User Services Guide

Closing

1. As people leave, pick up trash and reset the furniture behind them. 
   • Clean your assigned area.
2. Place the computer (if out) in the Computer Lab cabinet.
3. Lock the Computer Lab cabinets.
4. Throw out the old guest logins.
5. Hang keys in the LL1 closet.
6. Good Night!

Answering a call:

Please answer the phone by saying "Bizzell Library, how may I help you?"

To make a call on campus:

•     Dial "5"
•     Dial extension number

For example, to call Learning Lab while on campus: 5-4142

For example, to call Circulation while on campus: 5-3341

To make a call off-campus:

(You do not need to dial 405, however, long-distance calls require an authorization code to work.)

•     Dial "8"
•     Dial phone #

For example: 8-555-1234

Transferring a Call:

• Make sure the call is active, click the third button below the screen marked "Transfer".

• Once you have pressed "Transfer", type "5" and then the extension number.
• Wait for the number you are transferring the call to to answer and inform them you have a transfer call. 
• Press "Complete"
• Hang up.

Long-distance calls:

The long-distance code is 1166499, but do not use it without express permission.

Checkout Process in Alma

When a user comes to check out a key, card, or shelf tag, please follow these steps.

If the user is checking out a room key, check that they have the room reserved:

1. Go to LibCal,
2. Click 'Spaces' in the navbar,
3. Click the 'Booking Grid & Availability' tab,
4. Select the appropriate room type under the 'Category' dropdown,
5. Click 'Apply,'
6. Find the user's reservation, and check the name on the reservation against their OU ID card.
7. (Faculty Long-Term Rooms only) Find and remember when the last reservation ends.
8. GAs don't have access to LibCal, so they can ask the patron to show them the reservation confirmation email.

To check out the item:

1. Login to Alma:
   1. Use sst_circ1 as the username
   2. Use StudentSuccess1 as the password.
2. After you log in to Alma, click on Fulfillment in the blue menu bar.
3. When the Fulfillment menu opens, click on Manage Patron Services.
4. On the Manage Patron Services page, start typing in the user's OU 4x4 into the Scan Patron's ID or Search for Patron box.
   1. Click on the user’s name when it pulls up, and then press enter.
5. On the user's page: 
   1. Scan the item barcode from the keychain into the Scan Item Barcode box, and then press enter.
      1. You can also copy the item barcode from the table below, then paste it into the Scan Item Barcode box, and then press enter.
   2. (Faculty Long-Term Rooms only) Click the menu button on the right side of the item entry in the Loan Display pane.
   3. (Faculty Long-Term Rooms only) Click Change Due Date in the dropdown menu.
   4. (Faculty Long-Term Rooms only) Click the calendar icon, and select the date the patron's last reservation ends in LibCal.
6. Tell the patron when the item will be due.

Return Process in Alma

1. Login to Alma:
   1. Use sst_circ1 as the username
   2. Use StudentSuccess1 as the password.
2. After you login to Alma, click on Fulfillment in the blue menu bar.
3. When the Fulfillment menu opens, click on Return Items.
4. On the return page: 
   1. Type the item barcode from the keychain, card, or shelf tag into the Scan Item Barcode box, and then press enter.
      1. You can also copy the item barcode from the table below, then paste it into the Scan Item Barcode box, and then press enter.

Renewal Process in Alma

When a user comes to renew the item they checked out, please follow these steps:

1. Login to Alma:
   1. Use sst_circ1 as the username
   2. Use StudentSuccess1 as the password.
2. After you log in to Alma, click on Fulfillment in the blue menu bar.
3. When the Fulfillment menu opens, click on Manage Patron Services.
4. On the Manage Patron Services page, start typing in the user's OU 4x4 into the Scan Patron's ID or Search for Patron box.
   1. Click on the user’s name when it pulls up, and then press enter.
5. Under the Loans tab, open the Loans of this session drop-down menu.
   1. When the drop-down menu opens, click on All loans. 
6. Locate the room key item, then click on the check box.
   1. ​Click on Renew Selected.
7. Tell the patron when the item will be due.

