Standard Operating Procedures

Guam Public Library System
Pursuant to P.L. 34-05

Operations

Organizational Structure

Guam Public Library System Organizational Chart

Equipment Maintenance

Equipment Maintenance Procedure

Inspection Procedures

Government Vehicles

Building Elevator

AED machine inspection

Adult CPR Reference

AED Algorithm

Report of CPR or AED Use to DPHSS

AED Daily-Monthly Safety Inspection Record

Commander Alarm Information

Defibrillation

Facility AED Protocol

Memo from DPHSS re AED

PAD Program Application

Property Management Systems and Procedures

Risk Assessments

Staff Shortages

Handling of State Property

Fire Emergency

Typhoon Emergency Procedure

Bomb Threats

Securing the Building

Power Outages

Water Outages

Government of Guam Vehicles

Handling of Mail

Service Deliveries

Finance

Payments via Purchase Orders

Payments via Direct Payments

Bill Process

Payments via Journal Vouchers

Request for Establishment of Account (as per DOA Guidelines)

Request for Appropriation / Allotment Modification (as per BBMR Guidelines)

Budget Allotment Schedule (as per BBMR Guidelines)

Collection Process

Federal Grants

GPLS History of Grants

1998 – 2005 IMLS State Grant Program Compliance History

SOP – Federal Grants

Travel

BBMR Travel Request & Authorization (TA) Checklist (BBMR-T-1)

Travel Forms (as per DOA Guidelines)

Travel – Policy Highlights and Instructions

State Data (IMLS)

State Data Reporting

Certifying Officer

P.L. 26-35 Executive Budget and Miscellaneous Positions – Administrative Officer

Employing Staff

Job Descriptions

Department of Administration Position Descriptions

DOA PD – Administrative Aide

DOA PD – Administrative Assistant

DOA PD – Administrative Officer

DOA PD – Bookmobile Driver

DOA PD – Building Custodian Leader

DOA PD – Building Custodian

DOA PD – Clerk Typist III

DOA PD – Library Technician I

DOA PD – Library Technician II

DOA PD – Library Technician Supervisor

DOA PD – Program Coordinator I

DOA PD – Secretary I (Typist)

GPLS Position Descriptions

GPLS PD – Administrative Aide

GPLS PD – Administrative Assistant

GPLS PD – Administrative Officer

GPLS PD – Bookmobile Driver

GPLS PD – Building Custodian Leader

GPLS PD – Building Custodian

GPLS PD – Clerk Typist III

GPLS PD – Library Technician I

GPLS PD – Library Technician II

GPLS PD – Library Technician Supervisor

GPLS PD – Program Coordinator I

GPLS PD – Secretary I (Typist)

Employee Operating Procedures

Administrative Support Unit

SOP – Deposits to Treasurer of Guam

SOP – Earning Statements

SOP – Encumbrances (as per DOA Guidelines)

SOP – Federal Grants

SOP – Fuel Lube Log

SOP – Government Contributions

SOP – Leave Balances

SOP – Monthly Maintenance Schedule

SOP – Monthly Program Attendance

SOP – Payroll Change of Employee Job Order Master (as per DOA Guidelines)

SOP – Revenue Collection Report

SOP – Time Balances

SOP – Timesheets

SOP – Utility Service Authorization (as per DOA Guidelines)

SOP – Vendor Records (as per DOA Guidelines)

