Service Configuration Guide Last updated - 1/13/2017

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2 2016 OCLC Online Computer Library Center, Inc Kilgour Place Dublin, OH OCLC users are hereby granted permission to reproduce this manual for their internal use. Reproduction of substantial portions of this manual must contain the OCLC copyright notice. Unless otherwise noted, all product and service names are registered trademarks or trademarks of OCLC. Page 2 of 204

3 Contents Contents 3 Introduction 6 Getting Started with OCLC Service Configuration 7 Sign in to Service Configuration 10 Create a WorldCat Account 12 Add an institution to configure 13 Verify or change your account information 14 My WorldCat.org 15 Full Text and Open Access Links 16 Full Text OpenURL Resolvers (outgoing requests) 17 Google Analytics (WorldCat Discovery only) 18 Holding Codes Translation Table 19 ILS Support and Maintenance 21 Local and Enhanced Content 22 OPAC Statuses, Locations and Circulation Policies 23 Place Hold/Request Buttons 26 Relevancy and Scoping 28 User Interface Options 30 Metasearch Content 36 Licensed Content and Databases 37 Inbound Links and A-Z 39 Full Text OpenURL Resolvers (incoming requests) 40 Mobile Client 42 Contact Information 43 Library URLs 44 WMS Circulation 45 WMS Circulation policy dependencies 46 Admin/General 50 Accruing Fines Policy 51 Default Locations 52 Deleted Items 53 Display Patron Information 54 History 55 Hold Fulfillment Preferences 57 Hold Priority 58 POS Printer Preferences 59 Replacement Cost 60 UI Preferences 61 UI Tax Policy 62 Page 3 of 204

4 Bill Reason 63 Bill Structure 65 Circulation Receipts 68 Debt Collection 71 Group Payment Policy 73 Hold Fulfillment Policy 74 Hold Fulfillment Policy Map 76 Hold Limit Matrix 78 Hold Limit Policy 80 Hold Request Policy 82 Hold Request Policy Map 85 Loan Limit Matrix 87 Loan Limit Policy 89 Loan Policy 91 Loan Policy Map 94 Location Policy 96 Long Overdue and Lost Policy 101 Notification Policy 103 Offline Client 107 Download and run the Offline Circulation client 108 Use the Offline Circulation client 112 Synchronize (upload) transactions 114 Offline client support 116 Patron Type Policy 117 Payment Method 120 Scheduling Policy 121 Scheduling Policy Map 123 SIP2 Configuration 125 SIP2 IP Address 129 WorldCat Registry 130 Authorized Users 131 Branches and Affiliates 132 Contacts 133 Create a New Institution 135 Currency and Locale 137 Identifiers 138 Map 141 Name and Location 142 Online Catalog 146 Open Hours 148 Page 4 of 204

5 Profile history 150 Profile Summary 151 Search 152 Virtual Reference 154 IP Addresses 155 Manage IP Addresses 156 WorldShare Interlibrary Loan 158 Borrower Data 159 Custom Holdings Groups 162 Custom Holdings Paths 164 Direct Request Profiles 165 Interlibrary Loan Options 169 Lender Data 171 Patron Request Workforms 173 Configure your patron request form 174 WorldCat Discovery Request Form 176 WorldCat Discovery Request Form Fields 179 Prime Advanced Workflows 181 Prime Notifications 182 Prime Patron Settings 183 Print Settings 184 Purchase Options 187 Web Service Keys 188 Manage Your Web Service Keys 189 Manage Your Web Service Key Requests 190 Request a Web Service Key 191 WMS Institution 192 Branch Opening Hours Override Settings 193 Institution Borrower Categories 194 Patron Custom Data 196 Article Exchange Custom 197 Article Exchange - Custom Configuration 198 OpenURL Resolvers 201 OpenURL Resolvers 202 Contact OCLC Support 204 Page 5 of 204

6 1 Introduction

7 Getting Started with OCLC Service Configuration OCLC Service Configuration uses WorldCat Services account information to configure institution-related information. For OCLC members, it also allows configuration of OCLC products and services. Any user will be able to use WorldCat Registry settings to configure institution information, but you may only see other OCLC products and services to which you subscribe. WorldCat Discovery WorldCat Discovery Services provides a suite of cloud-based applications that brings the FirstSearch and WorldCat Local services together. Administrative settings for WorldCat Discovery are in OCLC Service Configuration; however, only specific settings are needed to configure WorldCat Discovery. Once you have your WorldCat Discovery URL, use the concise guide, WorldCat Discovery settings and customizations, to lead you through the relevant modules to personalize your WorldCat Discovery interface and enable searchable content. Libraries will not use the FirstSearch administrative interface to manage WorldCat Discovery. Libraries that add for-free options to their WorldCat Discovery Service subscription have additional configuration settings. See the WorldCat Discovery documentation page, WorldCat Discovery: Getting Started with Options, and this guide as needed. WorldCat Local Configure your WorldCat Local settings: Update your banner, custom links and display settings. Set the default sort order of your search results. Edit your local relevancy group. Specify the OpenURL resolvers that will display. Customize your Place Hold and Request buttons (WorldCat Local only). Define circulation and lending policies (WorldCat Local only). Customize your OCLC Holding Code Location information (WorldCat Local only). Display content or links to your end users. Supply a feedback address, and describe the level of system support you provide. Metasearch Content Select and organize databases that your users can search. Global Policies Set your general resource sharing policies and charges. Mobile Client Set up contact information for your WorldCat Mobile users. EasyBib Export data to EasyBib (subscription service). Page 7 of 204

8 WorldShare Management Services (WMS) Circulation Configure your Circulation settings for WMS: Set patron types for your users. Add location policies for branch locations of your library. Set loan limits for your patrons. Set loan policies for your users. Set up non-standard billing reasons. Select any billing payment methods that your library accepts. Set up billing structures for your users. Set hold limits for items. Set hold policies for items. Add branch locations for your site. Add and edit notifications for your site. WorldCat Registry Configure and maintain a profile that defines your institutional identity, to enable all web users access to your institution's services and set relevant data for other OCLC products. Configure your WorldCat Registry settings: Create a new institution Update or add directory-style information such as name, home page and identifiers. List services such as your online catalog, IP addresses, OpenURL resolvers, and virtual reference service. Add a mapped location and hours of operation. Set branch and affiliation information. Supply your institution s staff contacts. View an institution s profile summary and profile history. Share or download an institution s profile. IP Addresses Manage your IP addresses for OCLC products and services. WorldShare Interlibrary Loan Note: These screens are only available to select libraries (temporarily). Configure your settings for OCLC WorldShare Interlibrary Loan: Configure your interlibrary loan options. Set borrower and lender constant data. Configure custom holdings settings. Configure direct request profiles. Web Service Keys Page 8 of 204

9 Web Service Keys (WSKeys) are now requested and managed at the OCLC Developer Network. For information on requesting a WSKey, see Authentication and Authorization. System Requirements Recommended browsers: Google Chrome, latest version Microsoft Internet Explorer, versions 7+ Mozilla Firefox, versions 3.6+ Page 9 of 204

10 Service Configuration Guide Last updated 1/13/2017 Sign in to Service Configuration Sign in to Service Configuration to configure settings for your institution(s). There are two ways to sign in. You can Sign in with your WorldCat Account (page 10) or Sign in with your OCLC Services Account (WorldShare users) (page 10). To sign in to Service Configuration: 1. Go to the Service Configuration Sign In screen at worldcat.org/config/. 2. Decide how you want to sign in. You have two options: a. Click Sign in to Service Configuration if you want to Sign in with your WorldCat Account (page 10), or b. Click Use Your OCLC Services Account if you want to Sign in with your OCLC Services Account (WorldShare users) (page 10) 1. If it is your first time signing in using this method, you will be prompted to search for your institution. Enter your institution's OCLC symbol, name, or zip code. 2. Click Continue or press <Enter>. 3. Enter your User Name and Password. 4. Click Sign In or press <Enter>. Sign in with your WorldCat Account You will want to sign in with your WorldCat Account if: You have used your WorldCat Account to sign in to Service Configuration before and want to continue using your account. You want to configure multiple institutions at once. You use any of the following services: WorldCat.org, WorldCat Discovery, WorldCat Registry, Metadata Content. Sign in with your OCLC Services Account (WorldShare users) You will want to sign in with your OCLC Services Account if: Page 10 of 204

11 Service Configuration Guide Last updated 1/13/2017 You are a WorldShare user and want to use your WorldShare account to sign in to Service Configuration. You only want to configure the settings for the institution tied to your WorldShare account (if you want to configure multiple institution at once, you will need to sign in with your WorldCat Account). You use any of the following WorldShare services: Acquisitions, Circulation, Collection Manager, Discovery (if you have a WorldShare staff account), Interlibrary Loan, License Manager, Record Manager. See also: Create a WorldCat Account (page 12) Verify or change your account information (page 14) Page 11 of 204

12 Create a WorldCat Account Follow the below instructions to create a WorldCat Account. A WorldCat Account can also be used for other OCLC services such as WorldCat.org, WebJunction, WorldCat Registry, and the OCLC Online Service Center. If you have an OCLC Services Account (WorldShare users), you can use your account to sign into Service Configuration. For more information, see Sign in to Service Configuration (page 10). To create an account: 1. Go to the OCLC Service Configuration Sign In screen at 2. On the Sign In screen, in the upper right corner, click Create an account. 3. On the Create an account screen, fill in the fields. Required fields are marked with an asterisk (*). 4. Click Create an account. 5. The account settings screen appears. Follow the steps under Add an institution to configure (page 13) to add an institution to configure. See also: Add an institution to configure (page 13) Sign in to Service Configuration (page 10) Page 12 of 204

13 Add an institution to configure Note: These instructions only apply if you signed in to Service Configuration with a WorldCat Account. If you have not yet added institutions that you are authorized to configure, follow the below instructions after you Sign in to Service Configuration (page 10). To add an institution: 1. On the Service Configuration home page, in the upper right corner, click Settings. 2. Under the Institutions [you] can configure section, click Authorize me for an Institution. 3. On the Add more institutions to configure, enter your FirstSearch, OCLC Resource Sharing, or Connexion Autho and Password. Note: You must use a FirstSearch, OCLC Resource Sharing, or Connexion authorization and administrative password associated with that account. If you manage an account for a service other than those listed, contact OCLC Order Services at orders@oclc.org. 4. Click Add Institution. 5. If accepted, a configuration message appears. The new institution will be available for configuration in a few business hours. 6. On the left panel, click Home to return to the Service Configuration home page. See also: Create a WorldCat Account (page 12) Sign in to Service Configuration (page 10) Page 13 of 204

14 Verify or change your account information Note: These instructions only apply if you signed in to Service Configuration with a WorldCat Account. After you Sign in to Service Configuration (page 10), you can verify or change your account information. To verify or change your account information: 1. On the Service Configuration home page, in the upper right corner, click Settings. 2. Change any fields, if needed. 3. Click Save Personal Information. 4. Optional. If you need to change your password, click Change Password. a. In the Change Password window, enter your Current Password, a New Password, and retype your New Password. b. Click Change Password. See also: Create a WorldCat Account (page 12) Sign in to Service Configuration (page 10) Page 14 of 204

15 2 My WorldCat.org

16 Full Text and Open Access Links Use this screen to set the appearance of full text links in WorldCat Local. When you are finished, click Save Changes to save and continue, or Cancel to start over. Configure the display of full text links in WorldCat Local Check the appropriate check boxes to display links in WorldCat Local. Note: Options may differ, depending on your subscription and settings. Detailed Record page display the following links: Links from the WorldCat knowledge base to full text content. Note: For some users, this link will be: Links from the WorldCat knowledge base to open access content/free content. The link appears only for items from the WorldCat knowledge base for which you have identified a subscription. Link display order can be configured in the Provider Preferences section of the WorldCat knowledge base Configuration Settings module. Full-text Limiter in WorldCat Local The presence of the full-text limiter on the Advanced Search and search results screens is tied to links from the WorldCat knowledge base to full text content. Links from WorldCat knowledge base must be enabled for the full-text limiter to display. To turn on the full-text limiter, you must select the Links from the WorldCat knowledge base to full text content option. If you have already enabled these links you must resave the module in the Service Configuration to trigger the full-text limiter. The full-text limiter limits to full text your library subscribes to as indicated by your holdings in the WorldCat knowledge base. The knowledge base is included in your cataloging subscription. To find out how to use the knowledge base, please see WorldShare Collection Manager documentation. Links from LHRs (if applicable) Note: LHRs can be enabled in the OPAC Statuses, Locations and Circulation Policies (page 23) module. Search Results page display the following links: Links from the WorldCat knowledge base to full text content. Note: For some users, this link will be: Links from the WorldCat knowledge base to open access content/free content. The link appears only for items from the WorldCat knowledge base for which you have identified a subscription. Links from LHRs (if applicable) Note: LHRs can be enabled in the OPAC Statuses, Locations and Circulation Policies (page 23) module. Master WorldCat record 856 and 956 links to open access content/free content Some examples of providers include:.gov/.edu documents (i.e., GPO.gov, ERIC, etc.) Hathi Trust Digital Library Internet Archive (Archive.org)/Project Gutenburg (Gutenberg.org) WorldCat Digital Collection Gateway (i.e., CAMIO, OAIster, ContentDM, etc.) Other (i.e., MARC 506) Page 16 of 204

17 Full Text OpenURL Resolvers (outgoing requests) Use this screen to specify the OpenURL resolvers that will display for outgoing requests. For additional help see our WorldCat Discovery and WorldCat Local tutorials. Full Text OpenURL Resolver (optional) If you have a full text OpenURL resolver configured to display, a button or link to the resolver will display to users. If your OpenURL Resolver or your ILLiad resolver is missing or not working as expected, supply the URL to the correct resolver. Field Which Full Text Resolver should display? Button or Link Label Configure the Full Text OpenURL Resolver For items held/not held by Action Choose which resolver (your library s, your consortium s, etc.) you wish to display from the drop-down list. If you would like to change the label, type the text you would like to use for your full text button. For best display, keep this label under 30 characters. Click the check box to open the link in a new window when users click the button. Choose a Full Text OpenURL Resolver from the OpenURL Resolvers you have already registered with OCLC. Click View registered OpenURL Resolvers to go to your OpenURL Resolvers list in the WorldCat Registry. Choose the option you prefer for when you want to display full text to your users at the local, group and worldwide levels (if applicable). When you are finished making changes, click Save Changes to save and continue, or Cancel to start over. Page 17 of 204

18 Google Analytics (WorldCat Discovery only) Use this screen to enter your Google Analytics Tracker ID for use with WorldCat Discovery. For a video tutorial, see Using Google Analytics with WorldCat Discovery (YouTube). Before using this screen 1. Go to 2. Sign up for Google Analytics and set up a Universal Analytics Account. If you have an existing account, it is recommended that you create a new account for use with WorldCat Discovery. If you are currently using Google Classic Analytics, you will need to create a Universal Analytics Account for use with WorldCat Discovery. To enable Google Analytics: 1. Enter your Google Analytics Tracker ID into the text field. 2. Click Save Changes. 3. Go to Google Analytics to see the data collected for WorldCat Discovery. Sample data This image is representative of the data Google Analytics collects from WorldCat Discovery: Page 18 of 204

19 Holding Codes Translation Table When OCLC retrieves local holdings records (LHRs) for an item, we will display the "Location" of the item in the Availability section of your WorldCat Local/Discovery. If you would like to display a user-friendly location name instead of a Holding Code from the LHR, you can customize the display on this screen. This feature is available to: WMS libraries WorldCat Local/Discovery libraries that have purchased the Availability option WorldCat Discovery libraries that have LHRs in WorldCat Create rows in the holding codes translation table Before you can use the Holding Codes Translation Table, you may have to configure the following settings, if you: 1. Are using LHRs for location names and call numbers only: a. On the left navigation, click Local and Enhanced Content. b. Under Local Holdings Records, click Enable display of LHR Location and Call Number (without availability). 2. Have the Availability option and are receiving a message on the Holding Codes Translation Table screen that says, "You are currently not using LHRs...": a. On the left navigation, click OPAC Statuses, Locations and Circulation Policies. b. Above the table at the bottom of the screen, click the check box next to First display LHR with option to search local OPAC for availability. c. Repeat for all formats (tabs above the table) you want to show the location for. To create rows in the Holding Codes Translation Table: 1. At the top of the table click add 1 row or add 10 rows, depending on the number of rows you want to add. 2. In the newly added row(s), click on the table cells and fill out the fields that apply to your library: Field Description 1 Default Symbols Click the radio button if you want to make this your default location. 2 Holding Symbol Enter your OCLC holding symbol in all caps. 3 Holding Code If you... Description Have an existing holding library code Do not know your holding library code Need a new holding library code Enter the four letter holding code in all caps. Send an to profiling@oclc.org with the following information: Your first and last name address Phone number Your library's name and OCLC symbol Send an to profiling@oclc.org. Include the information in the row above and the following: The new four-character symbol Page 19 of 204

20 Field Description If you... Description The name/description 4 Branch Registry ID In order to receive a Branch Registry ID, you must enter your branch information on the Create a New Institution (page 135) screen in the WorldCat Registry module. At the end of this process, your newly created branch will be assigned its own Registry ID. 5 Display Name Enter the name as you would like it to appear in WorldCat Local/Discovery and/or WMS. 6 Shelving Scheme From the list, select the type of shelving scheme used by your library. 7 Shelving Location Enter the branch's shelving locations. 3. Click Save Changes. OCLC encourages members to make a copy of their shelving locations prior to making any edits. To make sure you have no typos: 1. Copy and paste the cells into Microsoft Word as Unformatted Text, using the Home > Paste > Paste Special command. 2. Do a search to Find and Replace to find any paragraph returns (^p) and replace with ;. 3. Check to make sure there is no extra ; at the beginning or end of the list. Delete rows 1. Click the check box next to the row(s) you want to delete. 2. At the top of the table, click deleted selected row(s). See also: Local and Enhanced Content (page 22) OPAC Statuses, Locations and Circulation Policies (page 23) Update Holdings in WorldCat Through Batchload (for information on loading LHRs) WorldShare Interlibrary Loan and WorldShare Circulation Integration (for information on setting up an interlibrary loan) Page 20 of 204

21 ILS Support and Maintenance Use this screen to supply a feedback address, and describe the level of system support you provide (if available). When you are finished, click Cancel to start over, or Save Changes to save and continue. For additional help see our WorldCat Discovery and WorldCat Local tutorials. User Support WorldCat.org will forward any patron feedback sent through the WorldCat.org Feedback form to the institution purchasing this product. Librarian feedback will be sent to OCLC Customer Support. Forward feedback to this Provide an address for feedback to your institution. System Support and Maintenance (if available) Field Select your time zone Regular support hours After-hours support Action Choose a time zone from the drop-down list. Choose 24 x 7 or click Add another regular support hours timeframe to add your hours. Click Add another after-hours support timeframe to add your hours. Do you have a standard, scheduled down- Click Add another scheduled downtime timeframe to add your hours. time for your system? Do you have a service unavailable page during downtime? Supply the URL for your service unavailable Web page, if applicable. For example, Do you have a Supply the URL for your status updates Web page, if applicable. For example, webpage for status updates during downtime? Search URL that OCLC may use to test to the OPAC Additional notes Supply the URL that OCLC may use to test your OPAC. Must include a valid OCLC search (for example, Any additional information you wish to supply. Page 21 of 204

22 Local and Enhanced Content Use this screen to display optional content to your end users. When you are finished, click Save Changes to save and continue, or Cancel to start over. Syndetic Solutions Enrichment Content (if applicable) (Note: Only applicable to WorldCat Local full subscribers in the U.S.) Use this feature to show or hide evaluative content elements from Syndetic Solutions within WorldCat Local. Your Syndetic Solutions Client Code is shown. Local Data Visibility (if applicable) Use this feature to enable visibility of local bibliographic data, along with Master bibliographic data on the Detailed Record page of WorldCat Local/Discovery. To use this feature, you must have loaded and stored your local bibliographic data at OCLC. You should then be able to see the option to enable visibility of this data. Contact if you wish to enable this feature. For further information on Local bibliographic data, see Batchload documentation. Local Holdings Records (if applicable) Use this section to enable additional settings for your local holdings records (LHRs). Setting Description Who can use this setting? Enable searching of Local Holdings Records (LHRs) Enable display of LHR Location and Call Number (without availability) Select to allow users to search through your LHR data. Select to display location and call number information from your LHRs. LHR location and call number information will be displayed in the Holding Libraries section under the Check Holdings button. All libraries Only libraries who have not purchased the Availability option. Do not use this setting if you are a WMS library, a WorldCat Local library, or a WorldCat Discovery library who purchased the Availability option (see Item Availability from the OPAC (page 23) for more details). Page 22 of 204

23 OPAC Statuses, Locations and Circulation Policies (Only applicable for WMS, WorldCat Local, and WorldCat Discovery libraries using the for-fee availability option) Use this screen to define circulation and lending policies. WorldCat Local uses OCLC numbers to link between WorldCat Local and your catalog. Therefore, OCLC numbers must be present in your local catalog, and must be consistently indexed within your ILS. If you would like to configure your WorldCat Local to search your library catalog using the NISO Z39.50 Protocol, you may also need to map the OCLC number index to an attribute in your Z39.50 server. When you are finished, click Save Changes to save and continue, or Cancel to start over. For additional help see our WorldCat Discovery and WorldCat Local tutorials. Local links to online content WorldCat Local will attempt to get local OPAC links (for example, 856 links) to online content from the OPAC: Which local OPAC links to online content should display in WorldCat Local: Links have been set at a default level. Click the check box if you do not wish to display OPAC links to online content that look like a duplicate of one already retrieved from the OPAC. These fields are not editable at this time. If you feel these are incorrect, contact OCLC Support. Item Availability from the OPAC WorldCat Local will attempt to get local item availability information from your local OPAC. The following information is listed for you in OCLC Service Configuration: Note: Some of these fields are not editable at this time. If you feel these are incorrect, contact OCLC Support. Field Select your ILS Vendor Select your ILS Product/Version How should WorldCat Local get item information? Enter the URL used to search for items in the catalog by OCLC# Display Item Availability on search results Would you like to treat some item types as a different kind of item? Action Your ILS Vendor is listed. Your ILS Product/Version is listed. Shows your selection of whether you want OCLC to scrape the information from the OPAC, or use Z The URL for your catalog. For example: olc1.ohiolink.edu/search/o Click the check box if you do not wish to display holdings and availability information that look like a duplicate of one already retrieved from the OPAC. Choose whether or not you want to display availability on the Search Results screen in WorldCat Local. Choose whether or not you want to use default WorldCat Local item types. If you want to treat some item types as a different item, provide that information in the table. Note: MARC fields are determined by the WorldCat Master record. Note: Some of these fields are not editable at this time. If you feel these are incorrect, contact OCLC Support. Page 23 of 204

24 OPAC Status grid The OPAC Status grid lists all status messages and fulfillment options that appear in your OPAC. You can change the data in the table by typing directly in the table cells. Note: If the item's library location impacts the policies you set for the item, include all possible combinations of statuses and locations. If the location of an item does not impact the policies you set for the item, leave the Location cell blank. Status OPAC Status Message Location OCLC Standard Status Message Status Treatment Local Online Links Fulfillment for (Level 1) Fulfillment for (Level 2) Fulfillment for (Level 3) Fulfillment for (Level 4) Full Text OpenURL Definition Item status message that WorldCat Local retrieves from your OPAC (e.g., In Process, On Shelf, etc.) Item shelving location that WorldCat Local retrieves from your OPAC (e.g., Main Stacks, Reserves, etc.) Maps your status string from the OPAC to a standard status (optional). Choose whether OPAC Status is available or unavailable. This also controls the availability messaging for items with this OPAC status. Choose whether to display any Online OPAC links that are found in your OPAC (e.g. 856 links) for items with this OPAC Status and Location combination. For items held by Level 1 (your institution), select the check box when you want to display the Place hold button. For items held by Level 2 (your consortium or group), select the check box when you want to display the Place hold button. For items held by Level 3 (your second consortium or group), select the check box when you want to display the Place hold button. For items held by Level 4 (all WorldCat), select the check box when you want to display a Request Item button for interlibrary loan requests. Choose whether to display the Full text OpenURL resolver for items with this OPAC Status and Location combination. Note: Depending on your institution s configuration, all columns may not be displayed. To configure column options: Step Action Result 1 Click column options. The Column Options pop-up window appears. 2 Choose which column options you would like to see by clicking the Show and Hide buttons. 3 For the columns listed, choose which logic to apply when determining what buttons or links should display based on the statuses and locations retrieved from the OPAC for a given item. Note: A circulating status is any status/location row that has a Status Treatment defined as "available" or "unavailable". The table will be reconfigured for the chosen options. Table row options: To copy the configuration for this item type and paste the settings to another item type for your institution, click copy to and select an option from the drop-down list. Page 24 of 204

25 To add rows, click either the add 1 row or add 10 rows buttons. To delete rows, click the check box next to the row you would like to remove, then click delete selected row(s). Using Local Holdings Records (LHRs) for Serial Information When the LHR option is selected, the following information from an LHR is displayed in WorldCat Local: Online links (856) Summary holdings data Call number (852 $k, h, i, m in this order) When the LHR is not used or not found, WorldCat Local searches the local OPAC for availability information. To display LHRs for serial, article and e-serial information, check the box under the serial tab at the bottom of the screen. The check box will automatically be selected on the article and e-serial tabs. Then complete the Holding Codes Translation Table (page 19). Page 25 of 204

