1.1. NC Cardinal resources

Niche Academy

Self-Paced Modules

The NC Cardinal Circulation Training unit is made up of 8 lessons focused on basic Circulation functions and workflows. Topics include Circulation Policies, Checking Items Out, Checking Items In, Renewals, Non-Standard Circulations, Managing Items from teh Item Status Screen, Chanigng Barcodes, and Managing Items from the Patron Account.

1.2. External Resources

Training Resources from other Consortia

Evergreen Indiana Circulation video playlist

BC Libraries Cooperative/Sitka "Viewing Your Circulation Policies"

Additional Training Resources

ABLE Collection Development and Public Services sequences: http://libraries.idaho.gov/page/able

Youth Services sequences and other special handling sequences: http://libraries.idaho.gov/page/library-learning-online

CREW weeding method: https://www.tsl.texas.gov/ld/pubs/crew/index.html

Evergreen web client documentation: http://docs.evergreen-ils.org/reorg/3.2/circulation/

Evergreen Conference Presentations

Patron Exceeds Fine Threshold: An End-User Look at Patron Billing Presented by Dawn Dale, PINES Helpdesk Manager, Georgia Public Library Service and Erica Rohlfs, Education Librarian, Equinox Software (2014 Evergreen Conference) 

1.3. Circulation Training Module

NC Cardinal Circulation Training

NC Cardinal has a 3-part circulation training series in Niche Academy that new staff and staff at migrating libraries may find useful. Staff will be required to register in Niche Academy to access the training.

1.4. Glossary of Common Terminology for Evergreen and NC Cardinal

Glossary of Terms

AACR2 (Anglo-American Cataloguing Rules, Second Edition): AACR2 is a set of cataloging rules for descriptive cataloging of various types of resources.  http://www.aacr2.org/

Acquisitions: Processes related to ordering materials and managing expenditures.

Age-hold protection: Allows libraries to prevent holds on newly cataloged materials (on an item-by-item basis) from outside the owning library's branch or system for a designated amount of time.

Authority record: Records used to codify and control the contents of MARC fields.

Balance stop percent: A setting in acquisitions that prevents staff from making purchases when only a specified percentage of the fund remains.

Barcode: The code/number attached to an item or patron record.  This is not the database ID. Barcodes are added to items to facilitate the checking in and out of an item. Barcodes can be changed as needed. Physical barcodes that can be placed on items can follow several different barcode symbologies.

Bibliographic record: The record that contains MARC data about a work, such as title, author, and copyright date.

Billing types: Various categories of system-generated and staff-applied billing.

Booking: Processes relating to reserving cataloged and non-bibliographic items.

Buckets: This is a container of items. See also Record Buckets and Item Buckets.

Call number: A brief string of letters and or numbers used to provide identifying information about an item.

Call number record (sometimes also called volume record): One or more item records may be attached to a call number record.

Catalog: The database of titles and objects

Cataloging: The process of adding materials to be circulated to the system.

Check-in: The process of returning an item.

Check-out: The process of loaning an item to a patron.

Circulation: The process of loaning an item to an individual.

Circulating library: The library which has checked out the item.

Circulation library: The library which is the home of the item.

Circulation limit sets: Refines circulation policies by limiting the number of items that users can check out.

Circulation modifiers: Circulation modifiers pull together Loan Duration, Renewal Limit, Fine Level, Max Fine, and Profile Permission Group to create circulation rules for different types of materials. Circulation Modifiers are also used to determine Hold Policies.

Claims Returned: A fine stop reason in Evergreen, not an item status. The item status of the item that the patron claimed to return is still Checked out, which means it is still OPAC visible and holdable, and will remain on the patron account (not accruing fines or changing to Lost status) until the item is Checked in.

Closed Dates Editor: Used to specify dates within a library’s normal hours of operation in which the library is closed for a special reason. Ex: Holidays, staff workdays.

Community: In the open-source world of software development, community refers to the users and developers who communicate and collaborate to develop and enhance software.

Consortium: A consortium is an organization of two or more individuals, companies, libraries, consortiums, etc. formed to undertake an enterprise beyond the resources of any one member.

Consortial Library System (CLS): An ILS designed to run a consortium. A CLS is designed for resource sharing between all members of the consortium, it provides a union catalog for all items in the consortium.

Copy: see Item

Default search library: The default search library setting determines what library is searched from the advanced search screen and portal page by default. Manual selection of a search library will override it.

Distribution formulas: Used to specify the number of copies that should be distributed to specific branches and item locations in Acquisitions.

