revised we 2013-08-08 15:02 et created we 2004-06-23 lesson 16a. discharging items / bringing...

Revised WE 2013-08-08 15:02 ET Created WE 2004-06-23

Lesson 16a. Discharging Items / Bringing Learners and Library Skills Together Copyright © 2003-2013 by A. David Roth | Evansdale Library, West Virginia University 1/54

Lesson 16a

Discharging Items



!

Before you go any further, minimize this lesson and

launch the Voyager Circulation module from the <Start> menu

The generic Voyager Circulation login:

Username: evanstusup Password: may00 (zero zero)

Staff will have an assigned username & password.



For enhanced learning, you can switch back and forth between this PowerPoint Lesson and the Voyager Circulation module,

to actually try out what you are learning

To have this interactivity:

Use the <Alt>+<Tab> keys to switch between these two programs

(To do this, you should have only these two programs running)



Quick Contents

Standard discharging procedure……..…………18 Common discharging problems…………………46

Total slides: 54

Ex Libris Voyager System v. 8.2.1



image, courtesy of Ex Libris



When circulated items are returned …



We update the databases and …



Remove the item from the patron record



Making the item available for someone else



Lesson 16. The Voyager Circulation Module:

Discharging Items

A Self-Paced Module in the Instructional Project Bringing Learners and Library Skills Together: Using Computer-Based Instruction for Training Employees at a University Research Library



Acknowledgements

Special thanks to all the students and staff who previewed this lesson and provided critical suggestions on how to improve it



Contents of this lesson

Review of past learning

Learning Objectives

Basic functions with the Circulation module: discharging items

Recap and a look ahead

Your response to the lesson



Review of past learning

In Lesson 15, you gained an overview of the Voyager Circulation interface and how to work with patron records



Where you are in the instructional sequenceGeneral Context of Student Assistant Library WorkL1 Your Learning Experience as a Student Library Assistant in Circulation Services at Evansdale Library / Assess / DiscussL2 Performance Expectations for Student Assistants / Assess / Discuss L3 Library Resources / Assess / Discuss

Maintaining the Integrity of the Physical CollectionsL4 A Virtual Tour of the Library / Assess / Discuss / Task Perf. 1 / Assess / DiscussL5 Call Number Classification / Assess / Discuss / LC Easy / Task Perf. 2 / Assess / DiscussL6 Retrieving Stacks Items / Assess / Discuss / Task Perf. 3 / Assess / DiscussL7 Straightening Shelves of Items / Assess / Discuss / Task Perf. 4 / Assess / DiscussL8 Shelving Items / Assess / Discuss / Task Perf. 5 / Assess / DiscussL9 Visually Scanning Items for Call Number Consistency / Assess / Discuss / Task Perf. 6 / Assess / DiscussL10 Physical Item Searches / Assess / Discuss / Task Perf. 7 / Assess / DiscussL11 Reconfiguring the Collections / Assess / Discuss / Task Perf. 8 / Assess / Discuss

Public Service and System FunctionsL12 What’s What behind the Circulation Desk / Assess / Discuss / Task Perf. 9 / Assess / DiscussL13 Standard Operations at the Circulation Desk / Assess / Discuss / Task Perf. 10 / Assess / DiscussL14 Introduction to the Endeavor Voyager System / Assess / DiscussL15 Voyager Circulation Module: Interface and Patron Records / Assess / Discuss / Task Perf. 11 / Assess / DiscussL16 Voyager Circulation Module: Discharging Items / Assess / Discuss / Task Perf. 12 / Assess / DiscussL17 Voyager Circulation Module: Charging Items / Assess / Discuss / Task Perf. 13 / Assess / DiscussL18 Voyager Circulation Module: Item Records / Assess / Discuss / Task Perf. 14 / Assess / DiscussL19 Course Reserves / Assess / Discuss / Task Perf. 15 / Assess / DiscussL20 Using the Wireless Laptop Computers, CD Players, and Associated Equipment / Assess / Discuss / Task Perf. 16 / Assess / DiscussL21 Using the Pharos System Print Controller, Printers, Copiers, Digital Sender, and Value-Add Service Machine / Assess / Discuss / Task Perf.

17 / Assess / DiscussL22 Using the MountainLynx Electronic Catalog / Assess / Discuss / Task Perf. 18 / Assess / DiscussL23 Supervising the Use of the Electronic Classroom Computers / Assess / Discuss / Task Perf. 19 / Assess / DiscussL24 How to Help Library Users / Assess / Discuss / Task Perf. 20 / Assess / DiscussL25 Working with Microform and Government Documents / Assess / Discuss / Task Perf. 21 / Assess / Discuss



Learning Objectives of this lesson

To provide an introduction to the basic circulation function: Discharging items



After experiencing this lesson, you will…

1. Know how to discharge items

2. Be aware of some common discharging problems and how to deal with them



Sections of Lesson 16

This lesson is split into two parts: 16a and 16b

Lesson 16a has two (2) sections:

§16.1 Standard discharging procedure §16.2 Common discharging problems

Ok, let’s begin …



§16.1

Standard Discharging Procedure



Standard discharging procedure

Charging an item in the Voyager Circulation module creates a timed link between a patron record and an item record.Discharging an item terminates that linkIf the item is not overdue, discharging it will remove it from the patron record; no history of the use of that item will remain on the patron record, in line with library policy on protecting the privacy and confidentiality of patron use of research materials



Discharging overdue items

If the item is overdue when discharged, a fine will accrue in the patron recordThe fine will be automatically applied by the Voyager systemThe amount of the fine will depend upon the kind of item and the time period which elapsed between the date/time the item was due and the date/time that it was dischargedFines are dealt with by the staff supervisors; do not deal with payment of fines



Discharge procedure

The patron does not have to be present for a linked item to be discharged

Often, library users simply leave their returned books on the Service Desk

Items may also be dropped into the book drop near the entrance on the outside of the building; check the box throughout each day

Items returned after closing are deposited through the book drop and discharged the next day



To discharge an item …

First, select the “Discharge” button



Discharge window

This will launch the “Discharge” window

The cursor will automatically be set in the Item Barcode box



Scanning the item barcode

Each catalogued library item has a unique barcode assigned to it

The barcode will be located on the upper left side of the cover or on inside cover of the book

Scan it

scan



Scanning the item barcode (2/2)

The item barcode is scanned into the Item Barcode box

The computer emits a beep!

