1. South Dakota Library Network ALEPH Circulation Training – Part II © South Dakota Library Network, 2008 ©Ex Libris (USA), 2004 Modified for SDLN Version 16.02 South Dakota Library Network 1200 University, Unit 9672 Spearfish, SD 57799 www.sdln.net

2. 2 ALEPH Circulation – Part II Overview More basic functions: Shared Patrons Items Hold Requests Photocopy Requests Reading Room Management Closed Stack Management Printing and Services Systems Librarian

3. 3 ALEPH Circulation – Part II Shared Patrons Each 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 ID’s: Various IDs such as Local ID number.

4. 4 ALEPH Circulation – Part II Shared Patrons Aleph allows for the sharing of patrons between ADMs. This sharing is controlled by the USER-SHARING switch in tab100:

5. 5 ALEPH Circulation – Part II Shared Patrons Additionally, the library who “owns” the global record can control who has privileges to update the patron’s global record, addresses and additional IDs through switches in tab100.

6. 6 ALEPH Circulation – Part II Shared Patrons The USER-PERMISSION switch in tab100 determines who is allowed to update a patron’s global record:

7. 7 ALEPH Circulation – Part II Shared Patrons The USER-ADDR-PERMISSION switch in tab100 determines who is allowed to update a patron’s address records:

8. 8 ALEPH Circulation – Part II Shared Patrons The USER-IDS-PERMISSION switch in tab100 determines who is allowed to update a patron’s ID records:

9. 9 ALEPH Circulation – Part II Shared Patrons When checking out material to a patron who does not have a local record in the lending library’s database, the following error message will display after their barcode has been wanded:

10. 10 ALEPH Circulation – Part II Shared Patrons At this point, select the Patron tab on the navigation pane, and wand the patron’s barcode again. Provided both your library and the issuer of the patron’s card are both participating in the shared database, the patron’s global information will display on the screen.

11. 11 ALEPH Circulation – Part II Shared Patrons Select the Local Patron Information node in the navigation pane. You may choose to create a local patron record for any of the options available to you.

12. 12 ALEPH Circulation – Part II Items The 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.

13. 13 ALEPH Circulation – Part II Items Once the item node of the navigation pane has been high- lighted, an item record can be retrieved by entering the barcode on the item bar: An item list (sorted by call number) can be brought up by using the, where an item record can also be retrieved :

14. 14 ALEPH Circulation – Part II Items The item list is then displayed in the upper pane, with several ways to work with the highlighted item:

15. 15 ALEPH Circulation – Part II Items Item list options include: Photo Request: Click to place a photocopy request for the highlighted item. Hold Request: Click to place a hold on the highlighted item. Claim Return: Click to make note that patron claimed to have returned highlighted item. Lost: Click to declare a loaned item as lost. When you do so, a “Lost Material Bill” will be sent automatically to the person who borrowed the item. Recall: Click to recall a loaned item Print Slip: Click to print an item slip.

16. 16 ALEPH Circulation – Part II Items Item list options (cont.): Push to Items: Click to push the item record to the Cataloging module where you can then edit the record. Refresh: Click to reload the item list from the server so that it reflects changes that have occurred since you first opened the window. Sort Options: Select among a list of options to sort the item list from the drop-down menu.

17. 17 ALEPH Circulation – Part II Items In the Circulation module, you have access to the following item functions: Catalog record and create item Change item information Restore item information Change item process status

18. 18 ALEPH Circulation – Part II Items The catalog record and create item option enables you to catalog a record and create a corresponding item with minimal information. Once such a bibliographic record exists, the item may then be loaned. The item may be cataloged in full later using the Cataloging module. *Note: When a record is cataloged and a corresponding item is created using Catalog and Create Item in the Circulation module, a hold request is created if your library has a user whose ID is “CATALOGER”. The request is created in order to display a message when the item is returned, so that it can be transferred to the Cataloging department where the cataloging process will be completed.

19. 19 ALEPH Circulation – Part II Items To catalog a record and create an item, you can do one of three things: Select Items | Catalog Record and Create Item from the menu bar: Click the icon on the item bar Ctrl + F8

20. 20 ALEPH Circulation – Part II Items Choose your bibliographic library, click ok:

21. 21 ALEPH Circulation – Part II Items The Catalog Record and Create Item window will be displayed.

22. 22 ALEPH Circulation – Part II Items Fill in the appropriate fields on tab 1. Document Information. Note that the only field required is the Title field. The record will not undergo any cataloging checks.

