Petty Cash Deposits: Instructions for Partially Filled Coin Rolls

Instructions for Partially Filled Coin Rolls

1. Count the coins you have for each denomination (pennies, nickels, dimes, quarters).

2. If you have enough to fill a full roll, fill the roll as usual and seal it.
   (Example: 50 pennies, 40 nickels, 50 dimes, or 40 quarters per roll.)

3. If you do NOT have enough for a full roll, but still have several coins:

   • Put the coins into an empty roll. 
   • Write the exact amount of coins and the total value on the outside of the roll.

   Examples:

   • "28 quarters = $7.00"
   • "36 dimes = $3.60"
   • "15 nickels = 75¢"
   • "42 pennies = 42¢"

4. If you only have a few loose coins (less than would reasonably sit inside a roll), leave them loose in the deposit bag. Do not start a partial roll for just a couple coins.

5. Place all full rolls, partial rolls, and loose coins together with the deposit as usual.

MAGNOLIA Database Access – Staff Training Guidelines

About MAGNOLIA
MAGNOLIA is a project funded by the Mississippi Legislature that provides all Mississippians with access to a suite of reliable online research databases. These resources are available through publicly funded schools, libraries, community colleges, universities, and state agencies.

MAGNOLIA gives students and researchers across the state access to academic, peer-reviewed journals and curated, age-appropriate content that is not available through general web searches.

New Access Requirements
As of July 1, 2023, MAGNOLIA users are required by state law to verify their age before entering an access code.

• Users under 18 may only access age-appropriate content.

• Users 18 and older may access the full range of academic content.

Patron Access
Patrons can access MAGNOLIA by visiting https://magnolia.lib.ms.us or by using the link provided on our library’s website.

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STAFF RESPONSIBILITIES

It is essential that all staff:

1. Know the correct access codes for both adult and juvenile users.

2. Ensure that adult access codes are not provided to juvenile patrons under any circumstances.

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Best Practices

Here are suggested practices for complying with these guidelines while maintaining a positive interaction with patrons:

1. Age Verification

   • Check the patron’s age via their library account.

   • Use friendly language to avoid sounding confrontational.

     Instead of saying, “I need to verify your age,” try:
     “Let me check something real quick.”

2. When Age Is Unclear

   • If you cannot verify the patron’s age (e.g., phone requests, indirect contact, or no ID), only provide the juvenile access code.

3. Protect Adult Code Access

   • When other patrons are nearby, write the adult access code on paper rather than speaking it aloud.

4. Explaining Access Limitations
   Be prepared to explain the difference between the codes respectfully and clearly:

   • To a minor:

     “This database includes some content that’s age-restricted, so we’re only able to share this particular code with adult users. But I’d be happy to help you access the resources available for your age group!”

   • To a parent requesting the adult code for their child:

     “Due to legal guidelines, we can only provide the adult access code directly to adult users. If you’d like to access the resource yourself, I’d be happy to share the code with you.”

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Adherence to these guidelines will maintain legal compliance while ensuring that all patrons have appropriate and equitable access to information.

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If you have questions or need clarification, please speak with a supervisor.

 

How to Validate a Patron's Card

THE PROCEDURE:

 

Scan/Enter the Patron's information on the CheckOUT screen.

 

THE REASON(S):

 

1. The system will advise if the card is expired.

2. The system will advise if the patron owes money.

 

3. The system will advise if patron has a block that needs to be resolved.

 

4. The system will advise if the patron has materials available to be picked up.

 

Patron Types - Simplified Examples

RESTRICTED ACCESS 

• Only has an unexpired Driver's License ID with matching name and picture
  
• Name on application matches ID
  
• Address on application does not have to match ID

 

LIMITED ACCESS 

• Has an unexpired Driver's License ID with matching name and picture
• Has a utility bill (or professional document) that is dated within the last 4 months 
• The name on the ID, utility bill, and application all match
  
• The physical address (not PO BOX) on the ID, utility bill, and application all match

 

 FULL ACCESS

• Has an unexpired Driver's License ID with matching name and picture
• Has a utility bill that is dated within the last 4 months 
• The physical address (not PO BOX) on the ID, utility bill, and application all match
• The patron's physical address is within the Longleaf Library Consortium (Amite, Copiah, Franklin, Jefferson, Jefferson Davis, Lawrence, Lincoln, Marion, Pike, Walthall)

 

 

LIBRARY SOFTWARE SYSTEM

How to Send "Transit" FlexShare Items

 

1. Run the Reserve Search List and pull the requested items.

2. Open the library software system using FIREFOX (only). 

3. Activate the Check IN screen and scan each item.

NOTE: If the Check OUT screen is used instead of the Check IN screen, the scanned items will appear on the computer screen, but the items won't be placed transit.  The result is that the materials will be sent to another location without the system knowing what has transpired. There will be no trace of the materials going to another location. 

 4. As each item is scanned, a transit slip will be sent to the designated printer.

NOTE: If a transit slip is not printed, verify that the FIREFOX browser is being used.  If not, reproduce the same steps in the FIREFOX browser to see if the problem is corrected.  If the problem persists, contact headquarters for support before proceeding.  Do not send materials to another location without a transit slip being generated; otherwise, the system may lose track of the material.

5. Place the transit slip with the material and store in designated location to await pickup.

Taking Money for Faxes

 

You need to make sure your workflow has you accepting patron's money 

BEFORE faxing paperwork. 

 This will avoid several problems, such as:

(1) The patron doesn't have enough money.

(2) The patron only has large bills with which to pay.

(3) The patron "forgot" their money in the car.

If the fax doesn't go through, you can always return the patron's money to them.

Customer Service Skills

Do not use Cleaning products and aerosol sprays in the computer lab or at the circulation desk doing the hours the library is open to the public. 

Cleaning products and aerosol sprays cans (lysol, deodorizer, etc.)
 should not be sprayed around patrons. Some patrons have fragrance sensitivity.