CHAPTER 1 GETTING STARTED COMPUTERS Rebooting Circulation Terminals & Log in - Warm Reboot Rebooting Circulation Terminals & Log

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1 CHAPTER 1 GETTING STARTED COMPUTERS Rebooting Circulation Terminals & Log in - Warm Reboot Rebooting Circulation Terminals & Log in - Cold Reboot (Once a week) Exiting Horizon Rebooting borrower PCs (daily/warm) from a circulation PC Rebooting borrower PCs (weekly/cold) from a circulation PC Rebooting PACs (daily/warm) Exiting Borrower PCs (Daily) Staff Computer Restart Strategy As a Last Resort, LOGGING ON TO HORIZON Log into Citrix and Horizon Customizing the Display CONVENTIONS Mouse Keyboard General CHAPTER 2 CHECKOUT AND CHECKIN ABOUT CHECKOUT AND CHECKIN LAUNCHING CHECKOUT AND CHECKIN To start Checkout and Checkin BASIC CIRCULATION TASKS Identifying a Borrower in Checkout Patron Identification for Library Use To identify a borrower in Checkout To start a borrower search Borrower Circulation Types CHAPTER 3 CHECKING OUT LOAN PERIODS Holiday Books Periodicals & Encyclopedias Express Books Entertainment DVD s Non-fiction DVD s District Libraries District Loans & ILLs for DCLS Patrons All other materials ITEM CIRCULATION TYPES To see a list of ITypes: To Check out an item normally Checking out an item that another borrower has placed on reserve Checking out an item on the hold shelf to a different borrower To check out an item with a missing or damaged barcode: CHANGING THE DUE DATE To change the due date: CHAPTER 4 CHECKING IN CHECKIN MODES Standard Bookdrop In-House Use Exempt Fines i

2 Renewal SETTING UP CHECKIN DISPLAY OPTIONS Before you begin Display the name of the borrower Hide the Item Not Out message Display items that were not checked out Hide the Hold Shelf message To Set up a Checkin mode CHECKING IN AN ITEM NORMALLY To check in an item normally Item on Hold Item is Requested Location Difference. Item Status Changed to Transit Item is a Claimed Returned Item is a Lost Item Found PRINTING WORKSLIPS MEDIA CHECKIN To check in an item that is damaged or is missing pieces other than a disc or cassette: To check in an item with problems reported by borrower If an item is missing a disc or cassette: To withdraw an item belonging to another library FAST-ADDED ITEM To check in a fast-added item OVERDUE MATERIALS Payment OVERDUE NOTIFICATIONS Phone Notification: Mail Notification Notification OVERDUE NOTICE FLOWCHART Assessment of Fines DAMAGED OR MISSING MATERIALS When is something Damaged? When do you charge someone? Filling in the Damaged Item Slip At Checkin To assess a charge follow this procedure: PROCESSING FEES Replacement Costs for Missing/Damaged Pieces CHANGING THE CHECKIN DATE To Change the Checkin date CHAPTER 5 RENEWAL OF ITEMS RENEWING AN ITEM DURING CHECKOUT Renew one item Renew more than one item Renew all items RENEWING AN ITEM AT CHECKIN ITEM RENEWAL PERIODS Holiday Books Periodicals & Encyclopedias Express Books Entertainment DVD s Non-fiction DVD s District Libraries District Loans for DCLS Patrons ILLs for DCLS Patrons ii

3 All other materials CHAPTER 6 SEARCHING THE CATALOG TYPES OF SEARCHES General Keyword Title Keyword Title Browse Subject Keyword Subject Browse Name Keyword Author Browse SEARCHING STEPS CHAPTER 7 SHARED COLLECTIONS About shared collections DCLS is currently sharing: Advantages of sharing collections Handling the shared collections CHAPTER 8 COMMUNITY COLLECTION Adding Items to the Collection Checking Out an Item Checking In an Item CHAPTER 9 RECEIPTS YOU CAN PRINT THESE TYPES OF RECEIPTS: Due Date Slip Checkin Receipt Renewal Receipt Borrower Payment Receipt ALPHA-G PRINTER START UP CHAPTER 10 LOST ITEMS IF A BORROWER CLAIMS THAT SHE CANNOT FIND AN ITEM: Make the item LOST Make the item CLAIMED RETURNED REFUNDING A LOST ITEM PAYING FOR LOST ITEMS BORROWED FROM CCLS CHAPTER 11 CLAIMED RETURNED ITEMS CLAIMED RETURNED District Loans and ILL s and Claims Returned CHAPTER 12 DELIVERY ROUTING SLIPS Sending Returning CHAPTER 13 CREDIT BUREAU GUIDELINES HOW CREDIT BUREAU WORKS WHAT TO DO WHEN A PATRON IS IN CREDIT BUREAU The patron wants to pay on their Credit Bureau Account The patron wants to discuss the account Materials have been returned to the book drop CREDIT BUREAU ACTION CARD The purpose of the Pink Card iii

4 Filling out the Credit Bureau Action Card FREQUENTLY ASKED QUESTIONS CHAPTER 14 FINES AND FEES (NEGOTIATION INSTRUCTIONS IN APPENDIX Q) FINES AND FEES CHARTS Maximum Fine Processing Fees Other Fees Entertainment DVD Meeting Rooms Proctored exams Replacement Costs for Missing/Damaged Pieces LOAN PERIODS Holiday Books Periodicals & Encyclopedias Express Books Entertainment DVD s Non-fiction DVD s District Libraries District Loans ILLs for DCLS Patrons All other materials REFUNDING A LOST ITEM OVERDUE ACCRUED FINES CHAPTER 15 HOLDS TO PLACE A HOLD REQUEST FOR A BORROWER: TO CHANGE THE BORROWER S CONTACT INFORMATION: TO REQUEST A SPECIFIC COPY OF THE ITEM EDITING A HOLD REQUEST To edit a hold request Make changes to one request at a time Make identical changes to several requests at once If you want to do this: Change the pickup location Change the expiration date of the request Change the expiration date of the hold Suspend the request Reactivate the request before the suspend-until date Delete, change, or add a comment TO FILL A REQUEST VIEWING A BORROWER S HOLD REQUESTS To view a borrower s hold requests DELETING A HOLD REQUEST To delete a hold request from Checkout REORDERING THE HOLD REQUEST QUEUE To reorder the hold request queue OVERRIDING A HOLD To override a hold CHANGING THE PICKUP LOCATION OF AN ITEM ON THE HOLDS SHELF EXPIRED/CANCELLED HOLDS SHELF HOLDS To place an item in Shelf Hold status HOLD NOTICE FLOWCHART CHAPTER 16 BLOCKS Block Name iv

5 FEE BLOCK To place a fee block: NOTE BLOCK To place a note block PLACING A CLAIMED RETURNED OR LOST ITEM BLOCK To place a Claimed Returned or Lost item block ADDING COMMENTS TO A BLOCK To add a comment to a block VIEWING BLOCK INFORMATION Borrower Overdues Amount Due Overdue Accrued Amount Blocks List window Button VIEWING BORROWER S CURRENT BLOCKS FROM CHECKOUT To view a borrower s current blocks from Checkout VIEWING A BORROWER S CURRENT BLOCKS FROM CHECKIN To view a borrower s current blocks from Checkin VIEWING A BORROWER S BLOCK HISTORY To view a borrower s block history from the Current Blocks window To view a borrower s block history from the Borrower menu SORTING BLOCK INFORMATION To sort block information VIEWING BLOCK DETAILS To view block details RESOLVING BLOCKS Resolving Blocks Automatically To resolve this block EXEMPTING A BORROWER FROM FINES To exempt a borrower from fines calculation DELETING A BLOCK MANUALLY To delete a block manually MANAGING FEES AND PAYMENTS To Add a library-defined fee CHANGING A FEE OR FINE AMOUNT To change a fee or fine amount VIEWING A LIST OF FINES AND OVERDUE ACCRUED To transact a payment or waiver FINE NEGOTIATION Goals of Negotiation Reminders for Patrons VIEWING PAYMENT HISTORY To view payment history CHAPTER 17 NOTIFICATIONS HOLD NOTIFICATIONS OVERDUE NOTIFICATIONS PRE-OVERDUE NOTIFICATIONS CHAPTER 18 ITEM RECORDS VIEWING AND EDITING ITEM INFORMATION IN CHECKOUT To view and edit information in Checkout VIEWING AND EDITING ITEM INFORMATION IN CHECKIN To view and edit item information in Checkin v

6 CHAPTER 19 FAST ADDS FAST-ADDING AN ITEM To fast-add item Fast add items not found on catalog Fast add a District Loan ADD-BACKS CHAPTER 20 ITEM TYPES CHANGING THE ITYPE OF ITEMS CHAPTER 21 ITEM STATUS TO PLACE ANOTHER BRANCH S ITEM IN YOUR BRANCH DISPLAY STATUS CHANGING ITEM STATUSES EDITING STATUS INFORMATION To edit status information CHART OF PROBLEM STATUSES TRACE VERSUS MISSING ITEM STATUS EDITOR Opening the Item Status Editor Configuring the Item Status Editor Using the Item Status Editor When to use the Item Status Editor CHAPTER 22 ILL/DISTRICT LOAN Requesting an ILL/District Loan: The Queue CIRCULATION AND ILL ITEMS Instructions for Processing of Interlibrary Loans Receiving ILL items: Checking out ILL items: Renewing ILL s ILL & Claimed Returned Canceling an ILL Hold: Additional Information about ILLs: Placing Holds on ILL items Interlibrary Loan Payments DISTRICT LOANS Checking Out an Item to a District Library Requesting a District Loan Receiving a District Loan Item Checking Out a District Loan to DCLS Borrowers Checking in a Returned District Loan from a DCLS Borrower District Loans & Claimed Returned CHAPTER 23 MAIL RETURNED MAIL CHAPTER 24 BARCODES REPLACING AN ITEM S BARCODE REPLACING A BORROWER S BARCODE To replace a lost or damaged library card CHAPTER 25 BEST SELLER EXPRESS BOOKS CHAPTER 26 COLLECTION MANAGEMENT DONATIONS/PROCESSING ERRORS/CATALOGING ERRORS/ITEMS NEEDING CATALOGING vi

7 To change status to Collection Management REPAIRS AND REPLACEMENTS OF DAMAGED MATERIAL PRINT MATERIAL AUDIOVISUAL MATERIAL Music CDs Audiobooks DVDs and Blu-Rays CHAPTER 27 LIBRARY CARDS TYPES OF LIBRARY CARDS DOCUMENTS NEEDED TO OBTAIN A LIBRARY CARD REGISTRATION In this field Last name, First name Date of Birth Addr. Type Street Address Rural Route Numbers & Rural Route Boxes Post Office Boxes Temp: Choose this for alternate addresses, such as: To enter an alternate address: SEE APPENDIX R - LIBRARY CARD REGISTRATION ADDRESSES VERIFICATION City,St Zip Code Notice by name addr Phones Type Barcode Pin # Location BType Exp. Date ID # ID Type ID # ID Type Guardian Last Name, First Name Signature date Staff Name Stat Class Borrower Note Newsletter E-CARDS REGISTRATION CARDS PARENT LETTERS DUPLICATE REGISTRATION BABY S FIRST LIBRARY CARD LIBRARY CARD REGISTRATION FOR DAY CARES AND OTHER ORGANIZATIONS JUVENILE ROLLOVER CARD RENEWALS For adult borrowers: If There Are No Changes If There Are Changes For juvenile borrowers: LOST LIBRARY CARD vii

8 When a borrower leaves her card at the desk, or the card is found elsewhere in the library: If borrower lost her card and wants a new card: If a borrower calls the library and says that he lost his library card: UNUSUAL ID S CHAPTER 28 REPORTS ACCESSING, SAVING, AND PRINTING A REPORT To access the Requests report ACCESSING THE HOLD SHELF REPORT To access the Hold Shelf report ACCESSING THE EXPIRED/CANCELED HOLDS REPORT To access the Expired/Canceled Holds report ACCESSING THE REQUEST PULL LIST To access the Request Pull List Report Items on Pull List that are not found on shelves PROCESSING THE PULL LIST CLAIMED RETURNED/MISSING/TRACE/LOST REPORTS CHAPTER 29 OFF-LINE CIRCULATION PC RELIANCE Contact List: USING PC RELIANCE st Window: nd Window: rd Window: th Window: Checkout in PC Reliance Checking In Items PART 1 UPLOADING OFFLINE TRANSACTIONS AT EACH LIBRARY LOCATION PART 2 : UPLOAD PC RELIANCE ESA PC RELIANCE COMMUNICATION PROCEDURES CHAPTER 30 LIBRARY SPECIFIC INFORMATION SHEET CHAPTER 31 CIRCULATION HOT KEYS CHAPTER 32 SERIALS NORMAL SERIALS CHECKIN ON-GOING CHECKIN DAMAGED CHECKIN VIEWING CHECKIN DETAILS AND HISTORY VIEWING THE ISSUE DETAIL LIST WINDOW RESETTING THE DATE OF EXPECTATION SPECIAL ISSUES CHAPTER 33 APPENDIXES APPENDIX A - WHO TO ASK/SEND THINGS TO: APPENDIX B- DISTRICT LIBRARIES APPENDIX C NON-ACCESS PARTICIPANTS APPENDIX D TEMPORARY HOUSING ADDRESSES APPENDIX E TIPS FROM THE DRIVERS APPENDIX F PRINTING AND REPORTING MONTHLY/DAILY STATISTICS New Borrower Registration Data APPENDIX G ILL PERIODICAL & MICROFILM FORM APPENDIX H PATRONS WHO CAN T LOGON TO HIP APPENDIX I- PATRON IDENTIFICATION FOR LIBRARY USE APPENDIX J- CREATING EXCEL SPREADSHEETS FROM HORIZON DATA viii

9 APPENDIX K- BANKRUPTCY APPENDIX L - COMMUNICATION PROCEDURE: CONNECTIVITY ISSUES APPENDIX M NEGOTIATION INSTRUCTIONS FOR FINES/FEES APPENDIX N SELF-SERVICE HOLDS APPENDIX O PRE-OVERDUE FLOW CHART APPENDIX P ITEM STATUSES APPENDIX Q - MCNAUGHTON BOOKS AND AUDIOBOOKS Identify a McNaughton Book Identify a McNaughton Audiobook Returning McNaughton Materials APPENDIX R - LIBRARY CARD REGISTRATION ADDRESSES VERIFICATION: CHAPTER 34 INDEX ix

10 Chapter 1 GETTING STARTED Computers Each morning, turn on receipt printers before rebooting (restarting) all staff and borrower computers. Once each week, staff should do a cold reboot on all staff and borrower computers. Rebooting Circulation Terminals & Log in - Warm Reboot 1. Turn on receipt printer 2. Click on start. 3. Select Shut Down. 4. Choose Restart. 5. Click on OK. The computer will now automatically shut down and then turn back on (this is a reboot ). 6. Press the CTRL, ALT, DELETE keys at the same time, when prompted. 7. At the Log-on Screen, type branch s user name and password. The Desktop appears. 8. Click on the Horizon icon. 9. Type in library username and password. 10. Click on OK Rebooting Circulation Terminals & Log in - Cold Reboot (Once a week) 1. Click on Start. 2. Select Shut Down. 3. Choose Shut Down. 4. Click on OK. The computer will now automatically shut off. 5. Wait 15 seconds and press the power button to restart computer. 6. Follow steps 5 through 10 above. Exiting Horizon 1. Click on File, Exit or Click on X in upper right hand corner. 2. Turn off monitor, leave computer on. 3. Turn off receipt printers. Rebooting borrower PCs (daily/warm) from a circulation PC 1. Click on the Sam PC Activity Manager icon. 2. Click Restart (on left hand side) 3. Double click each machine number. 4. Click Done. 1.1

11 Rebooting borrower PCs (weekly/cold) from a circulation PC 1. Click on the Sam PC Activity Manager icon. 2. Click Shutdown (on left hand side) 3. Double click each machine number. 4. Click Done. 5. Push power button on each machine to turn on. 6. Gates PCs only log on w/user name and password. Rebooting PACs (daily/warm) 1. Turn on monitor. 2. Click Start. 3. Click Shut Down. 4. Click Restart. 5. When reboot is finished, click on the patron catalog icon to open HIP. Exiting Borrower PCs (Daily) Turn off monitors. Staff Computer Restart Strategy 1. If the screen freezes up during a borrower transaction, make sure the receipt printer is turned on and there is adequate paper on the roll. 2. If that is not the problem, check to see if the borrower s account is in use on another terminal. If neither situation exists, do the following: a. Press the CTRL, ALT and DELETE keys. b. Select Task Manager c. Click on Hummelstown Community Library (or your library s name) & choose End Task If this does not work, do the following: d. Press the CTRL, ALT and DELETE keys. e. Choose Shutdown As a Last Resort, Turn the computer off. Wait about 15 seconds and turn the computer back on. 1.2

12 Logging on to Horizon Log into Citrix and Horizon Unforeseen circumstances may sometimes require logging back in to both Citrix and Horizon. Please follow the following instructions in such cases. 1. Double click on the Citrix icon on your desktop. a. If you don t have the icon on your desktop, look for it in your Start menu. 1.3

13 2. Log into Citrix. a. Username: dcls-your seat number. For example, dcls-15. Please contact IT to get the seat number to your computer b. Password: (this is case sensitive) c. Domain: dynixasp d. If you check off Save Password, Citrix will remember the username and domain (but not the password, go figure). 1.4

14 3. Launch Horizon. You will have to repopulate the Server and Database fields. a. To do that, click on the Server button at the bottom. b. Select sdsql from the dropdown menu at the server line. c. Login: dclsstaff (for computers WITHOUT AlphaG) or computer name, e.g. ESA99 (for computers WITH AlphaG) d. Password: e. Click OK 1.5

15 4. Select dcls as your database and then log in to Horizon normally at this point. 1.6

16 Customizing the Display The Horizon launcher workspace can by slightly customized for viewer comfort and preference. 1. Click on Horizon icon on desktop. You will see this window 2. Enter user name and password. After entering password, and before clicking OK, the Options button will be available. In Options, you can choose font and font size. 1.7

17 3. Font style and size a. Click Options. b. Click Window Font. c. Choose Font style. d. Click Font Size. e. Choose size 9 or lower. Note: If a size higher than 9 is chosen for most fonts, parts of the screen will not be visible without scrolling, especially if the Navigation Bar is displayed. f. Check Make Default if you want the setting to remain when computer is rebooted. g. Click OK. h. Click OK again at main logon window. 5. Library Location - Horizon should use your location by default, but sometimes you may see a different library name in the blue Title Bar. Change the location to your library: 1.8

18 In the main launch window: a. Click File. b. Click Change User. c. Enter your username and password. d. Click OK. e. Click Yes to close all sub windows. 6. Once in the launcher workspace, the display can be further customized. Show or hide the Navigation Bar on the left hand side of the screen. Click the Toggle Navigation Bar button on the tool bar to open and close the Navigation Bar. When the Navigation Bar window is open or closed, you can use the buttons on the task bar to: Open a CKI window. Open a CKO window. Open Circulation Reports. Open a New Search box. Open Item Group Editor Status only. Show or hide the workbook tabs (elephant toes) at the bottom of the screen. Click the Toggle Workbook button on the toolbar to show or hide the tabs. Conventions Mouse Click. To place the mouse pointer on an icon, command, or button and quickly press and release the primary (usually the left) button once. Double-click. To place the mouse pointer on an icon, command, or button and quickly press and release the primary mouse button twice. Right-click. To place the mouse pointer on an icon, command, or button and quickly press and release the secondary (usually the right) button. Drag. To press and hold the primary mouse button while moving the mouse. Choose. To press and hold the primary mouse button while moving the mouse. Highlight. To click once on an option in a list so the option is selected and displays in reverse video. In a field, you may drag the mouse over text to highlight that text. Keyboard Keys on the keyboard are shown in uppercase, bold characters (for example, the TAB key ). The keys on your keyboard may not be labeled exactly as they are in this guide. 1.9

19 When you are instructed to press two or more keys at the same time, the keys are connected by a plus sign. (For example, ALT+H means to hold down the ALT key and press the H key.) Text or numbers that you are instructed to enter using the keyboard are enclosed in quotation marks (for example, enter main in the Location field). General In step-by-step instructions, the names of menus, buttons, fields, and other options appear in bold typeface (for example, the OK button or the Borrower field ). When you are instructed to choose an option from a menu, the menu and menu options are separated by commas. (For example, choose File, Save means to choose the File menu, and then choose the Save option from the menu.) 1.10

20 Chapter 2 CHECKOUT AND CHECKIN About Checkout and Checkin Circulation helps keep track of where your library s items are. When you check out an item to a borrower, Horizon assigns that item s record to that borrower s record. Other borrowers know when they check the catalog that the item is temporarily unavailable. Checking the item back in clears the assignment of the item record from the borrower s record, and the catalog shows the item as available again. Circulation allows you to renew items (except items on hold for another borrower, items already renewed, and movies) twice for borrowers. Circulation also lets you check in items without calculating fines, change the due date of an item when you check it out, and check out items that ordinarily do not circulate. Launching Checkout and Checkin To start Checkout and Checkin 1. Log in to Horizon. 2. A Checkin and Checkout window should automatically open. 3. If a Checkin or Checkout window does not automatically open, do the following: a. Click the + near the Circulation button on the Navigation Bar b. Double-click Open CKO Window to open Checkout, or c. Double-click Open CKI Window to open Checkin/Request Processing Window. Basic Circulation Tasks Identifying a Borrower in Checkout Before you check out an item, you need to identify the borrower. You do this by retrieving information from the borrower record. There are several ways to find a borrower record in Circulation: Scan the barcode on the borrower s library card. Manually enter the barcode number. Search for the borrower record using search criteria. Search for the borrower using other acceptable forms of ID. 2.1

21 Patron Identification for Library Use Borrowers must have a DCLS library card or another form of acceptable ID (see Appendix L for acceptable ID) to check out materials from any DCLS library. You may look up a borrower by name, using ID, if the person needs a replacement library card or if he is paying a fine. If you are replacing a library card, you need to ask for an acceptable form of ID There is some new technology which allows people to store barcodes from their shoppers cards, gym memberships and, of course, library cards on their smart phones. DCLS accepts library barcodes stored on smart phones. You can search by an alphabetical last name listing or by keywords from the borrower s name. You can also search by borrower record number, telephone number, ID number, or by the barcode of an item that the borrower has checked out. To identify a borrower in Checkout 1. Open the Checkout window. 2. Do one of these options: Scan the barcode on the library card. Type the barcode number in the Borrower Barcode field. Do a borrower search. To start a borrower search 1. Click Borrower, Find Borrower (F4). Horizon displays the Search window: 2. If you want to restrict your search to only those borrowers registered at your location, choose Borrower, Search This Location Only. This should rarely be used as patrons register at and use many different libraries. Note: Searches continue to be restricted until you deselect this option. 2.2

22 3. Highlight the search index you want in the Indexes list. 4. Enter the required information in the Search for field and click OK. One of these things happens: If you choose a search index that requires an exact match, such as the borrower number, Horizon returns the borrower record results to the Checkout window. Horizon displays the selected name, barcode #, and borrower type (BType) code and description in the Borrower display field of the Checkout window. If you choose an alphabetical search index, or another index that brings up a list, Horizon brings up a complete list of borrowers, sorted according to the search criteria. Double-click on the borrower you are searching for. Horizon returns the borrower record results to the Checkout window. Note: If the name you enter into an alphabetical search index does not exist in the borrower database, the selector arrow will point at the name that is closest to the one you entered, in an alphabetically ordered list. Borrower Circulation Types BTypes-determine general circulation rules for different groups of borrowers. (For example, Resident Adult [ra], Non-resident Juvenile [nj]. A borrower record in the database must represent each person, department, or institution to which you want to circulate items. Horizon retrieves pertinent information from that record during circulation tasks. 2.3

23 Chapter 3 CHECKING OUT To check out items to borrowers, you must identify the borrower and the items to be checked out. When you do these steps, circulation adds the new item to the list of items checked out by the borrower and calculates and displays the due date. Loan Periods BE SURE TO READ THE SCREEN AFTER EACH ITEM IS CHECKED OUT. Type of Material Original Loan Period Renewal Loan Period Holiday Books 3 weeks 3 weeks Periodicals & Encyclopedias 3 weeks 3 weeks Express Books 2 weeks No renewal Entertainment DVD s 1 week No renewal Non-fiction DVD s 3 weeks 3 weeks District Libraries Regular checkout 3 week renewal time + 1 week for delivery time. District Loans & ILLs for DCLS Patrons ILL = Date stated on strap DIST= Date stated by lending library All other materials 3 weeks 3 weeks 1 week unless No Renewals is written on the band. Contact ILL Department if borrower wants longer than a 1- week renewal. Item Circulation Types Each item that circulates from the library must be represented by information in the database. Horizon retrieves the necessary information during circulation tasks. IType Item circulation types. ITypes determine loan periods, fines, and the number of items in this category that a borrower may have checked out at any given time. (For example, you can have an IType for books (b) and another IType for Computer Software (CD-ROMs). To see a list of ITypes: 1. Open Administration menu. 2. Click Group Editor Menu. 3. Double click Item Group Editor - Status Only. 4. In Compound Search Window, click IType. 5. Click Show Codes. Horizon displays the list of ITypes used at DCLS. 3.1

24 To Check out an item normally DO NOT check out items until an address correction is updated, and never check out anything if the account has a CB block (Credit Bureau block). 1. In the Checkout window, identify the borrower. a) If there are any blocks, open and read them (blocks/notes). Inform borrower of overdue fines, overdue books, items being held, a hold cancellation message, or address correction needed. b) Delete any message brought to a conclusion. c) DO NOT DELETE A CREDIT BUREAU BLOCK. See Chapter 13 for more information about Credit Bureau blocks. d) Click CKO to continue checkout 2. Scan the item s barcode. Circulation checks out the item and displays the due date in the All Items Out list box. 3. Repeat step 2 for all other items the borrower wants to check out. 4. If you want to see a list of all items currently checked out to the borrower, click All Items Out or click CKO, All Items Out. 5. You can get additional information from the Checkout window by clicking these buttons: Blocks. This opens a list of current blocks for the borrower. Edit Item. This lets you edit circulation information for the item you select in the list box. 6. After scanning all items, print a date due slip ((F11), give to borrower & remind her/him of due dates. Note: To clear all of the borrower information from the Checkout window, click Clear. Circulation then displays a blank Checkout window. Checking out an item that another borrower has placed on reserve If a borrower brings an item to the circulation desk for checkout and the following message appears: 3.2

