Workflows Circulation Manual

Transcription

1 Workflows Circulation Manual 1. Borrower Services User Information and Maintenance group... 1 New User Registration Wizard... 2 Display User wizard Modify User wizard Designating a Patron as BARRED Renew Privilege Wizard Copy User wizard Circulation Services Checkout wizard Circulation Special Circumstances Handling On-The-Fly items Discharge/Checkin wizard Renew Single Item wizard Renew User Charges wizard Bills Bill a User wizard Pay Bill wizard Paying All Fines Paying a Single Fine Item Maintenance Item Information and Maintenance group Change Item ID wizard Mark Item Missing wizard Mark Item Lost wizard Special Circulation Functions Special Circulation Functions group User Claims Returned wizard User Lost Card wizard Modify Due Dates wizard i

2 Mark Item Used wizard Ephemeral wizard Checkin Bookdrop Items wizard In Transit Items and Item Status Manage In Transit Items group What s in Transit wizard Receive Items in Transit wizard Check Item Status wizard Item Search and Display Item Search and Display wizard Item Search and Display Helpers Detailed Display Keyword Searching Browse Searching Appendices Appendices Logging On to Workflows Resizing Windows Changing the Workflows Toolbar Postal Addressing Regulations Glossary Workflows Interface Elements Classic Commands Cheat Sheet Item Search and Display Cheat Sheet Add Brief Title Helper Cheat Sheet Workflows Wizards Workflows Helpers Linking Manual 10. Holds Manual 11. Loan Manual 12. Miscellaneous ii

3 User Information and Maintenance group Clicking on this button will drop down a menu of additional icons that will allow you to look up existing patrons, register new patrons, and modify existing patrons. Display User Displays user records. New User Registration Add a user record for a new user. Modify User Change information in a user record. Copy User Copy existing user information to create a new user record. Renew Privilege Extend or renew user s library privileges. 1

4 New User Registration wizard The New User Registration wizard guides you through the process of adding a patron to the database. Click on the icon for the New User Registration wizard. The following screen will appear. If you need to change the Profile, do so. There are four valid profiles: - ADULT the most common profile, for most borrowers. - JUVENILE Used for children s cards. - COURTESY For courtesy cards. - PAY For pay cards. Select only one of these four profiles. If you assign a profile other than one of these (Adult, Juvenile, Courtesy, Pay), the patron may not be able to check out items properly. After changing the profile, click in the User ID box and scan the new patron s barcode. 2

5 The screen is ready for you to enter the patron s name. Names must be entered in the format indicated by the label, that is, the last name, a comma, a space, and then the first name. If there is a suffix, such as Jr., III, etc., it should be entered after the last name but before the comma. For example: Smith Jr., Joe You may use the Group ID field to provide a common search term for all members of a family. BCCLS recommends that if you choose to use the Group ID field, you enter the ten-digit phone number without any punctuation, e.g., You are not required to input a Group ID. Your library should be listed as the default in the Library field. If it is not, please contact the BCCLS office to get it corrected. You may change the user s Profile if you failed to do so on the previous screen. Click on the Privilege tab to continue. 3

6 On this screen, you may change the patron s expiration date, add a PIN, change the user s status, and set their claims returned counter. If you change their expiration date or issue a PIN, you will need to provide the override code in the top override box. BCCLS does not recommend changing either the status or the claims returned counter at this time. 4

7 Click the Demographics tab to continue. The correct information for your town should default into User cat1. You may select one of the categories offered in User cat2 to further define this patron. - ELCTOFCL Elected official - ESL ESL patron - FRIEND Friend of the Library - HOMEBOUND Homebound patrons - J_PAR Juvenile patron with multiple cards, as defined by the Policies and Procedures manual. - NRPROPOWNR Non-resident property owner - TRUSTEE Library trustee The software will not require you to select any value for User cat2. BCCLS Policy may require the use of one of these values in specific circumstances. 5

8 Click on the Addresses tab to continue. Input address information on this tab. Use Address 1 for the patron s primary address. Although the fields on the left are drop-down boxes, do not change the entries shown in these boxes. The entry fields you may use are: - LINE An additional line of information that displays above the Street in the address. Use for Care Of information, Company Name, or anything else that should display on a mailing address between the name and the street address. - STREET The entire street address, including house number and apartment number, if applicable. This is a change from past practice, but confirms with current Post Office address format recommendations. See the Appendices for a summary of current Post Office addressing recommendations. - CITY/STATE Input the city and the state postal abbreviation - ZIP Input the ZIP code. - PHONE The patron s phone number, including area code. Enter it with dashes between each group of digits, e.g., ADDLPHONE Use for additional phone number i.e. work, cell 6