Due date: The date on or before which an item must be returned to the library (usually to avoid being charged an overdue fine).

Electronic Data Interchange (EDI): Transmission of data between organizations using electronic means. Used for Acquisitions.

Evergreen: Evergreen is an open-source ILS designed to handle the processing of a geographically dispersed, resource sharing library network.

FIFO (First In First Out): In a FIFO environment, holds are filled in the order that they are placed.

Fund tags: Tags used in acquisitions to allow you to group Funds.

Funding sources: Sources of the monies to fund acquisitions of materials.

Funds: Allocations of money used for purchases.

FRBR (Functional Requirements for Bibliographic Records): See https://www.loc.gov/cds/downloads/FRBR.PDF [Library of Congress FRBR documentation]

Hatch: A additional program that is installed as an extension of your browser to extend printing functionality with Evergreen.

Hold: The exclusive right for a patron to checkout a specific item.

Hold boundaries: Define which organizational units are available to fill specific holds.

Holdings Import Profile: Identifies the Import Item Attributes definition.

Holding subfield: Used in the acquisitions module to map subfields to the appropriate item data.

ILS (Integrated Library System): The Integrated Library System is a set of applications which perform the business and technical aspects of library management, including but not exclusive to acquisitions, cataloging, circulation, and booking.

ILL (Inter-Library Loan): Inter-Library Loan is the process of one library borrowing materials for a patron from another library (outside the shared consortium).

Import item attributes: Used to map the data in your holdings tag to fields in the item record during a MARC import.

Insufficient quality fall-through profile: A back-up merge profile to be used for importing if an incoming record does not meet the standards of the minimum quality ratio.

ISBN (International Standard Book Number): A publisher product number that has been used in the book supply industry since 1968. A published book that is a separate product gets its own ISBN. ISBNs are either 10 digits or 13 digits long. They may contain information on the country of publication, the publisher, title, volume, or edition of a title.

ISSN (International Standard Serial Number): A unique 8-digit number assigned by the International Serials Data System to identify a specific serial title.

Item: The actual item.

Item barcode: A unique identification number for each item in the catalog.

Item buckets: A contained list of item records upon which actions may be performed in batch.

Item Status: A core Evergreen feature that provides a great deal of information about a barcoded item linked to both the title record and recent patron activity involving the item.

Juvenile flag: A setting used to specify whether a user is a juvenile for circulation purposes.

KPAC (Kids' OPAC): Alternate, simplified version of the OPAC that is child-friendly.

LaunchPad: LaunchPad is an open source suite of tools that help people and teams to work together on software projects. LaunchPad brings together bug reports, wishlist ideas, translations, and blueprints for future development of Evergreen. https://launchpad.net/evergreen

LCCN (Library of Congress Control Number): A system of numbering catalog records at the Library of Congress.

Loan duration (loan period): The length of time a given type of material can circulate.

MARC (Machine Readable Cataloging): Standards for the representation and communication of bibliographic and related information in machine-readable form.

MARC batch export: A process of mass exporting copies of MARC records from Evergreen.

MARC batch import: A process of mass importing MARC records into Evergreen.

Match score: Indicates the relative importance of specified match points as Evergreen compares an incoming record to an existing record.

Metarecord: Compilation of individual bibliographic records that represent the same work (possibly in different formats). This compilation allows for several records to be represented on a single line on the search results page and allows the broadest number of potential copies to fill a patron hold for the first available copy of selected formats.

Minimum quality ratio: Used to set the acceptable level of quality for a record to be imported.

Monograph parts: A means of providing additional granularity within bibliographic records, primarily to enable patrons to place holds on individual parts of a set of differing items encompassed by the same published title.

NC Cardinal: A consortium of North Carolina libraries that share a single Evergreen catalog and transit materials between member libraries to fulfill patron hold requests.

Non-cataloged: Items that are not cataloged within Evergreen.

Non-cataloged Types Editor: A means of defining circulation rules for non-cataloged items.

OPAC (Online Public Access Catalog): An online interface to the database of a library's holdings, used to find resources in their collections. It is possibly searchable by keyword, title, author, subject or call number. The public side of the catalog.

Organizational units (Org Unit): Organizational Units are the specific instances of the organization unit types that make up your library's hierarchy. They should be the proper names for libraries and will be visible to patrons in the OPAC.  Ex: Main Street Branch, Townsville Campus

Organization unit type: The organization types in the hierarchy of a library system.

Overlay/merge profiles: During a MARC import this is used to identify which fields should be replaced, which should be preserved, and which should be added to the record.