25 1. Click Yes to check the item out to the borrower. Note: Horizon automatically puts the borrower back at the top of the request list. Checking out an item on the hold shelf to a different borrower. If a borrower wants to pick up an item on hold for someone else and check it out on his card, rather than the card of the person it is on hold for, scan the borrower s card and the item. The following message will appear. Click Yes. Horizon will ask you: 2. Select No To check out an item with a missing or damaged barcode: 1. Open the borrower s account (scan card or do search using appropriate ID) 2. Click Item, Find Item (F2), to search for item. 3. Click Title Browse. 4. Enter title of item. 5. Highlight title on list. 5. Click Show Copies 6. Horizon displays the title in the Copies window. If there is more than one copy available, highlight the one you want. 3.3

26 7. Press F10 or choose Edit, Send to. Horizon displays the Send To dialog box. 8. Highlight Checkout. 9. Double-click Checkout or click OK. Horizon displays the title s barcode number in the barcode field of the Checkout window. 10. Click OK. Changing the Due Date Although due dates and times are calculated automatically, you can manually adjust a due date for a borrower. To change the due date: 1. Identify the borrower. 2. Identify the item in list of items you have just checked out, or if the item was checked out at another time, click All Items Out. 3. Highlight the item in the list box and click Edit Item or right click to open a menu and then select Edit Item. Horizon displays the Edit Checkout window: 4. Make the change in the Due Date field. You may enter a note in the Note field (which will display when the item is checked in) and in the Internal Note field (which the library staff views). 5. Click Save and Close. 3.4

27 Chapter 4 CHECKING IN Checkin Modes Choose from among five checkin modes. When you first open Checkin, Horizon defaults to the standard checkin mode. If you choose a different checkin mode, Horizon uses that mode to check in items until you choose a different mode or until you close Checkin and reopen it. Whenever you use an option other than Standard, Horizon displays the name of the checkin mode you are using at the top of the window. Standard This is the default mode and lets you check in library items normally: at the current date and time, as a regular circulating item, and assessing fines if due. Bookdrop The Bookdrop mode automatically changes the checkin date to the previous day (or the library s last open day) and changes the time to one minute prior to the closing time of that date. In-House Use If you want to keep track of usage for non-circulating or other items that are used within the library without being checked out, you can check in the items using the In-House Use mode. Note: If this mode is used these statistics must be subtracted from the monthly circulation statistics submitted to Public Services. Exempt Fines The Exempt Fines mode exempts the borrower from any fines. Renewal Horizon renews the item for the borrower to whom it is currently checked out. Before renewing, Horizon first checks to see if another borrower has requested the item, if the borrower has exceeded the maximum renewals, or if there are blocks on the borrower record. To print a receipt with the new due date, use the F11 key. 4.1

28 Setting Up Checkin Display Options Before you begin Before you begin checking in items, decide: Whether to show borrower names during checkin- this is beneficial so that you can see any blocks that the person might have on their account, including accounts in Credit Bureau that may be changed by checking in the items and need to be readjusted (see Appendix M). Whether to show information about items you check in that weren t checked out. Which checkin mode you want to use. Although you do not need to identify a borrower when you check in an item, you can set up the checkin display to show the borrower name. When you choose to show the borrower s name, the name appears to the right of the Barcode field, and items in the list view relate to the borrower shown. When you try to check in an item that is not currently checked out, Circulation displays an Item Not Out Checkin message, but the item will display in the list view. You can choose to hide the Item Not Out message. When you check in an item that has a hold request on it, Horizon displays a message indicating the hold. You have the option to cancel the hold or to leave the item on hold. If you choose to leave the item on hold, Horizon displays a message directing you to put the item on the hold shelf. You can choose to hide the message at any workstation. 4.2

29 To set up Checkin display options: 1. Open the Checkin/Request Processing window. To do this Do this Display the name of the borrower Note: It is required that this option be displayed when processing the Pull List if the borrower s name is not shown on the list. Hide the Item Not Out message Display items that were not checked out Hide the Hold Shelf message To Set up a Checkin mode Choose CKI, Show Borrower. When you check in an item, any blocks associated with its borrower will be displayed. However, the Current Blocks window displays only once per borrower per checkin session. Choose CKI, Show Blocks to see again the displayed borrower s blocks. Choose CKI, Hide Item Not Out message. Choose CKI, Always Put in List Choose CKI, Hide Place Hold on Shelf message. 1. Open the Checkin/Request Processing window 2. Click one of these modes: Standard Bookdrop In-House Exempt Fines Renewal If you choose a mode other than Standard, Horizon displays the name of the mode you chose: 4.3

30 3. When you finish checking in items in the selected mode, repeat step 2 to choose another mode. Checking in an Item Normally When you check in an item, Circulation typically does these things: Records in the borrower record that the item has been checked in by clearing it from the items out list Records in the item record that the item has been checked in Prompts you if the item has been requested, or is in transit from another location Checks to see if the item is overdue and imposes the correct fine if necessary You can also get information about a borrower s blocks, change the checkin date and time for the current session, or edit item information. Horizon checks in the item and displays the title and other information in the list box. NOTE: To clear the borrower and checkin information from the Checkin/Request Processing window, click Clear. A blank Checkin/Request Processing window is displayed. 4.4

31 Here is an example of the checkin window: If you choose CKI, Show Borrower, Horizon displays the borrower s name. Show Blocks This displays the blocks of the borrower who most recently checked out the item selected by the arrow in the Checkin/Request Processing list box. Change CKI Date This displays a window in which you can change the checkin date and time. (Until you change the clock back or until you close Circulation and reopen it, Circulation will continue to use the new checkin date and time for all subsequent items that you check in.) Edit Item. This lets you edit circulation information for the item you select in the Checkin/Request Processing list box. To check in an item normally 1. Scan the item s barcode. 2. Look for any of the following messages: Item on Hold -This is for items that will be staying at your library. Follow library procedures for printing a Hold Slip. Uncheck Print Hold Slip box. Click OK. 4.5

32 Item is Requested This is for items that are on hold for a borrower at another library. A pop-up box will provide the following information: a. Fill out appropriate Sending Slip and click on Continue. Location Difference. Item Status Changed to Transit: This is for items that belong to another library, and are not on hold. 4.6

33 a. Fill out appropriate Returning Slip and click on Continue. Item is a Claimed Returned Item is a Lost Item Found. a. Click Continue. b. Charge for item will be removed from Borrower s account, but the processing fee and any fines accrued will remain on the account. Printing Workslips Workslips print at checkin to notify staff that an item needs special attention. Hold Slip. Notifies staff that the item has been requested and needs to be placed on the hold shelf. 4.7

34 Media Checkin Make sure all pieces of media items (like audiobooks) are present and check for visible damage before checking in. Damaged/Missing Pieces/Items with problems reported by borrowers (For more information on when to withdraw materials or send for replacements see Appendix N) Note: DO NOT check in any AV item missing a disc or cassette. If missing disc or cassette, see next section. To check in an item that is damaged or is missing pieces other than a disc or cassette: 1. Check in the item in Damaged Mode 2. Add charge, with message for the damaged item or missing pieces on the borrower s account. a. If item must be withdrawn, charge should include cost of item and processing fee. 3. Fill out a Damaged Item Slip 4. Call the borrower to ask for the missing pieces. Note: If item is waiting for missing pieces, and title is on hold, put it in mending status; this will allow the hold to bypass this copy. 5. Withdraw item if badly damaged and follow library procedures. a. If item belongs to another library, notify manager that item was withdrawn (see instructions to withdraw below). To check in an item with problems reported by borrower 1. If owned by your library, follow library procedures. 2. If owned by another library, write message on Returning slip stating that the borrower reported a problem, describe the problem, include the borrower ID, and send to home library. If an item is missing a disc or cassette: 1. Renew item, if possible. 2. Call the borrower to let her know that a disc or cassette is missing and the item will not be checked in until the piece is returned. 3. Fill out Damaged Item slip. 4.8

35 4. Put message to borrower on account, stating disc or cassette is missing from item and piece is needed for checkin, include staff initials. 5. Follow library procedure for storing item until missing piece is returned. To withdraw an item belonging to another library 1. Open the Item Status Editor on the desktop. 2. Select Change. 3. Select Withdrawn from the drop down menu. 4. Scan the barcode of the item(s). 5. Select Go and then close the Item Status Editor. 6. The item is now withdrawn. Fast-Added Item A fast-added item is one for which a short bib record was created, usually at the time of checkout. This is typically done when a borrower wants to check out an uncataloged item or District loan. To check in a fast-added item. 1. In the Checkin/Request Processing window, scan the barcode of the item. Horizon displays one of these messages: This item and the bibliographic record to which it is attached are being deleted. a. District Loan - Fill out Returning slip and put on delivery for district library. This item needs to be cataloged. a. Send to Collection Management for cataloging or follow library procedures. i. Fill out Sending slip, write ATTN: Matt Schaedler and include message saying item needs to be cataloged. 2. Click Continue (Horizon displays the title and other information in the list box). Overdue Materials If Show Blocks is checked in the CKI menu, then the borrower s Blocks screen will pop up. If Show Blocks is not checked in the CKI menu, then the borrower s blocks screen will not show. Payment. 1. Highlight the fine block to which you want to apply the payment. 2. Click Payment. 4.9

36 3. Enter or verify the amount being paid. 4. Enter your initials in the check number field. 5. If the borrower is using a check as payment, enter the check number in the Check Number field. a. Add the following information to the check: a. Borrower ID number b. Borrower s driver s license number c. Your initials 6. Always print a receipt for the patron. a. Mark the Print Payment Receipt. b. Click OK. Overdue notifications Borrowers choose how they would like to be notified about overdue materials. Their choices: Phone Notification: BOBB - Computerized notification system calls on the 1 st day after an item becomes overdue. If the calls are unsuccessful, BOBB will call for two more days. If the calls are still unsuccessful, a mailer will be sent out after the 4th overdue day. If the item is not returned, BOBB will call again before sending out the final overdue notice. The final overdue notice will be sent out 14 days after the first notice. Mail Notification Note: There is no difference in timing of notification between and regular mail A mailer will be sent out after the 4th overdue day. If the item is not returned, a final overdue notice mailer will be sent out 14 days after the first notice. 4.10

37 Notification An will be sent out after the 4th overdue day. If the item is not returned, a final overdue notice by will be sent out 14 days after the first notice. A bill for lost items is sent when library items are 45 days overdue. Also, borrowers who owe more than 3.00 in fines receive a bill for the amount. Overdue Notice Flowchart Due Date 1 st Overdue Day 2 nd Overdue Day 3 rd Overdue Day 4 th Overdue Day 5 th Overdue Day Bobbi Call Day Bobbi Call Day Bobbi Call Day* Print and Notices Go Out ** *If we can t reach a patron by phone after the 3 day calling period, they will receive a print notice by default. **Print Notices are run manually in Horizon by staff on a Monday-Friday schedule. If the 5 th overdue day falls on a Saturday or Sunday, the print notices will not get sent out until Monday. and phone notices go out 7 days a week. Assessment of Fines Adult Material 25 /day Maximum Fine Juvenile 25 /day $20 or 90% of Material Open For 25 /item/day the cost of the item, Discovery Bags DVD s $1.50/day whichever is less. CD-ROM kits $1.50/day Reference $1/day Horizon Material ILL Items $2.00/day automatically displays 90% of 4.11

38 District Items 25cents/day the cost of the Equipment $5/day item. If 90% of NO CHECKOUT IS the cost is PERMITTED ON AN more than $20 ACCOUNT THAT HAS A and the patron CREDIT BUREAU BLOCK is paying the UNTIL THE ACCOUNT IS maximum fine, PAID OFF COMPLETELY. reduce the fine (Time-payments are permitted; to $20. but no checkout until there is a $0 balance.) Damaged or Missing Materials. The Damaged Mode can be used when a borrower is responsible for the loss or damage of a piece that belongs to an item (ex: book with CDROM). When is something Damaged? Look for the following signs: 1. Paperback covers that are excessively tearing or fraying 2. Loose or exposed binding 3. Water damage Check to see how old the item is. If it s several years old and has many checkouts, it s likely that it s simply worn out through normal wear and tear. Is it the last copy of an item? Bring the item to your supervisor or manager with a note stating that it s the last copy. The supervisor/manager will make the decision about withdrawing it or ordering another copy. If it s an old item and not the last copy, simply withdraw it. When do you charge someone? 1. Is it a new item with only a few checkouts? Then it s likely the last borrower damaged it and you should charge them. 2. Did the borrower admit it? It is not uncommon that the borrower will admit to having damaged the item and will be willing to pay for it. 3. Take into account recent events and conditions. For example, if you receive something with water damage, try to remember if it s been raining hard lately. The outdoor bookdrops are not 100% waterproof, and the item may have gotten wet there through no fault of the borrower s. 4.12

39 Filling in the Damaged Item Slip Anytime you place something in Branch Manager or Mending status, or put an item in the problem drawer, be sure to fill out a Damaged Item Slip and attach it to the item. This will ensure that whoever goes to resolve those items will have all of the necessary information about it, such as dates, staff initials and a brief description of the problem. At Checkin To assess a charge follow this procedure: 1. Open the Checkin/Request Processing window 2. Choose CKI, Damaged Mode (Horizon displays the Checkin/Request Processing window with a notation in red next to the Barcode field that you are now in the Damaged Checkin mode.) 3. Scan barcode of damaged item. 4. Horizon displays the item in the list box with a status of Damaged Note: If an item is checked in as damaged by mistake, choose CKI, Damaged Mode to exit Damaged Mode. Then check the item in again, using Standard mode. 5. Scan or enter the barcode for the next item. Horizon asks if you want to exit Damaged Checkin Mode. 6. If you want to continue checking in items as damaged, click No; otherwise, Click Yes. 4.13

40 7. After all damaged items are checked in, add a Fee Block to the Borrower s account. Fee is cost of missing piece or cost of item and processing fee. Include your first initial and your entire last name. 8. Fill out a Damaged Item slip. 9. Call borrower to notify her of the charge on her account. 10. Follow Library Specific Information to handle the rest of the process. PROCESSING FEES Magazines $ 2.00 Regular paperbacks (not cataloged as $ 2.00 books) Cataloged books, cassettes, CDs, DVDs, $ 6.00 LV, MP3 s, 33 1/3 rd Audio books, CD-ROMs $11.00 Example: $5.95 (price of item) (processing fee) $7.95 Total Replacement Costs for Missing/Damaged Pieces Charge/ piece Item Type $2 Note: Maximum Charge for any one item is $8. a. Pieces belonging to Cassettes & CDs: jewel cases (single or double), inserts, booklets b. Pieces belonging to DVD s: package fronts, pouches, title slips, etc. $8 a. For missing CD or Cassette that can be replaced. (A list of companies that allow replacement of CDs/Cassettes to audio books should be posted at your Circulation Desk, or see Appendix D) b. CD-ROM Bags c. CD-ROM Custom Cases 4.14

41 Changing the Checkin Date Horizon uses the current date from your computer operating system as the date an item is checked in. You may need to change the checkin date to a date other than the current one. (For example, a borrower returned a DCLS item to a district library and the item was placed on delivery. We want to change the checkin date to one week prior to the day we receive the item on delivery.) To Change the Checkin date 1. Open the Checkin/Request Processing window. 2. Click Change CKI Date. 3. Horizon displays the Change Checkin Date & Time dialog box: 4. Enter the checkin date you want to use. 5. Click OK. Note: The new checkin date and time display at the top-right corner of the Checkin/Request Processing window. The date and time display in italics to indicate that the clock is stopped. 6. When you are ready to return Checkin to the correct date and time, continue with Restarting the Clock. 4.15

42 Chapter 5 RENEWAL OF ITEMS In Circulation, you can renew one or more items at a time for a borrower. A borrower can renew items on the telephone or in person. For online or telephone transactions, the person must have their account number and verify two additional registration items (total of three). Renewal Limits. This limits the number of times a borrower can renew a library item. If a borrower attempts to renew an item more times than the limit allows, Horizon prompts you that the maximum has been reached. Renewal Due Date. The renewal time varies with IType. Renewing an item during checkout 1. Ask for patron barcode and enter into Item or Borrower Barcode field. 2. Take care of any blocks. Horizon displays a list of all items checked out to the borrower. 3. Do one of these options listed on the next page: 5.1

43 To do this Do this Or this Renew one item 1. Scan the item barcode or type it in the Item or Barcode field 2. Click Yes when Horizon asks if you want to renew the item. 3. If the items are present click Yes. 4. If the items are not present, click No. 1. Click All Items Out. 2. Highlight the item you want to renew and choose CKO, Renew. Renew more than one item Renew all items 1. Scan the item barcode or type it in the Item or Barcode field. 2. Click Yes when Horizon asks if you want to renew the item. 3. Repeat steps 1 and 2 for each item that you want to renew. 4. If the items are present click Yes. 5. If the items are not present, click No. 1. Scan the item barcode or type it in the Item or Barcode field. 2. Click Yes when Horizon asks if you want to renew the item. 3. If the items are present click Yes. 4. If the items are not present, click No. 5. Repeat steps 1 and 2 for each item. 1. Click All Items Out. 2. Highlight the items you want to renew and choose CKO, Renew. 1. Click All Items Out. 2. Choose CKO, Renew All. OR 1. Click All Items Out. 2. Highlight all the items and choose CKO, Renew. 5.2

44 Horizon renews the items and displays the new due date in the list box. Note: Horizon displays only the renewed item in the current checkout display. If you print a receipt for the current session, the receipt lists only items checked out or renewed during the session. If the item has exceeded maximum renewals, which means that the item has either already been renewed twice, or it is an item that cannot be renewed (Ex. DVD s), this message will appear: 1. Click No Override. 2. Explain to the borrower that you cannot renew the item. Note: You can add additional time based on the circumstances, but tell borrower that it is a one time only extension. If the item is on hold for another borrower, this box will appear: 3. Click on No. DO NOT RENEW AN ITEM THAT IS ON HOLD. 4. Tell the borrower the new due date or the reason why the item cannot be renewed. Offer to put item on hold for borrower if it cannot be renewed. 5.3

45 NOTE: ITEMS CAN ONLY BE RENEWED TWO TIMES and must be returned to shelf for a 24 hour period before they can be checked out again on the same card. If an item is not renewable and is returned by someone other than the borrower who checked it out, it may be checked out on the card of the borrower who returned it, after it has been checked in. Renewing an item at checkin 1. At Checkin window, click CKI, Renewal. 2. Scan item barcode. 3. Answer Yes if item is present and No if it is not. If item cannot be renewed, the Renewal Maximum Exceeded box will appear. a. Click No Override. If item can be renewed, it will appear in list in Checkin window. a. Type F11 to see new due date on receipt. b. Hand receipt to borrower if he is in the library. c. Tell borrower on the phone the new due date. 5.4

46 Item Renewal Periods. Type of Material Original Loan Period Renewal Loan Period Holiday Books 3 weeks 3 weeks Periodicals & Encyclopedias 3 weeks 3 weeks Express Books 2 weeks No renewal Entertainment DVD s 1 week No renewal Non-fiction DVD s 3 weeks 3 weeks District Libraries Regular checkout time + 1 week for delivery time. 3 week renewal District Loans for DCLS Patrons DIST= Date stated by lending library 3 week. Renew through district catalog ILLs for DCLS Patrons Date stated on strap 1 week unless No Renewals is written on the band. Contact ILL Department if borrower wants longer than a 1- week renewal. All other materials 3 weeks 3 weeks 5.5

47 Chapter 6 SEARCHING THE CATALOG Types of Searches General Keyword Use to search key terms on the item record including title, author, subject, and contents. This is useful for finding songs, plays, poems that may be part of a collection. The words you enter must be spelled correctly. Title Keyword Use when you know one or more words in a title, but not the exact title, or you want items that have certain words in the title (ex: items with Pennsylvania in the title). The words you enter must be spelled correctly. Title Browse Use this search when you know the exact title or you want to browse through an alphabetical listing of titles. Subject Keyword Use when you are unsure of the exact subject heading. You can use a few keywords to try to find the exact subject heading or headings. The words you enter must be spelled correctly. Subject Browse Use when you know the exact subject heading and/or you want to browse an alphabetical listing of subject headings and sub-headings. You can do a complete search of fictional characters. For example, for the character, "Alex Cross" in James Patterson's books, type in the "subject browse" index Cross, Alex. The search results should bring up all of the titles that have this person as the main character. You can also do a complete search of genres. For example, when you type in African American authors your search result should bring up the entire list of titles by African American authors. If you are searching for audio books (adult or juvenile) in the subject browse index the search result should bring up the entire list. 6.1

48 Name Keyword Use when you are unsure of the name. This search includes all authors and performers. The words you enter must be spelled correctly. Author Browse Use when you know the exact name of the author or you want to browse an alphabetical listing of authors. Searching Steps 1. Click Item, Find Item (F2) for Search Screen. 2. To choose restrictions, click Restrict. a. Highlight Zero, one or more locations AND one of the following: Juvenile materials (no YA) YA Materials Books on CD (adult/ya/juv) Books on Tape (adult/ya/juv) Books on MP3 DVD s (adult/juv) Browning Collection Compact Discs (adult/juv) Cassettes (adult/juv) CD-ROMs (adult/juv) b. Click OK. Horizon will list any active restrictions on the search screen. c. To cancel restriction(s): i. Click Restrict. ii. Click Reset or Clear. iii. Click OK. Note: All searches made after restriction is set will be restricted until the restrictions are cleared. 3. Highlight the type of search you want to do: title, author, subject, etc. (see above) Note: If you are unsure what items a search term will look for, click the Example button at the bottom of the search window to see a description of the search type and an example. 4. Enter information in Search for box. 6.2

49 5. Click OK. Your results will display or you will get this message. This search message means the catalog does not contain the term(s) you entered or the terms were misspelled. 6. If your search returns a list of subjects, authors or titles that are longer than 30 items, click Resume to see the entire list. You can sort or limit your results. 7. To sort results: a. Click Sort. b. Highlight Author, Title, or Pub date. c. Check Descending sort or leave box blank for ascending sort. d. Click OK. Note: To list items in order of publication date with the most recent at the top, highlight Pub date and check the Descending sort option. 8. To limit results to a specific format: a. Click Limit. b. Highlight Physical description. c. Click Contains radio button. d. Choose a format to limit results to these options and type word(s) in Limit text box: DVD use videodisc VHS use videocassette Both types use video Music CD and/or BCD use sound disc Music CAS and/or BT use cassette For all types use sound CD-ROMs use disk Horizon will return a list of items limited to the format you have chosen. 9. Conversely, to limit to all items except a certain format: 6.3

50 a. Click Limit. b. Highlight Physical description. c. Click Does not contain. d. Type format from list above in Limit text box. e. Click OK. Horizon will return a list of items containing all titles except those in the format you have chosen. 10. To limit to publication year(s): a. Click Limit. b. Highlight Publication date. c. Click appropriate radio button. Ex. For titles published after 1999, click >greater than; for titles published before 1999, click <less than. d. Enter year. Horizon will return a list of items containing all titles published in the years you specified. Note: You can limit by only one field, but you can limit again on the results of your first limit. Ex. You can limit to CDs and then limit that list to all CDs published after For more search options and more specific and exact limiting, you can use the public catalog (HIP) Advanced Search. Ex. You can choose a title keyword, dating, the collection, YA Nonfiction and sort the list by publication date, all in one step. 6.4

51 Chapter 7 SHARED COLLECTIONS About shared collections Shared or floating collections are materials that remain at the checkin location instead of being returned to an owning library- materials are owned by the library system as a whole instead of a specific library Records are automatically updated with the new location A hold request will trigger delivery between libraries for these items or items can be requested by the libraries through the message forum online DCLS is currently sharing: DCLS is currently sharing all collections except music CD s and entertainment DVD s. Advantages of sharing collections Less delivery between libraries = less work for staff DCLS will be more green because we will be using fewer paper delivery slips Increased circulation statistics- libraries sharing collections have found that circ stats improved because collections became more reflective of local interests Collections are constantly changing and are more browseable Handling the shared collections Staff will be asked to do a daily visual overview of the collections to determine if anything is needed to fill the shelves or if there are extra materials that need to be sent out to other libraries. o Please note that your facility may have and will have duplicate titles due to the shared collections process. Keep all the titles you have at your facilities on your shelves, if there is room, rather than in a storage area There should be no more than 15" of space on a shelf. While eye-balling the collections, staff should also be weeding for condition, so that materials are kept in good condition. Staff should also be looking at the condition of AV cases and ask for replacements following DCLS guidelines. If you notice that a particular collection has too many items, simply weed the collection. If you notice a collection running low on titles, it s OK. That s generally an indication that that collection is not in high demand at your location. 7.1

52 FAQ Q: What materials are included in the shared collections at DCLS? A: See first page. Q: How will this effect circulation statistics? A: With more variety and movement among the collections, we should see circ numbers increase. It s important to make sure that the collections stay filled up. Q: What do I need to do when patrons return these materials? A: Just check them in. The location will automatically change to your library and the items can go right on your shelves. Q: How will holds work with the items in the shared collections? A: Holds will work the same as with all of our other items. Someone places a hold, it shows up on the pull list, and we send it. When it comes back, it stays at the library where it is returned. Q: What do we do with the expired holds? A: When you pull the expired holds off of the shelf and check them in, the computer will either change the location to your library or will tell you to send to someone on the holds list. Q: What if a patron complains that we don t have something (a title or genre) that he wants? A: Encourage the patron to place holds on items. Q: What if I notice a collection that s too full? A: Weed the collection. Check for condition and duplicate titles. 7.2

53 Chapter 8 COMMUNITY COLLECTION This collection consists mainly of donated items, but weeded and purchased items may also be added. All materials must be in excellent condition. The staff members at each library are responsible for choosing items to go into the collection and processing them. This collection is available for use by any patron, including those who do not have library cards or who have cards that are not in good standing. Adding Items to the Collection 1. A yellow Community Collection sticker should be placed on the back cover of all items being added to the collection. 2. Weeded items: barcodes, spine labels, and library identification stickers should be removed, and stamped areas should be covered using whiteout or blank labels. Checking Out an Item 1. Scan the library s generic Community Collection barcode. 2. Enter the number of items that are being checked out. Patrons may take out up to five items from the collection. 3. Select the All Items Out button (This will allow you to give the borrower a list without the Community Collection items listed on the receipt.) 4. Press the F11 key for a receipt. 5. Tell the borrower that there is no due date for Community Collection items. *If a patron does not have a library card or does not have a card in good standing, the items can be checked out on the library s account. Open the library s borrower account in Horizon and follow steps #1-2 and tell the patron that there is no due date. Checking In an Item 1. Items do not get checked in. 2. Follow library directions for returned Community Collection items. 8.1

