South Dakota Library NetworkALEPH Circulation Training Part II South Dakota Library Network, 2008Ex Libris (USA), 2004Modified for SDLNVersion 16.02

South Dakota Library Network1200 University, Unit 9672Spearfish, SD 57799www.sdln.net

ALEPH Circulation Part IIOverview More basic functions:

Shared PatronsItemsHold RequestsPhotocopy RequestsReading Room ManagementClosed Stack ManagementPrinting and ServicesSystems Librarian

ALEPH Circulation Part IIShared PatronsEach 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 such as Local ID number.

ALEPH Circulation Part IIShared PatronsAleph allows for the sharing of patrons between ADMs. Thissharing is controlled by the USER-SHARING switch in tab100:

ALEPH Circulation Part IIShared PatronsAdditionally, the library who owns the global record cancontrol who has privileges to update the patrons global record,addresses and additional IDs through switches in tab100.

ALEPH Circulation Part IIShared PatronsThe USER-PERMISSION switch in tab100 determines who isallowed to update a patrons global record:

ALEPH Circulation Part IIShared PatronsThe USER-ADDR-PERMISSION switch in tab100 determineswho is allowed to update a patrons address records:

ALEPH Circulation Part IIShared PatronsThe USER-IDS-PERMISSION switch in tab100 determineswho is allowed to update a patrons ID records:

ALEPH Circulation Part IIShared PatronsWhen checking out material to a patron who does not have alocal record in the lending librarys database, the followingerror message will display after their barcode has been wanded:

ALEPH Circulation Part IIShared PatronsAt this point, select the Patron tab on the navigation pane, andwand the patrons barcode again. Provided both your libraryand the issuer of the patrons card are both participating in the shared database, the patrons global information will display onthe screen.

ALEPH Circulation Part IIShared PatronsSelect the Local Patron Information node in the navigation pane. You may choose to create a local patron record for anyof the options available to you.

ALEPH Circulation Part IIItemsThe 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 Circulation Part IIItemsOnce 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 usingthe , where an item record can also be retrieved :

ALEPH Circulation Part IIItemsThe item list is then displayed in the upper pane, with severalways to work with the highlighted item:

ALEPH Circulation Part IIItemsItem 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 itemPrint Slip: Click to print an item slip.

ALEPH Circulation Part IIItemsItem 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.

ALEPH Circulation Part IIItemsIn the Circulation module, you have access to the following item functions:

Catalog record and create itemChange item informationRestore item informationChange item process status

ALEPH Circulation Part IIItemsThe catalog record and create item option enables you tocatalog a record and create a corresponding item with minimalinformation. Once such a bibliographic record exists, the itemmay then be loaned. The item may be cataloged in full laterusing 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 displaya message when the item is returned, so that it can be transferred to the Cataloging department where the cataloging process will be completed.

ALEPH Circulation Part II ItemsTo catalog a record and create an item, you can do one of threethings:Select Items | Catalog Record and Create Item from the menu bar:

Click the icon on the item bar

Ctrl + F8

ALEPH Circulation Part IIItemsChoose your bibliographic library, click ok:

ALEPH Circulation Part IIItemsThe Catalog Record and Create Item window will be displayed.

ALEPH Circulation Part IIItemsFill in the appropriate fields on tab 1. Document Information. Note that the only field required is the Title field. The recordwill not undergo any cataloging checks.

ALEPH Circulation Part IIItemsFill in the appropriate fields in tab 2. Item Information. Afteryou are finished, click ok.

ALEPH Circulation Part IIItemsFields 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.

ALEPH Circulation Part IIItemsFields 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 TypeCall Number

ALEPH Circulation Part IIItemsFields in tab 2. Item Information (cont.):

Second Call Number TypeSecond Call NumberDescription: 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.

ALEPH Circulation Part IIItemsThe Change Item Information function allows you to changeinformation about one or more item records. To invoke thisoption, on the menu bar select: Items | Change Item Information:

ALEPH Circulation Part IIItemsThe Change Item Information window displays. You are ableto determine a new item status, sublibrary, collection, etc. forthe item(s).

ALEPH Circulation Part IIItemsTips 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.

ALEPH Circulation Part IIItemsAfter you finish filling out the form and click ok, a secondwindow will display, prompting you for the item barcodes youwish to change. After youve finished changing the items,click close.

ALEPH Circulation Part - IIItemsThe Restore Item Information option restores informationabout an item that was changed using the Change ItemInformation function. You can only restore information if thechange made was not permanent.

To invoke this function, on the menu bar select Items | RestoreItem Information:

ALEPH Circulation Part IIItemsThe Restore Item window will display. To restore the information for a particular item, enter the item barcode and click ok.

ALEPH Circulation Part IIItemsThe Change Item Process Status option allows you to updatethe items process status or Remote Storage ID.