Owning library: The library branch to which an item’s call number record is attached (usually the purchasing library).

Parent organizational unit: An organizational unit one level higher in the hierarchy; policies may be inherited by its child units.

Parts: see Monograph Parts

Patron: A user of the ILS. Patrons in Evergreen can include both library staff and public users.

Patron barcode/account/library card number: A unique identification number assigned to each patron used to label and retrieve their library account.

Permission groups: A grouping of permissions granted to a group of individuals, i.e. patrons, cataloging, circulation, administration. Permission Groups also set the depth and grantability of permissions.

Pickup library: Library designated as the location where requested material is to be picked up.

Preferred Library: The library that is used to show items and URIs regardless of the library searched.  It is recommended to set this to your Workstation library so that local copies always show up first in search results.

Print templates: Templates that Evergreen uses to print various receipts and tables.

Printer settings: Settings in Evergreen for selected printers which may utilize HATCH functionality.

 Propagate funds: Create a new fund for the following fiscal year with the same parameters as the current fund.

Providers: Vendors from whom a library orders materials. Set in the Acquisition module.

Purchase Order (PO): A document issued by a buyer to a vendor, indicating types, quantities, and prices of materials.

Quality metrics: A mechanism for Evergreen to measure the quality of records and to make importing decisions based on quality. 

RDA (Resource Description & Access): A set of cataloging standards and guidelines based on FRBR and FRAD. RDA is the successor for AACR2. http://rdatoolkit.org/

Record bucket: A contained list of bibliographic records upon which actions may be performed in batch.

Record match sets: When importing records, this identifies how Evergreen should match incoming records to existing records in the system.

Recurring fine: The term for daily or other regularly accruing overdue fines.

Register Patron: The process of creating a new patron account within Evergreen.

Rollover: Used to roll over remaining encumbrances and funds into the same fund the following year.

SAN (Standard Address Number): An identification code for electronic communication within the publishing industry.

Shelving location: The area within the library where a given item is shelved.

SIP (Standard Interchange Protocol): A communications protocol used within Evergreen for transferring data to and from third-party devices, such as RFID and barcode scanners that handle patron and library material information. Version 2.0 (also known as "SIP2") is the current standard.

Staff client: The graphical user interface used by library workers to interact with the Evergreen system. Staff use the staff client to access administration, acquisitions, circulation, and cataloging functions.

Standing penalties: Serve as limiters when patron activity meets certain criteria, commonly a specified amount of overdue items or fines. Standing penalty blocks will prevent circulation and hold transactions. 

Statistical categories (stat cats): Used to label select patrons and holdings for record-keeping purposes.

Transit: The movement of items between libraries, usually to fulfill patron hold requests.

URI (Universal Resource Identifier): A string of characters that identify a logical or physical resource. Examples are URL and URN.

URL (Universal Resource Locator): The web address used to access a resource.

URN (Universal Resource Number): A standard number to identify a resource. Examples of URNs are ISBN, ISSN, and UPC.

UPC (Universal Product Code): A unique barcoded number assigned to an item by the manufacturer.

Wiki: The Evergreen Wiki can be found at https://wiki.evergreen-ils.org and is a knowledge base of information about Evergreen.

Workstation: The unique name associated with a specific computer and library branch.

Z39.50: An international standard client/server protocol for communication between computer systems, primarily library and information related systems.

2.1. Check Out

Checking Out Regular Items

To check out an item click Check Out Items from the Circulation and Patrons toolbar on the home page, or select Check Out from the Circulation drop down menu.

 

Scan or enter patron’s barcode and click Submit if entering barcode manually. If scanning, number is submitted automatically.

Scan or enter item barcode manually, clicking Submit if manual.

Due date is now displayed.

When all items are scanned, click the Done button to generate slip receipt or to exit patron record if not printing slip receipts.

Due Dates

Circulation periods are pre-set. When items are checked out, due dates are automatically calculated and inserted into circulation records if the Specific Due Date checkbox is not selected on the Check Out screen. The Specific Due Date checkbox allows you to set a different due date to override the pre-set loan period.

Before you scan the item, select the Specific Due Date checkbox. Enter the date in yyyy-mm-dd format. This date applies to all items until you change the date, de-select the Specific Due Date checkbox, or quit the patron record.

Open Circulation Already Exists

If a patron brings an item to the desk to check out that is already checked out (by a different patron), you will see the message below. Be sure to check the Forgive fines? box if you do not want to charge the previous patrons overdue fines (assuming that the item was found on the shelf after not being checked in properly by staff when the previous patron returned it).