54 Chapter 9 RECEIPTS Horizon can print receipts for borrowers in one of two ways: Automatically when a library transaction is completed. Manually when a borrower requests a receipt. You can print these types of receipts: Due Date Slip Receipt that lists all items that have been checked out, their due dates, the total number of items that have been checked out to a borrower for the current transaction and the library s phone number. You can print this receipt by pressing F11 after scanning in the last barcode. Checkin Receipt A receipt that lists items that have been checked in and the date. You can print this receipt by pressing F11 after scanning in the last barcode. Renewal Receipt A receipt that lists all items that a borrower has renewed, the new due date, and the total number of items renewed. You can print this receipt by pressing F11 after scanning in the last barcode. Borrower Payment Receipt A receipt that lists the amount that a borrower has paid for an overdue item or other library fee. Note: Always give a receipt for fines and fees payment. Alpha-G Printer start up To ensure that the proper hold slips print, make sure that Alpha-G is running. 1. Left click on the Citrix icon in the tool bar. 2. Then click on the Alpha-G icon. 3. Launch Horizon 4. Click on the Server button 9.1

55 5. Login = Workstation ID (esa70, for example) 6. Password = 7. Click OK 8. Database = dcls 9. Enter library password 10. In Horizon, click on the Tools menu 11. Select Change Receipt Options 9.2

56 12. Make sure that Hold slip is NOT checked 13. Be sure to use File, Exit to exit Horizon, not the X in the right hand corner. This will save your printer settings. 9.3

57 Chapter 10 LOST ITEMS Note: Do not, under any circumstances, accept replacement items purchased by the borrower. Borrowers must pay for lost items; replacing them is not an option. If a borrower claims that she cannot find an item: 1. Check your shelves for the item. 2. If not found, renew the item (always renew the item before choosing one of the options below. 3. After the renewal period ends, the borrower can choose one of these two options: Make the item LOST After an item is paid for, it is the property of the borrower, and no refunds will be given. 1. Place the item in Lost Status. a. In borrower s account, click on All Items Out. i. Highlight item. ii. Click CKO. iii. Click Lost. Make the item CLAIMED RETURNED 1.Place the item in CR status. This gives the borrower & library 30 days to locate the item. a. In borrower s account, click on All Items Out. b. Highlight item. c. Click CKO. d. Click Claimed Returned. iv. Continued on next page. Click OK at this box. e. Click OK. f. Item will now be on block screen. g. Send an to the Claimed Returned list via the link from the staff page <DCLS.org/staff> asking other libraries to look for item. h. Put a note on borrower s account stating that you have asked other libraries to look for item. The person who sends the is responsible for adding the responses from other locations to the borrower s account. Add the responses to the original note. Continued on next page. 10.1

58 Make the item LOST (continued) 2. Click Continue at this box. Cost of item and the processing fee (see pg. 58) will be added to borrower s account. 3. Take payment for item. a. When taking payments by check, write on check: Borrower ID number. Borrower s driver s license number. Your initials. Note: When a lost item is paid for, Horizon changes status to Item missing. Staff must change item status to Withdrawn. 4. Change item status to withdrawn. a. Click Item, Find Item (F2). b. Find copy paid for and in Item Missing (m) status. c. Click F10. d. Highlight Copy/Item List. e. Click OK. f. Click Edit. g. Click Codes box for Item Status. h. Click on Withdrawn (wd). i. Click OK. j. Click Save and Close. Make the item Claimed Returned (continued) If item is found at a library, then the borrower is not responsible for any charges. If the borrower finds the item, and the item is in Lost status, he is responsible for the fines attached to this item, in addition to the processing fee. Note: Items in CR for >30 days are put in Lost status. No fines are accumulated while an item is in CR status. However, if the borrower renewed the item and the item was overdue at renewal, there will be fines attached to the item. 10.2

59 Refunding a Lost Item DCLS policy allows for refunds only in very specific and rare cases. Namely, if a borrower has paid for an item in Lost status and that item is later found on our shelves or in our possession. This is the only time a refund for a lost item will be paid out. To issue a refund: 1. Print up a Patron Refund Form from the FFHR folder in the bucket and fill it out completely. a. Under the Money Comes from This Fund section, select LOST BOOK 2. Have your manager or supervisor sign and date it 3. Send it to the Accounting department at ADM. The accounting department will send a check for the refund amount to the borrower. Paying for Lost Items Borrowed from CCLS DCLS libraries are not required to pay fines on overdue materials borrowed from CCLS, but they will be billed for items that age from Overdue to Lost. CCLS will send the first overdue notice after an item is overdue by 7 days. The second notice will be sent 7 days later. After 21 days, CCLS items move from Overdue to Lost and the borrowing library will be billed for those items. Billing notices are printed quarterly and will be distributed at the District meetings by CCLS s Training Services Coordinator. When District loan items are made Lost by CCLS, the item should be made Lost in the patron s account in Horizon, so that the account accurately reflects the money owed by the borrower. Since District loans are checked out as Fast Adds, the price that will appear is a default charge. Alter the Lost fees as necessary to reflect the bill from CCLS. An automatic billing notice will be sent to the patron from DCLS to let them know about the charge. To pay CCLS for lost materials, DCLS managers should fill out a requisition form for payment to CCLS. The costs will be paid from the Lost account (#5630) and the form should be sent to the Finance and Human Resources Director at FFHR. If there are questions or there is a need to dispute an item listed or billed as Lost, call the CCLS library that owns the item. Do not call the CCLS Administrative offices. 10.3

60 Chapter 11 CLAIMED RETURNED ITEMS Claimed Returned CR status gives borrowers and staff 30 days to find an item that the borrower claims to have returned. Note: No fines are accumulated while an item is in CR status; however, if the borrower renewed the item when it was overdue, there will be fines attached to the item. 1. Explain in detail to borrower how Claimed Returned works. a. Item remains on borrower s account. b. After 30 days, item will be made Lost and borrower will be responsible for cost of item and processing fee. 2. When borrower claims to have returned an item, always renew item, if possible. If overdue when renewed, borrower may wait to pay fine until item is found. 3. If item is not renewable or after renewal period is over, put in Claimed Returned status. a. In borrower s account, click CKO. b. Click All Items Out. c. Highlight item. d. Click CKO. e. Click Claim Returned. Item will show on Blocks screen and All Items Out screen. f. Add your initials as a comment to the Claimed Returned block 4. Staff will convert items in CR status to Lost status after 30 days and cost of item and processing fee will appear on account. 5. The library manager, supervisor or designated staff member will print a list of all items that have been put in Claimed Returned status since your library s previous open day. 6. To retrieve daily list of items in Claimed Return: a. Click Item Group Editor - Status Only (Spider). b. Click Item Status. c. Type c in Search For box. d. Click AND. e. Click Status Last Updated. f. Click Date Range. g. Choose Since and enter date. h. Click OK. i. Click Search. j. Click Display. k. Choose Title, Author, Barcode, Collection, Call No. and Borrower number. l. Click OK. 11.1

61 m. Click Sort to sort list 7. Staff will search for items in the list. 8. If a listed item is found, simply check it back in to Horizon. 9. If the item isn t found, add a comment to the borrower s CR block stating that it wasn t at your location. Include your initials. 10. Print list to identify items in CR more than 30 days. a. Click Item Group Editor (Spider) b. Select Location. Enter your location c. Click the And radio button d. Click Item Status. Enter c for claimed returned. e. Click And f. Click Status Last Updated. Click the Date Range button. g. Select Prior to and enter the date 30 days ago. h. Click Search i. Click Display on the list. Choose Title, Barcode, Status Last Updated and Borrower Number 11. Change all items status to Lost a. Open Find Borrower search box b. Select Borrower Number index. c. Enter borrower number. d. Click OK. e. In borrower s account, Click CKO (override if necessary). a. Click All Items Out. b. Highlight item. c. Click CKO on the Menu bar. d. Click Lost. Item will now be in Lost status and cost of item and processing fee will be added to borrower s account. District Loans and ILL s and Claims Returned Do not place ILL s or District Loans in Claims Returned status. ILL s: Contact June Weaver in the ILL department when an ILL item is in a Claims Returned situation District Loans: Check your library s account with the lending district library, or call that library directly to see if the item was ever returned to them See Chapter 21, ILL s/district Loans for more information. 11.2

62 Chapter 12 DELIVERY Routing Slips Sending 1. Use a pink SENDING slip to send an item to a DCLS library to fill a hold for a borrower. 2. Fill out completely: a. To: Initials of the library to which the item is being delivered. b. From: Initials of your library. c. Date: Date the item is being sent. d. Other: Write a detailed note if needed. e. If the item is going to a staff person write, ATT: [staff person s name] at the top of the slip. DO NOT write borrower s name or other borrower information on this slip. f. Place at least two rubber bands around the item(s) and put in the appropriate delivery bin. Note: Stacks of materials for delivery should be small enough to be held with one hand and have enough rubber bands around them to make them secure throughout the delivery process. Returning 1. Use a pink RETURNING slip for items going back to DCLS libraries (item is not on hold). 2. Fill out completely: a. To: Initials of the library to which the item is being delivered. b. From: Initials of your library. c. Date: Date the item is being sent. d. Other: Write a detailed note if needed. e. EX: The last three pages are missing from the book. f. If the item is going to a staff person write, ATT: [staff person s name] at the top of the slip. g. Place at least two rubber bands around the item and put in the appropriate delivery bin. h. Create piles of books that are easy to handle and have enough rubber bands around them make them secure throughout the delivery process. OR Note: If the requester is a LIBRARY outside DCLS, check to see if it is a district library (ex. Newport Library, Joseph P. Simpson Library, Middletown, etc.). If the item is going to a district library, use appropriate Sending slip and directions above. (See Appendix B). 12.1

63 Chapter 13 CREDIT BUREAU GUIDELINES National Recovery Agency or How Credit Bureau works DCLS imposes Credit Bureau restrictions on patron accounts with a balance of $45.00 and higher. A Credit Bureau block is placed on the patron s account (Image 1) and if necessary, any accounts associated with it connected by a parent/guardian (Image 2). Image 1: Credit Bureau Block Image 2: Associated Credit Bureau Block These blocks are to alert staff that the patron is in Credit Bureau and cannot use our resources. The patron s name and contact information is sent to the National Recovery Agency (NRA). The collection agency will then contact the patron about the monies owed. When a child is placed into CB, the child s account receives a CB Block (Image 1) and their guardian will receive an Associated CB Block (Image 2). The guardian receives a 13.1

64 CB Block because they are responsible for the account and therefore are the ones that are listed with NRA as responsible for the debt. *Please note that patrons other than guardians may also receive an Associated CB Block. For example: A juvenile account goes into Credit Bureau. Their guardian s account receives an Associated CB Block and any other accounts that are listed under that guardian also receive an Associated CB Block. Patrons with Credit Bureau Blocks or Associated Credit Bureau Blocks cannot check out items until the original balance has been paid in full. For example: Little Johnny s account was submitted to NRA for collection with a total of $50. He received a CB Block and his mother and his brother Tommy received Associated CB Blocks. Johnny, his mother, and Tommy cannot check out items until Johnny s original $50 has been paid off. *Please note that the computers are restricted by a monetary amount. No matter what blocks are on a patron s account, if they owe less than $45 dollars, SAM can t stop them from logging onto the computers. It is the responsibility of DCLS staff to alert the CB Administrator of any changes to a Credit Bureau patron s account. This includes but is not limited to address changes, phone number changes, payments on account, materials returned, and waiver of fines. It is also the responsibility of DCLS staff to contact their manager or the CB Administrator with any questions or problems regarding Credit bureau procedures and patron accounts. Credit Bureau Restrictions are as follows: Patron will not be able to check out material. Patron will not be able to use the library computers. What to do when a patron is in Credit Bureau The patron wants to pay on their Credit Bureau Account A patron in Credit Bureau wants to pay the debt owed on their account. All 8 libraries can accept cash or checks. If the patron wants to pay with a credit card they can do so at one of three places: East Shore Area Library (ESA) at the self-checkout machines or at the LPC Alexander Family Library (AFL) at the self-checkout machine National Recovery Agency (NRA) - give the patron a business card for NRA contact information 13.2

65 If the patron is paying by cash or check: 1. Grab a Pink Card and fill out previous balance. Do this before you make any changes to the account. 2. Accept the payment. 3. Process the payment in Horizon. a. Select the items that the patron is paying on b. Select the Blocks dropdown c. Select Payment d. Verify that the amount the patron is paying is same as what is listed in the Amount box e. Write your initials in the Check Number line f. Fill in the Check Number line if patron is paying by check g. If the patron is paying with a check write the following information on the check i. Their drivers license number ii. Borrower ID number of the account they are paying on iii. Your initials h. Check the Print Payment Receipt box 4. Give the receipt to the patron 5. Enter the payment into the cash register using the Credit Bureau category, Key 7 6. Finish filling out the Pink Credit Bureau Action Card 7. Send the Pink Card to the Credit Bureau Administrator at ESA If the patron is paying by credit card at ESA or AFL: If a patron has a Credit Bureau Block on their account, they will not be able to make a payment at these machines by themselves. They will be directed to see the staff. You will need to assist them with their credit card payment. 1. Find out their account information 2. Find out how much they are paying on their account. a. If they object, inform them that you need this information so that you can alert NRA to the changes in their account. 3. Fill out a Pink Credit Bureau Action Card 4. Have your manager remove the CB block on the account so that the patron can use the machine. 5. Direct them to either the LPC or Self Check Out machine and assist them as needed. 6. Send the Pink Card to the Credit Bureau Administrator at ESA. Make a note on the Pink card that the block was removed so that the patron could pay with a credit card. 13.3

66 The patron wants to discuss the account For PSAs: As a PSA you are only able to accept payment. You cannot negotiate a patron s account or take back materials. 1. In all cases, get the manager. He or she can talk to the patron about the account and possibly negotiate. 2. If a manager is not available, offer the patron the Library Manager s business card. a. Get the patron s contact information and offer to have the manager call when he/she is next available. Do not give out the CB Administrator s information to the patron. 3. If the patron wants to return materials, get your manager. He or she is the only one that can accept these materials. b. If your manager is not available: i. Take the materials from the patron ii. Inform them that it is the manager s decision to accept these materials and that you will have the manager contact them with the results. iii. Give the items to your manager with the patron s information. For Managers: Managers may negotiate with the patron at their discretion. They can take back materials that are in good condition and waive fines/fees. 1. Processing fees should not be waived. 2. Waive and pay fines/fees in Horizon. a. Make sure to write your initials in the Comment line b. For payments, follow the steps above. 3. Alert the CB Administrator at ESA of any changes to the account using a Pink CB Action Form. You don t have to explain why you negotiated. a. For guidance on waiving, taking back items, etc., consult the ESA Circulation Manager or the Public Services Director. 4. If you take back materials, write down which ones were returned on the back of the Pink Card. Please Note: There will be times when a patron claims that they have already paid their account with the National Recovery Agency, but the block is still on the account. If this happens, get your manager or supervisor. NRA will provide a paid statement to a patron upon request. The patron may provide this document to the Library Manager/Supervisor as proof of payment. 13.4

67 1. If payment is verified the Library Manager/Supervisor may override a Credit Bureau Block to allow use of the patron s card. a. The Supervisor must fill out a pink card explaining actions taken b. The Supervisor must place a notation on the patron s account explaining that the patron provided proof of payment to NRA and their check out privileges. c. Do not delete the CB Block. Do not process the payment in Horizon the CBA will do that NRA sends the Credit Bureau Administrator a statement once a month to update patron activity. It is at that time that blocks will be removed for accounts that have been paid to NRA. Materials have been returned to the book drop There will be times that you are checking in the book drop and you find a credit bureau account has popped up. What this means: Someone who is in CB has returned materials that were in Lost status on their account. When these items are checked in, Horizon automatically removes the Lost status and places a fine on the item. What to do (for PSAs): 1. Carefully check the patrons block screen to identify any other items in Lost status that are in your check-in pile 2. Pull all items associated with that account 3. Give these items to your manager with a note explaining the situation right away. Your manager will decide if they want to take the items back. What to do (for Managers): 1. It is up to your discretion if you would like to take back the materials. 2. If you take back the materials: a. Fill out a Pink Card i. If you do not know the previous balance, leave it blank ii. Make a note of the items returned on the back of the Pink Card b. Contact the patron to give them an update on their account 3. If you do not take back materials a. Make sure that you adjust the patrons account to accurately show the original fines associated with the item(s) that were checked in from the book drop. 13.5

68 b. Contact the patron to give them an update on their account. c. You do not need to send a Pink Card to the CBA as nothing has changed. Credit Bureau Action Card The purpose of the Pink Card All Credit Bureau transactions at the Library require a Pink Credit Bureau Action Card to be filled out. It is important to fill out a Pink Card and submit it to the CB Administrator so they know that a change has occurred on an account and can act as needed. It is the CB Administrator s job to notify NRA of any changes on a CB patron s account. If no CB Action form is filled out, NRA will not be contacted & will continue to act on old/expired information. Keep in mind that credit bureau action taken by the Library affects patrons credit ratings and their image of the Library. If the patron has taken steps to settle their account, it is our responsibility to report the new and accurate information to NRA. A Pink Card needs to be filled out under these circumstances: Change of address Change of phone number Change in account balance Patron has returned items If you are unsure if you should fill out a Pink Card ask your library manager or the CB Administrator. Image 3: Credit Bureau Action Card 13.6

69 Filling out the Credit Bureau Action Card The following fields are required to be filled out: 1. Horizon # 2. Patron Name 3. Select from the following three items a. Paid i. Fill in amount ii. Select Cash or Check b. Waived i. Fill in amount c. Has Returned Materials i. This is for materials that the manager has accepted ii. Write the materials returned on the back of the card in the Comments section *NOTE: If the patron has a change of address/phone number or you are just commenting on their account, you do not need to select one of the three (Paid, Waived, Has Returned Materials). 4. Previous Balance 5. Current Balance 6. Fill in your name on the Staff line 7. Fill in the Date 8. Fill in the library you were at when this action took place. Things to note: 1. If the patron is a juvenile a. Fill in the Guardian s Horizon # and Name b. If you cannot find the guardian in Horizon you may leave the Horizon # blank or put N/A but you MUST fill in the Guardian s Name 2. If the patron is making a payment on their balance or you are waiving a fine there is NO reason that you cannot fill in the Previous Balance or the Current Balance. You must fill these in. 3. If the patron has returned materials in the book drop and your manager has accepted them a. You must note the items returned on the back of the card b. You may leave the Previous Balance blank. The CB Administrator will fill this in. When you are finished filling out the Pink Card: 1. Send the form to the CB Administrator at ESA. 2. Do not remove the CB block on the account. 13.7

70 3. If a patron pays by check, please notify him that it will take at least a week for their account to be clear. 4. If the patron pays in full, in cash or credit, he or she may check out items. This is for those paying with cash or credit only. a. Note that you have allowed the patron to check out items on the Pink Card. b. DO NOT remove the CB Block on the patron s account. c. Place a comment on the patron s account, stating that he has checkout privileges. i. This will allow the patron to use any of the DCLS branches. Frequently Asked Questions Q: Books are returned to the book drop and the person is in credit bureau, what should I do? PSAs: 1. Let your manager know the same day, send them an or talk to them. 2. Give your manager the patrons name and account number as well as the materials they returned. a. Your manager can decide whether or not to accept the materials as part of the negotiation of the account. Managers: 1. If you accepted the materials a. Fill out a Pink Credit Bureau Action Card and send it to the CB Administrator. 2. If you do not accept the materials a. Fix the account so that it reflects the original fines. You do not need to send a Pink Card. Q: A patron claims that they have already paid their account with the National Recovery Agency, but the block is still on the account. If this happens, get your manager or supervisor. Option #1 NRA will provide a paid statement to a patron upon request. The patron may provide this document to the Library Manager/Supervisor as proof of payment. 1. If payment is verified the Library Manager/Supervisor may override a Credit Bureau Block to allow use of the patron s card. a. The Supervisor must fill out a pink card explaining actions taken 13.8

71 b. The Supervisor must place a notation on the patron s account explaining that the patron provided proof of payment to NRA and their check out privileges. c. Do not delete the CB Block. Do not process the payment in Horizon the CBA will do that NRA sends the Credit Bureau Administrator a statement once a month to update patron activity. It is at that time that blocks will be removed for accounts that have been paid to NRA. Option #2 If the patron does not have a document showing payment: 1. Explain to the patron that we need to verify that payment was made. 2. Take their contact information and tell them that we will contact them when we have verification. 3. Also explain that this may take a couple of days because it needs to pass through a couple of channels. a. Do NOT give out the CB Administrator s contact information. 4. Inform the Credit Bureau Administrator of the situation via or phone. 5. The CB Administrator will contact NRA for verification of payment. a. Once payment has been verified, the CB Administrator will inform the patron. Q: I came across a patron account that is over $45, but there is no CB block. What should I do? 1. Send an to the CB Administrator with information about the account. 2. Do not put a Credit Bureau block or any other comments on the account, only the CB Administrator can do this. Q: I found a juvenile card that has a guardian listed that is in CB (or: I found a juvenile account that is in CB but their guardian s account does not have a block). What should I do? 1. Send an to the CB Administrator with information about the juvenile and parent/guardian account. 2. Do not put a Credit Bureau block or any other comments on the account, only the CB Administrator can do this. 13.9

72 Timeline for Overdues and Credit Bureau: Day from last Actual day from due Calendar date event date Item due Feb. 1 Feb. 1 1 st notice 4 days later Feb 5 generated 2 nd (final) notice 14 days later 18 days Feb 19 Item goes into lost 12 days later 30 days Mar 3 status Last billing notice 18 days later 48 days Mar 21 To NRA for full 30 days later 78 days Apr 20 collect Reported by NRA to reporting agencies 45 days later 123 days June

73 Chapter 14 FINES AND FEES (Negotiation instructions in Appendix Q) Fines and Fees Charts Assessment of Fines Adult Material 25 /day Juvenile Material 25 /day Open for Discovery Bags 25 /item/day DVD s $1.50/day CD-ROM kits $1.50/day Reference Material $1/day ILL Items $2.00/day District Items 25 /day Equipment $5/day Replacement Library Card $2 Hold not picked up (Including 50 per item ILL s) Maximum Fine $20 or 90% of the cost of the item, whichever is less. Horizon automatically displays 90% of the cost of the item. If 90% of the item is more than $20 and the patron is paying the maximum fine, reduce the fine to $20. Processing Fees Magazines $ 2.00 Regular paperbacks (not cataloged as $ 2.00 books) Cataloged books, cassettes, CDs, DVD s, $ 6.00 LVS, MP3 s, 33 1/3 rd Audio books, CD-ROMs $

74 Other Fees Entertainment DVD $2.00 Millersburg school district teachers, due to the unique JOH school/public library connection, may take out DVD s at no charge for classroom use. Millersburg school district teachers must pay for all DVD rentals for personal use. Charge applies to staff members for new DVD s. New DVD s are those DVD s which are on the New for the current month and New for the previous month lists. Staff will not be charged for older or nonfiction DVD s. Meeting Rooms $40/hr Charge applies to all for-profit organizations, any organization using the room to generate revenue, and any organization whose contact person doesn t live in the DCLS service area (meaning the Capital Area Library District except the non-access areas of Perry County) Money will be collected at each library before the meeting room can be used. $60/hr for combined rooms. This charge applies to use of Rooms A & B at ESA and AFL. $10 for use of kitchen at ESA & AFL Proctored exams $15/student/exam Replacement Costs for Missing/Damaged Pieces Charge/ piece Item Type $2.00 Note: Maximum Charge for any one item is $8. a. Pieces belonging to Cassettes & CDs: jewel cases (single or double), inserts, booklets b. Pieces belonging to DVD s: package fronts, pouches, title slips, etc. $8.00 a. For missing CD or Cassette that can be replaced. (A list of companies that allow replacement of CDs/Cassettes to audio books should be posted at your Circulation Desk, or (see Appendix D) b. CD-ROM Bags c. CD-ROM Custom Cases 14.2

75 Loan Periods BE SURE TO READ THE SCREEN AFTER EACH ITEM IS CHECKED OUT. Type of Material Original Loan Period Renewal Loan Period Holiday Books 3 weeks 3 weeks Periodicals & Encyclopedias 3 weeks 3 weeks Express Books 2 weeks No renewal Entertainment DVD s 1 week No renewal Non-fiction DVD s 3 weeks 3 weeks District Libraries Regular checkout 3 week renewal time + 1 week for delivery time. District Loans Date stated by lending library 3 weeks. Renew through district catalogs ILLs for DCLS Patrons Date stated on strap 1 week unless No Renewals is written on the band. Contact ILL Department if borrower wants longer than a 1- week renewal. All other materials 3 weeks 3 weeks Refunding a Lost Item DCLS policy allows for refunds only in very specific and rare cases. Namely, if a borrower has paid for an item in Lost status and that item is later found on our shelves or in our possession. This is the only time a refund for a lost item will be paid out. To issue a refund: 1. Print up a Patron Refund Form from the FFHR folder in the bucket and fill it out completely. a. Under the Money Comes from This Fund section, select LOST BOOK 2. Have your manager or supervisor sign and date it 3. Send it to the Accounting department at ADM. The accounting department will send a check for the refund amount to the borrower. 14.3

76 Overdue Accrued Fines Borrowers with overdue items will accrue fines until the overdue items are returned. However, Horizon can t accept payment for these items until they are returned. Additionally, accrued fines will not prevent a borrower from checking items out. If a borrower owes overdue accrued fines, renew or check in the items before conducting any further transactions. This will allow payment to be posted. At this point, follow the normal checkout procedures for fines owed. If a borrower owes more than $5.00, take payment or negotiate to bring the total under $5.00 before checking out further items. 14.4

77 Chapter 15 HOLDS To place a hold request for a borrower: 1. Scan borrower s library card. Horizon displays the borrower s name in the Checkout window. 2. Search for the item until Horizon displays the title in the Titles list window, Bibliographic Detail window, or Copies window. Horizon displays the item s status at the top of the window or in the list window. For specific copy see next section. Note: The hold is title specific and a different bibliographic record will not be substituted. For example, if the regular edition is not available, and there are large print copies available, Horizon will not consider the LP copies as the same request because they are attached to a different bib record. 3. Choose Request, Make Request, (F5) Note: Horizon will not allow you to continue this process if the Borrower has a PC only card. 4. Choose pickup location in the Pickup Location field. 5. In the Comment field, enter any additional information to be printed on the hold notice sent to the requester. 6. Confirm Borrower s name and phone number. 7. Click Request or press Enter. Horizon displays a message that the request has been made. 8. Click OK. To change the borrower s contact information: 1. In the Checkout window for the borrower: a. Choose Borrower, Edit Borrower, or F6. b. Edit the contact information fields as necessary. c. Put your first initial, last name in Staff Name field. d. Click Save and Close. 15.1

