From dfae60d7a6581d9909db49a9bff178e3bf9f29e7 Mon Sep 17 00:00:00 2001 From: Robert Soulliere Date: Thu, 5 Aug 2010 14:49:32 -0400 Subject: [PATCH] Add Cataloging.xml and Circulation.xml. --- 1.6/stafftasks/cataloging.xml | 509 +++++++++++++++++++++ 1.6/stafftasks/circulation.xml | 803 +++++++++++++++++++++++++++++++++ 2 files changed, 1312 insertions(+) create mode 100644 1.6/stafftasks/cataloging.xml create mode 100644 1.6/stafftasks/circulation.xml diff --git a/1.6/stafftasks/cataloging.xml b/1.6/stafftasks/cataloging.xml new file mode 100644 index 0000000000..4a58e7e16e --- /dev/null +++ b/1.6/stafftasks/cataloging.xml @@ -0,0 +1,509 @@ + + + + Cataloguing + + This chapter explains the cataloguing procedures carried out from the staff client. + + +
+ Locating Records +
+ Search + Search functionality may be functioned through: + + CatalogingSearch the Catalog + Searchthe Catalog + Presss F3 + + + Specialized search functionality for catalogers is located on the left-hand side of the search screen (Quick Search). + + Enter search criteria. + Click Submit. + Click on the title link for the desired record. + The complete record will display in the OPAC view. + Use the Actions for this Record dropdown menu to manipulate the record. + + Use ocn as a prefix for nine digit OCLC numbers. (e.g. ocn123456789) + Use ocm as a prefix for OCLC numbers that are eight digits or shorter. Evergreen will automatically prefix the number with zeros so that it is nine digits. + (e.g. ocm01234567, or ocm00123456) + Do not use hyphens when searching by LCCN. Substitute a 0 in place of the hyphen. (e.g. 2001001234) +
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+ MARC Expert Search + Located beneath the “Quick Search” box on the catalog search screen. + + Enter tag definitions and search criteria. + Click Submit. + Search multiple tags by clicking Add Row. + Click the title link to display the full record. + + To set default record views for a username, select Actions for this Record Set bottom interface as + Default. +
+
+ Adding and Editing Items +
+ Adding Hldings to Title Rcords + + To add local volume and copy information to a record: + Retrieve an existing bibliographic record. + Actions for this Record->Holdings Maintenance. + The Record opens in “record summary” view. To display existing volume and copy records, check the boxes for “Show Volumes” and “Show Items.” + These boxes are “sticky” and will remain checked for the login until manually de-selected. + + Highlight the appropriate library from the display. + Actions for Selected Rows -> Add Volumes. + Use Tab or Enter to move through the displayed fields (# of volumes, call number, copies, and barcodes). + New boxes will display after Enter or Tab is selected. If a call number exists in the MARC record, use Apply to bring it in to the volume + record. + After entering the barcode number(s), click Edit then Create. + The Copy Editor opens in a new window. Move through the fields to edit information as necessary. Click Apply on every edit. + When finished, click Create Copies. + + New items are assigned a status of In Process. Items must be checked in to become Available. Alternatively, use Edit Item Attributes from the Actions for Selected + Rows to change statuses to Available once records have been created and saved to database. The creation and use of item record templates is recommended. +
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+ Copy Alerts and Notes +
+ Copy Alerts + Copy alerts are useful alerts for physical item copies. + Staff must be granted permission to override alerts at checkout or checkin. + + Creating copy alerts: + Searchfor copies by Barcode. + Enter an item barcode. + Select the row. + Actions for Selected Items Edit Item Attributes. + Click in the alert message box and enter text. + Click Apply. + Click Modify Copies. + + Copy alerts must be manually removed. Follow the same process, but delete the text in the Alert Message box, to remove copy alerts. + + Adding or removing copy alerts to or from multiple items: + Retrieve items to the Item Status screen. + Select all items to be changed by highlighting the first item in the list, holding down the Shift key, and clicking on the last item. Select several, non-sequential items, by holding down the Ctrl key and clicking on the required items. + Continue to Edit Item Attributes, as above. + +
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+ Viewing Copy Alerts + Copy alerts may be viewed from the Item Status screen, at checkin, and at checkout. + To view alerts from the Item Status, enter the barcode number. Select the item and click Actions for Selected + Items Show Item Details. + To view alerts from the Item Status, enter the barcode number. Select the item and click Actions for Selected Items + Show Item Details. + The copy alert will display automatically at checkout and checkin. +
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+ Copy Notes + Copy notes are informational only. They may be internal or made available to the public in the OPAC. + + Accessing Copy Notes From the Copy Editor: + Click Copy Notes. + If a note exists, it will display with a yellow background. + Click Add Note to create a new copy note. Select the Public checkbox to make the note visible in + the OPAC. + Click Add Note to display the new note. + Use the Delete This Note button to remove a note from a copy record. + +
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+ Adding New Bibliographic Records + Evergreen allows new bibliographic records to be added to the database through Z39.50 searching, MARC record file uploads, and original cataloging. +
+ Importing MARC Records via the Z39.50 Interface + + To access Z39.50: + Cataloging Import Record from Z39.50 + Select single or multiple pre configured Z39.50 targets from the list. Only subscription services require logins. Once databases have + been selected, click Save as Default to save the services to be searched and any usernames/passwords. These will be automatically selected the next + time the Z39.50 screen is opened. + Fill in search criteria for the item and click Search. + active search fields will adjust to the selected targets. Keyword and Subject will only be active if the local catalog is selected. If multiple + targets are selected for a search, an active box may apply to only one target. + Search results display in the bottom pane. To view long lists of results, use Hide Top Pane to view the results. Information about + each record retrieved appears on a separate summary line, with various columns of information. + The Service column indicates where the record was found. If nativeevergreen-catalog is listed in the service + column, the record is already in the Evergreen database. + From this screen users may: + + Retrieve further results, if applicable + View MARC records + Export MARC records + Import or overlay MARC records + + + +
