Staff Technology Skills Survey

Friends, Tech Reps, Complete Strangers,
Here's my proposed changes to the staff technology skills survey, go ahead and leave me and comments you might have on my proposed changes. There's also a friendlier-to-read-excel-spreadsheet version which can be downloaded off the wiki under tech reps. Were I choosing to read this I would do it that way and then leave me a comment here or by email, but to each his own.

SLCPL STAFF TECHNOLOGY SKILLS REVIEW
March 2008 version
Name:______________________________ Date:_________________________

Agency:_______________________

Key
After reading each statement in the following sections please mark one of the follwing:

1- I don't understand how to perform this task.
2- I understand the principle, but I have never actually perfomed this task.
3- I understand have perfomred this task in the past and I believe I am still able.
4- I could perform this task right now without difficulty.
NA- This task is not applicable to my job.

What you should now about… General Computer Operation

Opening and Closing Please mark 1,2,3,4, or NA


How do I turn on or off all catalog, patron internet, Gates computers, staff reference and circulation PC's? Push the power button located on the front of PC towers, upper right hand corner of the Cybernet (Keyboard) PCs or on the bottom front or right side of all monitors or catalog terminals.

How do I troubleshoot... X
*A computer with no power? Check to see if it is plugged in and the power is turned on (note: some PCs have a unit between the PC and the outlet, make sure it is plugged in tight as well.)
*The wrong login screen (on a public computer)? Check the network cable….is it plugged in tightly? Restart the PC, if it still doesn't work, call the CS on-call pager.
*A staff PC that won't logon? Re-enter your logon and password, Domain should be SLCPL. If this still doesn't work, call the CS on-call pager.

How do I turn computers off? Patron PCs automatically shut down. Staff PC's: click on start and select shut down. Finish the shut down. Public PCs: logoff, when monitor says No Signal, hold the power button down until PC turns off. Other procedures: ask your supervisor.

How do I restore a blank or sleeping screen? Touch a key on the keyboard.


Staff PC's Please mark 1,2,3,4, or NA

How do I log on using the department username and password? If the windows log in screen isn't showing press the Ctrl+Alt+Del keys. Enter the department username on the first line and department password on the second (if you don't know these ask your department supervisor or tech rep), on the third line make sure "log on to SLCPL" is selected.

How do I turn on/off PC? Click Start, click Shut Down, select Shut Down, click OK. This will shut off the power. To turn on, push the power button.

How do I check connections? All conncetions should be located on the back of the tower or keyboard PC. The following cables should be attached firmly: monitor cable, network cable, power cord, mouse and keyboard cables. On some PCs the following conncetions are color coded: Mouse is green, keyboard is purple, and Monitor is blue.

How do I open and close software applications appropriately (Word, Intranet, Millennium, Internet, III)? Double click on desktop icon, if available; otherwise, click Start, click on Programs or All Programs, select the software application you want to use. If you need to save a document before closing, click File and select Save or Save As and save the document in your HEDGEHOG folder. To close an Office Product (Word, Excel, PowerPoint), Intranet ot Internet application, click on the in the upper right hand corner of the screen or click File and select Close. To close III, back out to the Main Menu and type X to disconnect or close. To close Millenium, click the in the upper right hand corner of the Millennium screen. When it asks if you want to exit Millennium, click Yes.

How do I use a USB Flash Drive? Look for the symbol. This indicates a USB port. It could be located on either the front or the back of the PC. Plug in the Flash Drive. To access the Flash Drive click on the My Computer icon on the desk top.
How do I manipulate and navigate multiple windows or applications (including minimizing and maximizing windows)? Minimize to tray Make window smaller Maximize (make window bigger) Close program.


Computer Vocabulary, If you understand place a check mark in the box. √

What is the start button? Located in the lower left hand corner of the screen, it allows you access to software on the PC, and is what you click on to log off or shut down the computer.

What is the tray/taskbar? Located at the bottom of the screen, it allows quick access to multiple programs or files which are currently open.

What is the Clock/Calendar? Located at the bottom right-hand corrner of the screen (in the blue bar) gives you quick access to time and date. Double -click ot access a calendar. If you look at another month, click Cancel to close without saving changes.

How do I use icons? Double click on an icon on the desktop to open a file or program.
What does the right mouse button do? Clicking on the right mouse button brings up a context sensitive menu (most frequently it gives you the options of copying, cutting, pasting and printing).

