King Library Visitors Sign-in For 4th Floor Reception Service Point Procedure

Purpose

This procedure is designed to:

• Implement King Library Administration Visitors Policy: PL-287
• King Library Administration Visitors Policy: PL-287
• Provide the Receptionist with the requirements and steps needed to assist visitors to the Fourth Floor King Library Administrative Office area in a consistent manner.
• Ensure the Administration Office area employees that basic security measures have been implemented to maintain awareness of visitors throughout the Fourth Floor King Library Administrative Office area.

Guidelines & Considerations

Considerations:

• To assist in the security procedures for the King Library Administrative Office area employees, the Receptionist will request that all visitors (non-King Library employees, including SJPL branch staff) sign in.
• To ensure that the various Receptionists (SJSU and SJPL) are consistent in implementing the King Library Administration Visitors Policy, procedures are outlined below.
• King Library Administrative Office area employees are asked to inform their visitors of the visitor sign-in process. This will avoid unnecessary confusion.
• A Scheduled Appointments and Special Instruction Log will be maintained to accommodate special instructions for delivery personnel, FD&O, and scheduled appointments.

Materials:

1. A sign at the Reception Desk: “All visitors must sign in with the Receptionist”
2. Sign-in Sheet
3. Schedule Appointments and Special Instruction Log

Tasks/Steps

Tasks

Responsible Person or DepartmentSteps (What to Do)

Non-King Library employees must sign in at the Reception Desk.
Receptionist
Sign at the Desk will state: “All visitors must sign in with the Receptionist.”The Receptionist will diplomatically request that the visitor sign in.

All King Library employees must inform their visitors about the sign-in procedure.
All King Library employees with anticipated visitors to the Administrative area.
It is important that King Library employees with offices/work stations in the Administrative area inform their visitors that they will be asked to sign in at the 4th Floor Receptionist Service Point.

If a conflict or problem develops with a SJSU visitor, the Receptionist will contact a SJSU representative for assistance.
Receptionist
The Receptionist will contact the following persons in the order given until a person is found to assist:

• Associate Dean: 2383
• Dean: 2419
• University Library Administrative Officer: 2050
• Facilities and Purchasing Coordinator: 2018
• Associate Dean’s Assistant: 2015
• University Administrative Officer’s Assistant: 2017
• Assistant to the Dean: 2011

If a conflict or problem develops with a SJPL visitor, the Receptionist will contact a SJPL representative for assistance.
Receptionist
The Receptionist will contact the following persons in the order given until a person is found to assist:

• King Library Supervising Librarian: 2192
• Assistant Library Director: 2151
• Administrative Officer: 2152
• Library Director: 2150
• Supervising Librarian/ Division Manager: 2048
• Supervising Librarian/ Division Manager: 2186

King Library Employees are asked to leave prior written or verbal instructions for their visitors with the Receptionist.
All King Library employees with anticipated visitors to the Administrative area.
Prior instructions will be posted in the Scheduled Appointments and Special Instruction Log. The Receptionist will accept the instructions in writing or over the phone.

Receptionist checks the Scheduled Appointments and Special Instruction Log.
Receptionist
Receptionists will review this log at the beginning of each shift for any special instructions pertaining to that day.

After visitor signs in, Receptionist will determine how to assist the visitor.
Receptionist

• Receptionist will check Scheduled Appointments and Special Instruction Log to see if any prior instructions were given and assist the visitor according to those instructions.
• If no prior instructions are given, Receptionist will call the staff member’s office for confirmation that the visitor is expected. The visitor is directed according to the staff member’s instruction, i.e. visitor will be met and escorted to the staff member’s office or the visitor will be directed to the office (with a map if needed).
• If a staff member does not answer, the Receptionist will ask the visitor if he/she wishes to wait and/or the visitor can leave a voice message for the staff member.

Applicable Personnel/Departments

ALL

Approval(s)

Reviewed and approved by:Signature/NameDate of Approval

Associate Dean
Jo Bell Whitlatch
 

Supervising Librarian
Lisa Rosenblum
 

Distributions

Both

History & Dates

Category of Procedure: Administration/Operations
Document ID Code:
Author(s): Kathleen Kobata
Authorized by: Jo Bell Whitlatch, Associate Dean and Lisa Rosenblum, Supervising Librarian
Date Written: April 2004
Date Effective: May 1, 2004
Date(s) of Revision(s): 07/13/04 dk

References

Appendix A: King Library Administration Visitors Registration Form
Appendix B: King Library Administration Visitors Meeting Registration Form

King Library Administration Visitors Policy: PL-287