Unicorn WorkFlows Academic Reserves Training Guide

Transcription

1 Unicorn Library Management System Unicorn WorkFlows Academic Reserves Training Guide Sirsi 101 Washington Street SE Huntsville, Alabama (256) Doc No Sirsi Corporation

2 COPYRIGHT 2002 Sirsi Corporation All rights reserved. No part of this publication may be reproduced, stored in a retrieval system, or transmitted, in any form or by any means, electronic, mechanical, photocopying, recording, or otherwise, without the prior written consent of the publisher. For additional information contact Sirsi Corporation 101 Washington Street SE Huntsville, Alabama Sirsi CORPORATION RESTRICTED RIGHTS LEGEND Use, duplication, or disclosure by the U.S. Government is subject to restrictions as set forth in sub-paragraph (c)(1)(ii) of the Rights in Technical Data and Computer Software clause in DFARS Rights for non-dod U.S. Government departments and Agencies are as set forth in FAR (c)(1,2). DISCLAIMER Statements in this document shall in no way imply that a contract exists between Sirsi Corporation and the reader of this document. The information in this publication is subject to change without notice. TRADEMARKS WebCat, Vizion, WorkFlows, Unicorn, UnicornECOLE, UnicornOASIS, UnicornSTILAS, WorkFlows, LibraryHQ, and ibistro are trademarks of Sirsi Corporation. All titles, versions, trademarks, claims of compatibility, etc., of hardware and software products mentioned herein are the sole property and responsibility of the respective vendors. Sirsi Corporation makes no endorsement of any particular product for any purpose, nor claims responsibility for its operation and accuracy. Windows is a trademark of Microsoft. REVISION HISTORY Originally published in 1999 with document number Relevant to Unicorn Current revision published August 2002, relevant to Unicorn 2001.

3 Table of Contents Introduction...9 The Company...9 The Software...10 Overview...11 Reserve Records...15 Reserve Control Record Course Records...15 User Records and Academic Reserves...16 Reserve Desk Instructor Patron User Records Sessions Settings Wizard...19 Course Wizards...21 Creating Course Information...22 Create Course Wizard Properties...23 Defaults Helpers Modifying Course Information...24 Modify Course Wizard Properties...25 Defaults Displaying Course Information...26 Display Course Wizard Properties...27 Defaults Duplicating Course Information...28 Duplicate Course Wizard Properties...29 Defaults Removing Course Information...30 Remove Course Wizard Properties...31 Defaults User Lookup and Information...33 Registering a New User...34 Displaying User Information...37 Item Information and Creation...39 Adding a Brief Title...39 Adding a Copy...41 Add Copies Wizard Properties...42 Behavior Defaults Helpers Editing a Copy...43 Edit Copies Wizard Properties...44 Defaults Helpers iii

4 Creating Reserve Information...47 Creating Reserve Records...48 Create Reserve Wizard Properties...49 Behavior Defaults Helpers Adding and Removing Individual Reserve Information...51 Add/Remove Individual Wizard Properties...52 Behavior Defaults Helpers Understanding Reserve Status Relationships...53 Reserve Control Record Status Individual Instructor/Course Reserve Record Status Reserve Copy Status Charging and Discharging Reserve Material...57 Charging Reserved Material...57 Checking in Materials...58 Discharge Checkin Wizard Properties...58 Behavior Defaults Helpers Renewing Reserved Materials...59 Renew Reserve Wizard Properties...60 Defaults Helpers Modifying, Displaying, Receiving, and Removing Reserves...61 Modifying Reserve Information...61 Modify Reserve Wizard Properties...62 Defaults Helpers Displaying Reserve Information...63 Display Reserve Wizard Properties...63 Defaults Helpers Receiving Reserved Materials...65 Receive Reserve Wizard Properties...65 Defaults Helpers Removing Reserve Information...67 Remove Reserve Wizard Properties...67 Defaults Helpers iv

