Introduction to Circulation v. 16.01

1. Introduction to Circulation v. 16.01

2. Session Agenda • Stage 0: Introduction • Stage 1: Basic Concepts • Stage 2: The Patron • Stage 3: The Item • Stage 4: Loans • Stage 5: Returns • Stage 6: Renewals • Stage 7: Cash Management • Stage 8: Hold Requests • Stage 9: Photocopy Requests • Stage 10: Offline Circulation • Stage 11: Other Options Circulation

3. Stage 0:Introduction Circulation

4. Opening the Circulation Module Patron ID Item Barcode • In the Circulation Module, you may choose one of five Navigation Trees: • Loan Navigation Tree • Return Navigation Tree • Patron Navigation Tree • Item Navigation Tree • Search Navigation Tree • From the first window, you may access • a specific patron by Patron ID, or • a specific item by BarcodeorCall Number. Circulation

5. The Operations Bar (Bottom) Lower-Left: showing server communication. When the client communicates with the server, a red ‘stream’ displays: • Lower-Right (right-click) Login, • password changing and privileges • Menu language setup • Connect to a different library • Printing options • Exit all ALEPH applications Push to other modules: Acquisitions, Cataloging, ILL and ALEPHadm Circulation

6. Select Collection • To connect to an administrative library select ALEPH/Connect to… • You may also connect by right-clicking the Library icon on the Operations Bar: • Look at the Title (Windows) Bar to view the library (and server) you are currently connected to. Circulation

7. Importing Tables • When you connect to the required library, the system checks to make sure that the module is using the most recent version of the print files. • If these have been modified, they will be downloaded to your pc (Depending on setup). • You will see a ‘Transfer File’ window appear briefly upon initial connection: Circulation

8. Stage 1:Basic Concepts Circulation

9. The Sublibrary • The smallest administrative unit - a distinct sub-division of an administrative (ADM) library. • Within one ADM library, several sublibraries (branches) may be defined, and circulation activities can be defined differently for each sublibrary (e.g. loan periods or fine calculation). • Authorizations for librarians for the various circulation functions may be given on sublibrary level. Circulation

10. The Sublibrary, Items and Patrons • Each item and each patron of the library should be linked (or ‘belong’) to a sublibrary. • An item may only belong to a single sublibrary. • A patron may belong to one or more sublibraries. Main Sublibrary Branch Sublibrary Item Patron Patron Item Circulation

11. The Patron • Each patron has one global record, and one or more local records linking him/her to sublibraries. • Global Patron record • General Patron information that is relevant to the entire library system, such as name, title and IDs. [One only.] • Local Patron records • Information relevant to the local sublibrary only, such as circulation privileges and expiry date. [One or more.] • Patron Address records • Various addresses listed for a patron, such as term-time and home addresses. [One or more.] Circulation

12. Patron Records Patron Address Record for term-time Global Patron Record Patron Address Record for home address Local Patron Record in sublibrary A Local Patron Record in sublibrary B Circulation

13. Items • The Item is the ALEPH ‘atom’. • An Item in ALEPH is a physical unit with a unique identifier: the Barcode. • Two identical copies of a book = two items. • An item must belong to a sublibrary. Circulation

14. Stage 2:ThePatron Circulation

15. Defining a New Patron • There are 3 stages in defining a new patron of the library: • Creating a Global Patron record • Creating Patron Address records • Creating Patron Local records. Circulation

16. Creating a Global Patron Record • To create a new Global Patron Record, select Patrons/ New Patron or [Ctrl+F7]. • In many • cases, patron • records will be • batch-loaded or • converted. Circulation

17. The Global Patron Record • Once you click “Update”, the new information will appear in the top pane. From here you may: • Update global patron information • Send a letter to the patron • Load patron’s photo. Circulation

18. The Global Patron Record • Send letter to the patron - choose from a pre-defined list of standard letters. Circulation

19. Creating Local Patron Records • To create new Local Patron Records, Select the Local Patron Information node in the Navigation Tree. • Select a sublibrary for which you wish to grant privileges to the patron, and complete the bottom pane. • Repeat for each sublibrary relevant for the patron, or… • If you wish to grant the patron the same privileges in all sublibraries, it will suffice to grant them for the ADM library (the line second from top). This will cover all sublibraries under that ADM library. Circulation

20. Creating Local Patron Records • For each sublibrary (or on the ADM library level), there are defaults defined for each Patron Status. • Click “Get Defaults” to see those defaults, based on table setup: The Table- driven defaults Circulation

