LIPPINCO

Lippinco Email Procedures

I. Checking lippinco email and dealing with messages.

1. Open Thunderbird email. The password for lippinco is Ti2msbrbl! (Mnemonic:
There is 2 much spam being received by lippinco!)

2. Delete the spam.

3. Answer or forward questions and reference consultation requests:

A. First, keep in mind that all of the folders that you are normally going to deal with in lippinco are the ones in the server (top) section, not the ones in Local Folders. (If you are using Webmail, you will not even see Local Folders.)

B. If you are answering a Lippinco question yourself:

1. Remember to remove all extraneous forwarding information, e.g. notes from Van Pelt Ref staff, before you answer the question. You should include the original question, but not the rest of the forwarding information.

2. Please give the question a differentiating name, if it didn't begin with one (many of them do not, since they begin with an online form).

3. Send your answer to the patron and then move the answer from the Sent folder to the “Answered-[Current Year]” folder.

4. Then move the original question into the “Received-[Current Year]” folder.

C. When the question or request for research consultation needs to be forwarded to another Lippincott Librarian/subject specialist:

1. Check the Reference Desk schedule for staff availability.

a. Be sure to forward any requests, no matter how trivial, from faculty to the Lippincott subject liaison for that department, unless the liaison is out of the office. This represents an opportunity for the liaison to connect with faculty.

2. For a reference consultation request, the subject specialist replies to lippinco, to confirm that s/he is contacting the student.

3. The subject specialist makes arrangements with the student.

4. If the subject specialist and student can't come up with a mutually agreeable time to meet, the subject specialist will pass the request to one of the other librarians.

D. After you have answered or forwarded a question or consultation request, move the original question/request to the “Received-[Current Year]” folder.

E. When another Lippincott staff member answers the question and sends a copy of the answer to lippinco, that answer should also be filed in “Answered-[Current year]”.


F. Lippinco may sometimes receive Reserve requests. If for Wharton courses, these should be forwarded to Adele Chatelain (chatelaa@wharton), and then filed in “Received-[current year].” If a non-Wharton request is mistakenly sent to us, forward it to vpreserv@pobox and then simply delete the message.

G. From time to time lippinco receives copies of answers given by non-Lippincott librarians to questions from Wharton patrons. These are sent to us as “FYIs.” Such messages should also be filed in “Answered-[Current year].”.

H. Occasionally lippinco receives messages from other Penn Library entities, such as the Public Services Committee, which are meant for the Lippincott Reference staff. On the interns’ machine only, there is a list in lippinco for Lippincott Reference Librarians, titled “RefLibs,” which you can use to forward such communications. After forwarding, file the message in the “Miscellaneous” folder. If you are checking lippinco from another machine, you may either leave such messages in the In box or forward to the Reference Librarians by typing in their addresses individually.

I. Lippinco receives email updates from The Economist. These and any other messages containing legitimate business information of general interest should be handled as discussed in Item H above.

J. Also occasionally, lippinco may receive advertisements about business information materials that could actually be of interest. In some cases we already receive a particular title, so it is a good idea to check. If we do not receive it, then forward the message to the appropriate subject specialist.

K. Any message with the subject line “Request for Assistance” and with “Receiving Business Wizard Request Form” at the top of the text, coming from a non-Penn address and containing no question, may just be deleted.

L. If you receive a thank-you message, file it in “Thank-Yous-[Current Year].”

4. If you must access lippinco from Webmail, you will need to remove all messages that you send from the “Sent Items” folder, by moving them into the appropriate folders in the server section.

5. Don’t forget to add information about your answered questions and reference consultations to the Data Farm!

II. Interns’ Machine

1. Logging on: User name is lippinco, Password is the same as for the lippinco email account, Ti2msbrbl!.

2. Start Thunderbird. The default email account is lippinco, so you will only have to enter the password.

3. For those using the interns’ machine: if you are in your own local Windows profile and want to check lippinco email, you must log out of your Windows profile and into the lippinco Windows profile. You will then see “lippinco” at the bottom of the desktop, and starting Thunderbird from there will take you to lippinco email. When you are finished with lippinco email, log out of the lippinco profile and back to your own.