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Media Library

Media Library. DVDs, VHS, Course Reserves and Distance Learning Reserves. Media Library Overview.

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Media Library

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  1. Media Library DVDs, VHS, Course Reserves and Distance Learning Reserves

  2. Media Library Overview • The Media Library contains DVDs, VHS tapes, compact discs, audiocassettes, and multi-media packages. With the exception of most videocassettes, all media are stored on shelves in the rolling stacks by the media technician’s cubicles. Audiocassettes are stored in a filing cabinet near the printers. Each item is assigned a separate call number denoting both the source of the item and the type of media. We will explain the call number system, but first we will iterate some basic Media Library information. • Most of the items in the media library are available for checkout by anyone with a valid library. A valid library card or UK Wildcard is required to checkout an item. Should a patron not yet have a library card or Wildcard, ask them to inquire at the Circulation Desk on the First Floor to obtain a library card, or go to Room 107 of the Student Center to obtain their Wildcard. Patrons are allowed to checkout up to three items at a time. An “item”, for this purpose, constitutes any single title (Casablanca or Braveheart). Individual parts of a multi-part series each count as separate titles (e.g. each episode of Ken Burn’ Jazz or the Monty Python’s Flying Circus DVD series) . Some of the videos in our collection come as two items in one container; these count as one item. When handling such items at the Service Desk, remember to scan all barcodes on the items within the container. • Some items are available for use for those in the UK community (students, faculty and staff); these items are designated with call numbers beginning in SC- or UK- and are marked with red dots on the spine. • Course reserve items and Distance Learning videos are for use for the students enrolled in that class. These items are on the first two shelves of the collection, and are not available for circulation. Only the instructor for that course may check out one of these items for purposes of course instruction.

  3. Course Reserve and Distance Learning Materials Procedure for using Course Reserve material: • Ascertain from the patron what course reserve item they need, as well as for which course it has been reserved. • Locate item on Course Reserve shelf. • If the item is a DVD, select a Viewing Room that has been programmed for DVD use on E-Mnet (or for VHS). Ask the patron to sign the “Viewing Room Use Agreement” form, and charge the appropriate key to the patron’s card. Give the key to the patron; they are now free to go to the viewing room. • Charge the Course Reserve item to the blue Reserve Card located on the wall in front of each Service Desk pc. • Load the Course Reserve item (either a dvd or vhs) into the appropriate player, programmed for the room where the patron is now located. • Highlight the component you are using on E-Mnet, double click and select “Preview”. The image should now be displayed on the Preview Monitor. Start the video. • Upon completion of the video, the patron will bring the Viewing Room key back to our Service Desk; go check the room to make sure there is no damage or garbage left behind. If everything is fine, then retrieve the clipboard at the Service Desk with the “Viewing Room Use Agreement” and put your initials in the column “Room Checked By”. Place the Room Key back on the key rack. If there is a problem with the room, immediately contact your immediate Supervisor to handle the situation. • Take the DVD or VHS out of the player, and discharge the item from Voyager Circulation; place the item back on the Course Reserve shelf in the correct class area. • As always, should any equipment malfunction or if any other issues arise, contact your immediate supervisor ASAP.

  4. Using Voyager Circulation

  5. Logging in Before you can begin working in the circulation module, you must enter your “Operator ID:” and “Password.” Your Operator ID and Password determine what operations you are allowed to perform, as well as in which locations you may work. Operator IDs and Passwords may be obtained from your supervisor. Don’t forget to log out when your desk time is over! 

  6. Charging(Charging = checking out library material)

  7. Charging materials • Click on the first icon (a pile of books) • This will bring up the blank “Charge” window

  8. Next, scan in the patron’s barcode number. The barcode is located on • the patron’s library card. For students, the UK WildCardID serves as a library card: Note: Students must have a current UK WildCardstudent ID. We will not accept older student IDs. If a student does not have a WildCard, direct him or her to the UK ID Office, 107 Student Center. Other types of borrowers will have different cards – see section on different types of borrowers Note: You can search for a patron by clicking on the ellipsis to the right of the barcode box. Doing this will allow you to search for the patron using “Name,” “Institution Id,”or “Barcode.” This is most often done at the beginning of semester when new WildCards have not been activated. The Student ID# (excluding the beginning number “9”) is the best method for searching for a student. The first and last name is the best method for searching a non-student patron. A PATRON MUST HAVE A LIBRARY CARD TO CHECK OUT LIBRARY MATERIALS.

