Qwik Start Guide. For Destiny 9.5 MEDT Dr. Phyllis Snipes. Whitney Fletcher. Natalie Hamlin. Tiffany Johnson

Transcription

1 Qwik Start Guide For Destiny 9.5 MEDT 6468 Dr. Phyllis Snipes Whitney Fletcher Natalie Hamlin Tiffany Johnson 1

2 Table of Contents Section I: In the Beginning Page # 4 Setting up Patrons types 4 Adding or Updating Patrons 5 Assigning Passwords and Patron Numbers Section II: Online Patron Access Catalog 6 How to Open the OPAC 6 Types of Searches 7 OPAC Results List 7 OPAC Item Record 8 Sorting Hit Lists 8 Printing Hit Lists 9 Reserving Materials Online Section III: Cataloging 9 Opening the Cataloging Module 9 Setting Up Material Types 10 Deleting Materials 11 Adding Materials 14 Correcting MARC Records 14 Authority File For Subjects Section IV: Circulation/ILL 16 Opening Circulation, Using passwords 17 Checking Out 17 Checking In 18 Setting Up for Student/Parent/Volunteer Check In 18 Changing Date & Time 20 Modifying Due Dates 21 Entering Fines, Reserves & Messages for Patrons 22 Looking Up Patron Information 22 Looking Up Materials/Patrons 24 Running Overdue Notices 27 Printing Bills, Fines & Receipts. (Samples) 29 Using Temporary Barcodes 30 Looking Up Circulation Logs 30 Doing ILL with Destiny 9.5 2

3 Section V: Reports and Utilities 30 Backing Up Destiny Running Circulation Reports (samples) 32 Inventory 33 Shelf Lists 34 Collecting Age Report (sample) 34 Bar Codes/ Spine Labels 35 Bar Codes sample 36 Custom Indexes (sample) 37 Unused Barcode Report 37 Rebuilding the System From Backup Section VI: Troubleshooting Troubleshooting tips 3

4 Section I: In the Beginning Setting up patron types (and what patron types are available) To set up patron types, click on back office, then library policies on the left hand side of the page. Click on the patron type button next to the icon that has the two people on it. Type the name of your patron group (staff, first grade, parent, etc.) in the field next to patron type. You can create as many patron types as you would like. Now you can edit the information on the page according to your patron type (maximum # of items checked out at once, maximum # of holds, # of days each type of item can be checked out). There is also a statement that says Block check outs and renewals if the patron has fines or overdue items that has an optional check box beside it if you want to activate that feature. Adding or updating patrons a. Creating new patron records by entering them individually To add a patron, click on the back office tab, then click add patron. Fields marked with an asterisk are required. Be sure to choose patron type on the drop down menu provided. b. Importing new patron records from a database To import new patron records from a database, click on back office, then import patrons. The first sentence says Compare each incoming to the patron barcodes in Destiny. Choose either barcode or ID number from the pull down box to complete the command. If your patron records contain both a barcode and an ID number, choose whether to move the unselected identifier to the User Defined 5 field, to the District ID field, or to discard it. If your district requires that all patron records have District IDs, Import Patrons displays "Move the unused ID to District ID (ID must be unique)" and automatically moves the unused ID to the District ID field. If an incoming record matches an existing record, choose the way you want the import to handle duplicate records by clicking on the circle to the left of the options list. It can preserve your existing record, merge the incoming information with the existing record, or replace the existing record. After specifying how you want the import to manage duplicate patron records, click browse to locate the import file and then import to start the process. Important note: The file you're importing must not be larger than 500 MB. Remain on the Import Patrons page until the message, The patron import you requested has been submitted, appears. Once it appears, you may continue to use Destiny as normal. 4

5 Updating existing patron records (students/faculty who ve changed grades) To update an existing patron s record, click on back office, then find patron. Type the patron s name into the find field and hit search. Once the patron s name comes up, click the edit icon under their name. Deleting patron records (students/faculty who are no longer here) To delete a patron record, or several at once, click on back office and then update patrons. Click on the delete tab in the upper right corner. On the pull down menu, select patron records. You can specify the criteria on which you want to base the deletions: graduation year, grade level, homeroom or patron type. For patrons who are no longer at the school, you can search by patron name by going down to the phrase based on and then choosing list of patrons in the drop down menu. You can also search by barcode from the same drop down menu. After you select the patron records you want to delete, click yes when the confirmation message pops up. Assigning passwords and patron numbers To assign a password to a patron, click back office and then manage patrons. Type the patron s name next to the find box and then hit search. When the patron s record pops up, click edit on the right side of the page and then scroll down to new password to type the password. You will also have to type it in the confirm password field. To assign a patron number, again click on back office and manage patrons. Click on this icon. You will see on the screen that pops up that a suggested patron barcode number is there for you. To choose it, click on the dot next to assign next barcode. 5