9 - Input an address if the patron would like to receive overdue notices electronically. and ADDLPHONE are optional. All of the rest are required fields. You may use Address 2 and Address 3 for additional addresses. Use Address 2 for additional parent address. In addition to the fields mentioned above, Address 2 has one additional field, NAME. Use this for the name of the parent or guardian. Use Address 3 for any additional addresses. 7

10 The USEFOR line allows you to specify what kind of address this is. Use one of the following terms: - NRPROPOWNR For non-resident property owners, the address of the property which qualifies them for a library card at your library. - COURTESY For courtesy card patrons, the address of the employer which qualifies them to receive a library card. - OTHERRES For patrons who have an additional residence not in your town but who wish to receive overdue notices at that address. You will also need to change their Primary address (at the top of the screen) to Address 3 for notices to be sent to this location. - EMERGENCY_CONTACT A person to contact in case of emergency, especially for juvenile patrons. Click on the Extended Info tab to continue. You may enter a NOTE or a COMMENT on this screen. Entries in the NOTE field will cause a red NOTE glossary to appear at the top of many screens when working with 8

11 this patron. COMMENTs are not displayed in this manner, and can only be seen by visiting the Extended Info tab. After filling out all patron information, click on the Check Duplicate User button to continue the registration process. If you receive the above message, No users found perhaps because of options, that means that there are no potential duplicate users in the system. Otherwise, Workflows would provide a list of potential duplicates. If you get this message, click OK to return to patron registration. 9

12 Display User helper To investigate a potential duplicate further, click on the Display User helper at the top of the window. Click Cancel to return to patron registration. It will return you to the registration screen. 10

13 After checking for duplicates, you can now click the Register User button to complete the registration process. You will see the following display: Copy User helper Note that you cannot click on either Register User or Check Duplicate User. You may click on Modify to make further changes to this user, Register Another User to create another new patron account, or the Copy User helper to make a copy of this record for modification. (This would be helpful when registering an entire family at once, as it would carry address information forward to the next patron.) You may also click the Close button to close this window if no more changes need to be made. 11

14 Display User wizard Use the Display User wizard to access patron information such as status, checkouts, holds, bills, and extended information. To access the Display User wizard, click on its icon. User Search helper From this window, you may: - Display the current user (that is, the user you last worked with) by clicking on the Current button; - Display a user whose barcode number is known, by scanning or typing the barcode number into the User ID field; or - Search for a patron using the User Search helper, when you do not have a barcode number. 12

15 After you click the User Search helper, the following screen will appear. The default search is a name browse search, which performs a left-justified search with automatic truncation. That is, a search for john will return the last names of Johns or Johnson but not people with the first name of John. You can also type a full last name and a partial or full first name, that is, a search for peterson je would find Jeanine, Jesse, and Jessica Peterson, but not John or Judy Peterson. Although you can also search names via a keyword search, it will probably not behave as you expect it to. We recommend that when you search for patrons by name you should use the browse search. 13

16 Other searches are keyword searches. To change to any other kind of search, click the Keyword radio button, and then choose a new search term from the Index box. Nearly every field of the patron record is searchable. Some notable search points include: - PHONE The phone number of the patron. Enter it without any dashes or spaces, e.g., STREET The street address of the patron, including the house number. Try several variations if your first attempt does not find the correct record. - Search by a patron s address. You may restrict your search to a single library by selecting a library from the Library drop down box. By default, you will search all libraries. Press enter or click the Search button to begin searching. 14

17 Your search will provide a list of matching users. To see the details of a specific user, click on that user and then click the Display this User button. This is the display for one specific user. The Summary tab gives a brief overview of the patron s information. At the very top of the screen, two new helpers may be available. The rightmost helper is Modify User, which will allow you to edit this user s information. The middle helper is the Pay Bills helper, which will allow you to pay bills for this patron if he or she has any. The Status is field may display one of four statuses. - OK This patron has no overdue items and owes no money. - DELINQUENT This patron either owes some money or has at least one overdue item, but has not yet exceeded the thresholds set to prevent checking out or renewing additional items. There is no equivalent for this status in Classic. - BLOCKED This patron has exceeded the policy defined limits for money owed or for overdue items. This patron may not check out or renew items without library staff providing an override. This is the equivalent of the Classic status Delinquent. - BARRED This patron is prevented from checking out or renewing items because of staff action. This is the equivalent of the Classic status Manually Delinquent, except that this status cannot be overridden. 15

18 You may click on any one of the tabs to see additional information. This is the Addresses tab. This tab displays address information in a compact form. For fuller information, click on the STREET glossary, which is underlined by a dotted line. A pop-up box will appear with additional information. The Extended Info tab works much like the address tab to display extended information, such as notes and comments. 16

19 The Bills tab displays information on money owed by this patron. When this screen first opens, only unpaid bills appear. You may select All or Paid from the Bills dropdown to see bills that have already been paid. The BCCLS office will remove paid bills on a periodic basis. When viewing all bills, the Owes column is the key to differentiating between paid and unpaid bills. Paid bills will have a value of zero in the Owes column. 17

