How Library Staff can advise our Moffitt infodesk in advance of their visitor's arrival
Staff may pre-approve non-access card holding individuals.
The procedures are basic:
Staff may at anytime in advance of, or sometimes at the arrival of their guest, sign them in to the Library using the online Visitor's list prior visit or use Visitor's Binder. They MUST be explicit about the DATE OF VISIT; they will have to put in multiple entries for multiple dates. If you are not sure if someone is staff, be sure to ask them to show their ID card or advise where they work in Moffitt.
If the person is on the list, please check a photo ID card (e.g. Driver's License, passport, whatever card has a name and a face) to verify the person you are speaking to, is the same as the person on the list. Provided the person soliciting entry is approved on the list, they are good to go!
Thereafter, simply allow them in and advise them how to get to whomever they were intended to meet. If the person leaves they can come back in the same day as often as needed, provided it is the same "DATE" listed in the signed off pre-approval sheet.
CLASSES in MOFFITT
I have gotten a lot of feedback from many of you that it is hard to discriminate, advise, and/or know what to do when Cal students who are taking instructional courses within Moffitt Library are without their ID cards necessary for entry. I have also heard from the Teaching Library instructional Librarians their frustration in having their (albeit forgetful) students not admitted to Moffitt for the one-off class or delayed due to being routed through Doe/Privileges for a day pass (w/ non-Cal Photo ID). The below is a compromise that I ask you all to do your best to comply with, without losing sight of the larger principal mandate of the Moffitt Infodesks, which is checking ID cards and ensuring only those with valid ID are allowed access.
So here's the exception to the rule:
In the event someone who has forgotten their ID card responds to your refusal of entry with, "But I have a class right now!" or something like this, which intimates s/he may be forgetful but exceptional. I would like you to further inquire what the class is, or where the class is located, or for what actual academic course the class is being held; all of these details are verifiable via UCB's Class Schedule.
If the person can articulate a course that is in fact being held that day within the next hour (or already has begun, hell, if they forgot their ID their also likely the being late sort of person too!) in the Moffitt classrooms, I want you to do the one thing I generally tell you never to do - make an exception. Proceed to add the student to the Moffitt/Gardner Stacks Visitor List document. Include all of the information requested and remind the student that this is a one-time exception made so they can get to their class.
If they can not give you any details about the class, who it is for, who is hosting, where it is located AND they forgot their ID cards, I lack sympathy; route them through Doe Privileges/Circulation, or have them call the instructor to bail them out.
Regarding instructor override of the access policy, if they can produce a staff/faculty ID and they ask you to let someone in without an ID card for their class, have them sign the forgetful student in via the staff sign-in sheet mentioned at the beginning of the post.
BUT, and this is the MOST important thing about any exception...
You MUST be explicit that it is an exception, a courtesy we are offering on behalf of the instructors, and will not be repeated in the future. Make it clear that no one else will let them in again without an ID card; be firm, polite and explicit that they just caught a big time break.
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