1. IS OPEN THE LIBRARY Polaris ILS Circulation 5.0 SP3 Training

2. Check-out Circulation Shortcut Keys Check Out with a Patron and Item Barcode Check Out without a Patron or Item Barcode Renew Materials from the Check Out Workform Special Loans Reset Due Date On-the-fly Circulation Quick-Circ

3. Circulation Shortcut Keys F1—Help F2—Check in workform (In has 2 letters) F3—Check out workform (Out has 3 letters) F5—Refresh F6—Patron Status workform (Status has 6 letters) F7—Patron Registration workform F8—Property sheet F9—Switch between Patron Registration and Patron Status workforms Ctrl+Alt+F9—Item Record Find Tool F12—Bibliographic Record Find tool Help F1 F2 F3 F5 F6 F7 F8 F9 F12 Check In Check Out Refresh Patron Status Patron Reg Properties Patron Reg/ Patron Status Bib Search

4. Check Out with a Patron and Item Barcode Scan the patron’s barcode in the Patron barcode box—the patron’s personal data will display in the header Scan the item barcode(s) in the Item barcode box—the item that was checked out last will be at the top of the list When finished with the transaction, press Enter to clear the workform and print or send the receipt via email or TXT.

5. Check Out without a Patron or Item Barcode To search for a patron from the check out screen, click on the Find button in the workform header to bring up the patron find tool Enter identifying information in the for box and click Enter Double click the patron in the result set of the find tool to pull their information into the check out screen

6. Check Out without a Patron or Item Barcode If the item barcode cannot be scanned, click on the Find button next to the Item barcode box to bring up the item find tool Enter identifying information in the For box Double click the item in the result set to select it and bring it In to the check out workform Click Enter to complete the check out

7. Renew Materials from the Check Out Workform A patron can have their items renewed by using the check-out workform Scan their patron barcode and then scan the items As each item is scanned, a renewal prompt is shown A renewal action is shown in the check-out window

8. Special Loans—Before the Check Out Enter the patron data in the check out workform Click on the Special button The Special Loan dialog box will open Use the calendar to choose the due date, or enter the length of time that the item(s) will be loaned in the loan period field Choose how to apply the special date, then click on OK Complete the circulation transaction

9. Reset Due Date—After the Check Out If the circulation has already occurred highlight the item(s) that need to have their due date altered Right-click  Reset Due Date Select the new due date using the calendar in the Reset Due date workform Click OK to have the new due date applied to the item(s)

10. On-the-fly Circulation If an unrecognized item barcode is entered, Polaris will ask you if you would like to create an on-the-fly record Click on Yes to continue this transaction, No will cancel it

11. On-the-fly Circulation Fill in the Brief Item Entry dialog box The only required field is title, other fields are optional Change the Circulation Setup if the default values are incorrect The OTF block is a visual reminder that circulation staff will see to alert them that the item requires full cataloging when it is returned A final bibliographic and item record are created in your Polaris database OTF records are not automatically deleted when the item is returned

12. On-the-fly Circulation—Item Templates Your Implementation Manager has already entered an on-the-fly item template for each branch in your Polaris ILS installation The template is editable if you need to change the default settings This template is required for on-the-fly circulation

13. Quick-Circ—Item Record New  Quick Circ Item Record Enter a barcode that will be easy to type in or scan a barcode that will be kept at the circulation workstation(s) Fill in branch, collection, and material type information Save and close the workform

14. Quick-Circ—Transaction Scan or type the Quick-Circ Item barcode in the Check Out workform Enter the number of Quick-Circ items the patron is checking out Staff will see that number on the Check Out list This transaction does not display in the patron’s status record, list of items out in the PAC, or the patron history Quick Circ items are not subject to overdue notices or fines

15. Receipts Receipt Printing Receipt Options Print Electronic Custom Message

16. Receipt Printing One time set up, needs to be done from: –Check out workform –Check in workform –Patron status workform From each workform, go to Tools/Options: –Choose the type of receipts staff want to print –Choose the correct style, printer and driver