78 To request a specific copy of the item The patron can also place an item specific request, which means only the physical item with the selected barcode will be allowed to fill the hold. This is necessary for selecting specific volumes of multi-volume sets (like TV shows on DVD) or materials with multiple issue dates. 1. Search for item. 2. In Copies window, highlight the specific copy. 3. Click Request, Make Request. 4. Click This Copy Only box. (This box is grayed out if you do not choose a specific copy in step 2.) 5. Continue with steps 4 through 8 above. Editing a Hold Request Before a requested item is actually checked in and placed on the hold shelf- even if it is in transit- you can make several changes to the hold request. For example, you can change the pickup location for an item, add or edit a comment, change the hold request and hold expiration dates, or even suspend the hold request. Note: Once a requested item is on the hold shelf, you can only the change the Pickup Location by using the Item Status Editor found on the desktop. You can still edit the Hold Expire and Comment field in the borrower s account. To edit a hold request 1. In the Checkout window, identify the borrower. Note: If the borrower has any current blocks, Horizon displays the Current Blocks window. Deal with the displayed blocks according to policy before continuing. 2. Choose Borrower, Requests. Horizon displays the Borrower Request List window 15.2

79 3. Do one of these options: If you want to do this: Make changes to one request at a time Do this: 1. Highlight the request that you want to edit. 2. Click Edit. Horizon displays the Edit Request window. Make identical changes to several requests at once 1. Highlight the requests that you want to edit. All of the requests that you choose must have the same request status. 2. Click Edit. 3. Click OK. Horizon displays the Batch Change Request window: 15.3

80 If you want to do this: Status must be: Do this: Change the pickup location Request or Transit At the Pickup Location field, click the Codes button and choose the new Pickup Location. Change the expiration date of the request Change the expiration date of the hold Suspend the request (Suspending a hold request allows borrowers to maintain their position in the queue even if they do not need an item until after a specified date, such as after they return from vacation. The hold request still advances in the queue, but will not be filled until it is automatically reactivated on the suspend until date.) Request Hold Shelf Request Enter the new expiration date in the Request Expire field. (This cannot be a date in the past). Enter the new expiration date in the Hold Expire field. (This cannot be a date in the past). In the Suspend Until field, enter the date upon which the request should become active. (For example, if the borrower wants to suspend the request until after a vacation, enter the date the borrower plans to return from vacation.) Reactivate the request before the suspenduntil date Delete, change, or add a comment 5. Click Save and Close. Request Any Enter the date to reactivate the request in the Suspend Until field. (This cannot be a date in the past). Delete unwanted comments, change existing comments, or enter new comments in the Comments field. 15.4

81 To fill a request 1. Check in the item in Checkin/Request Processing. Horizon displays a message telling you that the item is on hold and for whom it is being held: 2. Deselect Print Hold Slip box if you do not want a Hold Slip printed. 3. Click OK. Horizon changes the item status to Item being held. 4. Follow your library s procedure for placing items on the holds shelf. Viewing a Borrower s Hold Requests You can view a list of all requests made by a single borrower from the Borrower Request List window. You can also delete a borrower s requests from this window. To view a borrower s hold requests 1. In the Checkout window, identify the borrower whose requests you want to view. 2. Choose Borrower, Requests. Horizon displays the Borrower Request List window listing all requests made by the borrower: If you want to see a list of other borrowers who have requested a title: 1. Highlight the title. 2. Click Item Queue. Supervisors can reorder the hold queue from this window. (See below) 15.5

82 If you want to see the barcode for a specific copy the patron requested ( this copy only ) 1. Highlight the title. 2. Click Item Queue. The barcode for any specific copy requested will show on this screen. Deleting a Hold Request If a borrower no longer needs a requested item, you can delete the hold request from Checkout. To delete a hold request from Checkout 1. In the Checkout window, identify the borrower. 2. Choose Borrower, Requests. Horizon displays the Borrower Request List window. 3. Highlight the request to delete. 4. Click Delete. Horizon asks you to verify that you want to delete the request. 5. Click OK to delete the request and remove the item from the list; otherwise click Cancel. Reordering the Hold Request Queue A Supervisor s Password is required to complete this process To reorder the hold request queue 1. Do one of these options: From Checkout a. Identify one borrower in the request queue. b. Choose Borrower, Requests. Horizon displays the Borrower Request List window, showing the items the borrower has requested. c. Select the item whose request queue you want to reorder. From Checkin a. Check in the item. Horizon tells you the item will be placed on hold for the first person in the request queue. b. Choose Item, Requests. 15.6

83 Horizon displays the Item Request Queue window for the item: 2. Highlight the name of the borrower whose position you want to reorder in the request queue. 3. Click Reorder Queue. Horizon displays the Approval Required screen. 4. Type in user name and password. Horizon displays the Reorder Request Queue window: 5. Enter the new position number of the borrower in the request queue. 6. Click OK. The name is reordered in the request queue. Overriding a Hold Once a requested item is on your hold shelf, you can override the hold for the original borrower and check out the item to another borrower who has a DCLS library card. (For example: A husband can check out items on his card that his wife has on hold at the library, or a borrower can check out an item for her friend.) Please tell the 15.7

84 borrower that if he checks out an item for someone else on his card, he is responsible for any charges or fees accrued on that item. To override a hold 1. In the Checkout window, identify the borrower who wants to check out the item. 2. Scan the item barcode. 3. Horizon displays this message: 4. Click Yes to override the hold and check out the item. This message will appear: 6. Click No. 15.8

85 Changing the pickup location of an item on the Holds Shelf If a borrower wishes to change the pickup location of an item already on the Holds Shelf: 1. Open the Item Status Editor icon on the desktop. 2. Click the radio button for Change. 3. Select Transit Request from the drop down box. 4. Scan the barcode on the item. The Select Pickup Location box will automatically pop up. 5. Highlight the new pickup location. 6. Click OK. 7. Extend the expiration pickup date by 3 days. 8. Fill out the appropriate sending slip and place on delivery. Expired/Cancelled Holds A borrower has seven days to pick up their requested material. If they fail to do so, their hold will expire, they will be charged fifty cents and the requested item will go to the next person on the list or back to the stacks. A borrower may cancel the hold before the seven day limit and avoid the charge. An Expired/Cancelled Holds report will be printed daily (see Ch. 27 for instructions). If you can t find an item on the Expired/Cancelled Holds report, the borrower may have taken it home without checking it out. Use the Item Status Editor to place the item in Trace status (see Ch. 20 for instructions). Write a block on the borrower s account: Item title. Item hold exp. Can t find on shelf. Does patron have this? Your initials. Shelf Holds Use when: Items are held for a borrower who forgot his library card and does not have another form of acceptable ID and will return with it to check out the material. Note: There is a status of Shelf Hold (for items being held for a borrower to pick up within a day or two and a status of Hold Shelf (for items that were requested, checked in and sitting on the Holds Shelf waiting for pick up.) To place an item in Shelf Hold status 1. Search for the item until Horizon displays the title in the Copies window. Note: If more than one item is being held for borrower, do a batch change in Item Group Editor. 15.9

86 2. Highlight the copy that you want to place in Shelf Hold status. 3. Press the F10 key. Horizon will display the Send To Box: 3. Select the Copy/Item List and click OK. 4. Select Edit. 5. Click Codes at Item Status field. The code box lists all of the Item Statuses: 7. Choose the status Shelf Hold. 8. Click OK. 9. Click Save and Close. Hold Notice Flowchart Hold Comes In 2 nd Day Bobbi Call Day* Print and Notices Go Out ** 15.10

87 *Bobbi does not call on Sundays, so if the 2 nd day falls on a Sunday or if we can t reach the patron by phone, patrons will get a print notice by default. **Print and Notices are run manually in Horizon by staff on a Monday-Friday schedule. If the 2 nd day falls on a Saturday or Sunday, the print and notices will not get sent out until Monday

88 Chapter 16 BLOCKS Borrower blocks are flags that interrupt the checkout process to inform you that the borrower has overdue items, fines or fees, an unresolved status for an item, or a message for or about the borrower. There are two types of blocks: System Generated. Horizon automatically places these blocks on a borrower s record when borrower has overdues, fines, exceeded maximums, and holds waiting at the library. Library-defined blocks. You place these blocks manually on a borrower s record. These blocks may include messages to other staff or to the borrower or explain fees (other than fines) that are owed. Block Name Address Correction Requested Claimed Returned Damaged Fees Final Overdue Notice Fine Request Deleted: By Borrower By Library Block Function Place this block on the borrower s record when you are aware that a borrower s address has changed. When the borrower shows ID, you can update her record. You can manually change the Overdue block to a Claimed Returned block when a borrower claims that an item has been returned. The Claimed Returned block does not exempt the borrower from responsibility for the item. Use when a borrower returns an item in a damaged state to manually attach a fee block to the borrower s record. Use to charge a borrower for miscellaneous fees, such as a DVD rental or a new card. Horizon applies this block after other overdue notices have been sent and the item is still checked out. After the final notice is sent and after a library-specified interval passes, Horizon replaces the Overdue block with a Lost block. When an overdue item is checked in, a Fine block replaces the Overdue Still Out block. The Fine block checks the due date and checkin date and computes the fine according to the ITYPE and BTYPE. By Borrower. If a borrower cancels a request, Horizon places this type of block on the borrower s record. By Library If a staff member cancels a request placed by a borrower, Horizon places this type of block on the borrower s record. 16.1

89 Request Expired Hold Cancelled: By Borrower By Library Hold Cancelled & Reinserted Lost Overdue Still Out Fine Payment Phone Correction Requested Comment Message to Borrower Hold Expired Requested Item Lost This block indicates that a request for an item expired before it was filled. By Borrower. If a borrower cancels an item being held, Horizon places this type of block on the borrower s record. By Library If a staff member cancels an item being held by a borrower, Horizon places this type of block on the borrower s record. This block is placed on the borrower s record is a hold is temporarily cancelled and then, reinserted back into the hold queue. Horizon places this block 60 days after a final notice is sent. Staff can also manually put an item in Lost status. Horizon automatically generates this block when an item has not been checked in by its due date. Overdue block will not show up on the borrower s block screen until the day after the item becomes overdue. When a borrower pays a fine, Horizon deducts the amount paid from the total amount owed. Then it attaches a Payment for Fine block to the original block and moves the whole block to the History Blocks list. To see the Fine Payment block, display the borrower s block history, then view the Block Detail window. Place this block on the borrower s record when you know that a borrower s telephone number has changed. The next time the borrower checks out an item, update her record and remove block. This block is for staff to use to place messages on a record concerning the borrower and/or his account. This block is for staff to use to place messages on a record concerning the borrower and/or his account- the block can be read by the patron through his online account. When a borrower does not pick up the item in the allotted time. When Horizon marks a requested item as Lost, Horizon adds a Request Item Lost block to the 16.2

90 Waiver of Fine requestor s current blocks. Horizon adds this block only if the request is an item-specific request. The block does not apply to title-level requests. When you waive a fine, Horizon deducts the amount waived from the total amount owed and then attaches a Waiver of Fine block to the original block and moves the whole block to the History Blocks list. To view a specific Waive of Fine block, display the borrower s block history, then view the Block Detail window for the appropriate block. Fee Block Use to place a charge for a damaged item, or to charge borrower for miscellaneous fees such as a new card. To place a fee block: 1. In the Checkout window, identify the borrower. 2. Click Blocks, Add fee. 3. In Codes Lookup: Block Types window, choose fee or damage. 4. In next window, enter amount and any comment necessary. a. Add your first initial, last name to any comment. 5. Click OK. Note Block If a borrower has a situation that is not explained by the system-defined blocks, place a note block on his or her record. Note blocks may be comments or messages to borrowers. Delete blocks that are information for borrowers after you relay the information to the borrower. To place a note block 1. In the Checkout window, identify the borrower 2. Choose Blocks, Add Note. Horizon displays the Code Look-up: Block Types window. 3. Click on the Note or msg block type and click OK. 16.3

91 4. Type note in the Comment field. a. Add your first initial, last name to the comment. 5. Press Enter or click OK. Horizon closes the Edit Current Blocks window and displays the Current Blocks window for the borrower. The newly added note block is on the list. Note: You can add a note to the address or phone correction blocks, if necessary. Follow the directions above. Placing a Claimed Returned or Lost Item Block If a borrower reports that an overdue item has been returned or has been lost, you can change the Overdue block to a Claimed Returned or Lost block, respectively. To place a Claimed Returned or Lost item block 1. In the Checkout window, identify the borrower. 2. Click All Items Out. Horizon lists all items currently checked out to the borrower. 3. Highlight the overdue or lost title. 4. Choose CKO, Claimed Returned or CKO, Lost. Horizon assigns a Claimed Returned or Lost status to the item. Adding Comments to a Block To add a comment to a block 1. In the Checkout window, identify the borrower. Horizon displays the Current Blocks window. 2. Highlight the block to which you want to add a comment. 3. Click Detail. Horizon displays the Block Detail window for that block. 4. Click Comment. 5. Enter your note in the Comment. a. Type your first initial, last name. 16.4

92 6. Click OK and Close. Horizon returns to the Block Detail window and displays the new comment. Viewing Block Information Horizon displays any special messages and credit bureau at the top of the Current Blocks or History Blocks windows. Horizon lists the system non-item blocks first (such as Address Correction block). If you have chosen a sort option from the Blocks drop-down menu, Horizon still displays non-items blocks first regardless of which sort option you choose. Following the non-item blocks, Horizon displays item blocks according to the sort option that you choose. If you need to view general information about a borrower s blocks, you can display current as well as resolved blocks. You can view this information after it has been sorted by block type or item barcode and also view details about the blocks, including whether any notices have been sent. You can view information about a borrower s current blocks in the Current Blocks window, either during checkout or checkin. Field Description Borrower This displays the name of the borrower whose record you are viewing. Overdues This displays the number of overdue items the borrower currently has checked out. Amount Due This displays the total amount of fines the borrower actually owes on this date. Overdue Accrued Amount This is the amount the borrower would owe if all overdue items were checked in today. This potential amount is not included in the total amount owed, since the items are not yet returned. However, once you check in an overdue item, the amount is then included in the total amount owed. Blocks This displays the total number of blocks on the borrower s record. List window This display includes the block type; the date, time, location, and amount of each block; item-related information; and any special messages. 16.5

93 Clicking these buttons on the Current Blocks window activates these options: Button Detail CKO No CKO Payment History Change Amount Description This displays details of a single block that you highlight in the list box. This overrides the blocks and displays the borrower in the Checkout window for checkout procedures. This closes the Current Blocks window and takes you out of the borrower s account. This lets you transact a payment for the fine if the borrower owes a fine. This displays the History Blocks window for the borrower, where you can view or edit comments about past blocks. This displays a window where you can change the amount owed for a selected fine or fee block. Viewing Borrower s Current Blocks from Checkout The most common time to view the Current Blocks window is when you are checking out an item for a borrower. There are two ways the window is viewed during checkout procedures. To view a borrower s current blocks from Checkout Automatically. If a borrower has blocks when you enter his or her ID in the Checkout window, Circulation displays the Current Blocks window. Manually. If you have already identified a borrower who has blocks and have overridden the Current Blocks window when it is displayed, you can click Blocks at the bottom of the Checkout window to redisplay the current blocks. Viewing a Borrower s Current Blocks from Checkin When you check in an item, Horizon does not automatically display a list of the borrower s outstanding blocks, unless you click on Show Borrower in the CKI menu. You can also see blocks for individual borrowers by following the steps below. To view a borrower s current blocks from Checkin 1. Open the Checkin/Request Processing window. 2. Check in an item from the borrower whose blocks you want to view. Horizon checks in the item and enables the Show Blocks button at the bottom of the window. 3. Click Show Blocks. 16.6

94 Horizon displays the Current Blocks window for the borrower who had the item checked out: Viewing a Borrower s Block History You can view information about a borrower s resolved blocks in the History Blocks window. The History Blocks window contains this information: The name of the borrower. A list box of all blocks for that borrower and the dates they were resolved. The total number of blocks that borrower has accumulated. You can access the History Blocks window from the Current Blocks window or from the Borrower menu. To view a borrower s block history from the Current Blocks window 1. Display the Current Blocks window. 2. Click History. Horizon displays the History Blocks window. 3. If you want to display details about a block, highlight the block and click Detail. To view a borrower s block history from the Borrower menu 1. In the Checkout window, identify the borrower. 2. Choose Borrower, History Blocks. Horizon displays the History Blocks window. 3. If you want to display details about a block, highlight the block and click Detail. 16.7

95 Sorting Block Information The default sorting method for viewing block information organizes information first by block type and then by date of block. (For example, all overdue notice blocks are grouped together by date, all fine blocks are grouped together by date, all hold blocks are grouped together by date, and so forth.) This grouping gives you an overview of blocks by type of block. If you choose the sort-by-item option, Horizon organizes information first by item barcode and then by date. (For example, overdue notices, fines, and a fine payment on a single item are grouped together, even though they are different block types.) This grouping gives you an overview of all block actions against the item. You can view the block information primarily by item barcode in Current Blocks or History Blocks. In Current Blocks, item groups sort secondarily by the date of the block. In History Blocks, item groups sort secondarily by the date of the resolution of the block. To sort block information 1. Open the Current Blocks or History Blocks window. 2. Choose Blocks, Sort by Item, Date or Group All Related. Horizon sorts the information and displays it in order requested. 16.8

96 Note: Horizon sorts information by item until you deselect the Sort by Item menu option or until you close Horizon. Viewing Block Details The Block Detail window displays specific information about a block, including any comments entered about the block and any notices and reminders that have been sent. The window also displays this information: Block type Date a hold expires for an item being held Item for which the block was placed Date the item was checked out Date the item was due Date the item was actually returned Date the block was issued Payment amount still owed (if any) The Block Detail window can be opened from the Current Blocks window or the History Blocks window. To view block details 1. Display the Current Blocks or History Blocks window. 2. Highlight the block with the detail you want to view. 3. Click Detail. Horizon displays the Current Block Detail window: From this window you can place a comment about the block or delete the block. 16.9

97 Resolving Blocks Circulation blocks are resolved in one of these ways: Automatically by Horizon Manually by a staff member Resolving Blocks Automatically Most blocks are resolved automatically by Horizon. (For example, when a person pays a fine, Horizon removes the fines block.) This table explains how to resolve most system assigned blocks: To resolve this block Overdue Fine Lost Missing Do this Check in the item 1. Receive payment or waive the fine. 1. Receive payment or waive the fee. Check in the item. Exempting a Borrower from Fines You can exempt a borrower from fines when he or she checks in overdue items. If you do not exempt the borrower at this time, fines accrue and then must be waived. To exempt a borrower from fines calculation 1. Open the Checkin/Request Processing window. 2. Mark the Exempt Fines button. Note: All items checked in while this button is marked are exempt from fines calculation. 3. Check in the items that should be exempted from fines. 4. When you finish checking in exempted items, deselect the Exempt Fines button. Deleting a Block Manually Running Day End (IT takes care of this) will resolve and delete blocks. However, if you need to, you can delete a block manually. Note: You cannot delete a block showing an amount that has not been paid. An item in Lost status must be checked in to clear the fee. With an amount due block, you must clear the amount before you can delete the block

98 To delete a block manually 1. In the Checkout window, identify the borrower. 2. Highlight the blocks you want to delete. 3. Choose Blocks, Delete. 4. Click OK. Horizon deletes the blocks. 5. Click Close. Managing Fees and Payments Assessing Fees. These are amounts charged to borrowers either automatically or manually. These amounts can include fines and fees for overdue and lost items. To Add a library-defined fee 1. In the Checkout window, identify the borrower. Horizon displays either the Checkout window or (if the borrower has other blocks) the Current Blocks window. 2. Choose Blocks, Add Fee. 3. In the Block Types window, double-click on the fee block you want to add. Horizon displays the Add Fee window: 4. Enter or verify the amount of the fee in the Amount field. (Enter the amount in this format: NN.NN) 5. Enter any comments about the fee, include your first initial, last name. 6. Click OK. Horizon displays the Current Blocks window. The fee block is listed

99 Changing a Fee or Fine Amount You can adjust any fee or fine owed by a borrower. If the new amount is greater that the old amount, Horizon adds an adjust debit block to the borrower s record. If the new amount is less than the old amount, Horizon adds an adjust credit block to the borrower s record. (For example, if the amount owed was $10.00 and it was changed to a new amount of $8.00, an adjust credit block or $-2.00 is added.) You can view these adjustments in the detail window. To change a fee or fine amount 1. In the Checkout window, identify the borrower. Horizon displays the Current Blocks window. 2. Highlight the fee block with the amount you want to change. 3. Click Change Amt. Horizon displays the Change Fee Amount dialog box. 4. In the Change to field, enter a new amount. Note: Entering zero resolves the block. 5. You may enter a reason for changing the amount, include your first initial, last name. 6. Click OK. Horizon displays the Current Blocks window. The total amount due is recalculated to reflect the change. Viewing a List of Fines and Overdue Accrued Horizon levies overdue fines at the time an item is checked in. For overdue items not yet checked in, however, you can view the amount that would be levied if the item were checked in today. Horizon does not store this amount in the database but computes it at the time of display, which results in three consequences. The as of today amount will be different the next day if the item remains out. Payment cannot be made for this amount until the item is checked in. The total amount due from the borrower does not include any as of today amounts

100 You can view as of today fines by opening the borrower s Current Blocks window. All as of today fines appear in a color different from other fees: As of today fines To transact a payment or waiver 1. In the Checkout window, identify the borrower. Horizon displays the Current Blocks window. 2. Highlight the fine block to which you want to apply the payment or waiver. 3. Choose Blocks, Payment or click Payment. Horizon displays the Fine Payment window: 4. Enter or verify the amount being paid. 5. Enter any comments. 6. Enter your initials in the Check Number field 6. If the borrower is using a check as payment, enter the check number in the Check Number field. Note: Add the following information to the check: Borrower ID number, driver s license number of person making the payment and your initials. 7. Always have Print Payment Receipt checked and hand receipt to borrower. 8. Click OK. Horizon displays the Current Blocks window and sets new amounts for unresolved fees. The total amount owed is also updated to reflect the payment

101 Fine Negotiation All staff have the ability to negotiate with patrons regarding fines and fees. While fines can be negotiated liberally for all patrons, fees for unreturned material are less negotiable and payment of these charges is expected. Please see Appendix Q for details. Goals of Negotiation Retain patron as a library customer Save money on recovery effort Earn income for the library system Reminders for Patrons Items don t have to be returned where they were checked out Items can be renewed online or over the telephone with a library card number (few exceptions: Best Seller Express) The fines and fees are listed on the hours bookmark All libraries have outdoor bookdrops, including one for AV material Viewing Payment History You can view a list of payment transactions made by a borrower during a selected date or range of dates. To view payment history 1. In the Checkout window, identify the borrower. 2. If Horizon displays the Current Blocks window, click CKO. 3. Horizon displays the Checkout window with the borrower s name. 4. Choose Borrower, Payment History. Horizon displays a window in which you can enter a date after which you want to view all payment transactions. 5. Enter the date in the field. 6. Click OK. Horizon displays the Payment History window: 16.14

102 This window lists payment transactions made since or during the specified date. 6. Click one of these buttons: Display. Use this button to change what information is displayed on the window. Since. Use this button to change the date after which transactions are displayed. Select Fee Code. Use this button to display a list of fee codes to select and view only the fees for that code

103 Chapter 17 NOTIFICATIONS Hold Notifications Can be sent by or phone, but not both. Overdue Notifications Can be sent by or phone, but not both. Pre-Overdue Notifications Can be sent by only. It is possible to receive telephone notifications for holds and overdues AND notifications for pre-overdues. 17.1

104 Chapter 18 ITEM RECORDS Once you have checked out or checked in items, you can view and edit the information for an item from the Checkout or Checkin window. Viewing and Editing Item Information in Checkout You can view and edit certain circulation information for items that have been checked out. You can change the barcode number and the due date as well as add notes to the record. You can edit information for one item or several items (a batch ) at a time. However, you can change only the due date when you choose to do a batch edit. Note: You can also view item circulation statistics. To view and edit information in Checkout 1. In the Checkout window, identify the borrower. 2. Click All Items Out. Horizon displays a list of all the items currently checked out to the borrower. To view and edit information for a single item, do these steps: a. Highlight the item you want and click Edit Item. Horizon displays the Edit Item window: b. Edit this circulation information for the item: i. Barcode. Replace the item s barcode, if necessary. ii. Due Date. Enter the new due date. Note: Always enter four digits for the year. iii. Internal Note. Enter any comments about this item, to be viewed by library staff; include your first initial, last name. 18.1

105 iv. Checkin Note. Enter comments to appear at checkin. To view and edit due date information for multiple items, do these steps: a. Highlight the items you want to edit and click Edit Item. Horizon displays the Batch change Message box: b. Click OK to make changes for the highlighted items. Horizon displays the Batch Change Checkout window: c. Enter the new due date. 3. Save your changes. Horizon returns to the Checkout window. \ Viewing and Editing Item Information in Checkin Once you have checked in an item, you can view and edit certain circulation information for the item. You can change the status of the item, change the barcode number and add notes to the record. To view and edit item information in Checkin 1. Check in the item. 2. Highlight the item you want in the list box and click Edit Item. Horizon displays the Edit Checkin/Request Processing window: 18.2

106 3. You can edit this circulation information for the item: CKI Notes. Enter any information about the item. Horizon displays this note in the list box of the Checkin/Request Processing window with the item. Barcode. Replace the item s barcode, if necessary. Internal Note. Enter any comments about this item, to be viewed by library staff. Item Status 4. Save your changes. 18.3

107 Chapter 19 FAST ADDS Fast-Adding an Item You will need to do a Fast Add for items that are not currently catalogued and for District Loans To fast-add item 1. In the Checkout window, identify the borrower. 2. Scan the barcode of the item. Horizon displays the Item Not Found/Fast Add dialog box: 3. Click on Bib & Item button 4. Do one of these options: If you want to do this: Fast add items not found on catalog Do this: 1. Enter title of item in upper-case letters 2. Barcode and location will be filled in. 3. Click on Codes box for Collection; choose a collection. 4. Leave FAST ADD in Call box. 5. Click on Codes for Item Type; choose Item Type. 6. Click OK. Fast add a District Loan 1. Enter title of item in upper-case letters 2. Barcode and location will be filled in. 3. Click on Codes box for Collection; choose dist (District Loan) 4. Delete words FAST ADD; enter 3- letter code for lending library (HER, BOS, etc.) 5. Click on Codes box for Item Type; choose dist (District Loan) 6. Click OK. 7. Select edit to change the due date to match the due date provided by lending library. Horizon processes the fast-added record and checks the item out to the borrower. It also creates an item record for the copy and attaches it to the bib record. 19.1

