10 Overdue Notices & Reports by Class or Homeroom CCSD Symphony Circulation Manual (08/17) OVERDUE NOTICES

Transcription

1 OVERDUE NOTICES Change Report Name to reflect your school library (XXX Overdue Notices) Under the Checkout Selection: Replace BIBSERVICE with your Library Leave the status = CHECKEDOUT Leave overdue = Yes Under Item Selection tab, leave the Current Status = CHECKEDOUT Under User Selection tab, add the appropriate users for your school: User Profile: KINDER, STUDENT (for elementary schools) SCHOOL-(A,B,C,D) (for track schools) STUDENT (for middle schools) STUDENT, SENIORS (for high schools) STAFF for all schools Optional: further down, the Privilege expiration date can be set to the last patron expiration date, e.g. 08/31/2018, so that no messages are sent to students or staff who are no longer enrolled or employed in the district. Under Sorting Criteria, choose an option: Group ID (will sort by homeroom) User ID (will sort by student ID number) User Name (will sort by last name) Zip Code (will sort by zip code) Page 1 of 5

2 Under the Checkout Notice, the following choices have been made in the template: Count as notice sent: unchecked, until you wish to begin using the incrementing messages feature. If you decide you wish to do that, then check the box. Combine notices: checked Library address on notices: checked Use library address in patron record: (leave box unchecked) Select sent from library should be blank Library address: change to Primary or Address 1 Salutation on notice your choice, as it won t affect page length User ID on notice checked Homeroom (Group ID) on notice checked Messages leave as set in template these are the incremental messages that will change if you are counting the notices as sent. Page 2 of 5

3 Running Reports for a Specific Class or Homeroom Because the Symphony Workflows system is specifically designed for use in schools, there are a number of reports that can be run for the students in a particular class. These are the reports that allow for a selection by the Homeroom (classroom teacher) value. Many reports can sort students by Homeroom (also called Group ID), but a few do actually allow for limiting the results by one Homeroom. In order to be able to select students by the Homeroom value, the teachers names are entered on the student patron records. It is the job of the school office personnel to enter this information in PowerSchool at the beginning of the school year. The name of the teacher is transferred to Symphony through the batch loading of patron records every evening, and shows as the Homeroom value on the first screen of the patron record display when you use the User Display wizard. Some of the reports that can be run for a specific Homeroom (or Group ID) value are: Homeroom Checkouts by Due Date Individual Bill Notices List Checkouts by Homeroom List Overdues by Homeroom List Users with Bills, Charges List Users with Obligations List of Overdues, Bills Users with Overdues To select students who have the same Homeroom value, first look at the patron record for one of the students to see how the first and last names of the teacher display in that record. For lengthy names, it is best to look at the full value as displayed on the Basic tab, when you choose Modify User Wizard. The length of the field is limited to 16 characters, so sometimes names will be cut short, even in the Basic tab patron record display. Another way to determine how to enter the teacher s name in the Homeroom field as selection criteria is to run one of the reports that sorts by Homeroom, and then look at how the teacher s name appears in the finished report. To run the report for a particular class, just type the teacher s name as it appears in Symphony in the Homeroom box at the top of the report (you must include the middle initial). You may also use the gadget to enter names if so desired. If you are running the report for a particular teacher s students, make sure that you have not entered a further qualification of patron profile or grade that would not apply, and thus prevent the retrieval of any records. In most cases, you should be able to run these reports with the school and teacher s name and not have to set any patron profiles nor grades. Page 3 of 5

4 ing Reports: Instead of printing Overdue notices and Homeroom reports, you may each student or staff member their own notice. We recommend sending notices by for all staff and students to save you a great deal of time. We have set the defaults for ed notices to go to parent s (from PowerSchool) for all elementary students; and the CCSD address for middle and high students and staff. 1. Set up the Overdue Notices report (or any other desired notice). 2. Instead of choosing the Run Now you must click the SCHEDULE box. This will allow you to add the criteria. 3. The purpose of using scheduling is to set a report to run in the future and usually on a regular schedule. Select the time period such as weekly or twice a month, etc. Choose the first date the report should run. You may always change the schedule at any time by modifying your report. 4. In the Printing/Distribution section, the boxes for Format and Save to Finished Reports Wizard should already be checked. (This comes from your property settings for the Schedule New Reports Wizard). 5. Check the box for Auto to recipients with addresses in their patron record. This box must be checked in order for the notices to go out via Optional: change the subject line. In the box labeled Reply to, type in your library s district address or your own address if you want patrons to send you inquiries about their notices. This address will appear as the sender s address on the notice. 7. When finished click Schedule to setup the report, which will create the notices and send them out by on the days you had specified. 8. A copy of each report will be saved in the Finished Reports list if you need to review or print them. To change any parameters of the report after saving, look at the Scheduled Reports wizard and choose modify. Page 4 of 5

5 Printing Reports: Set the defaults for printing reports in your Reporter module: Click on the Report Sessions wizard. The Properties Defaults will display. Set the following defaults which work best for viewing and printing most reports. 1. Microsoft Word is recommended for viewing and printing most reports. Click the gadget button for the Application to view reports to select the directory location of Winword.exe on the hard drive of your computer. For Word 2016, this location is C:\Program Files (x86)\microsoft Office\Office16\WINWORD.EXE. Add this same directory location to Application to view XML reports. The other two options may be left blank: 2. Change Page length = 60; Page width = 80; top and bottom margin = Click OK to close the Report Sessions wizard. To save these defaults when you close Symphony, the prompt will tell you that the Properties have changed, and ask if you wish to save them. Answer YES so that the page length and programs will be set correctly for each time you view reports. 4. After running your report and using the View option under Finished Reports, Word will open. At this point, change the Margins to Narrow (.5 in for Top, Bottom, Left & Right) under the Page Layout tab. 5. Always do a Print preview of your notices in Word and page through several notices before sending the finished report to your printer! If you cannot succeed in getting your notices to print correctly, please call or the District Library & Visual Media Services or the System Administrator. Page 5 of 5