1. Keys When a new employee who is eligible for a key reports to a branch, the branch manager should ask their immediate supervisor to request a new key from GSD Security. The request should include name of employee, employee number, and assigned location(s). The key will either be delivered to the employee at the unit or the employee will pick it up at 611 Walker or the NL Administration office. The employee will be asked for positive identification.
Lost Keys: Lost keys must be reported immediately to GSD and to the NL unit manager. GSD will determine whether to change the locks at the branch. A new key request must be submitted.
2. Alarm Codes Alarm codes are needed to disable the security alarm when first entering the building and for enabling the alarm when locking the building. New alarm codes are handled in the same manner as keys discussed above. All staff with keys will also have alarm codes.
3. E-mail Accounts An e-mail username and password is necessary for every HPL staff member. The unit manager should make a request to the IT department. Usernames and passwords are typically transmitted to the unit manager’s e-mail account then given to the new employee. The employee will be instructed on how to change the default password when first accessing the e-mail account.
Passwords for e-mail accounts need to be changed every 90 days. The system notifies the account holder when it is time to change the password.
NL unit managers should contact the department to have reference staff added to the appropriate mail list(s), i.e., (general reference), J-List (juvenile) and/or Teen list. Managers should be members of all these lists. (now IT?-COMS now Materials Selection)
4. Triple I (Circulation System) Account With the exception of BTOP/TEAL computer trainers, all NL staff need a Triple I username and password to access the circulation system.. The method for requesting the username and password is the same as for the e-mail account. The employee will receive their Triple account information through e-mail.
5. Smart Money
IT will set up access to Smart Money for all staff handling money. In Neighborhood Libraries this is, again with the exception of BTOP/TEAL computer trainers, the entire staff. As with e-mail passwords,Smart Money passwords must be changed every 90 days. If a staff member forgets his or her's password, the IT HelpDesk should be contacted to re-set the password.