26 Place Hold/Request Buttons Use this screen to customize your Place Hold and Request buttons. When you are finished, click Save Changes to save and continue or Cancel to start over. For additional help see our WorldCat Discovery and WorldCat Local tutorials. Note: The Place Hold (Level 1) button is available to all WorldCat Local and WMS libraries and to WorldCat Discovery libraries who have purchased the for-fee availability option. All libraries can enable a supported Resource Sharing fulfillment option. Important notes for all button labels: If you use WorldCat Local, your customized text will appear as the button label. If you use WorldCat Discovery, the button labels will display as Place Hold or Request Item, depending on what the institution has configured. Any custom text you enter will be displayed as hover text and a tool tip. When a user hovers over the button in your interface, the default hover text will appear as whatever that institution has customized. The button itself will read as one of the following: Place Hold or Request Item. If you have configured a Full Text OpenURL resolver for outgoing requests, the button text will display as Check eresources. Any custom text you enter will be displayed as hover text and a tool tip. Place Hold/Request button (Level 1) If patron-initiated requests are allowed, a fulfillment button will appear to users. You may customize the button by providing the following: Field Level 1 Button Label Action What terminology do you prefer for patron-initiated requests for items in your collection? For best display, keep this label under 25 characters. Click the check box to open the link in a new window when users click the button. Note: This button text will be used in the select menus under the For items owned by section. Place Hold/Request button (Level 2, and Level 3 if applicable) If patron-initiated requests are allowed, a fulfillment button will appear to users. You may customize the button by providing the following: Field Level 2 (and Level 3 if applicable) Button Label Action What terminology do you prefer for patron-initiated requests for items in your group's collection? For best display, keep this label under 25 characters. Click the check box to open the link in a new window when users click the button. Note: This button text will be used in the select menus under the For items owned by... (page 27) section. Resource Sharing (Any Level) If you have Resource Sharing Management software that will accept incoming OpenURLs, you can configure it as your resource sharing option in WorldCat Local and WorldCat Discovery. If you do not have resource sharing configuration via OpenURL, WorldCat Local and WorldCat Discovery will display resource sharing options to your patrons when a user is IP authenticated to WorldShare Interlibrary Loan. Page 26 of 204

27 The resource sharing options configured at this level (regardless of who holds the item) will always be used. If you do not have ILLiad, WorldCat Local will use WorldShare Interlibrary Loan to let patrons initiate interlibrary loan requests as configured by your settings. Field Resource Sharing Button Label Type of button configuration Choose an OpenURL Resolver from the OpenURL Resolvers you have already registered with OCLC Configure an additional button (optional) Action This button text will be used in the select menus under the For items owned by... (page 27) section. Click the check box to open the link in a new window when users click the button. Choose the type of button for your OpenURL Resolver: Choose OpenURL 1.0 if you use an OpenURL 1.0 based solution (such as ILLiad or a web request form) Choose Custom URL if you use WorldShare ILL, WorldCat Discovery, WorldCat Local or WMS, to take users to the correct ILL service or workform Choose WCRS/WS ILL if you use WorldCat Resource Sharing or WorldShare ILL Note: WorldCat Discovery users may only choose OpenURL 1.0 or WCRS/WS ILL. Choose a resource sharing OpenURL Resolver from the OpenURL Resolvers you have already registered with OCLC. Click View registered OpenURL Resolvers to go to your OpenURL Resolvers list in the WorldCat Registry. You may configure more than one fulfillment button to handle resource sharing requests (at level 2, 3, or 4), although only one button may show at a time. To configure an additional button, click Configure an additional button. For items owned by... Choose the options you prefer for when you want to display the fulfillment options to your users at the local, group and worldwide levels. Click the arrow next to each section title to expand or collapse the fulfillment options for each level. Local options correspond to the Level 1 Fullfillment column in the OPAC status table on the OPAC Statuses, Locations and Circulation Policies (page 23) module. Group options correspond to the Level 2 and Level 3 (if applicable) Fulfillment column in the table, and worldwide options correspond to the Level 4 Fulfilllment column. Note: WorldCat Navigator member libraries please contact OCLC to make changes to these OpenURL Resolver Resource Sharing settings. Page 27 of 204

28 Relevancy and Scoping Use this screen to set the default sort order of your search results, and edit your local relevancy group. When the sort order in WorldCat Local is set to "Library and Relevance," the search results will display based on the levels of relevancy configured here. By default, WorldCat Local displays results for your institution or institutions first, followed by Libraries Worldwide. When you are finished, click Cancel to start over, or Save Changes to save and continue. For additional help see our WorldCat Discovery and WorldCat Local tutorials. OCLC symbols that represent your institution (1st Level of Relevancy) Items held by your OCLC institution symbols will be sorted first. A patron searching on your WorldCat.org will be affiliated with institutions at this level. The libraries represented by these symbols must share a catalog in order to return holdings and availability. Field OCLC Symbols Display name Action Enter OCLC symbols separated by commas. Click Find OCLC institution symbols to find an OCLC participating library or its symbol. Note: If any changes are made to your OCLC symbols, items held by your library will temporarily not be displayed in WorldCat.org until the next business day (approximately 9 a.m. US Eastern time). This also applies to holdings for your original symbol. This name will appear on the "Libraries that own this item" line on the search results, in scoping drop-downs, and in the detailed item view where availability is shown. Note: You can also confirm how the display name is shown in the User Interface Options (page 30) module under Institution Name. Note: Any changes to your institution information will not be reflected in WorldCat.org until the following business day (approximately 9 a.m. US Eastern time). Items held by your library will temporarily not be displayed until the next business day. 2nd/3rd Level of Relevancy (optional) In your WorldCat.org, items held at these levels will sort immediately after the level configured in the 1st Level of Relevancy (above).this is usually a consortia catalog, or a group that lends items to your patrons. If a different scope hasn t been selected by a user, WorldCat.org will limit results to items held by the configured default scoping level. Field OCLC Symbols Display name Action Select your participating library group from the drop-down list. If your library group is not listed, enter the OCLC institution symbols of all of the members of your library group. Enter OCLC symbols separated by commas. Click Find OCLC institution symbols to find an OCLC participating library or its symbol. This name will appear on the "Held by" line on the search results in WorldCat Local, in scoping drop-downs, and in the detailed item view where availability is shown. Note: Any changes to your institution information will not be reflected in WorldCat.org until the following business day (approximately 9 a.m. US Eastern time). Items held by your library will temporarily not be displayed until the next business day. Default Scoping Level Scoping gives users the ability to limit results to items held by your institution, or items held by your institution and those held by Libraries Worldwide. Choose the default scoping level you prefer from the drop-down list. The user has the option of overriding this setting. Libraries not using WorldCat Local have the option to turn off scoping entirely. Page 28 of 204

29 Default sort on search results Field Default sort Display the top 5 relevancy results in addition to the Library and Relevance results (known item searching) Action You may define how search results are sorted by default when initially displayed. A user may change this setting to view other sort options, but every time a search result is initially displayed, the default sort setting will always be selected. Choose your default sort level from the drop-down list. You may also choose to display the top five relevancy results for a search in WorldCat Local. If enabled, WorldCat Local will display the top five most relevant items from any library, followed by the library and relevance. Note: Configuring the top five relevancy results will have no impact on the default sort order. If you ve configured a sort order other than Library and Relevance it will continue to be the default and the top five relevancy results will only display when the user manually sorts to Library and Relevance using the drop-down in WorldCat Local. The user can collapse the top 5 results if they do not want them. Page 29 of 204

30 User Interface Options Use this screen to update your banner, custom links and display settings. Indicate if and where you would like to change the default settings. Guidelines for formatting are provided where necessary. After making changes to the sections described below, click Cancel to start over, or Save Changes to save and continue. For additional help see our WorldCat Discovery and WorldCat Local tutorials. Your WorldCat.org URL Review your URL. If it is acceptable as is, go on to Customize the banner (optional) (page 30). If you would like to change the URL, send a request (include your institution's registry ID) to orders@oclc.org. Field WorldCat Local Redirect Institution Name Action Check this box to automatically redirect WorldCat.org users to your WorldCat Local when they go to a record on Note: Users must be IP authenticated to your institution. This name will appear in the "Libraries that own this item" line on the search results, in scoping drop-downs, and in the detailed item view where availability is shown. This name is configured in the Relevancy and Scoping (page 28) module under Display name (page 28). Language Options Select the language that displays for the logo, buttons, and labels in WorldCat Local. The default language is English. Only certain options are available at this time. More options will be made available in future releases. Customize the banner (optional) If you would like to change the banner at the top of your WorldCat.org screen, follow the steps below. See the images below for examples of banner customizations. Field Pick a color for the banner Action Type the hex value in the field provided, or use the color picker to find a hex value. Logo image URL If your WorldCat.org currently does not have a logo image, or if you would like to replace the current logo image, provide a URL to an image of your institution s logo. The URL must be no longer than 255 characters. The logo image also cannot exceed 80 pixels in height and 275 pixels in width. Note: Images larger than this will automatically be resized. For the best user experience, we recommend configuring a secure image (beginning with " ). If the logo image uses but your user is accessing your WorldCat Local URL via a secured URL, the logo image will not display in the header. In this case, users will see your text from the Alt-text for the logo field in place of the logo image. Page 30 of 204

31 Field Action After adding your logo, click test URL to confirm your choice. Alt-text for the logo Home page URL Text to appear with logo Configure the default search behavior of the simple search box Custom links Choose up to 7 custom links to appear in the banner Type text that will appear when the cursor hovers over the logo. Note: Make sure that the colors used for Alt-text for the logo and Text to appear with logo are descriptive, and the colors are a good combination with the banner color. Type the URL for the page where the user is sent when they click the logo image. You can also display text with your logo (40-character limit). Note: Make sure that the colors used for Alt-text for the logo and Text to appear with logo are descriptive, and the colors are a good combination with the banner color. Choose whether or not to add full text to your default search behavior in WorldCat Local. Adding this feature will result in additional search options for full text under Advanced Search. Note: The full text fields will only display for databases which support full text. You can create up to seven custom links that will display on your WorldCat Local screens. Provide the URLs, link type and accompanying text for up to seven custom web links (e.g., links leading to your library home page, Ask a Librarian, or the patron account There is a 25 character limit on the text for each link. Page 31 of 204

32 Field Action Note: If you wish to allow remote access outside your IP address, one of your custom links must be to your remote access page, and you must choose "remote access login" as the link type. Custom link: Display Chat Widget If you want to provide a link to a chat widget, you must use Custom link 1. The chat widget will open in a new window when the Chat link is clicked in WorldCat Local. Link type: Select library contact info. Display Chat Widget: To display the chat widget for patrons, select Yes. The recommended size for the widget is 185 pixels wide x 275 pixels high. Do you have a QuestionPoint account? If you are a QuestionPoint user, your Qwidget can be generated by supplying your QuestionPoint User ID in the box provided. If you do not have a QuestionPoint account, you can display a different chat widget in WorldCat Local by pasting a code snippet in the box provided. Chat code: When copying and pasting a code snippet, ensure that it is copied directly from the source. When the code is copied from an or text document, carriage returns can sometimes be entered which will cause the code to fail. Always display chat window: Check the box if you want to always display the chat window. If the box is not checked, the chat widget will be launched when the user selects the Library Contact Info link, identified by the display text. Page 32 of 204

33 Field Custom link: A to Z list Color of links and text in the banner Action Create this link to allow patrons to discover electronic journals held within the WorldCat knowledge base. Link type: Select other. URL: Enter the following URL format: URL as shown in Inbound Links and A-Z, Full Text OpenURL Resolvers (incoming requests) To customize the color of banner links and text, type a hex value in the field provided (must be 6 characters), or use the color picker to find a hex value. Customize links and buttons (optional) Choose colors to display throughout WorldCat.org. Type the hex value in the field provided (must be six characters), or use the color picker to find a hex value. See the images below for examples of each custom color. Custom Color Hex Value Example Search and fulfillment buttons Search box (example: ) The search box is set automatically and cannot be changed. Unvisited Links (example: ) Hover Links (example: CC0000) Visited Links (example: 5A458D) General display settings Page 33 of 204

34 Display buying options? Buy It is an optional feature that provides an additional delivery method for your users. Turning on the Buy it link allows your patrons the option to purchase titles that are available via Amazon.com, Barnes & Noble, Better World Books, Baker & Taylor, and British Library. The Buy it link is determined by ISBN. Activate Course Reserves If you are using WorldCat Discovery or WorldShare Management Services to manage Course Reserves, see Course Reserves in WorldCat Discovery Services. If you are using WorldCat Local to manage Course Reserves, activating the Course Reserves link allows your patrons to search for courses and reserved materials in your collection. Course Reserves appears under the Search drop-down menu in WorldCat Local. There are two levels of permissions in Course Reserves: Manager create/edit/delete courses and titles in courses Maintainer add/remove titles to existing courses To create and maintain courses, you will need to sign into your WorldCat.org account in WorldCat Local. Libraries with access to OCLC Service Configuration will have access to the Manager role in Course Reserves. If you experience any issues logging in, or with your ability to create and/or manage course reserves after logging in, contact for assistance. Include your institution s OCLC symbol when submitting your request.similarly, if you would like to request access for other users at your institution, you may also do so by contacting orders@oclc.org. Customize availability column labels (optional) Column labels for availability information in WorldCat Local are customizable. The default column labels shown will display if these fields are not changed. Library availability To change the column labels for physical availability, type the desired label name in each field. Customize authentication prompt for restricted content (Only applicable for WMS, WorldCat Local, and WorldCat Discovery institutions using the remote database search option) A prompt will appear when the user attempts to view records in WorldCat Local that require authentication. You can customize Page 34 of 204

35 the text that appears in the prompt.use the default text, or customize your text by clicking Use custom text. Note: When default text is selected, the fields under Use custom text are not editable. Field Message Remote login button text Link text to unauthenticated searching Other links Action Type a custom message about your authentication process. There is a 300-character limit in this field. Note: Do not use line breaks, carriage returns or special characters. This button will always take the user to the remote access link defined in the custom web links. There is a 70-character limit. This link will only display when the user is attempting to view search results that have a mixture of restricted and unrestricted searching. There is a 120-character limit. Show other links, such as a link to the Advanced Search screen or previous screen. Example of the default prompt text: Customize WMS Sign In Labels Use these fields to customize the labels for your WMS Sign In screen. Field Custom WMS User Name label Custom WMS Password label Forgot Password text Action Provide a label for the User Name field on your WMS Sign In screen. Provide a label for the Password field on your WMS Sign In screen. Use the default text, or customize your text by typing over the text. There is a 255 character limit. Page 35 of 204

36 3 Metasearch Content

37 Licensed Content and Databases Use this screen to select databases that your users can search. When you are finished, click Cancel to start over, or Save Changes to save and continue. Select Databases that a user can search in WorldCat Local/Discovery Users will be able to search any of the selected databases by using Advanced Search in xxx.worldcat.org. If no databases are selected, WorldCat Local/Discovery will automatically be the database a user can search. A message appears with a link to add databases. Searchable databases on xxx.worldcat.org:selected databases appear in the list. To change your settings: Step Action Result 1 Click add/remove databases to see a list of available databases. The Select database to search window displays. 2 Click the check box next to each database to be included. Note: If your institution does not have an unlimited subscription to a database, a warning message will appear. If you would like to continue and make this database searchable, enter your authorization and password and click Continue. If you click Cancel, the database will not be added. If you wish to select non-oclc licensed databases, you may select those but may be asked to provide a username and password for each. Databases with a double asterisk (**) require credentials. 3 When you select a database, it appears with an icon. The default icon means that the database uses holdings in WorldCat to determine if your library holds an item.note: If the database can be treated as held, you can switch the icon to elevate your holdings in search results.mouse over the icon to see if it can be switched. The icon will turn gray and change to if it can be switched. The database name appears in the right column under Selected Databases. 4 Click Done. A Warning message appears.note: This message does not currently apply to WorldCat Local customers. This message reflects our development efforts to begin allowing API access to the central index and data available for search through an API. We continue to work on this type of access to improve your ability to use WorldCat Local data in your library. We will inform you when this functionality is available to you. 5 Click Continue, or click Cancel to start over. You are returned to the Licensed Content and Databases screen. Organize your databases (optional) You can create, name, and modify custom groups of databases to assist users in selecting the appropriate resources to Page 37 of 204

38 search. A database may appear in more than one group. In order for a database to appear in a group, you must have selected it to appear on xxx.worldcat.org in the Select Databases that a user can search in WorldCat Local/Discovery (page 37) section. You must have at least two databases selected to create a group. If no groups have been created, a message will display. Groups If you have two or more databases selected, you may create a new group. To create a group: Step Action Result 1 Click Create a new database group. The Group Name and Databases in this group fields appear. All selected databases appear in the drop-down menu. 2 Type a Group Name in the space provided. A confirmation message appears to tell you if the name is available. 3 Click the check box next to each database to be included. 4 Click save group. The new group information appears. If you have created groups, you may edit a group from this screen. To edit a group: Step Action Result 1 Click edit group. The Group Name and Databases in this group fields become editable. 2 Change the Group Name, if desired. 3 Click the check box next to each database to be included or excluded. 4 Click save group, or cancel changes to start over. The new group information appears. Group display order: If you have two or more groups, you can define a display order. Highlight a group name from the list and use the arrows to order the custom groups based on how you would like them displayed to the user. Users will be able to see all databases ordered alphabetically below the groups. Default database/group: Choose the default database from the drop-down list. Page 38 of 204

39 4 Inbound Links and A-Z

40 Full Text OpenURL Resolvers (incoming requests) Use this screen to set link resolution for incoming requests (requests for full text from third-party vendors like Google Scholar and PubMed). You must have collections of title metadata in the WorldCat knowledge base in order for this open URL resolver page to display properly. When you are finished, click Cancel to start over, or Save Changes to save and continue. Link Resolution Page for Incoming Requests with A-Z Title List Field Base URL Bypass Landing Page Default Search / Browse Journal Search ebook Search Action Select the version of the OpenURL link resolver you will be using: Version 1: This is the older edition of the link resolver and A-Z list. It is no longer being updated and will be discontinued in Version 2: This is the current version and is updated periodically. Note: For libraries who do not subscribe to WorldCat Discovery, only Version 2 is available for selection. Copy and paste your selected Base URL to your vendor databases in order to resolve inbound OpenURLs against your library's knowledge base holdings. Click Yes to automatically take the user to the first full text link found, skipping the resolution page. Click No if you d like the user to see the resolution page. Default ILR Landing Page: Choose which page users will see first: Browse: A-Z page showing the default browse type selected. Search: Search page showing the default search type. Default Search Type: Choose which type of search page will display initially to users: Articles: Full citation article searches Journals: Individual journal title searches ebooks: Individual ebook title searches ebooks Citation: Full ebook citation searches Default Browse Type: Choose which type of browse page will display initially to users. Journals: Available journal titles ebooks: Available ebook titles Note: Requires ebook Browse to be enabled Collections: Available database collections (both collections containing titles and database-only collections) Select the default search style users will be presented with for journal title searching: Starts with i.e. "Journal of Science*" Match all words i.e. "Journal" AND "Science" Match exact words i.e. "Journal of Science" Match any words i.e. "Journal" OR "Science" Select the default search style users will be presented with for ebook title searching. Match all words i.e. "Journal" AND "Science" Page 40 of 204

41 Field ebook Browse Always Display ILR Fulfillment Report A Bad Link Online Catalog Action Match exact words i.e. "Journal of Science" Match any words i.e. "Journal" OR "Science" Click Yes or No to turn ebook Browse on or off. Note: Browsing ebooks can involve millions of titles and therefore may not work effectively depending on the number of holdings configured. If problems occur, ebook browsing can be turned back off. Click Yes to use the option you have selected in My WorldCat.org > Place Hold/Request Buttons: WCRS/WSILL: The button will only display when there is enough information provided to create a fulfillment request. OpenURL 1.0: The fulfillment button will always display. When the button is enabled, your patrons can report a bad link to OCLC to resolve. Display online catalog: Select whether or not you would like the system to display an online catalog link. If Yes is selected, the system will link to your configured OPAC and pass an identifier as a search (either an ISSN or ISBN.) Online catalog text can be configured to customize how users will see your Online Catalog link. For customized alternate languages, select Add Translated Display Text (optional.) Page 41 of 204

42 5 Mobile Client

43 Contact Information Use this screen to set contact information for your WorldCat Mobile users. Step Action 1 Click Yes to display ONLY a search box on your Mobile home page. OR Click No to display library details, such as contact information, library hours and address. 2 Click Save Changes to save and continue, or Cancel to start over. Result If you choose Yes, only the Library s Mobile Home Page field is configurable under Library URLs (page 44). A confirmation message appears. Contact Information Your institution s contact information is listed. Contact information is acquired from the WorldCat Registry: Changes to your contact information can be made in the WorldCat Registry s Name and Location (page 142) module. Changes to your days and hours of operation can be made in the WorldCat Registry s Open Hours (page 148) module. Page 43 of 204

44 Library URLs Use this screen to set URLs and RSS feeds to your library s catalog for your WorldCat Mobile users. Mobile Client Library URLs Step Action 1 Enter a URL for your institution's mobile home page in the field provided. Result 2 Click Test next to the field to check if it displays properly. The Web page opens in a new browser window. 3 Select either the option to use the URL configured in the User Interface Options (page 30) module, or the Name and Location (page 142) module. 4 Click Save Changes to save and continue, or Cancel to start over. A confirmation message appears. Note: If you chose Yes under Contact Information (page 43), only the Library s Mobile Home Page field is configurable on this screen. Field Action Library s Mobile Catalog Enter a URL for your library s mobile catalog. Event RSS Feed Enter a URL for your library s RSS event page. News RSS Feed Enter a URL for your library s RSS news page. When you are finished, click Cancel to start over, or Save Changes to save and continue. Page 44 of 204

45 6 WMS Circulation

46 WMS Circulation policy dependencies The following table provides an overview of each policy within the WMS Circulation module and how they depend on other settings in Service Configuration: Circulation Policy Used To Depends Upon Used In Admin/General (page 50) > Accruing Fines Policy (page 51) Admin/General (page 50) > Default Locations (page 52) Admin/General (page 50) > Deleted Items (page 53) Admin/General (page 50) > Display Patron Information (page 54) Admin/General (page 50) > History (page 55) Admin/General (page 50) > Hold Fulfillment Preferences (page 57) (only applicable to WMS libraries with group aware) Admin/General (page 50) > Hold Priority (page 58) Admin/General (page 50) > POS Printer Preferences (page 59) Admin/General (page 50) > Replacement Cost (page 60) Admin/General (page 50) > UI Preferences (page 61) Admin/General (page 50) > UI Tax Policy (page 62) Determine if accruing fines and fees should be included in a patron's outstanding bill value limit Set the default location for a free text hold request Set a retention period for deleted items Determine how to display patron notes and patron expiry warnings Determine if the system will store transaction history and for how long Determine if your library's patrons will be preferred over patrons from other libraries within your group Set hold priorities based upon format and patron type Download the POS (point of sale) printer application and set your port number Set default replacements costs for material formats Set if a staff alert will display when items with lost, missing, claimed never had, or claimed returned statuses are checked in Control the display of tax values on bills in patron accounts Applies to all patron types that have an Outstanding Bill Value Limit (page 118) set in their Patron Type Policy (page 117) Holding Code, as set on the Holding Codes Translation Table (page 19) screen. Shelving Location, as set on the Holding Codes Translation Table screen. OCLC recommends retaining deleted items for a minimum of two weeks. Material Format* Patron type, as set on the Institution Borrower Categories (page 194) screen in the WMS Institution module. You must select auto calculate tax on the Bill Reason (page 63) screen for tax to be included in bills. Long Overdue and Lost Policy (page 101) Page 46 of 204

47 Circulation Policy Used To Depends Upon Used In Bill Reason (page 63) Bill Structure (page 65) Set reasons for billing a patron Manage fixed and periodic bills Tax rate, as set on the Currency and Locale (page 137) screen in the WorldCat Registry module. Bill Reason (page 63) Bill Structure (page 65) Long Overdue and Lost Policy (page 101) Manual billing in WorldShare Circulation Hold Fulfillment Policy (page 74) Hold Request Policy (page 82) Long Overdue and Lost Policy (page 101) Circulation Receipts (page 68) Customize circulation receipts Debt Collection (page 71) Group Payment Policy (page 73) Hold Fulfillment Policy (page 74) Hold Fulfillment Policy Map (page 76) Integrate WorldShare Circulation with an external debt collection service Determine which institutions in your group can accept payment and waive bills for your patrons Determine how long items stay on the hold shelf Apply hold fulfillment policies to patron types and items Bill Structure (page 65) Notification Policy (page 103) Hold Fulfillment Policy (page 74) Holding Code, as set on the Holding Codes Translation Table (page 19) screen. Loan Policy (page 91) External integration Hold Fulfillment Policy Map (page 76) Hold Limit Matrix (page 78) Hold Limit Policy (page 80) Hold Request Policy (page 82) Apply hold limit policies to patron types and material format Limit the number of items patrons can place on hold Set how long hold requests remain active in the system Patron Type Policy (page 117) Material Format* Shelving Location, as set on the Holding Codes Translation Table screen. Hold Limit Policy (page 80) Material Format* Patron Type Policy (page 117) Bill Structure (page 65) Notification Policy (page 103) Hold Limit Matrix (page 78) Hold Request Policy Map (page 85) Page 47 of 204

