Circulation Quick Start Guide

Transcription

1 Circulatin Quick Start Guide

2 Cpyright 2015 by Innvative Interfaces, Inc. This publicatin is supplied fr the exclusive use f custmers f Innvative Interfaces with the understanding that it shall nt be shwn r distributed t anyne utside f the custmer's rganizatin withut the prir written permissin f Innvative Interfaces. This publicatin may be cpied nly if the cpies are fr the exclusive use f staff members f libraries that have purchased the Innvative system. 2

3 TABLE OF CONTENTS Intrductin 5 Custm Settings and Preferences 5 New Recrd Templates 5 System Optins 5 Sierra Circulatin Functins 5 Check Out (Circulatin Desk) 5 Create Patrn Recrds 5 Create Patrn n the fly 6 Edit Fixed-length Fields 6 Edit Variable-length Fields 6 Cpy a Patrn Recrd 6 Retrieve a Patrn recrd 7 Linking Patrns Recrds 7 Check Out Tab 8 Items n the fly 9 Checked-Out Items Tab 10 Renewing items 10 Claim Returned 10 Marking Lst Items 11 Change Due Date 12 View verdue items 13 View This Item 13 Print Table (Receipt Printer) 13 Hlds Tab 13 Fines Tab 13 Cllecting mney 14 Adjusting fine amunts 14 Adding Fines t Patrn Recrds 14 Waive Fines 15 Histry f Fines Paid 15 Patrn Ntes 16 3

4 Check In Tab 16 Search/Hlds Functin 17 Staff Placed Hlds 18 Hld Cpy returned snest 18 Hld Selected Item 19 Cancel Hlds 20 Mdify Hlds 21 Check-in (N Patrn) 21 Renew (N Patrn) 22 Ntices Functin 22 4

5 Intrductin Sierra Circulatin allws staff t d the fllwing: check ut items, check in items, place hlds, maintain hld queues, maintain curse reserves lists, manage fines and bills, and perfrm ther Circulatin-related functins. Other ptinal features are available fr purchase. Custm Settings and Preferences Many Sierra functins are custmizable (fr example: screen and text clrs, fnt and fnt size, new recrd template creatin and maintenance, print templates, and a number f ther Sierra functins.) Please refer t the Sierra Circulatin elearning functins in the myinnou prtal fr a detailed discussin and instructins n hw t ptimize the use f the Sierra Circulatin functins. New Recrd Templates The Sierra system uses new recrd templates t create new recrds. A new recrd template can be cnfigured by the library t prmpt the user t fill in specific fields. A new recrd template can als be cnfigured by the library t cntain default data in certain fields which is autmatically inserted int the recrd during the new recrd creatin prcess. The library may cnfigure an unlimited number f new recrd templates in the Sierra System. Please refer t the Sierra WebHelp fr instructins n creating and maintaining new recrd templates. If yu encunter difficulty fllwing the links, try the links n Chrme, r g directly t lg in and search fr the tpic. System Optins There are a number f system ptins that cntrl certain behavirs within the Sierra functins. These ptins are used t custmize functins such as printing date due slips, renewal plicies, etc. They als be used t cntrl numerus circulatin ptins affecting Check ut, Check in, Renewals, Hlds, Fine/Bill plicy and Ntices. Sierra Circulatin Functins Check Out (Circulatin Desk) The Sierra Circulatin wrkflw pens in the Check Out functin. This is where mst f the daily circulatin functins take place, using an individual Patrn recrd. Create Patrn Recrds 1. Click the New buttn r use the drpdwn menu File New Patrn 2. Select a new recrd template frm the preferred list r use the default new recrd template. Recrd templates can be selected as preferred templates in the drpdwn menu Admin Settings Recrd Template. 3. Insert values in the fixed- and variable-length fields as prmpted by the new recrd template. 5

6 4. Variable fields may have been designated as mandatry and/r t be validity checked and this ccurs as the recrd is saved, e.g. address, if present, must have symbl. Create Patrn n the fly Scan r type in a new, unused patrn barcde. The system shuld present a special windw fr n-the-fly recrd creatin. Select a new Patrn recrd template r use the default new Patrn recrd template, accrding t library plicy. In Admin Menu Settings the template t be used fr Patrn n the fly can be assigned t the lgin. Insert values in the fixed-length and variable-length fields as prmpted by the new recrd template Edit Fixed-length Fields Use the <Tab> key r click with the muse t place the cursr inside the white area f the fixed-length field and type in the cde, if yu knw the cde yu wish t enter Or, alternatively Duble-click with the muse in the white part f the field t display a list f valid cdes and/r meanings fr that specific field, and duble-click n the value t select it. Edit Variable-length Fields Click the Insert icn in the upper tlbar, r use <Ctrl>- I, r the drpdwn menu Edit Insert Field t display a rectangle n the upper part f the screen in which there is a menu f variable-length field chices. Select frm the presented drpdwn menu by duble-clicking n the field then type the data int the white area f the variable-length field display bx. T mve a field within the same field grup (i.e.: rearrange the displayed rder f several NOTE fields), psitin the cursr inside the field t mve, right-click n the muse and frm the pp-up menu, select Mve Up, Mve Dwn, r Mve t Tp, r Mve t Bttm f Grup. Cpy a Patrn Recrd It is pssible t create a new Patrn recrd by cpying an existing recrd. This is useful fr entering multiple patrns frm a grup (fr example: a classrm r a family). 6

