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Plan, Procedure, and Permission for CCLIR Visitor doing Work in the Library

Plan, Procedure, and Permission for CCLIR Visitor doing Work in the Library

Feb 02, 2021

Department

Archives & Special Collections (A&SC)

Purpose

To accommodate a person whose presence is needed in the library to assist or do library business.


Overview

Unless specifically noted otherwise, the Special Collections Librarian and/or the University Archivist will share the following responsibilities in assisting the person during the work periods. Additional support from the Administrative Assistant to the Dean, the head of Technical Services, and/or the Circulation Managers will be requested as appropriate and needed.

Required Knowledge/Skills


Safety Issues/Precautions


Equipment/Supplies

  • Materials pertinent to this person’s library work will be moved to and housed in CLR 171 until the person’s business (or current portion of business) is completed.
  • A computer will be made available in this room to be configured in a way that will accommodate the visitor’s needs.
  • If special access to the computer and system are necessary, the A&SC department will work with IT in obtaining the specific requirements, perhaps within the Valpo IT Account Issuance Policy: Volunteers with Computer Access: https://confluence.valpo.edu/display/POL/Valpo+IT+Account+Issuance+Policy
  • Internal phone numbers should be available with instructions on who to call in case of need.

Procedure

Permissions and Notifications

  • The Special Collections Librarian and/or the University Archivist will procure advance permission from University Administration (VUPD, Visitors Center) regarding the person’s visit.
  • They will provide the person with the information regarding campus practices and procedures.
  • They will notify Library Administration, Technical Services, and Circulation of the person’s presence and work schedule.
  • Visitor Parking instructions and registration are available at https://www.valpo.edu/aux/parking/visitor-parking/
  • Current campus visitor policy considerations and updates are posted at https://www.valpo.edu/looking-forward/covid-19-campus-visitor-policy-considerations/ Please note the area under “Exceptions”.  The visitor is expected to follow all procedures and protocols as listed.

Space

  • The Library’s Special Projects Cataloging Office (CLR 171) will remain locked and in “deep cleaned” status prior to any activity.
  • When this person’s business is completed, a notification will be given to Library Administration and a request for deep cleaning will be initiated.
  • After this is completed, the room will be identified as available for use as stated.

  • Workplace Expectations

    • The person will abide by current rules pertaining to any visitor to campus authorized by administration.
    • The person will be informed of the time, the method, and specific entrance to be used and the room will be opened for his/her entrance.
    • With the exception of restrooms (first floor) or dietary needs (Staff Lounge, CLR 168), the person is expected to stay in that room (CLR 171) until the day’s business is concluded. In conformity with the area, the person will be expected to leave by 4:30pm, at which time the Technical Services area is locked.
    • If the person’s business requires more than one day’s use, CLR 171 will be locked overnight and unlocked to repeat the entrance and use requirements stated above.


    Visitor Name _________________________________________________________________

    Email ________________________________________________________________________

    Mobile Phone  ________________________________________________________________

    Date/s of Proposed Work ______________________________________________________

    Reason for Proposed Work  ____________________________________________________

    ______________________________________________________________________________

    Notification sent to