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Evergreen Indiana Basic Circulation Class

Introduction to Evergreen Indiana project launched in 2007 with a goal of resource sharing among 100 libraries in Indiana. Learn about hardware, software, MARC records, and consortium parameters. Training covers circulation basics, ethics, patron registration, searching, checkout, holds, bills, check-in, and OPAC functions.

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Evergreen Indiana Basic Circulation Class

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  1. Evergreen Indiana Basic Circulation Class Professional Development Office

  2. Intro to Evergreen Indiana • Project launched in December 2007 • Goal is Resource Sharing • Hardware, software, patron and MARC records • Executive Committee elected August 2008 • Consortium parameters set • Lending periods and limits • Fines and fees • One library card • First library went live: August 2008

  3. 100 libraries across the state of Indiana. • Peabody Public Library #100 • Current service population: 962,000 • 3 million bibliographic records • 8.3 million items • Hundreds of thousands of items transit each year • Opportunity to use Unique Management, Inc. and OverDrive • Additional InfoExpress day subsidized by ISL Evergreen Indiana at 100

  4. Logins • All libraries are assigned three generic logins on go live day: circ1, cat2 and localadmin • Principle of least privilege. • Participants in this class will use a generic circ1 login. • Training server • Generic vs. individual staff logins

  5. Code of Ethics • Membership agreement and Code of Ethics • What you do affects all patrons in consortium • Learning policies and procedures for customer service

  6. Basic Definitions • Owning library: Library that owns the item in question • Circulation library: Library from which an item has been checked out • Patron: An individual who has an Evergreen Indiana patron account • Home library: Library associated with a patron’s account • In good standing: Fines and fees are not above the consortium maximum of $10.00

  7. General policies • Fine structure • Where you can pay • Grace day/backdating • Holds

  8. Navigation • Control + T to create tab • Control + W to close tabe • Quick keys

  9. Issuing a library card • Valid ID includes a current address. • Valid Indiana Driver’s license • Valid Indiana State ID • Current Government issued photo ID • Proof of residency. • Valid voter registration card • Current government issued ID (military, passport) • Bank statement issued w/in last 60 days • Utility bill issued w/in last 60 days • Property tax receipt

  10. Patron Registration • Recommended: Paper registrations • Upper and lowercase • Required fields • Barcode and OPAC/Staff Client User name • Password/PIN • Birth date • Primary ID • Juvenile • Email address • Phone numbers

  11. Patron registration • Home library • Main profile (permission group) • Internet Access Level • Active • Barred • Alert message

  12. Patron registration • User Settings • Hold notification settings • Address

  13. Statistical Categories • Patron stat cats • PLAC Home Library • Saving • Cloning

  14. Searching for a patron • Why might you need to search for a patron? • Legacy patrons at your library • Patron moves from one EI district to another • Patron confidentiality policy • Choice of fields to search • Search by barcode (F1) • Search by patrons (F4)

  15. Searching for a patron • Begin live demo • Include inactive patrons? • Limit results to patrons in Evergreen Indiana • Fill in at least Last, First and Middle Name • Filter by Permission Profile (if necessary) • Enter • Column picker > Save columns • Click on a patron and a summary appears on the left side • Retrieve patron or Search form (to go back to the search form)

  16. Searching for a patron • Alert message • Color-coding of patron

  17. Checkout • Begin live demo • Column picker • Receipts • Due date • Pre-cataloged items • Non-cataloged items

  18. Items out • Items Out box • Lost, Claimed returned, Long overdue, Has unpaid billings box • Click on an item to highlight and then go to Actions for selected items

  19. Holds • Start live demo. • Placing holds • Staff holds • Patron holds • Show canceled holds

  20. Bills • Creating a bill • Begin live demo • Current bills summary at the top • Column picker > List Actions > Save Columns • Bill patron • History • Apply payment • Actions for selected transactions • Receipt

  21. Edit • Change patron information • Change barcode • Reset PIN • Clone the patron’s information

  22. Other • Messages • Stat Cat • Groups

  23. Check in • Setting up check in screen • Take your time and watch the screen! • Open Item stats screen at same time • Effective date • Backdating • Amnesty mode • Auto print hold slips

  24. Check in – Actions for selected items • Show last few circulations • Retrieve last patron who circulated the item • Mark item damaged

  25. OPAC • Searching • Search results • More details • Facets • My Account • My Lists

  26. Holds • Actions for selected holds • View holds • Number of holds on a record • Browse hold shelf • Pull list for hold requests • Capturing holds • Cancelling holds • Retargeting holds