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+ Importing Records + + To access Z39.50: + Highlight the record and click MARC Editor for Import. + The record opens in the MARC Editor. Edit fixed and bibliographic fields. + When finished, click Import Record. + Click OK. + If Fast Item Add was used, the copy editor will display. Make necessary adjustments and click Create Copies. + The record will display in the catalog view. + If you did not utilize Fast Item Add as described above, you may now attach holdings as described in Adding holdings to title records. + + Select Fast Item Add to input the call number and barcode data from this screen. This box is + sticky for the login. +
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+ Uploading MARC files + Title records that do not already exist in the Evergreen database may be uploaded directly to the catalog through vendor-supplied MARC files. Multiple title records + can be uploaded and added at the same time. + + To upload MARC files: + Cataloging MARC Batch Import/Export. + The MARC File Upload page opens and displays the Import Records form. + Complete the form, creating a new Upload Queue. + + + Select Auto-Import Non-Colliding Records to automatically import MARC records from the file, if they are not already + in the Evergreen database. + Leave Select a Record Source defaulted to the OCLC setting. + Click Browse... to choose the source MARC file. + Click Upload. + + + Details from the file upload will appear. By default Limit to Non-Imported Records is selected and the table only displays MARC + records that conflict with others already in Evergreen. You may click Matches to view the conflicting Evergreen records. If the matched records + are not true matches, it is still possible to upload the selected records using the Actions drop-down menu. + The Import Attached Holdings option requires additional server configuration. + +
+
+ Creating New MARC Records + New MARC records may be created in Evergreen using MARC templates. For detailed information on MARC standards, visit the Library of Congress website: + http://www.loc.gov/marc/ + + To access MARC templates: + Cataloging Create New Marc Record. + The MARC Template screen will open. + Select the appropriate template and click Load. + A blank MARC record will load. + Complete the MARC record according to library policy. Tags and subfields may be added or deleted as required (right click on a field to view + available options). + If the Fast Item Add box is selected, enter a call number and barcode. + + Click Create Record. + The record is created and will open in the current default view. Holdings may now be added. + If the Fast Item Add box was selected, the copy editor will open after Create Record is clicked. + +
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+ Working with the MARC Editor + The MARC Editor allows MARC tags, sub-fields, and indicators to be edited. + OPAC icons for text, moving pictures and sound rely on correct MARC coding in the leader and the 008, as do OPAC search filters such as publication date, item type, or + target audience. Bibliographic matching and de-duplicating also rely on correct MARC coding and consistency in use and content in particular MARC tags. +
+ Editing MARC Records + + To access the MARC Editor: + Retrieve the record. + Actions for this Record MARC Edit. + The MARC record will display. + + + Select Stack subfields to alter subfields display. + Right click into a tag field to add/remove rows or replace tags. + To work with the data in a tag or indicator, click or Tab into the required field. Right click to + view acceptable tags or indicators. + + + When finished, click Save Record. + Click OK. + + The MARC Editor may be navigated using keyboard shortcuts. Click Help to see the shortcut menu from within the MARC Editor. +
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+ MARC Record Leader and MARC fixed field 008 + Parts of the leader and the 008 field can be edited in the MARC Editor via the fixed field editor box displayed above the MARC record. Information about the leader and + the 008 can be found on the Library of Congress’s MARC Standards page at http://www.loc.gov/marc/. + + To edit: + Retrieve and display the appropriate record in MARC Edit view. + Click into any box displayed in the fixed field editor. + Press Tab or use the mouse to move between fields. + Click Save Record. + Click OK to save record edits. + The OPAC icon for the appropriate material type will display. + + The MARC Editor may be navigated using keyboard shortcuts. Click Help to see the shortcut menu from within the MARC Editor. +
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+ Overlaying MARC Records + Overlaying a MARC record replaces an existing MARC record while leaving all holdings, holds, active circulations, bills, and fines intact. + In Evergreen, a record must be marked for overlay. The mark for overlay is by login. Only one record at a time may be marked for overlay. When another + record is marked for overlay, the previously marked item is de-marked. Once a record is marked, it remains marked until overlaid or until the user logs out + of Evergreen. + + Marking a Record for Overlay + Search for and retrieve a record for overlay. + Select Actions for this Record Mark for Overlay. Record is now + marked. + + + Overlaying the Marked Record + Once the record is marked for overlay, proceed to search for and import the new record from a Z39.50 target. + Select Cataloging Import Record from Z39.50. + Choose targets and enter search terms. + Click MARC Editor for Overlay. The TCN of the Evergreen record marked for overlay is displayed. + The record displays in MARC Edit view. Edit the record as necessary. + Click Overlay Record. + The existing record will display along with a prompt to confirm the overlay. Panes may be moved to view the record in entirety, if required. + Click Overlay. + Confirm the overlay. The record in Evergreen is overlaid with the new MARC record. All preexisting holdings remain intact. + +
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+ Cataloging Templates + This section explains creating, using, exporting, and importing item record templates for cataloging. Use of templates enhances item creation and helps ensure + consistency in record format in the database. + + Creating Item Templates + Search for and retrieve a record. + Select Actions for this Record Holdings Maintenance. + Select an item record in list and click Actionsfor Selected Rows Edit Item Attributes. + + The Copy Editor will open. Select the required template attributes by moving through fields and clicking Apply + for every edit. + Click Save when edits are complete. + Enter a template name at the prompt + Click OK. + The template is now saved. Click OK. + This template may now be selected from the drop down menu. + Click Close to exit the Copy Editor. + + Once item templates have been created, they may be employed when items are added to the database. + + Using Item Templates + Retrieve a record and display volumes. + Select the appropriate volume. + Actions for this Row Add Items. + Enter the number of copies and barcode(s). + Click Edit then Create to open the Copy Editor. + Choose the appropriate template from the drop down menu. + Click Apply. + Make edit as necessary. When finished, click Create Copies. + Items are created. + Click OK. + + Saved templates are only viewable by the login that created them. Templates must be exported in order to share templates amongst staff members. + + Exporting Item Templates + Click Export in the top left hand corner of the Copy Editor. This will export all templates for the user. + Select where the template should be saved on the workstation, name the file, and click Save. + Click OK. + + + Importing Templates + Click on Import in the top left hand corner of the Copy Editor. + Navigate to the file’s location, select the file and click Open. + Click OK. + +