What is the difference between a PC and a dumb terminal? A dumb terminal is a display monitor that has no processing capabilities and is simply an output device that accepts data from the CPU. A PC or personal computer has processing capabilities and can run a variety of software.


Public Internet Access PC's Please mark 1,2,3,4, or NA

What are the startup and shutdown procedures for public internet pc's? Startup: turn on Envisionware Management consol, then the PC Reservation/ Print Release station. After these are up, turn on the patron PC's. Shutdown: the public PCs automatically shutdown 5 minutes before closing. If the PC does not automatically shut down: press Ctrl/Alt/Delete and select Shut Down.

How do patrons access public internet computers? Patrons can access public internet computers by finding an available computer and entering in their library card number.

How do I save files on removable media (USB flash drive, Floppy disc, etc) on a public machine? Open file to be saved, Insert floppy or attach memory stick, Click on File, select Save As. Save As window appears. In Save File: use drop down arrow to choose location to save file. Enter file name at bottom and click Save.

What are the limitations of a public internet computer? They are unable to download software or files.

How do I perform physical maintenance (clean screens, keyboards, mouse) on public internet pc's? Clean gently and with lots of common sense. For more specific instructions ask your tech rep or computer services.


Gates Computers


Printers- the easy stuff: If you understand, place a check mark in the box. √

What are the types of printers in my agency? hp4100's; hp4200's; hp4100mfp; hp 4; Okidata Turbo 320: receipt printer


Printers Please mark 1,2,3,4, or NA

How do I cancel a print job on each type of printer in my agency? Hp4100& hp4200-press pink cancel job button (you may need to do this multiple times, depending on how the web page is formatted); hp4100mfp- press pink Stop button; hp4-Press OnLine to take the printer offline. When the display reads 00 Offline, hold down Shift and press Reset to clear any remaining pages in the printer’s memory.

How do I add paper? Hp printers- Paper reams have a label "Print on this side first"--It does matter! Do not overfill paper bin. Hp 4100 and hp 4200 printer will hold a maximum of 1 ream. Hp4 holds about 200 sheets or just under 1/2 ream(package). Each of these printers have a paper tray which pulls out from bottom front. Okidata uses track-continuous feed paper. The printer sits on a rack with paper underneath. Paper comes up from behind and is placed on the tracks. Track covers are snapped down, press FORM FEED or LINE FEED to move paper into position for printing.

How do I install toner or ribbon cartridge? Make sure you have the correct toner (printer models are listed on the outside of the box). For hp printers: when display shows message "toner low", remove, shake, reinsert cartridge (usually 8-10% toner left in cartridge). If the message appears after above process or if the printouts continue to leave white streaks, replace the toner cartridge. Open top and remove empty toner, remove new cartridge from packaging, remove the tab and pull the plastic strip to release toner. Slide the new cartridge into the printer and close the top. Okidata: replace the ribbon when tangled or when it is no longer printing dark enough. Lift cover, pop out ribbon and put new one in it's place.

How do I correct a paper jam? Try one or all of the following: Remove the toner cartridge, open the paper tray, open the back…check for paper jam and remove any paper or small pieces of paper. Replace tray and cartridge and close everything back up. Check to see if the main paper tray is set for letter sized paper. If that doesn’t correct the problem, talk to your Tech Rep or call the Computer Services On-Call pager.

How do I print to a printer other than the default? Click on File, select printer. When printer box appears, click on the down arrow next to the Printer Name box, select the printer from the drop down menu or list.
How do I feed envelopes and single sheets and switch back after using custom features? Open tray 1 (the top tray, put in paper or envelopes, using the guides on the flipdown tray. Send the print job from PC. When finished printing, close tray 1 and print jobs will be printed from paper in tray 2.

How do I switch printer functionality (portrait, landscape)? Select File on the Menu bar, click on page setup. When the page setup box appears, click on your choice of portrait or landscape. Click OK. This will change the orientation of the individual document.

What do I do when the printer won't print? 1- Check to see if it is turned on. 2- Check the pc's default or selected printer. 3- Check to see if the network cable or printer cables are connected. 4- Check to see if there are instructions or error messages displayed on the printer (i.e. paper jam; toner low; offline; needs maintenance). 5- Check the printer manager on the pc (staff printers only). 6- Restart computer to restore connectivity (staff PCs only). 7- Call the CS on-call pager.