  27. Hold notification options • Patrons can choose how they will be notified • Phone • Email • SMS/text message • Tips for helping patrons when they report an issue with receiving their hold notification • Phone • Email • SMS/text message

  28. Offline Transaction Management • Used during upgrades or locally when needed • In offline mode: • DO checkout • DON’T checkin • No database connection therefore: • No live patron data about checkouts, fines and fees, blocked or not

  29. Offline Mode • Click on Standalone Mode

  30. Offline Mode • Click on Check Out • Make sure the date on the left end of the menu bar is correct. • Scan patron library card. • Check that due date is correct for the item. • Scan in item barcode and hit ENTER after each item barcode is entered.

  31. Offline Mode • Select Print receipt? so a receipt will print. • Click Save These Transactions? VERY IMPORTANT! • Click the Exit button when finished for the day. • Tips • Group like items together so you need to change the due date only a few times. • You may choose to print a receipt for both the patron and the library. Click Last Receipt to print the last patron receipt for the library’s records. • Before using offline mode, check the offline mode receipt in the Receipt Template Editor to make sure desired information appears.

  32. Creating a Backup File • At the end of each day, you must Export the Transactions to create a backup file. • Evergreen will tell you it’s a good idea to let the system delete any other copies of the data. DO NOT let the computer do this. Select No!

  33. Resources • Slide 6: Membership agreement and Code of Ethics (http://www.in.gov/library/files/Membership_packet.pdf) • Slide 7: Circulation Policy, Page 1 • Slide 8: Circulation Policy, Checkout, Loss of Privileges, Fines/Fees, Pages 4-5 • Slide 9: Staff Training Documents website (http://www.in.gov/library/3380.htm) • Slide 10: Circulation Policy, How to issue an Evergreen Indiana Library card, pages 2-3. Circulation Procedures, How to issue an Evergreen Indiana Library card, pages 2-6. • Slide 11: Patron Registration (Circulation Policy, How to issue an Evergreen Indiana Library card, pages 2-3. Circulation Procedures, pages 2-6. Circulation Manual, Chapter 2, Registering a patron). • Slide 12: Patron Registration (Circulation Policy, How to issue an Evergreen Indiana Library card, pages 2-3. Circulation Procedures, pages 2-6. Circulation Manual, Chapter 2, Registering a patron). • Slide 13: Patron Registration (Circulation Policy, How to issue an Evergreen Indiana Library card, pages 2-3. Circulation Procedures, pages 2-6. Circulation Manual, Chapter 2, Registering a patron). • Slide 14: Statistical Categories and Save (Circulation Policy, How to issue an Evergreen Indiana Library card, pages 2-3. Circulation Procedures, How to issue an Evergreen Indiana Library card, pages 2-6, Circulation Manual, Chapter 2, Registering a patron.) • Slide 15: Searching for a patron (Evergreen Indiana Patron Confidentiality Policy. Circulation Manual, Chapter 2, Registering a patron.)

  34. Resources • Slide 16: Searching for a patron (Evergreen Indiana Patron Confidentiality Policy. Circulation Manual, Chapter 2, Registering a patron.) • Slide 17: Searching for a patron (Evergreen Indiana Patron Confidentiality Policy. Circulation Manual, Chapter 2, Registering a patron.) • Slide 18: Checkout (Circulation Manual, Chapter 3, Checkout) • Slide 19: Items out (Circulation Procedures, Lost items, Claims Returned, Renewals. Circulation Manual, Chapter 4, Marking items lost or claims returned.) • Slide 21: Bills (Circulation Manual, Chapter 5.) • Slide 22: Edit (Circulation Policy, How to issue an Evergreen Indiana library card. Circulation Procedures, Patron Account Management, My Account. Circulation Manual, Chapter 2.) • Slide 24: Checkin (Circulation Procedures, Checkin, page 10. Circulation Manual, Chapter 3, Checkin. Circulation Manual, Chapter 4, Marking items damaged or missing.) • Slide 26: OPAC (Help link in OPAC) • Slide 27: Holds (Circulation Policy, Holds and Inter-Evergreen Indiana lending, pages 5-6. Circulation Procedures, Holds and Inter-Evergreen Indiana lending, pages 12-15. Cataloging manual, Chapter 21, Holds.) • Slides 29-33: Offline mode (Circulation Manual, Chapter 9, Offline mode.)

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