South Dakota Library Network ALEPH Basic Circulation Training South Dakota Library Network 1200 University, Unit 9672 Spearfish, SD 57799

South Dakota Library NetworkALEPH Basic Circulation TrainingSouth Dakota Library Network1200 University, Unit 9672Spearfish, SD 57799www.sdln.net South Dakota Library Network, 2008Ex Libris (USA), 2004Modified for SDLNVersion 16.02

ALEPH CirculationOverview Basic functions:

Patrons Items Loans Due Dates Returns Offline circulationHold RequestsCash Management

ALEPH CirculationOverviewThe ALEPH Circulation module enables you to register and monitor the various circulation activities of the library (loans, returns, holds, photocopy requests), according to each library's policies. The system supports different circulation periods, based on the status of an item, the status of a patron and due date formulas. These three elements can be defined by the library to suit its circulation policies and can be changed as the need arises. When an item is loaned, the system checks both the item and the patron. If there are any restrictions on either one, the librarian is notified. When an item is returned, the system checks whether there is an outstanding hold or photocopy request and whether the item was returned late.

ALEPH CirculationPatronsEach patron has one global record, and one or more local records linking him/her to libraries. The Patron record is broken down into four parts:

Global Patron record: General Patron information that is relevant to the entire library system, such as name, title and IDs (one record only).Local Patron records: Information that is relevant to the local library only, such as circulation privileges and expiration date (can have more than one record).Patron Address records: Various addresses listed for a patron, such as school- year and home addresses (can have more than one record).Additional IDs: Various IDs per individual local library.

ALEPH Circulation PatronsThere are four steps in defining a new patron ina library:

Creating a Global Patron recordCreating Local Patron record(s)Creating Patron Address record(s)Adding additional IDs

ALEPH CirculationPatronsThere are three ways to create a Global Patron:

Click on the New Patron Icon On the menu bar, select Patrons | New PatronCtrl+F7

ALEPH CirculationGlobal Patron Record tab 1If FastPatronRegistration=N is set in library circ.ini file

ALEPH CirculationGlobal Patron Record tab 2

ALEPH CirculationFast Patron RegistrationIf FastPatronRegistration=Y is set in library circ.ini file

ALEPH CirculationGlobal Patron RecordOnce you click Update, the entered information will appear inthe top pane. At this point, you can :Update global patron informationSend a letter to the patronLoad patrons photo

ALEPH CirculationLetters to patronsCurrent predefined options for sending lettersto patrons include:

ALEPH CirculationLocal Patron InformationTo create new Local Patron Records, select the Local Patron Information node in the left pane.

ALEPH CirculationLocal Patron InformationSelect a sublibrary for which you wish to grant privileges to the patron, and fill in or edit the bottom pane.

ALEPH Circulation Patron StatusWithin the Local Patron record, specify the patron status:

ALEPH CirculationPatron StatusOnce you do so, the Get Defaults button becomes active:

ALEPH Circulation Patron StatusFor each library, there are defaults defined for each Patron Status. After selecting Patron Status, click Get Defaults to apply thosedefaults, based on the table setup in Tab31.

ALEPH Circulation Patron StatusTab31 defines default parameters by Patron Status:

ALEPH Circulation Get DefaultsWhen you click Get Defaults, the system will populate fields using information in Tab31:

ALEPH Circulation Get DefaultsAdditional defaults from Tab31 populate the Local Privileges tab:

ALEPH CirculationAbout defaultsIt is important to note that when you createthe Local Patron record, you can change anyof the defaults within the Patron record.

ALEPH CirculationLocal blocks and notes Local blocks and notes can be included in the second tab of the Local Patron record:

ALEPH CirculationPatron AddressesPatron addresses are stored in the address records. More than one address record can be assigned to a patron record.

Letters to the user will use the address record that is relevant at the time of sending/printing.

ALEPH CirculationPatron AddressesTo add an address for the patron, select the Address Information node in the left pane:

ALEPH CirculationPatron AddressesThe address form appears in the lower pane:

ALEPH CirculationPatron AddressesDifferent address types can be entered for the same patron.

ALEPH CirculationAdditional IDsTo add additional IDs for a patron, select the Additional IDs node in the left pane:

ALEPH CirculationAdditional IDsTo add an additional ID, click Add ID

ALEPH CirculationAdditional IDsCurrently, options exist to add a Local ID, a Registration ID, aPermanent ID and a Previous ID for the Patron.