21. Local Patron’s Defaults Definition • A table* defines default parameters per sublibrary (or group of sublibraries), by Patron Status: 1 1 1 1 1 1 1 1 ! 1 2 3 4 5 6 7 8 9 0 1 2 3 14 15 6 7 8 9 !!!!!-!!-!-!-!-!-!-!-!-!-!-!-!-!!!!!!!!-!!!!!!!!!!-!-!-!-!! ALEPH 10 N N N N Y Y N N C + D 00000028 0000000000 N Y N 30 UEDUC 01 Y Y Y N Y Y Y N C A 20041001 0000000000 N N Y 30 UEDUC 02 Y Y Y N Y Y Y N C A 20041001 0000000000 N N Y 30 UEDUC 03 Y Y Y N Y Y Y Y F A 20041001 0000000000 Y N Y 20 UEDUC 04 Y Y N N Y N N N C A 20041001 0000000000 N N N 30 Sublibrary Patron Status Multiple holds Renew Expiry date Reading Room *tab31 Circulation

22. The Local Patron Record Specific definitions for the patron in the Archives sublibrary. Circulation

23. Patron Addresses • The patron’s addresses are stored in the address records. • More than one address record can be assigned to a patron record. • Letters to the user will use the address record that is relevant at the time of sending/printing. • To add an address for the patron, select the Address Information node in the Navigation Tree. • One address record was created automatically upon creating the Global Patron record. To enter the relevant information, complete the form in the lower pane. Circulation

24. Adding Patron Addresses • The address shown below is of type ’01’ (defined as the patron’s permanent (or default) address). • Other addresses for term time may be added with different types, as defined in a pull-down menu. Circulation

25. Searching for Existing Patrons • You may search by one of three parameters: • Patron ID • Patron Barcode • Patron Name • Use the Patron Search Bar, or open the Patron List and browse: Circulation

26. Patron Activities and Registration Details • Once you had found the patron, his/her various activities in the library are displayed in nodes in the Navigation Tree, and the relevant details in the lower pane. • The patron’s registration details (Global, Local and Address records) are at the lower part of the Navigation Tree. Circulation

27. Other Patron Tabs • From the various nodes on the Navigation Tree you can view details of the patron’s • Loans • Cash transactions • Hold & photocopy requests • ILL requests • Reserve (Advance) booking requests • Proxies/sponsor • Reading room items • Routing lists Circulation

28. Patron Creation Exercise • Create a new global patron record. • Create 2 addresses for the patron (home and term-time). • Create a local patron record for a sublibrary. • Make sure you complete as many of the fields as possible. • For the Local Patron record, assign the patron all privileges • first, then click “Get Defaults” to see how the defaults for that • particular Patron Status override your original entries. Circulation

29. Stage 3:TheItem Circulation

30. The Item List • The Item List window allows viewing of item-related information. To modify items or to create new ones, you must go to the Cataloging Module (click “Push to Items” from the Item List). Loan tab Item tab Bib Info tab Circulation

31. Item Definitions • The Item Status is based on table definitions. • These definitions decide whether an item can be loaned, requested, renewed, viewed on the OPAC etc. • An Item Status may be used by one sub-library, or shared by a group of sub-libraries. • The actual due date is based on combinations of patrons and items (more under Loans). Circulation

32. Item Definitions • Here’s an example from the item-definition table*. 15A 10 ## L One Hour Loan Y Y Y Y Y N N Y Y 00 15A 11 ## L One Day Loan Y Y Y Y Y Y N Y Y 00 15A 12 ## L One Week Loan Y Y N Y Y Y N Y Y 00 15A 22 ## L Two Week Loan Y Y N Y Y N N Y Y 00 Sublibrary or group Item Status Status Description Loan? Display in OPAC? Renew? Request? *tab15.<lng> Circulation

33. Item Fields (I) • Items have certain mandatory fields, such as: • Barcode(unique item identifier) • Sublibrary • Item Status • Material Type • Collection (Optional): define a Collection in case the library wishes to use a filter to distinguish similar copies for placing hold requests. • Call Number Type (Optional): indicate the shelving scheme that is being used (e.g. Library of Congress, Dewey or a local scheme.) Circulation

34. Item Fields (II) • Call Number (Optional): item’s shelf placement. (when the library is using Holdings records, the location is assigned to the item through that record). • Item Process Status(Optional): indicate by a two-letter code which process the item is currently undergoing (e.g. ordering, cataloging or binding. • Description(Optional): for serials/series. • OPAC Note(Optional): item specific note in the Web OPAC. • Circulation Note(Optional): note that will pop up when this item is loaned or returned. Circulation

