Appendix 1 is a description of the physical environment at Annex and Prentis. Appendix 2 is a description of Annex operations prior to August 1995.

Circulation and Requesting Options

• The Annex and Prentis circulate materials to library users and to pseudopatrons.

• The normal loan period (NORMal) for materials from the Annex has been the semester. That policy is changed as of August 1995.

  All loans are 4 weeks except for the semester loan for officers and for those Ph.D. students who have registered for the longer loan privilege with the Library Information Office.

• Items circluate according to the borrower's privilege category, as that category applies to the item's Location (see CLIO Circulation Policies Table).
• Renewals are permitted.

• All Columbia libraries may request any offsite storage item for a user. Thus, a music book on acoustics requested by an Engineering user would be delivered from the offsite storage facility to Engineering where it would be checked out to that user. An item in transit from the Annex or Prentis to a library is charged to an "in transit" pseudo-patron.

• Bound serials do not circulate but can be returned from the offsite storage facility to a campus library for use in the library.

• There are exceptions to these circulation policies.
  1. The Music Library's LP sound recordings are shelved separately and are not circulated from Prentis, except to be returned to the Music Library for circulation.
  2. The Music Library's scores are shelved separately and, of these, the "reference scores" are not circulated from Prentis except to be returned to the Music Library for circulation.
  3. Starr East Asian collections shelve separate from others. East Asian serials (LC classed) are circulated for 2 weeks.
  4. Butler Reference items, which are shelved separately in Prentis, may be requested for reference use in any Columbia library. These items are not circulated.

Circulation to Persons with Reading Privileges

Library materials are not circulated to persons with Columbia Libraries Reading Privileges. However, those persons can request delivery of items at a campus library for use in that library. Or, they may consult items in the offsite storage reading rooms at the Annex or Prentis.

Circulation - CLIO Locations and Policies

The Prentis Operations Task Force decided on the following locations and circulation policies for materials moved to Prentis in summer 1995:

CLIO Locations. There are 6 different CLIO locations. A group of materials has a separate location if the shelving location is not otherwise apparent from the call number, or if the materials are governed by a separate circulation policy, or both. Most current locations are collapsed into a single location. For size-of-collection purposes, materials will continue to be counted as belonging to the original location before the move.

==========================================================
Current Code   New Code   New OPAC Display[2]
----------------------------------------------------------
bio,anx2       pren       Prentis
bus,anx2       pren       Prentis
che,anx2       pren       Prentis
che,engr       pren       Prentis
eng,anx2       pren       Prentis
glx,anx2       pren       Prentis
jou,anx2       pren       Prentis
mus,anx2       pren       Prentis
phy,anx2       pren       Prentis
phy,stor       pren       Prentis
psy,anx2       pren       Prentis
psy,engr       pren       Prentis
sci,anx2       pren       Prentis

eal,anx[3]     pren,eal   Prentis - East Asian
eax,anx        pren,eax   Prentis - East Asian
ax,anx2        pren,eax   Prentis - East Asian

msc,anx2       pren,msc   Prentis - Music Scores
mscr,anx2      pren,mscr  Prentis - Music Reference Scores
msr,anx2       pren,msr   Prentis - Music Recordings

[uncataloged]  pren,psy   Prentis - Psychology Theses

ref,anx2       pren,ref   Prentis - Butler Reference
==========================================================

CLIO Circulation Policies

========================================================================
Location    Circulates from   Loan Codes / Periods
------------------------------------------------------------------------
pren        All [4]           NORM 1 month except semester faculty/PhD
                              SERL none (in-house)

pren,eax    All               NORM 1 month except semester faculty/PhD
                              SERL 2-week

pren,psy    All               NORM 1 month except semester faculty/PhD

pren,msc    All               NORM 1 month except semester faculty/PhD

pren,msr    Music only        NORM none (in-house) except 1-week faculty

pren,mscr   Music only        NORM none (in-house) except 1-week faculty

pren,ref    All [5]           NORM none
========================================================================

Collection Maintenance

Collection maintenance of the Starr East Asian materials remain with Starr. Collection maintenance for all other materials at the Annex and Prentis is assigned to the Butler Collection Maintenance Department and is performed with all the usual and necessary consultation with subject and area bibliographers and selectors.

Courtesy Form Renewal

Courtesy form renewal includes items circulated from offsite storage.