ALEPH CirculationSearching for Existing PatronsYou may search by one of three methods:

Patron ID (Aleph assigned number)Patron BarcodePatron Name

ALEPH CirculationSearching for Existing PatronsUse the patron search field, or open the Patron List and browse:

ALEPH CirculationView details of patrons activityOnce you have located the patron, his/hervarious activities in the library are displayed innodes in the left pane, and the relevant details in the upper and lower right panes.

ALEPH CirculationView details of patrons activityFrom the various nodes in the left pane you can view details of the patrons:

LoansCash transactionsHold, photocopy & ILL requestsReserve (Advance) booking requestsProxies/sponsorReading room itemsRouting lists

ALEPH CirculationPatron Activity

ALEPH CirculationItemsThe Item is the ALEPH atom, or the single unit where item information is stored.An Item in ALEPH is a physical unit with a unique identifier, which is the barcode.Two identical copies of a book = two items.An item must belong to a sublibrary.

ALEPH CirculationItem ListThe Item List allows viewing of item-related information. To modify items or to create new ones, you must go to the Cataloging module (click Push to Items on the Item List).

ALEPH CirculationItem List

ALEPH Circulation Item DefinitionsThe Item Status is based on tab15.eng.Tab15.eng allow you to set up definitions for a status which determine if an item can be loaned, requested, renewed, etc.An Item Status may be used by one sub-library or shared by a group of sub-libraries.The actual due date is based on combinations of patrons and items (defined in Tab16).

ALEPH CirculationTab15.eng

ALEPH CirculationLoansLoan Mode

ALEPH CirculationLoansTo loan an item, open the Loan tabEnter the patrons ID numberThe system will run checks on the recordIf a problem exists, it will be listed in the lower pane.If the library has override privileges, s/he may proceed. If not, the loan cannot take placeEnter the items barcodeThe loan transaction will be completed once the item details display in the Loan Session tab of the lower pane.Continue with item barcodes, one by one.End the session with the current patron.

ALEPH CirculationLoansType/wand in the patrons ID:

ALEPH CirculationLoansType/wand in the item barcode:

ALEPH CirculationLoansThe charged item is displayed in lower pane:

ALEPH CirculationLoansWhen youre finished with the transaction, End Session will remove the patron record from the screen:

ALEPH CirculationLoan ChecksWhen loaning an item, the system checks both the patron and the item to verify that the loan can take place.

The system checks that the patron:Has the right to borrow the itemHas a registration that has not expiredHas no delinquency codesHas not exceeded his overdue items or fines limitHas not reached his limit of items that may be checked out

The system also checks that the item:May be borrowedHas no hold requests

ALEPH CirculationLoan ChecksAny problems with the loan will be listed in the lower pane under the Blocks tab.

ALEPH CirculationLoan ChecksIf you have override privileges, you may be able to override problems such as those listed above. The button will not be active if no override privileges exist.

Cancel Loan will cancel the loan transaction.

ALEPH CirculationLoan ChecksTable setup decides which problems, and at what severity, will stop a patron from taking out a loan.

Tab31 determines patron borrowing and renewal permission.Tab16 determines patron limits for the amount of material borrowed.Tab_block_circ determines limits for number of overdues or fines owed by a patron.Tab15.eng determines item lending and renewals permission.

ALEPH CirculationLoan SessionWithin the Loan/Blocks area, loan receipts can be printed, due dates can be changed, and loan notes can be added.

ALEPH CirculationLoan Session ReceiptAfter selecting the Print option, a newwindow will appearon the screen displaying thereceipt.

ALEPH CirculationLoan Session NotesSelecting the Loan Notes option will bring up a new window prompting you to enter up to two notes per loan.

ALEPH Circulation Loan Session HistoryTo view the workstations loan history, open the History node on the left pane. The history is per current workstation only.

ALEPH Circulation Loan Setup OptionsTo modify various loan options, on the menu barSelect Aleph | Options | Set up loan options.

ALEPH Circulation Setup Loan OptionsDisplay Circulation Note If checked, the Circulation Note that was entered in the Item Record will be displayed when the item is loaned.Display Item(s) on Hold for This Patron Message If checked, a message will be displayed if the patron has an item on hold awaiting him.Display Item is Requested Message If checked, a message will be displayed if the loaned item has been requested by other patrons.

ALEPH CirculationSetup Loan OptionsPatron Verification Required If checked, it will be necessary to input the patrons verification code in order to perform a loan.Display Process Status If checked, the Item Process Status of the item will be displayed when performing the loan. Note that most items do not have an Item Process Status.Override Button as Default If checked, the Override and Cancel Loan buttons will be highlighted by default if the patron does not have the permission to borrow the item.

