into the Shelf Reading Review worksheet at the first empty row in the first column.

             a. Modify Amount of Time column so that all time is recorded in number of minutes. (i.e., Change "1 hour" to 60). This column will be set to give the sum of all added minutes at the bottom of the spreadsheet.

13. Use filter function of the table in the first row titled Date of Shift to sort the table data from oldest to newest.

14. Confirm data is complete and in correct order, at this time you can close the report.csv worksheet.

15. Data in the Shelf Reading Review worksheet should now be ready for comparison with videos uploaded to the cclirshelfreading@gmail.com Google Photos account.

16. Open a new tab in your web browser and log in to the cclirshelfreading@gmail.com account:

            a. Access shared and restricted accounts at S:\CCLS\Circulation & Media\Admin\Admin documentation\Accounts.exl

17. Click on the Google Apps icon in the top right corner of the screen and click on the Photos icon to open Google Photos.

18. All videos that have not been reviewed will be on the main page of Google Photos.

19. Scroll to the bottom of the main page of Google Photos

20. Open the Shelf Reading Review worksheet and locate the first entry from the date you are starting at and identify the Call Number that was indicated for the stopping point for that student.

21. Go back to the web browser with Google Photos open in it and find the picture of the Call Number recording sheet that has the corresponding Call Number on it.

           a. This should be the first picture from the bottom of the main page with a few videos after it.

22. Due to space concerns within Google Drive, daily notation of shelf reading progress will be made by the Circ Manager in charge of Stacks Maintenance, cross-referencing the Excel spreadsheet and Swap Site data, as needed.

a. After video analysis and cross-referencing are completed by the manager, videos will be deleted on a student-by-student basis, eliminating the need for separate student folders. 

23. Select the picture of the Call Number recording sheet by clicking on the check mark in the left hand corner of the picture, along with all accompanying videos and click on the + icon that appears in the top right corner of the screen.

24. Open the Shelf Reading Review worksheet and record the number of shelves read or in other words the number of videos made by that student, whether or not you verified the video by watching it, and any notes or follow up issues
to share with the student ( i.e. items out of order, items not faced on the shelf, missing videos, missing Swap Site entries).

         a. If the student is a new hire and Shelf Reading in Reference, you must watch all videos to ensure LC Call Number accuracy and that all books are faced properly.

         b. If the student is not a new hire you must watch a random sample of their work from one shift at least once a month.

25. Repeat steps 17 24 until the main page of Google Photos has no more pictures or videos and the Shelf Reading Review worksheet has been updated for all shelf reading entries.

Troubleshooting Potential Issues

1. If a student creates Shelf Reading videos, but does not log their work in the Swap Site, they will not have a corresponding row in the Shelf Reading Review worksheet for their videos and picture in Google Photos.

         a. Use the posted schedule and Swap Site information and attempt to identify student assistant associated with this Shelf Reading work.

         b. If you cannot reasonably identify the student assistant, put the videos and picture in the Unclaimed folder and then archive them from the main page.

2. If videos and pictures are not uploaded in sequence Stacks Manager will have to pair ending call number of the current student with the student processed before and attempt to identify videos associated with that call number
range.

         a. 100% Accuracy in reporting is desired but may not be achievable in all instances.