48 Circulation Policy Used To Depends Upon Used In Hold Request Policy Map (page 85) Apply hold request policies to patron types and material formats Hold Request Policy (page 82) Material Format* Loan Limit Matrix (page 87) Apply loan limit policies to patron types and items Patron Type Policy (page 117) Holding Code, as set on the Holding Codes Translation Table (page 19) screen. Material Format* Loan Limit Policy (page 89) Loan Limit Policy (page 89) Limit patron accounts based on items on loan, total value of loans, and times a loan can be renewed Patron Type Policy (page 117) Shelving Location, as set on the Holding Codes Translation Table screen. Loan Policy (page 91) Set loan periods for patrons Bill Structure (page 65) Loan Limit Matrix (page 87) Loan Policy Map (page 94) Loan Policy Map (page 94) Apply loan policies and long overdue and lost policies to patron types and items Notification Policy (page 103) Open Hours (page 148) Holding Code, as set on the Holding Codes Translation Table (page 19) screen. Loan Policy (page 91) Long Overdue and Lost Policy (page 101) Material Format* Location Policy (page 96) Long Overdue and Lost Policy (page 101) Notification Policy (page 103) Configure item availability, hold fulfillment availability, reshelving period, and in processing status for items based on their location Determine when items become long overdue or lost for billing purposes Configure notifications and when to send them Patron Type Policy (page 117) Shelving Location, as set on the Holding Codes Translation Table screen. Holding Code, as set on the Holding Codes Translation Table (page 19) screen. Material Format* Shelving Location, as set on the Holding Codes Translation Table screen. Bill Reason (page 63) Bill Structure (page 65) Replacement Cost (page 60) Loan Policy Map (page 94) Hold Fulfillment Policy (page 74) Hold Request Policy (page 82) Page 48 of 204

49 Circulation Policy Used To Depends Upon Used In Loan Policy (page 91) Patron Type Policy (page 117) Offline Client (page 107) Patron Type Policy (page 117) Payment Method (page 120) Room Configuration Scheduling Policy (page 121) Scheduling Policy Map (page 123) Download the Offline Circulation client, which allows you to perform circulation transactions when WorldShare Circulation is not available Set patron limits for each patron type Set accepted billing payment methods Currently disabled Set scheduling periods for items Apply scheduling policies to patron type and items Holding Code, as set on the Holding Codes Translation Table (page 19) screen. WMS NCIP Service WSKey Institution Borrower Categories (page 194) Notification Policy (page 103) Notification Policy (page 103) Holding Code, as set on the Holding Codes Translation Table (page 19) screen. Material Format* Patron Type Policy (page 117) Scheduling Policy (page 121) Hold Fulfillment Policy Map (page 76) Hold Limit Matrix (page 78) Hold Request Policy Map (page 85) Loan Limit Matrix (page 87) Loan Policy Map (page 94) Scheduling Policy Map (page 123) Manual billing in WorldShare Circulation Scheduling Policy Map (page 123) SIP2 Configuration (page 125) Specify the settings for your SIP2 client (such as a self checkout machine) Scheduling Policy (page 121) Shelving Location, as set on the Holding Codes Translation Table screen. External integration SIP2 Custom Messages Customize SIP2 messages External integration SIP2 IP Address (page 129) Register the IP addresses of your SIP2 clients for communication with the server External integration * Material format is defined in an item's master record. For more information, see Material Type Names and Codes to determine how the master record provides material format. Page 49 of 204

50 Admin/General There are eleven settings within Admin/General: Accruing Fines Policy (page 51) Default Locations (page 52) Deleted Items (page 53) Display Patron Information (page 54) History (page 55) Hold Fulfillment Preferences (page 57) Hold Priority (page 58) Replacement Cost (page 60) POS Printer Preferences (page 59) UI Preferences (page 61) UI Tax Policy (page 62) Page 50 of 204

51 Accruing Fines Policy Use this screen to determine if accruing fines and fees should be included in a patron's outstanding bill value limit. The Outstanding Bill Value Limit (page 118) is the maximum amount of fines, fees, and bills that the patron can accrue before they are blocked from checking out items. For more information on the outstanding bill value limit and how to configure it, see Patron Type Policy (page 117). This is an institution-level setting and applies to all patron types that have an Outstanding Bill Value Limit (page 118) set in their Patron Type Policy (page 117). The default setting is No. Accruing Fines Policy settings The following table describes the settings you can select on the Accruing Fines Policy screen: Setting Yes No Description Accruing fines and fees will be included when the system calculates the outstanding bill value limit for a patron. Accruing fines and fees will not be included when the system calculates the outstanding bill value limit for a patron. Accruing fines and fees will be included in the limit only when the overdue items are returned to the library. View accruing fines and fees in WorldShare Circulation You can see any accruing charges on the Bills tab in a patron's account: For more information on viewing a patron's bills, see View a patron's bills. See also: Patron Type Policy (page 117) Page 51 of 204

52 Default Locations Use this screen to set the default location for a free text hold request. Free text hold requests allow patrons to enter text in a free text box when placing holds on items in WorldCat Local/Discovery. A default holding and shelving location is required and will be used as your default location if OCLC staff has activated free text hold requests for your instance of WMS. If you would like to activate free text hold requests, contact OCLC Support or your Implementation Manager. In WorldCat Local/Discovery, on the Hold Request screen, when a patron places an item-level hold on a multipart set or serial within the default location, they will be able to select Other from the list of copies/volumes and type in their request. Once a hold is placed on an item using the free text hold request, the item appears on the Pull List with a system generated barcode and the patron supplied text. Default Locations fields: Field Default Holding Location Default Shelving Location Description Holding Code, as set on the Holding Codes Translation Table (page 19) screen. Shelving Location, as set on the Holding Codes Translation Table (page 19) screen. If an item has a temporary and permanent location in WMS, the circulation policy will use the temporary location. See also: Pull List Page 52 of 204

53 Deleted Items Use this screen to set a retention period for deleted items. Items deleted from WMS will not display to the public, but will be saved by the system. Until the item is purged from the system, staff will be able to retrieve the item by barcode in WMS. The system-wide job to purge deleted items runs every Sunday. Deleted items will be retained until the job runs. The system retains old barcodes until the deleted items are purged. A deleted item's status is Withdrawn. A deleted barcode may not be able to be reused until the item has been purged. Deleted Items fields: Field Retain Deleted items for Description The length of time deleted items will be retained. It is recommended to retain deleted items for a minimum of two weeks. Enter 0 to purge deleted items the next time the system-wide job runs. See also: Item statuses Page 53 of 204

54 Display Patron Information Use this screen to configure patron notes display settings and patron expiry warnings in WMS. Patron Notes Use this setting to display the types of notes visible in the Account Overview section of the patron account. See View and use patron records for more information on public and staff notes. Patron Notes fields: Field Patron Note Types to Display Description Select the note types to be shown on the patron account: Staff notes only Both Public and Staff notes The default setting is to display staff notes only. Patron Expiry Warning Use this setting to configure a popup notification when a patron's account is approaching its circulation expiration date. This is a global setting for all patron accounts, regardless of patron type or home branch. Patron Expiry Warning fields: Field Display on Accessing Patron Account Display Period Description Select if you want to receive popup notifications about patron account expiration dates: As a Blocking Popup Never The default setting is not to display a notification. If you select to receive popup notifications, you must set the length of time prior to the patron account's expiration date that the notification should appear. See also: View and use patron records Page 54 of 204

55 History Use this screen to store transaction history and notification history. Transaction history and notification history are not dependent on one another; you can choose to store one, both, or none. Transaction History Use this setting to store transaction history for items and patrons. The system retains circulation transactions (check ins, check outs, etc.) when transaction history is stored. When stored, transaction history can be viewed: In the Transaction History section of the Item Details screen (item transaction history) In the History tab of a patron account (patron transaction history) Transaction History fields: Field Retain history for Store history Description If you select to store transaction history, you must set the length of time transaction history will be retained. Enter 0 to turn off automatic purging and retain history indefinitely. Select if you want to store transaction history: Setting No (default) Yes Description Transaction history will not be stored. Transaction history will be stored for the specified length of time. Purging On the item statistics screen, the patron associated with the status of the item and the last patron the item was issued to will always be shown, regardless of the transaction history setting. Only transactions that take place after transaction history has been set to Store will be retained. Once transaction history is purged, it cannot be recovered. Changing transaction history from Store to Do Not Store will not retain previously stored history. All transactions will be purged. Page 55 of 204

56 Notification History Use this setting to store notification history. The system retains the notifications sent to patrons when notification history is stored. When stored, notification history can be viewed in History tab of the patron record Notification History fields: Field Retain history for Store history Description If you select to store notification history, you must set the length of time transaction history will be retained. The maximum time notification history can be stored is 18 months. Select if you want to store notification history: Setting No (default) Yes Description Notification history will not be stored. Notification history will be stored for the specified length of time. See also: History, Discover items (item transaction history) History, View and use patron records (patron transaction history and notification history) Item statuses View statistics Page 56 of 204

57 Hold Fulfillment Preferences Use this screen to prefer to fulfill holds for your library's patrons before patrons of other libraries within your group. This setting only applies to libraries that are part of a WMS group. This is a global setting that governs all items owned by the library. The default setting is No. Hold Fulfillment Preferences settings The following table describes the settings you can select on the Hold Fulfillment Preferences screen: Setting Yes No Description Your library patrons' holds will be fulfilled before patrons of other libraries within your group. Items owned by the library that are currently available or become available by being checked in will fulfill a hold request for a patron from your library regardless of the patron's position in the title's hold queue. Your library's patrons will not be preferred when fulfilling holds. Holds will be fulfilled in chronological order, regardless of patron's library. Page 57 of 204

58 Hold Priority Use this screen to set hold priority for patron types. Hold priority determines which patron type receives an item on hold first. Patron types are created on the Institution Borrower Categories (page 194) screen in the WMS Institution module. Hold Priority fields: Field Add/Delete (rightmost column) Borrower Category Material Format Priority Description To add a row, click the plus sign ( ). To delete a row, click the minus sign ( ). Patron type, as set on the Institution Borrower Categories (page 194) screen in the WMS Institution module. It is recommended to add a row for each patron type Material format is defined in an item's master record. For more information, see Material Type Names and Codes to determine how the master record provides material format. Priority level for the patron type. The lower the number, the higher the priority. Multiple rows can have the same priority level. Use the following configuration to provide the same hold priority to all patrons: Material Format Borrower Category Priority All All 1 Use the following configuration to provide faculty with a higher hold priority than other patrons: Material Format Borrower Category Priority All Faculty 1 All All 2 This will automatically place faculty hold requests at the top of the queue. Related policies: Hold Priority depends upon: Institution Borrower Categories (page 194) Page 58 of 204

59 POS Printer Preferences Use this screen to download the POS (point of sale) printer application and set your port number. Installing the POS printer application will improve the compatibility and reliability of printing of receipt printers. You must have the Java Runtime Environment (JRE) and JavaPOS ADK installed on your computer where the POS printer is installed. You must repeat this process for every computer that has a receipt printer attached. For more information on how to setup a POS printer, see Set up your POS printer for use with Circulation. Step 1: Sign into OCLC Service Configuration 1. Sign into Service Configuration. For details, see Sign in to Service Configuration. 2. On the left panel, click WMS Circulation > Admin/General. 3. On the Admin/General screen, click POS Printer Preferences. Step 2: Download the POS printer application 1. If you are using this page for the first time, the Server port field will be blank. Enter 7557 to use the default server port. 2. To accept the default server port, click Save. You will receive an error message if the default port is being used by a different application. If the port is already in use, enter a port number between 1024 and To download the application, click Click Here to Download the POS Printer application. 4. Once the application has been downloaded, locate the file on your computer and run the application. This process could take several minutes. Follow any on-screen installation steps. 5. Log in to WorldShare. POSPrinter should appear as a printer option (it may take up to 5 minutes for the application to become active). See General POS printer application usage (page 59) for more details. General POS printer application usage If you use Google Chrome or Internet Explorer, you need to manually activate the POS Printer Application prior to accessing WorldShare Circulation. You can manually activate the application by opening Start > All Programs > WMS POS Printer Server Application > WMS POS Printer Server Application. The POS Printer Application may take up to 5 minutes to become fully active. Once active, POSPrinter will be visible in the Receipt Option list in WorldShare Circulation. If the POSPrinter printer option does not display after 5 minutes, without closing your browser, try logging out and back in to WorldShare. Page 59 of 204

60 Replacement Cost Use this screen to set default replacements costs for material formats. Refer to Long Overdue and Lost Policy (page 101) to see when and how replacement cost is applied. It is recommended that libraries add replacement costs for their most common material formats. If an item does not have a cost listed in its local holding record (field 876 c) or a replacement cost, then the system cannot assign a charge. Replacement Cost fields: Field Add/Delete (rightmost column) Material Format Replacement Cost Description To add a row, click the plus sign ( ). To delete a row, click the minus sign ( ). Material format is defined in an item's master record. For more information, see Material Type Names and Codes to determine how the master record provides material format. Amount of the replacement cost for the specific material type. Related policies: Replacement Cost is used in: Long Overdue and Lost Policy (page 101) See also: Material Type Names and Codes Page 60 of 204

61 UI Preferences Use this screen to set check in alerts for selected item statuses. Click the check boxes to select that staff receive an alert in WorldShare Circulation when items with the following statuses are checked in: Item status Lost Missing Claimed Never Had Claimed Returned Default? Yes Yes No No For information on how to mark items as claimed lost, claimed returned, or claimed never had, see Change loan status. For information on how to mark items as missing, see View and use item records. See also: View and use item records Change loan status Page 61 of 204

62 UI Tax Policy Use this screen to control the display of tax values on bills in patron accounts. The system calculates tax so it is included in the total amount. You must select auto calculate tax on the Bill Reason (page 63) screen for tax to be included in bills. Enter the tax rate for your institution on the Currency and Locale (page 137) screen in the WorldCat Registry module. UI Tax Policy fields: Field UI Tax Policy Description Select to show tax in the Bills tab in the patron account: Setting Description System Display Show Everywhere Show Nowhere Tax amount appears in a popup window when you put the cursor over the bill amount. Popup window does not display. Bill amount is underlined. Bill amount is not underlined. Related policies: Currency and Locale (page 137) Bill Reason (page 63) Page 62 of 204

63 Bill Reason Use this screen to create bill reasons. Bill reasons are used to indicate why a patron is being billed. The bills reasons you create on this screen can be used in: Bill Structure (page 65) Long Overdue and Lost Policy (page 101) Manually creating a bill Bill reasons have certain restrictions based on what you select in the Associated With (page 63) field. For information on creating a bill, see Create a bill for a fine or fee. Create or edit bill reasons 1. On the Bill Reasons screen, click Create New, or click the Policy Name you want to edit. 2. On the Create New or Edit Policy screen, fill in the fields in the order below: Field Description 1 Policy Name Name of the policy. 2 Associated With Select when the bill reason is applied: Setting Description Applies to anything Bill reason can be used with or without an item associated with the bill. Only applies to items Only applies to holds Bill reason can only be used if there is an item associated with the bill. If you try to create a bill without an item, an alert message appears. Depending on your account, you may have to enter an override. Bill reason can only be used for holds. 3 Auto Calculate Tax? Click the check box to incorporate tax into the bill. Tax will only display in WorldShare Circulation if Show Everywhere is selected in UI Tax Policy (page 62) (page under Admin/General). Enter the tax rate for your institution on the Currency and Locale (page 137) screen in the WorldCat Registry module. 3. Click Save. Copy bill reasons 1. Click the Policy Name you want to copy. 2. In the top right corner, click Copy. The copied policy appears. 3. Enter a policy name and edit any additional fields. 4. Click Save. Delete bill reasons Policies cannot be deleted if they are in use. Page 63 of 204

64 1. Click the Policy Name you want to delete. 2. In the top right corner, click Delete. 3. On the Confirm window, click OK. Related policies: Bill Reasons are used in: Bill Structure (page 65) Long Overdue and Lost Policy (page 101) See also: Create a bill for a fine or fee Page 64 of 204

65 Bill Structure Use this screen to set up bill structures. Bill structures determine the amount of bills and how long fines and fees will be accrued. View bill structures Use the Bill Structures screen to view all your bill structures. The following table describes the fields on the Bill Structures screen: Field Bill Structure Type Description Type of bill structure: Type Fixed Bill Periodic Bill Description Fixed bills contain a static bill amount. Periodic bills increase by the amount you choose over the length of time you choose. Last Modified Policy Name Date and time the policy was last modified. Name of the policy. Click the Policy Name to edit the policy. Create or edit a fixed bill 1. On the Bill Structures screen, click Create New, or click the Policy Name you want to edit. 2. Enter a policy name. 3. Select a Bill Reason from the list. Create bill reasons on the Bill Reason (page 63) screen. 4. If you are creating a new bill, in the Bill Type list, click Fixed Bill. 5. In the Amount field, enter an amount. 6. Click Save. Create or edit a periodic bill 1. On the Bill Structures screen, click Create New, or click the Policy Name you want to edit. 2. Enter a policy name. 3. Select a Bill Reason from the list Create bill reasons on the Bill Reason (page 63) screen. 4. If you are creating a new bill, in the Bill Type list, click Periodic Bill. 5. Use the Recurring Amounts Per Period table to set bill fines and fees: Column Amount Recurrence Duration Description Enter an amount. Select how often the amount is accrued. Enter the period of time the recurring amount will last. Page 65 of 204

66 Column Add/Delete (rightmost column) Description Duration does not take into account any closed hours or days. The system reads the rows in the Recurring Amounts Per Period table from top to bottom until the Duration ends, or the Maximum amount is reached. To add a row, click the plus sign ( ). To delete a row, click the minus sign ( ). The move a row up, click the up arrow ( ). To move a row down, click the down arrow ( ). 6. If you would like to charge no less than an amount, enter the amount in the Minimum amount field. If you do not want the field to apply, click the No Limit check box. 7. If you would like to charge no more than an amount, enter the amount in the Maximum amount field. If you do not want the field to apply, click the No Limit check box. 8. Click Save. Copy bill structures 1. Click the Policy Name you want to copy. 2. In the top right corner, click Copy. The copied policy appears. 3. Enter a policy name and edit any additional fields. 4. Click Save. Delete bill structures Policies cannot be deleted if they are in use. 1. Click the Policy Name you want to delete. 2. In the top right corner, click Delete. 3. On the Confirm window, click OK. Page 66 of 204

67 Related policies: Bill Structure depends upon: Bill Structure is used in: Bill Reason (page 63) Hold Request Policy (page 82) Hold Fulfillment Policy (page 74) Loan Policy (page 91) Long Overdue and Lost Policy (page 101) Page 67 of 204

68 Circulation Receipts Use this screen to customize receipts. Receipts can be printed or ed to the patron. View circulation receipts Use the Circulation Receipts screen to view all the receipts available for editing. The following table describes the fields on the Circulation Receipts screen: Field Receipt Name Description There are eight types of receipts you can edit: Receipt Name BILL CHECK_IN DUE_DATE HOLD PULL_LIST_ ENTRY REFUND ROUTING Receipt Location in WMS In the Bills tab of a patron record. When paying, waiving, or canceling a bill. For information on paying and waiving bills, see Pay or waive bills. On the Check In screen. Select the checked in items, choose a Receipt Option, and click Receipt. The option will only display if all items selected are for a single patron. For information on checking in items, see Check in items. In the Checkout tab of a patron record. Select items from the check out and click Receipt. Items become automatically selected when they are checked out to a patron. For information on checking out an item, see Check out items. On the Check In screen. When an item is checked in and it fulfills an open hold request. You must select a Receipt Option in order for the receipt to print or be ed. For information on checking in items, see Check in items. On the Pull List. Select items from the pull list (the Select for Print / Forwarding column must be visible) and click Receipt. This is not the same as printing the entire pull list. For information on the pull list and configuring its columns, see Pull list and clear hold shelf. In the Bills tab of a patron record. When refunding a bill. For information on refunding a bill, see Refund a bill. On the Check In screen. When an item is checked in and needs to be routed to a different branch. You must select a Receipt Option in order for the receipt to print or Page 68 of 204

69 Field Description Receipt Name SCHEDULE Receipt Location in WMS be ed. For information on checking in items, see Check in items. On the Check In screen. When an item is checked in and it fulfills an open schedule request. You must select a Receipt Option in order for the receipt to print or be ed. For information on checking in items, see Check in items. Status Last Modified Indicates whether the receipt has been edited. Date and time the receipt was last edited. Edit a circulation receipt 1. Click the Receipt Name you want to edit. 2. Optional. Enter a header. The text you enter will appear at the top of the receipt. Do not enter more than 200 characters. 3. Select the check boxes to indicate the information you want to include on the receipt. For Patron information only: If you want this information to also be included on the header of the receipt, click Show in receipt title. 4. Optional. Enter a footer. 5. Click Save. The text you enter will appear at the bottom of the receipt. Do not enter more than 200 characters. Page 69 of 204

70 See also: Check in items Check out items Pay or waive bills Pull list and clear hold shelf Refund a bill Page 70 of 204

71 Debt Collection This feature allows WorldShare Circulation to work with Unique Management Services, Inc., the principal material recovery agency in the global library marketplace. Selection Criteria Use this screen to specify the criteria the system uses to select patron accounts to send to Unique Management. 1. On the Selection Criteria screen, fill in the fields in the order below: Field 1 Minimum Patron Balance Description The minimum amount patrons must owe before they are eligible to be sent to debt collection. 2 Oldest Fine Date The oldest date of a fine that should be considered when calculating whether or not patrons are eligible to be sent to debt collection. 3 Grace Period The period during which accrued fines are not considered when calculating the patron balance. 4 Minimum Patron Age 5 Included Patron Types 6 Included Bill Reasons 7 Processing Fee Bill Reason (optional) 8 Processing Fee Bill Amount The minimum age a patron must be before their account is selected for debt collection. Select the Patron Types that are eligible for debt collection. Patron Types are set on the Institution Borrower Categories (page 194) screen in the WMS Institution module. Select the Bill Reasons to be included when calculating the patron balance. Create bill reasons on the Bill Reason (page 63) screen. Select the text that will appear on the bill for the processing fee that the library assesses if a patron is sent to debt collection. The amount of the fee the library assesses if the patron is sent to debt collection. 9 Staff Name The staff member(s) who will be notified when the process has finished. 10 Scheduling Select how often the file is created. 11 Time Select the time of day when the file is created. 2. Click Save. File Review Use this screen to review the patron files in preparation for sending. 1. On the File Review screen, review the patron information. 2. Optional. Select Exempted to exclude the patron from all future instances of debt collection. 3. Optional. Select Exclude Now to exclude the patron from debt collection one time. 4. When you are finished, you have three options: 1. Click Reset Selection Criteria to reset all submission criteria and discard the current data. 2. Click Save Changes to save without submitting the data for transmission. 3. Click Submit to send the list to Unique Management. File Transmission Configuration Use this screen to specify the details of how the file should be transmitted. The file will be encrypted prior to transmission. Page 71 of 204

72 1. On the File Transmission Configuration screen, fill in the fields in the order below: Field Description 1 File Format Select the file format. 2 Transmission Select the method to send the file. 3 Staff Name The staff member(s) who will be notified when the file transmission is complete. 4 Address address of your contact at Unique Management. 2. Click Save. Manage Shared Key Use this screen to create a shared key that will be used by Unique Management to decrypt the file. A shared key must be created before the library completes the File Transmission Configuration. Manage Shared Key fields: Field Shared Key Name Shared Key Description Select the name of the shared key. The system supplied shared key that is created and will be used to encrypt and decrypt the file. It is the library's responsibility to send the shared key to their contact at Unique Management. Update Patron Reports Use this screen to determine when an updated file of eligible patrons should be sent to Unique Management. 1. On the Update Patrons Report screen, fill in the fields in the order below: Field Description 1 Staff Name The staff member(s) who will be notified when the process is finished. 2 Scheduling Select how often the report is run. 3 Time Select the time of day the file is created. 2. Click Save. Synchronization Report Use this screen to configure when to submit a report of all patrons currently in debt collection status and the current total balance of outstanding debt as represented in WMS Circulation. This enables Unique Management to verify the data in both systems. 1. On the Synchronization Report screen, fill in the fields in the order below: Field Description 1 Staff Name The staff member(s) who will be notified when the process is finished. 2 Scheduling Select how often the report is run. 3 Time Select the time of day the file is created. 2. Click Save. Page 72 of 204

73 Group Payment Policy Use this screen to determine which institutions in your group can accept payment and waive bills for your patrons. This setting only applies to WMS libraries with group aware. You can allow all institutions in your group to accept payment and waive fines, or you can apply specific permissions for each individual institution. If you do not set a group payment policy, institutions in your group can accept payments for your patrons, but will be unable to waive your patron's bills. Create or edit a group payment policy 1. On the Group Payment Policy screen, click Create New, or click the Policy Name you want to edit. 2. On the Create New or Edit Policy screen, you have two options: 1. Grant all institutions in your group the ability to accept payment and waive bills by selecting the check box in the All institutions can pay or waive field. 2. Create individual rules for each institution in your group using the table at the bottom of the screen: 3. Click Save. 1. In the Member ID field, select the institution. 2. In the Can Pay field, click the check box to allow the institution to accept payment for bills. 3. In the Can Waive column, click the check box to allow the institution to waive bills. 4. To add an institution, click the plus sign ( ). To remove an institution, click the minus sign ( ). Delete group payment policy Policies cannot be deleted if they are in use. 1. Click the Policy Name you want to delete. 2. In the top right corner, click Delete. 3. On the Confirm window, click OK. See also: Pay, waive, refund, or cancel bills Page 73 of 204

