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Circulating Items
Check Out (F1)
Regular Items
1) To check out an item press *F1*, click *Check Out* on the Circulation toolbar, or select *Circulation* -> *Check Out Items*.
2) Scan or enter patron's barcode and click *Submit* if entering barcode manually. If scanning, number is submitted automatically.
3) Scan or enter item barcode manually, clicking *Submit* if manual.
4) Due date is now displayed.
5) When all items are scanned, hit the *F1* key or click the *Check Out* button on the Circulation toolbar to generate slip receipt or to exit patron record if not printing slip receipts.
Pre-cataloged Items
1) Go to patron's *Check Out* screen by clicking *Circulation* -> *Check Out Items*.
2) Scan the item barcode.
3) At prompt, click *Pre-Cataloged*.
4) Enter required information and click *Check Out*.
On check-in, Evergreen will prompt staff to re-route the item to cataloging.
Due Dates
Circulation periods are pre-set. When items are checked out, due dates are automatically calculated and inserted into circulation records if the *Specific Due Date* checkbox is not selected on the Check Out screen. The *Specific Due Date* checkbox allows you to set a different due date to override the pre-set loan period.
Before you scan the item, select the *Specific Due Date* checkbox. Use the calendar widget to select a date. Or click in day, month or year, then use the up or down arrows to make the change or simply delete the data, then enter again. Time is used for hourly loan only. This date applies to all items until you change the date, de-select the *Specific Due Date* checkbox, or quit the patron record.
Check In (F2)
Regular check in
1) To check in an item, select *Circulation -> Check In Items*, click *Check In* on the Circulation toolbar, or press *F2*.
2) Scan item barcode or enter manually and click *Submit*.
3) If there is an overdue fine associated with the checkin, an alert will appear at the top of the screen with a fine tally for the current checkin session. To immediately handle fine payment, click the alert to jump to the patron's bill record.
Backdated check in
This is useful for clearing a book drop.
1) To change effective check-in date, select *Circulation* -> *Check In Items*, or press *F2*. Use the calendar widget to choose the effective date.
2) The top green bar changes to red. The new effective date is now displayed in the header.
3) Move the cursor to the *Barcode* field. Scan the items. When finishing backdated check-in, change the *Effective Date* back to today's date.
Backdate Post-Checkin
After an item has been checked in, you may use the Backdate Post-Checkin function to backdate the check-in date.
1) Select the item on the Check In screen, click Actions for Selected Items -> Backdate Post-Checkin.
2) Use the calendar widget to select an effective check-in date. Click Apply. Overdue fines, if any, will be adjusted according to the new effective check-in date.
Checkin Modifiers
At the right bottom corner there is a *Checkin Modifiers* pop-up list. The options are:
- Ignore Pre-cat Items: no prompt when checking in a pre-cat item. Item will be routed to Cataloging with Cataloging status.
- Suppress Holds and Transit: item will not be used to fill holds or sent in transit. Item has Reshelving status.
- Amnesty Mode/Forgive Fines: overdue fines will be voided if already created or not be inserted if not yet created (e.g. hourly loans).
- Auto-Print Hold and Transit Slips: slips will be automatically printed without prompt for confirmation.
These options may be selected simultaneously. The selected option is displayed in the header area.
Renewal and Editing the Item's Due Date
Checked-out items can be renewed if your library's policy allows it. The new due date is calculated from the renewal date. Existing loans can also be extended to a specific date by editing the due date or renewing with a specific due date.
Renewing via a Patron's Account
1) Retrieve the patron record and go to the *Items Out* screen.
2) Select the item you want to renew. *Click on Actions for Selected Items* -> *Renew*. If you want to renew all items in the account, click *Renew All* instead.
3) If you want to specify the due date, click *Renew with Specific Due Date*. You will be prompted to select a due date. Once done, click *Apply*.
Renewal can also be done on the *Item Status* screen. See the section called <<itemstatus,Item Status (F5)>> for more information.
Renewing by Item Barcode
1) To renew items by barcode, select *Circulation* -> *Renew Items* or press *CTRL-F2*.
2) Scan or manually entire the item barcode.
3) If you want to specify the due date, click *Specific Due Date* and select a new due date from the calendar.
Editing Due Date
1) Retrieve the patron record and go to the *Items Out* screen.
2) Select the item you want to renew. Click on *Actions for Selected Items* -> *Edit Due Date*.
3) Select a new due date in the pop-up window, then click *Apply*.
You can select multiple items by pressing down the CTRL key on your keyboard and clicking each items you want to edit.
Editing a due date is not included in the renewal count.
Marking Items Lost and Claimed Returned
Lost Items
1) To mark items Lost, retrieve patron record and click *Items Out*.
2) Select the item. Click on *Actions for Selected Items* -> *Mark Lost (by Patron)*.
3) The lost item now displays in the *Lost/Claimed Returned/Long Overdue, Has Unpaid Billings* section of the patron record.
4) The lost item also adds to the count of *Lost* items in the patron summary on the left (or top) of the screen.
Lost Item Billing
- Marking an item Lost will automatically bill the patron the replacement cost of the item as recorded in the price field in the item record, and a processing fee as determined by your local policy. If the lost item has overdue charges, the overdue charges may be voided or retained based on local policy.
