Student Training

Introduction to Displays

Displays are an important service of Allen Memorial Library. Displays serve to inform patrons of databases, highlight special events and feature information that is pertinent to university students.

The Library Assistant is responsible for maintaining the Display Room supplies, organizing the displays, creating new displays and supervising the changing of display as noted on the Master Display Calendar. Displays are evaluated once a year by the Library Assistant, the Library Director and the Reference Librarian in the spring. The Master Display Calendar  is updated once each year in July and displays are prepared for the entire year at that time.

Patron Requests to put flyers on bulletin boards

Occasionally patrons will ask to put up poster, table tents or other items. It is University policy to allow University Departments and student organizations to display items. However, in the case of Community Patrons, follow this procedure:

1. Accept the item and say that it will be put on the bulletin board upon approval by the Library Director.

2. Route the item to the Library Director along with a short note explaining the request. Please include your initials and the date.

3. If the Director approves, the Library Assistant will write the date on the item(s) and put them on bulletin boards.

Display Guidelines

   Displays are used more than once. Please be careful as you are handling them.

   Library owned Items used for displays need to have an Item Status Change; they either have to be put on  Display Status according to the location of the display (Link to the options for display here?)or put back on Not in Process.

Display Room Map

   All display material is filed in the filing cabinet in the Display Room according to the area specified in the display spreadsheet (There needs to be a link here.)and then chronologically within each drawer. Border to be used is in the drawer as well. Fabric background is in labeled boxes and other larger items needed for displays  are both located in a labeled box on the shelves on the west wall.

   The north cabinet contains all Christmas décor, extra border, stick pin letters and boxed displays that may be used another year.

   The south display cabinet contains all of the unused display files and boxes, book covers, and seasonal decorations.

   The map display unit contains posters arranged by theme.

   The shelves on the west wall contain the larger items for displays throughout the year arranged in chronological order. There is also a box of Display supplies on the second shelf. It contains pins, glue guns and sticks, and other tools needed to put up or take down displays..

Display Rotation

   Using the Master Display Calendar located on the inside of the display room door, swap out displays as follows:

Taking Down a Display

What you will need:

• Staple Remover or Stick Pin holder
• Empty File Folder specific to the display which you are taking down which is located in the filing cabinet in the Display Room. Pay attention to the outside of the folder which has the title, picture and instructions for the display you are removing.
• Plastic tub used to haul all material that you are using

1. Find the folder for the display that you are taking down in the filing cabinet. Look in the drawer that has the location of the bulletin board on the front.

2. Go to the bulletin board you are changing and carefully remove staples and other mounting hardware and put all material back in the original folder. Return the folder to the correct location in the filing cabinet. all of the material to the correct location using the Display spreadsheet as a guide. If you have questions, ask the Library Assistant or place the material on her/his desk along with a note explaining the problem, the date and your initials. Neatly fold fabric background and put back in its storage container and roll up border and put back in the appropriate filing cabinet.

3. Change the Item Status of the barcoded items that you are removing from the display and put them on the shelving cart.

4. If you do not complete the job in the time you have, leave all supplies in the plastic tub on the Library Assistant’s desk.

Putting Up a New Display

What you will need:

• Stick pins and/or stapler
• Background Fabric Paper if indicated
• Border
• Folder of Items to be displayed
• Camera
• Plastic tub

1. Locate the display to be put up using the Display Master on the back of the Display Room door and get the folder from the filing cabinet. Using the photo on the front of the folder or the written instructions/sketch, gather all of the other items you will need and put them in a plastic tub.Secure the fabric, border and objects on the display surface.

   NOTE: Use the most gentle way of securing items so they will be easy to remove.

i)If barcoded items are to be displayed there is a list in the folder. Conduct a Simple Search and find all items on the list. Bring these to the Library Assistant and he/she will decide which ones to use. The ones that are chosen will need a change the item process status  ; the others will go back on the shelving cart.

2. If there was no photo on the front of the folder, take a picture of the completed display, and email it to the Library Assistant.

3. If you do not get finished, put everything in the plastic tub and leave it on the Library Assistant's desk. Clean up any messes you made.

4. If you finish put all supplies back in their rightful place and place the folder back in the file drawer on the top. Clean up any messes you made.

Display Followup:

• The Library Assistant will periodically search for more recent items to add to themed displays.

• The Library Assistant will print and mount photos of bulletin board to folders as the photos become available.