ALEPH CirculationSetup Loan OptionsLoan Receipt Printing

You can determine whether or not the system will automatically print loan receipts.

If you wish to have the system automatically print receipts, you can choose whether:They should be printed after each loan transaction, orOnly at the end of a session with a patron.

ALEPH CirculationDue datesDue dates calculation

The actual due date is based on tab16, which containsdifferent combinations of patrons and items, e.g.:Patron status x can take item status y for 3 days, butPatron status z can take item status y for 14 days.

Two sets of due date/hour are defined there:For regular, non-requested items (col.5-10)For requested, or on-hold, items (col.15-18)

ALEPH CirculationDue datesDue dates modification

You may change the due dates for:

A specific patron/item combinationAll current loansA specific loan


The system calculates due dates daily for each combination of Item/Patron Status (optionally taking into account days the library is closed).

The daily results of this calculation may be viewed under the Active Due Dates node in the Loan mode.

Choose a sublibrary, and the Active Due dates definitions for that sublibrary will be displayed.


You may overrideany calculated duedate using the formin the lower pane. There are two date-hour options fornon-requested, and for requested items.

ALEPH CirculationDue datesDue dates modification To change due dates for all current loans, on the menu bar select Aleph | Dates | Change due dates of current loans. Indicate the range of due dates to be amended and the new due date for these loans.


To change a due date for a specific item, in the Loan Session mode select the Change Date option. A new window will appear which will prompt you to enter a new due date.

ALEPH CirculationDue datesDue dates modificationAdditionally, you can change a due date for a specific item in the Patron mode in the Loans node.

ALEPH CirculationRenewalsLoans may be renewed:

By the librarian in the Circulation module orBy the patron in the Web OPAC

System checks will be conducted to be sure the patronand item are eligible for the renewal process.

ALEPH CirculationRenewals

The system checks that the patron:Has renewal permissionHas not exceeded his maximum number of renewalsHas an expiration date that is later than the new due dateHas not been blocked from loans/renewals due to other problemsHas not exceeded his cash limit.


The system also checks that the item:

May be renewedHas no hold requestsIs not overdue


Renewals in the Circulation Module can be made through the Patrons Loans list in the Loans node

ALEPH CirculationRenewalsYou have the option of renewing a selected item, or renewing all items. If the system finds a problem with the renewal of some loans when using the Renew All command, a window will pop up with the reason. Depending on setup, it may be possible to override the error.

ALEPH CirculationRenewalsA second method of renewing items through the Circulation module is to go the menu bar and select Circulation | Renew loan by barcode. The system will prompt you for the barcode of the item you wish to renew.

ALEPH CirculationRenewalsAfter entering the barcode,you will receive a secondscreen displaying item andpatron information, as wellas the renew date.You are able to alter thisdate if you wish.

ALEPH CirculationRenewalsPatrons can renew their own loans if they have login access to their account on the Web OPAC through the My Library Card option. These renewals are subject to the same checks as described earlier.

ALEPH CirculationRenewalsPatrons also have the option of renewing all their loans on the top bar of the Items on Loan option. The system will inform the patron which loans couldnt be renewed due to blocks or other problems.

ALEPH CirculationReturnsTo return an item, enter the Return mode.Enter the items barcodeThe return transaction will be completed when the returned items details display in the Item tab of the lower pane.Continue with item barcodes, one by oneThe session with the current patron ends when an item barcode returned by another patron is entered or when Clear button is clicked on lower pane.

ALEPH CirculationReturnsPatron InfoItem/Bib Info

ALEPH CirculationReturnsThe system enters the current date and time for each return. To globally override these, click Update. This action should be performed BEFORE the actual returns.

ALEPH CirculationReturnsThis override will be in place until youclick the Clear Override button whichwill appear in the lower pane.

If the Clear Override button is notclicked, the option will expire automatically after a preset period.

ALEPH CirculationReturnsReturn HistoryTo view the workstations return history, open the History node in the left pane. The return history is per current workstation only.

ALEPH CirculationReturnsSetup Return OptionsTo modify various return options, on the menu bar select Aleph | Options | Set up return options.

ALEPH CirculationReturnsSetup Return Options

Print Return Receipt If checked, the system will automatically print a receipt for each return transaction.Print Return Receipt Transfer If checked, the system will automatically print a receipt for each return transaction even if the item will be transferred to another sub-library.Display List of Hold Requests If checked, the system will automatically display a list of hold requests for the returned item.