20 To see what items a patron currently has out, click on the Checkouts tab. By default, only active checkouts are selected. Items that are marked claims lost or assumed lost have a checkout status of inactive and will not display. To see these other items, select All from the Type of checkout dropdown. 18

21 On the Holds tab, you can see items that a patron has on hold. This will show you a list of items for which the patron is waiting. 19

22 Modify User wizard The Modify User wizard allows you to edit information in an existing patron s record. User Search helper When you click the Modify User wizard icon, you will see the above screen. Just as with the Display User wizard, previously discussed, you can either call up patrons by barcode number or use the User Search helper to retrieve them. 20

23 After calling up a user, you will see the following: Display User You may edit the Name, Title, Group ID, Library, and Profile fields, if appropriate. Do not modify the User ID here; use the User Lost Card wizard (discussed later) instead. These tabs correspond with the tabs in the New User Registration wizard. You may edit the information on any of these tabs, as appropriate. You can use the Display User helper to see additional information about this patron, such as bills, checkouts, and holds. 21

24 To delete a note or a comment from the Extended Info tab, or to remove an address, you will need to do the following: - Click the appropriate tab (Addresses for , Extended Info otherwise). - Click in the field you wish to remove. - Click the Delete Row helper to remove the field. The field will disappear from the screen. It will reappear when you return to this wizard. When you are done making changes, click Modify User to save them. You may make more changes, and then click Modify User again. Click Modify a Different User to edit another patron, or Close to close the window. 22

25 Designating a Patron as BARRED Setting a patron to the status of BARRED prevents that patron from checking out items. There is no way to override a BARRED status at checkout. The status of BARRED should be applied in accordance with library policy. To set a patron s status to BARRED, open the Modify User wizard. Call up the patron, and then switch to the Privilege tab. From the Status dropdown, select BARRED. Then, type the override in the lower Override blank. Click on Modify User to save the BARRED status. To remove the BARRED status from a patron s record, return to this screen and select OK from the Status dropdown. Enter the override as before. After clicking Modify User, the system will re-set the user to the appropriate status (OK, DELINQUENT, or BLOCKED). 23

26 Renew Privilege Wizard The Renew Privilege wizard allows you to renew a patron s library card for an additional policy-defined period. After clicking on the Renew Privilege wizard icon, you will see the following. You may call up the desired patron by inputting a barcode, using the Current button, or using the User Search helper. The Normal radio button will renew a patron for the policy-defined period of time. You may use the Special button to provide a different expiration date. If you input a special expiration date, make sure you use the gadget to select the date so it is in the correct format. You will also need to supply an override to use a Special expiration date. Click the Extend Privilege button to renew the patron s card. This will display a confirmation window from which you may either Renew Another User s Privilege, or Close the window. 24

27 Copy User wizard This wizard allows you to copy an existing patron record as the basis for a new patron. It transfers information from all fields except Name and User ID (barcode number). This wizard is useful when registering an entire family, where the address information is all the same. After clicking on the Copy User wizard icon, you will see the following. Search for the user you wish to copy, and then click Clone/Copy User. 25

28 The cursor will appear in the New ID field. Scan the new patron s barcode number. Click Clone/Copy to New User. 26

29 Fill in the patron s name, just as if you were in the New User Registration wizard. Review all other information in the record, including information on other tabs, to verify accuracy. Make any necessary changes. When you are done editing, click the Clone/Copy to New User button to save your changes. Click Close to close the window. 27

30 Checkout wizard The Checkout wizard allows you to check out items to a patron. Click on the Checkout wizard icon to start the Checkout wizard. At the top of the checkout screen are a series of helpers. These allow you easy access to a variety of functions relevant to the circulation process. User Search Allows you to search for a patron by name, address, phone number, address, etc., as previously discussed. Display User Allows you to display information in the patron s record. This helper is equivalent to the Display User wizard. Register New User Allows you to register a new patron from this screen. Use the same procedures as discussed for the Register New User wizard. User Lost Card Allows you to issue a replacement library card for a patron. Renew Privilege Allows you to renew a patron s library card. This helper is only active if the card is within 30 days of expiration. Confirm Address Allows you to display and edit a patron s address information, including . Pay Bills Allows you to pay bills for the current patron. This helper is only active if the user has unpaid bills. Add Brief Title Allows you to circulate an item that has not been previously entered into the system. 28

31 Item Search Allows you to search for and display information about an item. You may use this function to check out an item where the barcode label is missing or illegible. Exercise caution when using this helper, being especially careful to select the correct copy of the item. Change Item ID Allows you to replace a missing or damaged barcode label with a new one. Special Due Date Allows you to set a due date for one or all items checked out to a patron that is different from the due date defined by policy. Use this, for example, to allow a long loan period for patrons going on vacation. 29