7 The Library can ask Innvative t specify the fields which are t be cpied frm existing recrds int new recrds using this Cpy a Patrn recrd functin. Retrieve the Patrn recrd by searching by barcde r name. If a brwse list is presented, select the line by duble-clicking n the line r by clicking the Select buttn. Then, click n the Edit icn n the tlbar buttn. With the selected Patrn recrd pen, use the drpdwn menu, Edit Cpy Recrd, t create a new Patrn recrd. The data frm the riginal recrd will be cpied int a new recrd accrding t the fields yu have selected in pint number tw f this sectin. It is necessary t edit the new Patrn recrd t change name, add a new barcde, etc. When all changes have been cmpleted, click n the Save icn n the tlbar. Retrieve a Patrn recrd Patrn recrds may be searched fr by any indexed field using ne f the fllwing methds: Type r Scan the patrn barcde int the query bx in the upper left-hand prtin f the screen. Type the letter n fllwed by the patrn s last name, last name and initial r last name and first name, then press the <Enter> key. This searching ptin infrms the system that it shuld search the n Name Index instead f the Barcde Index. Click the Search buttn and select the index frm the drp dwn list. Type r scan the data int the query bx and press the <Enter> key (r click the Search buttn) Frm a list f Patrn recrds, highlight a line and duble-click r click the Select buttn. If yu have recently clsed a patrn recrd, File Menu Recent Patrns may allw yu t recver it rather then re-scanning the barcde. Linking Patrns Recrds Yu can maintain grups f patrns within their recrds using this feature. This is used t link family Patrn recrds r academic assistants t a prfessr, amng ther uses. Retrieve the Patrn recrd and click the Linked Patrns tab. Click the Link buttn and search fr the Patrn recrd t link t the riginal recrd. Highlight the Patrn recrd t be linked t the riginal recrd and click the Select buttn. Repeat the prcess t link multiple patrns t ne patrn. T pen a linked Patrn recrd, g t the Linked Patrns tab and select the linked patrn by highlighting the line. Click the G T Patrn buttn. Once the linked Patrn recrd is selected, click the View Checkuts buttn t view a linked patrn s checked ut materials Frm the Linked Patrns tab, select a patrn by highlighting the line. Then click the Unlink buttn t remve a link. This is an ptinal feature and the tab des nt have t display fr a lgin if nt required which is cntrlled in Optins Tabs. 7

8 Check Out Tab 1. T check ut an item, retrieve the Patrn recrd using any f the methds abve. 2. A brief versin f the Patrn recrd displays in the upper right part f the display screen: The infrmatin which displays in the brief versin can be cnfigured by the library in the drpdwn menu Admin Optins Patrn Display. The library may select the fields which display in the brief display by selecting the ptin fr Custm Display and mving selected fields frm side t side using the prvided arrw buttns n the Patrn Display tab. 3. Scan r type the item barcde in the blank field in the upper left-hand crner f the screen. Alternatively, type t fllwed by the title r a fllwed by the authr r click the search buttn, highlight an index in the drpdwn list and enter the data then press the <Enter> key (r click the Search buttn) and select the item frm the list presented. Brief item details, including the due date, will be shwn in the summary display. 4. Adding Messages at Checkut is an ptinal feature which allws yu t type in a message which will pp-up t staff the next time the item is checked in. It can be useful fr alerting staff t a prblem with the item which needs t be reslved nce the patrn has finished with it (fr example, abut damage t the item s that the patrn des nt get blamed.) Add message at checkut ptin is enabled in the Setup tab in Optins. 5. After checking an item ut t a patrn, it is pssible t verride the system-selected Due Date: click n the Change Due Date buttn. (The user must be authrized t verride due date. Select a due date frm the calendar bx presented, decide if this shuld be used fr ther checkuts t this patrn and if s check the bx at the bttm f the display, then click the OK buttn.. (This might be used t extend a due date if a patrn will be away.) 6. If the Print slip bx is checked, a Date Due slip will be printed when the Patrn recrd is clsed. Sme functinality f printing slips is cnfigured in the Circulatin Optins. See the Circulatin Parameters Quick Start Guide fr mre infrmatin. 7. It is essential t clse the Patrn recrd t cmplete the checkut transactin and t mve checked ut items int the Checked-Out Items tab. Use <Alt> +Q r click the Clse icn in the tlbar t clse the patrn s recrd. Clsing a Patrn recrd ensures that the Patrn 8