+
+ Buckets + The Buckets function in Evergreen groups records together and allows for batch changes and the creation of pull lists. + Batch changes allow many records to be grouped together for changes to be enacted on them all at once, instead performing individual edits. Buckets allow materials to be + tracked and worked by multiple staff members. + Possible bucket uses include batch editing/deleting and grouping like records (e.g. Christmas items) to temporarily change their statuses. Buckets may also be used to + create bibliographies and/or pull lists. + Buckets are useful to group records together over a period of time. Evergreen’s bucket functionality allows records to be added to new or existing buckets where they remain + until they are manually ungrouped. An item’s location in a bucket does not affect normal library functions such as circulation. Being in a bucket is not an item status. + Buckets may be shared or private and are associated with a login. + When working with buckets, it is important to ensure that record type corresponds with bucket type. Copy records may not be added to bibliographic + record buckets and vice versa. + Buckets may be created independently of accessing records or they may be created from a record view. + + Creating Record Buckets Independent of Any Record + Cataloging Manage Record Buckets. + Bucket Actions New Bucket. + Name the bucket and click OK. + Confirm the action. + The Bucket View changes to display the new bucket as the active bucket. The bucket is numbered and the creating owner is + identified. + All buckets created by this login are available in the drop down menu. + + + Creating Record Buckets from Within a Record + Search for, retrieve, and display the desired bibliographic record. + Choose Actions for this Record Add to Bucket. + Select Add to New Bucket. + Name the bucket and click OK. The results are the same as creating a bucket using the steps above. + + Once a bucket has been added, records may be added to it. + + Adding Records to Buckets + Search for, retrieve, and display the desired bibliographic record. + Choose Actions for this Record Add to Bucket. + Select the appropriate bucket and click Add to Selected Bucket. + To confirm this action, go back to the Record Bucket tab. The bucket now contains the record. + Continue to add records, if required. + + + To work from within the Buckets module: + Choose Cataloging Manage Record Buckets. + Select the Record Query tab on the left side of the screen. + Select the appropriate bucket and click Add to Selected Bucket. + Use Add All to Pending Records or select individual records and Add Selected to Pending Records. + Select the Pending Records tab. + Click Add All to current Bucket or Add Selected to current Bucket. + + + + The column picker allows the data display to be manipulated within the bucket. + Clicking on List Actions Save List CSV to File exports all column headers and + displayed data to the workstation in a text file format. + This feature may be used to create bibliographies or similar lists. + Clicking on List Actions Print List CSV prints column headers and + displayed data. + + +
+ Adding Copy Records to Copy Buckets + While creating copy buckets is similar to creating record buckets (simply choose Copy Buckets in the menu choice), there are significant differences in adding copy + records to a bucket. Records must be added to copy buckets from the copy record level. This may be done from several locations within the Evergreen client. + + From the Holdings Maintenance Record Summary screen: + Select the required record and choose Actions for Selected Rows Add Items to Buckets + . + Add the record to an existing bucket or create a new bucket on the fly. + The copy record is now in the selected bucket. The displayed data differs slightly from the Record Bucket view. + + + From the Item Status (<keycap>F5</keycap>) screen: + Select the required record(s) and choose Actions for Catalogers Add Items to Buckets + or choose Actions for Selected Items Add to Item Bucket + . + Select the desired bucket and click Add to Selected Bucket or Create a New Bucket. + + + From within the Copy Buckets module: + Enter item barcode(s) into the Pending Copies barcode box. + Click Submit. + Item(s) will display. + Use Add All or select the appropriate items and Add Selected to move items to the bucket displayed in the + bottom pane. + +
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+ Working with Records in a Bucket + Once records have been placed in a bucket, a variety of functions may be performed. + + To batch edit records: + Access the Copy Bucket view by choosing Edit Copy Buckets + . + Select the appropriate bucket from the drop down menu. + When the bucket is displayed click Edit Item Attributes. + The Copy Editor window opens. Note that all the barcodes, call numbers, and shelving locations display. + Make the desired edits. + Apply each change. + Click Modify Copies to save all changes. + Click OK. + The desired changes are made for all selected items. + + Use caution when using the Transfer to Specific Volume action. + + + Removing Records from Buckets + select the desired record. + Click Remove Selected from Bucket + + The same procedure is used for both Record and Copy Buckets + + Retrieving Shared Buckets + Access the copy or record bucket management screen as described above. + In drop down menu beside Choose a bucket… select Retrieve shared bucket. + Enter the desired bucket number and click OK. + The requested bucket now displays. The bucket number (assigned by Evergreen) and owner displays. + +
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+ Merging Bibliographic Records + A common application for the merge function in Evergreen is to replace brief records with full records. This is only necessary when a full record cannot be located + in a Z39.50 target. + Any volume and copy records or holds associated with the brief record will be transferred to the full record upon merging. + + To merge bibliographic records: + Create a bucket for the records you wish to merge. + Identify records to be merged and add them to the bucket. + Retrieve the bucket by selecting Edit Record Buckets + . + Click Merge All Records. + Select one record as the Lead Record. (Generally, the better quality, full record.) + Click Merge. + The brief record is subsumed by the full record. All of the volumes, copies and holds associated with the brief record are now attached to the full + record. + +
