Library Emergency Plan

Hege Library will follow the college’s schedule in terms of any closings or schedule changes. 

College is open: Procedural Changes

In the event of an epidemic, the library will add the following measures to its regular routines to help prevent the spread of germs:

• Spaces

  • The library will work with housekeeping and facilities staff to keep the furniture and spaces as clean as possible

  • Student assistants will disinfect open access computers, laptops, and printers

• Service Desks

  • Student assistants at the Information Desk will wipe down the desk and computer at the start/end of their shifts. 

  • Student assistants and all library staff will be required to wash their hands at the start and end of their shifts and gloves will be available for use while working at the information desk. 

  • All laptops and other equipment will need to be wiped down immediately upon return.

    • The library kiosk is temporarily closed.  Patrons can checkout laptops at the Information Desk and they will be thoroughly sanitized upon return. Returns will need to be made to the book drops or the cart in front of the Information Desk, not handed over directly to staff. Staff will wear gloves to collect items and wipe them down before reshelving. 

• Hand Sanitizers

  • 3 Hand Sanitizer stations are available in the library for community use. These are stocked by Housekeeping.

  • Additional hand sanitizer and sanitizing wipes are available for library staff in each unit. 

• Book Drop

  • In the event of an epidemic, the book drops will be used for all material returns. Student assistants at the information desk will wear gloves to collect items and wipe them down before reshelving. 

• Staff Lounge

  • Staff using the kitchen should wipe down high touch areas daily including the sink, fridge doors, microwave, toaster, utensil drawer handle. and all counter tops. 

  • Staff using the coffee machine or water in the Library Director’s Suite should wipe those down daily as well. 

College is open: Short-Staffing in Library due to illness

If the library is understaffed due to illness, library staff on-site will make a determination about our ability to be open and communicate the closure to the Guilford community to the best of their availability. 

• Semester weekdays:

  • If one staff member is available AND there are Information Desk student assistants working, we will remain open. At any point where there is only one person working, we will close. 

• Library instruction: Librarians unable to make it to work will notify the faculty member and immediate supervisor. Upon their return, they will work to reschedule the class with the faculty member. Other librarians do not take these canceled classes.  

• Quaker Archives: Hours maintained based on staff availability. Researchers are encouraged to make an appointment and will be contacted should hours change or operations shift to Social Distancing Practice (see below).

If determination is made to close early:

• Alert all building staff that the library will be closing early via email

• Contact public safety and ITS to change the card swipe 

• Post updated hours on the website

• Post printed notices on the front door and at the information desk

• Follow normal closing procedures with psafe at agreed upon time

College Open: Social Distancing Practice

If the library is recommended to engage in social distancing practices while the college remains open--the library will engage in the following. (This assumes that mail & print services is still in operation and that library student assistants are still allowed to work). 

• Reduce Hours: Hours will be shortened to 8:30am-5:00pm Monday-Friday. 

• Cancel Classes: All classes will be canceled in the library. Librarians will connect with faculty on providing alternative methods of instruction. 

• Retrieval upon demand: all library book checkout must be done by either bringing a call number to the information desk or emailing. The book will be pulled by a member of access & information services wearing gloves and the patron will be notified when it is available for pick-up at the information desk. All returns must be processed through the book drop (see above).

• Quaker Archives: Appointment required. Researchers will be directed to online resources whenever possible. Priority given to campus requests and non-campus researchers may be asked to reschedule until full operations are restored.

College Closed: Hege Library Staff Working From Home

If the college is closed, the work of the library will be impacted in the following ways:

Access Services

• Physical material checkout will not be possible, items already checked out will be renewed by AIS staff until the college reopens

• Interlibrary loan of physical materials will not be possible until the college reopens.

• Purchase of new physical materials will not be possible until the college reopens

• Cataloging and check in of physical materials will not be possible until the college reopens. 

• In-person instruction, consultations, and research help will not be possible until the college reopens. 

• Reservations and events will be on hold until the college reopens. 

Virtual Services

• Access to databases, articles, and streaming videos for class

• Purchase of non-physical materials (ebooks, articles, Kanopy films)

• Electronic Interlibrary loan (assuming other libraries have and can provide access)

• Research and Technology help through email and chat

• Recommendations for Instructional Continuity 

This guide was developed based on Maryland Institute College of Art's Decker Library Epidemic Response Plan.