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CIRC System Librarian

Learn how to configure and manage tables in the CIRC system librarian module, including sub-libraries, item statuses, loan policies, open hours, and more.

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CIRC System Librarian

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  1. CIRC System Librarian

  2. $alephe_tab - MUST tables • tab_sub_library.eng -> sub-libraries list effects: • Names of the sub_libraries display in WEB OPAC and Client modules • Library types ( regular, borrowers only, delivery, reading room) • Item statuses ( tab15) • Loan Policy (tab16) • Open hours ( tab17) • Borrower record • tab_attr_sub_library -> defines loan/return authorization (by IP • address) • tab_sub_library_address.eng -> defines addresses for printouts • (used in conjunction with • form_sub_library_address ) CIRC system librarian

  3. $alephe_root • pc_server_defaults --> defines default values • for the PC server. See Web Guide/System Librarian • section for the entries relevant for CIRC module • www_server_defaults --> defines default values • for the Web OPAC. See Web Guide/System Librarian • section for the entries relevant for CIRC module CIRC system librarian

  4. CIRC tables (XXX50/tab) • tab10 CIRC related entries • tab14Item Re-shelving Time • tab15.engItem Statuses • tab16Due dates, fines & limits • tab17Library open hours • tab18.engCash transaction types • tab25.eng Material types • tab30Borrower registration renewal • tab31Borrower statuses (default settings) • tab32Overdue notices CIRC system librarian

  5. CIRC tables (XXX50/tab) • tab34Lost material costs • tab37Hold requests configuration • tab38Photocopy requests configuration • tab39Hold request's daemon configuration • tab40.eng Collection codes • tab41 Photocopy request's daemon configuration • tab43Reserved Items Schedule CIRC system librarian

  6. CIRC tables (XXX50/tab) • tab_delinq.engDelinquency codes and restrictions • tab_hold_request Checks make by the system when • hold request is placed • tab_photo_requestChecks make by the system • when photo request is placed • tab_check_circ Checks for loan/return/renew • tab_block_circ Parameters for blocking loans • check_circ_override Minimum user level for • Override CIRC system librarian

  7. CIRC tables (XXX50/tab) • Display relevant tables: • pc_tab_circ_fast_cat.eng • pc_tab_exp_field.eng • pc_tab_exp_field_extended.eng • pc_tab_fast_circ • tab_z30_sort • tab_item_history.eng CIRC system librarian

  8. Patron Record ID Record ID number Type 00 z308 Address Record Mailing Address Type 02 (Z304) Global Patron Record Name, Title (Z303) ID Record Barcode Type 01 z308 Address Record Permanent Address Type 01 (Z304) ID Record Additional ID Type 02-99 z308 Address Record Additional Address Type 03-99 (Z304) Local Patron Record Sub-Library Privileges z305 Local Patron Record Sub-Library Privileges z305 CIRC system librarian

  9. Due Dates, Fines & Limits • CIRC policy for combination of • item status(tab15) and borrower status (tab31) • Rules for due dates, fines, limits : • tab16,tab17, tab10 (switch 18, 34) • REMEMBER line 99 in tab16 • (defines the global limit on the number of loans and • hold requests a patron is allowed to have at a given • time). CIRC system librarian

  10. tab16 99 line • You can define the 99 line to relate to a certain • borrower status or it can be defined as a global limit • relating to all borrower statuses with a specific • wildcard. • The relevant parameters that need to be taken into • account are: • Borrower status, column 4. • Max number of items, column 12. • Max number of hold requests, column 13. CIRC system librarian

  11. tab16 99 line • An example of a 99 line relating to a certain • borrower status: • 16A 99 ## 08 + 00000000 00 + 0000 0000 00000 04 03 • An example of a 99 line relating to all borrower • statuses: • 16A 99 ## ## + 00000000 00 + 0000 0000 00000 04 03 CIRC system librarian

  12. tab16 99 line • Remember not to leave blank spaces for the other • columns but to put in zeroes according to the number • of positions in each column except for columns 1, 2, • 4, 12 and 13. If you leave blank spaces, the system • will not know how to relate to them. • If you leave the borrower status column blank, the • system will not know that it should refer the limits • set in this line to all borrower statuses. CIRC system librarian

  13. tab16 99 line • The global limits definition is available at two levels: • A global limit that applies to a sub-library. • A global limit that applies to the ADM library. CIRC system librarian