5 Frequently Asked Questions...69 Borrowing Reserves Material...70 Can an item be borrowed from a library within the same Unicorn system? Can a second copy of an item be placed on reserve? How do I circulate a borrowed copy? Can copies be borrowed from a library outside the Unicorn system be placed on reserve? How do I place an instructor's personal copy of an item on reserve? How do I remove a borrowed copy from reserve when it is no longer needed? Charging Reserved Material...73 What causes Unicorn to block a charge on an item placed on reserve? How do I enter a special due date for a reserved item? How does the Reserve Desk policy affect circulation? How does the reserve control record affect circulation? Displaying Course Information...76 How do I display course information without the complete course ID or course name? Maintaining Course Records...77 How do I display course information if I don't know the complete course ID or course name? If my instructor has reserves for more than one class, how do I find which items are for each class? Maintaining Reserve Information...78 How do I create a reserve record if I don't know the item's ID or call number? How do I add/remove individual instructor/course information to a reserve control record if I don't know the item ID or call number? How do I remove reserve information if I don't know the item's ID or call number? How do I display reserve information if I don't know the item ID or call number? How do I display reserve information if I only know the course and/or instructor? How do I place a reserve when the item is currently checked out? How do I place an instructor's personal copy of a book on reserve? How do I remove a reserve record by call number or item ID? How do I remove a reserve record by course ID? How do I remove a reserve record by instructor ID? Can I remove just one reserve record associated with an instructor? If I want to place an item on reserve again in the future can I just change the status and not remove the reserve information? If a course is no longer taught at an institution can I remove the course reserve record? Selecting a Reserve Status...84 When is a reserve item set to INACTIVE? When is a reserve item set to ON RESERVE? When is a reserve item set to NOT ON RESERVE? When is a reserve item set to KEPT AT DESK or FLAGGED? Are inactive reserve items still in the Unicorn database? Is a reserve item listed as PREPARE held at the reserve desk? v

6 Using Reports to Update Reserve Information...88 Is there a report that will produce a list of reserves changed from INACTIVE to PREPARE? Is there a report that will produce a pick up list for reserve items? Is there a report that will produce a list of the reserves that has charged from PREPARE to ACTIVE? Is there a report that will produce a list of reserves charged from ACTIVE to INACTIVE? Is there a report that will produce a reshelving list for reserve items? What report lists the items that must be collected for reserves in the upcoming term? What report puts items on reserve for the current term? What report takes items off reserve at the end of the term? Various Reserve Scenarios...93 Copy Needed Immediately...93 What records need to be created before an item can be put on reserve? How do I put an item on reserve immediately for the current term? If a copy is shelved at the reserve desk, will it already have a reserve control record? If a copy is currently checked out what should the copy status be set to? If a copy is currently on hold what should the reserve control status be set to? Copy Needed in the Future...96 Can reserve records be created in advance? If I want to place an item on reserve again in the future, can I just change the status and not remove the reserve information? If a copy is shelved at the reserve desk, how should its copy status be set? Reserves Policies Course Term Policy Attributes Reserve Desk Policy Attributes Display User Gadget Display Policy List Gadget Desk Hours Gadget Extended Info Format Policy Reserve Group Reports Report Details Reserve Control Selection Reserve Desk Date Created Expiration Date Status Number of Reserves Number of Active Reserves Number of Copies on Reserve Automatically Select Copies Number of Copies Needed Number of Total Charges Keep at Reserve Desk Allow Manual Circulation Rule Circulation Rule Alternate Circulation Rule Extended Info vi

7 Reserve Selection Reserve Desk Date Placed Stage Expiration Date Course Selection Extended Info Number of Reserves Number of Students Terms Offered Set Reserves to Inactive Report Reserves Reshelving List Report Set Reserves to Prepare Report Reserves Pickup List Report Set Reserves to Active Report Set Reserves to Select Status Report Count Individual Courses Report Count Individual Reserves Report Count Reserve Control Records Report List Individual Courses Report List Reserve Desk Holds Report Reserves Pickup List Report List Reserve Control Records Report List Individual Reserves Report List Reserves Overdue Report Reserves Pickup List, Update Report Reserve Usage By Call Number Report Recall for Reserve Notices Report Instructor Reserve Notices Report Reserves Overdue Notices Report vii

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9 Introduction The Company Sirsi Corporation, the leader in library technology, uses the most advanced technology available to provide easy-to-use information systems for libraries, businesses, and archives. Sirsi s headquarters is in Huntsville, Alabama with offices throughout the United States and the world. For a list of offices and contact information, refer to the Sirsi Corporation website, The Company 9

10 The Software Unicorn is the collection management software on the host machine. ibistro is an Internet access portal for library users developed by Sirsi for information contained in libraries and on the World Wide Web. It was designed to help library users personalize web searches and master the broadening information available via the Internet. WebCat is the web client the public uses to connect to Unicorn for searching. It is considered the World Wide Web Public Access Catalog and therefore needs a web browser to be viewed. WorkFlows is the staff client that connects to Unicorn for searching, cataloging, circulation, and other staff activities. WorkFlows uses a graphical user interface, with client/server technology and is installed on staff PCs. WorkFlows for Staff ibistro or WebCat for the Public NETWORK ibistro or WebCat for the Public Introduction 10

