Circulating Items ----------------- Check Out (F1) ~~~~~~~~~~~~~~ Regular Items ^^^^^^^^^^^^^ 1) To check out an item press *F1*, click *Check Out* on the Circulation toolbar, or select *Circulation* -> *Check Out Items*. image::media/checkout_menu.png[] 2) Scan or enter patron's barcode and click *Submit* if entering barcode manually. If scanning, number is submitted automatically. image::media/retrieve_patron.png[] 3) Scan or enter item barcode manually, clicking *Submit* if manual. image::media/checkout_item_barcode.png[] 4) Due date is now displayed. image::media/due_date_display.png[] 5) When all items are scanned, hit the *F1* key or click the *Check Out* button on the Circulation toolbar to generate slip receipt or to exit patron record if not printing slip receipts. Pre-cataloged Items ^^^^^^^^^^^^^^^^^^^ 1) Go to patron's *Check Out* screen by clicking *Circulation* -> *Check Out Items*. 2) Scan the item barcode. 3) At prompt, click *Pre-Cataloged*. image::media/pre_cat_alert.png[] 4) Enter required information and click *Check Out*. image::media/precat.png[] [TIP] On check-in, Evergreen will prompt staff to re-route the item to cataloging. Due Dates ^^^^^^^^^ Circulation periods are pre-set. When items are checked out, due dates are automatically calculated and inserted into circulation records if the *Specific Due Date* checkbox is not selected on the Check Out screen. The *Specific Due Date* checkbox allows you to set a different due date to override the pre-set loan period. Before you scan the item, select the *Specific Due Date* checkbox. Use the calendar widget to select a date. Or click in day, month or year, then use the up or down arrows to make the change or simply delete the data, then enter again. Time is used for hourly loan only. This date applies to all items until you change the date, de-select the *Specific Due Date* checkbox, or quit the patron record. image::media/specify_due_date1.png[] image::media/specify_due_date2.png[] Check In (F2) ~~~~~~~~~~~~~ Regular check in ^^^^^^^^^^^^^^^^ 1) To check in an item, select *Circulation -> Check In Items*, click *Check In* on the Circulation toolbar, or press *F2*. image::media/check_in_menu.png[] 2) Scan item barcode or enter manually and click *Submit*. image::media/checkin_barcode.png[] 3) If there is an overdue fine associated with the checkin, an alert will appear at the top of the screen with a fine tally for the current checkin session. To immediately handle fine payment, click the alert to jump to the patron's bill record. image::media/overdue_checkin.png[] Backdated check in ^^^^^^^^^^^^^^^^^^ This is useful for clearing a book drop. 1) To change effective check-in date, select *Circulation* -> *Check In Items*, or press *F2*. Use the calendar widget to choose the effective date. image::media/backdate_checkin.png[] 2) The top green bar changes to red. The new effective date is now displayed in the header. image::media/backdate_red.png[] 3) Move the cursor to the *Barcode* field. Scan the items. When finishing backdated check-in, change the *Effective Date* back to today's date. Backdate Post-Checkin ^^^^^^^^^^^^^^^^^^^^^ After an item has been checked in, you may use the Backdate Post-Checkin function to backdate the check-in date. 1) Select the item on the Check In screen, click Actions for Selected Items -> Backdate Post-Checkin. image::media/backdate_post_checkin.png[] 2) Use the calendar widget to select an effective check-in date. Click Apply. Overdue fines, if any, will be adjusted according to the new effective check-in date. image::media/backdate_post_date.png[] Checkin Modifiers ^^^^^^^^^^^^^^^^^ At the right bottom corner there is a *Checkin Modifiers* pop-up list. The options are: - Ignore Pre-cat Items: no prompt when checking in a pre-cat item. Item will be routed to Cataloging with Cataloging status. - Suppress Holds and Transit: item will not be used to fill holds or sent in transit. Item has Reshelving status. - Amnesty Mode/Forgive Fines: overdue fines will be removed if already created or not be inserted if not yet created (e.g. hourly loans). The fines are removed with an account_adjustment payment type. - Auto-Print Hold and Transit Slips: slips will be automatically printed without prompt for confirmation. These options may be selected simultaneously. The selected option is displayed in the header area. image::media/checkin_options.png[] Renewal and Editing the Item's Due Date ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ Checked-out items can be renewed if your library's policy allows it. The new due date is calculated from the renewal date. Existing loans can also be extended to a specific date by editing the due date or renewing with a specific due date. Renewing via a Patron's Account ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^ 1) Retrieve the patron record and go to the *Items Out* screen. image::media/items_out_click.png[] TIP: Add "Holds Count" from the column picker to quickly see whether an item to be renewed has holds. 