32 After clicking on the Checkout wizard icon, you will see the following screen. First, bring up the patron to whom you are checking out items. You may: - Scan or type the patron s barcode into the User ID box; - Click on the Current button to recall the current patron; or - Use the User Search helper. 30

33 If the patron is delinquent, a dialog box will pop up. You may continue to check out, investigate this user, or pay bills at this point. To check out the item, scan the barcode into the Item ID field. The item is checked out as soon as it appears in the List of checkouts at the bottom of the screen. 31

34 If the barcode label is missing or unreadable, you may use the Item Search helper to find the item and check it out. Continue scanning items until you have scanned all items to be checked out to this patron. When you are done with this patron, you may: - Click on Check Out To New User to begin checking out to a new patron, or - Click on Close to close the checkout window. 32

35 Circulation Special Circumstances If the number of pieces in the item record is greater than one, when you scan an item to check it out, the following dialog box will pop up. This informs you that the item you are checking out has multiple pieces (in this case, 2 pieces). After verifying that all pieces are present, type in the override code and then click the Override & Checkout Item button to proceed with the checkout. If you do not wish to check out this item, click the Do Not Checkout Item button. If you see the following dialog box, it indicates that Workflows was unable to find the item in the database. This error may mean that the item has never been entered into the database, or it may mean that the barcode did not scan properly. It is probably best to try scanning the item again, to be certain the barcode was read properly. If the item is not in the database and your library s policy allows you to do so, it is possible to add a Brief Title record to enable you to circulate this item. This procedure is discussed below, in the section Handling On-The-Fly Items. 33

36 If you need to check out one or more items with a due date other than the one defined in policy, you must use the Special Due Date helper. Before scanning the item s barcode, click the Special Due Date helper. You will see the following. Use the gadget to select a due date. 34

37 You can select a due date from the calendar. Use the blue arrows to move forward or backward one month at a time. After clicking on the new due date, change the time to 11:59 PM. If you do not change the time, items may become overdue in the middle of the day. Click OK. Next, select whether this special due date should only apply to the current item, or to all items checked out to this patron at this time. - Click the From now on radio button to apply this date to all remaining items to be checked out. - Click the For this checkout only radio button to apply this date only to the next barcode scanned. Click OK (or Cancel, if you do not want to set a special due date). 35

38 The screen will display a message indicating that it is using a special due date. The next item(s) you scan will use this new due date, depending upon the options chosen. 36

39 Handling On-The-Fly items (Adding a Brief Title during Checkout) If a patron wants to check out an item that has not been entered into the system, you will need to create a brief record in order to check this item out to the patron. At the circulation desk, this is done via the Add Brief Title wizard. helper in the Checkout After clicking on this helper s icon, you will see the following screen. Type Here The Title Info portion of the screen has blanks for four lines of information. On the left of each line is a label (i.e., ISBN, Local call number, etc.). On each line there are three dropdown boxes. You can safely ignore these. The rightmost field on each line is the blank where you should type the requested information. 37

40 Fill in the Title Info area to the best of your ability. - ISBN The ten-digit ISBN, without any punctuation. If the item has no ISBN, enter Local Call Number Enter your library s call number for the item, as it appears on the spine label. - Personal Author Enter the author s name if known in the format, Lastname, Firstname (without quotes). - Title Enter the title, preceded by the uppercase letters QT (for Quick Title). For example, QT Gone with the wind. In the Call number and copy info area, verify the item type, and change it if the default is not correct. Do not change the Library or the Home Location. (Library should default to your library, and Home Location should remain CATALOGING to ensure proper processing of these items.) When you have verified that all the information you ve entered is correct, click in the Item ID field and scan the item s barcode. When you scan the barcode, the record you created is saved, the window closes, and the item is checked out to the current patron. 38

41 Discharge/Checkin wizard This wizard allows you to check in items that have been returned by patrons. After clicking the Discharge/Checkin wizard icon, you will see the following: At the top of the screen are three helpers. Item Search Allows you to search for and display information about an item. You may use this function to check in an item where the barcode label is missing or illegible. Exercise caution when using this helper, being especially careful to select the correct copy of the item. Change Item ID Allows you to replace a missing or damaged barcode label with a new one. 39

42 Pay Bills Allows you to pay bills for the current patron. This helper is only active if the user has unpaid bills. To check in items, begin scanning barcodes. The item is checked in as soon as it appears in the List of discharges box at the bottom of the screen. (If you type the Item ID manually, press enter after typing it, or click the Discharge Item button.) It is essential that you read the screen after scanning each barcode. If the item being checked in is overdue, the system will pop up a window allowing you to pay the fine. If you scan another item without acknowledging this window, that item will not be properly checked in. If the item is overdue, the amount of the fine charged will display in the Amount Billed column. If you click on that line, you may use the Pay Bills helper to pay bills for that patron. The Pay Bills helper functions much the same as the Pay Bills wizard, discussed later. If the item checked in belongs to another library, a window will pop up, telling you where to send the item. You must click OK before scanning the next item. 40