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+ Printing Spine and Pocket Labels + Copy buckets may be used to group items requiring labels. + + Locate the correct copy bucket: + Select Show Status. + Items display in the Item Status screen. + Select items requiring labels (hold the Ctrl key down and click the required items to select multiple items; if all items require labels, hold the + Shift key down while clicking the first and last items in the list). + Choose Actions for Selected Items Print Spine Labels + . + The Spine Labels screen will display. + Use the form on the left of the screen to modify spine and pocket label display. + Select Re-Generate to view changes. (Checkbox selections are saved for a login, but Re-Generate must be clicked to view these changes. + On line: selections are not saved.) + Click Available Macros to view auto-fill options for custom lines. + When finished, click Preview and Print. + From the Print Preview screen, select Print Page. + +
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+ Deleting Records + + Batch Deletions + Create a copy bucket for the items to be deleted (Cataloging Manage Copy Buckets + ; create a New Bucket + Enter the barcodes for the to-be-deleted items into the Pending Copies section of the Copy Buckets screen. + Add All of the items to the selected bucket. + Delete All from Catalog. + The Deleted? status for each item will change from No to Yes. + + When all items have been deleted from a bibliographic record, the bibliographic record is also deleted from the system. The record may still be retrieved through the client, + but will display as Deleted. These records will not display in the OPAC. + Individual item records may be deleted from the Holdings Maintenance screen. + + Deleting Individual Records + Highlight the item (barcode) to be deleted. + Select Actions for Selected Rows Delete Items + . + Confirm. + + If the deleted item was the last item attached to the MARC record, the MARC record will be automatically deleted. + Occasionally, a bibliographic record may need to be deleted (e.g. an incorrect record was imported to the system). + + Retrieve the record. + Choose Actions for this Record Delete Record + . + + + Restoring Records + Retrieve the record through the staff client. + Actions for this record Undelete Record. + Confirm the action by selecting the checkbox and Undelete in the resulting popup box. + +
+ diff --git a/1.6/stafftasks/circulation.xml b/1.6/stafftasks/circulation.xml new file mode 100644 index 0000000000..793bb90e92 --- /dev/null +++ b/1.6/stafftasks/circulation.xml @@ -0,0 +1,803 @@ + + + + Circulation + + This chapter presents explains the circulation procedures carried out from the staff client. + + +
+ Patron Records +
+ Searching Patrons + + + Search one field or combine. + Truncate search terms for more search results. + Include inactive patrons checkbox. + Limit results to patrons in dropdown. + + +
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+ Registering New Patrons + + + Mandatory fields = Red. + Save and clone user button: the contact info is copied into the next record. Records created using this method + are automatically grouped together with the original record and share the same address, which can only be edited in the original record. + Staff accounts can be added here just like patron accounts. + +
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+ Clone User from Existing Group Member + + Create a new patron record – and patron group member – by cloning an existing patron record: + Open patron record, click Other. + Select Group. + Highlight a group member to clone and right click. + Select Register a New Group Member by Cloning Selected Patrons. + A Register Patron Clone for Group tab will open displaying the Evergreen User Editor. + Enter required patron information. + Click Save User. + After saving the clone record, the User Editor reverts to another clone template; create additional family/group member records. + Close the Register Patron Clone for Group tab. + +
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+ Updating patron information + + Retrieve the patron record + Edit + Finish then click Save User. + Confirmation message, User updating is successful + +
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+ Extend Account Expiration Date + All patron accounts are set to expire in one year – this allows staff to verify patron contact information annually and update any out-of-date + information. + There is no warning that the account will soon expire. + Loans are NOT shortened if due date is after the account expiration date. + NO loans are possible until the account expiration date is extended. + + Access patron account, open Edit function tab. + Click 4. Groups and Permissions + At Account Expiration Date, highlight the year and type the new year + Click 7. Finish, click Save User + +
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+ Lost Library Cards + + Retrieve the patron record. + Click Mark Lost button. + FinishSave User. + + + + A lost card cannot be reinstated (A warning message will display; use the new card to retrieve the user’s + record) + +
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+ Resetting a Patron's Password + + Retrieve the record. + Click Reset Button next to password field + + + The existing password is not displayed in patron records for security reasons. + +
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+ Barring a Patron + + Select 4: Groups and Permissions. Select the Barred checkbox. + The Alert Message is required. + Click FinishSave User. + + Barring a patron from one library bars that patron from all consortium member libraries. + To unbar a patron, uncheck the Barred checkbox and remove the alert message. + Barred: Stops patrons from using their library cards; alerts the staff that the patron is banned/barred from the + library. The "check-out" functionality is disabled for barred patrons (NO option to override – the checkout window is unusable + and the bar must be removed from the account before the patron is able to checkout items).  These patrons may still log in to + the OPAC to view their accounts. + Blocked: Often, these are system-generated blocks on patron accounts.  Some examples: + + Patron exceeds fine threshold + Patron exceeds max checked out item threshold. + + + A notice appears when a staff person tries to checkout an item to blocked patrons, but staff may be given permissions + to override blocks. +