74 Hold Fulfillment Policy Use this screen to determine how long items are on the hold shelf. The hold shelf is the location in your library where items on hold are stored until picked up by patrons. Create or edit hold fulfillment policies 1. On the Hold Request Policy screen, click Create New, or click the Policy Name you want to edit. 2. On the Create New or Edit Policy screen, fill in the fields in the order below: Field Description 1 Policy Name Name of the policy. 2 Hold Expiration Period 3 Bill for picking up hold 4 Hold Pickup Notification Policy 5 Hold Shelf Expiration Notification Policy 3. Click Save. Amount of time the item is available on the hold shelf. The time begins when the item is checked in from the Pull List. Patrons have the duration of the period to pick up their hold. At the end of the period, if the item is not picked up, the system sends the Hold Shelf Expiration Notification Policy (page 74), and the item is listed in the Clear Hold Shelf report for removal from the hold shelf. Select a fixed bill from the list. Create fixed bills on the Bill Structure (page 65) screen. Select the hold pickup notification that will be sent to the patron when their hold is available. Create hold pickup notifications on the Notification Policy (page 103) screen. Select the hold shelf expiration notification that will be sent to the patron when their hold expires from the Hold Shelf. Create hold shelf expiry notifications on the Notification Policy (page 103) screen. This notification will be sent to patrons who failed to pick up their hold during the time set in the Hold Expiration Period (page 74). If you do not select a hold shelf expiration notification, the notification sent to the patron will default to the Hold Request Expiration Notification Policy (page 82) selected on the Hold Request Policy (page 82) screen. Copy hold fulfillment policies 1. Click the Policy Name you want to copy. 2. In the top right corner, click Copy. The copied policy appears. 3. Enter a policy name and edit any additional fields. 4. Click Save. Delete hold fulfillment policies Policies cannot be deleted if they are in use. 1. Click the Policy Name you want to delete. 2. In the top right corner, click Delete. 3. On the Confirm window, click OK. Page 74 of 204

75 Related policies: Hold Fulfillment Policy depends upon: Bill Structure (page 65) Notification Policy (page 103) Hold Fulfillment Policy is used in: Hold Fulfillment Policy Map (page 76) See also: Clear Hold Shelf Pull List Page 75 of 204

76 Hold Fulfillment Policy Map Use this screen to apply hold fulfillment policies to patron types and items. Processing order When an item is available to fulfill a hold, the system evaluates the rows in the map in this order until a match is found: 1. Top to bottom (rows) 2. Left to right (settings in rows) It is recommended to: Put your most restrictive rows at the top of the map Have a row at the bottom of the map to cover all patron types, material formats, branches, and locations Create or edit rows in the hold request policy map 1. On the Hold Fulfillment Policy Map screen, fill in the fields in the order below: Field Description 1 Patron Policy Select the Patron Policy from the list. Create patron type policies on the Patron Type Policy (page 117) screen. 2 Material Format Material format is defined in an item's master record. For more information, see Material Type Names and Codes to determine how the master record provides material format. 3 Holding Location Holding Code, as set on the Holding Codes Translation Table (page 19) screen. You must select a holding location in order to select a shelving location. 4 Shelving Location Shelving Location, as set on the Holding Codes Translation Table (page 19) screen. 5 Hold Fulfillment Policy 6 Add/Delete 2. Click Save. (rightmost column) If an item has a temporary and permanent location in WMS, the circulation policy will use the temporary location. Select the Hold Fulfillment Policy from the list. Create hold fulfillment policies on the Hold Fulfillment Policy (page 74) screen. To add a row, click the plus sign ( ). To delete a row, click the minus sign ( ). To change a row's position on the map, use the up ( ) and down ( ) arrows. Page 76 of 204

77 Related policies: Loan Policy Map depends upon: Bill Reason (page 63) Holding Codes Translation Table (page 19) Patron Type Policy (page 117) See also: Material Type Names and Codes Page 77 of 204

78 Hold Limit Matrix Use this screen to apply hold limit policies to patron types and material format. Shelving location cannot be applied on this screen to limit holds, only patron type and material format. If you want to limit holds based on shelving location, you can set Fulfil Holds for (field on the Location Policy (page 96) screen) to No patrons or Branch patrons only. The place hold button that appears in WorldCat Local/Discovery can be configured on the Place Hold/Request Buttons (page 26) screen in the MyWorldCat.org module. Processing order 1. When an item is placed on hold, the system evaluates all the rows in the matrix for any matches. 2. If the system finds one or more matches, it determines whether the hold limit (hold count) has been exceeded. 3. If the hold limit has been exceeded, the reason will be displayed in an Acknowledgement window. Depending on your account type, you will need to override or acknowledge the message in order to allow the circulation transaction. It is recommended to have a row to cover all patron types and material formats. Create or edit rows in the hold limit matrix 1. On the Hold Limit Matrix screen, fill in the fields in the order below: Field Description 1 Patron Policy Select the Patron Policy from the list. Create patron type policies on the Patron Type Policy (page 117) screen. 2 Material Format Material format is defined in an item's master record. For more information, see Material Type Names and Codes to determine how the master record provides material format. 3 Hold Limits Policy Select the Holds Limit Policy from the list. Create hold limit policies on the Hold Limit Policy (page 80) screen. 4 Add/Delete 2. Click Save. (rightmost column) To add a row, click the plus sign ( ). To delete a row, click the minus sign ( ). Related policies: Loan Limit Matrix depends upon: Hold Limit Policy (page 80) Patron Type Policy (page 117) Page 78 of 204

79 See also: Location Policy (page 96) Place Hold/Request Buttons (page 26) Page 79 of 204

80 Hold Limit Policy Use this screen to limit the number of items patrons can place on hold. Patrons exceed their hold limits when they try to place more holds than the number listed in the policy. For example, if a patron has a hold count limit of 1, the policy will take effect when they try to place a second hold. When patrons exceed the limits set in the policy: Patrons are unable to place holds in WorldCat Local/Discovery The system displays an alert message when staff place a hold for the patron. Depending on their account type, staff will need to override or acknowledge the message. Create or edit hold limit policies 1. On the Hold Limit Policy screen, click Create New, or click the Policy Name you want to edit. 2. On the Create New or Edit Policy screen, fill in the fields in the order below. If you do not want a field to apply, click the No Limit check box. Field Description 1 Policy Name Name of the policy. 2 Verified* Hold Count Limit 3 Unverified* Hold Count Limit Maximum number of holds that can be placed by a verified patron. Maximum number of holds that can be placed by an unverified patron. *For more information on verified and unverified patron records, see View and use patron records. 3. Click Save. Copy hold limit policies 1. Click the Policy Name you want to copy. 2. In the top right corner, click Copy. The copied policy appears. 3. Enter a policy name and edit any additional fields. 4. Click Save. Delete hold limit policies Policies cannot be deleted if they are in use. 1. Click the Policy Name you want to delete. 2. In the top right corner, click Delete. 3. On the Confirm window, click OK. Related policies: Hold Limit Policy is used in: Hold Limit Matrix (page 78) Page 80 of 204

81 See also: View and use patron records Page 81 of 204

82 Hold Request Policy Use this screen to set hold request policies for items. Hold request policies are used to set how long hold requests remain active, the holds forwarding policy for libraries with multiple locations or branches, and if patrons can place holds on items they have checked out. Libraries using WorldShare Circulation and WorldShare ILL integration: The Default Hold Request Period (page 82) (see #2 in the table below) will be in effect from the time the ILL request is placed until the item is received from the lender. Consider average ILL processing times when setting the Default Hold Request Period. Create or edit hold request policies 1. On the Hold Request Policy screen, click Create New, or click the Policy Name you want to edit. 2. On the Create New or Edit Policy screen, fill in the fields in the order below: Field Description 1 Policy Name Name of the policy. 2 Default Hold Request Period 3 Hold Fixed Due Date(s) How long holds remain active in the system. Holds will expire if they are not fulfilled within the chosen period. If you do not want any holds to expire, leave the Unlimited check box selected. Note: Unlimited holds will expire 20 years from the date the hold is placed. Hold fixed due dates are set dates holds will no longer be active in the system. For example, the last date of the semester. Hold fixed due dates have to be maintained on each hold request policy. You can enter multiple hold fixed due dates. If a hold fixed due date has passed, it will no longer apply. If a hold fixed due date is not found, the system will use the time set in Default Hold Request Period. 4 Bill for placing hold Fixed amount applied to the patron's account when a hold is placed. Create fixed bills on the Bill Structure (page 65) screen. Patrons cannot place a hold in WorldCat Local/Discovery if there is a bill associated with placing holds If staff place a hold in WMS for a patron, they will need to, depending on their account type, override or acknowledge the bill amount due for placing the hold. 5 Bill for expired hold Fixed amount applied to the patron's account when a hold expires. Create fixed bills on the Bill Structure (page 65) screen. 6 Hold Request Expiration Notification Policy Select the hold request expiration notification that will be sent to the patron when their hold expires or is deleted. Create hold request expiry notifications on the Notification Policy (page 103) screen. If you do not select a Hold Shelf Expiration Notification Policy (page 74) on the Hold Fulfillment Policy (page 74) screen, then the hold request expiration notification will also be sent to the patron when their item expires from the Hold Shelf (the patron failed to pick up their hold during the time set in the Hold Expiration Period (page 74)). Page 82 of 204

83 Field Description 7 Forwarding Policy Select the forwarding policy: For more information on deleting holds, see Delete a hold from the item record and Delete a hold from a patron account. Setting Globally forwarded by default Prefers Pickup location if any items are available Description When a hold is placed on an item and it is available at multiple branch locations, the item will appear on the pull list for every branch that can fulfill the hold. Recommended for libraries with one branch. When a hold is placed on an item and it is available at multiple branches, the item will appear on the pull list for the branch that is the patron's pickup location. If staff determine that the hold cannot be fulfilled, they can forward the hold to the other branches. If the item is not available at the pickup location, the item will appear on the pull list for every branch that can fulfill the hold. 8 Hold can be placed if patron has item on loan Select whether patrons can place holds on items they have checked out: Setting Hold can be placed Hold can only be placed with an override Description Patrons can place holds on items they checked out. Patrons cannot place holds on items they have checked out in WorldCat Local/Discovery. Staff can place the hold for them, but, depending on the account type, will need to override or acknowledge the hold in WMS. 3. Click Save. Copy hold request policies 1. Click the Policy Name you want to copy. 2. In the top right corner, click Copy. The copied policy appears. 3. Enter a policy name and edit any additional fields. 4. Click Save. Delete hold request policies Policies cannot be deleted if they are in use. 1. Click the Policy Name you want to delete. 2. In the top right corner, click Delete. 3. On the Confirm window, click OK. Page 83 of 204

84 Related policies: Hold Request Policy depends upon: Bill Structure (page 65) Notification Policy (page 103) Hold Request Policy is used in: Hold Request Policy Map (page 85) See also: Delete a hold from the item record Delete a hold from a patron account Pull list Page 84 of 204

85 Hold Request Policy Map Use this screen to apply hold request policies to patron types and material formats. Processing order When an item is placed on hold, the system evaluates the rows in the map in this order until a match is found: 1. Top to bottom (rows) 2. Left to right (settings in rows) It is recommended to: Put your most restrictive rows at the top of the map Have a row at the bottom of the map to cover all patron types and material formats Create or edit rows in the hold request policy map 1. On the Hold Request Policy Map screen, fill in the fields in the order below: Field Description 1 Patron Policy Select the Patron Policy from the list. Create patron type policies on the Patron Type Policy (page 117) screen. 2 Material Format Material format is defined in an item's master record. 3 Hold Request Policy 4 Add/Delete (rightmost column) 2. If needed, add or delete rows: To add a row, click the plus sign ( ). To delete a row, click the minus sign ( ). For more information, see Material Type Names and Codes to determine how the master record provides material format. Select the Hold Request Policy. Create hold request policies on the Hold Request Policy (page 82) screen. To add a row, click the plus sign ( ). To delete a row, click the minus sign ( ). 3. To change a row's position on the map, use the up ( ) and down ( ) arrows. 4. Click Save. Page 85 of 204

86 Related policies: Loan Policy Map depends upon: Hold Request Policy (page 82) Patron Type Policy (page 117) See also: Material Type Names and Codes Page 86 of 204

87 Loan Limit Matrix Use this screen to apply loan limit policies to patron types and items. Processing order 1. When an item is checked out, the system evaluates all rows in the matrix for any matches. 2. If the system finds one or more matches, it determines whether any loan limits (loan count, loan value, renew time) have been exceeded. 3. If one or more loan limits have been exceeded, the reason(s) will be displayed in an Acknowledgement window. Depending on your account type, you will need to override or acknowledge the message in order to allow the circulation transaction. It is recommended to have a row to cover all patron types, material formats, branches, and locations. Create or edit rows in the loan limit matrix 1. On the Loan Limit Matrix screen, fill in the fields in the order below: Field Description 1 Patron Policy Select the Patron Policy from the list. Create patron type policies on the Patron Type Policy (page 117) screen. 2 Material Format Material format is defined in an item's master record. For more information, see Material Type Names and Codes to determine how the master record provides material format. 3 Holding Location Holding Code, as set on the Holding Codes Translation Table (page 19) screen. You must select a holding location in order to select a shelving location. 4 Shelving Location Shelving Location, as set on the Holding Codes Translation Table (page 19) screen. If an item has a temporary and permanent location in WMS, the circulation policy will use the temporary location. 5 Loan Limit Policy Select the Loan Limit Policy from the list. Create loan limit policies on the Loan Limit Policy (page 89) screen. 6 Add/Delete 2. Click Save. (rightmost column) To add a row, click the plus sign ( ). To delete a row, click the minus sign ( ). Page 87 of 204

88 Related policies: Loan Limit Matrix depends upon: Holding Codes Translation Table (page 19) Loan Limit Policy (page 89) Patron Type Policy (page 117) See also: Material Type Names and Codes Page 88 of 204

89 Loan Limit Policy Use this screen to limit patron accounts based on items on loan, total value of loans, and times a loan can be renewed. When patrons exceed the limits set in the policy: The system displays an alert message when staff check an item out for the patron. Depending on their account type, staff will need to override or acknowledge the message. Create or edit loan limit policies 1. On the Loan Limit Policy screen, click Create New, or click the Policy Name you want to edit. 2. On the Create New or Edit Policy screen, fill in the fields in the order below. If you do not want a field to apply, click the No Limit check box. Field Description 1 Policy Name Name of the policy. 2 Verified* Loan Count Limit 3 Verified* Loan Value Limit 4 Verified* Renew Time Limit 5 Unverified* Loan Count Limit 6 Unverified* Loan Value Limit 7 Unverified* Renew Time Limit Number limit of loans placed by a verified patron. Maximum amount of all loaned items. This value is calculated based on the item cost in the local holdings record (LHR) field 876 c. If an item has no cost in its LHR, it will not add to this value. If the amount entered here differs from the Total Loan Value Limit (page 118) in the Patron Type Policy, then the most restrictive amount is applied. Number of times a loan can be renewed by a verified patron. Number of loans placed by an unverified patron. Maximum amount of all loaned items. This value is calculated based on the item cost in the local holdings record (LHR) field 876 c. If an item has no cost in its LHR, it will not add to this value. Number of times a loan can be renewed by an unverified patron. *For more information on verified and unverified patron records, see View and use patron records. 3. Click Save. Copy loan limit policies 1. Click the Policy Name you want to copy. 2. In the top right corner, click Copy. The copied policy appears. 3. Enter a policy name and edit any additional fields. 4. Click Save. Delete loan limit policies Policies cannot be deleted if they are in use. Page 89 of 204

90 1. Click the Policy Name you want to delete. 2. In the top right corner, click Delete. 3. On the Confirm window, click OK. Related policies: Loan Limit Policy is used in: Loan Limit Matrix (page 87) See also: View and use patron records Page 90 of 204

91 Loan Policy Use this screen to set loan policies for your patrons. Create or edit loan policies 1. On the Loan Policy screen, click Create New, or click the Policy Name you want to edit. 2. On the Create New or Edit Policy screen, fill in the fields in the order below: Field Description 1 Policy Name Name of the policy. 2 Circulates? Select if the policy requires an override when items are checked out: Setting This loan policy always allows for circulation This loan policy only allows circulation with an override This loan policy never allows circulation Override? Not required Required Staff will not have the option to override 3 Loan Period Default loan period. 4 Overdue Grace Period 5 Renew Period Loan period for renewals. Amount of time before fines are assessed for overdue items. Renew Period can be a different value than Loan Period If a Renew Period is not specified, the system will use the time set in Loan Period Select if the Renew Period occurs after: The renew transaction The original due date 6 Automatic Renewal Click Yes to turn on automatic renewals. All items with this loan policy will be eligible for automatic renewal. Automatic renewal will only apply to items once it is turned on, and the items are checked out or manually renewed. Items are considered for automatic renewal on the day they are due. It is recommended to set up an Overdue Grace Period (page 91) for when items cannot be automatically renewed, so patrons have time to return the items without incurring fines. It is recommended to modify the Overdue Notification Policy (page 92) to explain that items have not automatically renewed because either the maximum number of renewals has been reached or other patrons need the items. Items are renewed if they are not needed to fulfill an outstanding hold request: Page 91 of 204

92 Field Description 7 Automatic Renewal Limit 8 Fixed Due Dates (25 character limit) Scenario There are no current hold requests. There is a hold request and another item is available to fulfill the request. There is a hold request and no other items are available to fulfill the request. There are multiple hold requests that cannot all be fulfilled by other available items. Is the item automatically renewed? Yes Yes No. The item is considered overdue, and the overdue notice in the Overdue Notification Policy (page 92) field is sent to the patron. No. The item is considered overdue, and the overdue notice in the Overdue Notification Policy (page 92) field is sent to the patron. If you selected Yes in the Automatic Renewal field, enter the number of times items can be automatically renewed. If you do not want the field to apply, click the No Limit check box. Fixed due dates are set dates items are due at your institution. For example, the last date of the semester. Fixed due dates have to be maintained on each loan policy. You can enter multiple fixed due dates. If a fixed due date has passed, it will no longer apply. As the check out date gets closer to the fixed due date, the loan period will shorten to reflect the fixed due date. 9 Loan Fixed Bill Fixed amount applied to the patron's account when items are checked out. Create fixed bills on the Bill Structure (page 65) screen. 10 Renew Fixed Bill Fixed amount applied to the patron's account when items are renewed. Create fixed bills on the Bill Structure (page 65) screen. 11 Overdue Fixed Bill Fixed amount applied to the patron's account when overdue items are returned. Create fixed bills on the Bill Structure (page 65) screen. 12 Overdue Periodic Bill 13 Overdue Notification Policy 14 Pre-closing due date adjustment policy Amount applied periodically to the patron's account when items checked out to the patron are overdue. Create periodic bills on the Bill Structure (page 65) screen. Select the overdue notification that will be sent to the patron. Create loan overdue notifications on the Notification Policy (page 103) screen. Select an interval to make items due at or before the library's closing hours. Selecting At Closing, or any 15 minute interval prior to closing, could result in a shortened loan period The default setting (System default) does not alter the due date to account for library closing time Library hours are set on the Open Hours (page 148) screen in the WorldCat Registry module 15 Recall Period Amount of time patron has to return a recalled item. 16 Recall Grace Period 17 Minimum Loan Period Amount of time before fines are assessed for recalled items. Minimum guaranteed loan period. When an item is recalled, the recall due date will be adjusted so that the item is due after the minimum loan period. Page 92 of 204

93 Field Description 18 Recall Fixed Bill Fixed amount applied to the patron's account when an item checked out to the patron is recalled. Create fixed bills on the Bill Structure (page 65) screen. 19 Recall Periodic Bill Amount periodically applied to the patron's account when an item checked out to the patron is recalled. Create periodic bills on the Bill Structure (page 65) screen. 20 Recall Notification Policy 21 Accrue bills When Closed? 3. Click Save. Select the recall notification that will be sent to the patron. Create recall notifications on the Notification Policy (page 103) screen. Select to bill patrons when the library is closed. Library hours are set on the Open Hours (page 148) screen in the WorldCat Registry module. Bulk Updates Use this section to set whether you want to bill patrons when the library is closed for all policies. Copy loan policies 1. Click the Policy Name you want to copy. 2. In the top right corner, click Copy. The copied policy appears. 3. Enter a policy name and edit any additional fields. 4. Click Save. Delete loan policies Loan policies can only be deleted if they have never been used. Loan policies are tied to historical and statistical data maintained by the system. 1. Click the Policy Name you want to delete. 2. In the top right corner, click Delete. 3. On the Confirm window, click OK. Related policies: Loan Policy depends upon: Bill Structure (page 65) Loan Policy is used in: Loan Policy Map (page 94) Notification Policy (page 103) Open Hours (page 148) Page 93 of 204

94 Loan Policy Map Use this screen to apply loan policies and long overdue and lost policies to patron types and items. Processing order When an item is checked out, the system evaluates the rows in the map in this order until a match is found: 1. Top to bottom (rows) 2. Left to right (settings in rows) It is recommended to: Put your most restrictive rows at the top of the map Have a row at the bottom of the map to cover all patron types, material formats, branches, and locations Create or edit rows in the loan policy map 1. On the Loan Policy Map screen, fill in the fields in the order below: Field Description 1 Patron Policy Select the Patron Policy from the list. Create patron type policies on the Patron Type Policy (page 117) screen. 2 Material Format Material format is defined in an item's master record. For more information, see Material Type Names and Codes to determine how the master record provides material format. 3 Holding Location Holding Code, as set on the Holding Codes Translation Table (page 19) screen. You must select a holding location in order to select a shelving location. 4 Shelving Location Shelving Location, as set on the Holding Codes Translation Table (page 19) screen. If an item has a temporary and permanent location in WMS, the circulation policy will use the temporary location. 5 Loan Policy Select the Loan Policy from the list. Create loan policies on the Loan Policy (page 91) screen. 6 Long Overdue and Lost Policy 2. If needed, add or delete rows: To add a row, click the plus sign ( ). To delete a row, click the minus sign ( ). Optional. Select a Long Overdue and Lost Policy. Create long overdue and lost policies on the Long Overdue and Lost Policy (page 101) screen 3. To change a row's position on the map, use the up ( ) and down ( ) arrows. 4. Click Save. Related policies: Loan Policy Map depends upon: Holding Codes Translation Table (page 19) Loan Policy (page 91) Page 94 of 204

95 Loan Policy Map depends upon: Long Overdue and Lost Policy (page 101) Patron Type Policy (page 117) See also: Material Type Names and Codes Page 95 of 204

96 Location Policy Use this screen to configure item availability, hold fulfillment availability, reshelving period, and in processing status for items based on their location. Implementing/migrating libraries: Do not edit Location Policy until your Implementation Manager has notified you that your migration is complete. If you change these settings before your migration is complete, all of your items will have these settings. If you change Available to Unavailable, your items will have the status of Unavailable. If you change In Processing Mode to Until Checked In, your items will have the status of In Processing until they are manually checked in. Processing order Each row you configure forms an individual location policy. The system process policies in this order: 1. Top to bottom (policies) 2. Left to right (settings that make up the policy) Create or edit location policies If a location policy affects item availability, in some situations you may need to check the item in for the location policy to apply: 1. You add or edit a location policy and the availability changes for items already in that location. Example: Your library has a shelving location called "Out for Repair" and you decide you want items in that location to be Unavailable. You create a location policy that stipulates Unavailable for all items in the "Out for Repair" location. To implement the change in availability for items in this location, you must check in the items. 2. You are applying an existing location policy to an item that you are moving to that location. Example: Your library has a branch location called Institutional Archives" and you want to move an item from the "Main Branch" to this location. The availability for items in this location is set to Unavailable. For the location policy to be applied and availability to change, you must check in the item. Page 96 of 204

97 To create or edit a location policy: 1. On the Location Policy screen, fill in the fields in the order below: Field Description 1 Holding Location Holding Code, as set on the Holding Codes Translation Table (page 19) screen. You must select a holding location in order to select a shelving location. 2 Shelving Location Shelving Location, as set on the Holding Codes Translation Table (page 19) screen. If an item has a temporary and permanent location in WMS, the circulation policy will use the temporary location. 3 Material Format Material format is defined in an item's master record. For more information, see Material Type Names and Codes to determine how the master record provides material format. 4 Available? Select if items at this location show as Available or Unavailable in WorldCat Local/Discovery. Items marked Unavailable are not available for circulation and cannot fulfill holds. Changing item availability on this screen does not automatically change the item status. Item status will only change after the item is checked in. For more information on how statuses appear to patrons and staff, see Item statuses. 5 Fulfil Holds for Select patrons for which staff (without an override) can place holds for items at this location. Settings vary, depending on whether your library has multiple branches or is part of a WMS group. See Can Override Holds? (page 99) for more information on override settings. 1. Library with a single location You have two options: All patrons: Hold requests are allowed. No patrons: Hold requests are not allowed. 2. Library with branch locations You have three options: Setting All patrons Branch patrons only Description Hold requests are allowed. Only patrons whose Home Branch (in their patron record) matches the Location Policy (page 96) of the item can place a hold on the title. For titles where this is the only branch that holds a qualifying item: The item may only be requested by patrons whose Home Branch matches the Holding Location of the item. Patrons from other branches cannot request these items. For titles where there are qualifying items across multiple branches: Items at the selected Holding Location may only be requested by patrons whose Home Branch matches the Holding Location of the item. Page 97 of 204

98 Field Description Setting No patrons Description Patrons from other branches cannot request the items from this Holding Location. However, there may be other location policies in place that allow the items at other Holding Locations to be requested by any patron, regardless of the patron's Home Branch. Hold requests are not allowed. 3. Library that is part of a WMS group Setting No patrons Branch patrons only Description Hold requests are not allowed. Only patrons whose Home Branch (in their patron record) matches the Holding Location of the item can place a hold on the title For titles where this is the only branch that holds a qualifying item The item may be requested only by patrons whose Home Branch matches the Holding Location of the item Patrons with other Home Branches will not be able to request these items For titles where there are qualify items across multiple branches: Any item at the selected Holding Location may be requested only by patrons whose Home Branch matches the Holding Location of the item Patrons from other branches will not be able to request items from this Holding Location However, there may be other location policies in place that allow the items at those holding locations to be requested by any patron regardless of the patron's home branch Institution patrons only Only patrons whose home institution matches the holding institution of the item can place a hold request on the title. For titles where this is the only institution in a group that holds a qualifying item: The item may only be requested by patrons whose home institution matches the holding institution of the item. Patrons from other institutions cannot request these items. For titles where there are qualifying items across multiple institutions in the group: Page 98 of 204