43 If the number of pieces field in the item record is greater than 1, the following dialog box will pop up when the item is scanned. After verifying that all pieces are present, type the override in the box and then click on the Override & Return button to check in the item. If you do not want to check in the item, click on the Do Not Return button. 41

44 Renew Single Item wizard This wizard allows you to renew checked out items. It is most convenient when you have the item in hand or know the barcode number of an item. If you are working with all or some of a patron s items, the Renew User Charges wizard, discussed next, may be a better choice. To begin, click on the Renew Single Item wizard icon. To renew an item, scan or type its barcode into the Item ID field. If you type the barcode, press enter or click Renew Item to renew the item. 42

45 There are four helpers on this screen. Item Search Use this to search for the item if the barcode is missing or illegible. Change Item ID Use this to change the barcode of an item if the existing barcode is missing or illegible. Special Due Date Use this to renew for a time period other than the policy defined loan period. Pay Bills Use this to pay any fines that have been assessed for renewing overdue materials. As you scan each item, it appears in the Item(s) Renewed list at the bottom of the screen. When it appears on the screen, the transaction is complete. If the item is on hold for another patron, the following dialog box appears. You may provide an override and click on the Override & Renew Items button to renew the item. Click on Do Not Renew Items to continue without renewing the item. BCCLS policy states that items with outstanding holds should not be renewed. 43

46 If the item being renewed is overdue, it will renew, and the user will be assessed the appropriate fine. For example, in the following screen, Nighttime is My Time is five days past due. 44

47 Pay Bills helper If you click on the overdue item s line, and then use the Pay Bills helper, you can pay the fine at that time. You may continue scanning barcodes until all items have been renewed. When you are done, click the Close button to close the wizard. 45

48 Renew User Charges wizard This wizard allows you to renew items that a user has checked out. It is most helpful when dealing with a single patron in person or over the phone, where item barcodes are not easily available. To begin, click the Renew User Charges wizard icon. 46

49 There are seven helpers at the top of the screen. User Search Allows you to search for a patron by name, address, phone number, address, etc., as previously discussed. Display User Allows you to display information in the patron s record. This helper is equivalent to the Display User wizard. User Lost Card Allows you to issue a replacement library card for a patron. Pay Bills Allows you to pay bills for the current patron. This helper is only active if the user has unpaid bills. Limit List By Due Date Limit the display of items to be renewed by due date. Special Due Date Allows you to set a due date for one or all items renewed for a patron that is different from the due date defined by policy. Use this, for example, to allow a long loan period for patrons going on vacation. Renew Privilege Allows you to renew a patron s library card. This helper is only active if the card is within 30 days of expiration. 47

50 As with other patron-centered wizards, you may call up the patron in three ways, via a barcode number typed or scanned into the User ID field, via the Current button, or via the User Search helper. After retrieving the patron s record, you will see a list of all of that patron s checkouts. Click the check box next to each item you wish to renew. If the patron is renewing all items, you may click the Select All checkbox instead of clicking individual items. Click the Renew Selected Items button to renew. 48

51 After clicking Renew Selected Items, you will receive a status screen like the one above. Note the message in the middle of the screen, 3 Item(s) Renewed No Items Failed. This lets you know that all items were successfully renewed. For the third item, Nighttime is My Time, there is a $ in the right-hand column of the Item(s) Renewed box. This indicates that the item was overdue when renewed, and the patron was billed. You may investigate or pay this bill using the Pay Bills helper. 49

52 If the item cannot be renewed without an override, such as for a hold or for exceeding the allowed number of renewals, a box will pop up. If you wish to override the condition, type in the override password and then click on the Override & Renew Items button. Otherwise, click on the Do Not Renew Items button. Click on the Renew for this User button to renew more items for the current user, click on the Renew for Another User button to renew items for a different patron, or click on the Close button to exit this wizard. 50

53 Bill a User wizard This wizard allows you to bill users. You can use this to charge users for damaged items or other charges. Do not use this wizard to create overdue fines or fees for lost items; these are created automatically. To use this wizard, click on the Bill a User wizard icon. 51