How do I troubleshoot receipt printers? Check power connections. If there's no paper: put a new roll in, roll feeds from the bottom.


Public and Staff Copiers

How do I make copies?

How do I send faxes?

How do I cancel a fax, copy or print job on the MFP? Push the salmon(pink) buton labeled Stop. You may need to press it more than once.

How do I replace a toner cartridge? Remove old toner, open new toner package, remove the toner seal and insert into the printer.

Who do I call to repair a printer? Computer Services for service on HP 4100 & 4200 copiers.

How do I load paper? Remove tray 2, fan the paper and load into tray, reinsert tray.

How do I clear paper jams?


Self Checkout at Main Please mark 1,2,3,4, or NA

Where are the Self Checkout stations located? At Main only in the AV area, North of the Circulation desk & the Level 5 Reception area.

How do I change paper in the receipt printer? Remove the cover; remove the leftover tube from the old paper roll; insert the new paper roller with paper rolling off the bottom; thread through the guides.

How do I fix a misfeed in the receipt printer? Remove the paper and reinsert.

How do I troubleshoot exceptions with self checkout? Check to see if card is valid or if item is reference. Some items have billed status and need to be dealt with at Circulation. If the station is not working properly, call the CS on-call pager.

What do I do when CheckPointed materials set off the alarm? Check the checkpoint log to determine which items set off the alarm, check the patrons items for associated barcode, look it up to see if the item was checked out using the scanner instead of the CheckPoint pad. Note: CheckPointed materials checked out using hand keying or laser scanner will set off the alarm (notify the patron that this may happen, and that we will correct the problem when the item is returned).


Help! If you understand place a check mark in the box. √

Who do I contact if additional software is needed (do NOT install or download software on library computers)? Computer Services.

Who do I contact if a PC freezes or has problems? Contact your Tech Rep or call the CS on-call pager.
If all else fails, who you gonna call? The Computer Services on-call pager. If that fails try the ghostbusters.

What you should know about… The Integrated Library System.


Network Vocabulary, If you understand place a check mark in the box. √

Why do we have logins and who should have my login or our agency logins? 1- Logins and passwords are set up to provide security for our network and your individual work. 2- Agency and individual logins and passwords allow you access to the parts of our network that allow you to do your job. 3- You should never give your agency or individual logins or passwords to volunteers, family members or friends (there is a volunteer login them).

What is the difference between the Library network, the intranet and WWW or the internet? X
*Library Network: The Library’s LAN/WAN which includes HEDGEHOG server, internal or staff e-mail, printer servers, library catalog server, as well as other servers to staff pc’s to make our jobs easier. Intranet: A network based on the same communication protocols as the World Wide Web but limited to a specific group of computers. Intranet sites look and function exactly like Internet sites, but access is restricted to those computers with special permission. In our case, a Library staff based network for staff based information.
*WWW (World Wide Web): A hypermedia-based system for browsing Internet sites. It is called the Web because it is made of many Web sites linked together. You can travel from one site to another by clicking hyperlinks. The World Wide Web is just one part of the Internet. Internet: A worldwide network made up of many smaller interconnected networks. Computers connected to the Internet can access documents, files, databases, and programs from around the world. Computers called Web servers store information and make it available to other computers on the Internet

What is HEDGEHOG and what should I save on it? HEDGEHOG is part of the Library LAN. It is a server dedicated to saving staff documents and work in progress. Files saved to hedgehog can be accesed from any computer connected to the library network.

What is the My Documents folder and what should I save there? The My Documents folder is associated with your log on. Files saved to this folder can only be accessed by you when you log on with your user name and password

Which dinosaur is best? Stegosaurus.


The Library Network Please mark 1,2,3,4, or NA

How do I open or close files/folders on HEDGEHOG? 1- To open a file, click on the icon labeled Hedgehog on your desktop. Click on your agency folder, your folder and/or double click on the file (document) you want to open. 2- To close a file, click on the white x in the red box in the upper right hand corner of the screen.

How do I create folders and manage files on HEDGEHOG? To create a folder, go to HEDGEHOG, open the folder you want to create a new folder in, right click and select New then Folder. A new folder will appear, type the name of the new folder in the blue highlighted box.