Damaged Items

If an item is damaged or in poor condition when returned by the user, circulation staff will assess appropriate fees, if applicable, and flag the item for repair or replacement. Butler or Starr Library circulation staff will send a damaged item directly to its collection maintenance department. Other departmental libraries may insert a flag in the item or place a note about condition in the "Comments" field of the item record and return it to the Annex or Prentis. The offsite storage staff will see the flag or the note, set the item aside, and prepare it to be sent to Butler or Starr Library for treatment.

Delivery

Shipping and Receiving continues to make the morning pickup at the Annex about 11:00 a.m. Following that stop, a new 11:15 a.m. stop was added for Prentis. Delivery of library materials from the offsite storage facilities is available to all Columbia libraries. The Libraries van carries materials between the offsite facilities and the libraries of the campuses in closed delivery containers marked with the library's name.

Document Delivery

The Annex and Prentis have the necessary equipment to deliver photocopied articles to campus libraries by fax or by the Libraries' delivery van. At this time, direct document delivery is not offered to faculty, students and staff.

Email - Placing Requests

Libraries may continue to request delivery or photocopies of library material from offsite storage by email or fax.

Fax - Placing Requests

A request form is available for those libraries that send requests to the Annex and Prentis by fax. The fax number for the Annex is 368-2078. For Prentis it is 749-9315.

Fax - Sending Library Material

See Document Delivery

Geoscience

See Lamont-Doherty

Holdings and Size of Collection Reporting

Items stored in Prentis are recorded in CLIO with the location Prentis. The former campus location is not retained in the bibliographic record.

The volumes leaving campus libraries for offsite storage are permanently counted in the holdings of the sending library. For statistical purposes, there will be no volumes reported for either of the offsite storage facilities in the annual Change in Size of Collections report and this practice will be footnoted in that report.

Holds - Length

The requesting library may keep an offsite storage item on its patron hold shelf for the normal length of time for that library, or for as long as the library deems necessary.

Hours

Prentis: 9:30 a.m. to 4:30 p.m., Monday through Friday.
Annex: By appointment only, 10:00 a.m. to 4:00 p.m., Monday through Friday.

Interlibrary Loan

East Asian monographs that are in offsite storage and are requested of Columbia's Interlibrary Loan Office are directed to Starr for verification only. In the case of journal articles, requests are directed to Starr to be verified and filled by photocopy. For all other libraries, offsite storage staff retrieves and forwards volumes to Columbia's Interlibrary Loan Office from where the transaction with an external library will be completed. In the case of a journal article, there is the option for offsite storage staff to photocopy the cited pages and mail the copies to Columbia's Interlibrary Loan Office from where the transaction is completed. A request form created by Technical Support is used by the Interlibrary Loan Office when requesting photocopies of journal articles from offsite storage.

When an item is circulated from the Interlibrary Loan Office to another institution, ILL temporarily changes the item's location to anx,ill or pren,ill. On the item's return to ILL, the item's permanent location is restored and the item is return to the Annex or Prentis.

Lamont-Doherty Earth Observatory

Geoscience will request items from the Annex or Prentis for persons at the Lamont-Doherty Earth Observatory. Geology ships them to the Geoscience library in Palisades, NY using the Lamont van. Geoscience returns the items to Geology, which then returns them to offsite storage in the usual manner.

Missing Lists

Missing lists are processed by Starr and Butler Collection Maintenance staff. For replacement decisions, the offsite storage "Missing-Replace" list is divided by call number and reviewed by the appropriate selector or selectors for each call number range.

Onsite Use

See Reading Rooms

Public Information

Prentis material appears in CLIO with the "Prentis" location. The Offsite Storage leaflet describes the services of the Annex and Prentis and available public transportation. A section on offsite storage is included in the document Guide to the Columbia University Libraries.

Reading Rooms

There is an eight-person reading room at the Annex and an eleven-person reading room at Prentis.

Returning Items to Offsite Storage

Each Columbia library will return materials directly to offsite storage in the same manner they are delivered--closed containers carried by the Libraries van.

Stacks Access

Normally, on-site library users are served from the reading room. Staff will page individual volumes or will fill a library book truck with longer runs of materials to be used in the reading room. On a case-by-case basis, when the library user's needs are not well served by this policy and when a second staff member is available to watch the office, the user will be accompanied into the stacks to browse the shelves.

Withdrawals

Withdrawals from offsite storage are counted against the library responsible for the subject collection. There is no attempt to identify the actual library location from which the volume was transferred to an offsite storage facility, e.g., a psychology monograph transferred to Prentis from the Engineering Library in 1995.