54 At the top of the screen you will see three helpers. User Search Allows you to search for a patron by name, address, phone number, address, etc., as previously discussed. Display User Allows you to display information in the patron s record. This helper is equivalent to the Display User wizard. Item Search Allows you to search for and display information about an item. You may use this function to search for an item where the barcode label is missing or illegible. Exercise caution when using this helper, being especially careful to select the correct copy of the item. The first step in billing a user is to select a patron to bill. You have the standard three options of inputting a barcode number, selecting the Current user, or searching for a user. After you have selected a user, begin filling in the information for the bill. First, select an option from the Reason for bill drop-down. Although there are a large number of categories on the dropdown list, you should only use a few of them. - DAMAGE A fine for damaged materials; must be associated with an item - MANUALFINE A manual fine; need not be associated with an item - MISC A miscellaneous charge; need not be associated with an item - PROCESSFEE A fee for processing a lost book; must be associated with an item - VIDEOFEE A fee for a video not rewound or returned via the bookdrop; need not be associated with an item Next, fill in the amount of the bill. You do not need to supply a dollar sign, but you must include a decimal and two digits to the right of the decimal. Fifty cents should be recorded as.50. If the bill type must be associated with an item, enter that item s barcode in the Item ID field. If you do not know the barcode, use the Item Search helper to look it up. 52

55 Click the Bill User button to record the bill on the user s record. After clicking the button, the bill will go to the bottom of the screen, in the List of Bills box. You may create additional bills for this user, clicking Bill User after each. When you are done with this patron, click on Bill Another User to input bills for another user, or click on Close to exit the Bill User wizard. 53

56 Pay Bill wizard This wizard allows you to pay bills associated with a patron. To use this wizard, click the Pay Bill wizard icon. When the wizard first opens, you will need to bring up a patron record using one of the methods discussed for previous wizards. After retrieving a patron record, you will see the following. 54

57 There are three helpers at the top of the screen. User Search Allows you to search for a patron by name, address, phone number, address, etc., as previously discussed. Display User Allows you to display information in the patron s record. This helper is equivalent to the Display User wizard. Renew Privilege Allows you to renew a patron s library card. This helper is only active if the card is within 30 days of expiration. The Total bills and payments area shows summary information about money owed by this patron. In the above screen, Ted owes a total of $3.80 in 3 different bills. Because Ted owes more than $3.00, his account is BLOCKED. A pop-up notice informs you of this when you first display this record, and you can also discover this by clicking on the glossary at the top of the screen. The Individual Bills and Payments section of the screen gives detail of all the money the current patron owes. You can see that Ted owes $2.50 for damaging the book Ransom, $0.80 in overdue fines for The Da Vinci Code, and $0.50 in a miscellaneous fine. Paying All Fines If the patron wants to pay off all or a portion of money owed without regard to which specific fines are being paid, then you can pay these fines in the Total bills and payments portion of the screen. First, type the amount to be paid in the Payment box. You must include a decimal point and two digits to the right of the decimal; you do not need to include a dollar sign. Next, select the payment type from the dropdown list. There are four options: - CANCEL The fine is an error and should be removed from the patron s record. - CASH The fine was paid in cash. - CHECK The fine was paid with a check. - FORGIVEN The fine was owed, but the library has elected to waive it. Finally, click on the Pay Bills button to pay the fine. The payment is applied to outstanding fines in chronological order, beginning with the oldest. Payments will display at the bottom of the screen. Total change owed the patron will display in the middle of the screen, below the Payment Type dropdown, in the Change field. Change 55

58 also displays on the individual bills at the bottom of the screen, but the amount displayed in the middle is easier to interpret. Change owed Click on Pay More Bills to refresh the screen, Make Payments for Another User to select another patron, or Close to close the window. Paying a Single Fine If the patron wishes to pay off a single fine, use the Individual Bills and Payments portion of the window. First, click in the Payment column of the bill you wish to pay. Type a money amount, including a decimal and two digits to the right of the decimal. Next, click in the Payment Type column to drop down the list of payment types. Select the appropriate option from the dropdown (i.e., CASH, CHECK, etc., as above). You may repeat this process to pay multiple bills. Click the Pay Bills button to record these payments. Click on Pay More Bills to refresh the screen, Make Payments for Another User to select another patron, or Close to close the window. 56

59 Item Information and Maintenance group This group of wizards allows you to perform several item-related operations. Change Item ID Change an item s barcode Mark Item Missing Mark an item as missing, suppressing it from display in the Web catalog. Mark Item Lost Mark an item as lost and bill a user for it. 57

60 Change Item ID wizard This wizard allows you to assign a new barcode to an item where the existing barcode is missing or unreadable. To use this wizard, click the Change Item ID wizard icon. If you know the current barcode of the item, scan it into the Existing item ID field. Then, scan in the new barcode number to the New item ID field. This completes the change, and a dialog box pops up to ask you whether to Change Another Item ID or Close the wizard. If you do not know the barcode of the item, use the Item Search helper the item. This helper functions the same as Item Search and Display. to look up Search for the item, and click on the item for which you are changing the barcode. Then, click the Change Item ID button to return to the wizard, and then continue as above. 58