99 Field Description Setting All patrons Description Items at the selected institution may be requested only by patrons whose home institution matches the holding institution of the item. Patrons from other institutions cannot request the items from this library. However, there may be other location policies in place that allow the items at those institutions to be requested by any patron regardless of the patron's home institution. Hold requests are allowed. 6 Can Override Holds? Select if holds on items at this location can be overridden: Setting Can Override Holds Description Hold requests that are blocked based on the setting you selected in Fulfil Holds for (page 97) can be overridden by staff. Cannot Override Holds Hold requests can never be overridden by staff. Select if hold requests should never be allowed based on the location policy. Example: You do not allow holds to be placed on items in your reference collection. (Shelving Location = Reference) Select the following settings: Fulfil Holds For = No patrons Can Override Holds? = Cannot Override Holds Example: You do not allow holds to be placed on items in your Main Branch, New Books location. However, a title was specifically requested by a faculty member (Home Branch = Law Library) for preview, and you want to place a hold for them. (Shelving Location = New Books) Select the following settings: Fulfil Holds For = Branch patrons only 7 Reshelving Period Enter the reshelving period. Can Override Holds? = Can Override Holds For the amount of time you enter, the item will have the status of Recently Returned (Available) in WMS. If you do not want to set a reshelving period, enter 0. For more information on how statuses appear to patrons and staff, see Item statuses. Page 99 of 204

100 Field Description 8 In Processing Mode In the In Processing Mode field, select if newly added items should display the status of In Processing in WMS: Setting For Period None Until Checked In Description A specified period of time, as set in the In Processing Period field (see step 9) Never Until the item is checked in at the item's Holding Location 9 In Processing Period For more information on how statuses appear to patrons and staff, see Item statuses. If you selected For Period in the In Processing Mode field, enter the amount of time that the item will display the status of In Processing in WMS after the item is created in the In Processing Period field. For more information on how statuses appear to patrons and staff, see Item statuses. 2. If needed, add or delete rows to add or delete policies. To add a row, click the plus sign ( ). To delete a row, click the minus sign ( ). 3. Click Save. Related policies: Location Policy depends upon: Holding Codes Translation Table See also: Item statuses Request a hold from a bibliographic record Request a hold from a patron account Page 100 of 204

101 Long Overdue and Lost Policy Use this screen to determine when items become long overdue/lost. Items become Lost when a staff member changes the status of an item that is checked out to a patron to Claimed Lost. For more information on how to mark items as claimed lost, see Change loan status. An item's status does not change to lost when the item becomes long overdue. When items become long overdue their status changes to Long Overdue (On Loan) in WorldShare Circulation. For more information on how statuses appear to patrons and staff, see Item statuses. When an item becomes long overdue or is claimed lost, replacement costs and processing fees will be applied based on the policies configured on this screen. When a long overdue item is returned The following occurs in WorldShare Circulation when a long overdue item is checked in: The replacement cost is removed from the patron's account if they have not yet paid the fee. The processing fee is removed if the policy has been configured to cancel the fee once the item is returned and the patron has not yet paid the fee. See #6, Cancel Processing Charge when Item is returned (page 102), below. The patron is charged with overdue fees from when the item first went overdue. Create or edit long overdue and lost policies 1. On the Long Overdue and Lost Policies screen, click Create New, or click the Policy Name you want to edit. 2. On the Create New or Edit Policy screen, fill in the fields in the order below: Field Description 1 Policy Name Name of the policy. 2 Assess Long Overdue and Lost 3 Preferred method of determining Replacement Cost Time after the due date when the fee is assessed. Select your method of determining a replacement cost: Setting Item Record, Media Type Media Type, Item Record Method 4 Replacement Cost Select a bill reason from the list. 1. The system will look for the replacement cost in the item record. Cost comes from the local holding record (LHR) field 876 c. 2. If no cost is found in the item record, the system will determine the cost based on the replacement costs set on the Replacement Cost (page 60) screen for media types. 3. If no cost is found, a fee is not charged. 1. The system will determine the cost based on the replacement costs set on the Replacement Cost (page 60) screen for media types. 2. If no cost is found for the media type, the system will look for the cost in the item record. Cost comes from the local holding record (LHR) field 876 c. 3. If no cost is found, a fee is not charged. Page 101 of 204

102 Field Description Bill Reason Do not use the same bill reason that is used in the Processing Charge Bill Structure. 5 Processing Charge Bill Structure 6 Cancel Processing Charge when Item is returned 3. Click Save. For example, do not use your Lost Item bill reason for both policies. Create bill reasons on the Bill Reason (page 63) screen. Select a fixed bill from the list. Do not select a bill structure that uses the same bill reason as the Replacement Cost Bill Reason. For example, do not use your Lost Item bill reason for both policies. Create a fixed bill on the Bill Structure (page 65) screen. Select the check box to cancel the processing fee if the item is returned, in addition to the replacement cost. Copy long overdue and lost policies 1. Click the Policy Name you want to copy. 2. In the top right corner, click Copy. The copied policy appears. 3. Enter a policy name and edit any additional fields. 4. Click Save. Delete long overdue and lost policies Policies cannot be deleted if they are in use. 1. Click the Policy Name you want to delete. 2. In the top right corner, click Delete. 3. On the Confirm window, click OK. Related policies: Long Overdue and Lost Policy depends upon: Bill Reason (page 63) Long Overdue and Lost Policy is used in: Loan Policy Map (page 94) Bill Structure (page 65) Replacement Cost (page 60) Page 102 of 204

103 Notification Policy Use this screen to configure notifications to be sent to patron when they have bills, holds, schedules, overdue items, or recalled items. Notifications are sent via . The system sends the following notifications hourly at the top of the hour: Hold Expiry Notifications Hold Pickup Notifications Schedule Expiry Notifications All other notifications are sent by the system daily at 7:00 am local time. Local time is based on the time zone set on the Open Hours (page 148) screen in the WorldCat Registry module. For patrons that do not have addresses, the system will automatically generate print notification. For more information, see Print notifications (page 106), below. Create or edit notification policies 1. On the Notification Policies screen, click Create New, or click the Policy Name you want to edit. 2. On the Create New or Edit Policy screen, enter a Policy Name. 3. Enter a description of the policy. 4. Select a Notification Type from the list. Notification Types Notification Type Bill Notification Hold Pickup Notification Hold Shelf Expiry Notification Hold Request Expiry Notification Loan Overdue Notification Description Use to notify patrons that they have accrued bills. You can configure the notification to be sent out after a set amount is reached. Used in Patron Type Policy (page 117). Use to notify patrons that their hold is ready for pickup. The notification is queued to be sent once the item has been checked in to fulfill the hold. An item can be checked in when it is returned, or when staff check the item in from the Pull List. Used in Hold Fulfillment Policy (page 74). Use to notify patrons that their hold has expired (has been pulled from the hold shelf). The notification is queued to be sent once the item has expired from the hold shelf (the patron failed to pick up their hold during the time set in the Hold Expiration Period (page 74)). Used in Hold Fulfillment Policy (page 74). Use to notify patrons that their hold request expired before an item was found to fulfill the request or was deleted. The notification is queued to be sent once the hold request expires (the hold is no longer active in the system) or was deleted by a staff member. For more information on deleting holds, see Delete a hold from the item record and Delete a hold from a patron account. Used in Hold Request Policy (page 82). Use to notify patrons that their item is overdue. You may choose to have different overdue notices according to your loan policies. Page 103 of 204

104 Notification Type Recall Notification Schedule Expiry Notification Schedule Pickup Notification Schedule Placed Notification Description To send courtesy notices, select to send the notification before the event occurred. Subsequent notices are configured on the same notification policy. The notification is queued to be sent before an item is overdue (if configured) and/or after an item is overdue. Used in Loan Policy (page 91). Use to notify patrons that their item has been recalled. The notification is queued when a recall for an item is initiated. For more information, see Recall items. Used in Loan Policy (page 91). Use to notify patrons that their scheduled item has expired. The notification is queued to be sent after a scheduled item has expired (the patron did not check out the item during the scheduled time). Used in Scheduling Policy (page 121) Use to notify patrons that their scheduled item is ready for pickup. The notification is queued to be sent once the scheduled item is available for pickup (staff check the item in from the the Pull List). Used in Scheduling Policy (page 121) Use to notify patrons that their scheduled item has been successfully placed. The notification is queued to be sent once a schedule has been placed by staff for a patron. 5. Enter a Subject. 6. Enter Start Text. Used in Scheduling Policy (page 121) The system generates a list of items, based on the Notification Types (page 103), which appear between the start and end text. 7. Enter End Text. 8. Select a Default Delivery Method from the list. is the only available method at this time. The system sends s from no-reply@oclc.org. 9. Select when you would like to send the notification. This option is not available for Schedule Pickup Notifications or Schedule Placed Notifications. For Loan Overdue Notifications, you can select to send notifications before the event occurs. 10. For Bill Notifications, enter an amount to trigger when the notification is sent. 11. Optional. To add additional notifications to the policy, click the plus sign ( ). 12. Optional. Click Print Preview to view the layout of the print notification. Print preview displays only the output of the first notification (Notification 1). For more information on printing notices, see Print notifications (page 106), below. 13. Click Save. Copy notification policies 1. Click the Policy Name you want to copy. 2. In the top right corner, click Copy. The copied policy appears. Page 104 of 204

105 3. Enter a policy name and edit any additional fields. 4. Click Save. Delete notification policies Policies cannot be deleted if they are in use. 1. Click the Policy Name you want to delete. 2. In the top right corner, click Delete. 3. On the Confirm window, click OK. Page 105 of 204

106 Print notifications The following applies to all Notification Types (page 103): Printed notifications will be created for any patron account that does not contain an address. For more information, see Set up print notifications (page 106), below. Printed notifications use the standard regional paper size as its single default format: A4 (210 x 297 mm): Australia, Europe, South Africa, New Zealand Letter (8.5 x 11 inches): United States, Canada The default format accommodates the most commonly available windowed envelope in each region. Set up print notifications In order to set up notifications for printing you need: The WMS Circulation API, available on the OCLC Developers Network A valid WSKey. For more information on WSKeys and how to request one, see Authentication and Authorization For information on how to create an application for managing print notifications, see the solution guide Notification Management Application. Related policies: Notification Policy is used in: Hold Request Policy (page 82) Hold Fulfillment Policy (page 74) Loan Policy (page 91) Patron Type Policy (page 117) Scheduling Policy (page 121) See also: API Explorer Authentication and Authorization Delete a hold from the item record Delete a hold from a patron account Notification Management Application Pull List Page 106 of 204

107 Offline Client The Offline Circulation client is an application that allows you to perform circulation transactions while the WorldShare Circulation system is not available (system maintenance, outage, etc.) and upload them when the system is available again. To use this application, download and install it on your local workstation. For video tutorials on how to set up and use the Offline Circulation client, see Circulation: Setting up Offline Circulation Client (7:30 minutes) and Circulation: Using Offline Circulation (6:21 minutes). Guidelines You must download the Offline Circulation client when WorldShare Circulation is available. If WorldShare Circulation is unavailable, you cannot download the Offline Circulation client. You must have a WMS NCIP Service WSKey in order to download the Offline Circulation client. See Step 1: Request a Web Service key (WSKey) (page 108) for details. The only circulation transactions you can perform with the client are checking in and checking out items. The Offline Circulation client does not apply loan polices, trigger holds, honor patron restrictions, etc. because the connection to the system that applies such policies is unavailable. All transactions are automatically saved when you exit the client. If you forget your username or password needed to access the client, you must repeat the download process. See also: Download and run the Offline Circulation client (page 108) Use the Offline Circulation client (page 112) Synchronize (upload) transactions (page 114) Offline client support (page 116) Page 107 of 204

108 Download and run the Offline Circulation client You must download the client when WorldShare Circulation is available. If WorldShare Circulation is unavailable, you cannot download the client. System requirements Current version of Java If downloading or using Java results in a security warning, stop the process and report this issue to OCLC Support. See Offline client support (page 116). Step 1: Request a Web Service key (WSKey) In order to download the Offline Circulation client, you must have a WMS NCIP Service WSKey. You can request a WSKey on the OCLC Developer Network. To request a WSKey: 1. On the Developer Network homepage, click Develop > Manage your API Keys. 2. On the Sign in screen, enter the same user name and password you use to sign into OCLC Service Configuration. 3. On the WSKeys screen, click Request a WSKey. 4. On the Request a WSKey screen, fill in the fields in the order below: Field Action 1 Environment Select Production from the list. 2 Services Select WMS NCIP Service from the list. You may need to scroll through the list. 3 WSKey Name Enter a name for the WSKey. If you do not enter a name, it will default to "Web Service Key YYYY-MM-DD." The date will be the date the key was requested. 4 What is the reason for this request? Enter WMS offline circulation. 5 Registry ID Enter your institution's Registry ID. 6 Symbol Enter your institution s OCLC symbol. 7 Redirect URL This field is not required. 8 Usage Do not select any of the check boxes. 9 Terms and Conditions 5. Click Create Request. Select I agree to the WorldShare Platform Developer. 6. You will receive an response to your request within twenty-four to seventy-two hours. Step 2: Download the client You must have a WSKey in order to download the client. For details on requesting a WSKey, see Step 1: Request a Web Service key (WSKey) (page 108), above. WSKeys are usually available within twenty-four to seventy-two hours after requesting them. Page 108 of 204

109 To download the client: 1. Sign into OCLC Service Configuration. For information on how to sign in, see Signing In. 2. On the left navigation, click WMS Circulation. 3. At the bottom of the WorldShare Circulation options, click Offline Client. 4. On the Offline Client screen, fill in the fields in the following order: Field Description 1 Branch Select the branch the offline client will be used for. The Offline Circulation client must be downloaded at each branch that needs to use it. 2 User to act as: Search for the user account that will use the client. Click the radio button next to the name to select the account. Select the account used for normal Circulation activities. Make sure the user account has a Circulation role. For more information, see Circulation roles. 3 Password Enter a password for the account. This password enables use of the Offline client when WorldShare Circulation is unavailable. This password does not need to be the same one used for the user account, above. Page 109 of 204

110 Field 4 Select Wskey to use: Description Make sure the staff who will be using the client know this password. Any WSKey listed can be used. Click the radio button next to the WSKey to select it. If none are listed, you need to request a WMS NCIP Service WSKey. For details, see Step 1: Request a Web Service key (WSKey) (page 108). 5. Click Download client. 6. Save the client to your workstation. Select a location that is easy to find and known to the staff who will be using the client. To install the client, follow the steps in the Step 3: Install the client (page 110) section, below. Step 3: Install the client Once you have downloaded the client from Service Configuration, you must install it on your computer. To install the client: 1. Open the client by double clicking wms-offline-circulation.jnlp (in the location you chose in step 5, above). If you have already installed the client on your computer 2. Java runs. The application automatically updates itself if there are new features or bug fixes made. 3. Click OK if you see a window asking, "Do you want to update the application?" Problems downloading or starting the Offline client Occasionally you will see warnings or messages when starting the client. Some problems you may encounter: Problem Your version of Java is out of date You do not have Java installed The application is untrusted and a warning occurs Solution Install a newer version of Java. You may have Java configured to automatically download for you, or you may need to contact technical staff to resolve the issue. Consult technical staff if you see a window with the message, "Application Blocked by Security Settings." Download the current version of Java at If the application is not trusted you will see a security warning. OCLC recommends you report this issue to OCLC Support and click Cancel rather than continuing. See Offline client support (page 116). Step 4: Run the client Once you have downloaded and installed the client, you can access the client from the application shortcut installed on your machine. To run the client: 1. Locate the application shortcut either on your desktop or from the Start menu (Windows) or using Launchpad (Mac). 2. Click WMS Circulation Offline Client. 3. For information on using the client, see Use the Offline Circulation client (page 112). See also: Use the Offline Circulation client (page 112) Page 110 of 204

111 Synchronize (upload) transactions (page 114) Offline client support (page 116) Page 111 of 204

112 Use the Offline Circulation client Follow the instructions below to check in items, check out item, or delete transactions. The Offline Circulation client does not apply loan polices, trigger holds, honor patron restrictions, etc. because the connection to the system that applies such policies is unavailable. Check out items 1. Select the Check Out tab. 2. In the Patron Barcode field, scan or type the patron barcode. 3. In the Item Barcode field, scan or type the item barcode. 4. In the Due Date field, type the due date or click the down arrow and use the calendar to select it. 5. Click Check Out or press <Enter>. 6. The item appears in the transaction area with a status of Awaiting Sync. 7. Note: The patron barcode and due date are retained until you change them. Check in items 1. Select the Check In tab. 2. In the Item Barcode field, scan or type the item barcode. 3. Click Check In or press <Enter>. 4. The item appears in the transaction area with a status of Awaiting Sync. Delete transactions You can delete transactions in the Offline client if they have been successful uploaded, entered by mistake, or failed to upload but cannot be resolved. Note: Deleting transactions is permanent and should be performed with caution. Deleted transactions cannot be recovered. Page 112 of 204

113 1. On either tab (Check Out or Check In), click the transaction row you want to delete. To select multiple rows, highlight the first row and drag the cursor over the other rows. Or hold down the < Control > key while selecing the rows you want to remove. 2. In the bottom left corner of the client, click Clear. 3. A window will appear asking you to confirm the removal. 4. Click Yes. 5. The transactions are deleted. See also: Download and run the Offline Circulation client (page 108) Synchronize (upload) transactions (page 114) Offline client support (page 116) Page 113 of 204

114 Synchronize (upload) transactions In order to synchronize transactions these conditions must be met: 1. There must be at least one transaction (check in or check out), to make the Upload buttons active at the bottom right corner of each tab. 2. WorldShare Circulation must be available. To upload transactions: 1. On either the Check Out or Check In tab, at the bottom right corner of screen, click Upload. Note: All transactions with the status Awaiting Sync are processed when Upload is clicked, regardless of which tab you used or what kind they were (check in or check out). 2. In the The Enter Password window, type the Password (page 109) of the account used to download the Offline Circulation client. Click OK. If you forget or do not know the username or password needed to access the Offline Circulation client, repeat the download process. 3. The upload process starts. The upload can take a few seconds to a few minutes depending on the amount of transactions that need to be uploaded. You can continue to use the client while transactions are being uploaded. If your library has multiple instances of the client that have more than one transaction for the same item, only the most recent transaction for that item is uploaded. To delete items after they have been uploaded, see Delete transactions (page 112). Status of transactions after uploading The following table describes the three statuses transactions can have after you upload them: Setting Description Action Comms failure WorldShare Circulation was not available or Try uploading again at a later time. there was a network connection or internet problem. Uploaded The transaction was successfully uploaded. Upload failed The patron or item barcode did not match the patron or item in WorldShare Circulation. Hover over the status to see more information. Successfully uploaded transactions can usually be deleted. Follow local practice. If this error results from a data entry error, find the correct data, delete the transaction, and enter the transaction again. If this error results from patron or item barcodes not being in WorldShare Circulation, then add them to the system and use the client to upload the transactions again. Problems with uploading Sometimes transactions cannot be uploaded to WorldShare Circulation. These are some reasons why this may occur: WorldShare Circulation is not available. If the network or system is still down, it is not possible to upload transactions. These transactions will be marked as Comms failure (page 114), and you can attempt to upload them once the system is back up. The barcode of the patron or item is unknown. This means that the system could not find the related patron or item for the given barcode. This could be a typing mistake or the patron or item has not yet been created in the system. Page 114 of 204

115 If the barcodes are typos, delete the transaction and reenter the information with the correct details. If the barcodes are correct, but not yet in the system, upload the transactions after the barcodes have been entered into the system. Patrons have the same barcode. Note: This error only applies to WMS libraries with group aware. If the client encounters a barcode that belongs to more than one patron within your group, it will be unable to upload the transaction. Transactions that are uploaded in the wrong order for the same item will be ignored. For example, if two patrons borrow the same book when the offline application is being used, but the transactions are uploaded in the wrong order, then the transaction that occurred at the latest time will be recorded by the system. See also: Download and run the Offline Circulation client (page 108) Use the Offline Circulation client (page 112) Offline client support (page 116) Page 115 of 204

116 Offline client support If you need to contact OCLC Support, be ready to supply this information: 1. The name and version of the operating system you are using. 2. The version of Java installed. Run the following command in a command-line shell and send us the result: java -version 3. The Offline Circulation client creates a log file (offline-circ.log) that is found in the wms-offline-circ subfolder of the user s home folder, for example: C:\Users\[myusername]\wms-offline-circ\offline-circ.log See also: Download and run the Offline Circulation client (page 108) Use the Offline Circulation client (page 112) Synchronize (upload) transactions (page 114) Page 116 of 204

117 Patron Type Policy Use this screen to limit patron accounts based on items overdue, outstanding bills, waived bills, total value of loans, and/or items claimed lost, never had, or returned. When patrons exceed the limits set in the policy: The system displays an alert message when staff check out an item for the patron. Depending on their account type, staff will need to override or acknowledge the message. Patron types need to be added to the Institution Borrower Categories (page 194) screen in the WMS Institution module before you can create a policy. Implementing/migrating libraries: During the migration process, OCLC staff will add the patron types you listed on your translation table to the Institution Borrower Categories screen. For more information on mapping patron types from your local system to WMS, see Patron types and bill reasons (OCLC Community Center document, login required). View patron type policies Use the Patron Type Policies screen to view all your patron type policies. The following table describes the fields on the Patron Type Policies screen: Field Policy Name Status Description Patron type, as set on the Institution Borrower Categories (page 194) screen in the WMS Institution module. Click the Policy Name to edit the policy. Status indicates whether the patron type policy has been created: Status None This policy is configured in the WMS Institution Service for use on Patron Records, but no corresponding WMS Circulation Policy has been defined. This policy has a WMS Circulation Policy defined, but is not present in the WMS Institution Service for use on Patron Records. Description The policy has been created for the Patron Type. The Patron Type exists in Institution Borrower Categories (page 194), but no Patron Type Policy has been created. The Patron Type Policy was created and applied to users, but the Patron Type was deleted in Institution Borrower Categories (page 194). Last Modified Date and time the policy was last modified. Page 117 of 204

118 Edit patron type policies 1. On the Patron Type Policies screen, click the Policy Name you want to edit. 2. On the Edit Policy screen, fill in the fields in the order below. If you do not want a field to apply, click No Limit. Field Bill Notification Policy Last Modified Max amount of Waived bills Max number claimed lost* Max number claimed never had* Max number claimed returned* Max Overdue Count Outstanding Bill Value Limit Policy Name Total Loan Value Limit Description Select the bill notification that will be sent to the patron. Create bill notifications on the Notification Policy (page 103) screen. Date and time the policy was last modified. Maximum amount of bills that can be waived. Maximum number of items that the patron can claim as lost. Claimed lost is not the same as items that are lost according to long overdue policies. Maximum number of items that the patron can claim they never had. Maximum number of items that the patron can claim as returned. Maximum number of overdue items. Maximum amount of fines, fees, and bills that the patron can accrue. This applies to bills that have been posted to the patron account. Accruing fees and fines are not included by default. Overdue fines and fees are posted to the patron account when the items are returned to the library. To include accruing fines and fees in this limit, see Accruing Fines Policy (page 51) (under Admin/General). Patron type, as set on the Institution Borrower Categories (page 194) screen in the WMS Institution module. Maximum amount of all loaned items. This value is calculated based on the item cost in the local holding record (LHR) field 876 c. If an item has no cost in its LHR, it will not add to this value. If the amount entered here differs from the Verified* Loan Value Limit (page 89) in the Loan Limit Policy, then the most restrictive amount is applied. *For more information on how to mark items as claimed lost, claimed returned, or claimed never had, see Change loan status. 3. Click Save. Delete patron type policies Deleting or changing patron types or patron type policies can have an impact on patron accounts in WMS. If you need to delete or change a patron type or patron type policy, contact OCLC Support. Related policies: Patron Type Policy depends upon: Institution Borrower Categories (page 194) Patron Type Policy is used in: Loan Policy Map (page 94) Page 118 of 204

119 Patron Type Policy depends upon: Patron Type Policy is used in: Notification Policy (page 103) Hold Fulfillment Policy Map (page 76) Hold Limit Matrix (page 78) Hold Request Policy Map (page 85) Loan Limit Matrix (page 87) Loan Policy Map (page 94) Scheduling Policy Map (page 123) See also: Change loan status Page 119 of 204

120 Payment Method Use this screen to set accepted billing payment methods. The payment methods you enter on this screen are listed in the Payment Method field when you accept payment for a bill in WorldShare Circulation. For information on paying bills, see Pay or waive all bills, selected bills, or partial amounts. WorldShare Circulation does not support credit card processing. Create or edit payment methods 1. On the Payment Methods screen, select the payment method you want to edit, or create a new method. 2. In the Policy Name field, enter the name of the payment method, such as Cash, Check, or Credit Card. 3. Click Save. Delete a payment method Policies cannot be deleted if they are in use. 1. Click the Policy Name you want to delete. 2. In the top right corner, click Delete. 3. On the Confirm window, click OK. See also: Pay or waive all bills, selected bills, or partial amounts Page 120 of 204