To invoke this function, on the menu bar select Items | Change Item Process Status:

ALEPH Circulation - Part IIItemsThe Change Item Process Status window displays allowing youto make appropriate changes.

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

ALEPH Circulation Part IIPlacing 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.

ALEPH Circulation Part IIPlacing Hold RequestsOptions

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

ALEPH Circulation Part IIPlacing Hold RequestsOptions

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).

ALEPH Circulation Part IIPlacing Hold RequestsOptions

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 Circulation Part IIPlacing 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 Circulation Part IIPlacing 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 Circulation Part IIPlacing Hold RequestsOnce a patron ID isentered, a workformappears. The fieldsare similar to those explained before.

ALEPH Circulation Part IIPlacing 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 Circulation Part IIViewing Hold RequestsHold requests may be viewed from the Hold Requests nodefor a specific item in Item mode. It is here that you are able tomake changes to the hold requests, including changing the holdqueue.

ALEPH Circulation Part IIChanging Hold RequestsOnce changes have been made to the hold request, click updateto save the changes.

ALEPH Circulation Part IIDeleting Hold RequestsHold requests can be deleted:

Deleting multiple active hold requestsDeleting a single active request via the menu barDeleting a single active request via the patron nodeDeleting a single active request via the item nodeDeleting all expired requests

ALEPH Circulation Part IIDeleting Hold RequestsTo delete multiple hold requests, go to the menu bar and selectRequests | Hold Requests | Delete Multiple Hold Requests.

ALEPH Circulation Part IIDeleting Hold RequestsThe Delete Multiple Hold Requests window displays:

ALEPH Circulation Part IIDeleting Hold RequestsThe 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.

ALEPH Circulation Part IIDeleting Hold RequestsThe 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.

ALEPH Circulation Part IIDeleting Hold RequestsTo delete a single hold request using the menu bar, selectRequests | Hold Requests | Delete Single Hold Request ByBarcode.

The system prompts you for the barcode of the item:

ALEPH Circulation Part IIDeleting Hold RequestsThe Delete Hold Requests by Barcode window displays. Selectthe appropriate hold request and click delete.

ALEPH Circulation Part IIDeleting Hold RequestsHold requests can be deleted via the patron node. Once youretrieve the request, click delete.

ALEPH Circulation Part IIDeleting Hold RequestsHold requests can also be deleted via the item node. Once youretrieve the request, click delete.

ALEPH Circulation Part IIExpired Hold RequestsBased on their last interest dates, unfilled hold requests willexpire. Expired hold requests are automatically taken out of the item node, but are left in the patron node for referencepurposes. In order to permanently remove these expired holdrequests from the system (or to retrieve a list of these holds),run the Delete Expired Hold Requests (cir-17) service.

ALEPH Circulation Part IIPhotocopy RequestsThe photocopy requests functionality is used by libraries whooffer 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.

ALEPH Circulation Part IIPhotocopy RequestsVarious tables dictate if a photocopy request is allowed, and ifso, 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

ALEPH Circulation Part IIPhotocopy RequestsA 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

ALEPH Circulation Part IIPhotocopy RequestsThe first method of placing a photocopy request is to go to theMenu bar and select:Requests | Photocopy Requests | Create Photocopy Request

ALEPH Circulation Part IIPhotocopy RequestsThe following window will be displayed, prompting you for theitem barcode and the patron ID/barcode. Fill in the form andclick ok.

ALEPH Circulation Part IIPhotocopy RequestsThe Create Photocopy Request window displays:

ALEPH Circulation Part IIPhotocopy RequestsFields 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 CopyNote 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.

ALEPH Circulation Part IIPhotocopy RequestA photocopy request can also be placed from the items list. Once the list is displayed, select photo request.

ALEPH Circulation Part IIPhotocopy RequestA similar screen displays asking additionally for the patrons ID or barcode number:

ALEPH Circulation Part IIPhotocopy RequestsLastly, a photocopy request can be placed by a signed-in patronin the Web OPAC. Patron must go to My Library Card,click Interlibrary Loan Form:

ALEPH Circulation Part IIPhotocopy RequestsPatron may fill out this form to request photocopies.

ALEPH Circulation Part IIPhotocopy RequestsPhotocopy requests can be viewed in both the patron node andthe items node. When a patron record is retrieved, you mayselect the Photocopy Request option in the navigation pane toview requests associated with the patron:

ALEPH Circulation Part IIPhotocopy RequestsSimilarly, in the items node, select Photocopy Requests in thenavigation pane to view requests associated with a particularitem record:

ALEPH Circulation Part IIPhotocopy RequestsThere are three ways to update a photocopy request in theCirculation module:

From the requests menuFrom the Patron nodeFrom the Items node

ALEPH Circulation Part IIUpdating Photocopy RequestsTo 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:

ALEPH Circulation Part IIUpdate Photocopy RequestsAfter supplying the request number, the Update PhotocopyRequest window displays. Make the appropriate changes (mostlikely the status) and click ok.