2) Select the item you want to renew. *Click on Actions for Selected Items* -> *Renew*. If you want to renew all items in the account, click *Renew All* instead. image::media/renew_action.png[] 3) If you want to specify the due date, click *Renew with Specific Due Date*. You will be prompted to select a due date. Once done, click *Apply*. image::media/renew_specific_date.png[] [TIP] Renewal can also be done on the *Item Status* screen. See the section called <> for more information. Renewing by Item Barcode ^^^^^^^^^^^^^^^^^^^^^^^^ 1) To renew items by barcode, select *Circulation* -> *Renew Items* or press *CTRL-F2*. 2) Scan or manually entire the item barcode. image::media/renew_item.png[] 3) If you want to specify the due date, click *Specific Due Date* and select a new due date from the calendar. image::media/renew_item_calendar.png[] Editing Due Date ^^^^^^^^^^^^^^^^ 1) Retrieve the patron record and go to the *Items Out* screen. 2) Select the item you want to renew. Click on *Actions for Selected Items* -> *Edit Due Date*. image::media/edit_due_date_action.png[] 3) Select a new due date in the pop-up window, then click *Apply*. [TIP] You can select multiple items by pressing down the CTRL key on your keyboard and clicking each items you want to edit. [NOTE] Editing a due date is not included in the renewal count. Marking Items Lost and Claimed Returned ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ Lost Items ^^^^^^^^^^ 1) To mark items Lost, retrieve patron record and click *Items Out*. 2) Select the item. Click on *Actions for Selected Items* -> *Mark Lost (by Patron)*. image::media/mark_lost.png[] 3) The lost item now displays in the *Other/Special Circulations section of the patron record, unless otherwise customized through the Items Out display setting available in the Library Settings Editor. image::media/lost_cr_section.png[] 4) The lost item also adds to the count of *Lost* items in the patron summary on the left (or top) of the screen. image::media/patron_summary_checkouts.jpg[] [NOTE] .Lost Item Billing ======================== - Marking an item Lost will automatically bill the patron the replacement cost of the item as recorded in the price field in the item record, and a processing fee as determined by your local policy. If the lost item has overdue charges, the overdue charges may be voided or retained based on local policy. - A lost-then-returned item will disappear from the Items Out screen only when all bills linked to this particular circulation have been resolved. Bills may include replacement charges, processing fees, and manual charges added to the existing bills. - The replacement fee and processing fee for lost-then-returned items may be voided if set by local policy. Overdue fines may be reinstated on lost-then-returned items if set by local policy. ======================== Refunding and Clearing Negative Balances ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^ If an item is returned after a lost bill has been paid, there may be a negative balance on the bill. See ... for more information on settings that affect negative balances. See <> for more information on clearing that balance. Claimed Returned Items ^^^^^^^^^^^^^^^^^^^^^^^ 1) To mark an item Claimed Returned, retrieve the patron record and go to the *Items Out* screen. 2) Select the item, then select *Actions for Selected Items* -> *Mark Claimed Returned* from the dropdown menu. image::media/mark_claims_returned.png[] 3) Select a date and click *Apply*. image::media/claimed_date.png[] 4) Any overdue fines associated with the transaction will now be based on the Claimed Returned date. 5) The Claimed Returned item now displays in the *Other/Special Circulations* section of the patron record, unless otherwise customized through the Items Out display setting available in the Library Settings Editor. image::media/lost_cr_section.png[] 6) The Claimed Returned item adds to the count of Check Outs that are Claimed Returned in the patron summary on the left (or top) of the screen. It also adds to the total *Claims-returned Count* (including those that are current Check Outs and those that have since been returned) that is displayed when editing the patron's record. image::media/patron_summary_checkouts.jpg[] [NOTE] .More on Claimed Returned Items ==================================== - The date entered for a Claimed Returned item establishes the fine. If the date given has passed, bills will be adjusted accordingly. - When a Claimed Returned item is returned, if there is an outstanding bill associated with it, the item will not disappear from the *Items Out* screen. It will disappear when the outstanding bills are resolved. - When an item is marked Claimed Returned, the value in *Claims-returned Count* field in the patron record is automatically increased. Staff can manually adjust this count by editing the patron record. - Marking a lost transaction Claimed Returned will not remove a lost item billing or lost item processing fee unless the _Void lost item billing when claims returned_ and/or the _Void lost item processing fee when claims returned_ settings are enabled. Both settings are available via the Library Settings editor. ==================================== Enhancements to Items Out ^^^^^^^^^^^^^^^^^^^^^^^^^ By default, the *Items Out* interface in the patron's account is divided into two sections beneath the patron information: *Items Out* and *Other/Special Circulations*. In previous versions of Evergreen, all circulations appeared in the *Items Out* portion of the interface except for those marked LOST, LONGOVERDUE, or CLAIMSRETURNED, which appeared in the *Other/Special Circulations* portion of the interface. This enhancement enables you to customize the placement of items in the LOST, LONGOVERDUE, or CLAIMSRETURNED statuses in the top or bottom list. The value of this enhancement includes increased control over and organization of the Items Out interface. 1) Three new org unit settings enable you to control the placement of these items. To access these settings, click *Admin* -> *Local Administration* -> *Library Settings Editor*, and search for the following settings: * Items Out Lost Display Setting * Items Out Long-Overdue Display Setting * Items Out Claims Returned Display Setting The value for each setting is a numeric code describing the list in which the circulation should be placed when the item is checked out, and whether the circulation should appear in the bottom list when checked in, regardless of the state of the transaction. For example, an item may be checked in but the circulation may remain open because fees or fines are owed by the patron. 2) Enter the appropriate value, and click *Update setting*. 1 = Top list, then bottom list 2 = Bottom list, then bottom list 5 = Top list, then do not display 6 = Bottom list, then do not display To Hide the bottom list entirely, set the value for all special statuses to "5". Note that if all of the special statuses are hidden, then the interface more accurately represents a patron's items out instead of a combination of items out and items with special circumstances. Alternatively, if all items out and items with special statuses display in the top list, then the bottom list is hidden, and more screen space exists to display a patron's items out. Mark an Item Long Overdue ~~~~~~~~~~~~~~~~~~~~~~~~~ *Marking an item Long Overdue* Once an item has been overdue for a configurable amount of time, Evergreen can mark the item long overdue in the borrowing patron’s account. This will be done automatically through a Notification/Action Trigger. When the item is marked long overdue, several actions will take place: . The item will go into the status of “Long Overdue” . The item will be moved to the “Lost, Claimed Returned, Long Overdue, Has Unpaid Billings” section of the Items Out screen in the patron’s account . The accrual of overdue fines will be stopped Optionally the patron can be billed for the item price, a long overdue processing fee, and any overdue fines can be voided from the account. Patrons can also be sent a notification that the item was marked long overdue. image::media/long_overdue1.jpg[Patron Account-Long Overdue] *Checking in a Long Overdue item* If an item that has been marked long overdue is checked in, an alert will appear on the screen informing the staff member that the item was long overdue. Once checked in, the item will go into the status of “In process”. Optionally, the item price and long overdue processing fee can be voided and overdue fines can be reinstated on the patron’s account. If the item is checked in at a library other than its home library, a library setting controls whether the item can immediately fill a hold or circulate, or if it needs to be sent to its home library for processing. image::media/long_overdue2.jpg[Long Overdue Checkin] *Notification/Action Triggers* Evergreen has two sample Notification/Action Triggers that are related to marking items long overdue. The sample triggers are configured for 6 months. These triggers can be configured for any amount of time according to library policy and will need to be activated for use. * Sample Triggers ** 6 Month Auto Mark Long-Overdue—will mark an item long overdue after the configured period of time ** 6 Month Long Overdue Notice—will send patron notification that an item has been marked long overdue on their account *Library Settings* The following Library Settings enable you to set preferences related to long overdue items: * *Circulation: Long-Overdue Check-In Interval Uses Last Activity Date* —Use the long-overdue last-activity date instead of the due_date to determine whether the item has been checked out too long to perform long-overdue check-in processing. If set, the system will first check the last payment time, followed by the last billing time, followed by the due date. See also circ.max_accept_return_of_longoverdue * *Circulation: Long-Overdue Items Usable on Checkin* —Long-overdue items are usable on checkin instead of going "home" first * *Circulation: Long-Overdue Max Return Interval* —Long-overdue check-in processing (voiding fees, re-instating overdues, etc.) will not