 

 

2.2. Email Checkout Receipts

Email Checkout Receipts

This feature allows patrons to receive checkout receipts through email at the circulation desk and in the Evergreen self-checkout interface. Patrons need to opt in to receive email receipts by default and must have an email address associated with their account. Opt in can be staff mediated at the time of account creation or in existing accounts. Patrons can also opt in directly in their OPAC account or through patron self-registration. This feature does not affect the behavior of checkouts from SIP2 devices.

Staff Client Check Out

When a patron has opted to receive email checkout receipts by default, an envelope icon representing email will appear next to the receipt options in the Check Out screen. A printer icon representing a physical receipt appears if the patron has not opted in to the default email receipts.

Staff can click Quick Receipt and the default checkout receipt option will be triggered—an email will be sent or the receipt will print out. The Quick Receipt option allows staff to stay in the patron account after completing the transaction. Alternatively, staff can click Done to trigger the default checkout receipt and close out the patron account. By clicking on the arrow next to the Quick Receipt or Done buttons, staff can select which receipt option to use, regardless of the selected default. The email receipt option will be disabled if the patron account does not have an email address.

Self Checkout

In the Self Checkout interface, patrons will have the option to select a print or email checkout receipt, or no receipt. The radio button for the patron’s default receipt option will be selected automatically in the interface. Patrons can select a different receipt option if desired. The email receipt radio button will be disabled if there is no email address associated with the patron’s account.

Opt In

Staff Mediated Opt In At Registration

Patrons can be opted in to receive email checkout receipts by default by library staff upon the creation of their library account. Within the patron registration form, there is a new option below the Email Address field to select Email checkout receipts by default?. Select this option if the patron wants email checkout receipts to be their default. Save any changes.

Staff Mediated Opt In After Registration

Staff can also select email checkout receipts as the default option in a patron account after initial registration. Within the patron account go to Edit and select Email checkout receipts by default?. Make sure the patron also has an email address associated with their account. Save any changes.

Patron Opt In – Self-Registration Form

If your library offers patrons the ability to request a library card through the patron self-registration form, they can select email checkout receipts by default in the initial self-registration form:

Patron Opt In - OPAC Account

Patrons can also opt in to receive email checkout receipts by default directly in their OPAC account. After logging in, patrons can go to Account Preferences→Notification Preferences and enable Email checkout receipts by default? and click Save.

Email Checkout Receipt Configuration

Email checkout receipts will be sent out through a Notifications/Action Trigger called Email Checkout Receipt. The email template and action trigger can be customized by selecting  Local Administration from the Administration menu, navigating to Notifications/Action Trigger and finding Email Checkout Receipt.

2.3. Pre-Cat Checkouts

1. Go to patron’s Check Out screen.
2. Scan the item barcode.
3. At prompt, enter the required information.
4. Click Precat Checkout.

2.4. Renewal and Editing the Item's Due Date

How to Renew Checked-out Items

Checked-out items can be renewed if your library’s policy allows it. The new due date is calculated from the renewal date. Existing loans can also be extended to a specific date by editing the due date or renewing with a specific due date.

Renewing via a Patron’s Account

1. Retrieve the patron record and go to the Items Out screen.
2. Select the item you want to renew. Select Renew from the Action menu.
3. If you want to renew all items in the account, click Renew All instead.
4. If you want to specify the due date, click Renew with Specific Due Date. You will be prompted to select a due date. Once done, click Apply.

 

Renewing by Item Barcode

1. To renew items by barcode, select Renew Items from the Circulation menu.
2. Scan or manually enter the item barcode.
3. If you want to specify the due date, click Specific Due Date and enter a new due date in yyyy-mm-dd format.

1. Retrieve the patron record and go to the Items Out screen.
2. Select the item you want to renew. Select Edit Due Date from the Actions menu.
3. Enter a new due date in yyyy-mm-dd format in the pop-up window, then click OK.

Note: Editing a due date is not included in the renewal count.

2.5. In-House Use

When recording usage on an item that cannot be removed from the library, such as reference materials or some types of technology, some libraries choose to record usage of these materials as In-house Use. 

1. Select Record-In House Use from the Circulation menu or press F6.
2. Choose either barcode or non-cataloged type from drop-down menu, and click Submit.
3. Enter number of uses, scan or type barcode if necesarry, and click Submit.