23. 23 ALEPH Circulation – Part II Items Fill in the appropriate fields in tab 2. Item Information. After you are finished, click ok.

24. 24 ALEPH Circulation – Part II Items Fields in tab 2. Item Information include: Open Date: The date the item record was first opened. The date is filled in automatically by the system. Sequence Number: This number is made up of the ADM number and the item sequence that identifies the item. The field is filled in automatically by the system. Item Barcode (mandatory): Enter the item barcode in this field. Alternately, you may leave the field blank and the system will generate a number automatically as soon as you click the update button. Material Type (mandatory): Enter the material type from the drop-down menu.

25. 25 ALEPH Circulation – Part II Items Fields in tab 2. Item Information (cont.): Sublibrary (mandatory): Choose your sublibrary from the drop-down menu. Collection: Choose the collection code from the drop-down menu. Item Status (mandatory): Choose the item status from the drop-down menu. Item Process Status: Choose an appropriate item process status from the drop-down menu or leave blank. Call Number Type Call Number

26. 26 ALEPH Circulation – Part II Items Fields in tab 2. Item Information (cont.): Second Call Number Type Second Call Number Description: This field can be used for volume information. It is used for defining sort options. OPAC Note: This note will appear in the Web OPAC. Internal Note: This note will appear only on the Item form. Circulation Note: This note will appear when the item is either charged or discharged.

27. 27 ALEPH Circulation – Part II Items The Change Item Information function allows you to change information about one or more item records. To invoke this option, on the menu bar select: Items | Change Item Information:

28. 28 ALEPH Circulation – Part II Items The Change Item Information window displays. You are able to determine a new item status, sublibrary, collection, etc. for the item(s).

29. 29 ALEPH Circulation – Part II Items Tips in working with the Change Item Information window: You only need to fill in the information that you want changed in the items’ record. If you want data in a particular field to be deleted, enter a minus sign. If you want the changes to be permanent with no chance to restore the original information, mark the Permanent Change box. When the item has a HOL record attached to it, a permanent change cannot be made. If you want the system to check if an item has a hold (or photo) request, mark the Check Requests box. If such a request is found, an appropriate message is displayed.

30. 30 ALEPH Circulation – Part II Items After you finish filling out the form and click ok, a second window will display, prompting you for the item barcodes you wish to change. After you’ve finished changing the items, click close.

31. 31 ALEPH Circulation Part - II Items The Restore Item Information option restores information about an item that was changed using the Change Item Information function. You can only restore information if the change made was not permanent. To invoke this function, on the menu bar select Items | Restore Item Information:

32. 32 ALEPH Circulation – Part II Items The Restore Item window will display. To restore the information for a particular item, enter the item barcode and click ok.

33. 33 ALEPH Circulation – Part II Items The Change Item Process Status option allows you to update the item’s process status or Remote Storage ID. To invoke this function, on the menu bar select Items | Change Item Process Status:

34. 34 ALEPH Circulation - Part II Items The Change Item Process Status window displays allowing you to make appropriate changes.

35. 35 ALEPH Circulation – Part II Placing Hold Requests Hold requests may be placed: By the librarian from the Menu Bar By 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

36. 36 ALEPH Circulation – Part II Placing Hold Requests The 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.

37. 37 ALEPH Circulation – Part II Placing Hold Requests Once the information is entered, a work- form is displayed. If problems are found with the request, they will be displayed.

38. 38 ALEPH Circulation – Part II Placing Hold Requests Options 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.

39. 39 ALEPH Circulation – Part II Placing Hold Requests Options 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 99 Regular requests in the Circulation Module receive 20 A recall defined as rush will automatically receive 00 The priority value can be changed manually

40. 40 ALEPH Circulation – Part II Placing Hold Requests Options 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).

41. 41 ALEPH Circulation – Part II Placing Hold Requests Options 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 doesn’t 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.

42. 42 ALEPH Circulation – Part II Placing Hold Requests The 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.

43. 43 ALEPH Circulation – Part II Placing Hold Requests The 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.

44. 44 ALEPH Circulation – Part II Placing Hold Requests Once a patron ID is entered, a workform appears. The fields are similar to those explained before.

45. 45 ALEPH Circulation – Part II Placing Hold Requests Signed-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.

46. 46 ALEPH Circulation – Part II Viewing Hold Requests Hold requests may be viewed from the Hold Requests node for a specific item in Item mode. It is here that you are able to make changes to the hold requests, including changing the hold queue.

