Once an interaction with a patron (or group of patrons), whether in person or online, is completed, it's important to record the transaction. There are several reasons why this is important.
There are three main categories of transactions to be recorded: Research Help, Liaison, and Instruction.
Research Help is mainly for recording chat and brief email transactions.
Liaison is for recording research appointments with individuals, purchase requests, in-depth research assistance for faculty, outreach to departments or programs, etc.
Instruction is for recording classroom visits, orientations, working with a class in Sakai, workshops, or any other work with a group.
Record statistics for chat questions and brief email transactions that involve locating a resource.
Log into LibInsight.
Click on Record Data in the menu bar at the top.
Select Research Help from the drop-down menu in the upper right corner.
Make sure the Entered By field shows your name or matches the service desk you are staffing.
Skip the Internal Notes box.
Start Date: This box will automatically fill in the date and time that you submit the data. You do NOT need to fill this in, unless you are retroactively entering data. If you do retroactively enter data, make sure you clear the date and time when you are done or all subsequent data will have that day and time.
Question: Enter the question or a summary of the transaction in this box.
Answer: Enter the answer you gave or the steps you took to resolve the patron's issue. If this was a chat interaction, feel free to copy the text of the chat.
Notes: sources consulted, problems encountered, other details: This box is optional.
Your initials: Enter your initials. If you have three initials, please use all three. This helps us distinguish individuals with the same first and last initials in cases when a discussion about the transaction is needed.
Service Location: Choose the service desk location you are staffing or a location away from the desk you occupy while assisting a patron.
Question Type: There are several question types to choose from. Here are some definitions. If you are unsure, use your best judgement.
Patron Type: Choose the patron type, if you know, the patron has self-identified, or you can easily figure out based on the question asked. Many times Other/Unknown is the best option.
Time Spent: Enter the approximate amount of time you spent on the transaction. Chat questions tend to be longer than in-person interactions. Feel free to use the timestamp in the chat platform.
Question Format: Enter the mode in which the question was asked.
Referral: Indicate whether the patron was referred to another desk, librarian, or other library or university services. Select the appropriate referral made during the interaction, if a referral was made.
Click Submit or Submit & Clear.
Record instruction sessions, workshops, orientations, etc.
Log into LibInsight.
Click on Record Data in the menu bar at the top.
Select Instruction from the drop-down menu in the upper right corner.
Make sure the Entered By field shows your name or matches the service desk you are staffing.
Skip the Internal Notes box.
Start Date: This box will automatically fill in the date and time that you submit the data. You do NOT need to fill this in, unless you are retroactively entering data. If you do retroactively enter data, make sure you clear the date and time when you are done or all subsequent data will have that day and time.
Date/Time of class: Select the day and start time of the class you taught. This does not have to match the Start Date.
Purpose: Select the appropriate purpose for the session. There are several types to choose from. Here are some definitions. If you are unsure, use your best judgement.
Class Type: Select the appropriate class type from the list.
Location: Choose the instructional setting for this session.
Class Length: Choose the value that is closest to the time you spent with the class.
Prep Time: This field is optional. Choose the approximate amount of time you spent prepping for the class.
Department: Enter the department for the class.
LOCUS Course Number: Enter the four character department code, followed by a space and the three or four digit course number. For example, PSYC 306 or PLSC 375C. Enter N/A for library workshops, etc.
Course/Workshop Name: For courses, enter the name as it is listed in LOCUS. For workshops, enter the name as it was advertised or promoted.
Professor Name: Enter the professor's name for academic classes, enter N/A for other events.
Was professor present: Select the appropriate response.
Additional Information: This box is optional. If a course guide was created or already existed, please provide the URL here. Additional information could include:
Number of Undergraduate Students, Number of Graduate Students, Number of Faculty, Number of Other persons present: Enter the approximate number of attendees for each category. For Number of Faculty, do not include the instructor/professor who requested the session.
Course Guide Created: Select the appropriate response.
Click Submit or Submit & Clear.
Record research appointments, purchase requests, outreach to departments or programs, in-depth research assistance for faculty, etc.
Log into LibInsight.
Click on Record Data in the menu bar at the top.
Select Liaison Services from the drop-down menu in the upper right corner.
Make sure the Entered By field shows your name or matches the service desk you are staffing.
Skip the Internal Notes box.
Start Date: This box will automatically fill in the date and time that you submit the data. You do NOT need to fill this in, unless you are retroactively entering data. If you do retroactively enter data, make sure you clear the date and time when you are done or all subsequent data will have that day and time.
Contact (e.g., name, patron category, department, etc.): Enter appropriate information.
Details/Notes: Enter appropriate information.
Date: Select the day and start time of the interaction. This does not have to match the Start Date.
Patron Type: Select the appropriate patron type from the list.
Question/Request Type: Choose the appropriate transaction type.
Time Spent: Choose the value that is closest to the time you spent with the patron or on the request.
Department: Enter the department associated with the patron.
Form of Communication: Select the appropriate response.
Click Submit or Submit & Clear.