Print Photocopy Requests Slips Automatically upon ReturnDisplay Item is Not on Loan Message If checked, you will be notified of the return of an item that the system has no record of having been checked out.Display Circulation Note If checked, the Circulation Note that was entered in the Item Record will be displayed when a patron returns the item.Display Item Process Status If checked, the items process status will be displayed.


Late Return MessageNo Message is DisplayedPer Each LoanAt the End of Session with Current Patron

ALEPH CirculationOffline CirculationThe Offline Circulation option allows you to record loan and return transactions on your local computer in case there is a disruption between your computer and the server.

Your transactions will be saved in a file which you may send to the server when the connection has been re-established.

ALEPH CirculationOffline CirculationTo activate this function, on the menu bar selectCirculation | Offline Circulation. The following form will be displayed:

ALEPH CirculationOffline CirculationLoanReturnOptionsLoan/Return Select which of the two you wish to perform. The top button will reflect your choice.

ALEPH CirculationOffline CirculationOptions

Send File Once connection to the server is restored, click here to send the loan/return file to the server for checking.

Import File This option allows you to import the offline circulation file to the Circulation module if you are using the stand-alone version of Offline Circulation.

ALEPH CirculationOffline Circulation CheckOnce the data has been sent to the server, the system will then check the transactions and produce a Check Report.

The system checks:If the item existsIf there is a patron recordIf any problems with loan/return were encountered (such as if the item was already on loan)

ALEPH CirculationOffline Circulation CheckThe Check Report will be displayed on the second tab of the Offline Circulation form, and can be printed for manual processing.

ALEPH CirculationHold RequestsWhen a patron places a hold request for an item, he is reservingthat item for his use.

In most cases, a hold request will be placed on an item by apatron because that item is out on loan with another patron.

In some cases, a hold request will be placed on an item that isnot currently on loan (available copy).

When a requested item is returned, a note will inform thelibrarian of the fact.

ALEPH CirculationHold Request ChecksAmong other things, the system checks that the patron:

Has permission to place a hold requestHas not exceeded the maximum number of hold requests that he is allowed to placeHas permission to place a hold request on an available copy (if such copy is available)Has not passed his expiration date

ALEPH CirculationHold Request ChecksThe system also checks that the item:

May be requestedHas other hold requests if so, is it possible to place multiple hold requests for this item?

ALEPH CirculationPlacing Hold RequestsHold requests may be placed:

By the librarian from the Menu BarBy the librarian from the Item List (after retrieving a record by the barcode or call number)By the patron on the Web OPAC, if he has been given that privilege

ALEPH CirculationPlacing Hold RequestsThe librarian may place a hold request on behalf of a patron by going to the Menu bar and selecting Requests | Hold Requests | Create Hold Request.

A box will come up asking for item and patron information.

ALEPH CirculationPlacing Hold RequestsOnce the informationis entered, a work-form is displayed.If problems are found with the request, they willbe displayed.

ALEPH CirculationPlacing Hold RequestsOptions

From / To Date The default dates cover a period of one year; these may be changed manually.Pickup Location Choose the location where the patron will receive the material. Options can include the library, home delivery, mailbox or a specific reading room.Recall Type Choose 01 (regular) or 02 (rush) to determine level of urgency for recall. Choose 03 for no recall.


Priority You can determine the position of the hold request in the queue by assigning it a priority.

Highest priority is 00, the lowest is 99Regular requests in the Circulation Module receive 20A recall defined as rush will automatically receive 00The priority value can be changed manually


The second tab is Item Filter Information. Use these fields to define the pool of items from which the hold request may be filled (i.e. like or similar items).


Within the filter, you may enter # to mean any, or leave the field blank to mean none.

For example, use # in the Collection field to indicate that it doesnt matter which collection is used to fill the request.

Check the Only Selected Item box if you want the request to be filled only by the specific copy.

ALEPH CirculationPlacing Hold RequestsThe librarian may also place a hold request on a specific item from the Item List node in Items mode.

Select the item, and click the Hold Request button.

ALEPH CirculationPlacing Hold RequestsThe librarian may place a hold request on a specific item from the Item List node in Items mode. Select the item, and click the Hold Request button. A box will appear prompting you for the patron ID.

ALEPH CirculationPlacing Hold RequestsOnce a patron ID isentered, a workformappears. The fieldsare similar to those explained before.

ALEPH CirculationPlacing Hold RequestsSigned-in patrons may create hold requests from the Web OPAC. The system runs various checks on the patron and item similar to those described earlier. If the request is possible, the Place Hold link will be displayed in front of the item in the Holdings list.

ALEPH CirculationPlacing Hold RequestsIf all the checks are met with thepatron and item,the hold request form is displayed.