9 recrd des nt unnecessarily remain in use and als prtects the privacy f patrn infrmatin. Items n the fly It is pssible t create Bibligraphic and Item recrds n-the-fly at the time f Check-ut fr items which are nt in the database. Mst libraries create default new recrd templates specifically fr nthe-fly Bibligraphic and item recrds. The methd f creating an n-the-fly Bibligraphic and Item recrd is as fllws: Retrieve the Patrn recrd using any methd. Scan r type a new, unused item barcde in the query bx The system then displays an Item-n-fly search screen. It is pssible at this pint t either search fr a Bibligraphic recrd t which the new Item recrd will be attached, r if n bibligraphic recrd is fund, t create a brief Bibligraphic and Item recrd n-the-fly. T create a new Bibligraphic recrd n-the-fly, click the New icn n the tlbar: Select a new Bibligraphic recrd template, r use the default n-the-fly Bibligraphic recrd template if it has been previusly set in the drpdwn menu Admin Settings On-the-fly Recrds and chsing ne template frm the drpdwn list fr each recrd type. Type in r select data fr the fixed- and variable-length fields as prmpted by the template. Upn cmpleting the last prmpt frm the bibligraphic template, the system will autmatically cntinue n t create a new n-the-fly Item recrd. Select a new Item recrd template, r use the default n-the-fly template if it is already established in the Settings. Type in r select data fr the fixed-and variable-length fields as prmpted by the selected item template. Upn cmpleting the last prmpt, click the Save icn n the tlbar. The item will be checked ut and will shw in the Check Out summary tab. Clse the Patrn recrd as usual. Methd f attaching n-the-fly item recrd t an existing bibligraphic recrd: Open the Patrn recrd with ne f the usual methds. Retrieve the Bibligraphic recrd by clicking n the Search buttn and selecting the index frm the drpdwn bx, entering a search term and pressing the <Enter> key. Select a new recrd template, r use the default template if a default n-the-fly item template is established in the system. Type in r select data fr the fixed- and variable-length fields as prmpted by the item template. Upn cmpleting the last prmpt, click the Save icn n the tlbar. The item will be checked ut and will shw in the Check Out summary tab. 9

10 Clse the Patrn recrd as usual. Checked-Out Items Tab Several functins may be perfrmed using the Checked-ut Items tab. T renew an item frm within the Patrn s recrd: Renewing items Retrieve the Patrn recrd and click n the Checked Out Items tab. Select the line frm the list f items checked ut and click the Renew buttn. Claim Returned If a patrn claims t have returned a checked ut item, it is pssible t mark the item as claim returned. 1. Retrieve the Patrn recrd and click n the Cecked Out Items tab 2. Select the line frm the list f items checked ut and click the Claim Returned buttn 3. When the calendar screen appears, select the date the patrn claims t have returned the item by clicking in the day. Mnths may mve backward and frward by clicking n the single arrw. Years may mve backward and frward by clicking n the duble arrws. If the patrn des nt indicate a specific date, click the Blank Date buttn. 4. Chse frm the fllwing ptins. All three ptins place the item int the ONSEARCH FILE (a file f missing items that can be used in a search fr the items at a later date) An explanatry nte is added t the Patrn and Item recrds indicating that the item has been claimed returned by the patrn. A fixed-field in the Patrn recrd is updated t keep a tally f the number f claimed return activities assciated with the Patrn recrd fr histrical infrmatin. It is nt pssible t autmatically select r display nly ne f the three chices presented when the Claim Returned buttn is selected. A chice must be made in rder t cntinue with the claims returned prcess. 10

11 It will be the respnsibility f the library t determine library plicy and that staff make the crrect selectin when items are claimed returned. The ability t claim returned is cntrlled by an authrizatin. Chice 1 item status changed t MISSING, it is remved frm the Patrn recrd and n fines are assessed. The patrn is n lnger respnsible fr the item. Hwever, the Claims Returned field in the Patrn recrd is incremented by 1. Chice 2 item status changed t CLAIMS RTRND, it is remved frm the Patrn recrd and n fines are assessed. The patrn is n lnger respnsible fr the item. Hwever, a nte is added t the Patrn and Item recrds and the Claims Returned field in the Patrn recrd is incremented by 1. Chice 3 the system leaves the Item recrd checked ut t the patrn and will cntinue t send verdue ntices, generate a bill, accrue fines, etc., and the item status is changed t CLAIMS RTRND. The patrn remains respnsible fr the item, but a nte will have been autmatically added t the recrd that the patrn reprted this item as a claimed returned item. The Claims Returned field in the Patrn recrd is incremented by 1. If, in the future, an item with a claims returned status is checked in (r ut), using any nrmal checkin r check-ut functin the system prmpts the staff member. The library plicy will determine which staff members are authrized t check in a claims returned item. If the selectin is N, the item remains checked ut t the patrn. The nly way t clear the item status f claims returned is t answer Yes t the prmpt. Marking Lst Items When a patrn reprts a checked-ut item as lst, it is pssible t use this functin t d the fllwing: Remve the item frm the list f items checked ut t a patrn. Change the item's status t BILLED. Insert a nte int the item recrd reflecting the status f Lst. Prepare a bill fr the lst item t send t the patrn. Cllect all r part f a bill at that mment, r add the bill t the charges assessed against a patrn t be retained in the Patrn recrd. Change r adjust the billed amunt, depending n library plicy and authrizatins assciated with staff that is perfrming this functin. T indicate that ne r mre items have been reprted lst by a patrn: 1. Retrieve the Patrn recrd and click the Checked Out Items tab. 2. Select the item by duble-clicking n the line. After selecting the item (r items), click the Mark Lst Items buttn. 3. The full Item recrd may be viewed by clicking the View Item buttn 11