11 Overview The main purpose of a reserve desk is to maintain a special collection of materials circulated to students in specific courses. Items in this reserve collection may be from the library s main collection or may be loaned to the library from an instructor or through ILL. The physical location of circulating reserve material is usually restricted to the library itself. The loan period of reserve materials is often short (1-2 hours) to allow access by the largest number of students. All reserve materials must be linked with a reserve control record. The reserve control record is linked to the item record using the copy s call number or item ID and contains information about the associated Reserve Desk policy and circulation rule. Each reserve control record is also linked with individual instructor/course reserve records, which are linked with associated user (instructor) records and course records. Hold records are often used to place holds on copies at a reserve desk. These records work together to perform a variety of circulation functions. Some of these functions are performed by workstation operators, and others are performed automatically by Unicorn as directed by the system s policies and configuration. For more information about Academic Reserves, refer to the WorkFlows Online helps. The Software 11

12 The Academic Reserves wizards can be accessed from the Academic Reserves (resv) toolbar. Reserve Information and Maintenance Create Reserve Add/Remove Individual Reserve Modify Reserve Remove Reserve Session Settings Wizard Checkout Wizard Discharge Checkin Wizard Renew Reserve Wizard Receive Reserve Wizard Reserve Information and Maintenance Course Information and Maintenance User Lookup and Information Item Information and Creation Display Reserve Wizard Overview 12

13 Course Information and Maintenance User Lookup and Information User Display New User Registration Modify User Renew Privilege Bill a User Pay Bill Place Hold Display User Holds Display Item Holds Modify User Holds Modify Item Holds Remove User Holds Remove Item Holds Display Course Create Course Duplicate Course Modify Course Remove Course The Software 13

14 Item Information and Creation Add Brief Title Add Copies Edit Copies Change Item Barcode Remove Title, Call Numbers or Copies Overview 14

15 Reserve Records Unicorn uses two types of reserve records, which exist in a parent/child relationship. Reserve Control Record Course Records Reserve control records (parent) contain reserve desk and circulation rule information. Individual instructor/course reserve records (children) contain information about whether the reserve record is set to the INACTIVE, PREPARE, or ACTIVE stage. Before placing materials on reserve the copy s call number record must be linked with a reserve desk. Each reserve collection at a library must have a Reserve Desk policy entry. The reserve control record points to this Reserve Desk policy information, as well as Circulation Rule policy information. Either a reserve control record must be created, or this copy must be linked to an existing reserve control record. The reserve control record is then able to represent and track linked individual instructor/course reserve records. The reserve control record can represent none, one, or several individual instructor/course reserve records. Course records define the courses for which reserve materials are needed. Unicorn links the course records with the individual instructor/course reserve records and through them to materials on reserve. These links associate a course record with a specific title on reserve and a specific instructor. Reserve Records 15

16 User Records and Academic Reserves Both the reserve control records and the individual instructor/ course records are linked with user records. Depending on the functions you are performing in the Academic Reserves module, Unicorn must be able to find the following user records. Reserve desk Instructor Patron Reserve Desk When you are setting up your Academic Reserves module, you must define a Reserve Desk policy which will represent your reserve collection. After you have defined the Reserve Desk policy, you must create a user record to represent the reserve collection. Because some standard reserve functions require information from the reserve collection s user record and from the Reserve Desk policy, Unicorn must be able to find this user record. Instructor Patron Before an instructor can have a copy placed on reserve and be associated with a individual instructor/course reserve, the instructor must have a user record. Just as with standard checkouts, patrons must have user records in the Unicorn system before they can check out any copy placed on reserve. User Records User records, which are required to access Unicorn, can be created manually by filling out an online template or can be loaded in batch from machine-readable data files in a specific format. User records represent not only patrons, but the library as well. The library s departments and staff members are entered into Unicorn as users with privileges defined for each type of user. Overview 16

17 Types of Users Any person or organization borrowing library material is a user and must be represented in the user database by a user record. The user database contains all the necessary information about the library s users, their standing with the library, and their relationship with library items. Unicorn may be configured to require entry of a PIN before a user enters a request or checks his or her current status. Users are not just patrons (members of the library s public), but may be other libraries or even the library s own internal departments, such as Cataloging, Reference, Bookmobile, or Bindery. A user can also be a status or condition assigned to an item, such as Lost. A user record consists of the following information. User ID Alt ID Group ID User s title, name, address and phone number(s) Notes and comments Library User profile Location Optional statistical categories Personal Identification Number (PIN) User Records and Academic Reserves 17

18 User Status Date the user registered Date the user s privilege expires Unicorn also keeps track of the user s charges (check-outs), hold requests, bills, return claims, materials booking requests, and journal routings. All of these can be counted or listed in a report. Overview 18

