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Reference Procedures: Daily Procedures



Turn on the monitor for computer B (at the reference desk closest to the bathroom).  This computer should never be turned off, so it should be on. Hit any key and the screen should come up with the Envisionware program (the Internet management software). It manages both log-on and printing, and both should be minimized on the taskbar.  If computer B has been shut down for some reason, it must be turned on immediately and Envisionware started before any public Internet machines are logged on.

To access Symphony – our catalog

  • Click on the workflow icon

  • Username and Passwords can be found in Reference Binder.

Computer A can be turned on next.  It is on the desk facing the windows.

  • Log-in screen appears, there is no password, hit enter.

  • If there is no username on the screen, type in Click on Envisionware icons.

  • Account Manager needs password to open

  • Minimize both programs to taskbar.

  • Access Symphony (see above).

All other computers must be turned on, CPU and monitor. All other computers must be turned on, both CPU and monitor. There are fourteen computers for the public to use.  Twelve are internet/office and can be used for an hour with the possibility of adding more time, up to six hours. There are ten computers situated around the large table, and four computers are on the wall to the right of the summer reading section.  The first two computers on the left are the thirty minute computers.  There are no office applications and time cannot be renewed.  The two right most computers have regular internet/office computers.There are two PACs located by the railings.  There is a PAC downstairs by the copier, and one PAC upstairs by the railing.

Turn on the scanner and the microfilm computer.


Check the New City Intranet for up-to-date schedules, news and information.

You can access that by signing in to the computer and it will come right up.


Check both telephones to see if they have any messages.  If the red light is flashing, then retrieve message by:

  • Pressing voice mail key

  • Type in password which is in Reference Binder when prompted

  • Press 1 to listen to message

  • Message will play, write it down and answer it asap

  • To delete message, press 3

  • To return to standard telephone options press 8

Check to see if each PAC workstation is supplied with paper and pencils.

Check to see if printers have paper.

Check to make sure the copier near the reference desk is on, if not, turn it on.

"Reference" copies of Investors Business Daily, Barons, The Wall Street Journal, The New York Times, the  Journal News, the Daily News the New York Post, Rockland Review, Our Town and the Rockland County Times are kept at the reference desk.  Patrons must leave an ID with us in order to take one--only one copy at a time is permitted. The seating area contains copies of today's editions of all newspapers, except IBD, Barrons, Our Town, and the Rockland Review.  These do not require ID.

Weekend Opening Procedures

All is the same as above, except:

The New York Times Sunday magazine section and the NYT Book Review will be brought over from the Circulation Department. Put a ready reference sticker on the magazine and stamp it with the New City Library stamp.  Patrons borrow it to copy the crossword puzzle.   It is kept on the shelves behind the Reference Desk B.  The NYT Book Review is kept in the same place.

Check Intranet for daily desk schedules.  Scrolling down will bring up subsequent days.

Check EventKeeper (for most current updates) to see what programs are scheduled.



One Half Hour Before Closing

  • PINC will make one half hour closing announcement.


Fifteen Minutes Before Closing

  • PINC will make fifteen minute closing announcement. This is not necessarily the librarian in Adult Services.

  • The monitors in the LAN room should be turned and checked, especially for the remote areas like the Quiet Study Room.

  • Librarian should walk to Rockland Room, study rooms and conference rooms and all remote areas reminding patrons of the imminent closing.

  • Turn off remote PAC monitors.

  • Return any Finkelstein patrons holds to shelving cart at circulation.

  • Turn off nearby PAC monitors.

  • Turn off monitors on Internet and Office computers, Microfilm computer and Scanner.

  • You do not need to turn off any computers; they will turn off by themselves.


Five Minutes Before Closing

  • PINC will make five minute closing announcement.

  • Do any remaining chores that haven’t been done, including tidying up reference desk.

  • Check meeting rooms to make sure participants are finished and leaving.

  • Round up reluctant patrons and encourage them to leave.


Closing Announcement

  • Check to see if any patrons are left in Circulation.

  • Put PINC form in Administrative Assistant’s basket.  It is only filled out when there is something to report.


Emergency Closing Procedure

      The decision to close the library in the event of an emergency will be determined by the director or his/her designee in consultation with the business and facilities manager, the PINC, and other staff as necessary.  During times the director or designee is not in the building, the PINC will contact the designee.  If the designee is on leave, the business and facilities manager has the authority to make the decision.

      The decision to delay opening or not open the library will be made two hours prior to opening time.

      Notification will be done via the website, an all rcls e-mail, and a recording on the library's telephone system.  A phone chain will be employed for non-weather related emergencies.

       Text messaging will be an option.  Staff should inform their supervisor if they prefer text messaging. (Approved 1/23/2015)




30 Minutes Before Closing

Pick up handset, press 350 and begin speaking loudly in a clear voice

May I have your attention please.

The library will be closing in 30 minutes at (9 P.M., 4 P.M.,  5 P.M., 6 P.M.)

Please plan to complete your work and check out all materials by  (8:55, 3:55, 4:55, 5:55,)

Please note that no audio-visual material may be checked out and no new library cards will be issued after (8:45, 3:45, 4:45, 5:45,)

The library will be closing in 30 minutes at (9 P.M., 4 P.M. 5 P.M., 6 P.M.)

15 Minutes Before Closing

May I have your attention please.

The library will be closing in 15 minutes at (9 P.M., 4 P.M.,5 P.M., 6 P.M.)

All machines will close down promptly at (8:55, 3:55, 4:55, 5:55,)

All back issues of magazines and newspapers must be returned to the audio-visual desk at this time.

Those wishing to check out any materials should make their final selections and bring them to the check-out desks.

The library will close promptly in 15 minutes at (9 P.M., 4 P.M., 5 P.M., 6 P.M.)

Five Minutes Before Closing

May I have your attention please.

It is now (8.55, 3:55, 4:55, 5:55)

So that we may secure the building, please exit through the lobby at this time.

Have a pleasant evening.

Closing Announcement

It is now (9 P.M., 6 P.M., 5 P.M, 4 P.M.)

The New City Library is now closed.

Have a pleasant evening


Nancy Moskowitz's picture
Nancy Moskowitz
New City Library

220 North Main Street

New City, NY 10956

845-634-4997 ex. 140