17. Receipt Options—Print Printed receipts are now optional, reducing unnecessary printing –Fine and Check-out receipts are printed at end of the transaction –A prompt to print a check-out receipt is displayed when enter is pressed to signal the end of the circulation transaction –Optional printing may be set at the System, Library, and Branch levels The prompt option is available in these processes: –Normal Check-out –Reserves –RFID –Media dispenser unit –Offline * Prompt not available in Patron Status workform

18. Receipt Options—Electronic eReceipts –E-mail –Text Message Availability of eReceipts in staff client –Check-out –Renewal –Fine Availability in PAC and ExpressCheck –Renewal Receipts are sent as plain text Delivered within a few minutes of the transaction—no overnight processing Available at the System, Library, or Branch level The eReceipt option is selected in the Patron Registration workform

19. Receipt Options—Custom Message A custom note may be added to all printed receipts Circulation  Options  Receipt Printer Options tab Message will apply to all workstations at the branch The ability to edit this message is permissions protected

20. Check In Free days Normal Bulk In-House Missing part check in Managing Items at Check In

21. Check In—Free Days Free days for normal or bulk check in may be set by entering a number or by picking a date If grace periods are allowed, they can include or exclude closed days and dates

22. Normal Check In Scan item barcode into the Item barcode box If the barcode cannot be scanned, use the Find button to search for the item using the Find Tool Staff may be presented with a dialog box giving them the option to put the item in-transit to another library or place the item on hold Enter will clear the check in screen

23. Normal Check In If checking in an item that has a fine, staff will get a Check In Fine dialog box The fine may be immediately waived or charged to the patron’s account If additional items incur fines on check in, choose Continue to keep a running total of patron fines at the bottom of the screen

24. Normal Check In Once all the new fines have been totaled, highlight the patron name and choose the Pay New, Waive New or Charge New button If the fines will be paid, staff are able to change the amount paid, choose a payment method, and add a note If there are old fines, choosing Manage All Fines will link staff to the Patron Status record where all fines can be resolved

25. Bulk Check In Scan the item barcodes or use the Find Tool if the barcodes cannot be scanned One Free day may be used when emptying the book drop in the morning to keep materials dropped off the night before from being overdue Enter will clear the check in screen Fines will automatically be charged to the patron’s account

26. In-House Check In Scan the barcode of materials used in the library in the Item barcode box In House usage statistics can be seen in the Item Record, Source and Acquisitions view

27. Check In—Missing part check-in Missing parts may be managed whether they have been discovered before or after the item has been checked in To access the Special Item Check-In dialog box, go to Tools/Special Item Check-in on the Check In workform

28. Check In—Missing part check-in Scan in the barcode, select Missing part: block & notify and add a note Selecting Missing part: block & notify: –Updates the item’s circulation status to Claim Missing Parts –Moves the title to the Claims view on the patron status record –Generates a notice to the patron –Added notes are add to the patron’s notice and the item record, Notes & Notices view If the item is still checked out to the patron, the current patron gets the notice If the item is no longer checked out, the notice is sent to the previous patron

29. Check In—Missing part check-in The Claim view of the Patron Status record shows the Claim Missing parts Claim Type The item record shows the added note in a Special Item Check-In box, a System block—Item has missing parts. Patron notified. The item circulation status shows Claim Missing Parts

30. Check In—Missing part check-in If the last borrower is not available, scan in the barcode and select Mark Item Unavailable Selecting this option updates the item circulation status to Unavailable which prevents the item from circulating

31. Check In—Missing part check-in To charge the patron for the missing part, select the Check In/Charge for missing parts icon on the Claims view of the Patron Status record Enter an amount and a reason If notes were entered previously during the claiming process, they automatically appear but may be edited To manually send a bill, check the “Send a bill” checkbox and edit the message if needed.