ALEPH CirculationPlacing Hold RequestsAfter the form has been filled out, an indication willappear both on the OPAC:

and in the Circulation Module that this item has requests:

ALEPH CirculationHold Requests - RecallsA recall means asking the patron who currently has anitem on loan to return it to the library earlier than itsoriginal due date. This may be caused by anotherpatron (or the librarian) placing a hold request for thisitem.

ALEPH CirculationHold Requests - RecallsThe only way to initiate the recall of an item is bycreating a hold request for it. A library may choosenot to use recalls at all.

Depending on the library setup, actual recalls occureither when the service Recall Loans is run or whenthe hold request was placed (immediate recall).

ALEPH CirculationHold Requests - RecallsWhen a recall is initiated, the following takes place:

A new due date is calculated for the item, and the patron/item loan lists are updated with recalledA recall letter will be sent to the patronA different fine method is applied to the late return of recalled items.

ALEPH CirculationViewing Hold RequestsHold requests may be viewed from the Hold Requests node for a specific item in Item mode:

ALEPH CirculationViewing Hold RequestsHold requests may also be viewed from the Hold Requests node in the Patron Activity in Patron mode:

ALEPH CirculationViewing Hold RequestsIn the Web OPAC, signed in patrons may view their hold requests from My Library Card.

ALEPH CirculationHold Requests - PrintoutsTwo kinds of letters may be manually sent to patrons:

Hold request filledHold request not filled

A Hold Slip is also printed for those requests that werefilled, to place inside the book on the Hold Shelf.

ALEPH CirculationHold Requests - PrintoutsTo print one of these letters, on the Menu Bar selectRequests | Hold Requests | Print Letter HoldRequest Filled (or / Not Filled).

Slips may also be printed automatically when the Service Call Slips for Hold Requests (cir-12) is run.

ALEPH CirculationHold Requests - PrintoutsHold RequestFilled letter

ALEPH CirculationHold Requests - PrintoutsHold Slip

ALEPH CirculationCash ManagementIt is possible to charge a user for most library transactions (e.g. hold requests, photocopy requests, loans, renewals).

Standard charges for transactions are table-driven, butmay be overridden by the librarian.

Staff may also add ad hoc transactions, such as lostbooks replacement charges.

ALEPH CirculationCash ManagementExcerpt from Tab18 Cash Table:

ALEPH CirculationCash TransactionsYou may view the patrons cash transactions from the Cash node under Patron Activity in Patron mode:

ALEPH CirculationCash TransactionsYou may choose which transactions to view by opening the relevant tab:

All transactionsCash history (paid and partly paid transactions)Active (unpaid) transactionsCanceled transactions

Note: paid transactions will appear in green font, while unpaid transactions will appear in red font.

ALEPH CirculationCash Transactions - OptionsPay Sum If the patron wants to pay the total amount due, click this button. If he wishes to pay less than the total amount due, first enter the amount he intends to pay in the Sum to Pay field and then click the Pay Sum button.

Pay Selected If the patron wants to pay for one or more specific transactions, highlight them using Shift or Ctrl, and click this button.

ALEPH CirculationCash Transactions - OptionsNew Register new, ad hoc, cash transactions for the patron (debit or credit). You may choose from a selection of standard transaction types and rates, or enter a different amount.

Waive To cancel non-credit transactions, using Shift or Ctrl, and click the Waive button. A form will be displayed for you to enter the reason for this waiver.

ALEPH CirculationCash Transactions - OptionsPrint If all transactions are displayed, all will be printed. If the window is currently displaying a filtered view, you will be asked whether you want to print all of the patrons transactions, or just those in the filtered view.

By Sublibrary To view cash subtotals by sublibrary.

ALEPH CirculationCash Transactions - ReceiptsA receipt can be printed for payments (partial or full) made by the patron.

ALEPH CirculationCash TransactionsCash transactions can also be conducted at the time an item is loaned or returned. When a patron ID is entered in either mode, cash payment information appears.

ALEPH CirculationCash TransactionsSimilar options exist to those discussed earlier. New Cash A new debit or credit transaction can be added to the patrons record.Pay Cash A patron can pay all or part of the amount owed to the library. Be certain to fill in the amount before selecting this button.Patrons Cash This option will take you to the Cash option in the Patron Activity section of Patron mode.

ALEPH CirculationCash TransactionsPatrons may view their own list of cash transactions in the Web OPAC, once they have signed in.

Documents

South Dakota Library Network ALEPH Basic Circulation Training South Dakota Library Network 1200 University, Unit 9672 Spearfish, SD 57799