!



Discharge window indicates results

The blue item row indicates that the discharge was successful

Item due date is listed here, confirming that the item had been discharged



Check the screen!

Visually scan the monitor screen to confirm that the item barcode was read and discharged successfully

Barcode scanners can misread the barcode

Double discharging

Place the item on the Double-Discharge cart located behind the Service Desk



Double discharging (2/2)

An Access Services staff member will discharge the item once again

A “Browse” message in Voyager will indicate that the item is definitely discharged

We do a double discharge to absolutely confirm that the item is delinked from the user’s patron record

We want to reduce discharging errors to as close to zero as possible

We do not want a library user to be assigned an overdue fine because WE did not discharge the item properly





Identifying who returned an item

Staff have this particular capability

When an item is returned, such as a reserve item or a laptop, you might need to quickly identify who had returned the item

You can do this from the discharge window

Click on the highlighted bar of the item returned



Identifying who returned an item (2/4)

Now click on the Patron button




The Patron Record will appear with information about who had returned the item




Use this window only to immediately identify who returned an itemFor instance, use this window when a laptop is returned and discharged to identify which ID card you should return to the user, especially if the user’s picture is unclear or the user’s name is hard to decipherDO NOT process a fine if one accrued on this item; that is a staff responsibilityIf you close the discharge window and reopen and rescan the item, the live link to the patron record will be lost



Concluding the discharge process

After discharging, please sensitize (magnetize) each discharged (non-media) itemThe magnetizing machine is located on top of the ILL return cart next to the first wooden Temp shelving unit near the two training computers, behind the Service Desk



Concluding the discharge (2/8)

Place the item along the horizontal panel of the magnetizer, with the spine of the item against the back

Slide the spine of the item left to right

You will hear a “clunk” sound

Two lights will light up on the display

Most importantly, watch for the green center light to light up, which indicates that the item was successfully magnetized

Slide right

!


After remagnetizing the item, place it on one of the temporary “temp” shelves located behind the Service Desk, based on the call number of the item




Place the item either on the Ground Floor temp shelves, in call number order…




Or on the Second Floor temp shelves, in call number order…




Or on the Main Floor temp shelves, in call number order




If, when magnetizing a discharged item, the center, green, “Verifier” light DOES NOT light up on the magnetizer, then the item was not successfully magnetized, regardless of any sound that was produced

Try to magnetize the item again






If the item still will not magnetize, place it on the bottom shelf of the repair cart in the next aisle so that Donna from Database Management can put a new magnetic strip in it



Items with book jackets

If you are discharging an item with a book jacket, the barcode will not be on the book jacket

Instead, only the call number (or in some cases not even that) will be located at the bottom of the cover



Items with book jackets (2/2)

In most cases, the item barcode will be on the hardcover on the upper left side or inside the opening page of the item



The “Browse” message

If an item has already been discharged or is not currently charged, discharge-scanning it will result in a “Browse” result in the FYI column

Also, there will no date listed in the “Due Date” column



Browse message (2/2)

No harm is done if we “browse” a non-charged item

In fact, during our regular “pick ups” or retrievals of non-charged items left on tables and shelves in the library, we deliberately use the discharge function to browse all found items to achieve an accumulating browse total, providing one indicator of library usage



§16.2

Common discharging problems



Common discharging problems

This section will outline some of the common problems that arise when trying to discharge items from a patron record



Consequences of non-discharging

Failure to successfully discharge a charged item can result in an unwarranted fine for the library user, once the item goes overdue in the Voyager system

Remember that each time an item is charged to a particular patron record, a timer in Voyager is set for that item, with the limit being the length of time assigned to the specific patron status and item status



Consequences (2/3)

For instance, if the item is a 2-hour reserve item, an inadvertent non-discharge can result in as much as a $25.00 fine posted for the patron

Such a fines notice is not well received, especially if the patron returned the item on time

An event like this is not only irritating to both the patron and the library staff, it undermines user confidence in the integrity and accuracy of library operations



Consequences (3/3)

In addition, lack of a timely discharge of an item results in additional work for library staff, since we ultimately have to research and resolve each patron complaint of an unwarranted fineImagine that each item returned was your item; it needs to be properly and carefully dischargedA good rule-of-thumb: if you are not sure if an item has been discharged, go ahead and discharge it



Discharging an overdue item

When you discharge an overdue item, Voyager will inform you that it is overdue

Note the details provided

Title of discharged item

Item barcode

Due date

Overdue fines note

Amount of fine accrued for this item



Identifying user of overdue item

This function will only work for staff

Should you need to identify the user of the overdue discharged item, right click on the blue bar of the specific discharged item

Select “Collect Fines…” from the menu



Identifying user of overdue item (2/2)

The Patron Fines/Fees window will be launchedPatron’s name will appear in the upper left

This concludes Lesson 16a

Please continue immediately with Lesson 16b on further discharging procedures, by clicking here



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revised we 2013-08-08 15:02 et created we 2004-06-23 lesson 16a. discharging items / bringing...

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