19 Sessions Settings Wizard The Session Settings wizard guides you through the process of determining specific property-type settings for a range of wizards during your WorkFlows session. The values in the session settings behave in the same way that properties behave. If you save properties when exiting, your session settings are saved for use in the next WorkFlows session. Note: The defaults contained in these session settings will be used throughout the wizards on the Academic Reserves (resv) toolbar. Session settings are not currently available for any reserves commands on the toolbar. Select the Session Settings wizard to specify reserves settings. If no preference defaults are set at the start of a wizard, you will receive a system message, and the Session Settings wizard displays automatically for review. In the Session Preferences area, specify the reserve desk you want to use by default for the Academic Reserves wizards. You may specify up to two reserve desk settings; one reserve desk to use if a wizard does not allow ALL as a valid reserve desk selection, and one reserve desk to use if a wizard accepts ALL as a valid reserve desk selection. 1) In the Reserve Desk (When ALL Invalid) field, either type the name of the reserve desk, or select the down arrow at the end of the field to select a reserve desk name from the list. The names that display in the list are defined in the Reserve Desk policy. 2) In the Reserve Desk (When ALL Valid) field, either type the name of the reserve desk, or select the down arrow at the end of the field to select a reserve desk name from the list. The names that display in the list are defined in the Reserve Desk policy. 3) Select OK. Sessions Settings Wizard 19

20 Overview 20

21 Course Wizards The following wizards are available for creating and maintaining course information. Display Course Create Course Duplicate Course Modify Course Remove Course Sessions Settings Wizard 21

22 Creating Course Information Each course that requires reserve copies must have a course record. Unicorn links the course records with individual instructor/course reserve records. This link allows Unicorn to associate copies located at a specific reserve desk with specific courses and instructors. Because Unicorn cannot associate a copy with a course until a course record exists in the Unicorn database, course records must be created before any reserve records are created. The Create Course wizard guides you through the process of creating a course record. 1) In the Identify Course to Create step, enter a course ID. 2) In the next step, Create New Course Record, provide the following information in the Basic Info folder. Course name Terms offered Number of students Enter additional information, such as notes or comments, in the Extended Info folder. After successfully creating a course record, you can create another course record, review the course record you just created, or close the Create Course wizard. Course Wizards 22

23 Create Course Wizard Properties The Create Course wizard allows for the following properties to be set. Defaults You can select a default setting for the Terms Offered field. Possible values are based on your Course Term policies. Helpers Properties Display Course Helper Allow Yes Create Course Wizard Properties 23

24 Modifying Course Information The Modify Course wizard guides you through the process of making changes to existing course information. 1) In the Course Lookup, enter the course ID, course name, instructor's user ID, or instructor's name. The Current field may display. Select this field to display information about the most recently created, displayed, or modified course. If a list of courses displays, select one and the Modify This Course next step button. The course ID glossaries display additional information about each course. 2) In the next step, Modify Course Information, review the displayed information in the Basic Info and Extended Info tabs. 3) Make changes as needed, and select OK. You can also return to the list of courses or look up another course. After modifying the course information, you can modify another course record, review the updated course record, return to the list of courses, or close the Modify Course wizard. Course Wizards 24

25 Modify Course Wizard Properties Defaults The Modify Course wizard allows for the following properties to be set. Basic Preferences In the Basic Preferences screen area, you can specify whether to display extended information. The Extended Info check box is delivered enabled. Lookup Preferences In the Lookup Preference screen area, you can select Search Type and one of the following fields as the default value. Course ID Course Name Instructor ID Instructor Name Course ID is the delivered value. Modify Course Wizard Properties 25

26 Displaying Course Information The Display Course wizard displays course information, such as the course ID, terms the course is offered, and number of students enrolled in the course. The Display Course wizard guides you through the process of displaying information about courses that use reserved material. 1) Select one of the following item lookup methods. Course ID Course Name Instructor's User ID Instructor Name If a list of courses displays, select one and the Display This Course next step button. Note: This step also displays when the Display Course helper is selected. The course ID glossaries display additional information about each course. 2) In the next step, Single Course Record, review the information in the Basic Info and Extended Info folders. After reviewing the displayed information, you can look up information about another course, return to the list of courses, or close the Display Course wizard. Course Wizards 26

27 Display Course Wizard Properties Defaults The Display Course wizard allows for the following properties to be set. Lookup Preferences In the Lookup Preference screen area, you can select Search Type and one of the following fields as the default value. Course ID Course Name Instructor ID Instructor Name Course ID is the delivered value. Display Course Wizard Properties 27

