Music Library Staff Guide: Instrument Loans

While we are loaning select musical instruments, we're still "working out the kinks". While we're in pilot mode: 

• Checkout and return of instruments will be handled by full-time staff. Grab the staff member on call if someone wants to check out or return a musical instrument
• Blair has lots of instruments in lots of different places! We've only been tasked with inventory control for a small portion of those instruments in two rooms on the first floor.
• We're shooting for a one weekday turnaround on instrument requests.

• Music Education Student requests will appear on the Alma Pick from Shelf List. If Michael is here, let him create a tag for the instrument. If not, loan the instrument without a tag. 
  • Prior to Scanning the item in Alma, check the class roll not yet provided by Tucker Biddlecombe.
• Faculty requests to loan restricted instruments will appear in the music-library-circulation@vanderbilt.edu group mailbox. If Michael is here, let him create a tag for the instrument. If not, loan the instrument without a tag. 
  • Prior to Scanning the item in Alma, create a booking request for the faculty-specified borrower with a same-day start date.
  • Remember we are still bound by confidentiality when it comes to loans and requests.

The Blair instruments that the Wilson Music Library has been tasked with offering inventory control for are in two collections. Here are the links:

Loanable Instruments for Music Education Students: These instruments loan to students of MUED 1010, 1020, 1030 & 1040. We'll check class rolls provide by Tucker Biddlecombe when provided.

The "Restricted" Instrument collection:  These instruments can only be loaned with permission of a specified faculty member (list forthcoming), sent as an email to music-library-circulation@vanderbilt.edu. 

• You don't need to keep the links handy! Search the Library Catalog by the name of the desired item for checkout. If you are getting too many results, limit to "Loanable Equipment". 
• Questions? Refer them to music-library-circulation@vanderbilt.edu rather than an individual staff member.
• The same type of instrument can be in both collections! We may move instruments to the other collection per faculty request! Check both collections if you want to know our full inventory.

• Checkout and return of instruments will be handled by full-time staff.
• Tags with QR codes provide a labeled image of each case's contents. Scan the QR code to get a detailed image of what should be in the case. 
• Parts are also listed in a fulfillment note at checkout. If you are unsure of what any part is, scan the QR code.
• Provide the user with an instrument loan contract to complete. As the staff member loaning the item, you'll also need to sign. There is also a space to list the extra parts on the contract.
• Make a point of going over the list of parts with the patron. "Here's the bow. Here's the viola. Here's the case with the hygrometer. There's a mute somewhere. Ah, here it is in this pocket. We'll check for these when the item is returned. We're listing these parts on the contract as well"
• The instruments should check out for the semester with a due date of December 12. Contact Michael if you get another due date.

• You will probably get questions about instruments that only a specialist could answer. Don't panic. We're working on labeled images, available in the catalog, to help users choose between instruments. Refer users to the catalog first.
• Violin, cellos and double basses come in 4/4, 3/4, 2/4, 1/4 sizes. Adults will usually want 4/4 sizes. Violas come in inches: 15" to 16.5". Adults will usually want 16.5". Most stringed instruments do not include bows. They'll need to be checked out separately.
• Creating clear, labeled images of 100+ instruments will take time. Please be patient. Or submit an email to music-library-circulation@vanderbilt.edu for imaging priority.
• Still have questions? We'll need to consult the Blair managing area chair. Submit the question to music-library-circulation@vanderbilt.edu.

Instrument retrieval dates are specified in the Library Catalog by a special type of reserve request that Alma calls a "Booking Request". The current label for booking requests in the catalog is currently "Request Item".

• It's important for the user to know that they are not specifying how long they need the instrument for when they create a Booking Request.
• The "Start Date" for the request should be the earliest day the requestor can retrieve the item. It can be on the same day the request is placed. Alma will not activate the request until the request "Start Date"
• Suggest an "End Date" that is a day or two from the "Start Date"

• Checkout and return of instruments will be handled by full-time staff.
• Tags with QR codes provide a labeled image of each case's contents. Scan the QR code to get a detailed image of what should be in the case. 
• Pull up Return Item in Alma and scan in the item.
• Parts are also listed in a fulfillment note at return. If you are unsure of what any part is, scan the QR code.
• Make a point of going over the list of parts with the patron. "Here's the bow. Here's the viola. Here's the case with the hygrometer. There's a mute somewhere. Ah, here it is in this pocket. We'll check for these when the item is returned. We're listing these parts on the contract as well"
• Michael will shred instrument loan contracts at the end of the semester.