12 4. The bill amunt may be adjusted by clicking the Update Bill buttn. It is pssible t adjust the Item Cst, Prcessing Fee, and/r Billing Fee if a staff member is authrized t d s: There are three elements f a bill: Item Cst: The item cst will be chsen frm Item recrd if the Item recrd cntains a value in the fixed-field fr Price. If there is n price in the item recrd, the system will cnsult the Default Item Cst element frm the Lan Rule under which the item has been checked ut. Details n Lan Rule cnfiguratin may be cnsulted in the Circulatin Parameters Quick Start Guide. Prcessing Fee: This amunt is selected frm the Replace Prcess Fee element in the Lan Rule under which the item has been checked ut. The Prcessing Fee is an ptinal field. Details n Lan Rule cnfiguratin may be cnsulted in the Circulatin Parameters Quick Start Guide. Billing Fee: This amunt is selected frm the Replace Bill Service Charge element in the Lan Rule under which the item has been checked ut. The Billing Fee is an ptinal field. Details n Lan Rule cnfiguratin may be cnsulted in the Circulatin Parameters Quick Start Guide. NOTE: Yu must Update Bill if there are any changes r adjustments befre clicking the Add Bills buttn. On clicking the Add Bills buttn: Charges and fees are added t the Patrn recrd. The status fixed-field f the lst item is changed t n: BILLED NOT YET PAID when a bill is calculated by the system. A nte is added t the Item recrd by the system indicating that the item is billed. The Fines tab is used t cllect mney fr the lst item. Change Due Date Unlike n the checkut tab, changing the due date n the Checked-Out Items tab nt nly allws selecting a new due date frm a calendar, but it als increments the renewals cunt, s staff shuld be made aware f this. 12

13 View verdue items The All drp dwn permits limiting the display t thse items which will incur Overdue Ntices and Charges, which will display the amunt wed if the items are returned that day, and Recalls if there are any fr these items. View This Item Right muse clicking n ne f the checked ut items gives a pp-up menu with an ptin t View Item s that staff can see mre detail f the recrd if required. Print Table (Receipt Printer) If a patrn requests a print f the checked ut items n his accunt, the Print Buttn at the tp f the screen r right-muse clicking n a checked ut item and selecting Print Table will ffer a printer dialg and allw the staff member t chse which printer, if multiple printers are set up fr the lgin, including t the patrn s address (this will nly be ffered if the patrn recrd has an address). Hlds Tab Hlds may be added t a Patrn recrd frm this tab. It is als pssible t cancel r mdify existing hlds. See mre infrmatin belw under Staff Placed Hlds. Fines Tab Within a Patrn recrd, it is pssible t view current fines, view a histry f fines paid, manually add a charge, waive charges r cllect mney. The Fines tab displays in a warning clr if a patrn s fines exceed the library-defined limit. 13

14 Cllecting mney T cllect mney fr an unpaid fine, retrieve the Patrn recrd using any methd and click the Fines tab Select the fine(s) by clicking n and highlighting the line(s). Then click the Cllect Mney buttn. The checkbx at the left side may als be used t select the fine r fines. The system will display as a default the ttal amunt wed fr that particular fine r fines but it is pssible t accept partial payment. This is determined by library plicy. There are n special settings t accept partial payments. Enter the amunt and the system will ask if the remaining amunt f the fine r bill shuld be waived. Only staff that is authrized will be permitted t waive fines. If the Payment Types table has been enabled, the system will ffer a drp-dwn menu frm which t select the type f payment received (fr example: cash, credit card, check, etc.) and a payment nte field in which t add a nte if required. The library can mdify the values fr Payment Types in Circulatin Parameters. Cnsult the Circulatin Parameters Quick Start Guide fr details. Printing a receipt fr the patrn is an ptinal feature. During the fine cllectin prcess, if a receipt is desired by the patrn, click n the Print buttn at the bttm f the payment display bx, if nt required click OK. Adjusting fine amunts In the Fines Tab, select frm the summary list f fines. Right-click with the muse the line pertinent t the fine. Chse the View this fine ptin frm the ppup menu. The fine detail is displayed. Click n the Adjust buttn. Adjust the fine amunt. Click the OK buttn t save, r click the Cancel buttn t exit withut saving. Only users authrized t adjust fine amunts will be permitted t cmplete this functin. Adding Fines t Patrn Recrds This functin is used t assess miscellaneus charges t a patrn (anything nt autmatically generated frm an verdue item r bill). Examples are: cpying csts, damage t library prperty, ILL services, verdue fine fr CL RTRND/MISSING item that is fund later, lst library card csts, etc. In the Fines Tab, click the Add Charge buttn. Type in the Reasn fr the charge. A reasn is required t assess a manual charge. Type in the amunt charged t the patrn. If the Predefined Charges table has been enabled, click the Predefined drpdwn menu and chse the charge. Add details t the reasn and change the amunt, if necessary. If this functin has nt been enabled n the library system, cntact the implementatin team if the 14