47. 47 ALEPH Circulation – Part II Changing Hold Requests Once changes have been made to the hold request, click update to save the changes.

48. 48 ALEPH Circulation – Part II Deleting Hold Requests Hold requests can be deleted: Deleting multiple active hold requests Deleting a single active request via the menu bar Deleting a single active request via the patron node Deleting a single active request via the item node Deleting all expired requests

49. 49 ALEPH Circulation – Part II Deleting Hold Requests To delete multiple hold requests, go to the menu bar and select Requests | Hold Requests | Delete Multiple Hold Requests.

50. 50 ALEPH Circulation – Part II Deleting Hold Requests The Delete Multiple Hold Requests window displays:

51. 51 ALEPH Circulation – Part II Deleting Hold Requests The Delete Multiple Hold Requests fields include: Request Date: This is the date on which the user requested the material. All requests up to this date will be deleted. Put a check mark in the box next to the type(s) of request you wish to delete. End Request Date: This is the date up to which the user is interested in receiving the material. All requests up to this date will be deleted. Put a check mark in the box next to the type(s) of request you wish to delete. Hold Date: This is the date on which a letter was sent to the patron advising him/her that the requested material is ready to be picked up. All requests with hold dates up to this date will be deleted.

52. 52 ALEPH Circulation – Part II Deleting Hold Requests The Delete Multiple Hold Requests fields (cont.): Sublibrary: You may wish to delete hold requests for a particular sublibrary. If not, leave blank and all sublibraries will be affected. Item Status: You may wish to delete hold requests for a particular item status. If not, leave blank and all statuses will be affected. Patron Status: You may wish to delete hold requests for a particular patron status. If not, leave blank and all statuses will be affected.

53. 53 ALEPH Circulation – Part II Deleting Hold Requests To delete a single hold request using the menu bar, select Requests | Hold Requests | Delete Single Hold Request – By Barcode. The system prompts you for the barcode of the item:

54. 54 ALEPH Circulation – Part II Deleting Hold Requests The Delete Hold Requests by Barcode window displays. Select the appropriate hold request and click delete.

55. 55 ALEPH Circulation – Part II Deleting Hold Requests Hold requests can be deleted via the patron node. Once you retrieve the request, click delete.

56. 56 ALEPH Circulation – Part II Deleting Hold Requests Hold requests can also be deleted via the item node. Once you retrieve the request, click delete.

57. 57 ALEPH Circulation – Part II Expired Hold Requests Based on their last interest dates, unfilled hold requests will expire. Expired hold requests are automatically taken out of the item node, but are left in the patron node for reference purposes. In order to permanently remove these expired hold requests from the system (or to retrieve a list of these holds), run the Delete Expired Hold Requests (cir-17) service.

58. 58 ALEPH Circulation – Part II Photocopy Requests The photocopy requests functionality is used by libraries who offer photocopy services to their patrons. There are three statuses for a photocopy request: Active (A) Waiting (W) Filled (F) When a request is placed, its status is A. If the request can immediately be filled, the librarian prepares the copies and changes the status to F. If the request cannot currently be filled, the librarian sends a notice indicating this to the patron, which sets the status to W.

59. 59 ALEPH Circulation – Part II Photocopy Requests Various tables dictate if a photocopy request is allowed, and if so, what (if any) charges should be levied against the user. Tab31 (patron statuses) dictate if a particular patron status is allowed to request photocopies and if they are to be charged Tab15 (item statuses) dictate if a photocopy request can be placed on particular item status Tab18.eng dictates the charges for photocopy requests

60. 60 ALEPH Circulation – Part II Photocopy Requests A photocopy request can be placed in one of three ways: On the menu bar by selecting : Requests | Photocopy Requests | Create Photocopy Request In the item list In the Web OPAC by a signed-in patron

61. 61 ALEPH Circulation – Part II Photocopy Requests The first method of placing a photocopy request is to go to the Menu bar and select: Requests | Photocopy Requests | Create Photocopy Request

62. 62 ALEPH Circulation – Part II Photocopy Requests The following window will be displayed, prompting you for the item barcode and the patron ID/barcode. Fill in the form and click ok.

63. 63 ALEPH Circulation – Part II Photocopy Requests The Create Photocopy Request window displays:

64. 64 ALEPH Circulation – Part II Photocopy Requests Fields in the Create Photocopy Request window include: Author of Part: The author of the portion of the item the patron wants copied if it is different from the item as a whole. Title of Part: The title of the portion of the item the patron wants copied if it is different from the item as a whole. Pages to Copy Note 1 and 2: Add up to two notes for the library staff about the request. Pickup Location: The location where the patron will receive the material (options can include home address or a mailbox). Charge: Indicate if the patron is to be charged for the copy. The value is filled in automatically according to the settings in the local patron record.