61 Mark Item Missing wizard Use the Mark Item Missing wizard to mark items as missing. This will give them a location of MISSING and prevent them from displaying in the Web2 catalog. To use this wizard, click on the Mark Item Missing wizard icon. The wizard opens to a search screen. Search for the item you wish to mark as missing. Click on the specific copy, and then click on Mark Item Missing. 59

62 After clicking on Mark Item Missing, you will be returned to a blank search window. You may search for another item to mark missing, if you wish. When you are done marking items as missing, click the Cancel button. You will see a screen with a list of the items you have marked as missing. 60

63 Click Close to close the wizard. Marking an item missing works in the background by checking these items out to a special MISSING user. Each library has its own missing user. To see a list of all items missing from your library, search for the user with a last name of Missing and a first name of your library s four letter code (e.g., Missing, CLPK). If you find a missing item, you can clear the missing status using the Discharge/Check In wizard. 61

64 Mark Item Lost wizard Use this wizard to mark an item currently checked out to a patron as lost. This will mark the item as Claims Lost, giving it a current location of LOST-CLAIM. It is only necessary to use this wizard if the patron desires to pay for a lost item prior to the 60-day mark, at which time it will automatically become assumed lost (a current location of LOST-ASSUM). To mark an item as lost, first click the Mark Item Lost wizard icon. User Checkouts helper If you know the item s barcode, you can scan it into the Item ID field to mark the item as lost. In most cases, however, you will need to use the User Checkouts helper. (This is a modified User Search helper, and uses the same icon.) Click on the helper. 62

65 By default, the User Search helper searches by patron name. Search for the patron who has lost the item, and then select the appropriate patron from the List of Users area of the screen by clicking on that patron. 63

66 Scroll down to the Current user checkouts area, and you will see a list of the patron s current checkouts. Click the checkbox next to the item you wish to mark as lost, and then click Mark Item Lost. The following screen will open. 64

67 This screen provides a summary of patron and item information. For the amount of the lost item bill, Unicorn first checks the price of the item recorded in the item record. If there is no price in the item record, it refers to the default price for this item type. You may change the amount charged for the lost item or assess a processing fee, if it is your library s policy to do so. In most circumstances, you will be using this wizard because the patron wants to pay for the item now. In this case, select the appropriate payment type from the Payment type dropdown, and then click on Pay Now. The following dialog box will appear as confirmation. Click OK. 65

68 If the patron is unable to pay now but you still wish to mark the item as lost, click on the Bill User button. This will create a bill on the patron s record for the amount of the item. The following dialog box will appear as confirmation. Click OK. Workflows will return you to the first screen of the wizard. You may mark additional items as lost or you may click Close to exit the Mark Item Lost wizard. 66

69 Special Circulation Functions group User Claims Returned Mark patron checkouts with the date on which the patron claims to have returned the item. User Lost Card Issue a new barcode number to a patron. Modify Due Dates Change the due date of a checked out item after it is checked out. Mark Item Used Count an item as used. Ephemeral Record checkout statistics for items for which the library does not want to generate notices or accrue fines. Checkin Bookdrop Items Check in items from bookdrop or any items for which the check in should be backdated. 67

70 User Claims Returned wizard This wizard allows you to record the date on which a patron claims to have returned an item not checked in. To use this wizard, click on the User Claims Returned wizard icon. To begin, call up a patron either by scanning in a barcode, by clicking the Current button, or by clicking on User Search wizard. After calling up a patron, a list of the patron s checkouts will display in the List of checkouts section of the screen. 68

71 To mark an item Claims Returned, click on the gadget in the Claims Returned column. This will pop up a calendar. Select the date on which the patron claims to have returned the item from the calendar and then click OK. This will put a date in the Claims Returned column. Repeat this procedure for each book that should be marked claims returned. When you have set claim dates for all items to be claimed, click the Mark Items Claimed Returned button. The rightmost column will display Record Updated next to the items on which you set dates. You may follow the procedures above again to mark additional items as claimed returned for this patron. You may also click on the Mark Another User s Claims Returned button to work with a different patron, or click on Close to close the window. 69

72 These checkouts will continue to show on the patron s record with a status of claims returned. Every time an item is marked as claimed returned, a counter is incremented on the patron s record. Unicorn never reduces the value in this counter, even if the book is found and checked out to another patron. When checking out to a patron whose claims returned counter is greater than zero, Workflows will pop up an alert dialog box informing you that this patron has claims returned. This does not mean that the patron currently has 5 claims returned items on his or her account. Rather it indicates that five items have been marked claims returned in the history of this patron s card regardless of whether the items have been subsequently found. 70

73 To see the value of a patron s claims returned counter, use the Display User wizard. The value of that counter is near the bottom of the summary screen. To change the value of the counter, use the Privilege tab on the Modify User wizard. The counter is the bottom field on the screen, in the Claims returned field. Change the value in that field, and type the appropriate override in the Override field. Then, click Modify User to save your changes. 71