15 Waive Fines library is still in implementatin, r cntact the Innvative Help Desk if the library is an existing custmer. T waive a fine, select the fine r fines and click the Waive Charges buttn. Only users authrized t waive fines will be permitted t cmplete this functin. If the Payment Types table has been enabled, the system will ffer a drp-dwn menu frm which t select the type f payment received (fr example: cash, credit card, check, etc.) and a payment nte field in which t add a nte if required. The library can mdify the values fr Payment Types in Circulatin Parameters. Cnsult the Circulatin Parameters Quick Start Guide fr details. Histry f Fines Paid T view a histry f the fines paid by the patrn, click the Fines Paid buttn within the Fines Tab. T view details abut the item pertinent t a fine paid, highlight the line and click the View Item buttn. The View Item ptin is nt available fr manual charges since such charges are nrmally nt assciated with a specific item. It is pssible t print the resulting screen with the Print buttn. Click the View Fine buttn t view the details f a fine r t reinstate a fine. T reinstate a fine, click the Reinstate Fine buttn. A prmpt belw will appear fr cnfirmatin. 15

16 T cmplete the reinstatement, click the Cnfirm buttn T enable the Reinstate Fine ptin, cnsult the Circulatin Parameters Quick Start Guide fr details. Only staff authrized t reinstate fines may perfrm this functin. Patrn Ntes Check In Tab Click the Patrn Ntes buttn t view all ntes in the Patrn recrd (it is necessary t edit the patrn recrd t add ntes). When an item is checked in using the Check Out (Circulatin Desk)functin, Sierra Circulatin retrieves and displays the assciated Patrn recrd. This functin enables yu t perfrm patrnspecific circulatin functins (such as cllecting fines and viewing the histry f fines paid by a patrn) fr the patrn wh has just returned an item. Click n the Check In tab. It is nt necessary t retrieve the patrn recrd first. This tab can be used t check-in items frm multiple patrns withut clsing each patrn recrd as the system will change the recrd displayed at the tp f the screen t match the item being checked-in. Scan the item barcde. Sme special cnditins which affect checked in items Backdate checked in items (assign a return date earlier than the current date). This is useful if the library is clsed unexpectedly (fr example: due t weather r ther emergency) and the library des nt want t assess fines fr unexpected days clsed. Click the Backdate buttn befre checking in the materials. Chse the date f return (checked in date) frm the ppup calendar. Check In verdue items Check In items with hlds If a patrn returns an verdue item (i.e., the time f check-in is later than the Item recrd's DUE DATE field), Sierra Circulatin generates a fine as established in the Lan Rules, and adds the fine t the Patrn recrd. T cllect mney while still n the check-in tab highlight item(s) in the list and then click n the Cllect Mney buttn. T waive charges fr check-ins highlight item(s) in the list and click the Waive Charges buttn, r check the bx t Waive charges n items being checked in befre yu start. If a patrn returns an item which has a hld n it Sierra Circulatin will present a message alerting the staff that there is a hld n the item. This ffers the pprtunity t print a slip r wrapper fr the item befre it is placed n the Hld Shelf. The system sets the item status t On Hldshelf fr patrn pickup. 16

17 Depending n the library s ntice settings, a hld pickup ntice may be generated. Check In billed items When a patrn returns an item which is billed, the system will change the amunt assessed in the Patrn recrd t the amunt specified by the library. The library has the fllwing ptins: Reduce the billed amunt t: the BILLING FEE the greater f the BILLING FEE r the verdue fine the lesser f the BILLING FEE r the verdue fine CANCEL BILL Only users authrized t waive fines will be permitted t cmplete this functin. Cnsult the Circulatin Parameters Quick Start Guide fr details n Circulatin Optins. If required, a receipt acknwledging the return f an item can be printed. The system will print the date & time, title, barcde, patrn name, and recrd number. Search/Hlds Functin The rutine printing f a receipt acknwledging checked in is set in the Optins Print tab fr the lgin. Even if nt the default fr a lgin, a receipt may als be created by checking the Print Receipt bx befre the item is checked in. This functin allws staff t search the catalg t check the status f items, find titles t help a custmer and t place hlds if required. A drp dwn menu ffers the indexes fr searching. Select ne and type yur search term r scan in a barcde The brief details f the bibligraphic recrd is presented with varius tabs Summary tab displays attached items in a Hlds/Bkings view and ffers buttns which will be discussed later. The view can be changed t shw ther attached recrds if the user is authrized t view them. Recrd tab displays the highlighted attached recrd. 17