28 Duplicating Course Information Once a course record has been created, you can easily create additional, similar course records. The Duplicate Course wizard automatically copies values from one course record to another, which is useful when creating course records for several sections of the same class. Example: If an institution has 20 sections of Freshman Composition, and each section has the same course information, except for the section number, using this wizard to create the 20 course records would be much faster than using the Create Course wizard for each one. The Duplicate Course wizard guides you through the process of copying an existing course record. 1) In the Course Lookup step, enter the course ID, course name, instructor's user ID, or instructor's name. The Current field may display. Select this field to display information about the most recently created, displayed, or modified course. If a list of courses displays, select one and the Duplicate This Course next step button. The Course ID glossaries display additional information about each course. Note: Unicorn automatically uses the most recently created course record's course ID. 2) In the next step, Identify New Course, enter a course ID for the new course record, and select OK. You may also return to the list of courses or look up another course ID. Note: In the Creating New Course by Copying Information From screen area, the original course ID is displayed. Selecting this ID displays additional information about the course. Course Wizards 28

29 3) The Duplicate Course Information step displays the Basic Info and Extended Info folders. The fields in these folders contain the same values as the original course record. Change course information as needed, and select OK. After copying a course record, you can copy another course record, review the course record you just created, return to the list of courses, or close the Duplicate Course wizard. Duplicate Course Wizard Properties Defaults The Duplicate Course wizard allows for the following properties to be set. Lookup Preferences In the Lookup Preference screen area, you can select Search Type and one of the following fields as the default value. Course ID Course Name Instructor ID Instructor Name Course ID is the delivered value. Duplicate Course Wizard Properties 29

30 Removing Course Information When a course no longer needs any materials at the reserve desk and is no longer linked to any reserve records, the course record can be removed, especially if the course is not frequently taught. Note: All reserve records must be removed from the course before it can be deleted. The Remove Course wizard guides you through the process of removing course information. 1) In the Course Lookup step, enter the course ID, course name, instructor's user ID, or instructor's name in the Lookup field. The Current field may display. Select this field to display information about the most recently created, displayed, or modified course. If a list of courses displays, select one and the View This Course next step button. The course ID glossaries display additional information about each course. 2) In the next step, Remove Course Record, review the information in the Basic Info and Extended Info folders. 3) Select the Remove next step button if this is the correct record. Select the Return to Course List or Lookup Another Course next step button if the displayed record is not the one you want to remove. After removing course information, you can remove information about another course, return to the course list, or close the Remove Course wizard. Course Wizards 30

31 Remove Course Wizard Properties Defaults The Remove Course wizard allows the following properties to be set. Lookup Preferences In the Lookup Preference screen area, you can select Search Type and one of the following fields as the default value. Course ID Course Name Instructor ID Instructor Name Course ID is the delivered value. Remove Course Wizard Properties 31

32 Course Wizards 32

33 User Lookup and Information User records, which are required to access the system, can be created manually by filling out an online user record template, or can be loaded in batch from machine-readable data files in a specific file format. User records represent not only patrons, but the library as well. The library s departments and staff members are entered into Unicorn as users with privileges defined for each type of user. In using the Academic Reserves module, all instructors must have a user record in Unicorn. This user record performs a dual function. In regards to circulation the user record and an item record is linked to a charge record when material is checked out. In Academic Reserves, a user record and course record is linked to the reserve record so students can lookup items on reserve by their instructor s name. All students checking out reserve material must also have a user record in Unicorn. The following are categorized as User Lookup and Information wizards. User Display New User Registration Modify User Renew Privilege Bill a User Pay Bill Place Hold Display User Holds Display Item Holds Remove Course Wizard Properties 33

34 Modify User Holds Modify Item Holds Remove User Holds Remove Item Holds Registering a New User The New User Registration wizard guides you through the process of creating a new user record. CLICK ON THE NEW USER REGISTRATION WIZARD Enter a User ID. This field will contain the scanned barcode. Choose a profile. A profile is the user policy which determines a user s privileges, like loan period and fine rate. Profiles are established by the Unicorn administrator. Click OK. Note: Consistency is important. Red fields are required fields. Last name, First name: The name should be entered in this order. The separating comma tells the software how to print names in the notice reports (such as overdues). Title: This is an optional field. If used, it should be entered without a period. Unicorn will supply the period when printing the name in notice reports. User Lookup and Information 34

35 Alt ID: A library can use this field to enter a unique number such as a driver s license number. If the user does not have his library card and would like to check out a book, the circulation desk staff can look up the user by Alt ID to check out the item to the user. Group ID: This is an ID that can be used to link members of a named group like a department or a family. Group ID is searchable and can be used to display all users associated with that ID. Library: This is the lending library associated with the user s library card. Profile: This policy determines a user s privilege. This field will have the value carried over that was entered on the first screen of the New User Registration wizard. MOVE TO THE PRIVILEGE FOLDER Privilege Expires: This date is automatically assigned and is determined by the user s profile. Status: The default setting is OK for a new user. The other choices will be covered in the Patron Privilege Statuses section of this guide. MOVE TO THE DEMOGRAPHICS FOLDER Demographics: These fields are used to categorize users for statistical purposes. MOVE TO THE ADDRESS FOLDER Addresses: The primary address is determined by selecting a radio button. The primary address will be used when running notice reports. Registering a New User 35