Note: The statistics of in-house use are separated from circulation statistics. The in-house use count of cataloged items is not included in the items' total use count. There are several report templates to get in-house use statistics in the Centralized Report Templates →  In House and Non-cataloged Templates folder.

3.1. Check In

To check in an item click Check In Items from the Circulation and Patrons toolbar, or select Check In from the Circulation menu.

Scan item barcode or enter manually and click Submit.

If there is an overdue fine associated with the checkin, an alert will appear at the top of the screen with a fine tally for the current checkin session. To immediately handle fine payment, click the alert to jump to the patron’s bill record.

Backdated check in

To change effective check-in date, select Check In Items from the Circulation menu. In the Effective Date field enter the date in yyyy-mm-dd format.

The new effective date is now displayed in the red bar above the Barcode field.

Move the cursor to the Barcode field. Scan the items. When finishing backdated check-in, change the Effective Date back to today’s date.

Backdate Post-Checkin

After an item has been checked in, you may use the Backdate Post-Checkin function to backdate the check-in date.

Select the item on the Check In screen, select Backdate Post-Checkin from the Actions menu.

In the Effective Date field enter the date in yyyy-mm-dd format. The check-in date will be adjusted according to the new effective check-in date.

4.1. Claims Returned Items

1. To mark an item Claims Returned, retrieve the patron record and go to the Items Out screen.
2. Select the item, then select Mark Claims Returned from the dropdown Actions menu.
3. Enter date in yyyy-mm-dd format.
4. Click Submit.
5. The Claimed Returned item now displays in the Other/Special Circulations section of the patron record.
6. The Claimed Returned item adds to the count of items that are Claimed Returned in the patron summary on the left (or top) of the screen. 

More on Claims Returned Items 

• The date entered for a Claims Returned item establishes the fine. If the date given has passed, bills will be adjusted accordingly.
• When a Claims Returned item is returned, if there is an outstanding bill associated with it, the item will not disappear from the Items Out screen. It will disappear when the outstanding bills are resolved.
• When an item is marked Claimed Returned, the value in Claims-returned Count field in the patron record is automatically increased. Staff can manually adjust this count by editing the patron record.
  
• Claims Returned is a fine stop reason in Evergreen AND an item status. The item status of the item that the patron claimed to return is set to Claimed Returned, which means it is no longer OPAC visible nor holdable. The item will remain on the patron account (not accruing fines or changing to Lost status) until the item is checked in. 

• The library setting that governs any given Claims Returned is the library setting at the library WHERE the item circulated. 

Claims returned Policies and Best Practices

Currently, it is up to each library system to determine how they choose to handle their own claims returned items and patrons. In Evergreen, the item remains on the patron record until the item is checked in, either because it is found/returned by the patron or found/discarded by the library.

If the item is owned by a different system and was checked out to the patron via resource sharing, any action to discard the item should be left to the owning library. There is not currently a consortium-wide policy for handling resource-sharing items that have been marked as claimed returned in a patron record. Each resource-sharing situation would need to be handled on a case-by-case basis, with the system that checked out the item contacting the owning library system to see how they can amicably resolve the situation.

Note: If library policy requires claims returned items to show as checked-in, staff should manually change the status, as the Claims Returned flag does not properly close the open circulation transaction on the patron account. Checking in the item is the only correct way to close the open transaction for an item marked Claims Returned.

4.2. Lost Items

Working with Lost Items

Once an item has been overdue for the (configurable) amount of time established by your library system, Evergreen will mark the item Lost in the borrowing patron’s account. This will be done automatically through a Notification/Action Trigger. The Lost item is still "checked out" to the patron and that circulation transaction remains open until the item is returned or the bill for the item is paid.

When the item is marked Lost, several actions will take place:

Optionally the patron can be billed for the item price, a lost processing fee, and any overdue fines can be voided from the account. Lost items can be included either in the "Items Checked Out" or "Other/Special Circulations" sections of the "Items Out" view of a patron’s record. These options are all controlled by library settings. Patrons can also be sent an email or print notification that the item was marked lost and billed to their library account.

1. To mark items Lost manually, retrieve patron record and click Items Out.
2. Check the box to the left of the item to select it.
3. Select Mark Lost (by Patron) from the Actions menu.
4. The lost item now displays as lost in the Other/Special Circulations section of the patron record.
5. The lost item also adds to the count of Lost items in the patron summary on the left (or top) of the screen.

 

4.3. Item Status

Item Status Screen

The Item Status screen is very useful. Many actions can be taken by either circulation staff or catalogers on this screen. Here we will cover some circulation-related functions, namely checking item status, viewing past circulations, inserting item alert messages, marking items missing or damaged, etc.