SOP – Verify Invoice Payments in AS400

Site Services / Projects / Activities

Table of Contents / Appendix

Mission

Library Bill of Rights/Freedom to Read

Circulation

Appendix: #1

1.1 Check-In/Out Receipts

1.2 Circulation Form Daily

Reference

Appendix: #2

2.1 Price Charges for Copy and Duplication

2.2 Guam Special Collection-Reference Request Form

2.3 Sign In/Out Sheet for Computers

2.4 Patron Internet Agreement Form

2.5 GPLS Internet Use Policy 2007

2.6 Daily Reference Stats Form

2.7 Daily Stats Form

2.8 Reference/Guam Documents Record

2.9 Monthly Report Form

2.10 Duplication/Loan Agreement Form

Registration

Appendix: # 3

3.1 Patron Application Form

3.2 Borrower’s Card (Manual)

3.3 Library Card

3.4 Horizon Database

3.5 Horizon Check-in and Check-out Screens

3.6 Online Access and PIN

Internet Agreement Policy

Appendix: #4

4.1 Patron Internet Agreement Form

4.2 GPLS Internet Use Policy 2007

4.3 GPLS Computer Sign In-Out Sheet

4.4 GPLS Wi-Fi Sign-in Sheet

Overdue

Appendix # 5

5.1 Overdue Notice Slips

5.2 Receipt of Payment

5.3 Checkout Window

5.4 List of Items still checked out

5.5 Amount of Fines Accumulated

5.6 Fine Payment Screen

5.7 Fine Comment Screen

5.8 Overdue Log Book

5.9 Field Receipt Log Book

5.10 Overdue Listing

5.11 Vendor Records Form

Lending Period of books/non-print

Appendix: # 6

6.1 Loan Period Chart

Interlibrary Loan and Interlibrary Cooperation

Appendix: #7

7.1 GPLS Loan/Duplication Form

Fines/Fees

Appendix: #8

8.1 Fines and Fees Charge Listing

Confidentially of Library Records Legal

Appendix: # 9

9.1 P.L. 25-79 “Sunshine Reform Act of 1999” – GPLS is exempted from the Sunshine Act to release patrons’ information.

9.2 GPLS Board Manual page on “Policy on Confidentiality of Library Records”

Library Usage Policy

Appendix: #10

10.1 Library Usage Policy

10.2 Patron Application for Bookmobile Services Requirements

Services for the Blind and Physically Disabled/National Library

Appendix: #11

11.1 Sign/Poster

11.2 GPLS NLBPH Brochure

11.3 Application for Free Library Service – Individual

11.4 Application for Free Library Service – Institution

11.5 Application for Currency Reader

11.6 Homebound Delivery Request Form

11.7 GPLS “In-House” Statistics Report

11.8 Monthly Equipment Report Submitted to Hawaii State Library, Hawaii for Blind and Physically Handicapped, Regional Library

11.9 GPLS Inventory Form Submitted to Hawaii State Library, Hawaii for Blind and Physically Handicapped, Regional Library

Incoming Library Mail, Serials/Periodicals

Appendix: #12

12.1 Locator Card

12.2 Incoming Log (Before Processing)

12.3 Serials Periodical Statistics Blank Template

Federal Depository Library Program (FEDDOC’s)

Appendix: #13

13.1 Federal Depository: Guideline

13.2 About GPO: Snapshot

13.3 About FDLP: Snapshot

13.4 Federal Depository Shipping List

13.5 Federal Depository Daily Statistics Sheets

13.6 Federal Depository Shelf List Card

13.7 Federal Depository Discard Form

Scanning and Archival

Book Selections

Appendix: #15

15.1 Citizen’s Request Form for Purchase of Materials;

15.2 Citizen’s Request Form for Reconsideration of Library Materials

15.3 Reserve Request Form

Acquisition

Appendix: #16

16.1 Delaney (Book Listing Sample)

16.2 Gerard Aflague Collection (Book Listing Sample)

16.3 Bestseller (Book Listing Sample)

Gifts/Donations

Appendix: #17

17.1 Deed of Gifts

17.2 Book Donation Listing

Maintaining the collection

Appendix: #18

18.1 Continuous Review, Evaluation, and Weeding “CREW Method”

18.2 WESTPAS Protecting Library and Archive Collections

Non-Circulating (Guam/Special Collections)

Appendix: #19

19.1 Citation Indexes

19.2 Loan and Duplication Form

Cataloging (printed and non-printed materials)

Appendix: # 20

20.1 Shelf List Scratch Cards

20.2 Existing Shelf List Cards

20.3 Shelf List Typing Guide

20.4 Barcode Sequence for multiple locations

20.5 Verify Shelf List Cards

20.6 Note for Existing Shelf List

20.7 Information Required

20.8 Additional Information Required

20.9 Existing Shelf List Cards

20.10 Shelf List Cards

20.11 Horizon Creating a Bib

20.12 Horizon Importing

Cataloging & Technical Processing (printed materials)

Appendix: #21

21.1 Marking Books – Inside Book Cover

21.2 Marking Books – Cover Page

21.3 Placing Tattle Tapes

21.4 Placing Barcodes

21.5 Stamping Books

21.6 Branch Stamps

21.7 Reference Stamps

21.8 Branch Stamps with Book Jacket

21.9 Spine Labels

21.11 Barcode placement for CD/DVD

21.12 CD Marking

21.13 Tattle Tapes for Non Print Items

21.14 Spine Labels for Non-print Items

21.15 Non Print Item Labels

Library Statistical Reports

Appendix: #22

22.1 Blank Template Statistics

22.1.1 GPLS

22.1.2 IMLS-NCES State Data

22.1.3 Bureau of Planning

Library Programs and Events

Appendix: #23

23.1 Library Program Schedule

23.2 Literacy Programs Cover sheet / Reports (Themes, Activities, and Crafts)

23.3 Literacy Programs Sign-in Sheets

23.4 Media Release Form

23.5 Program Attendance Report

23.6 Library Tour Request Form

Volunteers

Appendix: #24

24.1 Volunteer Application

24.2 Volunteer Information Packet

24.3 Volunteer Timesheet

24.4 Volunteer Waiver Forms (Minor/Adults)

Disaster Preparedness Pocket Response Plans

Appendix: #25

25.1 Pocket Response Plan

25.2 WESTPAS Protecting Library and Archive Collections

25.3 Guam Homeland Security – Natural Disaster

Employee Orientation and Training

Employee Orientation and Training Procedure

GPLS New Employee Packet

01/5/17 Memo from DOA regarding Sexual Harassment

03/08/08 DOA Circular 08-016 re Sexual Harassment

06/07/06 Memo from CSC regarding the Mini-Hatch Act

GPLS Employee Handbook and Manual

P.L. 28-122 Government Employee to provide notice of charges to the department head

E.O. 2015-09 Social Media

P.L. 32-145 List of GovGuam Holidays

Leave Sharing Forms

Payroll Deduction Cancellation Form

Payroll Deduction Authorization Form

Payroll Direct Deposit Form

Payroll Leave Application Form

Emergency Data Form

Employee Badge Request Forms

Pin # for Security System

DOA Circular 2011-017

Processing Forms 01/06/17

Corrective Action and Discipline

Corrective Action and Discipline Procedure

Performance Reviews

Department of Administration Procedure

Use of Internet and Social Media for Business Purposes

GPLS Website