65. 65 ALEPH Circulation – Part II Photocopy Request A photocopy request can also be placed from the items list. Once the list is displayed, select photo request.

66. 66 ALEPH Circulation – Part II Photocopy Request A similar screen displays asking additionally for the patron’s ID or barcode number:

67. 67 ALEPH Circulation – Part II Photocopy Requests Lastly, a photocopy request can be placed by a signed-in patron in the Web OPAC. Patron must go to My Library Card, click Interlibrary Loan Form:

68. 68 ALEPH Circulation – Part II Photocopy Requests Patron may fill out this form to request photocopies.

69. 69 ALEPH Circulation – Part II Photocopy Requests Photocopy requests can be viewed in both the patron node and the items node. When a patron record is retrieved, you may select the Photocopy Request option in the navigation pane to view requests associated with the patron:

70. 70 ALEPH Circulation – Part II Photocopy Requests Similarly, in the items node, select Photocopy Requests in the navigation pane to view requests associated with a particular item record:

71. 71 ALEPH Circulation – Part II Photocopy Requests There are three ways to update a photocopy request in the Circulation module: From the requests menu From the Patron node From the Items node

72. 72 Updating Photocopy Requests ALEPH Circulation – Part II To update a photocopy request, on the menu bar select Requests | Photocopy Requests | Update Photocopy Request: The system will then prompt you for the request number:

73. 73 ALEPH Circulation – Part II Update Photocopy Requests After supplying the request number, the Update Photocopy Request window displays. Make the appropriate changes (most likely the status) and click ok.

74. 74 ALEPH Circulation – Part II Updating Photocopy Requests Additionally, photocopy requests can be updated in the patron node. Open a patron record and highlight Photocopy Requests in the navigation pane. A list of requests appear in the upper pane, with details pertaining to each request displaying in the lower pane.

75. 75 ALEPH Circulation – Part II Updating Photocopy Requests Make the appropriate changes in the lower pane and click Update. A request can also be deleted by highlighting the appropriate request and clicking Delete.

76. 76 ALEPH Circulation – Part II Updating Photocopy Requests Similarly, you may call up an item in the item node and highlight Photocopy Requests. A list of requests for the item appears in the upper pane, with details pertaining to each request displaying in the lower pane.

77. 77 ALEPH Circulation - Part II Updating Photocopy Requests Make the appropriate changes in the lower pane and click Update. A request can also be deleted by highlighting the request and clicking Delete.

78. 78 ALEPH Circulation – Part II Printing Photocopy Requests Photocopy request slips can be printed in three ways: Automatically print a photocopy request slip when a requested item is returned. Manually print a photocopy request slip. Print photocopy request slips using the Photocopy Request Slips (cir-22) service.

79. 79 ALEPH Circulation – Part II Printing Photocopy Requests Request slips can be printed automatically using the Set Up Return Options function. On the menu bar, select Aleph |Options | Set Up Return Options:

80. 80 ALEPH Circulation – Part II Printing Photocopy Requests To automatically print the slips when items are returned, be sure that the Print Photocopy Request Slips Automatically Upon Return box is checked.

81. 81 ALEPH Circulation – Part II Printing Photocopy Requests Photocopy request slips can also be printed manually. On the Menu bar, select: Requests | Photocopy Requests | Print Photocopy Request Slips: You will be prompted to enter the item barcode number, and the request slip will be printed.

82. 82 ALEPH Circulation – Part II Printing Photocopy Requests Lastly, you are able to print photocopy request slips using the Photocopy Request Slips (cir-22) service. Sample photocopy request slip:

83. 83 ALEPH Circulation – Part II Printing Photocopy Requests Letters informing patrons that their photocopy request is either filled or unfilled can also be printed. The letters can be printed manually by going to the menu bar and selecting Requests | Photocopy Requests | Print Letter – Photocopy Request Filled (or Not Filled) or by running the Photocopy Request Slips (cir-22) service.