As is true with many actions in Evergreen, there are multiple ways to navigate to the Item Status screen. One way for staff to see the Item Status for a particular item is to click on the View link underneath the barcode in the Item Table in the bibliographic record.

Navigating from Search menu

1. To check the status of an item, select Search → Search for copies by Barcode from the portal home page or use the keyboard shortcut (F5).
   
2. Scan the barcode for your item or type it and click Submit. The current status of the item is displayed with selected other fields. You can use the column picker to select more fields to view.
3. Choose File allows you to load multiple items saved in a csv file on your local computer. The file contains a list of the barcodes in text format. To ensure smooth uploading and further processing on the items, it is recommended that the list contains no more than 100 items.
   
4. Click the Detail View toggle button and the item summary and circulation history will be displayed.
5. If the item’s status is Available, the displayed due date refers to the previous circulation’s due date.
6. Click List View to toggle back to the list.

 

Click on the Recent Circ History tab to see the two most recent circulations displayed.

You can also select the Circ History List tab to see more circulation history. The number of items that displays in the Circ History List can be set in the Local Administration interface, under Library Settings Editor.

To retrieve the patron(s) of the last circulations, click on the name of the patron. The patron record will be displayed.

Item Alerts can be applied to items when a popup message may be beneficial to alert staff to information or actions they should take. Libraries may use these alerts to notify staff of the number of discs for an audiovisual item, for example. Temporary alerts can be added at checkout to let staff know to give the item to a cataloger or other staff person to repair damage (such as to tape a page or replace call number label) once the item is returned.

Staff can find the buttons to add or manage Item Alerts at the bottom of the far left column on the Item Status screen. Staff can also make these changes in the Holdings Editor screen (see the Editing or Weeding Items page). 

Click on Add to apply new alerts or Manage to edit existing alerts.

Most alerts will be applied to Normal checkin and Normal checkout, but there are other options under Type. If an alert is intended to be temporary, check the Temporary box. Checking the Clear? box will remove the alert.

Alerts will display based on Type, for example at checkin, and Temporary alerts can be resolved by clicking on the Clear button.

4.4. Item Inventory

Inventory Dates

Evergreen provides an option to add an inventory date to items to facilitate the process of performing inventory in libraries. Both the Inventory Date and the Inventory Workstation are displayed on the Item Status details screen.

Staff can add an inventory date to an item in one of the following ways:

Note: If a library intends to use an inventory wand in conjunction with their RFID, existing SIP accounts can be utilized for the inventory wand.

Inventory Report Templates

There are a number of report templates available in the Inventory and Weeding Templates and the Item Templates folders that can be used as part of the inventory process.

In the reports Interface, locate the Shared Folders. You can find the Inventory templates in the shared templates Folder labeled Admin.

1. Find the Centralized Reports templates subfolder and expand it. 
2. Expand the Inventory and Weeding templates subfolder.
3. Choose Counts if you're looking for a list with circulation counts.
4. Choose Lists if you're looking for a shelf list.
5. Be sure to clone any templates you wish to use before running your report.

4.5. Editing or Weeding Items

How to Edit or Weed Items

Editing Call Number and Item Records

Only certified Item Cats and Bib Cats can add or delete items, but Circulators have permissions to edit Item Attributes such as the Barcode, Call Number, Shelving Location, or Item Status of items, and may do so as determined by their local library system procedures and according to the requirements below. 

There are several ways to access the Holdings Editor - the interface to edit all holdings data - including via the OPAC View or the Actions menu on the Item Status screen.

The bibliographic record detail page displays library holdings, including the call number, shelving location, and item barcode. Within the Item Table tab in the staff client, the list of holdings displays two links, view and edit, underneath the item barcode(s).

Clicking on the view link opens the Item Status screen for that specific item.

Clicking on the edit link opens the Holdings Editor screen for that specific item.

Actions Menu

The Actions menu for items includes the option to Edit the Call Number or Item, such as in the Item Status screen, where you can select from the Edit menu options.

Edit Call Number

1. Click on the Actions menu and select Edit Call Number
2. Make your change in the Call Number Label field
3. Click Save & Exit at the bottom of the screen.

Editing Shelving Location

Circulation staff can edit the Shelving Location of items either individually or in batch using the Item Status screen (by importing a CSV file of item barcodes or scanning barcodes) or by adding multiple items to an item bucket. It is totally fine to change the Shelving Location of an item that is in a Checked out, In transit, or On Holds Shelf status. If items are Checked out when the shelving location is changed, for instance, they will automatically be routed to the new shelving location upon checkin.