  14. 99 line of the ADM library • To set up this line, you should: • Define a separate Group ID in tab16 for the • ADM library. • Enter this Group ID in column 7 in • tab_sub_library.eng in the line that defines the • ADM library. • Column 7 determines to which group of definitions • in tab16 this ADM library refers. CIRC system librarian

  15. 99 line of the ADM library • The line from tab16: • 16D 99 ## ## + 00000000 00 A 0000 0000 00000 05 05 • The line from tab_sub_library.eng: • UNI50 2 UNI50 L UNI50 16D UNI50 ALEPH CIRC system librarian

  16. Loans When loaning an item, the system checks both the PATRON and the ITEM to verify that the loan is VALID CIRC system librarian

  17. Checking the Patron E X I T Has loan privilege (tab31) NO YES Has privilege to borrow this item (tab16) NO YES Has no delinquencies (tab_delinq.eng, Z305) NO NO YES Has no overdue items or fines (Z files) NO YES Has not reached the limit of items that can be checked out (tab16) Loan!!!!!! CIRC system librarian

  18. Checking the Patron E X I T Patron Has loan privilege NO YES Has privilege to borrow this item NO NO YES NO User’sOverride Privilege Has no delinquencies and no block date NO YES YES Has no overdue items or fines OVERRIDE NO YES Has not reached the limit of items that can be checked out Loan CIRC system librarian

  19. Checking the Item ITEM NO Can be loaned (tab15, tab16) EXIT YES YES Has hold requests (Z files) NO Loan!!!! CIRC system librarian

  20. Checking the Item ITEM EXIT Can be loaned NO NO YES User’s Override Privilege YES Has hold requests YES NO Loan CIRC system librarian

  21. Loans • When a loan transaction is successful, a Z36 Oracle record is created by the system. • The Z36 contains vital details concerning the transaction, including: record number; user ID; sub-library; loan date; due date; item status; etc. CIRC system librarian

  22. Loans CIRC system librarian

  23. Renewals • The system checks that the user: • has renewal permission (tab31) • has an expiry date that is later thanthe new due date (tab31, Z305) • has no delinquency codes (Z305, tab_delinq.eng)) • has not reached his cash limit (tab31) CIRC system librarian

  24. Renewals • The system checks that the item: • may be renewed (tab15) • has no hold requests (Z37) • is not overdue (Z36) CIRC system librarian

  25. Delinquencies • tab_delinq.eng is the table that defines the patron's • delinquencies for Circulation purposes on two • levels:. • Global Level: • Type 1 - the patron will be blocked in all the sub • libraries that belong to the system, on the ADM • level. Type 1 refers to the patron's Z303 record. • Local level: • Type 2 - the patron will be blocked in a particular • sub-library. Type 2 refers to the patron's Z305 • record. CIRC system librarian

  26. tab_delinq.eng • Global Delinquency Codes • Delinquency code type 1, Z303 Global • delinquencies, is not related to a sub_library or to the • patron's permissions but rather to the patron on the • ADM level. As a result, the mere fact that the patron • has a Z303 delinquency code attached to his record, • traps all circulation transactions he tries to perform, • with the exception of placing hold or photocopy • requests. CIRC system librarian

  27. tab_delinq.eng • The various Z303 delinquency codes have the same functionality. CIRC system librarian

  28. tab_delinq.eng • Local Delinquency Codes • On the Local level, delinquency code type 2, the • librarian can determine for each code, which • circulation privileges will be blocked for patrons • having this delinquency code, in addition to his loan • and renewal privileges. Type 2 codes refer to • the patron's Z305 record that belongs to a specific • sub-library. CIRC system librarian

  29. tab_delinq.eng • Use "N" to list the privileges you wish to block (a-h). • Otherwise leave the space blank. CIRC system librarian

  30. Hold Requests A Hold Request is a reservation of an item. The system checks both the user and the item to verify that the hold request is permitted. CIRC system librarian

  31. Hold Requests The system checks that the patron: - Has permission to place a hold request (tab15/col.8) - Has not exceeded the number of hold requests he/she is allowed *on items of an exact status (tab16) *global limit (99 line in tab16) - Has permission to place a hold request on an available copy (if a copy is available) (tab31) - Has not passed his expiry date (tab31, Z305) CIRC system librarian