84. 84 ALEPH Circulation – Part II Printing Photocopy Requests After selecting the option to print a Fill letter, the system will ask for the photocopy request number. Then the following window will be displayed:

85. 85 ALEPH Circulation – Part II Printing Photocopy Requests After filling in the appropriate information in the charge field, paper size and number of pages, click Letter. This will print the letter, update the patron’s list of cash transactions, and the request will be deleted. After selecting the option to print a Not Filled letter, the system will ask for a photocopy request number. A Request Waiting letter will be printed, and the status of the request will be changed to W.

86. 86 ALEPH Circulation – Part II Reading Room Management Some libraries maintain a Reading Room where patrons may read materials but not remove them from the Reading Room. The Reading Room is often used for closed stack materials, in which case the items are transferred from the closed stack to the Reading Room for use by the patron.

87. 87 ALEPH Circulation – Part II Reading Room Management When a library wishes to use Reading Room Management, the Reading Room must first be defined as a sublibrary. Due dates and loan limits can then be set for Reading Room items, as well as defining the Reading Room as a “pickup” location. Patrons are able to place hold requests from the Web OPAC for items in closed collections, designating the Reading Room as their pickup location. Call slips are generated for the hold requests, and items are sent to the Reading Room for a patron’s use.

88. 88 ALEPH Circulation – Part II Closed Stack Management Items in Closed Stacks are not available for general perusal by the public. A librarian is able to place an item in a closed stack by assigning it an item status of “Closed Stack.” These items can then be placed on hold by patrons. Once items have been placed on hold, call slips can be generated. The items can then be retrieved from the closed stacks and sent to either the Circulation desk’s hold shelf for check-out by the patron or to a Reading Room for the patron’s use.

89. 89 ALEPH Circulation – Part II Printing and Services Several services are available in the circulation module. The most commonly used are: Overdue Notices Hold Notices

90. 90 ALEPH Circulation – Part II Printing and Services The primary notices to patrons that are printed are for overdue purposes. Cir-50, cir-51 and cir-52 are all services that retrieve loans that are overdue and print notices to patrons. To select one of these services, go to the menu bar and select Services | Notices to Patrons | and the appropriate service.

91. 91 ALEPH Circulation – Part II Printing and Services Once selected, the system will display a window asking you to input information regarding the type of service you selected.

92. 92 ALEPH Circulation – Part II Printing and Services After the service has been submitted, you are able to go to the Task Manager to view the status of the job. The Task Manager can be viewed by going to the menu bar and selecting Aleph | Task Manager.

93. 93 ALEPH Circulation – Part II Printing and Services The Task Manager allows you to track the services run within your library.

94. 94 ALEPH Circulation – Part II Printing and Services Several services are available regarding holds. Some include: Call Slips for Hold Requests (cir-12): This service produces call slips for hold requests and “Hold request not filled” letters to send to patrons. Photocopy Request Slips (cir-22): This service produces photocopy request slips. Hold Request Report (cir-07): This service produces a lit of requests placed for library material. Outstanding Hold Requests Report (cir-11): This service produces a report of items that have been requested. Hold Shelf Report (cir-06): This service identifies items that have been on the hold shelf a particular number of days and produces a letter to the patron informing him the item is no longer being held.

95. 95 ALEPH Circulation – Part II Systems Librarian The primary tables affecting the circulation module are: Tab14: Item reshelving time Tab18.eng: Cash transaction types Tab27: Hold requests send method configuration Tab32: Overdue notices Tab34: Lost material costs Tab37: Hold request configuration Tab41: Photocopy requests daemon configuration Tab_bor_address: Definition of patron address periods

96. 96 ALEPH Circulation – Part II Systems Librarian Tab14 allows the library to define the time it takes for a Returned item to get back on the shelf.

97. 97 ALEPH Circulation – Part II Systems Librarian Tab18.eng defines different transaction types a library may wish to use.

98. 98 ALEPH Circulation – Part II Systems Librarian Tab27 defines if an item is to be assigned to the hold shelf or immediately loaned when it becomes available.

99. 99 ALEPH Circulation – Part II Systems Librarian Tab32 defines the type and frequency of overdue notices sent to patrons.

100. 100 ALEPH Circulation – Part II Systems Librarian Tab34 computes the charges for an item which is declared lost.

101. 101 ALEPH Circulation – Part II Systems Librarian Tab37 defines the drop-down list of pickup and delivery Locations for hold requests.

102. 102 ALEPH Circulation – Part II Systems Librarian Tab38 defines the drop-down list of pickup and delivery locations for photocopy requests.

103. 103 ALEPH Circulation – Part II Systems Librarian Tab_bor_address is an optional table that allows libraries to define the current patron address by time periods in the year.