74 User Lost Card wizard This wizard allows you to change a patron s barcode number, marking the old barcode number as invalid. To use this wizard, click on the User Lost Card wizard icon. A User Search window will appear. Search for the patron, and then highlight the patron whose barcode number you are changing by clicking on that patron in the List of users section. Then, click on Assign New Card. This will close the search window and display the following. 72

75 Use the tabs to review the patron s record, if necessary. To assign a new barcode number, scan the new number into the New user ID field. This will pop up a dialog box with a notification that the barcode number has been changed. 73

76 You may click Mark Another User s Card Lost to work with another patron, or click Close to close the window. 74

77 Modify Due Dates wizard Use this wizard to change the due date of an item after it has been checked out. To begin, click the Modify Due Dates wizard icon. Search for a user. You may click the Current button, scan a barcode into the User ID field, or use the User Search helper. A list of checkouts will display in the List of checkouts section of the window. Click the gadget next to the due date you wish to extend. Select a new due date from the calendar, and then click OK. 75

78 You may change other items using this same procedure. When you have set all of the due dates, click on the Modify User Due Dates button to record these changes. Record updated will appear in the rightmost column indicating that the due date has been changed. Exercise care when changing due dates. It is possible to set a due date in the past, which would make the item overdue. Do not use this wizard to bypass policy restrictions on renewal limits and loan periods. 76

79 Mark Item Used wizard This wizard lets you track usage for items that were used in the library but not checked out by a patron. Uses recorded via this wizard will not be counted in BCCLS summary statistics, but will be available in each library s monthly statistics as a separate count. Transactions recorded via this wizard will not prevent items from appearing on a dusty books report. To use this wizard, click on the Mark Item Used wizard icon. To mark an item as used, scan its barcode into the Item ID field. If you do not know the item s barcode, you may use the Item Search helper to search for the item. There is also a Change Item ID helper on this screen should you need to change an item s barcode. 77

80 If there are any problems with the item, an alert dialog box will pop up to inform you of them. The total number of uses marked via this wizard is maintained on the item record and may be viewed via Item Search and Display. 78

81 Ephemeral wizard Use the Ephemeral wizard to record checkout statistics for items for which your library does not want to generate notices or accrue fines. For example, some libraries have donation paperback collections, where the library does not actually care if the item is returned to the library. This wizard would allow you to get circulation credit for these items without linking them to a patron. You will need to have both a patron barcode and an item barcode to use this wizard. You may want to create a special patron just for this wizard. You may also want to use generic items (e.g., Romance Paperback, Science Fiction Paperback) rather than barcoding each item. To use this wizard, click on the Ephemeral wizard icon. 79

82 There are six helpers at the top of the screen. User Search Allows you to search for a patron by name, address, phone number, address, etc., as previously discussed. Display User Allows you to display information in the patron s record. This helper is equivalent to the Display User wizard. Register New User Allows you to register a new patron from this screen. Use the same procedures as discussed for the Register New User wizard. Renew Privilege Allows you to renew a patron s library card. This helper is only active if the card is within 30 days of expiration. Item Search Allows you to search for and display information about an item. You may use this function to check out an item where the barcode label is missing or illegible. Exercise caution when using this helper, being especially careful to select the correct copy of the item. Change Item ID Allows you to replace a missing or damaged barcode label with a new one. Select a user, either by scanning or keying in a barcode number, clicking on the Current button, or using the User Search helper. Next, select an item, either by scanning or keying in a barcode, clicking on the Current button, or using the Item Search helper. Enter the number of copies to checkout in the # copies field. The wizard will record this number of checkouts. Finally, click on the Check Out Item To User button to record these transactions. Workflows will check out the item to the patron, and then immediately check it in. It will repeat this process for the number of copies indicated. If you are recording a large number of transactions, please be patient, as this may take some time. When the checkouts are complete, you can enter a new barcode to check out additional items to the same user, click the Check Out To New User button to check out to a different patron, or click on the Close button to exit the window. 80

83 Checkin Bookdrop Items wizard Use this wizard to check in items that need to be backdated, as with items returned overnight via a bookdrop. This wizard also suppresses some of the normal messages that pop up with the Discharge/Checkin wizard, such as messages about overdue fines charged. To use this wizard, click on the Checkin Bookdrop Items wizard icon. First, use the gadget next to the date field to select a date of discharge. Today s date is the default. Be careful when selecting the discharge date, as it is possible to set a discharge date in the future, potentially creating overdue fines for items that were returned on time. 81

84 Next, begin scanning the barcodes of items to discharge in the Item ID field. If the barcode is missing or illegible, use the Item Search helper to find it. Read the screen after scanning each barcode to check for any pop up messages, such as transit or holds information. When you are done checking items in, click the Close button. 82