- A lost-then-returned item will disappear from the Items Out screen only when all bills linked to this particular circulation have been resolved. Bills may include replacement charges, processing fees, and manual charges added to the existing bills.
- The replacement fee and processing fee for lost-then-returned items may be voided if set by local policy. Overdue fines may be reinstated on lost-then-returned items if set by local policy.
Refunds for Lost Items
If an item is returned after a lost bill has been paid and the library's policy is to void the replacement fee for lost-then-returned items, there will be a negative balance in the bill. A refund needs to be made to close the bill and the circulation record. Once the outstanding amount has been refunded, the bill and circulation record will be closed and the item will disappear from the Items Out screen.
If you need to balance a bill with a negative amount and close the linked lost circulation record without making a refund (removing the item from the *Lost, Claimed Returned, Long Overdue, Has Unpaid Bills* panel on the *Items Out* screen), you need to add two dummy bills to the existing bills. The first one can be of any amount (e.g. $0.01), while the second should be of the absolute value of the negative amount. Then you need to void the first dummy bill. The reason for using a dummy bill is that Evergreen will check and close the circulation record only when payment is applied or bills are voided.
Claimed Returned Items
1) To mark an item Claimed Returned, retrieve the patron record and go to the *Items Out* screen.
2) Select the item, then select *Actions for Selected Items* -> *Mark Claimed Returned* from the dropdown menu.
3) Select a date and click *Apply*.
4) The Claimed Returned item now displays in the *Lost/Claimed Returned/Long Overdue, Has Unpaid Billings* section of the patron record.
5) The Claimed Returned item adds to the count of Check Outs that are Claimed Returned in the patron summary on the left (or top) of the screen. It also adds to the total *Claims-returned Count* (including those that are current Check Outs and those that have since been returned) that is displayed when editing the patron's record.
More on Claimed Returned Items
- The date entered for a Claimed Returned item establishes the fine. If the date given has passed, bills will be adjusted accordingly.
- When a Claimed Returned item is returned, if there is an outstanding bill associated with it, the item will not disappear from the *Items Out* screen. It will disappear when the outstanding bills are resolved.
- When an item is marked Claimed Returned, the value in *Claims-returned Count* field in the patron record is automatically increased. Staff can manually adjust this count by editing the patron record.
In-house Use (F6)
1) To record in-house use, select *Circulation* -> *Record-In House Use*, click *Check Out* -> *Record In-House Use* on the circulation toolbar , or press *F6*.
2) To record in-house use for cataloged items, enter number of uses, scan barcode or type barcode and click *Submit*.
The statistics of in-house use are separated from circulation statistics. The in-house use count of cataloged items is not included in the items' total use count.
Item Status (F5)
The Item Status screen is very useful. Many actions can be taken by either circulation staff or catalogers on this screen. Here we will cover some circulation-related functions, namely checking item status, viewing past circulations, inserting item alert messages, marking items missing or damaged, etc.
Checking item status
1) To check the status of an item, select *Search* -> *Search for copies by Barcode* or *Circulation* -> *Show Item Status by Barcode*; click the *Item Status button* on the circulation or cataloging toolbar; or press *F5*.
2) Scan the barcode or type it and click *Submit*. The current status of the item is displayed with selected other fields. You can use the column picker to select more fields to view.
3) Click the *Alternate View* button, and the item summary and circulation history will be displayed.
4) Click *List View* to go back.
If the item's status is "Available", the displayed due date refers to the previous circulation's due date.
Upload From File allows you to load multiple items saved in a file on your local computer. The file contains a list of the barcodes in text format. To ensure smooth uploading and further processing on the items, it is recommended that the list contains no more than 100 items.
Viewing past circulations
1) To view past circulations, retrieve the item on the *Item Status* screen as described above.
2) Select *Actions for Selected Items* -> *Show Last Few Circulations*.
3) The item's recent circulation history is displayed.
4) To retrieve the patron(s) of the last circulations, click the *Retrieve Last Patron* or the *Retrieve All These Patrons* button at the bottom of the above screen. Patron record(s) will be displayed in new tab(s).
The number of items that displays in the circulation history can be set in Local *Administration* -> *Library Settings Editor*.
You can also retrieve the past circulations on the patron's Items Out screen and from the Check In screen.
Marking items damaged or missing and other functions
1) To mark items damaged or missing, retrieve the item on the *Item Status* screen.
2) Select the item. Click on *Actions for Selected Items* -> *Mark Item Damaged* or *Mark Item Missing*.
Depending on the library's policy, when marking an item damaged, bills (cost and/or processing fee) may be inserted into the last borrower's account.
3) Following the above procedure, you can check in and renew items by using the *Check in Items* and *Renew Items* on the dropdown menu.
Item alerts
The *Edit Item Attributes* function on the *Actions for Selected Items* dropdown list allows you to edit item records. Here, we will show you how to insert item alert messages by this function. See cataloging instructions for more information on item editing.
1) Retrieve record on *Item Status* screen.
2) Once item is displayed, highlight it and select *Actions for Selected Items* -> *Edit Item Attributes*.
3) The item record is displayed in the *Copy Editor*.
4) Click *Alert Message* in the *Miscellaneous* column. The background color of the box changes. Type in the message then click *Apply*.
5) Click *Modify Copies*, then confirm the action.