Page 184 - DLIS003_LIBRARY ADMINISTRATION AND MANAGEMENT

Unit 10: Circulation Section

10.2 Functions of the Circulation Notes

The primary responsibility of the Circulation Department is to ensure easy and equitable access
to the Library’s print collections and course reserves.

The circulation services unit of a library fills two important roles:
The first and perhaps most obvious role is that of circulation control. This is defined in a classic
text as “that activity of the library, which, through personal contact and a system of records,
supplies the reader with the books wanted.” Throughout history, people have had limited
access to books and other forms of information. The primary reason for the existence of the
library is its specialized service, which makes available to users a wider variety of information
and ideas than they could otherwise obtain. This service is the foundation upon which the whole
structure of the modern library rests. The use of modern reference tools, instruction and guidance
in the use of the library, and readers’ advisory are unimportant if customers cannot obtain the
information they want. Circulation routines are established, records maintained, and personnel
employed and trained to make information efficiently available to borrowers or to explain why
requested items cannot be immediately supplied.
A second and equally important role of circulation services is that of public relations. Often the
first contact people make with a library is at the circulation desk, the centre of library activity for
most customers. Public opinion of the value and usefulness of a library results from many
personal contacts between individual users and the library staff. In many cases, circulation
practices determine whether users continue to use the library or whether they become discouraged
at failures to obtain desired information promptly. Whole library systems may be judged by the
work of a single circulation assistant.

The library must properly train circulation staff to prepare them to give effective and efficient
service. In this way they may be expected to treat each user as an individual whose request is
important and who is entitled to the full measure of services consistent with library policy.

Special libraries usually do not have a staff person devoted to circulation. Often check-out of
library materials are done on a self-serve basis with instructions on how to fill out cards placed
in plain sight. After use, materials may be deposited in the library, mailroom, or in-box of
library staff. Checking in and reshelving materials may fall to the librarian, library clerk, or
other office support staff.
The Department’s functions include:
Lending materials to library users.

Checking in materials returned.
Monitoring materials for damage and routing them to the appropriate staff for repair or
replacement.

Troubleshooting circulation technology, i.e. library circulation software, scanners, printers,
etc.
Collecting statistics on library use, i.e. patron transactions, material checkouts, etc.

Creation of borrowers pockets, i.e. when using the Brown issuing system.
Charging and receipting overdue fines.
Overseeing the borrowing of library materials and borrower records.
Administering access to course reserves.

Assisting borrowers with locating books and other items in the Library.

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