121 Scheduling Policy Use this screen to set scheduling policies for items. Create or edit scheduling policies 1. On the Scheduling Policies screen, click Create New, or click the Policy Name you want to edit. 2. On the Create New or Edit Policy screen, fill in the fields in the order below: Field Description 1 Policy Name Name of the policy. 2 Pre-Schedule Embargo Period 3 Post-Schedule Embargo Period 4 Automatic Recall Period Select the length of time for the embargo period that occurs before the scheduled item is checked out. During the selected embargo period, the scheduled item cannot be checked out. For scheduled items checked out before the embargo period, the Loan Period (page 91) will shorten to accommodate the embargo period. For example, if you select 5 days, then the scheduled item can only be checked out by another patron up until 5 days before the item is scheduled. Select the length of time for the embargo period that occurs after the scheduled item has been returned. During the selected embargo period, the scheduled item cannot be checked out. For example, if you select 2 days, then the scheduled item can only be checked out by another patron once the item is returned and the 2 day period ends. If the item is checked out, the amount of time before the item is scheduled that a recall notice will automatically be sent out. 5 Pull List Period Amount of time before the item is scheduled that it should appear on the pull list. 6 Cancel Schedule Notification Policy 7 Pickup Schedule Notification Policy 8 Placed Schedule Notification Policy 3. Click Save. Select the cancel schedule notification that will be sent to the patron. Create schedule expiry notifications on the Notification Policy (page 103) screen. Select the pickup schedule that will be sent to the patron. Create schedule pickup notifications on the Notification Policy (page 103) screen. Select the place schedule notification that will be sent to the patron. Create schedule placed notifications on the Notification Policy (page 103) screen. Copy scheduling policies 1. Click the Policy Name you want to copy. 2. In the top right corner, click Copy. The copied policy appears. 3. Enter a policy name and edit any additional fields. 4. Click Save. Delete scheduling policies Policies cannot be deleted if they are in use. Page 121 of 204

122 1. Click the Policy Name you want to delete. 2. In the top right corner, click Delete. 3. On the Confirm window, click OK. Related policies: Scheduling Policy depends upon: Scheduling Policy is used in: Notification Policy (page 103) Scheduling Policy Map (page 123) See also: Request or delete a hold or scheduled item Request, edit or delete a hold or scheduled item from patron account Page 122 of 204

123 Scheduling Policy Map Use this screen to apply scheduling policies to patron types and items. Processing order When an item is checked out, the system evaluates the rows in the map in this order until a match is found: 1. Top to bottom (rows) 2. Left to right (settings in rows) It is recommended to: Put your most restrictive rows at the top of the map Have a row at the bottom of the map to cover all patron types, material formats, branches, and locations Create or edit rows in the scheduling policy map 1. On the Scheduling Policy Map screen, fill in the fields in the order below: Field Description 1 Patron Policy Select the Patron Policy from the list. Create patron type policies on the Patron Type Policy (page 117) screen. 2 Material Format Material format is defined in an item's master record. For more information, see Material Type Names and Codes to determine how the master record provides material format. 3 Holding Location Holding Code, as set on the Holding Codes Translation Table (page 19) screen. You must select a holding location in order to select a shelving location. 4 Shelving Location Shelving Location, as set on the Holding Codes Translation Table (page 19) screen. If an item has a temporary and permanent location in WMS, the circulation policy will use the temporary location. 5 Scheduling Policy Select the Scheduling Policy from the list. Create scheduling policies on the Scheduling Policy (page 121) screen. 2. If needed, add or delete rows: To add a row, click the plus sign ( ). To delete a row, click the minus sign ( ). 3. To change a row's position on the map, use the up ( ) and down ( ) arrows. 4. Click Save. Related policies: Loan Policy Map depends upon: Holding Codes Translation Table (page 19) Patron Type Policy (page 117) Scheduling Policy (page 121) Page 123 of 204

124 See also: Material Type Names and Codes Page 124 of 204

125 SIP2 Configuration Use this screen to specify the settings for your SIP2 client (such as a self checkout machine). Settings can be configured for each library branch in your institution. It is recommended to have a good understanding of your SIP2 client before configuration. You need to contact OCLC Support if: You are setting up SIP2 for WMS for the first time You are establishing a SIP2 connection via the open internet (through an unencrypted (http) protocol) Create or edit a SIP2 Configuration 1. On the SIP2 Configuration screen, click Create New, or click the Policy Name you want to edit. 2. On the Create New or Edit Policy screen, fill in the fields. Supported messages Select the check boxes to indicate which messages are supported by your SIP2 client. Supported Messages fields: Field Description Required? Checkin Supported Checkout Supported Offline Mode Renewal Indicates that Checkin is supported. This check box should always be selected, even if you are not allowing patrons to check in at the SIP2 client. Indicates that Checkout is supported. This check box should always be selected. Indicates that it is possible to use the SIP2 client in offline mode and upload all recorded transactions to WMS. Indicates that Renewal is supported. Status Update Not implemented. Yes Yes Supported services Select the check boxes to indicate which services are supported by your SIP2 client. Supported Services fields: Field Description Required? ACS Status This check box should always be selected. Yes Block Patron Checkin Checkout End Patron Fee Paid Hold Item Information Indicates the client can send a Block Patron message. Indicates the client serves in checkin mode. Indicates the client serves in checkout mode. Indicates the client is configured to send the End Patron Session message. Indicates the client is configured to send the Fee Paid message. Indicates the client supports sending of the Hold message. Indicates the client uses the Item Information message to request additional information about an item. Page 125 of 204

126 Field Description Required? Item Status Update Service Login Patron Information Patron Status Request Renew Renew All Request SC Resend Service Not implemented. Indicates if you want to enable the Login service. This check box should always be selected. Indicates the client needs the Patron Information message to request additional information regarding a patron. Indicates the client can send the Patron Status Message. Indicates the client supports the Renew message. Indicates the client can send a Renew All message. This check box should always be selected. Yes Yes Miscellaneous settings Use this section to set up additional settings for your SIP2 client. Miscellaneous settings fields: Setting Available Hold Allowed Description Indicates if the client allows a hold to be placed on an item that is available: Check box Selected Not selected Description Hold can be placed on an item that is available (not on loan). Hold can be placed on an item that is unavailable (checked out) Hold cannot be placed on an item that is available. Hold can be placed on items that are unavailable. Number of Retries Allowed Send Personal Data in Patron Information Service The maximum number of retries before the connection is closed. This number should be the same as the number specified in the client's configuration. When selected, the Patron Information Service will send: address Home address Telephone number Items on hold Items unavailable Items recalled Items overdue Outstanding fee Even if you do not select to send this personal data, patron name, barcode, number of items on hold, number of items unavailable, number of recalled items, and number of overdue items will always be sent. Page 126 of 204

127 Setting Terminal Location Timeout Periods in Seconds Use SortBin (CL) field in Checkin response Description Optional text field to add a description of where the client is located. Number of second the client should wait before the connection is determined to be unresponsive. This setting may be ignored by some clients, as they prefer to use the value configured within the client settings. Indicate if you want the value of the SortBin field to be set according to the Routing Reason of the Checkin transactions: Check box Selected Not selected Description The Routing Reason to Sort Bin (page 127) tab appears in Mapping section. The value of the SortBin field will be set according to the Routing Reason of the Checkin transactions. SortBin field (CL) in the Checkin response will not be sent. Mappings Use these tabs for connecting WMS categories to SIP fixed categories. Bill Reason to Fee Type This tab allows you to map the bill reasons you created on the Bill Reason (page 63) screen to SIP2 fee types. 1. Select a Bill Reason from the list. 2. Select an SIP2 Fee Type from the list. 3. To add a row, under the equal sign (=), click Add Row. 4. To delete a row, click the minus sign ( ). Payment Method to Payment Type This tab allows you to map the payment methods you created on the Payment Method (page 120) screen to SIP2 payment types. 1. Select a Payment Method from the list. 2. Select a Payment Type from the list. 3. To add a row, under the equal sign (=), click Add Row. 4. To delete a row, click the minus sign ( ). Routing Reason to Sort Bin When Use SortBin (CL) field in Checkin response (page 127) is selected, it is possible to map Routing Reasons to a value to be set in the SortBin field of the Checkin response. 1. Select a Routing Reason from the list. 2. In the Sort Bin column, enter text. 3. To add a row, under the equal sign (=), click Add Row. 4. To delete a row, click the minus sign ( ). Material Properties Page 127 of 204

128 This tab allows you to configure which material formats are magnetic and can be sensitized and/or desensitized. Values within the tab are only seen after you have saved your policy for the first time. Select the check boxes to indicate the material format settings. Material Properties fields: Column Material Format Using Default Values Magnetic To sensitize To desensitize Description As defined in the item's master record. For more information, see Material Type Names and Codes to determine how the master record provides material format. If the check box is selected, then you are using the default value. You can also use this check box to set the row back to its defaults by clicking on the check box when it is unchecked. Indicates if the material format is magnetic. Indicates the material will be sensitized when it is checked in. Indicates the material will be desensitized when it is checked out. 3. Click Save. Page 128 of 204

129 SIP2 IP Address Use this screen to register the IP addresses of your SIP2 clients for communication with the server. To create a new policy, you must first configure your SIP client's settings on the SIP2 Configuration (page 125) screen. The IP addresses that you enter on this screen must be static, routable, and have access to the Internet. You need to contact OCLC Support if: You are setting up SIP2 for WMS for the first time You are establishing a SIP2 connection via the open internet (through an unencrypted (http) protocol) Add a new IP address 1. Click the Policy Name you want to edit. 2. Click Add Row to add a row to the Registered IP addresses table. 3. Fill in the fields in the order below: Field Description 1 Activated If Activated is not selected, the IP address will not be able to connect to the SIP2 Server. To temporarily disable an IP address, deselect the check box. 2 IP Address The IP address that is granted access to the SIP2 service. The IP address must be static, routable, and have access to the Internet. This value cannot be changed once it has been entered. To change an IP address, you need to delete the row and enter the new value into a new row. You can use the same IP address for multiple branches or institutions, but you also need to enter a Login ID and Password. If you do not enter a Login ID and Password, then you cannot use the IP address more than once. 3 Login Id The username that is connected to the IP address. The Login Id is used to let a connection switch between an institution or branch from the same IP address by issuing a Login Message (93). If you do not enter a Login Id, then the IP address can only be used in one institution or branch; you only need to enter a Login ID if you are using the IP address for more than one institution or branch. 4 Password The password that is connected to the Login Id. If the username changes, the password will be reset and needs to be re-entered. 5 Vendor The vendor of your SIP2 client. Bibliotheca and Envisionware are supported vendors and can be selected from the list. If your SIP2 client is not from a supported vendor, select default. 6 Description Optional text field to add a description of the IP address. 4. Click Save. Page 129 of 204

130 7 WorldCat Registry

131 Authorized Users Use this screen to authorize users to manage this profile. User accounts from certain OCLC services are accepted. Removing the user's authorization does not delete the user's account; it only dissociates it from the institution profile. When you are finished, click Save Changes to save and continue, or Reset to start over. To add a user: Step Action Result 1 Click Add a User. The Add New User screen appears. 2 Add a username from an existing account. If the username is invalid, an error message appears. 3 Click Add. The Username, Address and Name are added to the list. To delete a user: Step Action Result 1 Click the check box next to the Username. 2 Click Remove Selected Users. The Username is removed. Page 131 of 204

132 Branches and Affiliates Use this screen to set up institutions that are subordinate to or serve as extensions of your institution. Current Branch and Affiliate associations are listed on the screen. To be associated, a branch must have its own Registry profile. Add New Branches/Affiliates Note: The OCLC WorldCat Registry uses material from the Wikipedia article List of country names in various languages and List of names of European cities in different languages, which are licensed under the Creative Commons Attribution-Share- Alike License 3.0 (CC BY-SA 3.0). To add a branch or affiliate: Step Action 1 Click the plus symbol (+) to expand the branch option. 2 Enter search terms in the Search box. Note: The Search function will find exact matches first, and then close matches. 3 Click the check box to include inactive records. Result 4 Click Search. A confirmation message appears, followed by Search Results. 5 To see more information about an institution, click the institution name to go to the Profile Summary (page 151) for that institution. 6 Click Add As Branch or Add as Affiliate in the Action column to add an institution to your Branches and Affiliates screen. A confirmation message appears, and the branch or affiliate is added. To delete a branch or affiliate: Step Action 1 Click Remove Branch or Remove Affiliate under Branches or Members or Affiliations. Result A confirmation message appears, and the branch or affiliate is removed. Page 132 of 204

133 Contacts Use this screen to add contact information for key administrative and departmental personnel. WorldCat Registry will allow you to make this information publicly available. You can also enter personnel who would be of interest only to parties with whom your profile will be shared. When you are finished, click Save Changes to save and continue, or Reset to start over. Contact List To add contacts: Step Action Result 1 Click Add Contact. The Add New Contact screen appears. 2 Complete the fields on the screen: Choose a Role from the drop-down list. Type information in the fields provided. Click the check box if you want to make your contact information publicly available. 3 Click OK to save or Cancel to start over. The contact appears under Contact List. To edit contacts: Step Action Result 1 Click the check box next to the contact. 2 Click Edit Selected. The Edit Contact screen appears. 3 Edit any desired fields 4 Click OK to save or Cancel to start over. The changes are made to the contact. To delete contacts: Step Action Result 1 Click the check box next to the contact. 2 Click Delete Selected. The contact is removed. Contact fields Note: Required fields are marked with an asterisk (*). Field Role Name Address Phone Description Select a role from the drop-down list. Contact s name, first and last name (surname). Name must be at least two characters. Contact s address. Preferred format as it is displayed in your country. examples: +1 (614) (US and Canada) Page 133 of 204

134 Field Fax Visible to All Description (France) (Netherlands) Preferred format as it is displayed in your country. examples: +1 (614) (US and Canada) (France) (Netherlands) Click the check box to allow a contact to be visible to anyone. If you do not make the choice, contact information will be hidden to general public and available only to parties with whom you share your profile. Page 134 of 204

135 Create a New Institution Use this screen to create a new institution by entering brief, directory-style information, such as name, home page and identifiers. Adding an address is optional. After completing this screen, continue to add information to other sections of the profile. To create a new institution: Step Action 1 Type information in any or all of the fields provided. Providing as much information as possible (especially an OCLC Institution Symbol and ISIL) will produce more exact search results (see step 4). 2 If you wish to add an address, make sure the check box is checked. 3 Click Create. By clicking Create, you agree and consent to the Terms of Service. Result The Address fields appear. A message appears indicating that duplicates are being searched. 4 The system automatically searches for duplicate institutions. If possible duplicates are found, the Duplicate Institutions screen appears. 5 If your institution is listed, click the name. OR 6 If your institution is not listed, click Confirm Create to create the institution. Note: To request authorization, click Authorize me for this record on the Profile Summary (page 151) screen. The Profile Summary screen appears. A confirmation message appears, followed by the Name and Location (page 142) screen. Create a New Institution fields Note: Required fields are marked with an asterisk (*). Field Institution Name Also Called Institution Type Home Page URL OCLC Institution Symbol Description Name describing your institution. Include identifying information, such as consortium or branch name. Examples: Seattle Public Library; BANK OF CHINA, LAW AFFAIRS DEPT Alias name, common name, abbreviation, or English version of a non-english name, if applicable. Example: Detroit Area Library Network Also Called: DALNET Select your institution type from the drop-down list. Institution or library s main Web site address. Example: Alpha-numeric identifier issued by OCLC to member institutions (editable by OCLC staff only). Example: OCL See Directory of OCLC Libraries Page 135 of 204

136 Field International Standard Identifier for Libraries (ISIL) Address fields (optional) Type Street Address 1 Street Address 2 City State or Province Postal Code Country Description To learn more about the OCLC symbol rendered as ISIL, see: worldcat.org/webservices/registry/xsl/identifiers A unique identifier issued by the ISIL Agency to create an identifier to enable unique identification of a library or related institution. An ISIL is made up by two components: a prefix and a library identifier, in that order, separated by a mandatory hyphen. An OCLC symbol can be rendered as ISIL by the addition of the prefix OCLC or O for technical encoding in cases such as RFID tags. Examples: CA-QMCB, OCLC-ABCDE To learn more about the standard see: and To learn more about the OCLC symbol rendered as ISIL, see: worldcat.org/webservices/registry/xsl/identifiers You can enter up to four addresses: Main address Business address Shipping address Other address Institution s address. Other address information, such as P.O. Box, Suite, etc. City of institution s location. Select your state or province from the drop-down list, if applicable. Drop-down values are available for the United States, Canada and Australia. ISO standard names, see: Postal or zip code of institution s location. Select your country from the drop-down list. ISO standard names, see: Page 136 of 204

137 Currency and Locale Use this screen to set the currency, tax rate, and location information for your institution. 1. On the Currency and Locale screen, fill in the fields in the order below: Field Description 1 Currency Select the preferred currency of your institution. 2 Tax Rate Enter the tax rate for your institution. This tax rate will be used in WMS for circulation purposes. If you select to use tax on a Bill Reason (page 63), the tax rate that you enter on this screen will be used. Tax will only display in WMS if Show Everywhere is selected on the UI Tax Policy (page 62) screen (page under Admin/General (page 50)) in the WMS Circulation module. 3 Local Country Select the country where your institution is located. 4 Locale Language Select the preferred language of your institution. 5 Locale Variant Enter your preferred vendor or browser. For example, WIN for Windows, MAC for Macintosh, and POSIX for POSIX. 2. Click Save. Related policies: Bill Reason (page 63) UI Tax Policy (page 62) Page 137 of 204

138 Identifiers Use this screen to list identifying codes assigned by OCLC and other industry and standards organizations, if applicable. (The ID assigned by the WorldCat Registry is included.) When you are finished, click Save Changes to save and continue, or Reset to start over. Identifiers To add an identifier: Step Action Result 1 Select an Identifier Type from the drop-down list. 2 Provide an identifier in the Identifier field. 3 Click Add. The identifier appears in the table. To edit an identifier type: Step Action Result 1 Click the Identifier Type. 2 Choose the correct type from the drop-down list. The identifier type is changed. To edit an identifier: Step Action Result 1 Click the Identifier. 2 Provide the correct identifier. The identifier is changed. To delete an identifier: Click Remove to delete the identifier. Identifier Types Field Name Description and Example WorldCat Registry ID The unique ID assigned by the WorldCat Registry (not editable). Example: Australian National Union Catalog Australian Business Number A unique identifier issued by the National Library of Australia for organizations which contribute information to the Australian National Bibliographic Database (ANBD). Australian National Union Catalog symbol has been recognized as an International Standard Identifier for Libraries (ISIL). Example: ANL (National Library of Australia) See: 11-digit unique identifier issued by the Australian Taxation Office that is used by business entities when dealing with the Australian government. Example: See: Page 138 of 204

139 Field Name BIBSYS Library Code (Norway records) (editable by OCLC staff only) British Library Code (UK records) Federal Employer Identification Number (FEIN) Identifier International Standard Identifier for Libraries (ISIL) MARC Organization Code (NUC) NCES IPEDS ID/UnitID NCES Organization Code/FSCS ID NCES Library Code/LIBID New Zealand Library Symbol (New Zealand records) New Zealand Union Catalog Name (editable by OCLC staff only) Description and Example A unique library identifier issued by BIBSYS which is a key supplier of products and services for higher educational institutions, other research institutions in Norway, public administrative institutions and the National Library of Norway Example: xu An internal unique identifier for British Libraries indicating the physical location of the material. Enables British Library customers to convert into names and addresses the library codes they are given in response to location searches. It also indicates each library s supply and charging policies. Example: ED/N-2, DB/N-2 See: A unique nine-digit numeric identifier assigned by the Internal Revenue Service to businesses in the United States. Example: A unique identifier issued by the ISIL Agency to create an identifier to enable unique identification of a library or related institution. An ISIL is made up by two components: a prefix and a library identifier, in that order, separated by a mandatory hyphen. An OCLC symbol can be rendered as ISIL by the addition of the prefix OCLC or O for technical encoding in cases such as RFID tags. Examples: CA-QMCB, OCLC-ABCDE To learn more about the standard see: and To learn more about the OCLC symbol rendered as ISIL, see: worldcat.org/webservices/registry/xsl/identifiers Alphabetic identifier used in Library of Congress National Union Catalog. Example: TxLbAMS; RiEpGSL See: Numeric identifier issued by the National Center for Educational Statistics (U.S.) for Academic Institutions. Example: See: Alpha-numeric organization code issued by the National Center for Educational Statistics (U.S.) for Public Libraries. Example: OH0057 See: Alpha-numeric identifier issued by the National Center for Educational Statistics (U.S.) identifying branch level information for Public Libraries. Example: 157B08 See: A unique library identifier issued by the National Library of New Zealand. Its primary purpose is to facilitate interloan. New Zealand Library Symbol has been recognized as an International Standard Identifier for Libraries (ISIL). Example: WN (National Library of New Zealand, Wellington) See more about ISIL: See: New Zealand Union Catalog Name (editable by OCLC staff only) A unique library identifier issued by the National Library of New Zealand. Example: Porirua Public Library Page 139 of 204

140 Field Name OCLC Account Name (editable by OCLC staff only) OCLC Symbol (editable by OCLC staff only) RCR Code (France records) (editable by OCLC staff only) SAN Identifier Description and Example Account name issued by OCLC to member institutions. This name will be used as your Institution Name unless you want to change it. Example: OCLC, Inc. Alpha-numeric identifier issued by OCLC to member institutions. Example: OCL See Find an OCLC library To learn more about the OCLC symbol rendered as ISIL, see: worldcat.org/webservices/registry/xsl/identifiers A unique numeric library identifier issued by ABES (Agence Bibliographique de l'enseignement Supérieur) the agency in charge of SUDOC (Système Universitaire de documentation), the Library Union Catalogue for the academic, specialist and Higher Education in France. Example: The Standard Address Number (SAN) is a seven-digit numeric identifier used to identify organizations and businesses interacting with the publishing industry (including book and serial manufacturers, libraries, publishers.) Example: Page 140 of 204

141 Map Use this screen to set your institution s location on a map. Drag the red marker to specify the institution's physical location, or click Update Registry to use the Normalized latitude and longitude values for this record. You can set a different location for each address you have set in the WorldCat Registry. When you are finished, click Save to save, or Cancel to start over. Page 141 of 204

142 Name and Location Use this screen to enter or revise your institution s information, such as physical and postal street addresses, Web sites and telephone numbers. When you are finished, click Save Changes to save and continue, or Reset to start over. Institution Name Use this section to add or change general information about your institution, and choose whether or not to make your information public. Note: Required fields are marked with an asterisk (*). Addresses You can enter up to four addresses: Main address Business address Shipping address Other address To add an address: Step Action 1 Click Add Address. Note: You may also add a new address by using the Copy function. See To copy an address: (page 143), below. 2 Complete the fields on the screen: Select an address type from the drop-down list. Type information in the fields provided and select locations from the drop-down lists. Note: After selecting a State or Province, the Country is automatically selected. Entering latitude and longitude will enable advanced features like a Map and auto-detection of your time zone. For further information, see: Map (page 141) and Open Hours (page 148). Result The Add New Address screen appears. If accepted, a confirmation message appears. If not, an error message appears. 3 Click OK to save or Cancel to start over. The address appears under Addresses. To edit an address: Step Action Result 1 Click the check box next to the address. 2 Click Edit Selected. The Edit Address screen appears. 3 Edit any desired fields. 4 Click OK to save or Cancel to start over. The changes are made to the address. Page 142 of 204

143 To copy an address: Step Action Result 1 Click the check box next to the address. 2 Click Copy Selected. The Add New Address screen appears. 3 Edit any desired fields. 4 Click OK to save or Cancel to start over. The address appears under Addresses. To delete an address: Step Action Result 1 Click the check box next to the address. 2 Click Delete Selected. The address is removed. Addresses You can enter as many addresses as you need. To add an address: Step Action Result 1 Click Add . The Add New screen appears. 2 Type an address in the field provided. 3 Click OK to save or Cancel to start over. The address appears under Addresses. To edit an address: Step Action Result 1 Click the check box next to the address. 2 Click Edit Selected. The Edit screen appears. 3 Edit the address. 4 Click OK to save or Cancel to start over. The changes are made to the address. To delete an address: Step Action Result 1 Click the check box next to the address. 2 Click Delete Selected. The address is removed. Phone/Web Provide information about your telephone numbers and Web access. Click the check box if you have Wifi Access. Page 143 of 204

144 Name and Location fields Note: Required fields are marked with an asterisk (*). Field Institution Name Also Called Institution Type Privacy Preferences Address fields Type Street Address 1 Street Address 2 City State or Province Postal Code Country Latitude Longitude Phone/Web fields Phone Fax Description Name describing your institution. Include identifying information, such as consortium or branch name. Examples: Seattle Public Library; BANK OF CHINA, LAW AFFAIRS DEPT Alias name, common name, abbreviation, or English version of a non-english name, if applicable. Example: Detroit Area Library Network Also Called: DALNET Select your institution type from the drop-down list. Choose Make information public to make your institution s profile public, or Make information private to only have your institution s name and address publicly available. You can enter up to four addresses: Main address Business address Shipping address Other address Institution s physical address. Other address information, such as P.O. Box, Suite, etc. City of institution s physical location. Select your state or province from the drop-down list, if applicable. Drop-down values are available for the United States, Canada and Australia. ISO standard names, see: Postal or zip code of institution s physical location. Select your country from the drop-down list. ISO standard names, see: Your institution s latitude. It is a set of data derived from an institution s business or mailing address. Example: , Your institution s longitude. It is a set of data derived from an institution s business or mailing address. Example: , Preferred format as it is displayed in your country. Examples: +1 (614) (US and Canada) (France) (Netherlands) Preferred format as it is displayed in your country. Examples: +1 (614) (US and Canada) Page 144 of 204

145 Field Home Page Information Page Library Card Form Page Wifi Access Description (France) (Netherlands) Institution or library s main Web site address. Example: Address of the institution s Web page which lists locations, department, hours, and contact information. Example: Address of the institution s Web page to sign up for a library card. Example: Check the check box if Wifi Access is available. Page 145 of 204