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+ Patron Alerts + There are two types of Patron Alerts: + + System-generated alerts: once the cause is resolved (e.g. patron's account has been renewed), the message + will disappear automatically. + + View from Messages or OtherDisplay Alerts and + Messages + + + + Staff-generated alerts: must be removed manually. – Yellow background in summary + To insert: + Edit Groups and Permissions + Alert Message field. + Finish and Save User. + + To remove: + Click Clear button under the Alert Message box. + Save the record. + + + + + A notice appears when a staff person tries to checkout an item to blocked patrons, but staff may be given permissions + to override blocks. +
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+ Patron Notes + See Notes message appears + Notes are strictly communicative and may made visible to the patron, via their account on the OPAC. + + To insert/remove a note: + Open a patron record, click Other + Select Notes. + Click Add New Note. + Select if notes will be visible for staff only, or visible to the patron when logged into My Account in the OPAC. + Add note Title and content. + Click Add Note + Click OK + To delete a note, go to Other Notes and use the + Delete This Note button under each note. + +
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+ Merging Patron Records + From the Patron Search screen: + Search by the terms shared by the two records + Select the two records to merge by pressing down the CTRL key and clicking each record. + Click Merge Patrons. + Select the record you want to keep by checking the radio button Lead Record above the appropriate record. + + Click the Merge Patrons button. + Once two records have been merged, the notes, bills, holds and outstanding items under the non-lead record + are brought to the lead record. Staff-inserted alert messages are not transferred. + + From the Patron Group screen: + Retrieve one of the two patron records you want to merge. Go to Other Group. + The patron record is displayed as a group member. Click Choose Action Move another patron to this + patron group. + At the prompt, scan or type the patron's barcode. Click OK. + Confirm the move by clicking the Move button on top of the screen. Click OK on the confirmation pop-up window. + + Both records are displayed as group members. Select both records by pressing the CTRL key and clicking each + record. Click Choose an Action->Merge Selected Patrons. + The merging records window pops up. Choose the lead record and continue to merge records as described in + Step 4. + The merged record will still show under group members. Both members point to the same patron + record. + +
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+ Circulating Items + Regular circulation: circulation of items in the regular collection. + Pre-cataloged circulation: circulation of items that have a barcode but have not yet been cataloged. These items + may be checked out and then sent to cataloging when returned. + Non-cataloged circulation: circulation of items that are not in the catalog and do not have a barcode. +
+ Check Out (<keycap>F1</keycap>) + Regular Items: + Click Check Out button or hit F1 to access Retrieve Patron by Barcode + Scan the patron barcode + Patron Account opens to the Check Out function tab + Scan or enter the item barcode. Click Submit or hit Enter (for manual entries). + Continue to scan barcodes until all items are charged. + When finished, click Done to generate a receipt or to exit patron record, if not printing slip receipts. + + +
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+ Pre-cataloged Items + Pre-cat items are those items that have yet to be added to the database or that have barcode labels, but are not attached to an existing bibliographic record. + ONLY use Pre-Cat Checkout as a last resort, such as when a patron brings the item to the desk from the shelf and MUST have it that day. Otherwise, + ask the patron to wait until you can have the item correctly processed. + + From the Check Out screen: + Scan the item barcode. + An alert will appear stating: Mis-scan or non-cataloged item. + To continue with check out, click Pre-cataloged. + Enter title and author information and click Checkout. + Item is added to the list of Check Outs + + Checking In Pre-cataloged Items + Scan the item barcode. + An alert will appear stating: "This item needs to be routed to Cataloging" + Click OK. + The item is added to the list of Check Ins, marked with: [barcode number] needs to be cataloged, Route To location = Cataloging and + Status = Cataloging + The item MUST be routed to your holdings maintenance staff to be added to the database before further + check outs. + +
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+ Non-cataloged Items + Non-cataloged items may be more familiar as Ephemeral items – they are those items that libraries do not wish to catalog, + but do wish to track for circulation statistics. + Items are checked out with a due date but when the due date expires, the items disappear from the + patron's record. + No fines accrue. + Circulation statistics are collected. + From the Check Out screen: + Click Check Out button or hit F1 to access Retrieve Patron by Barcode. + Scan patron barcode. + The Patron Account opens to Check Out function tab. + Click on Barcode to open the non-cataloged items selection list. + Click the type of item, such as Paperback Book; the box for the barcode will become grayed out and labeled + Non-cataloged. + Click Submit. + In the pop-up, enter the number of items being checked out. + Click OK. + The items are added to the Check Out list with a normal due date. + + Non-cataloged items do not appear in the list of items out unless you select that option. + Click OK. +
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+ Due Dates + Circulation periods are pre-set. When items are checked out, due dates are automatically calculated and + inserted into circulation records if the Due Date is set Normal on the Check Out screen. Different due dates + may be set to override this circulation period. + This process will allow staff to set a non-standard loan period prior to scanning the item in Check Out. + + Click Check Out button or hit F1 to Retrieve Patron. + Scan the patron barcode. + Scan the item barcode + In the box labeled Normal, select a pre-set loan period from the list; OR + Highlight Normal and type a specific date in YYYY-MM-DD format + The item is checked out with the special due date. + The special due date applies to all subsequent items until it is changed or the patron record is exited. + +
+
+ Check In (F2) + Regular check in: + Click Check In button or hit F2 to open Item Check In tab. + Scan item barcode. + Continue to scan barcodes until all items are discharged. + Close tab when done. + +
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+ Backdated Check In + Used for checking items in from bookdrops or for unexpected closings. + + Click the Check In button or hit F2. + Enter backdated date in the Effective Date field (YYYY-MM-DD format). + Click outside of the Effective Date field: the top green bar changes to red. The new effective + date displays at the top of the window. + Scan items. + When finishing backdated check-in, change the Effective Date back to the current + date or close tab. + +