  9. Once the barcode is entered, the patron record will appear Note the boxes for: • Group –different borrower groups have different borrowing privileges • Proxy – borrowers can serve as proxies for other borrowers - See special situations

  10. Scan in the item barcode • The system will beep each time an item is scanned. ALWAYS check the screen to verify an item has been properly checked out. • As each item is checked out, the number under the file drawer icon will increase by one. • Always check the notes icon (ink, plume and paper) for messages and read and respond accordingly to any messages. If you scan in a bar code and receive an “item not found” response, try again – the reader might have misinterpreted the code. If the message appears again, see a supervisor for assistance.

  11. Checked-out items will appear in the box in the bottom of the screen • The title, item barcode, due date, and status (C for charge, R for Renew) displays in the box below the patron information. You can continue to check out items for the patron in this way. The maximum amount of materials that may be checked out is defined by patron group. • Once the item is checked-out, insert the date-due slip into the item(s) and de-sensitize all items (unless item indicates “DO NOT SENSITIZE”) before giving it to the patron.

  12. DISCHARGING A BOOK (Discharge = Check in)

  13. Discharging Materials • Click on the Discharge icon (book drop slot). • Scan in the book barcode. If the barcode is typed, press “Enter.”

  14. Watch the screen for pop-up boxes and to ensure the item was properly discharged!!! • Pop-Up Boxes include the following: • Item belongs to a foreign circ policy group’s location: • Item marked for Cataloging Review • Item marked for Circulation Review • Item on Hold—this will generate a print out. • Item is Lost or Missing (You will then be prompted whether to remove this status—always remove it) • Once you have read the pop-up box, click “OK” so that the item is properly checked in. • Be sure to note location of foreign circ policy group books • Ask staff where to put books with pop-up messages, after being discharged.

  15. Once the item is scanned, the Title, Item Barcode and Due Date will display on the “Discharge” screen. Always watch the screen for pop-up boxes as well as to ensure books are properly checked in! • “Browse” indicates item was not charged when scanned

  16. Back Dating Items During Discharging • You can backdate items being discharged so the check in date/time is earlier than the actual date/time. This is useful for items left in book drops over night. • Click the Backdate icon (clock). • The “Backdate Discharge Time To…” dialog box displays. • Enter the date and time you wish to use either by typing in the date or using the ellipses for the calendar. • Click “OK” to save; click “Cancel” to exit without saving. • The system will apply the override discharge date and time to every discharge transaction until either the Clock icon is clicked a second time or the “Discharge” window is closed.

  17. Quiz • If the scanner beeps, does that indicate the book has been checked in? • Should you remove the “Lost” status on a book you are checking in? • What does the backdate option do?

  18. Quiz • If the scanner beeps, does that indicate the book has been checked in? • Should you remove the “Lost” status on a book you are checking in? • What does the backdate option do?

  19. Looking Up An Item Click on the “Item” Icon (stack of books).

  20. In the “Search by Item Barcode” dialog box, you can type or scan in the item barcode or click on the ellipsis in the item barcode field to display the “Search” screen. • Using the “Non-Keyword” tab, choose your method of search (author, title, etc.) by scrolling in the “Search by” box or by learning the commonly used search methods below (much easier!): Call Number – “Call Number (on shelf)” (highlight box and type C) **This is currently the default. Author – “Names” (highlight box and type N) Title – “Title<” (highlight box and type T) Periodical – “Journal Title<” (highlight box and type J)

  21. Tab to “Search for:” box and type in the information you wish to search (author, title, etc.). Be sure to include spaces between the information that you enter in the “Search for:” box. Information typed in the “Search for:” box is not case sensitive. • **Truncating is using only part of a title or call number. It will bring up every title that begins with the words used or every call number that begin with the portion of the call number entered. So, although you are using a smaller part of the title or call number, you are actually expanding the search. Note title below—beginning of title truncated by only is typed into title box and then the “Titles Index” screen on the next slide. Examples: Author (Name) – blakerrichard Title – here lies Call Number – qe 351 .h46 Journal Title – journal of hydrology

  22. Highlight the title you wish to display and click on the “OK” button or just hit the enter button on the keyboard.

  23. The “Item Record” screen displays the location, item type, item status, barcode, etc.

  24. QUIZ • If a record shows an item status of “Charged,” what icon can you click on from the “Item Record” screen to see when the item is due back? • What tab should you click on in the “Item Record” screen to find out what the call number is for an item?

  25. ANSWERS TO QUIZ • Patron Icon • Holding Tab

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