Changing Item Status

Unlike edits to Shelving Location, before staff manually change any item's status, the item must be in the staff member's hands and already be in an Available or Reshelving status (or checked in first, to achieve an Available/Reshelving status). Do NOT manually change the item status from Checked out, In transit, Long Overdue, Lost, Lost and Paid, or On holds shelf to another status using the Item Editor screen, as this simply relabels the items and does not close the underlying transaction correctly in the patron account (for Checked Out, Lost, Long Overdue, or Lost and Paid); or target a new item to fill the patron hold (for In transit or On holds shelf items).

For example, you would never want to manually change an item from a Checked out status to Available (or any other item status, for that matter) instead of checking in the item, because that manual action does not close out the open circulation transaction on the patron account. The same would be true for a manual status change from In transit or On Holds Shelf to something else (such as Available). Evergreen needs to close out those automated processes and transactions during checkin. 

 Items marked Missing that cannot be found should also be checked in to an Available or Reshelving status before staff change to Discard/Weed status or delete the item. This prevents the items from continually showing up on missing items reports.

Editing Other Item Attributes

1. Click on the Actions menu and select Edit Item
2. Make your change in the fields you wish to change (shelving location, item status, etc.)
3. Click Save & Exit at the bottom of the screen

Staff can also navigate to this screen from the OPAC View tab in the bibliographic record by clicking on the Edit link for a specific item (next to the View link that takes you to the Item Status screen).

Replace Barcode

1. Click on the Actions menu and select Replace Barcodes
2. The original barcode will be supplied in the first field from the Item Status screen
3. Enter the new barcode number in the second field

Staff can also navigate from the Circulation menu Circulation → Replace Barcode, but will need to scan the original barcode in the first field before entering the new barcode in the second field. This can be a useful way to rebarcode multiple items.

Weeding Items

Circulators can change the status of items to Discard/Weed and/or add items to a shared bucket to allow catalogers to delete items in batch, even after the physical items have already been discarded.

Report Templates for Weeding

Within the Evergreen staff client, select Reports from the Administration box on the right of the Evergreen home screen or from the Administration dropdown menu.

You can find a list of available shelf list report templates in the Centralized Report Templates folder. To access this folder, go to the Admin folder in the Shared Folders section and locate the Centralized Report Templates subfolder. In here you can find the Inventory & Weeding Templates subfolder. You can find a video overview of the reports module and instructions for running report templates in the Reports knowledge book.

5.1. Self Checkout Station

Self Check Interface

Evergreen includes a self check interface designed for libraries that simply want to record item circulation without worrying about security mechanisms like magnetic strips or RFID tags. Please refer to the Self Checkout Station section of the Administration Manual for Libraries knowledge book. 

6.1. Creating a Booking Reservation

How to Create a Booking Reservation

Only staff members may create reservations. A reservation can be started from a patron record, or a booking resource. To reserve cataloged items, you may start from searching the catalog, if you do not know the booking item’s barcode.

To create a reservation from a patron record

1) Retrieve the patron’s record.

2) Select Other → Booking → Create Reservations. This takes you to the Reservations Screen.

3) For non-catalogued items, select Choose resource by Type, then search for your resource in the Search by resource type search box, or select one from the drop down list. 

4) For catalogued items, select Choose resource by barcode and enter the barcode of a cataloged, bookable resource in the Search by resource barcode box.

5) Select the date and time for the reservation in I need this resource… area. Click the date field. A calendar widget will be displayed for you to choose a date. Click the time field to choose time from the dropdown list.

6) Once a resource is selected, open the List Action Item menu and select Create Reservation. Fill in any remaining details in the pop up confirmation box, including specific start and end times and reservation location. Include any notes, and check the box to notify the patron by email if that is their preferred method.

9) Click Confirm Reservation to finish the booking.

 

To create a reservation from a booking resource

You need to know the barcode of the patron when you create a reservation for him/her from a booking resource.

1) From the Booking menu, select Create Reservations

2) Choose a Bookable Resource Type and click Next or enter the barcode of a cataloged resource and click Next.

3) For non-cataloged resources, a screen showing the Bookable Resource Type and the items associated with the type will appear.

For cataloged resources, the title and item will appear.

4) Enter the user’s barcode in the Reserve to patron barcode box. The user’s existing reservations, if any, will appear at the bottom of the screen.