108 Add-Backs Add Backs are uncatalogued items found in the collection that should be added back to the catalog. This often comes up when a borrower wishes to check something out, but no record appears when the item s barcode is scanned. Do the following in these cases 1. Check the item out as a fast add. Be sure to select Fast Add as an I-type. When the item is returned, you ll receive a message to send it to Collection Management. 2. Review the item s condition. Your manager or supervisor may also prefer to review the item. In that case, leave it for your manager or supervisor with a note explaining the situation and your name. 3. Change the item s status to t for In Cataloging. 4. Fill out a sending slip to CM and be sure to include your name, the date and the reason why it s going to CM. 5. Place it in delivery. 19.2

109 Chapter 20 ITEM TYPES Changing the Itype of items 1. Search for the item (F2) until Horizon displays the title in the Copies window. 2. Highlight the copy that you want to change. 3. Press the F10 key. Horizon will display the Send To Box: 6. Select the Copy/Item List and click OK. 7. Select Edit. 8. Click Codes at Item Type field. 9. Highlight new Item Type. 10. Click OK. 20.1

110 Chapter 21 ITEM STATUS To place another branch s item in your branch display status 1. Open the Item Status Editor. 2. Select Change. 3. Select the Display status of your library from the drop down menu. 4. Scan the barcode(s) of the item(s). 5. Click Go and then close the Item Status Editor. Changing Item Statuses If you need to change only the status for a group of items, you can use the Item Group Editor-Status Only process. (For example, you may want to remove items from circulation that need repair. By creating an Item group for the item, you can do a batch edit that will change the status to Mending for all of those items at once instead of having to edit each individual item record.) Note: If you want to edit more than the status (for example, item type, location, call number, etc.) for a group of items, you need to use the main Item Group Editor. Horizon lets you change only certain item statuses. This prevents you from inadvertently bypassing circulation processes that trigger other necessary circulation operations. For example, when you want to return a group of items to circulation, you must check the items in individually, rather than group changing the item status to Checked In. This triggers certain circulation operations (such as fulfilling hold requests) and helps you keep track of each item s current status instead of just replacing it with a status that may no longer be valid. Here are the item statuses that you can change: Damaged (dmg) Item missing (m) In Cataloging (t) User fast-added item (ufa) If you try to change an item status to a status that you cannot edit using the Item Group Editor-Status Only process, Horizon displays a message telling you to change the status through a Circulation transaction. Editing Status Information To edit status information 1. Activate the Item Group Editor-Status Only process. Horizon opens the List Item Group Editor-Status Only window and the Compound Search window. 2. Select your search criteria. 3. Click on Append list to change more than one item. 21.1

111 4. Enter information in Search For box. Items will appear on the background screen. 5. Close Compound Search window. 6. Highlight the items that you want to include in your new group and click Edit. Note: If you are changing more than one item, Horizon will ask you if you want to do a batch change. Click OK. 7. Click on Codes Box to select new Status. Click OK. 8. Click Save and Close. Chart of Problem Statuses Problem Status How long an item How the status is changed Next status stays in the status (automatically or manually) Overdue 45 days Automatically Lost Claimed 30 days Manually Lost Returned (library must run report) Trace Indefinitely Manually (library must run report) Missing Unfound items should be placed into a trace status if the last status update was less than or equal to three months ago After searching for the item one time, and not finding it, change the status to missing Missing 3 months Manually (monthly report by CM) Withdrawn Unfound items should be placed into a missing status if the last status update was more than three months ago Lost 3650 days Automatically Missing 21.2

112 Withdrawn No more than 1 month Manually (monthly report by CM) Removed from Horizon entirely Trace versus Missing Trace: Items that cannot be located on the shelf and have a check out date in the past 3 months should be placed in Trace status. Missing: Items that cannot be located on the shelf and have a check out date older than 3 months should be placed in Missing status. Item Status Editor The Item Status Editor is used in very specific cases when Horizon s normal item status change capabilities are not sufficient. When an item is in one of the following statuses, Horizon will not allow a normal item status change: Item Hold Expired (e), Item Being Held (h), Transit (tr) or Transit Request (th). For example, if there is an item in Item Hold Expired status and you would like to put it in Trace status, going through the normal item status edit procedure simply won t work. Horizon won t allow the change. In this case, you ll need to use the Item Status Editor to force the change. Opening the Item Status Editor The Item Status Editor is found in the Circulation section of your navigation pane in Horizon. Simply double click on it. 21.3

113 Configuring the Item Status Editor Open the Item Status Editor and click on the Config button. Set as follows IP address: sdsql01.dynixasp.com Port: 1438 Database: dcls User: dclsstaff Password: 21.4

114 After clicking OK, return to the configure screen and set the From Item Status and To Item Status tabs. Check all the boxes next to the statuses you want to be able to change. At the very least, check TRANSIT and TRANSIT REQUEST on the From tab and TRACE on the To tab. Using the Item Status Editor When you open the Item Status Editor, you ll see the following box: Click the Change radio button and that will activate the status line. 21.5

115 Select the desired status. Scan the item The Item Status Editor has now placed this item in Trace status. 21.6

116 In a case when the item is on hold for someone, you ll see the following message after you scan the item Simply click Yes and the next available copy will be made available for this borrower. 21.7

117 When to use the Item Status Editor 1. When a borrower wishes to change the pickup location of an item that is already on your holds shelf. a. Change the status to Transit Request and then select the desired library. b. Send the item on delivery. 2. When an item on your Expired/Canceled Holds list is not on the holds shelf. a. This may mean that the borrower has taken the item home with them without checking it out. Place these items in Trace status. 3. When an item on hold for a borrower cannot be located on the hold shelf. a. Simply change the status to Trace. This will put the next available copy on hold for this borrower. 4. Any time an item is in Transit or Transit Request status and you need to change it. Note: Occasionally, the Item Status Editor won t allow you to force an item into Transit Hold and change the pick-up location. You ll see the following error message: Java.lang.IllegalArgumentException: Row index out of range Handle these items the old-fashioned way. 1. Extend the pick-up date. 2. Create a note on the patron s account stating that that the hold item is being sent to another branch for pick-up. 3. Include in the note a message for staff to call the patron when the item arrives at the destination branch. 21.8

118 Chapter 22 ILL/DISTRICT LOAN If DCLS doesn t own a particular item, we can borrow it from another library in the Capital Area District or through Interlibrary Loan. Patrons must be in good standing to request an item through ILL. Accounts must be paid down to under $5.00 before a borrower can check the ILL item out. And if the borrower is in Credit Bureau, we cannot place the order for him or her at all. Managers reserve the right to purchase items, in paperback format, rather than requesting them through ILL. If it is decided to purchase an item for the collection, the manager will add the title to the ILL or Buy list on Ipage. Titles added to list need to include the following in the note field: Patron name Patron ID number Library requesting item Staff s initials We can request an item through ILL or District Loan if the item is not available on the DCLS catalog (in the desired format) or if DCLS owns the title, but it is not presently available because it is in a temporarily non-circulating status. 2. Other reasons include if there is a waiting list of more than three people for an item, but only if 3. It is not a new item OR 4. It is not part of a book club Requesting an ILL/District Loan: Submit a request in the ILL/District Loan Request application. You can access this application through the Interlibrary Loan button on the left side of the homepage. 1. Log into the application with your library s username and password. Click on the Submit tab. 2. Complete the form. Provide as much information as possible. This application can only be used for specific items with known titles and authors. This is not for subject searches. 3. Once the form is filled out, check the District Library catalogs (CCLS, Hershey/Middletown & Perry County libraries) to see if the item is available as a district loan. a. If it is available from one of the district libraries, then log into their catalog with your library s account and request the item. 22.1

119 i. Return to the ILL/District Loan application. Change the request s status to the appropriate District Loan status. 1. Click on Status on the left side of the screen 2. This will display a drop-down menu. Select the appropriate status. a. District Loan CCLS Quick: Item is immediately available form CCLS b. District Loan HER/MDT Quick: Item is immediately available from Hershey/Middletown c. District Loan Perry Quick: Item is immediately available from Perry County Libraries d. District Loan CCLS Wait: Item is currently checked out or on hold at CCLS e. District Loan HER/MDT Wait: Item is currently checked out or on hold at Hershey/Middletown f. District Loan Perry Wait: Item is currently checked out or on hold at Perry County Libraries b. If the item is not available from the district, go back to the ILL/District Loan application and change the request s status to Interlibrary Loan. 4. Items newer than six months may not be requested through ILL/District Loan. If a borrower would like to borrow a new item that is not part of our collection, fill out the Suggest a book form found on our website. The Queue The ILL/District Loan application includes a work queue which displays tasks to complete. 1. Any new request entered by Staff Access requires attention. This is a stafffacilitated request submission. Search the district catalogs for the item according to the instructions listed above. 2. Any request with a telephone icon will require a phone call to the borrower. This could be for reasons such as informing the borrower that the requested item has arrived, been denied or if there is still a question about the item. 22.2

120 Circulation and ILL items Instructions for Processing of Interlibrary Loans When ILL items arrive at your branch from the ILL dept., please follow the instructions listed below to receive, check in, and check out the items. Please contact the ILL Dept. if you have any questions or problems when processing the ILL items. The ILL procedures do not include District Loans. District Loans are not handled by the ILL dept. For District Loans, staff will still have to contact patrons to pick up the items and use Fast Add to check them out (see p. 97). Receiving ILL items: In the request application: look up the item by title. Open up the item s record and change the status to Ready for customer pickup. Be sure to click on the gray Update Status button after you ve done this and then complete the Filled by, Due Date and Return Information sections. 22.3

121 Once the request status in the request application has been changed to Ready for customer pickup, there should be no need to go back into the request application for that record again. The only exceptions are if the request is canceled or the borrower never picks up the item. In these cases, go back into the request records and change the status to Canceled by user or Not picked up, whichever is appropriate. In Horizon: Check in the ILL. You will see a message telling you that the item is on hold and for whom it is being held. (If the hold message doesn t pop-up, please contact ILL for assistance.) Click OK. Follow your library s procedure for placing items on the holds shelf. * Please try not to check in an ILL more than once. If you do check it in twice, follow the Error Message directions listed below. A hold message will appear on the patron s account. BOBB (telecirc) will contact the patron either by phone/ /mail to let them know a hold has come in. 22.4

122 Checking out ILL items: Scan the barcode on the pink ILL strap and checkout the ILL. When checking out the ILL to the patron, make sure you use edit item to change the due date. Horizon is set to give ILL items a default 3 week checkout. The due date on Horizon needs to match the due date on the pink ILL slip. 22.5

123 Checking in/returning ILL items: When the ILL is returned and checked in again, the bib record will automatically delete from the system. Click Continue and send the ILL back to the ILL department with the pink strap still attached. You won t need to log into the request database for any reason when an ILL item has been checked back in. If the borrower has lost an ILL item, DO NOT place it in Claims Returned. Notify the ILL department and they will decide how to proceed with the item. Renewing ILL s ILL s can be renewed for one week unless it states otherwise on the band. The library which lent the item to DCLS reserves the right to prohibit renewals. Contact the Collections Management Department only if a patron needs longer than one week. ILL & Claimed Returned Do NOT place an ILL item in Claims Returned status. Our ILL department has no way of knowing if an ILL item has been placed into that status. If an ILL item is in a Claims Returned situation, leave it on the borrower s account, but extend the due date so that no fines will accrue. Then contact June Weaver at ILL and inform her of the situation. She will contact the lending library for further information. 22.6

124 Expired ILL Holds: If the hold on the ILL expires, an expired hold note will be put on the patron s account by Horizon. The ILL item will show up on the expired/cancelled holds list for your branch. Go into the request application and change the status to Not Picked Up. Then send the item back to ILL on delivery. If you still want to keep the ILL on the hold shelf to give the patron more time to pick it up, DO NOT check it in. Checking it in will delete the ILL bib record from the system. (If you do this by mistake, you can always use fast add to check out the item later to the patron.) You would need to contact the patron and then put a note on their account to let them know we are still holding an ILL item for them. Canceling an ILL Hold: If a patron wants to cancel their ILL hold, check in the ILL. You will be given an option to cancel the hold. Click Yes to cancel and then click Continue to delete the ILL from the system. In the request application, change the status to Canceled by user. Send the ILL back to the ILL dept. 22.7

125 Error Messages Checking in an ILL twice by mistake: The ILL record on the Horizon system will not delete at checkin as long as there is a hold on the book. Please do not to check in an ILL more than once when you receive the ILL item from the ILL dept. If you happen to check it in more than once, you will get a message asking if you want to cancel the hold. Click No, and then click Continue. It will appear that the ILL record is going to delete from the system, but it won t. You will get a database error message. Just click Continue to get past the messages. Additional Information about ILLs: Placing Holds on ILL items In order to make this ILL process work, we had to allow the ability to place holds on ILL items in the Horizon system. The ILL records will be hidden from the public so that they can t see them when they search the public catalog (HIP). But, staff will be able to view the ILL records when searching the staff interface (Horizon). Please be careful and do not place holds on ILL items by mistake. You can tell an ILL bib record by the call number of the ILL item. It will either be an Access (ACC) or an OCLC number. 22.8

126 Interlibrary Loan Payments Occasionally, a lending library will require a fee for a requested ILL item. 1. Contact the borrower to see if they are willing to pay the fee 2. The ILL department will add the fee block to the borrower s Horizon account. 3. The ILL department will attach a payment strip to the pink band around the item 4. Upon checkout, staff must fill out the ILL payment form shown below. a. The top copy should be sent to ILL and the bottom copy should be kept at your location for your records 5. Payments will be rung into the Miscellaneous key and a revenue receipt should also be filled out. Note: When taking payments by check, write on check: Borrower s Horizon ID number, driver s license number of person making payment, and your initials. 22.9

127 District Loans Checking Out an Item to a District Library 1. In the Checkout window, identify the District Library- it will have a dist borrower type which will automatically add an additional week to the due date. 2. If blocks are displayed, override to checkout items. 3. Scan item s barcode. 4. Add due date information to Sending Slip. Requesting a District Loan Please see the instructions for requesting District Loans on page Receiving a District Loan Item In the request database, look up the item by title. Select the item and then change the status to Ready for customer pickup. The database will automatically send a message to the address provided at the time of request. If there is no address in the request, the database will provide the borrower s phone number. Please call the borrower to inform them of the item s availability. Be sure to click on the gray Update Status button after you ve done this and then complete the Filled by, Due Date and Return Information sections. Once the request status in the request application has been changed to Ready for customer pickup, there should be no need to go back into the request application for that record again. The only exceptions are if the request is canceled or the borrower never picks up the item. In these cases, go back into the request records and change the status to Canceled by user or Not picked up, whichever is appropriate. In Horizon, add a block to the borrower s account so that all staff will know the item is available. Attach a blue strap to the item and follow your library s procedure for placing items on the holds shelf. Checking Out a District Loan to DCLS Borrowers 1. In the Checkout window, identify the borrower. 2. Scan the barcode on the blue strap. Horizon displays the Item Not Found/Fast Add dialog box: 22.10

128 3. Select the Bib & Item button. 4. Enter the title [In UPPER CASE letters] of the item in the Title field. 5. Scan the barcode from strap attached to the item. Location field will be filled in. 7. Enter DIST in Collection field. 8. Delete the words "Fast Add" from the Call number field and enter district lending library's 3-letter code (for example BOS for Bosler Free Library). 9. Enter DIST in Item Type field. a. Click OK. b. Change due date to reflect date on Sending slip or on a note in the book. Note: If due date is not on Sending slip or cannot be found in the book, look for it in the lending library s catalog or make the due date two weeks from checkout. Checking in a Returned District Loan from a DCLS Borrower 1. Open the Checkin Screen. 2. Scan the barcode on the Strap. A pop-up box will display the following Checkin message: 4. Click the Continue button. The title will appear on the workspace area of the checkin screen and the item will be removed from the catalog

129 5. Remove the strap and return the item to the lending library using the appropriate returning slip. 6. Write the date the item(s) were returned on the returning slip. 7. You won t need to log into the request database for any reason when a District Loan item has been checked back in. Renewing a District Loan Item Log in to the district libraries catalog with your library s account information. Renew the item from the catalog as if your library were a patron. District Loans & Claimed Returned If a District Loan item is in a claims returned situation, do not place the item in Claims Returned status. Contact the District Library or check your library s account with the District Library, to see if they have the item. It is possible that the item was simply returned to them without having been checked in at DCLS. If that is the case, simply return the item in Horizon. If the item hasn t been returned to the District Library and it s only been a couple of days since the borrower claims to have returned it, renew the item in the borrower s account and ask the borrower to look again for the item. Ask the borrower to come back again at the new due date and check your library s account with the District Library or call them again to see if the item is there. Eventually, the District Library will send DCLS a bill for an item not returned. At this point, DCLS will bill the borrower for the lost item

130 Chapter 23 MAIL Returned Mail Note: Do not check anything out on an account with the Address Service Requested block, until borrower verifies correct address with ID. When library notices are returned because a borrower moved or for other reasons ( no such address, mail refused, etc.), do the following: 1. In the CKO window, identify borrower. 2. Click Borrower, Edit Borrower (F6). 3. In the borrower s registration screen, verify that this is the borrower: match address on account with the address on returned mail envelope. 4. If account is the correct one, close registration screen, and: 5. Click Blocks in Tool Bar 6. Click Add Note 7. In Code Lookup: Block Types screen, select Address Service Requested. 8. Click OK 9. In Comment box, type brief message stating mail was returned. Include postal service message on envelope. Include your first initial, last name. 10. If the returned notice has a yellow postal sticker with the new address on it, include in block message: a. New address was added to borrower account b. New address & phone number must be verified with borrower 11. Click OK 12. Add new address to borrower account a. Click Edit Borrower b. In Addresses field, delete the old address c. Enter new address from yellow sticker d. In Staff Initials field, type your first initial and full last name e. Click Save and Close 13. After borrower has verified new address with ID, delete block Note: Borrowers will not receive any notifications about overdues or requested items while the Address Service Requested block is on their account. Please resolve the block and delete it as soon as you can so that notifications can resume. 23.1

131 Chapter 24 BARCODES Replacing An Item s Barcode At Checkout: If an item s barcode does not read correctly at Checkout, you can search for the item in Horizon and send it to Checkout. 1. Identify the borrower. 2. Click Item, New Item or F2 to search for the item that needs new barcode. 3. At the Copies Screen, select item and press F Select Checkout from the Send to box 5. Click OK to send item to Checkout. 6. Click OK to have item appear in workbook screen. 7. Click Edit Item button to edit the item record. 8. Move your cursor to the barcode field. 9. Highlight old barcode and scan in the new barcode 10. Click on Save and Close At Checkin: After an item is checked in, you can change the barcode. 1. Highlight the title 2. Click Edit button or double click on the title. 3. Highlight old barcode and scan new barcode. 4. Click on Save and Close. At any other time (not check in or check out) 1. Click Item, New Item or F2 to search for the item that needs new barcode. 2. Select the title and Press F10 [you can do this from the Bibliographic Detail Screen or the Copies Screen.] 3. Select Copy Item List from the Send to popup box A list of branches that own the title will appear on the screen. 4. Highlight the specific copy. 5. Click on Edit button. 6. Move your cursor to the barcode field, highlight barcode and scan in new barcode. 7. Click on Save and Close. 24.1

132 Replacing a Borrower s Barcode To replace a lost or damaged library card 1. In the Checkout window, identify the borrower. 2. Choose Borrower, Edit Borrower. Horizon displays the Edit Borrower window for the borrower. 3. In the Date Lost field of the Barcodes group, enter the date that the borrower reported the card lost or today s date. 4. Click New in the Barcodes group. 5. Scan the new barcode in the Barcode field. 6. Click Save. 7. Log onto SAM and transfer any monies listed on the old library card onto the new library card. 8. Delete the old library card account from SAM 9. Return to Horizon and the Edit Borrower window. 10. Open the dropdown menu in the Barcode field. 11. Select the lost barcode and then click Delete. This deletes the lost barcode number. Click Save and then Close. 12. The user will now have to use the new barcode to log into on of our computers, check her or his account online or check out material from the library. 24.2

133 Chapter 25 BEST SELLER EXPRESS BOOKS Best Seller Express Books for Best Seller Express are additional copies of popular, high-demand titles that DCLS has already purchased in quantity for general circulation. They are available for borrowers who may not want to wait on a reserve list on a first-come, first-served basis. DCLS keeps a selection of these titles available for anyone who walks in. If the borrower sees a title they want on the Best Seller Express shelf, they can check it out immediately. The books are shelved separately from the other new books, and are identified by a No Holds, No renewal sticker on the front cover and a 14 Day sticker on the spine. Express Books are available at all DCLS libraries. The Express books are listed in Horizon with the regular copies of a title. To see if a particular copy is part of the Best Seller Express collection, select a copy on the Show Copies page and then click on Detail Status. IType will be newnh and Collection will be fic14. If the Best Seller Express Book is highlighted when trying to make a request for a borrower, you will see a pop-up box with the following message: This title is not available for request. No requests are permitted. No renewals are permitted. Loan period is only 14 days. Overdue fines $.25 a day. 25.1

134 Chapter 26 COLLECTION MANAGEMENT Donations/Processing Errors/Cataloging Errors/Items Needing Cataloging Julie Brinkley Donations to be processed for your branch. Processing errors (mistake on spine label, spine & computer don t match, etc.) Deborah Battisti Donations that you don t want for your branch but think they could go somewhere in the system. Donations for which you want a second opinion about adding to the collection. All cataloging errors (questionable Dewey area, missing subject heading, etc.) Items that are no longer listed in Horizon that you wish to add back to the catalog. When sending items to collection management for the reasons above, put the item in Collection Management status. To change status to Collection Management. 1. Click the Item Group Editor-Status Only icon in the tool bar. Horizon opens the List Item Group Editor-Status Only window and the Compound Search window. 2. Select the Barcode from the Indexes list. 3. Click on Append list to change more than one item. 4. Click in Search For box and scan the barcode of the items. Items will appear on the background screen. 5. Close Compound Search window. 6. Highlight all items. Click Edit. Note: If you are changing more than one item, Horizon will ask you if you want to do a batch change. Select OK. 7. Click on Codes Box for Item Status to select Collection Management. Click OK. 8. Click Save, Close. 9. Fill out pink sending slip. a. ATTN. [person s name] (A name is only necessary if item is going to Julie or Deborah.) b. To: CM c. From: [Your branch] d. Date: e. Add the reason why you are sending the item. 26.1

135 Repairs and Replacements of Damaged Material PRINT MATERIAL All print material repairs are handled at the library level. If an item is beyond repair it should be withdrawn at the library. If the Library Manager or Youth Services Librarian feels a replacement is necessary, he or she is responsible for checking to see if the item is still in print and/or available from Ingram or Amazon. The replacement information, which should consist of title, author, ISBN, publisher, price or a printout from Ingram or Amazon, should be sent to Linda Parkin in Collection Management, with a note stating which funds should be used for purchase. AUDIOVISUAL MATERIAL Before sending any disc (CD, DVD, Blu-Ray, audiobook disc, MP3) or case to CM for repair or replacement, check the disc s age and usage statistics. Withdraw the item if any of these apply: The disc is cracked, or scratched enough to see through (hold to the light and look for pinholes) Is more than four years old Has had more than 80 uses Hasn t circulated within the last year Isn t in good shape Send discs that are dirty, scratched and in need of repair to Lisa Howald in CM, with a signed, dated note. A disc sent to CM will be polished, resurfaced, and returned to the library. If it still does not work properly, the item should be withdrawn at the library. Send all requests to replace the item to Deborah Battisti in CM, with a signed, dated note. Send all requests for missing or damaged audiobook disc replacement to Julie Brinkley in CM, with a signed, dated note. Music CDs If the CD is missing, the item should be withdrawn at the library. The library manager, or a designated person will decide to replace the item based on circ statistics, popularity, last use, etc. In the case of a multi-disc set, a single CD cannot be replaced -- the entire set must be replaced. The library manager will search for availability and send the replacement information to Deborah Battisti in CM. 26.2

136 If the case is damaged, put the whole item in transit to CM - Repair, with a signed, dated note requesting case replacement. If the item needs both disc repair and case replacement, the note should request both. Audiobooks To replace one disc from a set, send the whole audiobook to Julie Brinkley in CM, with a signed, dated note stating which disc needs to be replaced. She will check to see if it can be replaced. If it cannot, she will withdraw it. If a case is damaged, put the entire audiobook in transit to CM - Repair with a signed, dated note requesting case replacement. DVDs and Blu-Rays The library manager, or a designated person will decide whether to replace items based on circ statistics, last use, popularity, age, etc. He/she is responsible for checking on availability and finding replacement information. Replacement information should be sent to Deborah Battisti at CM. If one disc from a multi-disc set needs to be replaced, Julie Brinkley with the title of the set. She will order the single disc, if possible and if it s not available, the library manager can decide whether to replace the whole thing or withdraw the single disc if we have other copies. Julie will notify the library supervisor of the single disc price so the charge can be put on the patron s account. If the browser pack or DVD pouch needs to be replaced, send the entire package to CM Repair, with a signed, dated note requesting browser or pouch replacement. Staff members at the library level are responsible for charging patrons for damage and/or replacement. 26.3

137 Chapter 27 LIBRARY CARDS Types of Library Cards Borrower must be 18 years old (or legally emancipated) to get a library card without parental permission. Pennsylvanians who live in an area that belongs to the Access PA system pay a tax, which allows them to get a FREE library card anywhere in PA. DCLS charges a fee for library cards for borrowers who live outside Pennsylvania or in an area that does not participate in the Access PA Program. PC CARDS Any Adult or Juvenile: Who does not have the appropriate ID to qualify for a regular library card, i.e. no current proof of address; Who lives outside PA, but visits here frequently; Who lives in an unserved area in PA, but does not want a full library card. Child with a TSS (Therapeutic Support Staff) who does not have a DCLS library card and whose parents are not available to sign for a card. TSS must sign as responsible party. SAM Visitor Passes Persons who wish to use DCLS Internet service $2 per hour of Internet service FREE RESIDENT Any adult or juvenile residing in Dauphin County, except in Middletown or Derry Township. Persons living temporarily in Dauphin Co. Must show proof of address. Persons living in and attending secondary schools within Dauphin Co. Organizations & businesses located in Dauphin Co. An individual must sign for this card. FREE NON- RESIDENT Any Adult or Juvenile residing in an Access PA served area outside of Dauphin Co., or in Middletown or Derry Township Persons living temporarily in an Access PA served area outside of Dauphin Co. (Must show proof of address that is in Access PA served area.) Persons paying property taxes to Dauphin Co., but not living full-time in Dauphin Co. (Must show proof of payment of taxes to Dauphin Co.) Persons living and attending PA secondary schools outside of Dauphin Co located in an Access PA served area. Organizations & Businesses located in an Access PA served area. Any Active Duty Service Person with Military Id. CHARGED NON- RESIDENT $60.00 / year $33.00 / 6 months $18.00 / 3 month $6.00 / 1 month Any adult or juvenile residing in an area not served by Access PA. (See Appendix C) Persons who are temporarily here, on vacation or for other reasons, and do not meet any of the other qualifications listed for a free library card. Note: A minor child of an emancipated minor qualifies for any of these cards if the other requirements are met 27.1