How do I delete unwanted files and folders? To remove a folder or file, right click on the folder or file and select Delete or single click the file/folder and and press Delete on the keyboard. You will be asked if you really want to delete, click Yes.

How do I copy and move files from one folder to another? 1- Find the files or folder you want to copy. Right click and select Copy. Open the folder you want to copy the files or folder to. Right click on white space (anywhere in the folder except on one the icons representing a file) and select Paste. A copy of the file or folder and contents will be placed in the destination folder. If the file or folder is large, this may take a minute or two. 2- To move a file or folder, follow the instructions for Copy, clicking on Cut instead of Copy.


III Please mark 1,2,3,4, or NA

How do I perform basic searches on our online catalog (also called the OPAC)? For a full explaination attend the Reference I training class.

How do I perform basic circulation functions? For a full explaination attend the Circulation I and II training classes. Also see the Circ Skills Training Checklist.

What you should I know about… the Internet and Online Resources Please mark 1,2,3,4, or NA


The Internet, If you understand place a check mark in the box. √

What is a web browser is and how do use I it? A web browser is a software application used to locate and display Web pages.

How do I open and navigate a web site? Attend Reference III or ask your tech rep for a full explaination.

What are my options for printing all or part of a web site? X
*All- Prints everything.
*Selection- Prints just the parts you have highlighted with the mouse.
*Pages- Prints a range of pages, or select pages. For example you could choose to print the first three pages by typing 1-3, or you could print pages 3, 4 and 6 by typing 3,4, 6.

How do I use search engines? Attend Reference III for a full review

How do I add, open, and delete Favorites from staff PC's? X
*To add favorites: 1- Go to the website you would like to add. 2- Click on favorites in the menu bar then add to favorites. 3- You can choose to save the link in the default folder (by selecting ok), in a different folder (by selecting create in) or in a new folder (by selecting create in and then new folder).
*To delete favorites: 1- In internet explorer click on favorites then click organize favorites. 2- Select the link or folder you would like to remove then click delete.
*To rename a link in favorites: 1- In Internet explorer click on favorites then click organize favorites. 2- Select the link or folder you'd like to rename then click rename.

Which databases are offered on the Library Webpage? For a list open the public page on the internet. Select Search Databases under Research Center.
"What is Pioneer and what is available on it? Pioneer is an Online Library of electronic resources used throughout the state of Utah. Pioneer provides access to a variety of online resources ranging from newspapers and magazines to government information.
"

Which databases are available only at Main? You tell me, I have no idea.


Library Webmail and the Internet Please mark 1,2,3,4, or NA

How do I login to library email? Open the web browser of your choice (Internet Explorer or Mozilla Firefox). If you are on a Library staff computer, click on "Webmail" on the Staff Intranet page. This will open the Webmail log in page. Use your username and password to log in.

How do I receive (open and read) messages? After logging in to your webmail click on the message you would like to read.

How do I delete messages? Click on the check box next to the message then click on delete on the webmail tool bar.

How do I open attachments? Open the message. Then click on the attachment you'd like to open. Attached files will be listed underneath the subject line. To open the attachment click on the download icon and select the program you would like to use to open the attachment.

How do I insert attachments? 1- Scroll down to the bottom of the message composition window. 2- Click on browse, then find the file you would like to attach. 3- Click attach. The attachment is now ready to send.

How do I organize folders in my webmail account? Log in to your webmail. From the menu along the top of the screen select folders. The next screen will display a drop down menu bar, which will allow you to create, delete and rename webmail folders.

How do I access the Library home page and databases from home? Open your web browser in the address bar, type: www.slcpl.lib.ut.us To access databaese from home click on research center and then search databases. Click on the database you would like to access, most databases will ask your for you library card number when logging in from home.

Webmail Vocab If you understand the term or phrase place a check mark in the box. √

What is the size restriction on webmail attachments? 2,097,152 bytes

What is spam? Most spam is commercial advertising sent via email. Some spam may contain computer viruses.

What should I do with spam? Delete it.

What do I do with attachments with an .exe extension? Delete them!

What do I do if I don't know who sent the message? Delete the message.

What do I do when webmail asks to perform maintenance operations? Click "Perform" or yes.


Public Webmail Please mark 1,2,3,4, or NA

Where on the internet should I direct patrons to set up personal email accounts? Hotmail, Yahoo, Gmail or any other website offering free email services. (Parental consent is required for email accounts for children under the age of 13).

