Statement of Policy & Text
The policy for the King Library Administrative Office area is to have all visitors (non-King Library employees, including SJPL branch staff) sign in at the Reception Desk prior to walking to staff offices or meeting areas located in the Fourth Floor Administration area.
Need for the Policy
This policy ensures Administration staff that basic security measures have been applied to maintain awareness of visitors who are moving through the Fourth Floor King Library Administrative Office area.
Requirements & Guidelines
No visitor (including all guests, whether City or University staff from other departments or library branches) will be allowed past the reception desk unless cleared by King Library staff in advance or by phone confirmation with the receptionist. Prior advance notice shall be recorded by the receptionist for others who may cover the reception desk.
Procedures
Visitor will enter King Library Fourth Floor Administrative Office and sign in. Receptionist will ascertain if an appointment has been noted by the Administration staff member. If so, receptionist will direct visitor based on prior instructions from staff member. If no prior notice is recorded, the receptionist shall call the staff member’s office for confirmation that the visitor is expected. If staff member answers, receptionist will follow staff member’s instructions: either wait for the staff member to come out to escort the visitor, or send the visitor back to the staff member (with a map if necessary). If staff member does not answer, the receptionist will ask the visitor if s/he wishes to wait. If so, receptionist will have the visitor leave a voice message for the staff member.
To eliminate access concerns when front reception desk is not staffed, non-office hours (8 AM to 5 PM) meetings shall be scheduled in publicly accessible meeting rooms.
Applicable Personnel/Departments
All staff located in the King Library Fourth Floor Administrative Office area will support the security of themselves and their co-workers by adhering to this policy. Discussion with King Co-Managers must occur prior to amending or changing this policy.
Distributions
Intranet
Approval(s)
History & Dates
Category of Policy & WBS#:
Author(s): Associate Dean's Assistant Kathleen Kobata; Director's Assistant, Diane Longoria
Authorized by: Patricia S. Breivik, Jane E. Light
Date Written: 04/26/04
Date Effective: 04/26/04
Date(s) of Revision(s):6/27/05
References
King Library Visitors Sign-In For 4th Floor Reception Service Point Procedure: PR-114