take place for items that have been overdue for (or have last activity older than) this amount of time * *Circulation: Restore Overdues on Long-Overdue Item Return* * *Circulation: Void Long-Overdue item Billing When Returned* * *Circulation: Void Processing Fee on Long-Overdue Item Return* * *Finances: Leave transaction open when long overdue balance equals zero* —Leave transaction open when long-overdue balance equals zero. This leaves the lost copy on the patron record when it is paid * *Finances: Long-Overdue Materials Processing Fee* * *Finances: Void Overdue Fines When Items are Marked Long-Overdue* *Permissions to use this Feature* The following permissions are related to this feature: * COPY_STATUS_LONG_OVERDUE.override ** Allows the user to check-in long-overdue items thus removing the long-overdue status on the item In-house Use (F6) ~~~~~~~~~~~~~~~~~ 1) To record in-house use, select *Circulation* -> *Record-In House Use*, click *Check Out* -> *Record In-House Use* on the circulation toolbar , or press *F6*. image::media/record_in_house_action.png[] 2) To record in-house use for cataloged items, enter number of uses, scan barcode or type barcode and click *Submit*. image::media/in_house_use.png[] [NOTE] The statistics of in-house use are separated from circulation statistics. The in-house use count of cataloged items is not included in the items' total use count. [[itemstatus]] Item Status (F5) ~~~~~~~~~~~~~~~~ The Item Status screen is very useful. Many actions can be taken by either circulation staff or catalogers on this screen. Here we will cover some circulation-related functions, namely checking item status, viewing past circulations, inserting item alert messages, marking items missing or damaged, etc. Checking item status ^^^^^^^^^^^^^^^^^^^^ 1) To check the status of an item, select *Search* -> *Search for copies by Barcode* or *Circulation* -> *Show Item Status by Barcode*; click the *Item Status button* on the circulation or cataloging toolbar; or press *F5*. image::media/item_status_menu.png[] 2) Scan the barcode or type it and click *Submit*. The current status of the item is displayed with selected other fields. You can use the column picker to select more fields to view. image::media/item_status_barcode.png[] 3) Click the *Alternate View* button, and the item summary and circulation history will be displayed. image::media/item_status_altview.png[] 4) Click *List View* to go back. image::media/item_status_list_view.png[] [NOTE] If the item's status is "Available", the displayed due date refers to the previous circulation's due date. [TIP] Upload From File allows you to load multiple items saved in a file on your local computer. The file contains a list of the barcodes in text format. To ensure smooth uploading and further processing on the items, it is recommended that the list contains no more than 100 items. Viewing past circulations ^^^^^^^^^^^^^^^^^^^^^^^^^^ 1) To view past circulations, retrieve the item on the *Item Status* screen as described above. 2) Select *Actions for Selected Items* -> *Show Last Few Circulations*. image::media/last_few_circs_action.png[] 3) The item's recent circulation history is displayed. image::media/last_few_circs_display.png[] 4) To retrieve the patron(s) of the last circulations, click the *Retrieve Last Patron* or the *Retrieve All These Patrons* button at the bottom of the above screen. Patron record(s) will be displayed in new tab(s). [TIP] The number of items that displays in the circulation history can be set in Local *Administration* -> *Library Settings Editor*. [NOTE] You can also retrieve the past circulations on the patron's Items Out screen and from the Check In screen. Marking items damaged or missing and other functions ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^ 1) To mark items damaged or missing, retrieve the item on the *Item Status* screen. 2) Select the item. Click on *Actions for Selected Items* -> *Mark Item Damaged * or *Mark Item Missing*. image::media/mark_missing_damaged.png[] [NOTE} Depending on the library's policy, when marking an item damaged, bills (cost and/or processing fee) may be inserted into the last borrower's account. 3) Following the above procedure, you can check in and renew items by using the *Check in Items* and *Renew Items* on the dropdown menu. Item alerts ^^^^^^^^^^^ The *Edit Item Attributes* function on the *Actions for Selected Items* dropdown list allows you to edit item records. Here, we will show you how to insert item alert messages by this function. See cataloging instructions for more information on item editing. 1) Retrieve record on *Item Status* screen. 2) Once item is displayed, highlight it and select *Actions for Selected Items* -> *Edit Item Attributes*. 3) The item record is displayed in the *Copy Editor*. image::media/copy_edit_alert.png[] 4) Click *Alert Message* in the *Miscellaneous* column. The background color of the box changes. Type in the message then click *Apply*. image::media/copy_alert_message.png[] 5) Click *Modify Copies*, then confirm the action.