146 Online Catalog Use this screen to list information about your Web-accessible catalog. When you are finished, click Save Changes to save and continue, or Reset to start over. Online Catalog Availability Use this section to select the availability option for your online catalog. The default setting is Not Available. No other fields are shown if this option or Available on Intranet only is chosen. If you select Available Online, fill out the remaining fields on the screen. Suggest Links Get automatic suggestions for your online catalog information. To get suggested links: Step Action 1 Paste a sample URL from your Web catalog in the field provided. Result 2 Click Suggest Links. WorldCat Registry automatically suggests values for the fields under Online Catalog (page 146). 3 Continue to Online Catalog (page 146) or click Clear Suggested to start over. Online Catalog It may take up to 24 hours for any changes to your institution s Online Catalog links to be reflected in other OCLC services. To get suggested links: Step Action 1 Complete the fields on the screen: Choose a Library System Used from the drop-down list. Provide URLs in the fields provided. 2 Click Test next to the suggested link to check if it displays a holding in your local online catalog. 3 Provide a URL for the screen that displays results of an ISBN or ISSN search. 4 Choose Use 10 Digits or Use 13 Digits for ISBN. Result The Web page opens in a new browser window. 5 Click Test next to the ISBN, ISSN and OCLC Number fields. A window opens, showing Example numbers for testing. 6 Click Test to display the search, or Cancel to start over. The Test screen opens. 7 Click the check box if your library configures its catalog to retain the leading zeroes on OCLC numbers. 8 Choose an option for OCLC Number Prefix, and if applicable, select a custom prefix to be used on all OCLC Numbers. Page 146 of 204

147 Step Action 9 Provide a URL to conduct an OR search against the local catalog for multiple OCLC numbers which identify the same record. Result Online Catalog fields Field Description Library System Used Select your vendor from the drop-down list. Base URL Online Catalog Direct to ISBN Online Catalog Direct to ISSN e-serial ISSN Search Online Catalog Direct to OCLC Number Add Leading Zeroes to the OCLC search Term Main URL for your library s catalog. Only one link can be used per profile. URL for the screen that displays the results of an ISBN search of your catalog. URL for the screen that displays the results of an ISSN search of your catalog. URL for the screen that displays the results of an ISSN search of your catalog for electronic serials. URL for the screen that displays the results of an OCLC Number search of your catalog. Click the check box to add leading zeros to the search term if your library configures its catalog to retain the leading zeros on OCLC numbers. OCLC Number Prefix Select which option you prefer for adding a prefix to the OCLC Number. Example: OCM Custom Prefix Online Catalog Direct to Multiple OCLC Numbers Custom prefix to add to all OCLC Numbers. The URL to conduct an OR search against the local catalog for multiple OCLC numbers which identify the same record. This will handle cases where many OCLC numbers have been reduced to a single OCLC number in the WorldCat database and the holdings in the local catalog may not match the holdings in WorldCat. Use {oclc} as a placeholder for where OCLC numbers can be inserted into the URL. Page 147 of 204

148 Open Hours Use this screen to set your hours of operation. If you are using WMS, the hours you set on this screen will be used in your circulation policies (to determine due dates, calculate fines, etc.). If you are not using WMS, the hours you set on this screen will only be listed in the WorldCat Registry. Time Zone To set your institution's time zone: 1. Select the time zone from the list, or 2. Click Auto-Detect Time Zone to automatically set your time zone. This is based on your institution's geolocation, as set on the Map (page 141) screen. Normal Hours To set your institution's hours: 1. Click on a day in the table to modify its hours individually, or click one of the buttons at the bottom of the table to set hours for multiple days. 2. Select an Open Status. 3. If you selected Open, enter an Opening Time and Closing Time. 4. Click OK. 5. Click Save Changes. Special Hours Add special hours 1. Click Add Special Hours. 2. Enter a Description. 3. Select the dates the special hours last using the calendars. 4. Select an Open Status. 5. If you selected Open, enter an Opening Time and Closing Time. 6. Click OK. 7. Click Save Changes. Page 148 of 204

149 Edit special hours 1. Select the check box next to the hours you want to edit. 2. Click Edit Selected. 3. Edit the fields. 4. Click OK. 5. Click Save Changes. Delete special hours 1. Select the check box next to the hours you want to delete. 2. Click Delete Selected. 3. Click Save Changes. Hours URL Page To set an online link to your institution s hours page, enter a URL. This link will appear in the WorldCat Registry. If you are using WMS you must enter Normal Hours (page 148) in order for your institution's hours to be used in your circulation policies. Related policies: Loan Policy (page 91) Branch Opening Hours Override Settings (page 193) Page 149 of 204

150 Profile history This screen lists a record of changes made to your WorldCat Registry profile, including the date/time, user name and changes that were made. Page 150 of 204

151 Profile Summary This screen lists your institution s information with links to other WorldCat Registry screens for easier editing. The screen appears after a Search (page 152) or after Create a New Institution (page 135). If this is your institution and you need to request authorization, Authorize me for this record will appear. Step Action Result 1 Click Authorize me for this record. The window expands to include a relationship field. 2 Describe your relationship with the institution in the field provided. 3 Click Send. The request is sent to OCLC for verification. 4 You will be contact by OCLC staff when your authorization is complete. If this is your institution and you are authorized, Edit this record will appear. Click the link to go to the Name and Location (page 142) screen. Page 151 of 204

152 Search Use this screen to search for an institution in the WorldCat Registry. Basic Search Note: The OCLC WorldCat Registry uses material from the Wikipedia article List of country names in various languages and List of names of European cities in different languages, which are licensed under the Creative Commons Attribution-Share- Alike License 3.0 (CC BY-SA 3.0). To find an institution: Step Action 1 Enter search terms in the Search box. 2 Click Search. The Search function will find exact matches first, and then close matches. 3 Click the institution name to go to the Profile Summary (page 151) for that institution. If this is your institution and you need to request authorization, click Authorize me for this record. Result A confirmation message appears, followed by Search Results. Advanced Search Use Advanced Search to search with more specific search terms. Note: The OCLC WorldCat Registry uses material from the Wikipedia article List of country names in various languages and List of names of European cities in different languages, which are licensed under the Creative Commons Attribution-Share- Alike License 3.0 (CC BY-SA 3.0). To use Advanced Search: Step Action Result 1 Click the Advanced tab. The Advanced Search fields appear. 2 Enter search terms in any or all of the fields provided. 3 Click Search. The Search function will find exact matches first, and then close matches. 4 Click the institution name to go to the Profile Summary (page 151) for that institution. If this is your institution and you need to request authorization, click Authorize me for this record. A confirmation message appears, followed by Search Results. Advanced Search fields Note: Required fields are marked with an asterisk (*). Field Name Also Called Description Name describing your institution. Include identifying information, such as consortium or branch name. examples: Seattle Public Library; BANK OF CHINA, LAW AFFAIRS DEPT Alias name, common name, abbreviation, or English version of a non-english name, if applicable. example: Detroit Area Library Network Also Called: DALNET Page 152 of 204

153 Field Institution Type Country City State or Province Postal Code Description Select your institution type from the drop-down list. Select your country from the drop-down list. ISO standard names, see: City of institution s physical location. Select your state or province from the drop-down list, if applicable. Drop-down values are available for the United States, Canada and Australia. ISO standard names, see: Postal or zip code of institution s physical location. Search by Identifiers Use this option to search by Identifiers (page 138). To search by identifiers: Step Action Result 1 Click the Identifiers tab. The Identifiers fields appear. 2 Enter an identifier to search in the fields provided, or choose one from the drop-down lists. 3 Click Search. The Search function will find exact matches first, and then close matches. 4 Click the institution name to go to the Profile Summary (page 151) for that institution. If this is your institution and you need to request authorization, click Authorize me for this record. A confirmation message appears, followed by Search Results. Page 153 of 204

154 Virtual Reference Use this screen to list any virtual reference service (such as Ask a Librarian ) offered by the institution. At present, your profile can list only one service. For more information, see Virtual Reference. To add a virtual reference service: Step Action 1 Select a Vendor from the drop-down list. 2 Provide a URL. 3 Click Save. Page 154 of 204

155 8 IP Addresses

156 Manage IP Addresses Use this screen to manage IP address ranges and attributes for OCLC products and services. The institutions for which you are authorized are listed in the drop down box. When you select your institution, the IP Address Ranges and IP Address Range Attributes fields are populated. If you are authorized for multiple institutions, you must select the institution for which you want to edit IP addresses. IP Address Ranges To add an IP address: Step Action Result 1 Click Add. A pop-up window appears. 2 Type an IP address range. 3 Click OK. Note: The IP address is not added until you add attributes and Save. See IP Address Range Attributes (page 157), below The IP address range appears in the list. To add IP addresses in bulk: Step Action Result 1 Click Bulk Entry. The Bulk Entry button changes to Selection List. 2 Click Selection List. The list of IP Address Ranges is highlighted. 3 Cut and paste a list of IP address ranges from Microsoft Word or Excel. 4 Click Done. To remove an IP address: Step Action Result 1 Click the IP Address Range you wish to remove. The address is highlighted. 2 Click Remove. The address is removed. Page 156 of 204

157 IP Address Range Attributes To add or change IP address range attributes: Step Action 1 Click the IP Address Range for which you wish to add or change attributes. Note: To select multiple IP ranges, click the first address you wish to change, then hold down the Shift key and click the last address you wish to change. Or use the Ctrl key to select multiple, individual IP addresses. 2 In the IP Address Range Attributes box, click the plus symbol (+). 3 Choose the type of attribute from the drop-down list. 4 Type a value in the field provided, or choose a Product from the drop-down list. 5 To remove an attribute, click the minus symbol (-) next to the IP Address Range Attribute you want to remove. Result The address is highlighted. The fields expand. The attribute is removed. 6 Click Save to save or Cancel to start over. A confirmation message appears. IP Address Range Attributes fields Note: Required fields are marked with an asterisk (*). Field Autho Secondary Autho Registry ID Institution Symbol Product Description The primary authorization number associated with the organization which has financial responsibility for paying the contracts represented by the services associated with the IP address. The authorization number associated with the organization who is associated with the primary authorization for the IP address. The Registry ID of the institution which may use the IP addresses of the Owning Registry ID. Note on Owning Institution ID: This is the Institution ID of the selected institution and cannot be edited. Owning Registry ID in Attributes section: The Owning Registry ID may be listed as an attribute in the list as well as the Owning Registry ID. The institution symbol associated with the IP address. The product or service associated with the IP address. Page 157 of 204

158 9 WorldShare Interlibrary Loan

159 Borrower Data Use this screen to configure Borrower constant data. Constant data is stored information that your staff can use to ensure consistency when they initiate or respond to requests. Constant data automatically transfers repetitive data to workforms and requests. A default constant data record is created for any institution that does not have one. For more information about constant data and examples of how it can be used, see Constant Data. Configure Borrower Constant Data Follow the instructions below to add, edit, or delete a constant data record. To add a constant data record: 1. Click Create New CD record. 2. Fill in the fields. See Borrowing Library Information fields (page 159) and Patron fields (page 160) for details. 3. Click Save as New. To copy a constant data record: 1. From the Constant Data Record list, select the constant data record you want to copy. 2. Edit the Constant Data Record Name. 3. Make any additional edits to the record, if needed. 4. Click Save as New. To edit a constant data record: 1. From the Constant Data Record list, select the constant data record you want to edit. 2. Edit the record. 3. Click Save. To delete a constant data record: 1. From the Constant Data Record list, select the constant data record you want to delete. 2. At the bottom of the screen, click Delete Record. 3. On the confirmation window, click OK. Borrowing Library Information fields Note: Required fields are marked with an asterisk (*). Field Constant Data Record Name Description Need Before Description The name of this record (20-character limit, with no special characters). A brief description of this record. Date by which you want to receive the item. Note: To assign a period of up to 99 days, type +DD for the system to calculate a date that is 1-99 calendar days from today's date. Page 159 of 204

160 Field Description Request Type Loan - Only requests for loans will match. Editions Shipping and Constant Info Bill to Ship Via Electronic Delivery Copy - Only requests for nonreturnable copies will match. Preferred edition. Complete mailing address and contact information. Billing address. Click Copy From Shipping Info. to use the same information from the Shipping and Contact Info fields. Otherwise, provide new information. Preferred method of shipment. Choose your preferred method of electronic delivery: Field Arie (FTP) Article Exchange Electronic ILLiad Odyssey Definition FTP delivery via Ariel. Delivery via OCLC Article Exchange. Delivery via Delivery via ILLiad Odyssey software. ILL Fee Management (IFM) Note: Electronic Delivery is defined in the OCLC Policies Directory. Log in to the Policies Directory to make changes. Select the ILL Fee Management (IFM) check box to turn IFM on. For more information on IFM, see Interlibrary Loan Fee Management (IFM). Maximum Cost Maximum amount (in US dollars) that you will pay for the item. Type the amount you will pay, and check the IFM check box to apply IFM. Note: This reflects the total cost, not the cost per page. Copyright Compliance Affiliations Billing Notes Borrowing Notes If you will not pay, leave the check box empty and type 0.00 in the box. Note: If you do not provide a value, you are responsible for whatever the Lender charges. If both the IFM and Maximum Cost boxes are empty, the Lender is able to specify a Maximum Cost amount when the request is returned to you. You automatically agree to pay the specified amount when you update the request. Indicates your compliance for photocopy requests. There are 2 valid codes: CCG Conforms to CONTU Guidelines CCL Conforms to U.S. Copyright law Symbols, names, or acronyms of your reciprocal or local groups. Example: LVIS Additional billing information, if needed. Type here any additional information needed to clarify the request. Patron fields Note: Required fields are marked with an asterisk (*). Field Patron Name Description The patron's name. Page 160 of 204

161 Field Patron ID Patron Department Status Address Notes Description For best results, use the format: last name, first name, middle name or initial. If necessary, add descriptive text to differentiate patrons with similar names. Do not enter patron identification numbers in this field. Use ID instead. Examples: Butterworth, Ada Esther Smith, Bob, CompSci Dept. A number used for patron identification. Examples: ALl/6496KRTXX/0001 OH The patron's department. Be consistent in the use of department names Example: Department of Chemistry ChemDept Chemistry The patron's status. Examples: Faculty Executive Undergraduate The patron's address. The patron's address. Any relevant information about the patron. Examples: Maximum Cost $5.00 Can pickup from East Branch on Tuesdays Page 161 of 204

162 Custom Holdings Groups Use this screen to configure custom holdings groups that contain the OCLC symbols of preferred lenders for a particular category of borrowing activities. Hint: To find libraries to add to your custom holdings group, review your borrowing history in OCLC Usage Statistics. Or search the OCLC Policies Directory for close libraries or libraries in your consortium. Configure Custom Holdings Groups To create a custom holdings group: 1. Click Create New Custom Holdings Group. 2. Enter the Custom Holdings Groups Name, and optionally, a Description. 3. Click Add/Edit symbol(s). 4. In the Add/Edit OCLC symbols window, add the symbols in the box provided. Separate multiple symbols with a space. If you need to look up OCLC symbols, click the link to access the OCLC Policies Directory. 5. Click Update Symbols. 6. Click Save as New. To add an institution to a custom holdings group (on the by group name screen): 1. From the Custom Holdings Groups lists, select the custom holdings group you want to edit. 2. Enter the Custom Holdings Groups Name, and optionally, a Description. 3. Click Add/Edit symbol(s). 4. In the Add/Edit OCLC symbols window, add the symbols in the box provided. Separate multiple symbols with a space. If you need to look up OCLC symbols, click the link to access the OCLC Policies Directory. 5. Click Update Symbols. 6. Click Save as New. To delete an institution from a custom holdings group (on the by group name screen): 1. From the Custom Holdings Groups lists, select the custom holdings group you want to edit. 2. You have two options: 1. Select the check box next to the symbol you want to delete and click Clear selected symbols, or 2. Click the delete button () next to the symbol you want to delete. 3. Click Save. To add or remove an institution to a custom holding group (on the by symbol screen): 1. Under Display groups, click by symbol. 2. On the Custom Holdings Groups Symbol Search screen, enter the symbol you want to add or delete from one or more custom holdings groups. 3. Click Search. A list of all of your custom holdings groups appears, along with an indication of whether or not that symbol is contained in each group that contain that symbols appears, including an indicator of whether that symbol appears in Page 162 of 204

163 the group. Note: If no results are found, a message will appear the symbol does not exist in any groups, the groups are all displayed with a No indication. 4. Select Yes to add a symbol to the group, or No to remove a symbol from the group. 5. Click Save. To delete a custom holdings group: 1. From the Custom Holdings Groups lists, select the custom holdings group you want to delete. 2. On the bottom of the screen, click Delete Custom Holdings Record. 3. On the confirmation window, click OK. Custom Holdings Groups fields Note: Required fields are marked with an asterisk (*). Field Custom Holdings Groups Name Description OCLC Symbol(s) Description The name of the custom holdings group (20-character limit, with no special characters). A brief description of the group. Example: Institutions that charge for book loans. The OCLC symbols for institutions that are part of the custom holdings group. Examples: AAU ABI ACN Page 163 of 204

164 Custom Holdings Paths Use this screen to configure custom holdings paths that contain the names of holdings groups appropriate to a set of requests. Within the holdings path record are listed holdings group records in order of borrowing preference. Configure Custom Holdings Paths To add a custom holdings path: 1. Click Create New Custom Holdings Path. 2. Enter the Custom Holdings Path Name, and optionally, a Description. 3. Drag and drops the groups you want to include from the Choose from available groups list to the Groups chosen for this path list. 4. Click Save as New. To edit a custom holdings path: 1. From the Custom Holdings Path list, select the custom holdings path you want to edit. 2. Drag and drop the groups you want to include from the Choose from available groups list to the Groups chosen for this path list. 3. Click Save. To delete a custom holdings path: 1. From the Custom Holdings Path list, select the custom holdings path you want to edit. 2. On the bottom of the screen, click Delete Custom Holdings Path. 3. On the confirmation window, click OK. Custom Holdings Paths fields Note: Required fields are marked with an asterisk (*). Field Custom Holdings Path Name Description Choose from available groups Groups chosen for this path Description The name of the custom holdings path (20-character limit, with no special characters). Example: DOTLIBS A brief description of the path. Example: Dept of Transportation libraries and other partners. The names of custom holdings groups that can be included in the group holdings path. The names of custom holdings groups that are currently included in the group holdings path or that will be included when changes are saved. Page 164 of 204

165 Direct Request Profiles Use this screen to configure direct request profiles to automate your request process. Direct Request automatically sends patron-generated requests created in your system to Lenders for fulfillment. Configure Direct Request Profiles To add a direct request profile: 1. Click Create New Direct Request Profile. 2. Fill in the fields. See Direct Request Profiles fields (page 165) for details. 3. Click Save as New. To edit a direct request profile: 1. From the Profile Name list, select the direct request profile you want to edit. 2. Edit information, as appropriate. 3. Click Save. To delete a direct request profile: 1. From the Profile Name list, select the direct request profile you want to delete. 2. On the bottom of the screen, click Delete Direct Request Profile. 3. On the confirmation window, click OK. Direct Request Profiles fields Note: Required fields are marked with an asterisk (*). Field Profile Information Profile Name Description Description The name of this profile (20-character limit, with no special characters) that clearly indicates the scope of the group of requests to which the profile pertains. The name must be unique. Note: In reports generated by Direct Request, the profile is identified only by name. Profile names are not case sensitive, so, for example, TEST is the same as test. Examples: EARTICLTEST MAXCOPY A description of the group of requests to which the profile pertains, up to 140 alpha-numeric characters long. Leave blank if no description is necessary. Examples: Loans for faculty Copy requests costing less than $5.00 Request Sources Indicates if the source of a request is relevant to the profile, and if so, the source name or names. If you want the profile to apply to requests from particular sources, type the names of up to six sources in the boxes provided. Source names can be up to eight alpha-numeric characters. The values must be valid values in your ILL requests. Page 165 of 204

166 Field Description Source names are not case sensitive, so FSILL is the same as fsill. Spelling is important, however, so FSlink is not acceptable as the valid value FSILL. Leave blank if the source of a request is not relevant to the profile. Examples: FSILL FSlink Request Type Loan - Only requests for loans will match the profile. (default value) Copy - Only requests for nonreturnable copies will match the profile. Patron Statuses Patron status or statuses, if any, to which the profile applies, up to 65 alpha-numeric characters long. Patron status is not case sensitive, so Grad is the same as grad. Spelling is important, however, so Grad is not the same as Graduate. Spaces and commas are not valid; they are used as delimiters between multiple patron statuses. If the profile applies to more than one status, type each status separated by at least one blank space or comma. Leave blank if the status of patrons does not apply to the group of requests you are profiling. Examples: Grad UnderGrad Faculty Patron Departments Patron department or departments, if any, to which the profile applies, up to 65 alphanumeric characters long. Patron Will Pay Up To Patron department is not case sensitive, so CompSci is the same as compsci. Spelling is important, however, so CompSci is not the same as CSCI. Spaces and commas are not valid characters; they are used as delimiters. If the profile applies to more than one department, type each department separated by at least one blank space or comma. Leave blank if department does not apply to the group of requests you are profiling. Examples: CompSci Chemistry Biology The amount (in US dollars), if any, the patron will pay for the requested material. For a request to match a profile, the amount specified in the request must be equal to or greater than the amount specified in the profile. For example, if the request specifies 7 ($7.00), and the profile specifies 5 ($5.00), the request matches the profile --- a patron willing to pay $7 is also willing to pay $5. On the other hand, if the profile specifies 10, then the profile does not match, because a patron willing to pay $7 is not willing to pay $10. Type a number. Do not type the dollar ($) symbol. A value of 0 means that the patron is not willing to pay anything for the material being requested. Leave blank if the amount the patron will pay does not apply to the group of requests you are profiling. Examples: Page 166 of 204

167 Field Need at Earliest/ No Later Than Description Used to define a date range, if any, within which the patron must receive the material. In a loan request, the patron's date requirement is specified in the field named Need Before. For example, a Need Before value of 4 means that the patron must receive the material within four days of creating the request. To match the profile, the Need Before value in a request must fall within the range you specify in the profile by values you associate with Need At Earliest and No Later Than. For example, if the profile has a Need At Earliest value of 4 and a No Later Than value of 7, an incoming request with a Need Before value of 5 will match the profile. However, if the patron specifies a Need Before value of 3 in the request, the request will not match the profile. Type a whole number from Leave both fields blank if date range does not apply to the group of requests you are profiling. Format One or more bibliographic formats that a request must specify if it is to match the profile. Age of Material/ But No Older Than Languages Route to Review File Options If Potential Duplicate Requests If Held By Your Institution If Held By Custom Holdings Group Select a format from the list provided. Do not select a format if it does not apply to the group of requests you are profiling. For Loans: Used to restrict the borrowing of items that are either very new or very old based on their publication date. Note: The number you type in Age of Material must be smaller than the number you type in But No Older Than. For Copies: Age of Material can be used to designate whether the copy request is CCG or CCL. The age is pulled from the Article Date field. Libraries can set a Copyright designation using Direct Request Profiles. A copy-based request that comes through ILL Direct Request with an Article date field of 1994 could be matched to a Direct Request Profile with CCL in the copyright Compliance field. Type a whole number from representing the age of the material in years. Leave blank if the age of the material does not apply to the group of requests you are profiling. One or more languages that a request must specify if it is to match the profile. Yes: Potential duplicate requests will be sent to your Review File. No: A request can be processed whether or not it is a potential duplicate. Do Nothing: A request can be processed whether or not your institution holds the requested item. Route to ILL Review: Requests will be sent to your Review File when your institution holds the requested item. If you want requests matching this profile to be routed to your Review File when one or more members of a particular group holds the requested item, select the name of the Custom Holdings group record that identifies the group. Select one group name from the list provided. The list includes all current Custom Holdings groups for your institution. If group holdings are not relevant to the set of requests you are profiling, do not select a Custom Holdings group. Examples: The group name that represents all library branches on your campus. The group name that represents consortia for which you have special borrowing procedures. Page 167 of 204

168 Field Additional Profile Options Constant Data Record Minimum Number in Lender Strings Custom Holdings Path Produce the Request Prefers E-article processing Description The Constant Data record, if any, that applies to the group of requests you are profiling. The list contains all current Constant Data records for your institution. Select a Constant Data record from the list provided. Do not select from the list if no current Constant Data record applies to the group of requests you are profiling. Note: If you want to define a Constant Data record for this group, create the Constant Data record BEFORE creating the profile. The minimum number of lenders that must be specified in the request in order for the request to match the profile. For example, if the minimum number of lenders specified in the profile is 4, an incoming request with only three lenders does not match. Choose 1, 2, 3, 4, or 5 from the drop-down menu. A lender string must have at least one lender. Direct Request finds lenders for requests based upon Custom Holdings paths you define. The list contains all current Custom Holdings paths defined for your institution. Select one path from the list provided. Also see Custom Holdings Paths (page 164). Yes: You want Direct Request to automatically produce requests that match this profile. No: You want Direct Request to put all matching requests in your Review File so you can review the work done by Direct Request before it is sent to a lender. This option applies to your library only if it has added metadata about its electronic collections to the WorldCat knowledge base and activated a link to the WorldCat knowledge base. Then your library is ready to use Direct Request for articles or Direct Request for e-books. This option has three values: No, E within group, and E across groups: No: This is the default value. It leaves Direct Request for articles and Direct Request for e-books turned off. Select this value for all of your Direct Request profiles if your library has not added its metadata and activated the link to the WorldCat knowledge base. If your library has activated the link, use No for Direct Request profiles that are not copy profiles for articles or loan profiles for e-books. Use E within group or E across groups for Direct Request profiles that are copy profiles for articles. Use E within group for Direct Request profiles that are loan profiles for e-books so e-book requests will be searched in the knowledge base even though all e-book requests will be placed in your Review file for action and not sent automatically to potential lender. E within group: For each Custom Holdings group in your Custom Holdings path for articles, Direct Request selects lenders who have an electronic version of the article and then selects lenders who have a print copy only. Example: In a path containing two groups, Direct Request selects lenders in this order: group 1 lenders who have an electronic version; group 1 lenders who have a print copy only; group 2 lenders who have an electronic version; group 2 lenders who have a print copy only. E across groups: Across all Custom Holdings groups in your Custom Holdings path for articles, Direct Request selects lenders who have an electronic version of the article and then selects lenders who have a print copy only. Example: In a path containing two groups, Direct Request selects lenders in this order: group 1 lenders who have an electronic version; group 2 lenders who have an electronic version; group 1 lenders who have a print copy only; group 2 lenders who have a print copy only. Page 168 of 204