Reserving the Studio

Any patron wanting to use the Recording Studio must reserve the space prior to OU Library Staff unlocking the room. This can be done through the library's website by following these steps:

1. Go to the OU Libraries website.
2. Click on the "Reserve A Room" link.
3. The patron will:
   1. Select their OU status designation (undergrad, etc.)
   2. Select "Recording Studio"
   3. Click on "Reserve Room".
4. The patron will then need to enter their 4x4 and password. Do not use yours to make a reservation.
5. The patron will now see the schedule for that room for the week.
   • They will then need to click on the first half-hour block of their preferred reservation time.
6. Once the patron has made a reservation, they will need to contact the Computer Lab to unlock the space at the time of their reservation.

Reserving the Studio Handout

Unlocking the Studio

Patrons will need to check in with the computer lab desk prior to gaining access. This can be done by following these steps:

1. Go to the Recording Studio Reservation Page. You may need to login to view the reservations.
2. Click on the first red "Busy" square that starts the patron's reservation.
3. The patron will then need to present either their ID or reservation confirmation email.
4. Once you have made confirmation, walk the patron to the recording studio (Room 124) and unlock the door.
5. Note the time that their reservation ends, as you will need to return to complete an audit upon their departure.

Auditing the Room

When a patron has completed their session, you will need to enter the space to complete an audit of the equipment. This can be done by following these steps:

1. Count the following items:
   1. 2x Blue Yeti mics
   2. 2x Mic Mounts
   3. 2x USB Cables (connected to mics)
   4. 2x ATH-M40x Headphones
   5. 2x Logi Brio webcams
   6. 1x iMac
2. Sign off on the Audit Form in the room confirming items.
3. Lock the door and return the Computer Lab.
4.  Report any damaged or missing items and the name of the previous patron to your supervisor.

Unlocking and Auditing Procedures

What Does it Mean to Clean?

• Clean tables with OdoBan.
• Pick up trash.
• Push in furniture.
• Clean computer keyboards and mice with Clorox wipes.
• Clean computer screens with water-vinegar mixture. 
• Communicate with other team members about what you have done and what still needs to be completed.

Supplies

• All inventory can be found in LL1 closet, LL118 closet, and LL2 closet.

Cleaning Supplies

• Magic Erasers
• Windex
• Odoban
• Clorox Wipes
• Paper Towels
• Whiteboard Cleaner
• Duster
• Vacuums

Technology Supplies

• HDMI Cords
• VGA Cords
• Mini Displayport to HDMI
• Mini Displayport to VGA
• Apple Chargers
• Other items can be checked out from circulation

School Supplies

• Whiteboard Markers
• Whiteboard Erasers
• Staples
• Stapler
• Paper Clips
• Tape
• Sticky Notes
• Scissors
• Hole Punch
• Tissues
• Pens/Pencils

Cleaning Documents

Printing In Color or Double-Sided on Lab Computers

• Black and white single-sided: Set print destination to "wepa BW".
• Black and white double-sided: Set print destination to  "wepa BW Two-Sided".
• Color single-sided: Set print destination to  "wepa Color".
• Color double-sided: Set print destination to  " wepa Color Two-Sided".

Documents with Multiple Slides per Page

Web Upload Instructions:

1. Select the desired set of slides. 
2. Under "Presentation Options" where it says "Print what", select HandOuts instead of Slides. 
3. A box should appear that will allow you to select 1, 2, 3, 4, 6, or 9 slides per page. 