32. Check In—Missing part check-in To declare a item lost, select the Declare Lost icon on the Claims view of the Patron Status record Complete the Declare lost item dialog box per the library’s policy To manually send a bill, check the “Send a bill” checkbox, and optionally edit the message

33. Managing Items at Check In Circulation status must be IN and the assigned branch must be the same as the check-in branch Highlight the item Click on the Replace Barcode icon at the top of the Check In workform Scan the new barcode into the Replace barcode dialog box A message will appear to inform staff that the item has been updated

34. Managing Items at Check in Circulation status must be IN and the assigned branch must be the same as the check-in branch Highlight the item(s) to be edited Click on the Manage Item Icon on the top of the Check In workform Select the field(s) that need to be edited and enter the changes in the Manage Item Record dialog box

35. Patron Status General View Items Out View Account View Claims View Requests View Reader Services View Associations View Notes View

36. General View—Patron Blocks Header information remains constant Patron blocks appear in the General View Additional library assigned blocks may be placed here System-applied blocks are removed when the situation that caused the block is remedied in the client

37. General View—Patron Notices Notice history for transactions appear –Hold Notices (pick-up, second pick-up and cancelled) –Fine notices –Manually billed items –Reminder Notices as well as inactive and expired patron records –Multiple notices are given separate lines (i.e. TXT and e-mail) Click on a notice for additional information Highlight and right-click to print selected notices

38. Items Out View Displays items that the patron currently has checked out Columns may be re-sorted by clicking on column header Overdue items have a yellow icon and billed items have a red icon at the beginning of the row The list may be printed using the line item toolbar

39. Items Out View—Reset Due Date To reset a due date of an item that is not overdue, without renewing the item, click the Reset Due Date icon Staff member selects a new due date and a renewal is not counted against the transaction history

40. Items Out View—Estimated Fines Click the estimated fines icon to display the accrued fines for items a patron has currently checked out (lost and claimed items may be included based on Administration settings) Select a new date to calculate accrued fines Administration settings can block patrons based on the amount of actual and accrued fines

41. Items Out View—Make a Claim Click on the Make Claim icon to mark an item as Claim Returned or Claim Never Had The item moves from the Items Out view to the Claim view of the Patron Status Record

42. Items Out View—Declare Lost Click on the Declare Lost icon to mark an item as lost The Declare Lost dialog box appears on the screen Apply replacement, processing, and overdue charges as per your local policy

43. Items Out View—Notification History Highlight a title and click on the Notification History icon to see a history of any notices sent related to that item

44. Account View The Balance and Account charges are updated as charges are added, paid, or waived Columns may be re-sorted by clicking on the column headers

45. Account View—Adding Charges Click on the Charge icon on the line item toolbar Fill in the charge amount and the reason for the charge A barcode may be scanned, or click the Find button to search for the item associated with the charge Unused fee reasons may be suppressed in administration policy tables

46. Account View—Manually Bill Patrons for Charges To bill an existing charge, select the charge on the Patron Status workform, Account view, and select the bill button, press Alt+B, or right-click and select Bill. Optionally, edit the message that will display on the bill

47. Account View—Payments To pay against selected charges on an account highlight the desired charges and choose the Pay icon on the line item toolbar To pay all of the charges or make a partial payment against the total, click on the Pay All icon The balance owed will show in the Pay dialog box, but the amount paid may be less than the balance owed

48. Account View—Waive Charges To waive select charges highlight the desired charges and choose the Waive icon on the line item toolbar To waive all of the charges or a partial waive amount against the total, click on the Waive All icon The balance owed will show in the Pay dialog box, but the amount waived may be less than the balance owed

49. Account View—Deposits Click on the Deposit icon on the line item toolbar to add a deposit to the patron’s account The deposit may be Returned, Forfeited, or Credited to the account by highlighting the deposit and clicking on the appropriate icon on the line item toolbar The amount may be changed

50. Account View—Credits Click on the Create Credit icon on the line item toolbar to add a credit to the patron account The credit may be refunded by highlighting the credit and clicking on the Refund Credit icon on the line item toolbar The Amount may be changed A credit may also be applied to an existing charge