  32. Hold Requests The system checks whether the item: - May be requested (tab15, tab10-1,2,26) - Has other hold requests -- if so, is it possible to place multiple hold requests for this item?(tab15) - May be picked up from chosen location (tab37) CIRC system librarian

  33. tab_hold_request • This table contains the various checks performed • by the system before / after a hold request is placed: • The checks can influence: • Display (or not) of the Request link on the list of items • Display of information regarding the group of items and the • patron's place in the request queue • Display of meaningful messages concerning the reason why a request is refused. CIRC system librarian

  34. tab_hold_request • Tab_hold_request columns: • COL 1 Defines when check procedure is performed • COL 2 What check procedure to be performed CIRC system librarian

  35. tab_hold_request • COL 1 Defines when check procedure is performed • There are 5 separate instances defined for when a • check is made: • 1. PRE check is performed in the WEB OPAC, before showing request link on the list of items. This check usually does not depend on user identification. • 2. PRE_Client check is performed in the Client OPAC, before showing request button on the list of items. Usually does not depend on user identification. • 3. INFO is used when displaying the hold request fill-in • form. • 4. POST check is performed when the user sends the request to the server in the Web OPAC (user identification is present). • 5. CIRC is used in the Circulation client (user identification is present). CIRC system librarian

  36. tab_hold_request CIRC system librarian

  37. tab_hold_request CIRC system librarian

  38. tab_hold_request CIRC system librarian

  39. tab_hold_request CIRC system librarian

  40. tab_hold_request • If a check that requires patron information is • used as a PRE check, then the patron must first • be identified, and you must set • check_hold_request_l as a PRE check as well. CIRC system librarian

  41. tab_hold_request Multiple possibilities, BUT……… When setting PRE checks, take into account the system resourcesrequired for checks that are made when the items list displays. If the checks require comparing item records and existingrequests, and there are many item records, this can create an undesirableload on the server. If a check is listed for PRE, it need not be listed forINFO or POST, since the INFO/POST scenario will not happen. CIRC system librarian

  42. Recall functionality • Recall process can be initiated by Recall type (01-regular or 02-rush) inserting when hold request is created. • tab16-- define the fine method, the recall period and the minimum guaranteed loan period CIRC system librarian

  43. Recall functionality • While the Circulation librarian or the Web OPAC user may request an item, it is not actually recalled until the “Recall Items on Hold” (p_cir_13) function is run in the Web Services module. • If your policy is to use recall functionality, it is recommended that you run this function every day. CIRC system librarian

  44. Recall functionality • “Recall Items on Hold” (p_cir_13) generates: • - new due date (according to tab16) • - recall letters to users • - update display (the Item List and Borrower's List of Loans will be updated, indicating that the item has been recalled. The List of Loans will show both the original due date and the new due date, now that the item has been recalled) CIRC system librarian

  45. Photocopy requests • As with Hold requests • - the system checks that the user has permission to place a photocopy request (tab31) • - the system checks if the item may be requested (tab15) • - photo checks are set in tab_photo_request CIRC system librarian

  46. CIRC table-driven checks tab_check_circ - sets the checks that will be performed when an item is loaned or renewed. /alephe/error_eng/check_circ- text of messages associated with the checks tab_block_circ - sets values for overdue (9a, 9b) checks check_circ_override - sets the minimum password level to override checks CIRC system librarian

  47. Configuration example: • None of the definitions in tab15.eng, tab16, z305, tab37, tab38 , tab_block_circ are NOT functional automatically. • These definitions become functional only after the appropriate checks are set in tab_check_circ, tab_hold_request, tab_photo_request CIRC system librarian

  48. Configuration example: • In order for the system to know to relate to the 99 • global limit in tab16, you need to set the matching checks in two tables: • tab_check_circ for the limits placed on the number of loans. • tab_hold_request for the limits placed on the number of hold request. CIRC system librarian

  49. Configuration example: • In tab_check_circ there are two checks defined for the global • limit: • 4_b: check borrower loan limits (99 line) • 4_c: check borrower loan limits (99 line) - total • for ADM • These checks should appear in the LOAN section of • the tab_check_circtable. • LOAN check_circ_4_b • LOAN check_circ_4_c CIRC system librarian

  50. Configuration example: • In tab_hold_request there are two checks defined • for the global limits: • check_hold_request_q • (check for max number of hold requests for the • sub-library) • check_hold_request_t • (check for max number of hold requests for the • ADM library) CIRC system librarian

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