5) Select the date and time for the reservation in I need this resource… area. Click the date field. A calendar widget will be displayed for you to choose a date. Click the time field to choose time from the dropdown list.

If incorrect date and time is selected, the date/time boxes will appear in red. For example, if the time for which the reservation is set has already passed, the boxes will appear in red. The times must be set correctly for the reservation to be created. There must be at least 15 minutes between the creation of the reservation and the start time of the reservation.

6) For non-cataloged resources, patrons may specify special feature(s), if any, of the resource. The With these attributes: allows you to do so. For example, if a patron is booking a laptop they can choose between PC and Mac and even choose a specific operating system if they need to. Click the dropdown arrow to select your option from the list.

7) Select the pickup location from the dropdown list.

8) If there are multiple copies of the resource and any item listed is acceptable, click Reserve Any. To choose a specific item, select it and then click Reserve Selected.

9) A message will confirm that the action succeeded. Click OK on the prompt.

10) The screen will refresh and the reservation will appear below the patron’s name at the bottom of the screen.

 

Search the catalog to create a reservation

If you would like to reserve a cataloged item but do not know the item barcode, you may start with a catalog search.

1) In the staff client, select Cataloging → Search the Catalog or keyboard shortcut F3 to search for the item you wish to reserve. You may search by any bibliographic information.

2) Click the title to display the record summary. In the Copy Summary, select Copy Details in Actions column.

3) The Copy Details will appear in a new row. In the barcode column, click the book now link.

4) A screen showing the title and barcodes of available copies will appear.

5) Enter the user’s barcode in the Reserve to patron barcode box. The user’s existing reservations, if any, will appear at the bottom of the screen.

6) Select the date and time in I need this resource… section. If the date and time set is incorrect the boxes appear in red. For example, if the time for which the reservation is set has already passed, the boxes will appear in red.

7) Select pickup location. If there are multiple copies and any of the listed items is acceptable, click Reserve Any. To choose a specific item, select it and then click Reserve Selected.

8) A message will confirm that the action succeeded. Click OK on the prompt.

9) The screen will refresh, and the reservation will appear below the user’s name.

 

Note: Reservations on cataloged items can be created on Item Status (F5) screen. Select the item, then Actions for Selected Items → Book Item Now.

6.2. Reservation Pull List

Reservation pull list can be generated dynamically on the Staff Client.

1) To create a pull list, select Booking → Pull List.

2) You can change the number of days in advance you would like to pull reserved items. Enter the number of days in the Number of days to fetch box. For example, if you would like to pull items that are needed today, you can enter 1 in the box, and you will retrieve items that need to be pulled today.

4) To print the pull list, select Print Pull List from the List Action menu.

6.3. Capturing Items for Reservation

Reservations must be captured before they are ready to be picked up by the patron.

1) In the staff client, select Booking → Capture Resources.

2) Scan the item barcode or type the barcode.

3) The resource will appear in the Captured today list.

6.4. Picking up Reservations

From the Patron Account 

Ready-for-pickup reservations can be listed from the patron account under Other → Booking → Pick Up Reservations within a patron record or Booking → Pick Up Reservations.

From the Bookings Menu

Scan the patron barcode if using Booking → Pick Up Reservations.

3) The reservation(s) available for pickup will display. 

4) The item will move from the Ready for Pick Up list to the Already Picked Up List.

Note: If the patron is trying to pick up an item before their reservation time, the Pick Up function will not work.

6.5. Returning Reservations

Returning Reservations

When a reserved item is brought back, staff must use the Booking Module to return the reservation.

1) To return reservations, select Booking → Return Reservations

2) You can return the item by patron or item barcode.

To return via patron barcode, scan or type the barcode into the field. A list of the bookable items the patron currently has will populate. Click the item to be returned and either click the Return Selected button or choose Return Selected from the List Action drop down menu.

 

 

Reservations can be returned from within patron records by selecting Other → Booking → Return Reservations

6.6. Canceling a Reservation

How to Cancel a Reservation

A reservation can be cancelled in a patron’s record or reservation creation screen.

Cancel a reservation from the patron record

1) Retrieve the patron’s record.

2) Select Other → Booking: Manage Reservations

3) A list of Reservations will populated. Select the reservations you wish to cancel. Open the Action Item list and choose Cancel Reservation.

 

Use Shift or Ctrl on your keyboard and mouse click to select multiple reservations if needed.

5) A pop-up window will ask you to confirm the cancellation.

6) A notification will pop up in the bottom right of the page confirming the cancellation.

6) Again, you will see a pop up box confirming that you want to cancel this reservation.