51. Account View—Transaction History The Transaction Summary lists every financial transaction associated with the patron account Columns in the Transaction History window may be re-sorted by clicking on column headers Click the “Print “ button in the Transaction Summary dialog box to print the transactions to a network printer

52. Account View - Transaction History For more information about a transaction, right click and use the context menu to reach History or the Property Sheet

53. Account View—Claims The Claims view displays unresolved claimed and lost items Staff with appropriate permissions may reset the total Claim Count by clicking on the Reset Total Claims icon on the line item toolbar The Total Claim Count will return to 0 Estimated Fines (if enables for claims), Notification History, Declare lost or Check In/Charge for missing parts icons are also on the line item toolbar

54. Requests View Hold and ILL requests display in this view Both topics will be covered in depth elsewhere

55. Reader Services If enabled, the Reader Services view displays the patron’s reading history If library policy allows, the patrons may remove titles from their reading history in their PAC account, or staff can remove titles for them here Also, if your library provides Outreach Services, this view is used to set up profiles for the patron

56. Associations View To associate the current patron to another patron, click the blue plus on the line item toolbar and scan the barcode or click the Find button to search for a patron A clear note should be added defining the association The Block Me box can be checked to block the primary patron for associated fines The Allow me to pick up holds box can be checked to allow the primary patron to pick up held items for associated patrons The blue minus can be used to delete an association, and the blue notebook for editing the notes relating to the association

57. Associations View When checking out a patron who has associations with blocks, all associated patrons with blocks will appear if the Block Me feature has been turned on Clicking on the block will take you to the associated patron’s status record

58. Associations View When checking out to a patron who has associations that allow them to pick up holds, a message that the associated patron has held items appears When the item is checked out to the primary patron, the hold is removed from the record that placed the hold and now appears on the primary patron’s record The primary patron will receive all notices associated with the hold

59. Notes View—Notes Enter blocking and non-blocking notes for an individual patron Blocking notes will trigger a patron block at check out Neither blocking or non–blocking notes can be seen by patrons The Notes icon in the view menu changes color when text is entered in any of these fields

60. Notes View—Messages Messages that staff enter for patrons are viewable in the PAC, My Account screen Patrons can read and delete messages when they are logged into the PAC If the patron has unread messages and they are checking out materials, circulation staff will be alerted that the patron has an unread message on their Patron Status record Staff modify or delete messages from this view

61. Managing Blocks Item Blocks Patron Blocks Securing a patron record

62. Item Blocks Item blocks may appear during check out or check in Click Yes to complete the transaction Click No to stop the transaction Click Item Record to be linked to the item record to view or manage blocks

63. Managing Patron Blocks Patron Blocks appear if a patron record that has any blocks on it is brought up in the check-out workform Click Yes to allow the transaction Click No to stop the transaction Double click the block to be linked to the appropriate view of the Patron Status or Patron Registration record where the block can be remedied Depending on permissions, staff may need an override

64. Securing a patron record When a patron record is secured, all circulation and payment activity, and most other patron record updates, are prevented in both the staff client and the PAC For example, functions prevented include: –Fine notices—they are now obligated to deal directly with collection agency –Checking items out or logging into the PAC –Deleting the patron record To secure a patron, from the patron status record, go to Tools/Secure Patron Record Patron’s may also be secured with a patron record set bulk change

65. Resolving Fines and Fees Lost Items Lost and Paid for Items

66. Lost Items If a lost item (but not paid for) is checked in, the Resolve Lost Item workform may display per System Administration settings Any fines or fees that have been levied against the item need to have an action applied to them as per local policy

67. Lost and Paid for Items For an item that has been lost and paid for, there is an option to refund or credit the replacement cost of the item Select the appropriate action according to local practice Default actions for lost items (lost and lost and paid) may be set in Administration If default actions have been set, staff will not see the Resolve Lost Item dialog box

68. Polaris Patron Services Guides https://supportal.polarislibrary.com (login required) -- Knowledge Base  Downloads  Documentation  Polaris 4.1R2  Usage Guides https://supportal.polarislibrary.com Help  Online Documents (from the Polaris Shortcut Bar)