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+ Renewal and Editing Item's Due Date + Checked-out items can be renewed according to library policy. The new due date is calculated from the renewal + date. Existing loans may be extended to a specific date by editing the due date. + + Renewal + Retrieve the patron record. + Items Out screen. + Select item(s) to renew. + Select Actions for Selected Items Renew. + To renew all items in the account, click Renew All. + To view the new due date, click Refresh. + + Renewal may also be done from the Items Status screen. See . + + Editing the Due Date + From the patron record, open Items Out tab + Highlight the item, right click, and select Edit Due Date + To update multiple items highlight the first item, press and hold Ctrl, highlight additional items + In the pop-up, enter the new due date. + Click OK. + Click Refresh to update the list. + + Select multiple items by pressing down the CTRL key and clicking each item to edit. + Editing the due date does not affect renewal count. +
+
+ Marking Items “Lost” and “Claimed Returned” + + + Lost Items + Retrieve the patron record. + Click Items Out tab. + Select appropriate item(s). + Select Actions for Selected Items Mark Lost (by Patron). + Refresh to reflect changes. Lost item(s) display in the Lost/Claimed Returned/Long Overdue + field. + + Marking an item lost will automatically bill the patron the replacement cost of the item, plus a + processing fee, as determined by local policy. If the cost is 0.00, a charge may be manually added to the bill. See the + section called for details + If the lost item is returned, the bill and payment (if bill has been paid) will not be cancelled/refunded automatically. + These bills must be dealt with manually, as per local policy. + + + <emphasis>Claimed Returned</emphasis> Items + Retrieve the patron record. + Click Items Out. + Select item(s). + Right click, and select Mark Claimed Returned. To update multiple items highlight the first item, + press and hold Ctrl, highlight additional items and select Mark Claimed Returned. + Enter a return date (YYYY-MM-DD format) and click OK. + The “Claimed Returned” item will display in the Lost/Claimed Returned/Long Overdue + field. + + + If the item is overdue and the claims returned date is before the original due date, the fines disappear. + If the item is overdue and the claims returned date is after the due date, the fines remain. + If you do not enter the date claimed returned, the item is moved to the Claimed returned list, but the fines are not stopped. + Items cannot be un-claimed returned except by checking in the item or marking it lost. + There is a Claims Returned Count in the Edit tab, Groups and Permissions section; this must be manually reset. + There are no alerts indicating claims returned items. + +
+
+ In-house Use (F6) + May be used to record in-house use for both cataloged and non-cataloged items. + + + Select Circulation Record-In House Use + Cataloged items: Enter item barcode. When recording more than one use of an item, edit the + number in the # of uses box. + Non-cataloged items: choose the appropriate item from the dropdown menu in the Barcode + box and Submit. + + The statistics on in-house use are separated from circulation statistics. In-house use count + of cataloged items is not included in the items' total use count. +
+
+ Item Status (<keycap>F5</keycap>) + Many functions may be performed from the Item Status screen. This section will cover circulation-related functions: + checking item status, viewing past circulations, inserting item alert messages, and marking items missing or damaged. + + + Checking Item Status + Select SearchSearch for copies by Barcode or Circulation + Show Item Status by Barcode. + Enter item barcode. + Current status of the item displays, along with selected other fields. (Use the column picker + to choose which fields to view.) + + If an item's status is Available, the displayed due date refers to the previous circulation's due date. + + Viewing Past Circulations + Retrieve an item (see above). + Select Actions for Selected ItemsShow Last Few Circulations. + The item’s recent circulation history displays. + To retrieve the last patron to circulate the item, select Retrieve Last Patron. + Patron record will display in a new Tab. + + Past circulations can also be retrieved from a patron's Items Out screen. +
+
+ Marking items <emphasis>damaged</emphasis> or <emphasis>missing</emphasis> + + To mark items damaged or missing: + Retrieve the item. + Select the item. + Select Actions for Selected Items Mark Item Damaged or Mark + Item Missing. + + This procedure also allows items to be checked in or renewed through the Check in Items and Renew Items options on the + dropdown menu. +
+
+ Item alerts + The Edit Item Attributes function on Actions for Selected Items allows editing of item records, such as inserting + item alerts. + + Retrieve record. + Highlight the item. + Select Actions for Selected Items Edit Item Attributes. + The item record displays in the Copy Editor. + Click Alert Message in the Miscellaneous column. + Type in the message and click Apply. + Click Modify Copies and confirm. + +
+
+
+ Bills and Payments +
+ Circulation vs. Grocery Bills + There are two types of bills in Evergreen: Circulation bills and Grocery bills. + Circulation bills: system-generated (overdue fines, lost item cost, processing fees, etc.). + Overdue fines are added daily once an item is overdue. + When an item is marked as lost, bills may be automatically generated to cover the item's cost and a processing fee, according to library policy. + Grocery bills: staff-applied to patron accounts. +
+
+ Making Payments + + To collect payments: + Retrieve the patron record. + Bills + When bills are paid, the money applied starts at the top of the list of checked-off bills. To pay a specific bill, uncheck the other boxes. + (Note the presence of the Uncheck All and Check All options.) + Select a payment type. + Enter the amount of payment in the Payment received field. + Apply Payment. + The patron’s bill screen and owed balance will update. + + Items marked with red are still checked out. It is possible for a patron to pay a bill while the item is still out and accruing fines. + You may choose to annotate payment and fill in resulting text box according to library policy. +
+
+ Making Change + Change will be calculated if the payment amount is over the selected bill amount. After typing in a payment amount, click into the + =Change field. The change amount will + display. +
+
+ Void vs. Forgive + Void clears all history of the bill, while forgive retains the history. + + Forgiving Bills: + Retrieve the patron record. + Choose forgive as the payment type + Enter the amount to be forgiven. + Apply Payment. + +