Elevators

There is one passenger elevator and one huge freight elevator. The passenger elevator discharges people into a lobby with glass walls where they may be screened before being admitted. The freight elevator access to the fourth floor is controlled with a keyed switch in the elevator. The key is held only by the Libraries.

Environmental Control

Temperature and humidity control is of the highest quality. The glass in all windows except those in the reading room and the office is painted black and walled over. This provides excellent environmental control and security. Except for the reading room and the office, there is no danger of material leaving the facility through a window.

Six months after operations begin at Prentis, the Preservation Division will do a 6-month environmental test as it did after the Annex opened in 1987.

Equipment / Facilities

The Annex continues to have:

• dial-up CLIO staff side terminal with a wand
• fax
• telephone
• photocopier
• sensitizing/desensitizing machine
• desk for staff
• user reading room (although little use is anticipated)

Prentis has:

• dial-up CLIO staff side terminal with a barcode scanner
• fax
• telephone
• photocopier
• sensitizing/desensitizing machine
• two desks for staff
• kitchenette
• 11-person reading room

Fire Protection

There are heat detectors throughout. Fire suppression is by water released from only those sprinklers over areas of high temperature.

Lighting

Emergency lighting in the main aisles is on constantly and backed up by battery packs. Lighting between stack ranges is controlled by infra red and ultrasonic sensors mounted above. The lights turn on when an object passes into their range.

Security

There is a card reader on the street door into Prentis and another on the inner doors of the vestibule. The card reader is connected to the Security Department in Low Library. There is a security officer stationed on the first floor from 4:00 p.m. until midnight. On the fourth floor, exiting from the stairs or the passenger elevator, one enters a glass-enclosed vestibule with a locked door and a card reader. Through this door, one enters the office of the storage facility and the reading room beyond. Within the stacks, emergency exit doors are equipped with panic bars and electronic contacts that sound a horn and transmit a signal to the University's Security Office in Low Library.

Shelving

One half the shelving is movable compact and the other half is fixed.

Staff

Staffing for the Annex and Prentis is two LA-4 positions.

Transportation

Options for getting to Prentis Hall are subway or bus to 125th Street, taxicab or livery to the door, or walking. For those coming by private automobile, there is an attended parking lot across 125th Street in front of Prentis. The possibility of the Columbia bus between the Morningside and Health Sciences campus stopping for passengers coming or going from Prentis or the Annex was studied. That service will not be available.

Circulation - Procedures

Butler Library and the Starr East Asian Library receive direct delivery of Annex materials. The process begins when the Annex receives a paging requests by email or fax. (Fax is preferred at the Annex because it can be handled quicker.)

The Library Assistant then:

• makes an item record (when needed, which is most of the time)
• inserts Tattle-tape, if needed
• using dial-up CLIO staff side, charges the book to the transit status "From Annex"

When received at Butler Shipping and Receiving or Starr Library, circulation staff:

• retrieves the shipment
• discharges the item from transit status "From Annex"
• puts the item on the hold shelf
• charges the item to the borrower
• desensitizes it

When the borrower returns the book to Butler or Starr, circulation staff:

• discharges it
• sensitizes it
• charges it to the transit status "To Annex"

When received at the Annex, the Library Assistant then:

• discharges it from the transit status "To Annex"
• shelves it

On Site Circulation

The Annex has a 3M sensitizing/desensitizing machine to circulate books directly to users. The circulation charge is created in CLIO.

Delivery

Shipping and Receiving makes a delivery and pickup once a day, around 11:00 a.m., delivering the items to Butler or Starr Library.

1. The procedures for operations were proposed by a task force charged by Carol Mandel on May 25, 1995. The members of the task force were Elizabeth Davis, Mary Giunta, Ken Harlin, Terry Kirchner, Joyce McDonough, Jill Parchuck, Ron Smith, Mary Ellen Ugactz-Fernandez, Breck Witte, and co-chairs Howard Dillon and Bob Wolven. The task force report of June 19 was reviewed and modified by the Circulation Coordination Committee and the Public Services Directors, and then the proposed Operations Manual was presented to Management Committee on August 9, 1995.
2. OPAC displays to be reviewed by CLIO Services.
3. The codes eal,aux and eax,aux were for material in the Annex, now transferred to Prentis.
4. In this table, "All" includes Health Science and a new service unit for Prentis. The Prentis service unit is defined to circulate items under the same policies as above.
5. These items do not circulate. "All" in this context means that any library can request delivery of Butler Reference items from Prentis to their library for in-library reference use.