18 Staff Placed Hlds There are tw types f hlds: Bibligraphic level hlds, which are als called Title level r Cpy Returned Snest hlds. The first cpy checked in will satisfy the hld unless the system has been set t bey library plicy t refuse a hld under certain circumstances. Fr item level hlds, nly a specific cpy will satisfy the hld (fr example, a particular vlume, r particular autgraphed cpy, etc.) Under library plicy Staff can be authrized t verride hlds which wuld nrmally be blcked. Hlds can be placed n: A title r item that is checked ut A title r item that is nt checked ut A Bibligraphic recrd fr which there are n attached recrds A Bibligraphic recrd with an attached Order recrd The library will establish the rules fr hlds fr a lgin in Admin Optins Hlds tab Hlds cannt be placed n: An item currently checked ut t this patrn An item with status ( library use nly ) An item pinting t a Lan rule whse Cde element is N (nn-circulating) An item pinting t a Lan rule whse HOLDABLE element is set t N (n) Cnsult the Circulatin Parameters Quick Start Guide fr infrmatin n cnfiguratin f hld elements f Lan Rules. It is pssible t place hlds frm Search/Hlds functin r frm Check Out functin. In Search/Hlds search fr the title and then click add hld t find the patrn. In Check Out search fr the patrn and then add hld t find the title. Hld Cpy returned snest T place a hld frm Check Out (Circulatin Desk) functin: 1. Select Check Out functin 2. Retrieve the Patrn recrd using any methd. 3. Click the Hlds tab 4. Click the Add Hlds buttn 5. Retrieve the bibligraphic recrd by perfrming a search, using an apprpriate. 18

19 6. Select the recrd n which t place a hld by highlighting the line in the brwse screen and clicking the Select buttn. If the search results in a direct hit, the Bibligraphic recrd will be displayed n the screen. 7. In Summary tab f attached Item recrds, click the Hld Cpy Returned Snest buttn. 8. Type in r select the hld parameters and click OK. Hld parameters are cnfigured in Circulatin Parameters. Cnsult the Circulatin Parameters Quick Start Guide fr details regarding these hld parameters. T place a bibligraphic level hld frm Search/Hlds functin: 1. G t Search/Hlds functin. 2. Retrieve the Bibligraphic recrd by searching an apprpriate index. 3. If the search results in a brwse list, select the Bibligraphic recrd n which the hld will be placed by highlighting the line and clicking the Select buttn. If the search results in a direct hit fr nly ne Bibligraphic recrd, the Bibligraphic recrd will be displayed n the screen. 4. In Summary tab f attached Item recrds, click the Hld Cpy Returned Snest buttn. 5. Retrieve the Patrn recrd by using the Add Patrn buttn and searching, using the apprpriate index. 6. Type in r select the hld parameters and click OK. The Hld Nte appears n paging slips printed fr items requested frm ther lcatins and displays when staff view hlds in Sierra. The Hld Nte may als ptinally be printed n Hld Pickup ntices. The number f title-level hlds appears in the label f the Bib-Level Hlds tab. The number f item hlds already n a particular cpy f a title displays in the Hlds/Bkings summary, in the last clumn t the right as well as n the label f the Item-Level Hld tab as each cpy is highlighted. If the patrn already has a hld n a cpy returned snest, the system will nt accept the hld unless the library plicy is t allw this. Hld Selected Item It is pssible t place an item-level hld frm Check Out r Search/Hlds functin. T place an item-level hld frm Check Out (Circulatin Desk)functin: 1. G t Check Out (Circulatin Desk)functin. 2. Retrieve the patrn recrd using any methd. 3. Click the Hlds tab 4. Click the Add Hlds buttn 5. Retrieve the Bibligraphic and Item recrd using an apprpriate search index. 19

