Medical Campus Staff - Job Aid

Guideline

Description 

Upon finishing the mandatory training sessions, access to the Alma system will be requested and granted to you.

Information Security Awareness Training

Your completion of the training is essential in preserving and enhancing the Information Security posture of MDC. As per procedure 7922, All employees, agents, and independent contractors must complete their annual Information Security Awareness Training by the last Friday of April of each year.

You can begin your training immediately by accessing the Information Security Awareness Training located within the Employee Portal. Please follow the path below.
Employee Portal > Administrative Resources > Information Security Awareness Training (MDC Office of Information Security and Compliance, 2025)

Please, carefully review

Library Procedures

In our Learning Resources - Library, Outlook serves as our main communication platform for work-related matters. Communication methods include:

• Direct emails
• Microsoft Teams messages (group chat) and,
• Phone calls depending on situations.

Keep in mind that you are an ambassador for the MDC Medical Campus Library, and our goal is to ensure that patrons feel welcomed and at ease.

• Extend a friendly welcome upon your arrival.
• Listen attentively to their inquiries and suggest alternatives as needed.
• Address their questions and requirements promptly.
• Express gratitude upon your departure and extend an invitation to return!

The main function and expectation of a Part-Time Clerk at Medical Campus is to keep a pleasant, helpful, and efficient working environment. Remember that you represent MDC - Medical Campus Library.

Guidelines:

• It is essential to remember that we are providing a service to our patrons, including staff members, faculty, administrators and students. Every interaction, whether in person, over the phone or online you have, contributes to the impression students form of the Library. 
• Make sure to greet patrons warmly and attend their needs with enthusiasm. If you encounter a request that you are not training to or not sure, seek assistance from your immediate supervisor.
• Always remain vigilant of the activities in your designated areas. Maintain a tidy and organized work environment, keeping personal items stored appropriately in the 1201 room or cabinet.

Note: Please remember that Work comes first!

It is crucial for workers to remember that they not only serve as employees, but also as representatives of MDC - Medical Campus Library. Our patrons are the reason we have a job

Personal conduct on the job:

• Only workers are allowed at the circulation desk. Friends and other individuals are strictly prohibited from being behind the circulation desk.
• Show respect towards your fellow colleagues.
• Dress appropriately. 
• Be punctual with your schedule.

All duties must be completed immediately after clocking in and before leaving.

• Greet staff members and patrons.
• Do Clock In.
• Be prepared to assist every patron that comes to the circulation desk and ask them to sign in.
• Check your work email at least once a day.
• Open Teams chat.
• Open Alma system.
• Open statistics doc. Statistics Form
• Check mail daily.
• Walk through the computer lab, and properly arrange any chairs and devices that are out of place.
• Patrol the spaces (aisles, stations, study quiet area, study rooms, etc.) and return chairs in walkways to their original position. Clean spaces routinely.
• Count library users in all areas including study rooms every 30 minutes and input the data in the headcount report.
• Check your assigned shelves: sweep the area for any misplaced or un-shelved books and scanned them for In-house counting, then place those books in correct collection (Circulation, Reserves, Reference, etc.) and ensure shelves are neat.
• Re-shelve books on cart.
• Restock supplies. For example: staples, paper clips, bookmarks, etc.
• Follow schedule as posted.
• Make sure no one is eating food or talking on a cellphone.
• Before leaving your shift make sure: to add paper in the printers and copy machine and check the laptop cabinets are locked.
• Do clock Out.

Note: Please, half an hour before closing, walk around the library and remind patrons that the library will be closing in half an hour. Switch off lights in areas and in study rooms.

Every time that patrons come to check out an item, please ask them to:

• Sign In at the front desk.
• Present their MDC Card ID. All patrons (student or employee) "Must" present their ID whether it is physical or virtual to check out materials. No exceptions! With this you proceed to check their account in Alma. (students can't have more than one laptop under their account in order to check out). 
• When checking out laptops, patrons have to fill it out a Loan agreement form. Then sign in with their credentials before leaving the library. 
• Make sure that the items are being checked out to the correct patron.

Note: Please, pay attention to alerts/ notification that systems sends, stop and call a supervisor when:

• The patrons are not in the system, and are attempting to check out materials.
• The patrons have a block / fine.
• The books or material are not in the system.

Every time that patrons come to check in an item, please ask them to:

• Sign In at the front desk.

Note: Please, when receiving devices such as laptops and headsets, clean them.

How to answer a phone call

• Thank you for calling the Library at Medical Campus. This is (your name).
  How may I help you?

Note: Please, before you end the call, ask the patron:

• Have I answered all your questions?
• May I help you with anything else?

Always wish your caller a good day!

You will have access to Clock In and Out after completing the Information Security Awareness Training

Receive train on proper time reporting practices

Step-By-Step Time Reporting

Video

How to Report Missed Punch

Form:
Please, download the form 

Timesheet Data Entry Request

Save it with your initials, and enter the date of the missed punch.

For example:

Joe Doe had issues doing Clock In on December 1
File name: JD_12-01

• Assist patrons to change or reset their password.
• Assist patrons with questions related to computer issues, copy machine, printers and scanner.
• Assist patrons to make appointments with tutor or librarian in EAB Navigate.
• Assist patrons with renting and booking study rooms in WCO.
• Assist patrons with searching databases.
• Answer the phone and direct students.
• Organize materials, stock and reshelve.
• Patrol.

• Play games
• Watch movies
• Online shopping
• Use ear buds
• Read
• Eat behind the desk
• Have phone out