Secured PDFs

Documents like transcripts can't be printed directly from WEPA, so you have to use a workaround:

1. Take a screenshot of the transcript. 
2. Print the screenshot. 

Possible issues you may encounter:

• Document is too big for web upload → Print using drivers (on our computers, or patrons can download them)
• One of our computers isn't communicating with WEPA → Print with web upload and restart computer after patron leaves (if that doesn't fix the issue, submit a ticket)
• Tall WEPA won't read magnetic strip on Sooner ID or credit/debit card → Try one of the shorter printers or have them log in directly to the print kiosk with 4x4 and password / enter credit/debit info manually

Refunds for Defective Prints

For a patron to request a refund, they have to email help@wepanow.com within three days of the defective print and provide the following information:

• First and Last Name
• wēpa Username/Email
• Attached Scan or Picture of a representative print showing the defects such as fading, smearing, etc.
• Payment Option: wēpa account, Credit/Debit Card, wēpa Print Card, or Campus Student ID Card
• If Credit/Debit Card: last 4 digits
• Document Name
• Date of incident  (Request for refund must be made within 3 business days)

You may also provide the patron with the link to this procedure, which is: http://support.wepanow.com/refund-procedures/

Support

• General support site: http://support.wepanow.com
• Submit a ticket: http://support.wepanow.com/contact-us/
• Phone: 1(800)675-7639
• Email: help@wepanow.com

WEPA Status page

Alternatives

If a patron is printing a large or colorful document or generally doesn't want to pay our rates, you can refer them to:

• King Kopy:    
  • (405) 321 - 0202
  • 119 W Boyd St # 112, Norman, OK 73069
  • Hours:
    • SUNDAY: Closed
    • MONDAY - FRIDAY: 8:00am - 7:30pm 
    • SATURDAY: 10:00am - 3:30pm
• Corner Copy:
  • (405) 801 - 2020
  • print@CornerCopyOK.com
  • 770 Dean's Row Ave (Formerly DeBarr),  Norman, OK 73069
  • Hours:
    • SUNDAY: Closed
    • MONDAY - FRIDAY: 8:00am - 7:30pm
    • SATURDAY: 10:00am - 3:00pm

Browsers

DEFAULT Browsers: Firefox

ALTERNATE Browser: Chrome

LAST OPTION: Safari/Microsoft Edge

TROUBLESHOOT:

• I can't open my e-mail / Canvas / One - have them switch browsers to Firefox
• I can't get a fillable form to work - switch browsers or use Adobe Acrobat.

Website Login Issues

Resources for patrons who can’t log in to the site:

• The first line of defense is an error message that appears when a patron cannot log in. This error message directs them to a login help page.
• The login help page (https://libraries.ou.edu/login-help) provides important information to help patrons with their access problems.
• Web services contact email (libwebdev@ou.edu) will go to the web team. All of them are trained on how to resolve these issues.

If an individual does want to try to resolve login issues before sending them to us, they can do the following:

• Determine if the patron’s 4x4 has changed recently (it can take up to 48 hours for password changes on OU Servers) - forward on to web services.
• Determine if they can log into accounts.ou.edu - if not, forward to OU IT. If they can, forward onto web services.
• Determine if they have tried logging in more than 3 times in a row - forward onto web services.

4X4 Logins

Need to reset 4x4 / password:   325-HELP = 325-4357 (IT)  OR take them to the Service Center located next to the EDGE on the main floor in Bizzell.

For ID Card Issues refer patron to the Sooner Card Office.

Troubleshooting

• Check for Caps Lock
• Locked out - call OU IT
• Welcome symbol spinning too long - turn off computer and turn back on

An issue is arising where students on Mac desktops in the computer lab press print and get a message that says, "This printer has been paused. Do you want to resume printing?"

• A black X will appear to the left of "wepa BW" in the Printer box.
• If clicking "Resume" takes you to an admin login, then click the search button (magnifying glass) in the top right corner of the desktop. Search for 'self service.'
• Within the Self Service app, scroll down to "Resume Print Queue" and press Run.
• This should resolve it. If not, you can recommend they use a PC instead.

Out of Order Signs

Please date and initial this sign when placing it on any machine.  There should also be several copies in the desk cabinet for you to use.

Software Available

See the software available for Windows and Mac computers in the computer lab.

See "Trouble Tickets" - Library IT

Guest Login Forms