138 Documents Needed To Obtain A Library Card DCLS staff must see and record the ID source for each library card registration. Only the ID listed below is acceptable. Branch managers alone have the authority to accept an alternate ID form; however, this should rarely occur. All persons applying for a Dauphin County Library System Card must have identification that verifies not only identity, but also current address. Applicants may use ONE form of ID from Column 1, which identifies both who the person is and where he/she lives. Otherwise, applicants must have TWO forms of ID: one from Column 2 identifies the applicant, and one from Column 3 verifies current address. Check expiration dates on ID before accepting. Bills, leases, and tax statements must be for a current month or year. Column 1 Column 2 Column 3 (One from this column) (One from this column & (One from this column & one from column 3) one from column 2) Valid driver s license with current address Valid non-driver s identification card with current address. Valid driver s license with old address. Valid non-driver s identification card with old address. Valid passport Valid Military ID Social Security Card Green Card Birth Certificate Current school picture ID Employment picture ID Other Picture ID on club/credit card Current local or county tax statement (address to applicant). Current lease agreement. Current utility, phone, or cable bill addressed to applicant. Current vehicle registration registered to applicant. Voter Registration card with current home address. Address from checkbook Self-addressed DCLS address verification postcard (address must be in Dauphin County) Note: If the borrower did not bring in proof of current residence, but has proof of identity, an account can be started, but allow only a ONE-TIME CHECKOUT LIMITED TO 2 ITEMS. Add a 1 TIME 2 ITEM CKO comment to the account. When the borrower has supplied proof of address, delete the block. Check the Edit Borrower screen to see how many items a borrower has checked out since receiving their library card. 27.2

139 Registration 1. Ask for and examine ID. 2. Check to see if person has a DCLS library card. a. Click on Borrower, Find Borrower, (F4). b. Choose Borrower Last Name Alphabetical from the indexes box. c. Type the borrower s last name, first name in the Search For box. d. Click OK. 3. If the name appears, highlight name and click Enter. 4. In the account, click on Borrower, Edit Borrower (F6). 5. Verify the information and update it, if necessary. 6. If the name does not appear, check all close variations of the name, if appropriate, to make sure that the borrower is not in the system. For example, if the person s name is John Brown and there is a John L. Brown and a John W. Brown, check the ID on those accounts to verify that it is not the same person. Note: DO NOT create a second library account if the borrow already has one. The Circulation Policy states: Library cards will not be issued to any person who is the guardian on an existing account referred to a credit agency, nor will a card be issued to a minor if the responsible adult signing the card has an existing account in referred to a credit agency. If you have reason to believe a person requesting a new card or attempting to sign as the responsible adult on a juvenile or organization card falls in the above category, do a search for the guardian in the database and do a parent/guardian search. 7. To do a guardian search, follow these steps: a. Click on Borrower, Find Borrower (F4). b. Highlight Borrower Last Name Alphabetical from the Indexes box. c. Type the parent or guardian s last name, first name in the Search For box. d. Click OK e. Check the account for fines/fees > To do a parent/guardian search (which will bring up all of the juvenile accounts for which the adult has signed), follow these steps: a. Click on Borrower, Find Borrower (F4) b. Highlight Parent Guardian from the Indexes box. c. Type the parent or guardian s name into the box following this example: smith*mary* The * symbol is a wild card that allows the database to pull up variations of the name d. Click OK e. A list of juvenile accounts will come up f. Check each account for fines/fees >$ i. If an account has >$45.00 fines/fees or has a Credit Bureau message, go to Edit Borrower in the account and check the ID number to verify the identity of the parent/guardian. 27.3

140 Note: Juveniles must be present to obtain a library card. 9. If the borrower is not in the database, and the responsible adult for a juvenile or organization has an account that is not in Credit Bureau and has fines <45.00, then register the patron. Have them read the Borrower s Agreement or Parent/Guardian Agreement and verbally agree to it. Note: The borrower s verbal agreement is very important. If the borrower doesn t agree, he or she cannot receive a card. 10. Close the borrower search box and click on Borrower, New Borrower (F5), from menu. You will see the following screen: USE ALL CAPITAL LETTERS EXCEPT IN BORROWER S ADDRESS Please note, when you get to the bottom of the page, simply click the Page Down button to continue. 27.4

141 In this field Last name, First name Do this Type in last name, first name. The name must be entered as last name comma space first name space middle name (or middle initial) if the borrower has a middle name. Ex: Chris W. Rock ROCK, CHRIS W Names with a Suffix If the borrower has a suffix (JR, SR, III, etc.), add a comma after the middle initial/ name (or a comma after the first name if no middle name is given). Ex: John Stewart Jr. STEWART, JOHN F, JR Hyphenated Last Names If a borrower has a hyphenated last name, simply type in both of the last names, comma, first name. Ex: Courtney Cox-Arquette COX-ARQUETTE, COURTNEY Note: No periods are used. Leave out punctuation, except for the comma between first and last name, before a suffix or after a name, before a title. Date of Birth Addr. Type Street Address Line 1-4 (You do not need to use all the lines) Names with a Title When including a title (Dr., Rev., Pastor, Mrs., etc.), type the last name comma space, the title space first name. Ex: Reverend Martha W. Jones JONES, REV MARTHA W Enter birth date as MM/DD/YYYY This is required for all borrowers. If birth date is unknown, or borrower refuses to give it, use 01/01/1900 for an adult borrower, but do not use this if you think borrower may be 17 or younger. Juveniles must have accurate birth dates on their accounts to ensure compliance with CIPA. When a borrower turns 18, she needs to fill out a new signature card, using her ID, and the registration screen must be updated with the new information. Click Perm radio button. Enter the street address. Use standard postal abbreviations, but no punctuation. See the following list for standard abbreviations: Secondary address information (apartment, lot number) can either follow the street number on the same line or be entered in the following line. Ex: 123 S COVE ST APT

142 or 123 S COVE ST APT 3 Rural Route Numbers & Rural Route Boxes RFD & RD rural route codes must now be entered as RR for Rural Route. Rural Route Numbers with a Rural Box Number should be entered as RR BOX Do not use # or No.. Highway Contract Routes and Star Routes are both abbreviated as HC. Ex. RR 3 BOX 402A HC 25 BOX 23B Post Office Boxes When there is a post office box that is considered the primary address, enter it as follows: PO BOX (and the number). We must also see proof of borrower s street address. Add the street address first and on Line 2 add the PO BOX or use the PO BOX only, and add the street address in the Temporary Address Field (see Temp below). For example, if a person lives at 123 Hello Street, but wants mail to go to her PO BOX 987, enter data as: 123 HELLO ST PO BOX 987 Temp: Choose this for alternate addresses, such as: Street addresses for PO box holders Old addresses kept until borrower brings in proof of new address The permanent address of a borrower residing temporarily in Dauphin County. (The local address at which the borrower wishes to receive mail goes in the Perm address field, while the permanent address goes in the Temp field.) To enter an alternate address: a. Click on New. b. Choose Yes so address will be after permanent address. c. Click on Temp button. d. Enter alternate address. e. Enter yesterday s date in both beginning and ending date fields. See Appendix R - Library card registration addresses verification 27.6

143 City,St Zip Code Notice by name addr Phones Find the city in the drop down Codes box. Click on the city. If there is no code for the borrower s city, then enter the City comma space Standard Two-Letter State Abbreviation in Line 4 (above the City/St field). (State abbreviations can be found at If the city is in Dauphin, Cumberland, or Perry County, send IT an with the name of the city, so that they can add it to the codes box. Enter the zip code for the borrower s address. Search to find an unknown zip code. Choose stnd if borrower wants postal mail or phone calls; choose if he wants notification. Note: Anyone with an address, minor or adult, may choose this option. Note: Borrowers can receive phone notifications for holds and overdues and also receive pre-overdue notifications. Select Stnd notification, enter the name and address and then select Pre-overdue, too. Enter patron s first and last name in all capital letters Enter address in lower case letters. Phone: Type in number, using a hyphen, and include area code only if area code is not 717. BOBB is set up to automatically dial a 1 for non 717 phone numbers. Put numbers only in this field. Information about the phone number can be entered in the Borrower Note. Note: If borrower has no phone, put in the field. Make sure you select no telephone calls from the drop-down box. Type Choose phone type from the Codes box. If the borrower wants phone calls for holds and overdues, choose cp, h or w. If the borrower wants or postal mail notices, choose h-notc or w-notc Note: A borrower cannot receive both and phone notifications for holds and overdues. Selecting Stnd notification and a cp, h or w phone type will stop Horizon from sending any notifications at all. You can enter more than one phone number for a borrower. To enter another number: a. Click on New and answer yes or no about position of new phone number in the list. (Horizon will call the number that is first on the list, or the number with a code of cp, h or w.) b. Type telephone number Choose a code for this second number. 27.7

144 Barcode Pin # Location BType Exp. Date ID #1 Scan new card Ask the new borrower to choose a 4-digit number. Enter the number. All borrowers should have a PIN. Leave this field blank only when a parent/guardian requests that his child be denied Internet access at the library. Horizon automatically enters the library code of the library where the card is being issued. Choose the borrower type from the list of codes: c1a-charged adult 1-month library card. Same as Charged Adult, but for a 1-month period. c1j- Charged Juvenile 1-Month Library Card. Same as Charged Juvenile, but for a 1-month period. c3a Charged Adult 3-Month Library Card. Same as Charged Adult, but for a 3-month period. c3j Charged Juvenile 3-Month Library Card. Same as Charged Juvenile, but for a 3-month period. c6a- Charged Adult 6-Month Library Card. Same as Charged Adult, but for a 6-month period. c6b- Charged Juvenile 6-Month Library Card. Same as Charged Juvenile, but for a 6-month period. ca - Charged Adult - for adult residents of specific municipalities in Perry, Northumberland and other counties that do not participate in ACCESS PA (See Appendix C) cj Charged Juvenile. For juvenile residents of specific municipalities in Perry, Northumberland, and other counties that do not participate in ACCESS PA nj - Non-resident Juvenile na - Non-resident Adult pa - PC Use Only Adult pj - PC Use Only Juvenile ra- Resident Adult rj- Resident Juvenile mbs-millersburg School Student s- Staff/Board sret Staff retiree Horizon automatically enters the correct expiration date for the borrower type. The cards of BTypes s, ra, rj, na, nj expire every ten years. PC cards expire yearly. Charged cards expire in 1 month, 3 months, 6 months or 1 year. Enter ID information of one of the following: Borrower Parent/legal guardian, if the borrower is a juvenile, or an adult who cannot legally be held responsible for his account. Responsible adult for an organization. Enter the number only, with no spaces from the ID document. 27.8

145 ID Type ID #2 ID Type Guardian Last Name, First Name Signature date Staff Name Stat Class Borrower Note Newsletter Choose the type of ID from the codes list. Leave blank. Choose the type of ID from the codes list. This line must be filled in for: Borrowers who are under 18, unless they are legally emancipated Adult borrowers not legally responsible for their accounts Organization accounts Enter the last name, first name of the responsible adult. Enter today s date. Enter your first initial, last name. When any change is made to the information on an account, the staff member who enters the new information overwrites the previous staff person s name with her own. Example: Borrower changes her address. New address is entered and staff person who enters it puts her name in Staff Name field. a. Open the codes box; choose the borrower s municipality* (where the borrower lives/pays taxes), or one of these: Other Penna. Outside Penna. Millersburg School Student Organization b. Click on OK c. Click on New d. Open codes box again and choose f (Female) or m (Male). e. Click on OK If the borrower is a Dauphin County Property Owner click on New again, choose dcpo and click on OK. (Only borrowers who are Dauphin County Property Owners, as defined above, will have 3 codes in their stat class list.) *Use to find a municipality if you know the address. At the website: a. Click on address search, b. Enter address (at this page on the site, create a bookmark for the next time you need to use it). c. Look for the County Subdivision line for the specific township or boro. Enter any information you think pertinent that does not belong in any of the standard fields. Example: grandfather is legal guardian or NY Dr Lic For Baby s First Library Card initiative, put BTR in this field. Ask the borrower if they re interested in receiving the DCLS First 2 Know newsletter about upcoming events and services. If yes, then check the newsletter box. Give new borrower a DCLS bag with Branch Locations and Hours, current copy of Bookings, and other informational and promotional material. Briefly explain services 27.9

146 we offer (including ability to return materials to any DCLS library), loan periods, and fines and fees. E-Cards DCLS offers online registration for residents of the Capital Area Library District. Borrowers can complete a web application online. They will receive their library card number in an shortly afterwards and then their card in the mail a few days after that. An E-card offers access to all of DCLS electronic resources, including e-books and e- audiobooks and they are valid for 10 years. However, these cards offer no borrowing privileges. They are for electronic access only. If a borrower wishes to upgrade to a full service library card, they must come to the library and present you with their library card and an ID. You can accept any of the various ID s that would be acceptable in a normal registration. Look up the borrower s account and confirm all the information or update as necessary. Change the borrower type from Self to Resident or Non-Resident as appropriate. All of the residency requirements stay the same for a Resident card. Enter your initials in the Staff Name field. Have the borrower read the Borrower s Agreement and verbally agree to it. Return the card to the borrower. He or she can now check out materials. Registration Cards Registration cards are still used in a few cases for outreach to schools and daycares, for instance. If someone wants to sign up for a library card with a registration form, they do not need to verbally agree to the Borrower s Agreement, as their signature shows that they agree. Parent Letters A parent or guardian doesn t need to be present for a child to obtain a library card. However, the child must present a completely filled out registration form, including the parent/guardian ID number and signature, to receive a library card. When you receive one of these, simply note on the registration form that a parent letter is needed. DCLS will mail a letter to the guardian listed on the form to confirm that the child actually had permission to receive a library card. Duplicate Registration If one member of a family has a library card and other members of the same family wants to get a card, you can do a duplicate registration for the other member(s) by following these steps: 1. In the Checkout window of borrower s account, click Borrower, Duplicate Borrower on Menu Bar, or in borrower s registration window, click Duplicate on command line. A registration window with some information from original borrower will appear. 2. Make all necessary changes, including: 27.10

147 a. Name b. Birth date c. address d. Btype e. Pin f. Exp. Date (if duplicating an older account) g. Staff Name (if duplicating an older account) 4. Fill in all empty fields 5. Click Save and Close Baby s First Library Card Participants in the childbirth education classes at Pinnacle Health receive packets which include a handout about getting a library card for their child. If someone brings a child in to get a library card and has the handout or mentions that they got one, staff doing the registration for the child in Horizon should put the letters BTR in the Borrower Note field. Do not spell out Born To Read. The Born to Read Coordinator can use the note to get statistics about the program, so please make sure to include those initials in the note field so that she gets accurate numbers. The parent may keep the "Baby's First Library Card" document. Library Card Registration for Day Cares and Other Organizations Day cares and other organizations in Dauphin County are entitled to free library cards. Simply follow the following adjustments during card registration: 1. The organization s name goes in the name line 2. No birthdate needed 3. The btype is Resident Adult 4. The name of the contact person or head of the organization goes in the Guardian name line. This person will be held financially responsible for any late fines, damaged items or other fees in the event that should happen. 5. There is an organization stat class. Use this instead of a gender stat class DCLS also needs to see some proof that the organization is either in Dauphin County or pays taxes to Dauphin County. So in addition to the contact person s ID, ask for something like official mail or a tax statement for the organization. Juvenile Rollover The following procedures are for accounts where the juvenile patron is now an adult. These accounts will include a block stating Patron is now an adult. Please update account. No money is owed Less than $45 is owed More than $45 is owed Update account information as needed. Be sure to change borrower type to adult. If patron wishes to pay: 1) Accept payment. 2) Account information is updated. If patron wishes to pay: 1) Accept payment 2) Account information is updated

148 If patron wants to negotiate the account, frontline staff may work with patrons to reduce amount owed or even waive full amount up to $45. 1) Accept payment of reduced fines if applicable. 2) Account information is updated. If patron wishes further action, Front line staff MUST contact the manager. For Managers: Only managers may waive fines above $45 or create a second account for patron! If full amount is waived or you accept reduced payment: 1) Account information is updated. If amount is not waived: 1) Create a new library account for patron 2) Change old account name field using the following format: Guardian Last Name, First name Juvenile Last Name, First name Example: Smith, Mary Smith, Joey 3) If guardian has a library account, place note on account reflecting the juvenile account that has fines and fees. 4) If no guardian name is listed on the account, waive all fines and fees associated with the account and have patron fill out new registration card to update the account. * The purpose of this initiative is to not penalize the adult for charges incurred while they were juveniles, but to welcome them back as new patrons. For some accounts, we will want to hold the guardian responsible for lost items or damaged materials, but for most, consider waiving the full amount rather then create a second account

149 Card Renewals The cards of these Borrower Types: staff (s), Resident Adults (ra), Resident Juveniles (rj), Nonresident Adults (na), and Nonresident Juveniles (nj), expire every ten years. For these BTypes, Horizon will ask for an address check every year. PC cards expire yearly. Charged cards expire in 3 months or 1 year. Note: Renewals require an ID; address checks do not. Borrowers using the DCLS address verification postcard will need to send another postcard every year at the time of the address check or renewal, or provide other acceptable identification for proof of residence. If the borrower s registration has expired, Horizon displays an Expired Library Registration window. Cards should be renewed as soon as they expire, whether or not the borrower is in CB, as this is the best way to keep account information accurate. Explain to the borrower that she will still have the same account and will be responsible for all the charges. The card may be used to check out library materials when the account is no longer in CB status. For adult borrowers: 1. Ask to see ID. 2. If borrower has no ID with him, click CKO - No Renew, or if there is an address change and you want to put the new address on the account, follow the steps below, on the right hand side, starting at b. 3. If the borrow has ID, follow these steps: a. Click Renew. Horizon displays the Edit: Renew Registration window. b. Verify address with the ID. Ask borrower if there are changes in the phone number and/or address. c. Check date of birth; borrower may have turned 18 since last renewal, and will need to sign a registration card. If There Are No Changes If There Are Changes a. Click Save and Close b. Choose Borrower, Edit Borrower, (F6) to open full registration screen. c. In Staff Name field, delete staff name and type in your first initial and last name. d. Click Save and Close. a. If the borrower has ID, put new address in Perm address field. i. Click Delete to delete old address. ii. Click Perm. iii. Type new address. iv. Change the Stat Class for the municipality, as needed v. Change the Btype, as needed vi. In Staff Name field, delete staff name and type in your first initial and last name. vii. Click Save and Close b. If borrower has a new address, but does not 27.13

150 have address ID, put new address in Perm address field and old address in Temp address field: c. Click Temp (leave old address in place). d. Type today s date in both beginning and ending date fields. d. Click New. e. Answer No. f. Click Perm. g. Enter new address. h. Make any other needed changes and correct any errors. i. In Staff Name field, delete previous employee s name and replace with your first initial, last name j. Click Save and Close k. Put block on account: l. At CKO screen, click Blocks. i. Click Add Note. ii. Choose Address Correction Requested. iii. In Comment field, add note that borrower cannot check out any more items until ID with new address is shown. m. After seeing proof of address, delete old" address from Temp address field and delete block. For juvenile borrowers: 1. If the parent who signed for the card is in the library, ask for ID and verify information as above. 2. If parent is not in the library, or has no ID with him, ask child to verify information and make changes as stated by child. Lost Library Card There is a $2.00 fee for replacing a lost library card. Follow the procedures listed below, but be sure to collect the money and ring it into the cash register under the library card key (key 6). If a borrower doesn t wish to pay for a replacement card, they can continue to use our services by showing an acceptable ID (see p. 26.2). However, remind the borrower that they are still responsible for all fines and fees accrued on that account, including charges incurred by someone else using the lost library card

151 When a borrower leaves her card at the desk, or the card is found elsewhere in the library: 1. Scan card and add note block stating that the card is at the circ desk of your library. 2. Follow branch procedure for storing card until borrower comes in to get it. 3. When patron picks up card, delete the block. If borrower lost her card and wants a new card: 1. Check her ID. 2. Identify the borrower in Horizon. 3. Check blocks to see if card was left at a branch. If card is not at a branch: 4. Click Borrower, Edit Borrower (F6). 5. In registration window, click Page Down to display the Barcodes field. 6. In the Date Lost field, enter today s date. 7. Click New in the Barcodes field. 8. Scan the new barcode in the Barcode field. 9. Check all other information; make any necessary corrections. 10. Click Save and Close. 11. Log onto SAM and transfer any monies listed on the old library card onto the new library card. 12. Delete the old card account in SAM. 13. Go back into Horizon. Go to the Edit Borrower Window. 14. Open the dropdown menu at the Barcode field. Select the old barcode and then click Delete. 15. Click Save and Close. 16. Tell borrower to destroy old card(s); it will no longer be valid. It may take up to 10 minutes for HIP (borrower catalog) to receive updated borrower information, allowing borrower catalog login. Note: In Horizon there should be no more than two borrower barcodes listed in the blink at any one time, the last barcode that was lost and the current barcode. If there are three or more barcodes listed in the Barcode Field blink, delete all except the most recent lost and replacement barcodes in the field. As soon as any remaining funds in the lost card s SAM account have been transferred to the new card s SAM account, the lost barcode in Horizon should be deleted as well as the old SAM account. If a borrower calls the library and says that he lost his library card: 1. Look at borrower s account in Horizon. 2. Check blocks to see if card was left at a branch. If card is not at a branch: 3. Click Borrower, Edit Borrower, (F6) 4. In registration window: a. Click Page Down to display the Barcodes field b. In the Date Lost field, enter today s date 27.15

152 5. Explain to the borrower that he will need to purchase a new card, and he should destroy the old card(s), if he finds it. If a borrower presents a card to check out materials and this message appears: 1. Click Cancel (Do not click Activate). 2. The next window will say Cannot find borrower with that barcode 3. Click Continue. 4. Confiscate and destroy the card. 5. Explain to the borrower that we will give him a new library card. 6. Check ID. 7. Using ID, find borrower s record. 8. In registration window: a. Click Page Down to display the Barcodes field. b. Click New. c. Scan barcode on new card. d. Leave lost barcode and lost date in Barcode blink. e. Check all other information; make any necessary corrections. f. Click Save and Close. Note: Tell patron that if he has another card with the same barcode number, for example, a keychain card, he should destroy that, also. If a borrower presents a card that results in this message: 27.16

153 1. Ask borrower for ID and check for an existing account. 2. Ask borrower if she has had a name change and check under any previous names and phone numbers. 3. If borrower has an account under any name, destroy old card. 4. In registration window: a. Click Page Down to display the Barcodes field. b. Click New. c. Scan barcode on new card. d. Check all other information; make any necessary corrections. e. Click Save and Close. 5. If borrower has no account, destroy old card and follow steps for a new registration. Unusual ID s Green card U.S. Passport 27.17

154 Name Passport number Birth date Expiration date 27.18

155 Chapter 28 REPORTS Accessing, Saving, and Printing a Report Reports are generated as tools to help you in your library duties. You can use them to: Manage borrower requests and holds. Evaluate your collection by providing you with circulation statistics. To access the Requests report 1. Choose Request, Requests in the Circulation Reports process. Here is an example of the All Requests list window. Accessing the Hold Shelf Report This report lists all requested items that have been checked in but have not yet been picked up by the requester. To access the Hold Shelf report 1. Choose Requests, Hold Shelf in the Circulation Reports process. Here is a sample Hold Shelf list window: Lists all items on hold at your location Lets you sort the list according to selected criteria. Lets you change the type of information displayed for items on the hold shelf. Note: When a borrower cancels a hold for an item already on the hold shelf, the status indicates that the item should be removed from the hold shelf. 28.1

156 Accessing the Expired/Canceled Holds Report The Expired/Canceled Holds report shows you a list of holds that have expired or been canceled since the last Day End process was run. It is similar to the Hold Shelf Report in that it uses the same selection criteria. However, this report shows only expired and canceled holds. (The Hold Shelf report continues to show expired and canceled holds as well as all current valid holds.) To access the Expired/Canceled Holds report Choose Requests, Expired/Canceled in the Circulation Reports process. Here is an example of the Expired or Canceled Holds list window: Lists holds expired or canceled since last Day End process was run. Lets you sort the list according to selected criteria. Lets you change the type of information displayed for expired or canceled holds. Accessing the Request Pull List The Request Pull List is a list of items to be gathered to fill borrower requests. This report should be run every day the library s open. If you do not respond to the request within twenty-four hours and there is another location with the title checked in, the request will automatically be transferred to the other branch s Request Pull List. If the other branch does not fill the request, then the request may appear on your list again. To access the Request Pull List Report 1. On the Navigation bar select Circulation, Circulation Reports 2. Choose Requests, Request Pull List. Note: The default option will automatically show the following: The name of the borrower (this includes district libraries) requesting the item The title, author, collection and call number of the item. The items barcode, IType and status will also be displayed. 28.2

157 You have two options at this point: A. If you choose to print the list with the borrower information showing B. If you choose to un-highlight the Name display option Staff must keep the list with them at all times. Volunteers may pull titles for the Pull List. Show Borrower does not need to be checked during the checkin process Show Borrower must be checked on the checkin screen. Here is an example of the Request Pull list widow: Lists all requests that you can fill at your location Binds items to requests. Lets Horizon know you are satisfied with the list and will pull the items The unfound items will go back into the queue for another branch to fill. Removes those items from your pull list. Lets you delete a borrower s request from the system Lets you sort the list according to selected criteria. Lets you change the type of information displayed for requested items. Items on Pull List that are not found on shelves. Place the item/items back in the queue for another branch to reconcile the request. If you have a list of items that you cannot find, highlight all the items that you cannot find and press the Keep List button. The items will go back into the queue for another branch to fill. OR 28.3

158 If you have one item that you cannot find, highlight that item and press the Keep Item button. If you do not follow this procedure; when you close the window the items will appear again on your list the next time you bring up your Pull List. Place your items in trace status if they have a last check out date in the past 3 months. Place your items in missing status if they have a last check out date older than 3 months. If you can t find an item and it is the only copy in DCLS, then be sure to include the following Message to Borrower block in the borrower s account: Title (or Requested item if the title is too long) not available. Please speak with staff about Interlibrary Loan. This will inform the borrower and other staff that the item is no longer available and that other means of obtaining the item should be attempted. Processing the Pull List Note: If a district library (See Appendix B) requests an item, check it out to the library s account. Fill out the appropriate Sending Slip and send it directly to the district library. Before you check in the item: If you chose to Print the Pull List with the borrower information showing a. Show Borrower does not need to be selected during the checkin process. b. Scan the Item If you chose to un-highlight the name display option prior to printing the Pull List a. Select Borrower on the tool bar b. Select Show Borrower c. Scan the Item 2. If your branch uses the Holds Slips, be sure to check the Print Hold Slip box to print a Holds Slip for the item. 3. Click OK. This changes the item status to In Transit, and removes it from the Pull List. 4. Fill out the appropriate Sending Slip and put the item on delivery to the requesting library. When the item is checked in at the pickup location, Horizon displays a message saying that the item has been requested and who has requested it. 28.4