20 6. Frm the Summary tab f attached Item recrds, select the Item recrd by highlighting the line and click the Hld Selected Item buttn. 7. Type in the hld parameters and click OK T place an item-level hld frm Search/Hlds functin: 1. G t Search/Hlds functin. 2. Retrieve the Bibligraphic and Item recrd, using any search index. 3. Frm the Summary tab f attached Item recrds, select the Item recrd by highlighting the summary line f the Item recrd and click the Hld Selected Item buttn. 4. Retrieve the Patrn recrd using the Add Patrn buttn 5. Type in the hld parameters and click OK The Hld Nte appears n paging slips printed fr items requested frm ther lcatins and displays when staff view hlds in Sierra. The Hld Nte may als ptinally be printed n Hld Pickup ntices. The number f title-level hlds appears in the label f the Bib-Level Hlds tab. The number f item hlds already n a particular cpy f a title displays in the Hlds/Bkings summary, in the last clumn t the right as well as n the label f the Item-Level Hld tab as each cpy is highlighted. If the patrn already has a hld n this item, the system will nt accept the hld If n Item recrds fr this title are eligible fr hld placement (fr example, they all cntain a status f Library Use Only ), the system will display a REQUEST BLOCKED message. The system will place, instead, a bibligraphic-level hld. By using the bibligraphic level hld ptin, if the library later changes the status f any attached item recrd r acquires new items fr that title fr which hlds may be placed, the HOLD will be fulfilled. If item level hlds are placed, nly that particular item may satisfy the hld and if that item becmes unavailable, the hld will never be satisfied. If the item can be recalled (cnsult the Circulatin Parameters Quick Start Guide fr details n cnfiguratin f recall elements in Lan Rules), the system will present the fllwing Recall menu ptins: RECALL item with due date f. This can be interpreted as: Accept the systemcalculated due date and issue a recall t the patrn. RECALL item with new due date. (Override the system-calculated due date). A recall ntice will be issued t patrn with a new due date. If the item is already verdue, it is nt pssible t specify a new due date. Only users authrized t verride the system-calculated due date will be permitted t cmplete this functin. Place HOLD withut recall. (Place the hld withut issuing a recall ntice. This des nt alter the riginal due date.) Cancel. (This des nt place the hld.) Cancel Hlds Hlds may be cancelled frm Check Out (Circulatin Desk) functin and Search/Hlds functin. The prcedure is the same in bth functins: 20

21 1. Retrieve the Patrn recrd ( Check Out (Circulatin Desk)functin) r Bibligraphic/Item recrd (Search/Hlds functin) 2. Select the Hlds tab. 3. Highlight the line r lines f the hld(s) t be cancelled. 4. Click the Cancel Hlds buttn t cancel all f the selected hlds and t generate hld cancellatin ntices (if yu have chsen t send ntices fr cancelled hlds). Cnsult the Circulatin Parameters Quick Start Guide fr details n cnfiguratin f ntice texts and text elements fr ntices in Lan Rules. Mdify Hlds The hld parameters (fr example: nt-wanted-befre r after dates, hld nte, pickup lcatin, etc.) can be changed by authrized users. Hlds can be mdified either frm Check Out (Circulatin Desk) functin r Search/Hlds functin. The prcedure is the same in bth functins: 1. Retrieve the Patrn recrd ( Check Out (Circulatin Desk) functin) r Bibligraphic and Item recrd (Search/Hlds functin) 2. Select the Hlds tab. 3. Highlight the line r lines f the hld(s) t be mdified. 4. Click the Mdify Hlds buttn t mdify the required field f pickup lcatin, the ptinal nt-wanted-befre date, the ptinal nt-wanted-after date and the ptinal hld nte. 5. If the hld is already n the hld shelf the Pick up by date can be changed. Check-in (N Patrn) This functin is used fr checking in materials left at the check-in desk r anther bk return lcatin. The screen display fr checked in materials des nt shw any patrn infrmatin, apart frm name, and des nt ffer the pprtunity t print receipt r cllect mney. If yu wish t see the patrn s recrd as yu d a check-in, use the Check Out (Circulatin Desk) functin, Checkin tab. The first checkin will autmatically bring that patrn s recrd t the screen. Sme special cnditins which affect checked in items Backdate checked in items (assign a return date earlier than the current date). This is useful if the library is clsed unexpectedly (fr example: due t weather r ther emergency) and the library des nt want t assess fines fr unexpected days clsed. Click the Backdate buttn befre checking in the materials. Chse the date f return (checked in date) frm the ppup calendar. Check In verdue items 21