ALEPH Circulation Part IIUpdating Photocopy RequestsAdditionally, 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.

ALEPH Circulation Part IIUpdating Photocopy RequestsMake the appropriate changes in the lower pane and click Update.A request can also be deleted by highlighting the appropriate request and clicking Delete.

ALEPH Circulation Part IIUpdating Photocopy RequestsSimilarly, 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.

ALEPH Circulation - Part IIUpdating Photocopy RequestsMake the appropriate changes in the lower pane and click Update. A request can also be deleted by highlighting the request and clicking Delete.

ALEPH Circulation Part IIPrinting Photocopy RequestsPhotocopy 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.

ALEPH Circulation Part IIPrinting Photocopy RequestsRequest slips can be printed automatically using the Set UpReturn Options function. On the menu bar, select Aleph |Options | Set Up Return Options:

ALEPH Circulation Part IIPrinting Photocopy RequestsTo automatically print the slips when items are returned, be sure that the Print Photocopy Request Slips Automatically Upon Return box is checked.

ALEPH Circulation Part IIPrinting Photocopy RequestsPhotocopy 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, andthe request slip will be printed.

ALEPH Circulation Part IIPrinting Photocopy RequestsLastly, you are able to print photocopy request slips using thePhotocopy Request Slips (cir-22) service. Sample photocopy request slip:

ALEPH Circulation Part IIPrinting Photocopy RequestsLetters informing patrons that their photocopy request is eitherfilled or unfilled can also be printed. The letters can be printedmanually 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.

ALEPH Circulation Part IIPrinting Photocopy RequestsAfter selecting the option to print a Fill letter, the system will ask for the photocopy request number. Then the following window will be displayed:

ALEPH Circulation Part IIPrinting Photocopy RequestsAfter filling in the appropriate information in the charge field,paper size and number of pages, click Letter. This will printthe letter, update the patrons list of cash transactions, and the request will be deleted.

After selecting the option to print a Not Filled letter, the systemwill ask for a photocopy request number. A Request Waitingletter will be printed, and the status of the request will bechanged to W.

ALEPH Circulation Part IIReading Room ManagementSome 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.

ALEPH Circulation Part II Reading Room ManagementWhen 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 inclosed 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 patrons use.

ALEPH Circulation Part IIClosed Stack ManagementItems 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 desks hold shelf for check-out by the patron or to a Reading Room for the patrons use.

ALEPH Circulation Part IIPrinting and ServicesSeveral services are available in the circulation module.

The most commonly used are:

Overdue NoticesHold Notices

ALEPH Circulation Part IIPrinting and ServicesThe primary notices to patrons that are printed are for overduepurposes. Cir-50, cir-51 and cir-52 are all services that retrieveloans that are overdue and print notices to patrons.

To select one of these services, go to the menu bar and selectServices | Notices to Patrons | and the appropriate service.

ALEPH Circulation Part IIPrinting and ServicesOnce selected, the system will display a window asking you to input information regarding the type of service you selected.

ALEPH Circulation Part IIPrinting and ServicesAfter the service has been submitted, you are able to go to theTask Manager to view the status of the job. The Task Managercan be viewed by going to the menu bar and selecting Aleph |Task Manager.

ALEPH Circulation Part IIPrinting and Services The Task Manager allows you to trackthe services runwithin your library.

ALEPH Circulation Part IIPrinting and ServicesSeveral 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.

ALEPH Circulation Part IISystems LibrarianThe primary tables affecting the circulation module are:

Tab14: Item reshelving timeTab18.eng: Cash transaction typesTab27: Hold requests send method configurationTab32: Overdue noticesTab34: Lost material costsTab37: Hold request configurationTab41: Photocopy requests daemon configurationTab_bor_address: Definition of patron address periods

ALEPH Circulation Part IISystems LibrarianTab14 allows the library to define the time it takes for a Returned item to get back on the shelf.

ALEPH Circulation Part IISystems LibrarianTab18.eng defines different transaction types a library may wish to use.

ALEPH Circulation Part IISystems LibrarianTab27 defines if an item is to be assigned to the hold shelf or immediately loaned when it becomes available.

ALEPH Circulation Part IISystems LibrarianTab32 defines the type and frequency of overdue notices sent to patrons.

ALEPH Circulation Part IISystems LibrarianTab34 computes the charges for an item which is declared lost.

ALEPH Circulation Part IISystems LibrarianTab37 defines the drop-down list of pickup and delivery Locations for hold requests.

ALEPH Circulation Part IISystems LibrarianTab38 defines the drop-down list of pickup and delivery locations for photocopy requests.

ALEPH Circulation Part IISystems LibrarianTab_bor_address is an optional table that allows libraries todefine the current patron address by time periods in the year.