159 Claimed Returned/Missing/Trace/Lost Reports Note: This report should be run at least once a month, so a search can be made for the items. 1. Click on the Item Group Editor-Status only icon on the menu bar. A Compound Search pop-up box will appear. 2. From the Indexes box, highlight Location. 3. In the Search for field, type the two or three letter library code and click on the AND button. 4. From the Indexes box, highlight Item Status. 5. In the Search for field type the first letter of the report [m=missing, l=lost, c=claimed return, trace-trace], or use Show Codes, and click on the AND button. Note: You can only search for one status at a time. DO NOT use the OR button. 6. In the Search Index section, highlight Status Last Updated. 7. Click on Date Range button at the bottom of the Compound Search box. 8. In the Date Range box, click on the Prior, Since, or Range, enter the date(s) into the Date box. 9. Click OK. 10. Click on Search. A list of items will appear on the screen. 11. Click on the Display button to select the information you want to view. 12. Display: Title (If title is displayed twice, deselect one), status last updated, due date, barcode, collection, call number and item status, (or whatever combination works for you). 13. Click on the Sort button and sort according to your preference. ** For more information about problem statuses (Overdue, Claimed Returned, Trace, Missing, Lost, and Withdrawn) go to pages in the Item Status section. 28.5

160 Chapter 29 OFF-LINE CIRCULATION PC Reliance Note: Please do not log back into Horizon until you have been notified by ESA that it is time to do so. Contact an ESA Circulation staff member from the list below to let them know you have started using PC Reliance. If your library closes before Horizon is back up, call ESA and speak to one of the people listed below. Let them know that your library is closing and that the PC Reliance data will need to be uploaded and processed the next morning (if Horizon is back up by the morning). Contact List: 1. Sara Miller (first) 2. Barb Seltzer (second) 3. ESA PIC (third) 4. Arn Howald (fourth) Using PC Reliance Double click the icon on the desktop 1 st Window: Click next to continue 29.1

161 2 nd Window: Verify Date and Time and then click Next 3 rd Window: At this screen, be sure to delete the existing data. There is, however, an exception. See below for more details**** **** If you are continuing checkouts from a previous PC Reliance session, do not clear existing data. That is, if Horizon was down yesterday and continues to be down today, then DO NOT clear the existing data. 29.2

162 4th Window: Click Finished and you can begin using PC Reliance Checkout in PC Reliance 4. Click on the Legomen to help the next borrower. 2. Select the proper lending period before checking out an item 1. Scan or type the entire library card number here 3. Scan the item barcode here 29.3

163 Checking In Items Please do not use the checkin feature on PC Reliance. Use of checkin would cause issues with materials that require special handling, such as holds/transit holds. Please only use PC Reliance for checkouts. When done just exit out of program. Uploading data is done through Horizon. Part 1 Uploading Offline Transactions at Each Library Location Log on to Horizon when informed to do so by ESA. Click on the Circulation Folder (red arrow) Then click on the Off-Line Circulation Folder (blue arrow) Double click the Off-Line Upload Utility (yellow arrow) 29.4

164 Click on File. (green arrow) Then click on Upload Transaction File. (orange arrow) This window will appear. If reliance isn t in the window you must navigate to it. Click on My Documents - Epixtech - PC Reliance - Data Click on the Reliance icon in the window. (black arrow) Then click OPEN. (purple arrow) 29.5

165 When the upload is complete, you will get the following message: STOP and CONTACT ESA - another (one) person must process final steps for all library locations. Do NOT leave a message with another department- call ESA Circulation and ask to speak with one of these staff members: Sara Miller, Barb Seltzer, ESA PIC, or Arn Howald. After each library location involved reports into ESA circ, the second and final portion of this process can be completed. Please note: If your library closes before Horizon is back up, call ESA and let them know that your library is closing and that the PC Reliance data will need to be uploaded and processed the next morning (if Horizon is back up by the morning). ESA Circulation staff Please see and implement part 2 off-line circulation procedures. Part 2 : Upload PC Reliance ESA Part 2 Final Processing for All Library Locations Final step to be processed by Sara Miller, Barb Seltzer, ESA PIC, or Arn Howald for all library locations after all libraries have processed step 1 Ensure all locations, including ESA, have reported in that they have processed step

166 Go to the Offline-Circ Utility again to do the final processing (yellow arrow). Next click on File again (blue arrow) Then click on Process Borrowers and Transactions (red arrow) 29.7

167 After that this small window will appear. Click OK. (Brown arrow) Next window click OK (green arrow) 29.8

168 The process summary window lists the number of transaction records, checkouts and offline circ exceptions. Sara Miller or Barb Seltzer will review the offline circ exceptions report and clears it out after each use of PC Reliance. Circulation staff does not need to review the exceptions report.!! If you do not see the above process summary window or if you receive any error messages, please contact Sara Miller!! Processing is complete. You can close out of the window. Task is complete. PC Reliance Communication Procedures Please review the following if you re not sure who and when to call if Horizon goes down. 1. Staff notices that Horizon is unresponsive or frozen or it goes down. a. Give it a minute, it may come back by itself b. Try restarting Horizon and/or rebooting the computer c. Check internet connection and SAM d. Go to PC Reliance (no need to wait for ESA, IT or George) e. Immediately inform 1) Sara, 2) Barb 3) ESA PIC (hereafter known as PIC) or 4) Arn Howald i. Inform PIC of any other issues concerning the internet and SAM discovered at this time f. PIC will contact any open DCLS library that hasn t reported in to find out whose Horizon is down, who is on PC Reliance or if the issue is localized i. PIC will inform libraries to start PC Reliance if needed g. PIC will inform George/IT h. PIC will also inform other departments such as YS and Reference 2. PIC will regularly test/monitor Horizon a. This is the PIC s responsibility only b. George/IT will forward any communication from SD to staff and PIC c. If Horizon is still unresponsive, continue using PC Reliance d. If SAM is also down and people can t log in to the public computers, simply issue visitor passes for people e. If Horizon is working and appears to be stable, PIC can say that Horizon is back up f. Once PIC has established that Horizon is stable, PIC will contact all open DCLS libraries to return to Horizon and begin upload process g. PIC will inform George/IT 3. Uploading will be conducted by all open DCLS libraries a. Libraries must contact PIC when all uploading is complete 29.9

169 b. PIC will Process Borrowers and Transactions c. Sara or Barb will run Exceptions Report i. If PC Reliance is used over a weekend or at a time when neither Arn nor Barb are present, end all procedures here until the Exceptions Report has been run d. PIC will contact all DCLS libraries to inform them that upload is complete and to delete existing data e. Libraries must contact PIC when existing data is deleted i. PIC will follow up with libraries that don t respond 4. PC Reliance session is officially closed 29.10

170 Chapter 30 LIBRARY SPECIFIC INFORMATION SHEET Library Specific Information 30.1

171 Chapter 31 Circulation Hot Keys ESC F2 F4 F5 F6 F8 F9 F10 F11 F12 Alt+R Ctrl+A Ctrl+F6 Ctrl+P Ctrl+S Ctrl+F4 Ctrl+F10 Ctrl+F12 Alt+F4 Alt+letter Close window Find Item (Searching Staff PAC) Find Borrower (CKO) New Borrower (CKO) / Make Request (PAC) Edit Borrower (CKO) Toggle between Checkout and Checkin Moves cursor from window to Navigation Bar (arrow up and down through processes) Send to Checkout or Checkin or View Usage Statistics Print Multi-Item Slip (CKO or CKI) Reveal Codes Clear current borrower (CKO) Select All Cycles through all open windows Print Save Close Single Item Slip Finish Slip Exit Choose a first letter from the file menu to activate it as a drop-down list. 31.1

172 Chapter 32 SERIALS Normal Serials Checkin Normal Serials Checking assumes that you are able to check in expected issues by searching for the serials title and sending it to Serials Checking. Note: Titles that are not found on the Horizon System should be sent to Julie Brinkley. Follow these steps to check in an expected issue: 1. Search for the serials title you want. 2. Use the F10 (Send to) command to send the serials title to Serials Checking. Horizon displays the Issues window: 3. Do one of these options: If Serials does not display the issue that you want to check in, click Predict and Horizon displays the next expected issue, then continue with Step 4. If Serials does display the issue that you want to check in, continue with Step If the issue s enumeration or chronology does not match that of the issue in hand, edit the issue. 32.1

173 5. Highlight the issue that you want to check in. Note: You can select one issue at a time only from the list 6. Click CKI. Horizon opens the Checkin Issues dialog box with the pending number of copies entered into the field. You can verify or change the number of physical copies that you are checking in and flag that the copies are damaged, if necessary. Note: You can enter less than the number expected, but you cannot enter a number greater than the number of copies expected. If you want to check in more copies than are expected, you need to return to Serials Control and create an additional copy record for each additional issue. You can then return and check in the additional copies of the issues. 7. Click OK and Next. Serials checks in the issues. Because you selected Next, Horizon takes you to the next title. Depending on your setup, you see item creation, routing, or a special handling note. 8. Click Print. Serials prints the necessary information and re-opens the Search window where you can check in the next title. On-going Checkin When Serials predicts issues, it predicts as many copies as it does copy records of the same media type. If you increase the number of subscriptions to a title, you must create a copy record for each additional subscription before you can check in the additional copies. Once you create the copy records, proceed with checkin using these steps. Follow these steps to check in additional copies of an issue: 1. Search for the serials title you want. 2. Use the F10 (Send to) command to send the serials title to Serials Checking. Horizon displays the Issues window. Note: If you have just added the additional copy records to Serials, the number pending will not match the actual number that you receive. 3. Highlight the issue that you want to check in. 4. choose Issues, Add Copy Issues. Serials increases the number of issues pending to match the number of copy records. 5. If no copy records have been created for the additional copies of the issue, quit the checkin procedure and create the necessary copy records in Serials Control before checking in the issues. 6. Continue normal checkin procedures. 32.2

174 Note: Remember that Horizon allows you to check in only the Serials copies that you have been set up to check in. For libraries with multiple locations, Checking can be centralized or each location can check in just their own materials. Damaged Checkin Damaged Serials Checkin works differently from regular Circulation Damaged Checkin. Damaged Serials Checkin was designed to let you acknowledge the receipt of damaged serials copies-and make a claim to the vendor to request an additional copy to replace the damaged one. Follow these steps to check in additional copies of an issue: 1. Search for the serials title you want. 2. Use the F10 (Send to) command to send the serials title to Serials Checkin. Horizon displays the Issues window. 3. Highlight the damaged issue that you want to check in. 4 Click CKI. 5. Make sure you click on the Damaged checkbox, as noted in the preceding example. Note: Horizon changes the status of the serials to damaged. Horizon will create a claim for the damaged items and send it to the respective vendor. If the items can be used, you may make them available as per your normal procedure. 6. Click Serial Detail to display the Serial Detail window. Horizon displays a window like this one 32.3

175 You may select from these options on this screen. Not Coming. Indicates that the issue(s) are not coming, either because they were not published or they were not available. Set Expected. If you inadvertently check in a magazine, use this button to reset the issue to expected. Force Claim. Lets you manually force a claim without waiting for your profiled setting to force the claim automatically. Copy History. Opens the Copy History window, where you can see the chronology, enumeration, and frequency settings, as well as the status of the serial. 7. Close the Serial Issue Detail window. Viewing Checkin Details and History You can view detail about predicted or received issues of a selected copy record from the Copy History window. This window displays information about all copies of a selected issue including each copy s status, the date when the status was assigned, and the copy s location. Follow these steps to view Checkin details and history: 1. Search for the serials title you want. 2. Use the F10 (send to) command to send the serials title to Serials Checkin. Horizon displays the Issues window. 3. Highlight the issue with a copy history that you want to view. 4. Click Copy History. Horizon opens the Choose Copy window Note: If Horizon finds a single copy of the issue, it opens the Copy History window automatically at this point. 5. Select the copy record that has issues that you want to view the copy history for. 6. Click OK. The Copy History window appears 32.4

176 Note: You can also change the status of an issue from this window. For example, a publisher may inform you that he will not publish and expected issue. You would then need to change the issue s status from Expected to Not Coming to prevent Serials from generating a claim for the issue. Viewing the Issue Detail List Window You can view detail about serial issues from the Issue Detail window. This window displays information about all copies of a selected issue including each copy s status, the date when the status was assigned, and the copy s location. Follow these steps to view the issue Detail list window: 1. Search for the serials title you want. 2. Use the F10 (Send to) Command to send the serials title to Serials Checkin. Horizon displays the Issues window. 3. Highlight the issue you want. 4.Click Issue Detail. Horizon opens the Serial Issue Detail window 32.5

177 Note: You can also change the status of an issue from this window. For example, a publisher may inform you that he will not publish an expected issue. You would then need to change the issue s status from Expected to Not Coming to prevent Serials from gathering a claim for the issue. Resetting the Date of Expectation Each time you check in an issue, Serials records the date when that issue is received. Serials uses this receipt date to calculate the expected date of the ext issue. The next issue s expected date, if it comes and goes without the issue being received, determines when horizon generates a claim. That is why it is important that the receipt date be accurate. Horizon uses your computer s internal date as the receipt date, and it usually matches real time. Horizon displays the checkin date on the title bar of Serials Checkin. However, you may occasionally need the receipt date to reflect a date other than the current date. You can use the Change Checkin Date feature to change the date. The date appears on the title bar and becomes the receipt date until you change the date back to the current date. Follow these steps to reset the date of expectation: 1. Make sure the Search window is closed. (Other windows can remain open.) 2. Activate the SCKI Date process. (The default location for this process is in the Serials folder in the navigation bar.) Horizon opens a dialog box showing the current SCKI date 3. Enter a new date in the Date field. 4. Click OK. Horizon displays the new date on the title bar. You can now check in the issues for this new checkin date. 32.6

178 Note: To reset the date to today s date, repeat Steps 1 and 2 to display the current setting for the SCKI date. Click on the Today button to reset the date to today s date. Special Issues Special or extra issues cannot be expected because even publishers often do not know when they will publish a special issue. In addition, special issues seldom fit the enumeration and chronology pattern for the expected issues of a title. One example of unexpected issues is supplements. In such cases, Serials provides a free-text option for creating the extra or special issue outside the parameters of any existing pattern. Once you create the issue, you can then check it in. Follow these steps: 1. Search for the serials title you want and send it to Serials Checkin, if necessary. Horizon displays the Issues window. 2. Click Special. Horizon displays a list of all the run codes for the title and media type selected Note: Horizon marks those run codes that have had prediction patterns set up. 3. Highlight the run code to which the unexpected issue belongs. 4. Click OK. Horizon closes the Choose a Run Code window and opens the Edit Issue (new) window 5. Enter the actual enumeration of the issue in hand in the Enumeration field. 6. Do one of the following: Enter the chronology pattern of the issue in the Chron. Pattern field, or click Codes for a list of chronology patterns. Enter the chronology pattern of the issue in the free-text Chron. Field. 32.7

179 Chapter 33 APPENDIXES Appendix A - Who to Ask/Send Things to: Applications for Employment Jim Carlin / ADM Capital Campaign Donations - Sue Mosher / ADM Direct Mail Campaign Donations Sue Mosher / ADM Cataloging errors (questionable Dewey area, missing subject heading, etc) Deb Battisti / CM Borrower material requests Deb Battisti / CM Processing errors (mistake on spine label, spine & computer don t match, etc) Deb Battisti / CM Donated items to be added to your branch or any DCLS library Julie Brinkley / CM New Magazine Titles Julie Brinkley / CM Requests for printed items (forms, etc.) Tina Lauver / ADM Print and Program requests Tina Lauver / ADM ADM Conference Room Reservations, 101 Walnut Street EK Rooms/ ESA Meeting Room Reservations EK Rooms/ MOM Meeting Room Reservations EK Rooms/ ND Meeting Room Reservations EK Rooms/ KL Meeting Room Reservations EK Rooms/ 33.1

180 Appendix B- District Libraries Cumberland County Library System Cumberland County System Headquarters (CADM) Phone: or X6175 or x 6175 Fax: Director: Jonelle Darr Amelia Givin Free Library (AME) Phone: Fax: Director: Cynthia Stratton Thompson Bosler Free Library (BOS) Phone: Fax: Director: Linda Rice Dauphin County Library System Dauphin County System Headquarters (ADM) Phone: Fax: Director: Rich Bowra Ext: District Consultant: Carrie Cleary Phone: Ext: East Shore Area Library (ESA) Phone: ext: 122 Fax: Library Administrator: Marjorie McKensie Interlibrary Loan (ILL) Phone: ext 115 Fax: Contact: June Weaver Perry County Libraries Bloomfield Public Library (BLM) Phone: Fax: Director: Lisa Wright Community Library of Western Perry County (CWP) Phone: Fax: Director: L. Jean Kessler Contact: Sue Seager Marysville-Rye Library (MVL) Phone: Fax: Director: Wendy Holler

181 East Pennsboro Branch (EPB) Phone: Branch Manager: Andrea Huff John Graham Library (JGR) Phone: Fax: Branch Manager: Sally Ann Smith Madeline Olewine Memorial Library (MOM) Phone: Fax: Library Manager: Dawn Weiman Kline Library (KL) Phone: Fax: Library Manager: Arn Howald Alexander Family Library (AFL) Phone: Fax: none Library Manager: Arn Howald Johnson Memorial Library (JOH) Phone: Fax: none Library Manager: Holly Etzweiler

182 John New Graham Cumberland Public Public Library (JGR) Library Phone: (NCU) Fax: Phone: Director: Fax: Sally Smith Director: Judy Dillen Shippensburg Joseph T. Simpson Public Public Library Library (SHP) Phone: (SIM) Fax: Phone: Director: Fax: Susan Sanders Director: Sue Erdman Cleve J. Fredricksen (FRE) Phone: Fax: Director: Darlene Ford Elizabethville Kline Library Area Library (EV) (KL) Phone: Fax: Library Branch Manager: Holly Dawn Etzweiler Weiman McCormick Middletown Riverfront Public Library (MRL) (MDT) Phone: Fax: Library Director: Manager: Stephanie Dawn Liva Weiman Hershey Public Library (HER) Phone: Ext 3715 Fax: Director: Barbra Ellis Northern Dauphin Library (ND) Phone: Fax: none Library Manager: Holly Etzweiler Newport Public Library (NWP) Phone: Fax: Director: Jeanne Heicher

183 Appendix C Non-Access Participants These people MUST pay for a DCLS library card Pennsylvania Municipalities Unclaimed by State-aided Public Libraries in County Municipalities 2000 pop. Armstrong ATWOOD BORO 112 Armstrong BETHEL TWP 1,290 Armstrong BOGGS TWP 979 Armstrong BRADYS BEND 939 TWP Armstrong BURRELL TWP 749 Armstrong CADOGAN TWP 390 Armstrong COWANSHANNOC 3,006 K TWP Armstrong DAYTON BORO 543 Armstrong EAST FRANKLIN 3,900 TWP Armstrong ELDERTON BORO 358 Armstrong FORD CLIFF 412 BORO Armstrong FREEPORT BORO 1,962 Armstrong GILPIN TWP 2,587 Armstrong KISKIMINETAS 4,950 TWP Armstrong KITTANNING TWP 2,359 Armstrong LEECHBURG 2,386 BORO Armstrong MANOR TWP 4,231 Armstrong MANORVILLE 401 BORO Armstrong NORTH BUFFALO 2,942 TWP Armstrong PARKS TWP 2,754 Armstrong PERRY TWP 404 Armstrong PINE TWP 499 Armstrong PLUMCREEK TWP 2,304 Armstrong RAYBURN TWP 1,811 Armstrong RURAL VALLEY 922 BORO Armstrong SOUTH BEND 1,259 TWP Armstrong SOUTH BUFFALO 2,785 TWP Armstrong SUGARCREEK 1,557 TWP Armstrong VALLEY TWP 681 Armstrong WASHINGTON 1,029 TWP Armstrong WAYNE TWP 1,117 Armstrong Unclaimed Total 51,618 Carbon EAST SIDE BORO 290 Carbon LANSFORD BORO 4,230 Carbon LAUSANNE TWP 218 Carbon LEHIGH TWP 527 Carbon PACKER TWP 986 Carbon SUMMIT HILL 2,974 BORO Carbon WEATHERLY 2,

184 BORO Carbon Unclaimed Total 11,837 Elk BENEZETTE TWP 227 Elk FOX TWP 3,734 Elk HIGHLAND TWP 509 Elk JAY TWP 2,094 Elk MILLSTONE TWP 95 Elk Unclaimed Total 6,659 Fayette FAIRCHANCE 2,174 BORO Fayette GEORGES TWP 6,752 Fayette HENRY CLAY TWP 1,984 Fayette LOWER TYRONE 1,171 TWP Fayette MARKLEYSBURG 282 BORO Fayette MENALLEN TWP 4,644 Fayette NORTH UNION 14,140 TWP Fayette OHIOPYLE BORO 77 Fayette PERRY TWP 2,786 Fayette PERRYOPOLIS 1,764 BORO Fayette POINT MARION 1,333 BORO Fayette REDSTONE TWP 6,397 Fayette Seven Springs 1 Borough Fayette SMITHFIELD 854 BORO Fayette SOUTH UNION 11,337 TWP Fayette SPRINGHILL TWP 2,974 Fayette STEWART TWP 743 Fayette WHARTON TWP 4,145 Fayette Unclaimed Total 63,558 Indiana ARMAGH BORO 131 Indiana BANKS TWP 997 Indiana BLACK LICK TWP 1,317 Indiana BRUSH VALLEY 1,881 TWP Indiana BUFFINGTON 1,275 TWP Indiana CANOE TWP 1,670 Indiana CENTER TWP 4,876 Indiana CHERRY TREE 443 BORO Indiana CHERRYHILL TWP 2,842 Indiana CLYMER BORO 1,547 Indiana CONEMAUGH 2,437 TWP Indiana CREEKSIDE 323 BORO Indiana E WHEATFIELD 2,607 TWP Indiana EAST MAHONING 1,196 TWP Indiana ERNEST BORO 501 Indiana GLEN CAMPBELL 306 BORO Indiana GRANT TWP 696 Indiana GREEN TWP 3,

185 Indiana HOMER CITY 1,844 BORO Indiana MARION CENTER 451 BORO Indiana MONTGOMERY 1,706 TWP Indiana N MAHONING 1,383 TWP Indiana PINE TWP 2,140 Indiana PLUMVILLE BORO 342 Indiana RAYNE TWP 3,292 Indiana S MAHONING 1,852 TWP Indiana SALTSBURG 955 BORO Indiana SMICKSBURG 49 BORO Indiana W WHEATFIELD 2,375 TWP Indiana WASHINGTON 1,805 TWP Indiana WEST MAHONING 1,128 TWP Indiana Young Township 1,744 Indiana Unclaimed Total 50,106 Lehigh Heidelberg 3,279 Township Lehigh Lowhill Township 1,869 Lehigh Lynn Township 3,849 Lehigh Weisenberg 4,144 Township Lehigh Unclaimed Total 13,141 McKean HAMILTON TWP 637 McKean Unclaimed Total 637 Mercer CLARK BORO 633 Mercer DEER CREEK 465 TWP Mercer DELAWARE TWP 2,159 Mercer FAIRVIEW TWP 1,036 Mercer FREDONIA BORO 652 Mercer GREENE TWP 1,153 Mercer JACKSON CENTR 221 BORO Mercer JACKSON TWP 1,206 Mercer JAMESTOWN 636 BORO Mercer LACKAWANNOCK 2,561 TWP Mercer LAKE TWP 706 Mercer MILL CREEK TWP 639 Mercer NEW LEBANON 205 BORO Mercer NEW VERNON 524 TWP Mercer OTTER CREEK 611 TWP Mercer PERRY TWP 1,471 Mercer PYMATUNING 3,782 TWP Mercer S PYMATUNING 2,857 TWP Mercer SALEM TWP

186 Mercer SANDY CREEK 848 TWP Mercer SANDY LAKE 743 BORO Mercer SANDY LAKE TWP 1,248 Mercer SHARPSVILLE 4,500 BORO Mercer SHEAKLEYVILLE 164 BORO Mercer SHENANGO TWP 4,037 Mercer SPRINGFIELD 1,972 TWP Mercer STONEBORO 1,104 BORO Mercer W MIDDLESEX 929 BORO Mercer WEST SALEM 3,565 TWP Mercer WHEATLAND 748 BORO Mercer WILMINGTON 1,105 TWP Mercer WORTH TWP 830 Mercer Unclaimed Total 44,079 Northampton PEN ARGYL 3,615 BORO Northampton PLAINFIELD TWP 5,668 Northampton STOCKERTOWN 687 BORO Northampton TATAMY BORO 930 Northampton WIND GAP BORO 2,812 Northampton Unclaimed 13,712 Total Northumberland HERNDON BORO 383 Northumberland JORDAN TWP 761 Northumberland LOWER 1,586 MAHANOY TWP Northumberland UPPER MAHANOY 599 TWP Northumberland WEST CAMERON 517 TWP Northumberland ZERBE TWP 2,021 Northumberland Unclaimed 5,867 Total Perry CARROLL TWP 5,095 Perry DUNCANNON 1,508 BORO Perry LANDISBURG 195 BORO Perry LIVERPOOL BORO 876 Perry LIVERPOOL TWP 966 Perry NEW BUFFALO 123 BORO Perry PENN TWP 3,013 Perry SAVILLE TWP 2,204 Perry SPRING TWP 2,021 Perry TUSCARORA TWP 1,122 Perry TYRONE TWP 1,863 Perry WATTS TWP 1,196 Perry WHEATFIELD 3,329 TWP Perry Unclaimed Total 23,

187 Venango ALLEGHENY TWP 281 Venango CHERRYTREE 1,543 TWP Venango CRANBERRY TWP 7,014 Venango PINEGROVE TWP 1,338 Venango ROCKLAND TWP 1,346 Venango Unclaimed Total 11,522 Total Pennsylvania 296,247 Unclaimed 33.9