35. Stage 4:Loans Circulation

36. Due dates Calculation • The actual due date is table-based*, for combinations of • patrons and items, e.g: • Patron Status x can take Item Status y for 3 days, but • Patron Status z can take Item Status y for 14 days. • Two sets of due date/hour are defined there: • for regular, non-requested, items • for requested items. *tab16 Circulation

37. Due dates Modification • You may change the due dates for • a specific patron/item combination • all current loans • a specific loan. Circulation

38. Changing Due Dates for a Specific Combination • The system calculates due dates daily for each combination of Item Status/Patron Status (optionally taking into account days on which the library is closed). • The daily results of that calculation may be viewed under the Active Due Datesnode in Loan Navigation Tree Tab. • Choose a sublibrary, and the Active Due Dates definitions for that sublibrary will display. Circulation

39. Changing Due Dates for a Specific Combination • You may override any calculated due date using the form in the lower pane. There are two date/hour options: for non-requested, and for requested items. Due date/hour for requested items Circulation

40. Changing Due Dates for All Current Loans • To change due dates for all current loans, select ALEPH/Dates/Change due dates of current loans • Indicate the range (from/to) of due dates to be amended, and the new due date to apply for these loans. For due dates falling after this date, and for due dates falling before this date Amend original due date to this date Circulation

41. The Loan Process • To loan an item, open the Loan Navigation Tree Tab: • Enter the patron’s ID Number. • The system will run checks as above. • If a problem exists, it will be listed in the lower pane. • If the librarian has ‘override’ privileges, s/he may proceed. If not, loan cannot take place. • Enter the item’s Barcode: • The loan transaction will be completed when the item details display in the Loan Session tab of the lower pane. • Continue with item barcodes, one by one, if applicable. • End the session with the current patron. Circulation

42. Loan Checks • When loaning an item, the system checks both the patron and the item to verify that the loan can take place. • The system checks to be sure that the patron: • has the right to borrow the item; • has a registration that has not expired; • has no delinquency codes; • has no overdue items or fines; • has not reached his limit of items that may be checked out. • The system checks to be sure that the item: • may be borrowed; • has no hold requests. Circulation

43. Loan Checks • Any problems with the loan will be listed in the lower pane, under the 2. Blocks tab: • “Override” • if you have ‘override’ privileges, you may be able to override problems such as those listed above, otherwise the problem must be rectified first. The button will not be active if no override privileges exist. • “Cancel Loan” to cancel this loan transaction. Circulation

44. Loan Checks • Table setup decides which problems, and at what severity, will stop a patron from taking out a loan. • Example 1: • A patron has 5 books overdue. • According to her Patron Status, she’s only allowed a maximum of 3 overdue books before being blocked from further loans. •  The loan will be stopped. Circulation

45. Loan Checks • Example 2: • A patron owes the library $35. • According to his Patron Status, the maximum amount he’s allowed to owe is $20. • The loan will be stopped. • Example 3: • A patron has a Patron Status which does not allow her lending rights in the particular sublibrary. •  The loan will be stopped. • Example 4: • A patron tries to loan a book whose Item Status does not allow its lending. •  The loan will be stopped. Circulation

46. The Loan Navigation Tree Tab Cash payment area Patron information area Session/history/ active due dates tree Loan/loan blocks area Circulation

47. The Loan Navigation Tree Tab - Options • “Print Session” to print a loan receipt which details all transactions in the current session. • “Change Date” • to change the due date for the loan selected in the Loan Session tab of the lower pane. • “Loan Notes” • add up to 2 notes to be attached to the selected loan. • “Letter” • to print a letter/form for the patron – select from a list of available formats. Circulation

48. The Loan Navigation Tree Tab - Options • “New Cash” to register a new, ad hoc, cash transaction for the patron (debit or credit). You may choose from a selection of standard transaction types and rates, or enter a different amount. Circulation

49. The Loan screen • “Pay Cash” • If the patron wishes to pay all of his/her debt as appearing in the Pay field, click “Pay Cash”. • If they wish to pay only part of their debt, enter that amount in the Pay field and click “Pay Cash”. • A cash receipt will be printed in either case. • “Patron’s Cash” • To move directly to the patron’s cash information (in the Patron Navigation Tree Tab). Circulation

50. Loan history • To view the workstation’s loan history, open the History node in the Navigation Tree Tab. • The Loan History is per current workstation only: Circulation