+ Voiding Bills + Bills under one transaction are grouped in one bill line. Bills may be voided in part or in whole. + + To void the whole amount: + Click Void All Billings + confirm. + + + To void a partial amount: + Click Full Details for the transaction. + The bill details screen displays. + Select the bill to void. + Void Selected Billings. + Confirm. + +
+
+
+ Adding New "Grocery" Bills + A grocery bill can be added as a new bill or to an existing bill. + + To add a as a new bill: + Retrieve the patron record. + Select Bills. + Click Bill Patron. + Choose appropriate billing type from the drop down menu. (Grocery is the only available transaction type.) + Enter the Amount and Note (as required). + Submit this Bill and confirm. + + + To add bill to an existing bill line: + Select Bills. + Click Add Billing at the bottom of the correct bill line. + Choose appropriate billing type from the drop down menu. (Grocery is the only available transaction type.) + Enter the Amount and Note (as required). + Submit this Bill and confirm. + The Money Summary will adjust accordingly. + +
+
+ Bill History + The Bill History view includes specific details about the item as well as information about the bill and payments. + + To view a patron’s bill history: + From the patron record, open the Bills tab + Click History. + The Bill History window opens. + Highlight a bill in the Bill History pane to view its Item Summary. + For more information, select a bill and click Full Details. + + Items may be deleted from the catalog even if a charge for that item is still attached to the patron's record. The charge will remain on the patron's account + after the deletion. +
+
+
+ Holds + Items may be deleted from the catalog even if a charge for that item is still attached to the patron's record. The charge will remain on the patron's account + after the deletion. +
+ Viewing Holds + + To view holds for a record: + Under Actions for this Record (AltA), select View Holds + (AltS). You can do this from any record view. You do not have to be in + Holdings Maintenance. + The View Holds screen opens. + +
+
+ Placing Holds + Holds may be placed by staff through the staff client or by patrons through the OPAC. This chapter explains placing holds through the client which can be placed for + from several different places. +
+
+ Holds Levels + Evergreen has four hold levels. Library staff may place holds at all four levels, while patrons may only place Meta-record and Title-level holds. + + Hold Levels Explained: + + + + Hold Level + Abbreviation + How To + Used By + Hold Links To + + + + + Meta-Record + M + Click Place Hold next to the title. From the Holds Confirmation Screen, click Advanced + Hold Options and select other applicable formats + Patron or staff + Group of records in different formats (book, video, audiobook, etc) with the same title. + + + Title Record + T + Click Place Hold next to the title + Patron or staff + A single MARC (title) record + + + Volume + V + Click Place Hold on any item in the holdings list (next to the call number) + Staff + A call-number-specific volume record + + + Copy + C + Click Details to view the barcode. Select Place Hold (next to the barcode) + Staff + An item barcode + + + +
+ Meta-Record holds: If you select formats as being Acceptable Alternative Formats, the patron’s hold will be filled with the first + available item. If Books is selected, for instance, + a paperback edition could fill the hold, even when the hold is placed on the hardback record. If there are many different records for the same item, books attached to + other records could fill the hold, so this may speed hold fulfillment. If Audiobooks is selected, the patron could also receive the audiobook if that is the first available + version of the item. If audiobooks are selected, the patron could receive a cassette or CD version if Evergreen libraries own both. + + Placing Holds from Catalog Records: + Retrieve the desired title record (Search Search the Catalog). + Scan or type patron’s barcode into the Enter recipient barcode field. Click Submit. + Click on an entry to display it’s summary. + Edit the patron hold notification and expiration date fields as required. (A default hold expiration date will + display if the library has set up a default holds expiration period in its library settings.) + Select Advanced Options to create a meta-level hold. + Place Hold and confirm. + + Uncaptured holds will not be targeted after their expiration dates. If the Suspend this Hold checkbox is selected, the hold will be suspended and will not + be captured until reactivated. + + Placing Holds from Patron Records: + Open the patron record. + Click Holds + Click Place Hold (top left top corner). + The Advanced Search interface opens within the Holds pane. + Enter item search criteria and click Submit Search. + Locate the desired item in the Title Results list and click Place hold + The patron's account information will retrieve automatically. + Verify contact methods and pick up location. + Set the notification and expiration date fields as required. + Click Place Hold and confirm. + + Multiple holds may be placed at one time. Select Holds to return to the Holds screen. Select Refresh to + reflect newly placed holds. + If the hold fails, a dialog box will open up indicating that the hold you are trying to place is invalid. For instance, if you try to place a hold on an audiovisual + item where your library has no holdings, or if the patron has reached the limit of holds a person can place. +
+
+ Managing Holds + Holds may be cancelled at any time by staff or patrons. + Before holds are captured, staff or patrons may: + + Suspend or set holds as inactive for a period of time without losing the hold queue position; + Activate suspended holds; + Edit the hold notification method, pick-up location, expiration date, or activation date; + + + Staff can edit holds from patron records or title records. Patrons may edit holds from their OPAC account. + + Managing Holds in Patron Records: + Retrieve the patron record. + Select Holds. + Highlight the appropriate hold record. + Select Actions for Selected Items. + Manage the hold by choosing an action on the list. + + Captured holds with statuses of On Hold Self or Ready for Pickup can be cancelled by staff or patrons. The status + of these items will not be change until they are checked in. + + Managing Holds in Title Records: + Retrieve and display the appropriate title record through the catalog. + Choose Actions for this Reord View Holds. + By default, only holds with the pickup location of your library are displayed. + Highlight the hold(s) to edit. + Click Actions for Selected Holds and the appropriate action. + + Holds may be sorted on the View Holds screen. Click Request Date to find the position of a patron in the hold queue. Use the column + picker to display patron barcodes and names. Columns may be saved for a login using the Save Columns button. +
+