169 Interlibrary Loan Options Use this screen to select your settings for WorldShare Interlibrary Loan. Persistence Setting This setting allows you to select whether you want constant data records (Borrower Data (page 159) and Lender Data (page 171)) to be automatically applied to each request. On - The DEFAULT constant data record is automatically applied to requests. Note: If you select a different constant data record to be applied to a request in WorldShare Interlibrary Loan, that constant data record will be applied to all future requests until you select another constant data record. Off - Users must manually select a constant data record for each resource sharing request. To select a Persistence setting: 1. Select the On check box to turn persistence on. 2. Optionally, deselect the On check box to turn persistence off. 3. Click Save. Knowledge Base Active Link This setting allows you to select whether you want the system to look through your WorldCat knowledge base collections, when a patron submits a borrowing request or you process a lending request, to determine whether your library has electronic access to the requested item. When turned on, this setting will cause a link to appear in the Request Details accordion of a borrowing or lending request if the item is held by your library in the WorldCat knowledge base. As a borrower, when this setting is turned on, and the following is true: a patron submits a request, the request matches a Direct Request Profile, and the requested item is held by your library, as indicated by your holdings in the WorldCat knowledge base, then the request is routed to your New for Review queue and a link to the item is included in the Request Details accordion. As a lender, when this setting is turned on, when you receive a lending request, and the requested item is held by your library, as indicated by your holdings in WorldCat knowledge base, you will see a link to the item in the Request Details accordion. Note: You should only turn on the Knowledge Base Active Link setting only if your library has already added metadata about its electronic collections to the WorldCat knowledge base and set your ILL License terms. Page 169 of 204

170 To activate or deactivate links to WorldCat knowledge base: 1. Select the On check box to turn the links on. 2. Optionally, deselect the On check box to turn the links off. 3. Click Save. Primary Symbol This setting allows you to change your primary symbol used for WorldShare Interlibrary Loan. Your current symbol is shown. To change your primary symbol: 1. Click Change Primary Symbol. 2. On the Select Primary Symbol screen, select the symbol you want to use. 3. Click Save. WorldShare Circulation Integration Use this setting to activate the WorldShare Interlibrary Loan and WorldShare Circulation integration. Activating integration is the final step in configuring this feature. For complete instructions on how to configure the integration, see Set up WorldShare Interlibrary Loan and WorldShare Circulation integration. To activate integration: 1. Complete all steps as described in Set up WorldShare Interlibrary Loan and WorldShare Circulation integration. 2. Select the On check box to activate the integration (the final step in the process). Note: If all other configuration steps described in the document have not been completed, selecting the On check box here will not activate the WorldShare Circulation integration. Page 170 of 204

171 Lender Data Use this screen to configure Lender constant data. Constant data is stored information that your staff can use to ensure consistency when they initiate or respond to requests. Constant data automatically transfers repetitive data to workforms and requests. A default constant data record is created for any institution that does not have one. For more information about constant data and examples of how it can be used, see Constant Data. Configure Lender Constant Data Follow the instructions below to add, edit, or delete a constant data record. To add a constant data record: 1. Click Create New CD record. 2. Fill in the fields. See Lending Library Information fields (page 171) for details. 3. Click Save as New. To copy a constant data record: 1. From the Constant Data Record list, select the constant data record you want to copy. 2. Edit the Constant Data Record Name. 3. Make any additional edits to the record, if needed. 4. Click Save as New. To edit a constant data record: 1. From the Constant Data Record list, select the constant data record you want to edit. 2. Edit the record. 3. Click Save. To delete a constant data record: 1. From the Constant Data Record list, select the constant data record you want to delete. 2. At the bottom of the screen, click Delete Record. 3. On the confirmation window, click OK. Lending Library Information fields Note: Required fields are marked with an asterisk (*). Field Constant Data Record Name Description Description The name of this record (20-character limit, with no special characters). A brief description of this record. Due Date The date on which the Borrower should return the item, not the date on which the item should arrive at your library. Page 171 of 204

172 Field Shipped Date Add ILL Management Fee (IFM) Description When editing a request, type the specific date or specify a time span of days from today's date using the format +DDD. For copy requests, type N/A for the Due Date. Example: +101 The date on which the item leaves your library (past or current), using the format -DD. Examples: Select the Add ILL Management Fee (IFM) check box to turn IFM on. For more information on IFM, see Interlibrary Loan Fee Management (IFM). Lending Charges All costs: handling, photocopying, postage, etc., in U.S. dollars. Numeric data only. Type 0.00 if there are no charges. Insurance Amount To accept a Borrower's IFM offer, enter a numeric value, and check the IFM check box. Examples: 0 8 The amount of insurance, if applicable. Lending Notes Required only for Conditional responses. Type additional information or a Conditional query. Lending Restrictions Return to Return Via Optional for non-conditional responses. Use for notes about method of payment, invoicing, no-renewal responses, etc. Restrictions that apply to loans. Example: Library use only. Complete return mailing address. If you include a Due Date, you must supply a return address. If you type N/A, you need not complete this field. A preferred method for returning loaned materials. This field provides tracing information if the item is lost in transit. Page 172 of 204

173 Patron Request Workforms Use the Patron Request Workforms screen in OCLC Service Configuration to customize your patron request form. Patrons can use the patron request form to request interlibrary loans. If you are a WorldShare Interlibrary Loan Prime user looking for help on this screen, see the WorldShare Interlibrary Loan Prime documentation page (sign in required). See also: Configure your patron request form (page 174) WorldCat Discovery Request Form (page 176) WorldCat Discovery Request Form Fields (page 179) Page 173 of 204

174 Configure your patron request form Follow the instructions below to configure your patron request form. For an explanation of each section of the form, see WorldCat Discovery Request Form (page 176). Configuration tips Some points to keep in mind when configuring your form: Use the definitions in WorldCat Discovery Request Form Fields (page 179) to create a draft of your form. Only the Note to Patron (page 179) field can be reused on a form. All other fields can only be used once. Fields can be grouped into sections under a labeled Section Header to organize the information on the form. Sections can be moved up or down at any time by clicking the arrows in the upper right corner of each section. Fields can be reordered by removing and adding them in the order that you would like them to appear on your form. You can preview your form before you save it to confirm that it will appear to your patrons as you expect. Any updates you make to the patron request form will not take effect immediately. Changes will usually appear on the form within 2-3 minutes. Before you begin: WorldCat Discovery Request Form set up If you want the WorldCat Discovery Request form to function properly, you must first configure the following: 1. The Resource Sharing (Any Level) button must be set to WCRS/WS ILL for patron requests in WorldCat Discoveryto be submitted to WorldShare Interlibrary Loan. a. To configure the button, in Service Configuration, on the left navigation, click My WorldCat.org > Place Hold/Request Buttons. b. On the Place Hold/Request Buttons screen, under Resource Sharing (Any Level), select WCRS/WS ILL from the Type of button configuration list. 2. Your institution's IP Addresses must also be entered in Service Configuration so that patrons who are within your IP range are able to access the request form. a. To add an IP address, in Service Configuration, on the left navigation, click IP Addresses > Manage IP Addresses. b. On the Manage IP Addresses screen, click Add. c. In the window, enter an IP address range. d. Click OK. e. Under IP Address Range Attributes, click the plus sign (+) to add an attribute to the IP address range. f. From the first list, select Product. g. From the second list, select WorldCat Discovery. h. Click Save. i. Repeat steps b-h as needed. j. Continue to Customize the patron request form (page 174) below. Customize the patron request form If this is your first time customizing the patron request form, the form will contain default fields. Forms can be customized to include parameters and information relevant to your library. Refer to WorldCat Discovery Request Form (page 176) for an explanation of each section of the form. Page 174 of 204

175 To customize your patron request form: 1. In Service Configuration, on the left navigation, click WorldShare ILL > Patron Request Workforms. 2. If this is your first time customizing the form, you will see the default form. 3. Edit the Section Header or use the default text. 4. Under Field, click the field list to select a field. Input type is fixed for each field and will change depending on the field you select. 5. Optional. Rename the field by entering a new Field Label. Use the field label to provide patrons with a description of the information you would like them to enter. For example, Patron Max cost could be relabeled Max cost I am willing to pay. Field labels are limited to 30 characters. 6. Determine whether you would like to apply any of the Options to the field. a. Select the required or editable check box to turn the options on. b. Deselect the check boxes to turn the options off. 7. Optional. To remove the field, click the remove icon ( ) at the end of the field line. You will not be asked to confirm the removal of a field. Before clicking the icon, make sure you want the field to be removed. 8. To add another field, click Add a field to display on this Section. 9. Continue adding and editing the fields you want to include until you are satisfied with that section of the form. At any time, you can click Preview at the top of the form to view the form as a patron will see it. 10. To add another section, click Add a Section. 11. Repeat steps 3-10 until you are satisfied with the sections and fields within each. 12. Click Preview to confirm that the forms looks as you expect. 13. Click Save you save your customizations to the form. Patrons will not be able to see the changes you have made to the form until you save it. Note: At any time, you can click Reset to Standard Form at the bottom left of the form to return to the default (noncustomized) version of the form. See also: WorldCat Discovery Request Form (page 176) WorldCat Discovery Request Form Fields (page 179) Page 175 of 204

176 WorldCat Discovery Request Form For WorldShare Interlibrary Loan libraries, use this screen to customize the WorldCat Discovery Request Form. This request form displays to your patrons in WorldCat Discovery. The image below is an example of the WorldCat Discovery Request Form. The sections of the form are described below. 1. Preview Once you have configured the form, you can preview how it will appear to patrons. To preview the form, click Preview. 2. Section Header Use the Section Header to assign a title to the section of the request form. Entering a header can help the patron understand the type of information you expect them to input in the fields contained in the section. For example, you can title a section "About My Request" to inform patrons that the following fields will ask for information about the item being requested. To edit the Section Header, enter a new header into the Section Header field. 3. Remove a Section Use the Remove a Section button to remove the section. Note: You will not be asked to confirm the removal of the section. Before clicking the button, make sure you want the section to be removed. To remove the section, click Remove a Section. 4. Move a section The arrows allow you to change a section's position on the form. Page 176 of 204

177 Arrows will only appear in the directions you can move the sections. To move the section up on the form, click the up arrow ( ). To move the section down on the form, click the down arrow ( ). 5. Field The fields you select determine what appears on the request form. If you have not configured the form yet, default fields will be selected. Note: Only the Note to Patron (page 179) field can be reused on the forms. All other fields can only be used once. To add a field, see 11. Add a field to display on this Section (page 178) To change a field, click the Field list and select a new field. To delete a field, see 10. Remove a field (page 177). 6. Input Type The Input Type displays how the patron inputs information into the field. Input type is fixed for each field. 7. Field Label The Field Label determines how the field is described on the form. Each field has a default field label. Use the field label to provide patrons with a description of the information you would like them to input in the field. For example, Patron Max cost could be relabeled to Max cost I am willing to pay. Note: Field labels are limited to 30 characters. To edit a field label, enter a new label in the Field Label. 8. Field Values Field Values can be used to enter default text or options that will appear on the form to the patron. For example, you may enter a value for Patron Max cost to let patrons know the maximum amount charged for any item. If the Input Type is dropdown, you can select the default selection from the list, or depending on the field, you can enter your own values to appear in the dropdown. If the Input Type is textentry, you can enter default text in the field. 9. Options Options allow you to further define the fields on your form. By selecting an option, you can make fields required or editable. Select the Required check box if you want the field to be required. When a field is required, patrons must provide information in the field in order to submit the form. Patrons will encounter an error if they try to submit the form without filling out all required fields. Deselect the Required check box if you do not want to the field to be required. When a field is not required, patrons do not have to fill in the field. Select the Editable check box so that patrons can edit the field. Most fields should be editable. Deselect the Editable check box if you do not want patrons to edit the field. You can enter a value in the 8. Field Values (page 177) that patrons cannot edit. 10. Remove a field Use the remove icon ( ) to remove a field from the section. Note: You will not be asked to confirm the removal of a field. Page 177 of 204

178 Before clicking the remove icon make sure you want the field to be removed. To remove a field, click the remove icon ( ) to remove a field from the section. 11. Add a field to display on this Section Use the Add a field to display on this Section button to add another field to the section. To add a field to the section, click Add a field to display on this Section. 12. Add a Section Use this button to add another section to the form. To add a section to the form, click Add a Section. 13. Reset to Standard Form Use the Reset to Standard Form button to reset the form to the default (non-customized) version of the form. To reset the form, click Reset to Standard Form. 14. Save and Cancel Once you have completed editing the form, you can save or cancel your changes. To save the form, click Save. To cancel your changes, click Cancel. See also: Configure your patron request form (page 174) WorldCat Discovery Request Form Fields (page 179) Page 178 of 204

179 WorldCat Discovery Request Form Fields The WorldCat Discovery Request Form contains fields that the patron can use to describe themselves or the item they are requesting. These are all the fields that are available on the WorldCat Discovery Request Form: Field Address 1 Address 2 City Country Department Edition Fax First Name Last Name Need by date Note to Patron Notes Patron Id Description Patron's street address Other address information, such as Apartment, Suite, etc. Patron's city Patron's country. Select your country from the list to make it the default setting. This field can be customized to allow patrons to select a department they are associated with from a customized list. For information on how to customize the list, see 8. Field Values (page 177). Note: Be consistent when entering the department names. Examples: Department of Chemistry, Department of English, Department of History, etc. ChemDept, EngDept, HistDept, etc. Chemistry, English, History, etc. Allows the patron to select the preferred edition of the requested item from a list (Any, Recent, This). Patron's address Patron's fax number Patron's first name Patron's last name Allows the patron to enter the date by which the item is needed (in YYYYMMDD format) Enter additional information or provide directions to patrons. When displayed to the patron, the field will not begin with the Note to Patron field label. This field can be reused throughout the form. Examples: Using the dropdown below, select which edition of the item you would prefer to receive. (Placed above the Edition (page 179) field) In the box below, provide any additional information about this request. (Placed above the Notes (page 179) field) Provides the patron with a free text field to enter any relevant information about themselves or their request. This field cannot be reused. Examples of potential patron entries: Maximum cost $5.00 Can pick up from East Branch on Tuesdays. Allows the patron to enter an identification number (library card, student or faculty id, etc.) in a free text field. Page 179 of 204

180 Field Patron Max cost Phone Description If your library charges patrons for certain types of ILL requests, this field allows you to ask patrons to provide information about the maximum amount (in US dollars) that they are willing to pay for a particular item. If it is used, the label could be changed to provide patrons with clearer instructions about what information to enter, or a Note to Patron (page 179) could be added to explain the meaning of this field. Examples: Max cost I am willing to pay (7. Field Label (page 177)) Enter the maximum amount that you would be willing to pay for this item if it cannot be obtained for free. (Note to Patron (page 179)) Patron's phone number Pickup Location (Maximum 400 branches) Allows the patron to select a preferred pickup location from a customized list. For information on how to customize the list, see 8. Field Values (page 177). Postal Code Service Type State/Province Status Patron's postal code (e.g., zip code) Allows the patron to select the type of service being requested from the two options in the list (Book/Media-Loan and Article - copy) Allows the patron to enter their state. Select your state or province from the list to make it the default setting. Values are available to the United States, Canada, and Australia. A country must be selected if State/Province is included on the form. Patron's status (within the library, company, school, etc.), selected from a list of customized statuses. For information on how to customize the list, see 8. Field Values (page 177). See also: WorldCat Discovery Request Form (page 176) Configure your patron request form (page 174) Page 180 of 204

181 Prime Advanced Workflows If you are a WorldShare Interlibrary Loan Prime user looking for help on this screen, see the WorldShare Interlibrary Loan Prime documentation page (sign in required). Page 181 of 204

182 Prime Notifications If you are a WorldShare Interlibrary Loan Prime user looking for help on this screen, see the WorldShare Interlibrary Loan Prime documentation page (sign in required). Page 182 of 204

183 Prime Patron Settings If you are a WorldShare Interlibrary Loan Prime user looking for help on this screen, see the WorldShare Interlibrary Loan Prime documentation page (sign in required). Page 183 of 204

184 Print Settings Use this screen to select your print settings and customize your book straps. Printing Default Settings This setting allows you to select the default paper size for printing. The default paper size you select here applies to all items printed from the Print Queue. For more information, see Printing in WorldShare Interlibrary Loan. To select a printing default setting: 1. Select the ISO A4 radio button or the US Letter radio button. 2. Click Save. Logo Image Settings This setting allows you to add a logo to your book straps. Note: The logo will only appear on your book straps if you select to use customized book straps. See Book Strap Settings (page 185). Page 184 of 204

185 To select a logo: 1. In the Image URL field, enter the URL of the logo you want to use. 2. Optional. Click Test URL to test the image. Note: The logo image cannot exceed 250 pixels in width and 60 pixels in height. 3. Click Save. Book Strap Settings Use this section to customize your Borrower and Purchasing book strap and Lender book strap. Book straps can be printed from the Print Queue or while processing an individual request. See Print book straps or stickers for more information. Borrower and Purchasing Strap This setting allows you to customize your library's Borrower and Purchasing book strap. The Borrower and Purchasing book strap can be printed out and used when you receive a borrowing request item. A customized book strap includes the logo you selected in the Logo Image Settings (page 184), patron data (if selected), and any notes you enter into the Notes field. To use the default book strap: 1. Select the Use default book straps radio button. 2. Optional. Click Preview Book Strap to preview the book strap. 3. Click Save. To customize the book strap: 1. Select the Use customized book straps radio button. 2. Select the Show Patron Data on book straps check box if you want to show information about the patron who requested the item on the book strap. 3. In the Notes field, enter any notes you want to include on the book strap. 4. Optional. Click Preview Book Strap to preview the book strap. 5. Click Save. Page 185 of 204

186 Lender Strap This setting allows you to customize the Lender book strap. The Lender book strap can be printed out and used when you are processing lending requests. A customized book strap includes the logo you selected in the Logo Image Settings (page 184) and any notes you enter into the Notes field. To use the default book strap: 1. Select the Use default book straps radio button. 2. Optional. Click Preview Book Strap to preview the book strap. 3. Click Save. To customize the book strap: 1. Select the Use customized book straps radio button. 2. In the Notes field, enter any notes you want to include on the book strap. 3. Optional. Click Preview Book Strap to preview the book strap. 4. Click Save. Page 186 of 204

187 Purchase Options Use this screen to enter institutional account information for content providers that offer purchase options in WorldShare Interlibrary Loan. The content providers displayed on your Purchase Options screen may differ from those described here. Read the description for each content provider for additional details about why you may or may not see them on your Purchase Options screen. Supplier Availability Description British Library on Demand Get It Now All libraries Discounts for libraries with institutional accounts Subscribing libraries only To ensure the purchase price you see in the Purchase Option accordion on the request screen reflects the lowest price available from the British Library on Demand, enter your British Library on Demand Account ID. Then click Save. To find out more about British Library on Demand go to For more information, see British Library on Demand and WorldShare Interlibrary Loan. Once you have implemented this service, enter the following information, provided by Get it Now, in Service Configuration to make this option available in WS ILL: Institute Order Source ILL Address Bill to Address Then click Save. To learn more about Get It Now, visit copyright.com/getitnow. For more information, see Get It Now and WorldShare Interlibrary Loan. Page 187 of 204

188 10 Web Service Keys

189 Manage Your Web Service Keys Web Service Keys (WSKeys) are now requested and managed at the OCLC Developer Network. For information on requesting a WSKey, see Authentication and Authorization. Page 189 of 204

190 Manage Your Web Service Key Requests Web Service Keys (WSKeys) are now requested and managed at the OCLC Developer Network. For information on requesting a WSKey, see Authentication and Authorization. Page 190 of 204

191 Request a Web Service Key Web Service Keys (WSKeys) are now requested and managed at the OCLC Developer Network. For information on requesting a WSKey, see Authentication and Authorization. Page 191 of 204

192 11 WMS Institution

193 Branch Opening Hours Override Settings Use this screen to indicate if WMS should use branch specific hours. WMS uses your institution's hours in your circulation policies (to determine due dates, calculate fines, etc.). These settings only apply to libraries with multiple branches. Entries for each of your branches are automatically created based on the branches you have entered on the Holding Codes Translation Table (page 19) screen in the MyWorldCat.org module. You do not need to make changes on this screen if you want all of your branches to use your main branch hours. You can configure your branch hours on the Open Hours (page 148) screen in the WorldCat Registry module by signing in with your branch's Branch Registry ID (page 20). For information on signing into Service Configuration, see Signing In. Contact OCLC Support if you do not have access to edit your branch locations in Service Configuration. Edit branch opening hours override settings Note: Do not edit the Branch Id or Branch name. 1. For WMS to use a branch's hours, select the check box next to the Branch. 2. Click Save. Page 193 of 204

194 Institution Borrower Categories Use this screen to add, edit, or delete patron types. You must configure a Patron Type Policy (page 117) for the patron types you create on this screen in order to use them in WMS. Implementing/migrating libraries: OCLC staff will complete this section for you during your implementation. After implementation, you are responsible for maintaining your patron types. Add a new patron type 1. At the bottom of the screen, click Add Row or Add 10 Rows, depending on the number of patron types you want to add. 2. Enter a patron type. Do not enter more than 30 characters. 3. Optional. Enter a description. The description only displays on this screen. 4. Click Save. Edit an existing patron type Editing an existing patron type does not change the patron accounts that are associated with the original patron type. Any account with the original patron type will not be updated with the new patron type. Contact OCLC Support if you have any questions or concerns about changing existing patron types. To edit an existing patron type: 1. Add the new patron type (the patron type that will replace the original) by following the instructions in Add a new patron type (page 194), above. 2. Create a patron type policy for the new patron type on the Patron Type Policy (page 117) screen in the WMS Circulation module. 3. To update existing patron accounts with the new patron type, you have two options: a. You can manually edit the patrons in WMS, or b. You can send an ongoing patron file for these patrons In order to send an ongoing patron file, you must have automated loads turned on If you do not have automated loads set up, contact OCLC Support If you have not sent patron files since your migration, contact OCLC Support Page 194 of 204

195 Delete a patron type Deleting a patron type does not change the patron accounts that are associated with the original patron type. Deleting a patron type will impact all of your circulation policies For example, whenever the patron type is used in a policy, the field will revert back to All. You will need to update your patron accounts and policies accordingly. To delete a patron type: 1. Next to the patron you want to delete, click Delete. 2. To update the patron accounts affected by the deletion, you have two options: a. You can manually edit the patrons in WMS, or b. You can send an ongoing patron file for these patrons In order to send an ongoing patron file, you must have automated loads set up If you do not have automated loads set up, contact OCLC Support If you have not sent patron files since your migration, contact OCLC Support Import from circ The Import from Circ functionality imports patron types that have already been set in the Patron Type Policy (page 117) screen in the WMS Circulation module. Related policies: Institution Borrower Categories is used in: Patron Type Policy (page 117) Page 195 of 204

196 Patron Custom Data Use this screen to set up patron custom data. There are four Custom Data fields available. You can make the custom data fields free text or add predefined options that staff can select in patron accounts. The custom data fields you define on this screen appear in the Custom Data section in a patron's account: In the WMS Circulation module, retrieve the patron's account, then click the Profile tab. In the WMS Admin module, retrieve the patron's account. You can include these data elements into ongoing patron file loads (tab-delimited and XML). For more information on patron loads, see Patron data migration (OCLC Community Center, login required). Add or edit patron custom data 1. In the text field, enter the title of your custom data field. 2. Optional. Add predefined options that staff can select in the patron account. If you do not add any options, the field will be free text. To add an option, click the plus sign ( ). To remove an option, click the minus sign ( ). 3. Select Show in profile to include the field in the Custom Data section in patron accounts. 4. Click Save. Page 196 of 204

197 12 Article Exchange Custom

198 Article Exchange - Custom Configuration Use this screen to customize your settings for OCLC Article Exchange. After making changes to the sections described below, click Cancel to start over, or Save Changes to save and continue. Once saved, your changed page will be active. To link your custom Article Exchange URL to your institution s Web site, use the following URL structure: Replace the numbers with your registry ID. Institution Details See the information below to change any fields in your institution s configuration of Article Exchange. See the images below for samples of placement of each field. Or click the blue information logo in the interface for further information and examples of screen placement. Page 198 of 204

199 Field Institution Logo URL Site Description Text Background Color Field Text Color Button Color Upload Button text Action Provide a URL to an image of your institution s logo. The URL must begin with " and be no longer than 80 characters. The logo image also cannot exceed 80 pixels in height and 275 pixels in width. Type text that will appear as description text for your institution s custom Article Exchange site (80-character limit). Choose a color for the shaded background on your page. Note: Type the hex value in the field provided (a hex color value is a six-digit code that browsers can interpret and render into a desired color), or use the color picker to find a hex value. Choose a color for the field text. See Note above. Choose a color for buttons in Article Exchange. This color is persistent for ALL buttons in the interface. See Note above. Type text that you wish to appear as the label for the Drop file button (80-character limit). Upload Button text color Download Button Color Download Button Text Choose a color for the text on the Drop file button.see Note and image above. Choose a color for the patron download (Get my file) button.see Note above. Type text that you wish to appear as the label for the patron download button (80-character limit). Download Button text Color Instruction Title Choose a color for the text on the download button. See Note above. Type text that will appear as the title of the instructions for your staff (80-character limit). Patron Instructions Type text that will appear as instructions to the patron, after they click the article link in their e- mail (80-character limit). Patron Template By default, the to your patron states the information below. The article link and password fields are constant, but you may choose to customize the text, if desired. Page 199 of 204