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Head, Circulation Services

Department: Library, Circulation Services Effective Date: May, 2012
Grade:

USG 12

35 hr/wk

Reports to: Director, Organizational Services

General Accountability

The Head, Circulation Services is accountable to the Director, Organizational Services for ensuring the effective and efficient operation of the Library's Circulation Services department. The incumbent is a member of the Library Managers group, and works closely with the Library Executive Committee and other library managers to develop policies, manage change, set future directions, and resolve problems. The incumbent also works closely with counterparts from the TriUniversity Group of Libraries.

Nature and Scope

The Head, Circulation Services is primarily responsible for providing leadership and direction for activities within the purview of Circulation Services. Circulation Services operates in a responsive, service-oriented environment in both the Dana Porter and Davis Libraries.  The incumbent oversees the work of the department through a collegial management style that fosters participation and open communication.  The incumbent contributes to the development of staff by helping them set goals and by ensuring opportunities for training and for varied or expanded responsibilities as appropriate.  The Head, Circulation Services is accountable to the Director, Organizational Services for three principal areas of responsibility:

Lending includes managing all aspects of circulation activities involving library users, such as maintaining borrower’s records and processing material that faculty members submit for Reserves. Circulation activities are based on a lending policy developed and adhered to by the TriUniversity Group of Libraries (TUG) and are supported by an automated system (TRELLIS) shared by TUG. In addition, the lending unit is responsible for determining building hours and ensuring that library facilities are secure.

Collections maintenance includes shelving material in various formats, newly received or returned from circulation; maintaining material on the shelves in an orderly fashion; shifting collections as necessary;  ensuring that space is available where needed for growing collections; processing material to be transferred to the Annex; processing material to be bound; and conducting inventories using the Library’s state-of-the-art RFID inventory and security system.

Resource Sharing includes the provision of the following services within established copyright guidelines: TUG Book and Article Retrieval Service (TUGbars); Interlibrary Loan/Document Delivery (ILL/DD); Industrial and Business Information Service (IBIS); and other specialized services, such as book and article retrieval for faculty, staff, graduate students, and eligible undergraduates.

The Library works collaboratively with libraries associated with the University of Guelph, Wilfrid Laurier University, the University of Waterloo’s federated and affiliated colleges and universities, and with units such as the Career Resources Centre and the Witer Learning Resource Centre in Optometry to provide services to students, faculty members, and staff of each of these organizations. In addition, the Library lends material to high school students, alumni of the institutions noted above, students, faculty members, and staff from other Canadian universities, and adults residing within Ontario.

Currently the following four positions report to the incumbent:

The incumbent works closely with the Circulation Services managers to accomplish the following departmental responsibilities:

In carrying out these responsibilities, the incumbent communicates extensively with others within the Library, TUG, other campus libraries/resource centres, and the University at large.

The incumbent is also responsible for ensuring that appropriate direction and assistance are provided to staff at other campus libraries/resource centres when developing new services that they will participate in, and when proposing or making changes to the TUG lending policy and to the circulation component of TRELLIS.

The incumbent is a member of the Library Managers group, and works closely with the Library Executive Committee and other library managers to develop policies, manage change, set future directions, and resolve problems. As needs and opportunities arise, the incumbent also serves on Library task groups and committees for the planning and implementation of improved library programs and procedures.

Statistical Data

The Library is open approximately 350 days each year. Whenever the Library is open to the public, Circulation Services staff are present.

Circulation Services currently has a staff of 40 FTE plus a budget of approximately $260,000 for casual staff.

Circulation transactions 2008/09:

Number of Initial Loans

214,121

Number of Renewals

386,125

Number of Journal Loans

8,616

Number of Reserves Loans

46,389

Number of E-reserves Uses

235,767

Interlibrary Loans to Other Institutions

56,757

Interlibrary Loans from Other Institutions

47,160

Specific Accountabilities

Working Conditions