36 MOVE TO THE EXTENDED INFORMATION FOLDER TAB This folder includes free text fields where additional information about the user can be entered. Extended information can be an output selection in some reports. Choose OK to create the user record. The following next steps are presented. User Lookup and Information 36

37 Displaying User Information The User Display wizard displays user information after guiding you through the process of selecting which user information to display. 1) In the Lookup User step, scan the user's barcode, or look up the user by name, alternate ID, or group ID. Select Current User to accept the most recently displayed or modified user. If you identify the user by name or partial name, the library can be used as a qualifier. If you identify the user by partial name, a list may display. Select a user and the Display this User button. 2) In the next step, Displaying [Name], review the user information in the Summary folder. Use the displayed tabs to access additional folders containing user information. A folder may contain a Display Options button, which allows you to change the type of information displayed. When applicable, use this button to limit or expand the amount of displayed information. Example: Bill Options If you have bills and if you select the Display Options button from the Bills folder, the Bill Options window displays. From this window, opt to display All, Paid, or Unpaid bills. Note: Selecting a glossary displays more detailed information about the selected field or label. Displaying User Information 37

38 After user information has been displayed, you can select one of the following final steps. Display another user's record Modify this user's record Pay bills (if applicable) Close the User Display wizard Note: The Before and After helper buttons can be used to add entry fields before or after the Address or Extended Info field in which your cursor is positioned, and the Delete helper button can be used to delete an entry field. It is recommended that library staff verify that the user does not already have a user record prior to registration. After a new user is registered, you can select final steps based on your property settings. User Lookup and Information 38

39 Item Information and Creation Item records represent physical objects in the library s collection. Before adding material to the catalog, check the catalog to see if the title exists as a cataloged entry. If existing cataloging appropriate for use with the items is not found, a new title, call number, and copy will be added to the catalog. The following are categorized as Item Information and Creation wizards. Add Brief Title Add Copies Edit Copies Adding a Brief Title Change Item Barcode Remove Title, Call Number or Copies The Add Brief Title wizard is available so staff can create bibliographic records for photocopies or instructor s texts that need to be put on reserve, but are not permanent in the library catalog. The Add Brief Title wizard guides you through the process of adding a brief title, call number, and copy to the catalog. 1) In the Enter Brief Item Info step, enter the personal author and title. Title is a required field. 2) The Call Number and Copy Info screen area contains the Type, Home Location, Library, and Item ID fields. Change this information as needed. 3) Select OK when you have finished entering information. Adding a Brief Title 39

40 After a brief title record has been added to the catalog, you can select final steps based on your property settings. The default values for the title fields and the item values can be set through this wizard's properties. If you set the Home Location of the brief title to a processing location, such as CATALOGING, then when this item is discharged from the patron, it will be routed to this location for further processing. When the wizard starts, it compares all default properties to the policies. If any property settings are invalid, the wizard displays a dialog box that indicates which setting is invalid. When you select OK to close the dialog box, the wizard opens the Properties screen and places the cursor on the invalid setting. When the wizard starts, it checks to see if the system is configured for a multilibrary system. If the system is configured for a single library system, the wizard ignores the default Library property and uses the specified station library. The call number and item ID are automatically generated by Unicorn, but can be changed. Item Information and Creation 40

41 Adding a Copy The Add Copies wizard guides you through the process of adding a new copy to a library's title. In a multi library system, each library must have separate call numbers for the copies in its collection. You must have a call number that already exists in your library to use the Add Copies wizard to add a copy in your own library. 1) In the Item Lookup step, identify the item or title of the item to which you want to add a copy. 2) If multiple call numbers exist for the title, brief volume and copy information will display for all volumes. At this point, you can select the volume to which you want to add a copy, return to the search list, look up another title, or close the wizard. Once you select a volume, or if the title has only one call number, a New Copy folder will display. 3) Call number information displays but cannot be edited. Add or modify the fields in the Copy Info screen area of the New Copy folder as needed. Select Cancel to return to the volume list if present, look up another title, or close the wizard. After a copy has been added you can perform one of the following next steps. Add another copy to the same volume or call number Review the current title to confirm changes or make more changes to copy information Print a spine label with or without modification Return to the volume list, if the title has multiple volumes Look up another title to which to add a copy Close the Edit Copies wizard Adding a Copy 41