188 Appendix D Temporary Housing Addresses Service/Address Phone # Term Contact Date confirmed Bethesda Mission (Men s) 611 Reily Street Harrisburg, PA Bethesda Mission (Women s) 818 North 20 th Street Harrisburg, PA Capital Pavillion/Conewago Harrisburg 2012 North Fourth Street Harrisburg, PA Daystar Center for Spiritual Recovery 125 North 18 th Street Harrisburg, PA Evergreen House 100 Evergreen Street Harrisburg, PA Gaudenzia-Sienna House ( Sienna House) State Hospital Grounds PO Box Harrisburg, PA Harrisburg CCC Community Corrections Center 27 North Cameron Street Harrisburg, PA Harrisburg YWCA Domestic Violence Shelter 1101 Market Street Harrisburg, PA Interfaith Shelter for Homeless Families 1002 Hemlock Drive Harrisburg, PA Lourdes House Maternity Home 1611 Boas Street Harrisburg, PA Sees the Day 156 Lincoln Street Steelton, PA Shalom House 9 S. 15 th Street Harrisburg, PA Admin Less than a year Less than a year days to a year Comm Correction Inst, half-way house Up to 3 months Hilda (volunteer) 1/25/2008 Hilda (volunteer) 1/25/2008 Larry Early (director) 1/25/2008 Rich Ryan (director) Deb (operations manager) 1/28/ months Lydia (director) 1/28/ (Hemlock Building #22) Up to 90 days Less than 1 year YWCA housing & shelter days emergency shelter only Approx. 1 yearpregnancy to baby 6 months old Main office- York Recovery center 3-6 months days only emergency housing Kevin (clinical psychologist) Lieutenant Deleon (director?) 1/28/2008 1/28/2008 Marilyn 1/28/2008 Stephanie (case manager) Annette Martin (program director) Lawanna (at Main Office in York) 1/30/2008 2/6/2008 JoAnne 2/6/2008 Woodside Detention Facility Female work- Valerie Simmons (CEO) 2/6/

189 451 Mall Road Harrisburg, PA Promise Place 381 S. Second Street Steelton, PA (related to Woodside Det. Fac.) Downtown Daily Bread 310 North Third Street Harrisburg, PA release facility 30 days- 2 years Female transitional living- 6 months 1 year No housing, provide mail drop Tammi Johnson (Administrator) Carter Nash (counselor) 2/6/2008 2/6/2008 Dauphin County Work Release 919 Gibson Blvd Steelton, PA Teen Challenge Harrisburg Crisis and Referral Center 1421 N. Front Street Harrisburg, PA Common Ground 2835 N. Front Street Harrisburg, PA Chambers Hill Adolescent Program 3740 Chambers Hill Road Harrisburg, PA Gaudenzia Concept 90 Harrisburg State Hospital Anderson Hall C-3, Bldg East Azalea Drive Harrisburg, PA Cifelli House (main location- 10 locations) 1422 Market Street Harrisburg, PA Other 9 locations: 30 S. 17 th Street 46 N. 17 th Street 37 N. 18 th Street 1842 Park Street 1844 Park Street 1925 Park Street 1924 Kensington Street 2555 N. 6 th Street 1232 Market Street church # Couple days to years Residential program- 2 days 2 years Referralsweek- 3 months; ETPs- 6 months -1 year day program D&A rehab Gaudenzia months (PO Box 10396) John s cell # 90 day residential program Men transitioning from prison, streets, rehab, etc. Locations change often Liz Gnazzo (church secretary) 1/31/2008 Don Koch 1/31/2008 Fonda 1/31/2008 Marcella 1/31/2008 Diane 1/31/2008 John Montez (proprietor) 1/30/

190 Appendix E Tips from the Drivers Don t try to band huge stacks of books together. Usually 3-4 books of the same size are all you can safely and securely band together. Put two bands on more than one book, one goes each direction. It is best to band like sized books together. For example, don t band a large format picture book with a tiny young adult paperback, these will likely slide apart. Use strong rubber bands not the little skinny ones. The delivery slip should be placed inside the front cover of the material with the top 2-3 inches sticking out. When sending boxes, make sure they are strong and secure. Don t use weak or flimsy boxes. Tape the boxes around the sides and bottoms to reinforce as needed. Crates should have more than 1 or 2 items in them. Often drivers make more trips in and out of the buildings with crates that are not full. Stack books neatly into crates, two flat stacks, side-by-side are best when possible. When your books are placed haphazardly into crates, it makes them harder to sort. Please don t throw books into crates. Protect your material. Plastic A/V cases (example: CD jewel cases) can crack easily on delivery, especially when banded with material of other sizes or put on the bottom of crates. Take special care when putting a/v on delivery. Use padded envelopes for some of this material when possible. Remember that the crates are stacked on hand trucks to be wheeled in and out of your library. Don t overfill crates. Items will be smashed if overfull crates are stacked. Crates are for delivery only for delivery. Please do not use crates in your library/branch to sort other items, as bins for story hour supplies or other things. Fill out delivery slips and routing envelops completely and fully. Don t leave the From space blank. Libraries need to know where the item came from sometimes. Extra boxes should be stacked neatly and not in front of the delivery crates. This will keep the drivers from having to move boxes out of the way to get the crates and then moving the boxes again later. Please do NOT attempt to send via delivery: Extremely fragile items Chemicals Liquids Things that could be easily affected by extreme temperatures Electronic equipment Personal items (delivery is not for personal use, but library use only) To contact all of the drivers and Carrie,

191 Appendix F Printing and Reporting Monthly/Daily Statistics This can only be completed on the manager s PC 1. Login to Horizon using the supervisor s user name and password. 2. Open Circulation, Adhoc Stats Report on the Navigation bar. 3. Deselect CM and select your location by clicking on the branch name in the Location box. Your branch name should be the only item highlighted in the Location box when running reports for your branch. 4. Highlight Monthly Report - Circulation Details in the Report Type window. a. Use the Circ: Btype Total (at the end of the report) to find your library s total monthly circulation. b. Use ONE of the sections listed below to obtain the equipment circulated for the month. i. coll istat-lists one number for equipment circulated ii. itype circ-lists separate categories for equipment (cd players, headphones, equipment). If you use this category, you must add the numbers together to get a grand total. 5. Enter a date in the Date Box located at the bottom right hand side of the window. For monthly reports, any day of the month in the date field will give you a report for all of that month. 6. Click Print or Save to File to view the report. Note: The best choice is Save to File. In the Save to File window, select the location where you want to save the information, type the name of the file (For example: May 2006 circ details) and click on Save. 1. Close the Adhoc Stats Report Generator window. 2. Locate and open the saved file in My Documents to view or print. 3. After subtracting the equipment number from the monthly circulation number enter this number into the statistics report in the bucket. See examples of where to find the numbers in the following screenshots: 33.13

192 Monthly Report- Circulation Details Monthly Report- Circulation Details The circulation number that should be reported for statistical purposes is: Total Circ Equipment circ = Circulation for statistics (example from pictures: = 5611) 33.14

193 New Borrower Registration Data 1. Login to Horizon using the supervisor s user name and password. 2. Open Circulation, Adhoc Stats Report on the Navigation bar. 3. Deselect CM and select your location by clicking on the branch name in the Location box. Your branch name should be the only item highlighted in the Location box when running reports for your branch. 4. Highlight Monthly Report Overview in the Report Type window. 5. Enter a date in the Date Box located at the bottom right hand side of the window. For monthly reports, any day of the month in the date field will give you a report for all of that month. 6. Click Print or Save to File to view the report. Note: The best choice is Save to File. In the Save to File window, select the location where you want to save the information, type the name of the file (For example: May 2006 circ details) and click on Save. 7. After saving the report, open it and find the Borrower Delta. 8. To find the number of new borrowers registered, use the number next to New not the Total (which includes the deleted borrowers). The New number is the one that should be reported for statistical purposes

194 Appendix G ILL Periodical & Microfilm Form Order forms from PIO For books and AV materials, see the ILL/District Loan application. https://capitalarealibrarydistrict.org/ill/ 33.16

195 Appendix H Patrons Who Can t Logon to HIP REMINDER: When issuing a new barcode into existing patron accounts, deleting an unwanted barcode will trap old information in the HIP database and prevent new information from being updated. This procedure will cause a problem with catalog account login for the patron. While performing this task, instead of deleting the unwanted barcode, staff should enter a lost date for the unwanted barcode then enter and issue a new barcode for the patron. This information has been given to staff. Not properly following this procedure will create a patron catalog login problem. If a patron can t logon to HIP: 1) Check to make sure the patron is entering their current barcode without any spaces. 2) Check to make sure the patron is using the correct PIN listed on their Horizon account. 3) Check to make sure the patron s account is not about to expire or expired. If the patron s account is expired, it will need to be renewed before the patron can logon to HIP. If everything appears to be fine on their account and the patron still can t logon to HIP, send an to with the patron s name, barcode and pin#. IT will contact the staff person when the patron s account is fixed. For patrons that can t logon to HIP, DO NOT attempt to change the patron s barcode by making it lost and/or deleting it and replacing it with a new barcode. This will only cause more damage to the patron s account and make the fix more difficult

196 Appendix I- Patron Identification for Library Use For in-person checkouts, DCLS will accept the library card OR photo Identification with verification of three registration items. For in-person computer use, DCLS will accept the library card OR photo identification with verification of three registration items; staff will look up a patron account number if alternate identification is presented. For online or telephone transactions, the person must have their account number and verify two additional registration items (total of three). Alternate identification cards are limited to the following: Current drivers license Current official PA state identification (issued to non-drivers) Current workplace photo identification Current school photo identification Current U.S. military identification United States Passport Amish or Mennonite residents who do not carry photo identification may present a social security card, utility bill or other suitable identification. When an alternate identification card is presented, Staff must verify three identification elements by matching information on the identification, or by asking the patron. These elements include: name, address, phone, date-of-birth, PA driver s license number, and address. Computer users should present alternate identification if they do not have their library cards. They will be then provided with their library account number. Avoid writing down PINs to maintain privacy. Patrons should be reminded that the number is to be kept confidential and used only by them. Visitor passes are to be avoided. Children s checkouts: library cards, photo identification or a parent/legal guardian showing their own card/identification are acceptable for service. A child may also verify three pieces of registration info if they don t have any ID or their parent/guardian isn t accompanying them. However, children may not use adult account numbers for access to the Internet, which would provide unfiltered access in violation of CIPA law. Children s computer use: If a child does not have her library card with her, look up her account and confirm registration items. Then provide her with her card number and PIN so she can use our computers. If she doesn t have a library card, sell a visitor pass to her parent/legal guardian. The guardian must accompany the child at the computer. If the parent/legal guardian isn t present, then the child is here in violation of the children s policy. Give her a library card application to fill out at home and then she can have a card for future visits, but unfortunately she won t be able to access our computers immediately. Patrons calling via telephone must present their account number. Staff should then ask the patron to state two additional identification elements (e.g. name, address, date of birth, driver s 33.18

197 license number) before offering any service or information about the account, such as PIN, items checked out, etc Staff may require additional identification or call a supervisor when identification is suspect, outdated, or otherwise a concern. DCLS will offer patrons a replacement card for $

198 Appendix J- Creating Excel Spreadsheets from Horizon Data This process involves steps in both Horizon and Excel, so it will be broken into two segments. Horizon 1. Open a new tab in Item Group Editor (The icon). 2. Create your list as per usual (click Append List, etc). 3. Once your list has been completed, go to the File menu and select Export Record(s). 4. A prompt will appear so you can name and select a location for the file that will be exported. 5. The file needs to be assigned a suffix. In this case, any file you create should have.txt at the end of the name. 6. Save the exported file on the computer s desktop or in My Documents 7. A Save Options window will appear 8. Under Format, select Columns Separated by Commas and be sure to check the box next to Put Quotes on Each Column. 9. Under Headings, leave the setting As Displayed. 10. Hit Ok and the file will be saved. Excel 1. Open Excel. It should open with a new, blank spreadsheet. 2. Go to the Data menu, and then the Get External Data sub-menu. Select Import Text File from that sub-menu. 3. A prompt will then appear asking for the location of the file to be imported. Select the file that was exported from Horizon. 4. The Text Import Wizard will then appear. 5. At the first step, select Delimited and leave all other settings as-is. Click Next> when complete. 6. At the second step, uncheck Tab and check Comma. This tells Excel where one cell ends and the next begins. When complete, click Next>. 7. The third step can be ignored. Click Finish. 8. A final prompt will then appear. Simply click OK as it is only asking whether to add the data to the active spreadsheet or to open a new one. 9. The data has been imported into Excel. Note: Excel formats the barcode numbers improperly. Select all barcode fields, excluding the heading, and right click. Select Format Cells and highlight Number. Be certain to change the number of decimal places to 0 or it will add.00 to each barcode number. If Adding Data to an Existing Spreadsheet 1. Open the spreadsheet you will be adding data to. 2. Select an empty cell at the bottom of the spreadsheet, this is where the new data will begin once imported. 3. Go through the steps used initially to import the first batch of data from Horizon. The exception is, this time you will tell Excel to begin importing at row 2. This option is 33.20

199 available at Step 1 of the Text Import Wizard and is labeled Start Import at Row: 4. Complete the process as usual and your new data will be added to the spreadsheet. Other Recommendations It is advisable to save both your final spreadsheets and the original text files from which they were derived in the Bucket under Branch Information. This ensures that both the raw data and the finished product will be available for future use without the need to generate a new list. Once in Excel, all entries can be sorted according to heading. This can be accomplished by thefollowing steps: 1. Click the grey square between the marker for Row 1 and Column A. This will select all cells in the spreadsheet. 2. In the Data menu, select the Sort option. 3. You are then given the option of selecting up to three criteria by which the data can be sorted. Be certain that under My list has, the button by the Header List option is highlighted. This ensures that you will see the headers as exported by Horizon and that they will not be mixed in with the list entries. 4. Once your criteria have been selected, click OK and the entries will be sorted

200 Appendix K- Bankruptcy At times, a patron may file for bankruptcy. If this occurs, we may no longer ask the patron for payment on the account. In this event, the patron will fall into one of the two following categories: TYPE A = Patron does not owe $100 or more in lost materials TYPE B = Patron Owes $100 or more in lost materials ($100+) TYPE A -patron does NOT owe $100+ in lost materials -amount is waived -patron regains library privileges TYPE B -patron owes $100+ in lost materials -fines/fees are waived -patron loses library privileges for 3 years Bankruptcy Protocol: STEP 1: Notification of Bankruptcy (CB Administrator) The CB Administrator is made aware of the bankruptcy status through the following: a. the monthly report from NRA b. receives documentation in the mail c. a patron might bring documentation into the library, which should then be forwarded to the CB Administrator STEP 2: Bankruptcy Message (CB Administrator) Once notified, the CB Administrator will waive all fines and fees from the patron s account. If only the lost materials charges (not including fines/fees) total $100+, the patron is ineligible for library privileges (TYPE B). If the lost materials charges are less than $100, they are waived and the patron is eligible for library privileges (TYPE A). For TYPE B cases, the CB Administrator will then add a comment to the patron s account alerting Front-Line Staff that the patron is ineligible for library privileges for 3 years. STEP 3: CKO (Front-Line Staff) If a patron states that they have filed for bankruptcy, ask them to bring in documentation, which should then be forwarded to the CB Administrator. TYPE A: No blocks will show to hinder the patron s library card use. The patron is allowed to CKO items and use library services without restrictions. TYPE B: A bankruptcy block will alert staff that the patron s library privileges have been 33.22

201 suspended for 3 years. If a patron brings in items in an effort to clear his/her account, give the items to your manager for consideration. If the items are satisfactory, the manager may use his/her discretion to accept the items and fill out a pink Credit Bureau slip, so that the CB Administrator can update the account. The patron will not be able to use his/her library card until the update has been processed. If a patron makes a payment on the account, please fill out a pink Credit Bureau slip and send the information to the CB Administrator at ESA. Since the patron owes an amount that has put them in credit bureau, the procedures for credit bureau should be followed for taking payments. The CB Administrator will adjust the blocks to allow CKO when applicable. The patron will not be able to use his/her library card until the update has been processed. Note: As with all Credit Bureau related issues, NEVER give out staff names for patrons to contact. Instead, offer NRA s information or take the patron s information and assure him/her that we will contact them

202 Appendix L - Communication Procedure: Connectivity Issues HORIZON, SAM, INTERNET, DCLS , HIP These guidelines should be followed only when there are connectivity problems that affect one or more DCLS branches. If you experience an issue with a specific computer, account, HIP account or any other technology issue, branches need to continue to contact IT directly by to inform them of the issue. If you experience a connectivity issue with SAM, INTERNET, HORIZON, HIP or DCLS that is affecting your entire branch: Contact IT to report the problem. Provide as much detail as you can related to the problem you re reporting. IT will investigate the issue. If the problem occurs during IT off-hours, follow guidelines outlined in the document entitled Contacting IT during IT Off-Hours. a. IT will be in communication with ESA Circulation with updates on issues during IT off-hours. If possible, IT will also send out periodic s to all staff with important updates. Please note, even when access is problematic, IT will still try and send updates. They will also ALWAYS contact ESA Circulation with the updates so that ESA Circulation can call and update all the other branches. If Horizon is down: 1. Use PC Reliance. All libraries need to use this software. If you have questions, read the directions in the circulation manual or ask your manager for help. 2. Do NOT log back into Horizon until you receive a call that says it is okay. This is very important. Even if you think it might be working, when you log in without permission it can damage any work IT has been performing and could make the situation worse. a. WEEKDAYS Sara Miller or Barb Seltzer will contact all libraries when a connectivity problem has been repaired. They will also managers at branches that are closed that day, letting them know there was an issue but it has been resolved. b. EVENINGS and WEEKENDS ESA PIC will contact all libraries when a connectivity problem has been repaired. They will also managers at branches that are closed that day, letting them know there was an issue but it has been resolved. c. If you have not been informed that the repair has been completed by closing, check your AND call Sara Miller/Barb Seltzer/ESA PIC immediately the next business day to find out the status of the issue. Do NOT automatically log in assuming everything is alright. A Horizon issue may not be fixed in one day, especially on the weekends. It is important to call and communication with East Shore as much as possible to make sure you and your coworkers know what is going on

203 d. For those branches that were closed on a day when Horizon may be down, your manager will have been notified of the issue and will address the problem with you in the morning. It is also important that all staff check their for updates. 3. When you are notified that it is safe to use Horizon, process your PC Reliance transactions by following the directions in the Circulation Manual. 4. Call ESA Circulation immediately and let them know that your transactions have been processed are ready to be uploaded. a. ESA will upload all transactions after hearing from each library. If Internet is down: 1. Put appropriate signage on all public computers until you are notified that the Internet is working properly. b. WEEKDAYS IT will contact all libraries when the Internet connection has been repaired. They will also call managers at branches that are closed that day, letting them know there was an issue but it has been resolved. a. EVENINGS and WEEKENDS ESA Circulation will contact all libraries when the Internet connection has been repaired. They will also call managers at branches that are closed that day, letting them know there was an issue but it has been resolved. If HIP is down: 1. Put appropriate signage on all catalog computers until you are notified that HIP is working properly. b. When our catalog is down, you will also lose the ability to place holds in Horizon. c. WEEKDAYS IT will contact all libraries when access to the catalog has been restored. They will also call managers at branches that are closed that day, letting them know there was an issue but it has been resolved. d. EVENINGS and WEEKENDS ESA Circulation will contact all libraries when access to the catalog has been restored. They will also call managers at branched that are closed that day, letting them know there was an issue but it has been resolved. If SAM is down: 1. Follow library procedures for handing out guest passes and monitoring public usage until you are notified that SAM is working properly. e. WEEKDAYS IT will contact all libraries when SAM access has been restored. They will also call managers at branches that are closed that day, letting them know there was an issue but it has been resolved. a. EVENINGS and WEEKENDS ESA Circulation will contact all libraries when SAM access has been restored. They will also call managers at branches that are closed that day, letting them know there was an issue but it has been resolved

204 Appendix M Negotiation Instructions for Fines/Fees 1. Inform patron of fines/fees. a. Do not automatically negotiate. If a patron is willing to pay the full amount, let them pay it. b. Most patrons pay right away, but some do not because of a number of reasons: i. They feel they returned the book on times ii. The fines/fees are too much iii. They didn t know they had fines 2. Purpose of negotiation. a. If the patron hesitates, or disputes the charges on their account, negotiate. b. If a patron is upset about the fines/fees that have accrued or cannot afford to make the full payment, negotiate. c. Negotiating is good customer service. d. We want to keep patrons coming to the library. e. 90% of our patrons are honest, and it is important to remember that mistakes can happen on their end AND our end. 3. How to Negotiate a. Use the 50/50 Rule. Waive half the fines/fees to help resolve the negotiation with an equal compromise. b. If they have $5 but the fine is $15, take the $5 and waive the rest. Something is better than nothing. 4. Additional Tips a. Remember: each case is different, each patron is different. b. Use your judgment and your discretion when handling accounts. c. You have the authority to negotiate any fines/fees on an account not in Credit Bureau. d. Work together with the patron to come up with a satisfactory solution for everyone. e. Lost materials charges need to be handled with care, since this is money that the library has lost. If a patron insists on not paying lost charges, call your manager. f. For any Credit Bureau accounts, follow the Credit Bureau procedures

205 Appendix N Self-Service Holds Holds Slips Slips display the first three letters of the patron s last name and the last four digits of the patron s barcode. SMI6789 This allows for maximum privacy. District Loan Slips and Self Service Holds To avoid placing items that were requested by district library on the self-service shelf, an asterisk has been added to the beginning of each district library s name. This will not affect Find Borrower searching for the library, since the asterisk does not interfere with the search. When you check in an item that has been requested by a district library, you will see the following box. Make sure to note the asterisk in front of the library s name indicating that this isn t a person. The following are the district libraries and their names as they appear on hold slips: AME4386 BLO1633 BOS0001 COM8101 *Amelia S. Givin Library *Bloomfield Public Library *Bosler Memorial Library *Community Library Of Western Perry County 33.27

206 CUM4402 EAS4394 FRE1721 HER6077 JOH4329 JOS8952 MAR8634 MID4378 NEW0382 NEW1389 SHI7115 *Cumberland County Library System Adm *East Pennsboro Branch Library *Fredricksen Public Library *Hershey Public Library *John Graham Public Library *Joseph T Simpson Public Library *Marysville-Rye Library *Middletown Public Library *New Cumberland Public Library *Newport Public Library *Shippensburg Public Library 33.28

207 Appendix O Pre-Overdue Flow Chart Pre-Overdue Notice Flowchart 4 th Day before Due Date 3 rd Day before Due Date 2 nd Day before Due Date 1 st Day before Due Date Due Date Pre- Overdue Notices Go Out * * Pre-Overdue Notices are run manually in Horizon by staff on a Monday-Friday schedule. If the 4th day before the due date falls on a Saturday or Sunday, the Pre-overdue notices will not get sent out until Monday

208 Appendix P Item Statuses acqrev Acquisitions Review Rarely used. Mostly for migration-related issues when we started using Horizon. b Bindery Rarely used. For old books, often part of local history collections, which need to be re-bound. bm Branch Manager Damaged items or items with pieces missing that accidentally get checked in. A general problem status. c Claims Returned When a borrower insists than an item has been returned, but our records still indicate it as being checked out. chd At Children s Desk For item s that need the YS librarian s attention. When one branch offers children s items to other branches. Reference items temporarily held in the YS section. cm Collection Management Items in need of repair or replacement, such as a missing disc, case or spine label. dis Display Items on display dmg Damaged Items checked in under Damaged Mode e Item Hold Expired A requested item has not been picked up after seven days h Item Being Held Item is on hold, waiting for a borrower to pick it up i Checked In Item is available on our shelves l Lost Item has not been returned by the borrower. m Item Missing Item can t be found on our shelves AND has not been checked out within the past three months me Mending Item has been damaged and is awaiting repair. o Checked Out A borrower has checked an item out. os On Shelf Item is available on our shelves refdesk At Reference Desk Item is temporarily located at reference rev In Review Item has been challenged and is being reviewed sh Shelf Hold Item is being held for a borrower without a library card. Also used for an item that will be picked up by someone coming in right away. shdtr Shared Transit An item in our shared collections is in transit st Storage Item is stored offsite and currently unavailable for checkout or request t In Cataloging A record that has been purged, but now must be re-created th Transit Request Item is requested at another branch tr Transit Item is in transit between branches trace Trace Item is missing from our shelves AND has been checked out within the last three months wd Withdrawn Item has been removed from circulation and is no longer available 33.30

209 Appendix Q - McNaughton Books and Audiobooks DCLS leases a number of bestselling books and audiobooks from McNaughton to fill the high demand for new releases. The big advantage of the lease program is that it allows DCLS to meet the high initial demand without requiring space considerations for the future. Instead of trying to find room for dozens of copies of each best-seller long after their popularity has peaked, DCLS can simply return them to McNaughton. Identify a McNaughton Book Green strap along the bottom of the book McNaughton logo at the bottom of the spine No DCLS stamp in or on the book Identify a McNaughton Audiobook White case with compressed cover art in front McNaughton logo at the top of the spine Sticker below the barcode will indicate how many discs are included o McNaughton audiobooks cannot be marked up. Instead of the usual DCLS practice of indicating number of discs inside the case with a marker, please check the sticker on the back below the barcode Returning McNaughton Materials Julie Brinkley sends out regularly scheduled lists of items to be returned to McNaughton. Upon receiving a list 1. Pull all McNaughton copies from the shelves 2. Change their status to Shared Transit 3. Place in delivery to Collection Management 4. Regularly check shelves for items on the list that may have been missed or were checked out at the time Leased items must be returned to McNaughton. Please don t withdraw, discard or add them to the Community Collection. Please do not stamp them withdrawn. If you must pull a McNaughton item from the collection for whatever reason, please follow the steps above and send the item to Collection Management

210 Appendix R - Library card registration addresses verification: When accepting a patron s proof of address, please ask the patron if the address on their ID is also their mailing address If the patron s mailing address is different than the address on their ID (for PO Box, please see below), please do the following: Patron must show proof of mailing address (remember to use the Postcard option, if needed) The patron s mailing address will be the first address to show up in Horizon and should have the status of Perm, so that mail sent by DCLS will be delivered to this address The patron s physical address should be entered next and have the status of Temp

211 Add yesterday s date to the Begin and End fields (info cannot be saved without entering dates) IMPORTANT PLEASE NOTE: If the patron s address includes a P.O. Box number: Ask the patron if the zip code to the P.O. Box number is the same as the physical address If the P.O. Box zip code number is the same as the physical address: The street address (physical address) will go in Line 1 The P.O. Box number will go in Line

212 If the P.O. Box zip code number is NOT the same as the physical address: The P.O. Box number must be inputted as the mailing address ( Perm status) The street/physical address must be inputted as a Temp address This step is needed to ensure that mail is delivered correctly 33.34

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