Reports Manager

1. Reports Manager

2. The Reports Manager website is http://library.dallasisd.org/crn Your user name is the word reports plus your school org number– reports135 The password is spring.

3. Beginning of the Year Reports Lost and Over dues – all students should start the year with a clean slate Run this report and clear each student’s record Public Folders>Custom or Library Authored Reports>Borrowers with Items Out, Overdue, Lost, Fines – Mod

4. When you find the report you want in the list, move to the icons on the right hand side. Find the window icon and click on it. This will create a copy of the report which you can then put into your own folder. Mine is titled DeGolyer. You can create sub-folders if you want but I have not found a need to do that.

5. Open the report>chose your campus>grade levels>whether to include $ amt>report type. If you have everything selected, you will see a button at the bottom that says Finish. Click it and your report will process. If the Finish button is not illuminated, you need to check each category. After processing, the report will appear in your window. If you want to print the report, use the icon in the upper right hand corner of report.

6. The other report I use at the beginning of the year is to create barcodes for my PreK-2 students. Third grade and up I expect to learn their student id number. This report is found in Public Folders> Borrower listing by Location and Responsible Party w/ barcodes – MOD Chose your location>then the grade levels you want >Click finish Print barcodes on Avery 5160 labels

7. Weeding and Other Useful Reports These reports can help you determine which items need to be removed from your collection. I am pretty aggressive about weeding but, I know it is hard to do. If you have ever seen a library that really needs weeding, you will understand that this process is necessary in order to allow students to find the books they really want. They can’t find the good books when the shelves are cluttered with old outdated materials.

8. Items in Selected Holdings Code(s) - Call Number Range and/or Pub YrRange Public Folders>Cataloging Related Reports>Listings >Item Level Information>2nd page> Items in Selected Holdings Code(s) - Call Number Range and/or Pub Yr. Range When you open the report you can filter it by each collection and also set the publication year ranges that you want. This report will also tell you the status of the item and it’s last date of checkout and the total checkouts. This one allows you to see the age of the book.

9. Items with Low Circulation This report allows you to focus on a particular holdings code. Public Folders > Circulation Related Reports > Listings > Items>Low Circ Items I chose 3 checkouts since Sept. 2010 and got 35 pages of items! When I look at the books I see that some are outdated and some just need to be promoted. While I cannot afford to pull all those books and replace them, it does tell me that I need to focus on Easy for this next year.

10. Six Weeks Reports These are sent to your principal and Gay at the end of each six week period. You also will upload it into Curriculum Central (more on that later). They are a useful advocacy tool and helpful when a principal wonders, “ What is my librarian doing?” Activity Summary with Comparison to Prev. Year Public Folders > Statistics - Counts > Location > Activity Summary with Comparison to PrevYear This report will give you Items Checked Out, Items Checked In, Holds Processed, and In House uses. For each category it will tell you the percentage of increase or decrease since last year.

11. End of Year Reports I use a different version of the overdue report for the end of the year. This report puts each student on a separate sheet of paper that can be given to the student. Borrowers with Items Out_Overdue_Lost_Fines - Dallas Public Folders > Custom or Library Authored Reports > Borrowers with Items Out_Overdue_Lost_Fines– Dallas

12. Borrowers with Available Credit Public Folders > Circulation Related Reports > Listings > Borrowers > Borrowers with Available Credit. These balances need to be zeroed out at the end of each school year. This allows the patrons to be dropped from the system if they are no longer in the district. They will not drop if they are owed a balance. It does not show up in red like it does if they owe us money.

13. Borrowers with Block Status Public Folders > Statistics - Counts > Location > Borrowers > Borrowers with Block Status Again, these patrons need to be cleared to allow them to drop from the system.

14. Borrowers with Comments Public Folders > Circulation Related Reports > Listings > Borrowers > Borrowers with Comments The comments need to be deleted so the patrons will drop from the system.

15. Holds Public Folders > Custom or Library Authored Reports > Items Checked Out by Foreign Borrowers These are books owed to you by other schools. I usually email the librarian with the person’s id#. You also should check what is on your Requests Shelf. Click on the Staff Services tab in LS2>Requests Shelf. This will show you items that are either in your school or have been requested. IF they have arrived, you need to retrieve them and return to their home school. If they have not arrived, just cancel the hold.