42 Add Copies Wizard Properties The Add Copies wizard allows the following properties to be set. Behavior Defaults The Generate New Item IDs Automatically field determines whether a Unicorn generated item ID will be inserted into the record that is being created. The Show These Values field governs the display of the Defaults properties page while working with the wizard. The delivered default never displays the properties page. Lookup Preferences Copy Defaults You can preset a Preferred Search Type by selecting one of the search method options. You can preset a Preferred Search Index by selecting one from the verify list. You can also enable the Fixed Fields field if you want to display fixed fields data and the Descriptive Labels field if you want to display descriptive labels in addition to entries or tags. The Fixed Fields field is delivered enabled, and the Descriptive Labels field is delivered disabled. Type, with the delivered value of BOOK Home Location, with the delivered value of STACKS The Permanent field indicates whether the item is part of your library's permanent collection, the Circulate field permits the item to circulate to patrons, and the Shadow Copy field determines whether the copy will be shadowed. The Permanent and Circulate fields are delivered enabled. The Shadow Copy is delivered disabled. Item Information and Creation 42

43 The Optional screen area is not delivered with default values. You can preset values in the following fields. Price Media Desk Item Cat1 Item Cat2 Helpers Properties Shadow Options Helper Print Spine Label Helper Allow Yes Yes Editing a Copy The Edit Copies wizard guides you through the process of selecting and modifying individual copies of a library's title. 1) In the Item Lookup step, identify the item or title of the item you want to modify. If you search an exact item ID, that specific copy displays to be modified. Note: The title you select must have an attached copy to use the Edit Copies wizard. 2) If multiple call numbers exist for the title, brief volume and copy information will display for all volumes. At this point, you can select the volume and copy that you want to edit, return to the search list, look up another title, or close the wizard. Once you select a volume and copy, or if the title has only one call number and/or copy, a Vol/Copy folder will display. Editing a Copy 43

44 3) Call number information displays but cannot be edited. Add or modify the fields in the Copy Info screen area of the Vol/Copy folder as needed. After a copy has been modified you can perform one of the following next steps. Edit another copy on the same title Review the current title to confirm changes or make more changes to copy information Print a spine label with or without modification Look up another title to which to add a copy Close the Edit Copies wizard Edit Copies Wizard Properties The Edit Copies wizard allows the following properties to be set. Defaults The Show These Values field governs the display of the Defaults properties page while working with the wizard. The delivered default never displays the properties page. Lookup Preferences You can preset a Preferred Search Type by selecting one of the search method options. You can preset a Preferred Search Index by selecting one from the verify list. Title/Bibliographic Info You can enable the Fixed Fields field if you want to display fixed fields data, and the Descriptive Labels field if you want to display descriptive labels in addition to entries or tags. The Fixed Fields field is delivered enabled and the Descriptive Labels field is delivered disabled. Item Information and Creation 44

45 Helpers Properties Shadow Options Helper Print Spine Label Helper Allow Yes Yes Edit Copies Wizard Properties 45

46 Item Information and Creation 46

47 Creating Reserve Information Before a copy can be circulated from the reserve desk, that copy s call number must be linked to a reserve record. Since the reserve parameters have already been established, the reserve control records and their linked individual instructor/course reserve records can be created. Creating reserve control records provides location and circulation information about the call number, linking it to the copies needed for reserve. Creating individual instructor/course records provides information about the instructor and course that needs the reserve copies. Each individual instructor/course reserve record must be linked with a reserve control record. Both the reserve control record and the individual instructor/ course reserve records contain information which influences the status of the reserve copies. These status values can be changed during the process of placing and removing reserves. However, before creating reserve records, copies needed at the reserve desk must be identified. Once it is determined which copies are needed at the desk, reserve control records and individual instructor/course records can be created for these copies. If an instructor needs copies to be placed on reserve, the instructor must request that the library find the copies and create reserve records. Edit Copies Wizard Properties 47

48 Creating Reserve Records The Create Reserve wizard guides you through the process of creating a reserve control record. 1) In the Item Lookup step, scan the item's barcode or identify the item by selecting another type of search. 2) In the next step, Create New Reserve Record, provide the following required information in the Basic Info folder. Select a circulation rule from the drop-down list. Enter an expiration date or select NEVER or TODAY from the drop-down list. Identify an instructor, using the Display User List gadget. Enter a course ID. Update the other fields as needed. If an item already has existing reserve information, the Existing Reserve Control Record window will display in the second step. You can make any necessary changes from this window Note: If a Stage, Course ID, and Instructor ID are specified while creating the reserve control record, Unicorn automatically creates an individual instructor/course reserve record. 3) Select the Copies tab and enter new status information. Select OK. After successfully creating a reserve control record, you can create another reserve control record, add/remove individual reserve records associated with the current reserve control information, review the previously created reserve information, or close the Create Reserve wizard. Creating Reserve Information 48