6 Section II: Online Patron Access Catalog How to open the OPAC Go to the school s web site. Click on media center on the left side of the screen. Click on the catalog tab. No password is needed. In the media center, student computers have a Catalog icon on the desktop. All they have to do is click the icon. Types of searches and how to perform them You can search the catalog by keyword, title, author, subject or series. Type in what you are looking for next to find and then click one of the search icons below the find field. You can narrow your search results by clicking on the drop down menus for: material location (which school level), material type (book, kit, audio, video, etc.), award winner (Caldecott, Coretta Scott King), reading level, interest level (by grade), or reading program (Reading Counts, Accelerate Reader, etc.). 6

7 Reading an OPAC results list When you search for a material, the results list looks like the screen shot below. The results list includes the material s title, author, publication date, call number, number of copies held by the library and the number of copies checked in at that time. It sometimes includes a picture of the material, reading level, interest level, and Lexile number. Reading an OPAC item record When you click on an item, the item record looks like the screen shot below. The item record includes: title, author, illustrator, series name, brief summary, number of copies available at the school library and at other libraries in the county, genre, publication details, reading grade level, and Lexile level. There are also links to click if the patron wants a list of books by the same author or on the same subject. 7

8 Sorting the hit list At the top of the hit list in the middle of the screen, it says sort by and there is a drop down box with the sorting options. The hit list can be sorted by: title, author, date of publication, call number, type of resource, status (checked in or checked out) and relevance to search term. Printing a hit list To print a hit list, click on the word printable next to the printer icon at the top right hand side of the page. Here is a sample of an un-sorted printable hit list (it automatically puts the titles in alphabetical order). This is the same list sorted by publication date. 8

9 Reserving materials online To reserve an item, click the word details next to the magnifying glass icon, which is to the right of the title in the hit list. Next, click on hold it next to the book icon.. If a copy is available, a message tells you how long the library will hold it for you. If a copy is not available now, the library will notify you when one comes in. Section III: Cataloging Opening the Cataloging Module Open the media center home page and log into Destiny by clicking on login in the upper right hand side of the page. Next, click on the catalog tab. To begin cataloging an item, click add title, this is located on the left hand side of the page. Setting up material types and designators To set a material type, retrieve the record from the catalog. Click edit title on the right side of the page. Under material type there will be a drop box of options to choose from including: book, artifact, equipment, kit, music, video, etc. To choose a designator, click on add title on the left side of the page and then material type icon in the top right corner. A list of icons will pop up to choose from. An example of that page is listed below. 9

10 Deleting materials Deleting lost or discarded materials individually To delete an individual discarded material, go to the catalog tab, then click on update copies on the left side of the page. Scan the bar code of the material you are going to discard, then check the box marked track as weeded and click go. To delete a lost item, go to the back office tab then click inventory on the left side of the page. Click on the icon view lost on the right side of the page. Scroll down to find the individual item you want, and click delete. Batch deleting lost or discarded materials To batch delete discarded materials, go to the catalog tab, then click on update copies on the left side of the page. Click batch delete on the upper right side of the page. You will see a box where you can search for a file of discarded items. Upload the file and click the box marked track as weeded. To batch delete lost items, go to the back office tab and click on inventory on the left side. Click on the icon that says view lost on the right side of the page. Scroll to the bottom of the page where it says delete all copies marked lost on or before and fill in the date you want. Then click the icon on the right side of the page that says delete all. Adding Materials To add materials to your collection, click on the cataloging tag and then on add title. Using the drop down boxes, choose the type of material to search. Use the next drop down menu to identify what type of search to perform. Search the database by title, author, subject, ISBN, ISSN or LCCN to find the material in question. 10

11 Once the search is complete, click on the material needed. On the next screen, click add copies Fill in the appropriate fields and click save copies. The material is now added to your database collection. 11

12 Importing Materials from a Vendor To import book from a vendor you must start at and download and save the records to your desktop. To upload the new MARC records launch Destiny and select the catalog tab at the top of the page and then on the import records tab on the right side of the page. Scroll down to the bottom of the page and click browse to upload the MARC records downloaded from titlewave.com and then select the Import button to add these materials to the database. 12