How do I insert or open an attachment on a public webmail account? Procedures vary depending on the account, but all of the major free webmail providers (Gmail, Hotmail and Yahoo) use a format similar to library webmail.


What you should know about… Phones Please mark 1,2,3,4, or NA

How do I answer the phone? Answer politely, state your name and department or branch.

How do I make a phone call? To dial a library number dial the four digit extension (the last four digits of the phone number). To make a call outside the library dial nine and then the phone number.

How do I transfer calls on all phone sets? On the cordless phones press the flash button, dial the number, then press flash again to transfer. On the corded phones press the Trans/Conf button on the phone, dial the number, then press the Trans/Conf button again.

How do I pick-up a call from a different extension? Press *68.

Where do I make long distance phone calls (and who do I ask for authorization)? Ask your manager for permission. Managers' phones can make long distance calls.


What you should know about… Assitive Technology Please mark 1,2,3,4, or NA

What assistive technology is available and where is it? Oversize Keyboard and large ball mouse (Cha, Fth, Riv, Spr, Swe, Main:Technology Center); Magnifyer (Main Library: Level 2 and Technology Center); Conversa Web (Verbal input) Main Technology Center.

Is there a password? At Main, Sprague and Day Riverside only: username: assisttech, password: lib00terms Staff need to log the patron in, do not give the patron the login information. (Is this still true?)

How do I use assitive attachment devices? The giant mouse and keyboard plug into USB ports.

Which assistive options are available on the Technology Center computers and how do I set them up? Big print profile, log onto the big print profile, Click on options available on the right hand side of the screen to change settings. You can set up the magnifyer, mouse settings. If you don't want to log on to the Big Print profile, you can access the screens to make the same changes by clicking: Start>Programs>Accessories>Accessibility>Magnifyer or Accessibility Wizard.


What you should know about... Microsoft Word Please mark 1,2,3,4, or NA

How do I create documents using Word? Your TechRep can help you or you can attend one of the classes offered to the public or
staff.

How do I format margins or adjust page setup? In Word, click file and select Page Setup? The Page Setup dialog box will appear. Format to your heart's content!

How do I format text? Use the Font, Font Size or Font Color buttons or click on Format, select font and use the Font dialog box to make changes.

How do I preview a document before printing? Click on File, then select Print Preview.

How do I print all or part of a document? To print everything, click on the printer button (or click on File and select Print), click on OK to print. To print part of a document, select or highlight the part of the document you want to print. Click File and select Print. Click on Selection and then on OK.

How do I save a document to a disc or the network (HEDGEHOG)? Click File, select Save As. The save as dialog box will appear. Use the "Save in:" drop down arrow to locate where you want to save your file. Enter the File Name and click OK. You tech rep can show you how to save on HEDGEHOG.

How do I open a saved document? Find the file and click on it; or open the program the file was created in (i.e. Word, Excel, etc) and click on the open folder. The open dialog box will appear and you can use the drop down arrow to locate your file. If you have difficulty, talk to your TechRep. Double click on the file or single click on the file and click "Open."

How do I create and format tables? Click where you want to create a table. On the Table menu, point to Insert, and then click Table. Under Table size, select the number of columns and rows. Under AutoFit behavior, choose options to adjust table size. To use a built-in table format, click AutoFormat. Select the options you want. To add other formatting, click on Table, select Table Properties. To add shading, select the area, then select Borders and Shading button and select the color/shade you want.

How do I create and format graphs? In the Insert menu, click Object, and then click the "Create New" tab. In the Object type box, click Microsoft Graph Chart, and then click OK. Graph displays a chart and its associated sample data in a table called a datasheet. To replace the sample data, click a cell on the datasheet, and then type the text or numbers you want, import data from a text file, import a Microsoft Excel worksheet, or copy data from another program (Click Edit, select Import File, locate file, click Open).

How do I create and format columns? Click Format, select Columns or click the columns button on the Standard Toolbar.

How do I insert WordArt, clip art or graphics? Click on Insert, select Picture. In the next menu choose WordArt, clip art, from file, or one of the other choices. Select the picture you would like to insert. If you need more help, check with your TechRep or use the Help question box in the upper right hand corner of the screen.


Excel


Powerpoint


Other Equipment