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Report emergencies to Campus Police (x55555) and outages to Physical Plant (x52550).
I. Decision Process When Ranking Librarians are Not Present.
Scheduled Outages
A. Order of Notifications
Notifications for planned outages are sometimes sent as alerts to the entire campus community.Other times, the Library Director and/or Business Manager are the first to be notified of a scheduled power outage. In those cases, the Library Director and/or Business Manager should inform the rest of LEC (3 Associate Directors) as soon as possible of the day and time of the scheduled outage and the planned duration if known. The Associate Directors will inform their respective teams of the outage.
If the Associate Director of Library Technology is unavailable, another member of LITS should be notified in the following order: IT Librarian (vacant), IT Operations Manager, IT Support Associate, IT Support Contingent.
If the Associate Director of Public Services is unavailable, contact the Head of Circulation, the Head of Reference, and the Head of Special Collections.
B. Decisions and Communications Regarding Closures
The nature of scheduled outages will usually permit enough notice to reach the Library Director for a decision on whether to keep all or part of the building open for the duration of a scheduled outage.If the Director of the Library or alternate decides to close the building during the outage, the Director will send an email to the Kuhn list with the details for the closure. The LibraryWebmaster will post the changes to the website. COSMO will post an update on the Library & Gallery’s social media pages.
C. Responsibilities and Procedures for Shutting Down Technology
Outages scheduled between 8am and 6pm, Mondays-Fridays:
The Associate Director of Library Technology, or designee, will send out a library-wide email notifying all employees of the need to shut down and unplug any computers that are not on surge protectors.
All departments: each department will be responsible for turningoff and turning back on departmental computers, printers, photocopiers, scanners, large screen tvs in their departments.
Reference: In addition to their department technologies in the Reference Office, the Reference department is also responsible for turning off equipment at the Reference desk.
Circulation: In addition to their departmental office equipment, the Circulation department is responsible for turning off the computers at the Circulation desk, the self-checkout machine, and kiosks facing the Circulation desk.
Special Collections: In addition to their departmental office equipment, Special Collections will verify that the backup generator will remain in use during the scheduled outage. They will also be responsible for unplugging scanners within the department and ensuring all storage areas, particularly windowless ones, are vacated by staff and students prior to the outage.
LITS: LITS is responsible for the LITS office equipment; public access printers and print stations in the RLC, 1st floor printing area, 2nd & 7th floors; stand up scanners; quick print computers; BI room; microfilm scanners; 455 Assistive Tech room; as time allows public computers on 1st floor, then 2nd floor, then 7th floor back down to 2nd floor; and digital signs.The Associate Director of Library Technology, or designee, may also organize volunteers to assist LITS with shutting down publicly available computers, printers, digital signs, and other equipment throughout the building.
Outages scheduledfor weekday evenings (6pm-7am) or weekends:
If an outage is scheduled to occur beginning late in the evening or on a weekend (i.e., when the library is normally scheduled to be open but LITS staff are not normally scheduled to be in the office), the Associate Director of Library Technology will coordinate with the Associate Director of Public Services to determine a reasonable distribution of duties for shutting down equipment based on the amount of advanced notice and the availability of scheduled staffing prior to the outage. Depending on the situation, LITS staff may be asked to come in during off-hours to perform an orderly shutdown of publicly available technologies throughout the building. For staff machines, the same protocol will be followed as outlined above for regular business hours, with each department responsible for shutting down their own work computers, peripherals, and printers
II. Unplanned Power Outages
Complete power failure or blackout interrupts services. If the blackout occurs after dark, we evacuate users for the duration of the blackout. Use judgment as to whether to permit users to stay inside, (24-hour study space, the atrium) especially in inclement weather. Our foremost concern in this emergency is for safety of persons and then of library assets.
A. Order of Notifications and Communication Protocol
Sound reactions and decisions require good information.
- Security officer or others in Circulation should call Physical Plant (x52550, x53220, or x52201) to determine cause and extent of power failure and predicted restoration time. Also tell Physical Plant of any persons trapped in elevators.
- Call Library Director or alternate (see list, Appendix Ax52356) for advice and decision re closing library.
- Notify Public Safety (x53133) of library status (either temporarily evacuating, or closing, or still awaiting decision to close) and also of persons trapped in elevators.
- If Library Administration is open and has not otherwise been informed, call to make sure they are aware of the situation.
IIB. Daylight or Partial Blackout: If there is enough light perform these steps:
- All staff should gather at the security desk with their units' emergency flashlights to receive further instructions. In this situation, all staff are expected to assist the security officer or alternate who will need help to check bags (see section "Exit Control" below), guide users, check elevators for any persons trapped, and patrol stacks to find problems.
- Do not force users to leave library areas which receive adequate window lighting (e.g., Phase III tower) unless the Director or ranking Librarian in charge determines that the entire building must be closed due to safety or security concerns. Assume that the building will remain open until a decision is made.
- Announce to uses: "At this time the building will remain open and library users are welcome to stay. However, we advise that you avoid using the elevators until power is restored. If you wish to leave, please use the main exit on the first floor." Post notices over elevator buttons: "Please do not use elevators during power outage." Be sure to remove these notices when power is restored.
- Because the book theft detection units do not have power, the security officer or alternate must carefully inspect all bags, briefcases, purses, etc. Library materials cannot be removed from the building unless it can be verified that they were properly charged out.
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