13 The MARC records imported are now available to view or edit to fit your media center s needs. 13

14 Correcting MARC Records To edit MARC records in the Destiny system you click on the cataloging tab and then click on the add title tab and enter the material being edited and finally click go. Next, select the MARC view tab. The information highlighted in blue are the only fields that are available to edit. To change the information, click on the highlighted information and insert the new information and save. Once the information has been saved, recommendations will be given to correct the MARC record. You have the option to accept or decline the suggestions. If accepted the record will be automatically updated and saved. Authority File for Subjects After selecting the MARC view option click on the add site-specific heading tab. Use the drop down menu to choose which type of heading will be added. Choose from a general, chronological, geographical or form heading. Fill in the next field to add a heading. Or use the find heading tab to search headings for a specific title. However, you cannot change authority headings if you are not a district user. 14

15 If you are using the find heading tab to search headings for a specific title, click on the heading you wish to add. 15

16 Opening Circulation Using Passwords To open circulation using passwords you must first launch the Destiny program. Once Destiny is opened, click on your school name. Use your given log in information to sign in. 16

17 Checking Out Materials Check out materials to a patron by clicking on the circulation tab at the top of the page and then on the check out tab on the side panel of the page. To find patrons use the drop down box to choose the category in which to search for a patron. The drop down box categories includes first name, last name or barcodes. To check out the material, scan the barcode. The material checked out will now be added to the Items out list at the bottom of the page. Checking In Materials To check in materials, start by clicking on the Circulation tab at the top of the page and then click on the Check-in tab on the panel on the side of the page. Scan the barcode on the material checked in and a list is created that includes the materials checked in previously during the day. The list includes material turned in and the patron s information. (Screen shots were omitted to keep identities of patrons confidential) 17

18 Setting Up for Student/Parent/Volunteer Check In For students, parents or volunteers to check in materials they must first create an account and log in. However, this function is blocked and is not accessible because we are an elementary school media center. Changing Date and Time To change the date and time, click on the back office tab located on the top row of tabs on the page. Then, click on the calendar/hours tab to view the calendar. To change the time of operation select the hours link at the bottom of the page. 18

19 To change the hours of operation enter an opening and closing time and click save. Then confirm the save by clicking yes. To change the days of operation, click on the closed link at the bottom of the calendar page. Then, select the days in which the media center will be closed. Don t forget to save your changes and confirm the changes you have made by clicking yes. 19

20 Modifying Due Dates To modify due dates for patrons, you must first click on the back office tab and then on the library policies tab. You can edit due dates for patrons by clicking on the edit tool. When modifying due dates you can also chose to set due dates for different types of materials. To edit due dates by circulation type, click on the circulation types tab and select the editing tool to make changes. 20

21 Entering Fines To enter fines for a patron, first select the circulation tab found at the top of the page. Next, enter the patron s names. On the patron s information page click the fines link to add fines. Once on the fines page, the patron information will show the amount of money the patron owes. Here you have the option of adding a fine to the patrons profile by selecting add fine. 21

22 Looking Up Patron Information Patron information can be found several different ways. One way to look up patron information is to select the reports tab at the top of the page and then the patron tab on the right side of the page. Next, select a link to look up a specific topic about a patron or to see a specific patron s statistics. Looking Up Materials for Patrons /Placing Holds for Materials To look up materials for patrons first select the circulation tab at the top of the page. Then, select the Holds/ILL tab on the right. Next, enter the patron you wish to hold materials for and select the add holds button at the bottom of the page. 22

23 Next, search for the specific material to hold for the patron by entering the title of the material. A list of materials available will be created. Finally, click on the material to hold and that material will be added and saved to the patron s profile. Creating bibliographies is another feature Destiny has for patrons. To create a bibliography for a patron select the reports tab at the top of the page and then select the library tab on the right side of the page. Then, select the bibliography link. 23

24 Now you can begin creating a bibliography for a patron by filling in the appropriate fields and then clicking on the save setup button. Running Overdue Notices To run an overdue notice, begin by selecting the reports tab at the top of the page and then selecting the patron tab on the right side of the page. Next, select the Current Checkouts/Fines link. 24

25 Now, create the format in which to create an overdue notice by selecting the appropriate fields and then clicking on the continue button at the bottom of the page. Then, limit the results by selecting the appropriate fields and selecting the continue button at the bottom of the page. 25

26 Finally, add the details that will be printed on the overdue notices by completing the appropriate fields. Here you have the option of running overdue notices by homeroom teacher, grade level or by a specific patron. 26