22 Check In items with hlds If a patrn returns an verdue item (i.e., the time f check-in is later than the Item recrd's DUE DATE field), Sierra Circulatin generates a fine as established in the Lan Rules, and adds the fine t the Patrn recrd. Users must be authrized t check in verdue items in rder t perfrm this functin. If a patrn returns an item which has a hld n it, Sierra Circulatin will present a message alerting the staff that there is a hld n the item and giving the pprtunity t print a slip r wrapper fr the item befre it is placed n the Hld Shelf. The system sets the item status t On Hldshelf fr patrn pickup. Depending n the library s ntice settings, a hld pickup ntice may be generated. Cnsult the Circulatin Parameters Quick Start Guide fr details regarding ntice texts and Lan Rules. Check In billed items Renew (N Patrn) When a patrn returns an item which is billed, the system will change the amunt assessed in the Patrn recrd t the amunt specified by the library. The library has the fllwing ptins: Reduce the billed amunt t: the BILLING FEE the greater f the BILLING FEE r the verdue fine the lesser f the BILLING FEE r the verdue fine CANCEL (Only users authrized t waive fines will be permitted t cmplete this functin.) Cnsult the Circulatin Parameters Quick Start Guide fr details n Circulatin Optins. The Renew functin can be used t renew items withut accessing a patrn recrd: 1. Change the current functin t Renew (N Patrn) 2. Tw methds f renewing an item are pssible: Scan r type in the barcde f the item t be renewed Search by Item recrd number, and then select the item t be renewed 3. Click the Clse buttn Ntices Functin The ntices that can be sent t a patrn are gverned by settings in the Lan Rules fr curtesy ntices, verdues, recalls, hld pickups, cancellatins and bills. Other patrn ntices such as statements f charges r checked ut items can be sent n an ad hc basis by library staff. 22

23 Staff ntices such as paging slips r lists are generated accrding t Optins and hld parameters. The Library may have purchased ptinal features which als have ntices assciated with them, such as In-Reach r Telephne Ntificatin. Manual ntice preparatin functin is the default setting. Hwever the ptinal Aut Ntices feature can be enabled by Innvative. Fr libraries in the implementatin prcess, cnsult with the implementatin team. Fr established Innvative custmers, use the Service Cmmitment sectin n CSDirect t request that this feature be enabled. Ntices are prepared and delivered using Ntices functin. Ntice jbs can be set up fr the varius types f ntice and fr different libraries if required, s that all that is necessary n a daily basis is t select the jb t run. Overdue ntice jbs will nly be able t be run nce a day, but a hld pickup ntice jb can be run mre ften if required. If the feature is enabled, a ntice jb can be set as aut-ntice which the system will run autmatically. Click the New buttn t set the parameters fr a ntice Select a Ntice Type frm the drpdwn menu. Select the Lcatin which may be limited by yur authrizatin t just the lcatins served assciated with yur lgin. If yu are authrized fr ALL lcatins, select this with care as it will run and clear thse ntices fr the whle system. If yu are authrized t select an individual lcatin frm the drp-dwn list, be aware that this will create a ntice fr a single item lcatin as it is nt pssible t chse multiple values frm the list. Srt the ntices as desired, using the Srt by buttn (this culd grup ntices tgether fr ease f dispatch). If using ntices, chse an subject frm the list. If an aut-ntice is required, check the bx t enable it and decide hw t set Mve all ntices t print (perhaps a final verdue is fr staff use r the bill needs t be printed n headed paper r sent t a finance ffice t be dealt with) and Send via FTP (perhaps the ntices are sent t a third-party fr prductin and dispatch) If the library has used ireprts (Print Templates) t design the layut f the ntices t prduce print templates, select frm the list. in the Optins sectin fr Overdue ntices, set an Overdue Level, r Overdue Status and fr all ntices set the address t be used (by default ntices use address 1 frm the patrn recrd, but fr a particular ptype r a particular time f year, it might be necessary t use a secnd address) Click the Prepare buttn r File Prepare frm the drpdwn menu When setting up a jb it is necessary t select a printer frm the chices ffered by yur lgin and click the Print buttn t cnfirm. If the chice was t print t yu will 23

24 be asked t enter an address and if t a printer and yur PC has multiple printer chices, yu will be able t select the ne yu wish t use. When running an existing jb yu may als be asked t cnfirm the printer r address. After the ntices are prepared, the system is ready t generate them depending n the delivery methds available t yu: print, send via r (if purchased) Telefrms r SMS. A drpdwn menu will display the delivery ptins and selecting ne will shw the individual ntices, by patrn, available fr that delivery ptin. After the delivery methd has been selected in the drpdwn, click n the Send buttn. Fr ntices it is pssible t use the Mve All t Print buttn t print them (useful if there is a temprary prblem with yur server r yu need a hard cpy f the ntices fr sme reasn). A windw will pp-up with Send entries 1-NN (ttal number f that ntice). Click OK t generate the ntices. (If yu wanted t run a test yu culd set the ending number t generate just a few f the ntices) A windw will pp-up shwing the prgress f generating the ntices and when cmplete anther windw will shw the ttal number sent and ask whether t Clear all ntices f that type. Only click Yes if yu are sure as they will nt be available again nce this is dne. A Summary tab will display the statistics fr this ntice set and if ntices the tab will shw a number in the label and the title and call number f the item(s) will be listed. If there are prblems Items Nt sent r Recrds in use will be red and shw details. If a recrd culd nt be updated because it was in use, it will cme up fr a ntice again the next time that jb is run. A tab display will display Items nt sent, Items in use, s, and a Summary statistical tab. When yu have finished, click the Clse buttn and if it is a new jb r the settings have been changed, the system will ask if yu want t save it and if yu d, yu will need t cnfirm the printer and the jb name. 24