Laptop Staff Training
New Laptop & iPad Checkout Instructions
- Laptop instructions
1. THE LAPTOP CHARGING TRACKER PROGRAM ON THE TOUCH SCREEN PC:
We charge the laptops after each user. At check out and at check in find the laptop number on the touch screen and press either the Check In or Check Out button on the screen.
(See the check in/check out procedure below.)
When a laptop is ready the box for that laptop turns bright green and is easily seen from far away.
2. YOU NEVER HAVE TO PLUG THE LAPTOPS INTO A WIRED NETWORK!!
The tech staff will take care of that when we need it. Leave the network cable unplugged and unplug them if you see they are plugged in.
NOTE: You should slide this cable back into its cable holder track if it is in your way.
3. PRINTING AND LOGIN:
*Basically every time they see this, login immediately or it will pop up over and over again.*
Plugged in power adapters are a danger all around the library. Students have unplugged PCs, printers, and network equipment for their personal laptops often, leaving the wires they unplugged laying around creating a hazardous environment. We do not want to add to that problem!
Do not check out a power adapter for the laptops unless the laptop gives the user the message “Get a power adapter from the check out“. Or if they show you it has 5% or less on its battery.
If a student asks you for a power adapter with a laptop politely say:
“Please bring it up to us so we can see the out of power warning & we will give you a power adapter.”
If they ask why you can tell them:
“The system in place should ensure that the laptops charge always last longer than the check out period.”
battery Life note:
Because of the power cords being a danger in the library we bought laptops with very long battery life. We have some of the longest lasting batteries on the market so they should last a couple of years (at least) before they need replacement.
The rule is NEVER put away a laptop until you succeed in running the shutdown procedure. If you do not shut it down properly and then lend it out you will potentially be giving personal information from the previous user to the next user.
If none of the procedures below work for any reason call library tech support or report the problem on the tech support form and set the laptop aside so we can fix it. Make sure to put a sticky or something on the laptop stating it is ‘out of order’ so no one mistakenly lends it out.
The 3 shutdown procedures:
- Keyboard shortcut 1: Shift + Ctrl + S . Press these keys all at once and the laptop should shutdown.You will see the shutdown scripts running as is turns off.
- Keyboard shortcut 2: Press the Windows Key + type XX then hit the enter key. This runs the same function if keyboard shortcut 1 does not work.
- Emergency shutdown: Hold down the power button for 10 seconds, that forces the power to cut off. Then you MUST turn it on again and run one of the keyboard shutdown procedures from above.
If the laptop comes back on from the emergency shutdown and it is still stuck or frozen put a note on it and report it to the tech support office with the online report form.
NOTE: The shutdown icon on the laptop desktop just puts the laptop to sleep. Security software also prevents any changes made by users during usage, to any software on the laptop or the system itself, from remaining after a reboot. Files left in user folders and/or the desktop are cleared by the shutdown procedure. We did this to be able to assist students who have lost important files.
*See Finding lost files below.*
The power cables in the laptop cabinets have been secured so they should stay out of the way and need minimal replacement. They are short so you need to handle them with care.
- ALWAYS disconnect the power cables before you move the laptops
- Laptops go in the cabinet with the battery end facing out
- If it has a network cable attached unplug the network cable AND SLIDE THE CABLE OUT OF THE WAY
1.THE TWO INDICATOR LIGHTS, BATTERY AND SLEEP, ON THE BACK OF THE LID:
The sleep light is the half-moon shaped light. NEVER put a laptop away when the sleep light is on, it means the laptop is not shut down yet! The laptops sleep light will always be lit when they are given back for check in because as stated in ‘shutdown procedures‘ above, when a user clicks the shutdown button on the laptop it really just puts the laptop to sleep.
NOTE:If you ever see the sleep light lit on a laptop that has already been checked in be sure to complete a shutdown procedure before putting it away in its laptop shelve. Never lend a laptop that has not been shut down properly! You will potentially be giving personal information from the previous user to the next user.
The battery light is in the shape of a battery with a plus sign inside of it, right next to the sleep light. It indicates when a laptop has been plugged in by blinking green, it only blinks a short time. Every time you put a laptop away you need to watch for the battery light to blink to make sure it is charging.
- When you plug in the power cable watch to see the battery light blink (see image below to identify the battery light icon). That is the only way to know if it will charge. If the battery light does not blink unplug and try again. This takes just a second!
- Once it starts charging the light will stop blinking. The battery light will either stay on or go out for the remainder of the charge time. Either way is OK.
3. LABLES & TATTLE TAPE:
Big numbers on the screen are in the same order as the laptops in the cabinet. Each numbers’ status is color coded so you and patrons will know immediately if any laptops are available.
We should tell every patron who asks if laptops are available: “You can now easily see for yourself when a laptop is available. If you see green on that screen a laptop is available.“.
Green = Ready to check out
Black = Checked out
Light Gray = Charging
White = Not Available
USING THE PROGRAM:
- It’s a touch screen so no mousing or keyboards. Just press the obvious “Check out” button to check out and “Check In” button to check in. Check in starts a half hour timer. Easy Peasy.
- Turn it on in the morning, turn it off at night & don’t press the power button any other time. The power button is on the upper edge near the right side.
- When you turn it on in the morning there is likely to be a small pop up question in the middle of the screen telling you the numbers listed as unavailable. Check those numbers in the cabinets to see if they are correct and press OK. If the numbers aren’t correct press OK but call library tech support to report the issue.
- When laptops are out for repair, testing, etc. we will mark them in the program as Not Available and the program remembers that list so we don’t have to use post it notes.
- Pick a laptop number on the screen that’s available – Bright Green & says “Ready”
- Find it on the shelf and unplug the power cord before taking it out
- Verify the number on the laptop is correct then press its Check Out button on the screen
- Check it out to the patron
- Check for the“Property of” sticker on the battery
- Check in from patron and run a shutdown procedure (see above)
- Insert the laptop in the cabinet in the correct number slot
- Get the laptop plugged in and be sure its battery light blinks at least once (see above)
- Press its check in button on the screen and see the 30 minute count down begin
On the web page it can be found under the link “Library Technology Assitance” then click “The library technical help form”
- If a laptop is having a problem that can’t be fixed you must use that form to tell us what the problem is. Be sure to include your email address because we may respond right away and/or need additional information.
- If the laptop can’t be used place a note on it stating not to check it out, put it away in the cabinet and send us a report online.
- If a patron is at the desk with a laptop and needs help doing something you can call Gary at ext. 3704, Amber at ext. 3709 or Kristy at ext. 3769. We will come out right away to help students in need.
The iPads have been moved back to the Tech office until we are able to find a new compatible software that is easy to use and will protect our patrons privacy.
A few times a week one of the Tech Support Staff will bring out the ‘ready to be checked out’ iPads and place them in a stack on the cart near the laptop checkout station.
When checking out an iPad you should :
- Get one of the iPads off of the cart with its corrosponding charger
- Press the power button on the iPad and continue to the home screen to check that the battery is not dead and that the iPad is connected to the wireless network
- Check out as normal by scanning the barcode
A few time a week a Tech Support Staff will come out to the desk and take the returned iPads out of the desk drawer.
When a patron returns the iPad make sure to:
- Check the device for damage
- Check inside the charger box to make sure both the charging brick and wire is inside
- Scan as normal to return
- Put the returned iPad in the designated drawer at the Circ Desk
If is VERY important that the iPads that are returned are kept seperate from the iPads that are ready to be checked out. A returned iPad has all of the personal information of the previous user saved on it until it is refreshed in the Tech office. We never want to hand out our patrons personal information.