27 When all steps are completed a job list screen will appear and give you the option to print the notices. Click on the appropriate items and then select the run notices button and then on view list link. The final report will show in a new window as a PDF file for you to print. Creating and Printing Receipts To print a receipt for paid fines, select the circulation tab at the top of the page and the check out tab on the right side of the page. After entering the patron s barcode, first or last name, the 27

28 patron s information will appear in a new page. Here media specialists are able to view any fines a patron may have. Next, enter the amount being paid in the field provided and click on the update button. The receipt will show in a new window for you to view before electing to print the receipt. (Trude Hinson gave permission to use her patron information for this screen shot.) Sample 28

29 This is a sample of an overdue notice. All bills, fine and receipts are shown in PDF files to preview before printing. Receipts print all patron and material information including barcode numbers for both the patron and material. The receipts also show the amount owed by the patron as well as the amount paid. Using Temporary Bar Codes To assign a temporary Bar Code you must be logged into Destiny and in the circulation tab. Once you are in the circulation tab, you click in the Title box. You must fill in the information in the form. Then, you need to check the box that says Title is deleted when checked in. This will assign a temporary bar code and then delete it when the material is checked back in. 29

30 Look up circulation logs Doing ILL with automation system The Henry County School System does not have access through Destiny for the Interlibrary Loan System. Section V: Reports and Utilities Backing up the system The feature is not accessible to Henry County system through Destiny. The Henry School System completes backups to the system through the central office off site. The individual schools do not have access or abilities to back up the automation s ystem. 30

31 Running Circulation Reports (sample) Example of a circulation report for a person (Permission was given by Trude Hinson to use her circulation report.) 31

32 Inventory To retrieve an inventory within the Destiny System, you click on the back office tag. Once you are in the Back Office area, you will then click on the inventory tab on the left hand side of the screen. Current and past inventories are stored here. If there is an inventory available, you can click to view it. 32

33 Shelflist To view a shelflist, you click on the report tab. Then click on library. You will then see a tab for shelflist. The shelflist will show books in the exact order that they should be in on the shelves. The shelflist is great to use when completing an inventory each year. 33

34 Collection Age Report To view a collection age report, you click on reports, then the library tab. Then you click the collection statistics tab. You can view copies with dates, and average age according to the range. Bar Codes 34

35 To obtain bar codes, you must be under the report tab in Destiny. Click on the Library tab on the left hand side of the page. Click on the barcode link and you can select from used to unused barcodes to search the reports. You can also put in the range of call numbers to find. 35

36 Spine/pocket label To create spine or pocket labels, you need to click on reports, library and then spine/pocket labels. From there you can make spine labels from list or date. Then you can print them for the books. Custom Indexes To generate a custom index report, you must first click on the Reports tab at the top of the screen in Destiny. Then click on the library tab. Once you are in the library tab, you click on bibliography. Click, create bibliography. You can search by any criteria. For this example, it 36

37 shows a report by call numbers. It will generate the report for you, and you can just click, view to see the report on a custom index for call numbers. Unused Barcode Report To retrieve unused barcode reports, go to my library. Then click on library, click barcode list, and then click on used barcode list report. There you view the barcodes that have not been used. Rebuilding the system from back up The Henry County School System completes all the backups at the county level. The media specialists within the actual schools do not complete any of the backups for the system. So rebuilding the system from back up is not possible with in the media center. Section VI. Troubleshooting -Basic problem solving Whenever a problem may arise it is important to remember that help is not far away. When you have questions about a specific application remember to use the on page help. To access the on page help, click on the? located in the top right corner of the page. 37

38 -Students not showing up in the Destiny Database Note: Each night Destiny updates through Infinite Campus. So any new students or withdrawn students are updated every evening. First, see if the student came from within county. If they did, then you can find them through a search at their other school. To do this, go to the check out screen and search for the student. Make sure only my patrons is not checked that it will search the entire database. IF the student is new, the system may not have updated the students information yet. If the student has been enrolled in the school for a few days, verify all the students information to make sure spellings and information is correct, and the student has been fully withdrawn from the other school. IF the student still does not appear, contact the media department at the county office to put in a work order to have the database looked at. -Unable to maintain circulation data when internet is down To avoid not being able to use your system if the internet connection goes down, be sure to download Follett Remote to your desktop. Follett Remote allows you to continue to keep a record of circulation data when the internet is down. To download, log into Destiny, click help in the top right corner, and in the question box type Follett remote. Choose how do I get Follett Remote. Instructions will prompt you to load the program onto your desktop. 38