+ Transferring Holds + + To transfer holds from one item to another: + Open the record you need to transfer the hold from in one tab and the record you need to transfer the hold to in another tab. + View the holds on the record where the hold is currently. + You will copy the patron barcode of the hold you need to move. Select Patron barcode in the column picker. Then right click on the + line you need, and select Copy to Clipboard + Click on the patron barcode. Make sure you do not click on the item barcode if it is in your box. + A box will open up telling you what has been copied to the clipboard. + Click OK or press Enter. + You can now use this patron barcode to place a hold. + Go to the tab where you have opened the record where you need to move the hold. + Then you will need to cancel the hold on the first record. + +
+
+ Canceling Holds + + To cancel a hold: + View the holds for the item. + Highlight the hold you need to cancel. + Click Actions for Selected Holds (AltS) + Select Cancel Hold (AltC) + A Window will open asking if you are sure you wish to cancel the hold. + If it is the correct hold, click Yes (AltY). + The window will close, and the hold will disappear from the list. + +
+
+ Retargeting Holds + Holds need to be retargeted whenever a new item is added to a record, or after some types of item status changes, for instance when an item is changed from On Order + to In Process. The system does not automatically recognize the newly added items as available to fill holds. This also needs to be done if items marked as Damaged or + Missing or set to other non-circulating statuses are once again made available for circulation. + + To Retarget a hold: + View the holds for the item. + highlight all the holds for the record, which have a status of Waiting for Copy. If there are a lot of holds, it may be helpful to sort the + holds by Status. + Click on the head of the status column. + Under Actions for Selected Holds (AltS) select Find Another + Target (AltT) + A window will open asking if you are sure you would like to reset the holds for these items. + Click Yes (AltY). Nothing may appear to happen, or if you are retargeting + a lot of holds at once, your screen may go blank or seem to freeze for a moment while the holds are retargeted. + When the screen refreshes, the holds will be retargeted the system will now recognize the new items and items with a new status as + available for holds. + +
+
+ Holds Pull List + Holds may have one of three statuses: Waiting for Copy, Waiting for Capture, or + Ready for Pickup. + Waiting-for-copy: all copies are checked out or otherwise unavailable. + Waiting-for-capture: an available copy is assigned to the hold. The item displays on the Holds Pull List. Staff must retrieve and capture the hold. + Ready-for-pickup: the hold has been captured and is waiting for patron pickup. + + To retrieve the Holds Pull List: + Select Circulation Pull List for Hold Requests. + The Holds Pull List displays. + Sort by clicking the column labels (e.g. Call Number). + To print, click Print Page on the top right of the screen. + + The Holds Pull List is updated constantly. Once an item on the list is no longer available or a hold on the list is captured, the items will disappear + from the list. +
+ Capturing Holds + Holds may be captured when a checked-out item is returned (checked in) or when an item on the Holds Pull List is retrieved and captured. When a hold is captured, a + hold slip may be printed and an email notification will be sent out, if enabled for the hold. + + To capture a hold: + Select Circulation Capture Holds. + Scan or type barcode and click Submit. + A hold slip prints automatically. + + Holds can also be captured on the Circulation Check In Items screen. + If the Auto-Print Hold and Transit Slips checkboxes are selected, hold slips will print automatically. +
+
+
+ Holds Shelf List + Items with Ready-for-pickup status are displayed on the Hold Shelf List. Hold Shelf List can help manage items on the hold shelf. + + To view the holds shelf list: + Select Circulation Browse Holds Shelf + Actions for Selected Holds are available, as in the patron record. + Expired holds may be deleted from this screen. + + If you cancel a ready-for-pickup hold, you must check in the item to make it available for circulation. +
+
+
+ Transit Items + Evergreen’s In Transit feature tracks items transferring among branches. It allows patrons to return items at any branch and for holds to be placed on items at other branches. + When will an item go In Transit? + + When an item is checked in at a non-owning branch the status changes to In Transit. A transit slip may be printed. + When a hold is captured for an item with a pickup branch other than location at which the hold is captured, the item’s status will be changed to + In Transit. If the hold is captured from the Check In screen, a prompt to print the Transit/Hold slip will display. + If the hold is captured from the Capture Holds screen, a Transit/Hold slip will be printed automatically. + +
+ Receiving In Transit Items + All items received through transit must be checked in by the receiving branch. This changes the items' statuses from In Transit to + Reshelving or Ready for Pickup. +
+
+ Transit List + The Transit List report may be used to as a tool to help manage your incoming and outgoing transits. + + To access and use the Transit List report: + Select Admin Local System AdministrationTransit List. + + Specify ransit to or Transit from library from the dropdown menu. + Pick a date range in Transit Date falls between fields. + Click Transits Retrieve. + Items with an In Transit status for the selected time period are listed. + +
+
+ Aborting Transits + Transits may be aborted (cancelled) from multiple locations within Evergreen. + Use when processing missing in transit items or a patron requests an item that has just been returned and is in transit to its home library for reshelving. + This procedure can be performed from the Transit List or from the Item Status screen. + + Aborting transits from the Transit List screen: + Select the transit(s) to cancel. + Select Actions for Selected Transits Abort Transits. + The transit is cancelled, but will still display in the list. + Click Retrieve Transits. The screen will refresh and the cancelled item(s) will no longer display as transits. + +
+ Cancelling Transits at Checkout + Items with a status of in transit trigger a notification when an attempt is made to check them out. To allow in transit + items to be checked out, override the block by clicking Abort Transit on the alert screen. Proceed by clicking Checkout. + +
+
+ Cancelling Transits from Item Status + Items with a status of in transit trigger a notification when an attempt is made to check them out. To allow + in transit items to be checked out, override the block by clicking Abort Transit on the alert screen. Proceed by clicking Checkout. + + Aborting transits from the Transit List screen: + Click Item Status or hit F5 + Scan Item barcode + Right click on the item and select Abort Transit + At Aborting Transits pop-up, click Yes + The item now has the status Reshelving. + +
+
+
+ -- 2.43.2