The Sheridan Libraries

Special Collections Quick Look Up

A guide to help you navigate the perilous world of Special Collections student employment!

Desk Set Up and Phone Workflow

Answering
  • Say "Special Collections. May I help you?"
  • If you have a patron at the desk, that person has priority. Ask the person on the line to hold.
Hold
  • Press the button labeled "HOLD". The light for that line will flash.
  • To take a call off hold, press the gray button next to the line that is flashing.
Transferring You're making a connection, don't just punch the buttons. Follow these steps.
  • Be sure the caller is on the line...don't have them on hold
  • Tell the person what # you are transferring to in case the call gets lost (the exception is transferring a call to the Reference Office--never give out that number)
  • Press the button labeled "Transfer"
  • Enter the telephone number of the extension you are transferring the call to.
  • When you hear the number ring, press the button labeled "Transfer" a second time
  • When you hear that the connection was successful you can hang up.
  • n.b., if you are transferring a call to the reference office be sure the librarian in there is free. If it isn't convenient, take an RFI.
Voicemail Check voicemail if the red button lights up on the phone.  Dial 6-6555 (the passcode is 445626) and follow instructions.

If you are the first person scheduled for reception desk duty, you need to set things up.  Please do the following:

  • Bring chair and reception trolley to the desk (they are stored in the Reading Room).
  • Connect the phone and turn on the computer (note: you can use your own laptop or tablet while at the desk).
  • Have this guide open in one of your tabs.
  • Once everything is set up, check to see if there are messages on the phone.  Dial 6-6555 (the pass code is 445626) and follow instructions.
  • We have other incidentals, such as a pencil holder and few documents in page holders.  Decorate to your heart's content!

Do everything above, but in reverse!  Also:

  • Do not leave until the Reading Room is empty of researchers.  You can break things down, but stay by the reception desk in case the monitor in the Reading Room needs your assistance. If you have to leave right away, just tell someone.
  • We are permitted to close 10 minutes before our stated closing time if we have no researchers! If you are shutting down our service points early, please alert staff.
  • Turn off Reading Room lights once the room is empty. Make sure the lava lamp is turned off!

Reception Desk Intro

Your Responsibilities

  • Greet researchers & register researchers, answer quick questions, answer phone calls
  • Log in to Slack on either your your personal device or the workstation
  • Be your wonderful selves!

What's Permissible at the Desk

  • Reading, working on papers, online searching (you may use your own laptop)
  • Brief visits from your friends
  • Occasional cell phone checking (no calls, but texting is okay)
  • Coffee! Water! Whatever beverage floats your boat & discreet snacks!

Breaks/Quick Library Jaunts

You may on occasion need to leave the reception desk unattended if you need to guide a researcher to a location in the BLC/library or need to run to the restroom.  If you are only going to be gone for a minute or two, you may leave the "Sorry We Missed You" sign on the desk so the researcher knows you will be right back.  Also let the Reading Room monitor know you are going to be away for a minute. Please take note of the following:

  • If you need to take a 15 minute break, use Slack to ask another student employee or a staff member for relief.  We are all happy to help you!
  • Do not leave your valuables unattended (laptop, phone, wallet, etc).  Take them with you, leave them in the workroom, or store them in a locker.
  • When you return to the desk, check to see if any calls came in.  If the red button on the phone is on, check the voicemail (6-6555). The code is 445626 (it spells GILMAN).

If a researcher needs to consult materials, please do the following:

  • Ask if the materials are on hold for the researcher.
  • Ask if he or she has registered with us.  If not, please have the researcher create an Aeon profile.  Ask for a photo ID.  Photocgraph the ID with the digital camera.
  • Inform researcher that he/she may bring in a laptop, camera, research books/notebooks, & pencils into the Reading Room.  Bags, jackets, umbrellas, food/beverages, and pens are not allowed.
  • Once everything is all set, let the researcher into the Reading Room.  The RR monitor may need help finding materials!

Readers will have to create an account in Aeon, which can be found at:

https://aeon.library.jhu.edu/logon

The patron will make requests via the web interface. 

For the most part, you will be looking at things through the Staff Client.

Front Desk:

Using the Aeon Client:

  • Search the patron’s name in the Search User

  • Ask patron for ID.

  • Use the camera to take a picture of the ID with the date stamp showing

  • You will be entering the ID Type and creating an ID reference.

  • ID Reference is the day’s date and time, as shown on the time stamp.

  • In Aeon, go to the Process tab and Clear User.

  • When the patron is ready to go in the reading room, the Front Desk person signs the person in by selecting Sign User In.

     

 

You may on occasion need to leave the reception desk unattended if you need to guide a researcher to a location in the BLC/library or need to run to the restroom.  If you are only going to be gone for a minute or two, you may leave the "Sorry We Missed You" sign on the desk so the researcher knows you will be right back.  Please take note of the following:

  • If you need to take a 15 minute break, ask another student employee or a staff member for relief.  We are all happy to help you!
  • Do not leave your valuables unattended (laptop, phone, wallet, etc).  Take them with you, leave them in the workroom, or store them in a locker.
  • If you are just leaving the desk for a minute or two, check to see if any calls came in.  If the red button on the phone is on, check the voicemail (6-6555).

The Reading Room is for the use of researchers using Special Collections material only.  Direct people to the Quiet Reading Room on Q-level of the BLC if they are looking for a quiet place to study.

Some library staff who are not in Special Collections have swipe card access to our department,  but other library employees do not have access.  If someone wants to get into our department, but doesn't have swipe card access, politely ask them their name and who they need to see.  Let the appropriate staff member know what is going on, and they will greet the visitor.

The Macksey Room, while part of Special Collections, is sometimes reserved by other library/JHU staff.  Most staff do not have swipe card access to the room. Your J-Card will open the Macksey Room!

The lockers and closet located near the Reading Room are only for Special Collections researchers during our department hours.  The lockers do not have outlets in them; if a researcher needs to use an outlet-enabled locker, direct him or her to the other lockers in the BLC.

If a researcher forgets his/her locker code or notices that the locker is malfunctioning, get help from staff.  We have a master key for the lockers.

 

  • Last Updated: Jun 4, 2025 2:31 PM
  • URL: https://guides.library.jhu.edu/SCQuickLookUp
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