49 Create Reserve Wizard Properties The Create Reserve wizard allows for the following properties to be set. Behavior You can enable the following checkboxes. Carry over Course ID upon wizard starting Carry over User ID upon wizard starting Defaults Basic Info In the Basic Info screen area, you can select a default value for the reserve desk. The delivered Desk value is All. You can also set default values for the following fields. Circulation Rule Alt Circ Rule Booking Profile Expires(MM/DD/YY) Status You can enable the following check boxes. Allow Manual Circ Rule Auto Select Copies Keep Copies at Desk Individual Reserves In the Individual Reserves screen area, you can select default values for the following fields. New Stage Value For All Reserves New Stages Expires(MM/DD/YY) Create Reserve Wizard Properties 49

50 Helpers List of Copies In the List of Copies screen area you can select the default values for the following fields. New Status For All Copies New Status Lookup Preferences You can preset a Preferred Search Type by selecting one of the search methods options. You can preset a Preferred Search Index by selecting one from the verify list. Properties Show Set Options for Item Lookup helper Allow Yes Creating Reserve Information 50

51 Adding and Removing Individual Reserve Information Using the item ID or call number of the reserve control record that already exists, Unicorn links the new individual instructor/course reserve record with the existing reserve control record. The Add/Remove Individual Reserve wizard guides you through the process of creating an individual instructor/course reserve record. 1) In the Item Lookup, scan the item's barcode or identify the item by selecting another type of search. 2) In the next step, List Existing Individual Reserves, review the displayed information and select either the Add a New Instructor/Course Record next step button or the Remove Selected Instructor/Course Record next step button. If you select to add a new record, the Create Individual Reserve Record step displays. Provide the following information and select OK. Instructor ID (You can use the Display User List gadget to locate the instructor's user ID.) Expiration date (If a date is not entered in the Expires field, Unicorn defaults to the expiration date of the reserve control record.) Course ID Stage If you select a record from the listed individual reserves and the Remove Selected Instructor/Course Record button, the individual reserve record is removed. Note: You cannot delete the last individual reserve record. Adding and Removing Individual Reserve Information 51

52 3) Select the Done next step button. After successfully adding or removing individual reserve records, you can add or remove individual instructor/course reserve records for another reserve control record, review the individual instructor/course records for the current reserve control record, or close the Add/Remove Individual Reserve wizard. Add/Remove Individual Wizard Properties The Add/Remove Individual wizard allows for the following properties to be set. Behavior You can enable the following checkboxes. Carry over Course ID upon wizard starting Carry over User ID upon wizard starting Defaults Helpers Basic Preferences You can select default values for the following fields. Desk Stage Expires Lookup Preferences You can preset a Preferred Search Type by selection one of the search methods options. You can preset a Preferred Search Index by selecting one from the verify list. Properties Show Set Options for Item Lookup helper Allow Yes Creating Reserve Information 52

53 Understanding Reserve Status Relationships Each reserve control record, each individual instructor/course reserve record, and each reserve copy within the individual instructor/course reserve record has a Status field. Reserve Control Record Status By using the call number to associate the reserve control record with the physical materials, the reserve control record Status field reflects what is happening to the materials being placed on reserve or being removed from reserve. This field may contain the following values, which allow the reserve control record to track the linked individual instructor/course reserve records. DORMANT COLLECT CURRENT RETURN No materials associated with this reserve control record are currently on reserve, though these materials may have been on reserve in the past. Individual instructor/course reserve records require the materials associated with this reserve control record. Materials need to be collected from their home location and placed at the library s reserve desk. At least one copy linked to this record is available for circulation as a reserve copy from the reserve desk. No individual instructor/course reserve records currently require the materials linked to this reserve control record. The physical materials can be returned to their home location or routed in response to a hold request. Understanding Reserve Status Relationships 53

54 Individual Instructor/Course Reserve Record Status ACTIVE INACTIVE PREPARE The individual reserve record Stage field reflects how soon the copies will be posted to the reserve browse index, and consequently, how soon students will be able to check out these copies. This field may contain the following values. Library staff have gathered the materials associated with individual instructor/course records that have this status. These records are posted to the reserve browse index, and public users can search and view copies by Course ID, Course Name, and/or Instructor Name. The title does not currently need to be on reserve for the specified course and instructor. Library staff should be in the process of gathering materials associated with individual instructor/course records that have this status, since they will be needed soon. However, these materials are not yet ready for circulation. Usually, reserves are given this status just before a new term begins. Reserve Copy Status The reserve copy Status field reflects what is happening to each copy being placed on or being removed from reserve. This field may contain the following values. FLAGGED The specified copy will be brought to the reserve desk in the future. This tags the item, but does not affect its normal circulation. However, items with this status may not be tagged for another reserve control record. Creating Reserve Information 54