Checking Items In and Out Using Titles

Most libraries use barcode labels and scanners to perform circulation, because they are quick and accurate.  Each copy of an item has a unique number with a barcode that can be quickly scanned.  Patron's can also have a unique number placed on a library card.   Patron barcodes are less popular in smaller libraries and schools  because  patrons usually forget or misplace their cards.  

LibraryWorld, has always allowed circulating using  patron barcode numbers or patron names.  To insure accuracy and speed, a barcode number was required for items being circulated.

As a new alternative, you can now enter the first few words of the title and a list will appear allowing you to confirm the title by selecting the barcode number.  This also works for check in,  hold, clear hold and reserve. 

To keep the user interface as simple as possible there is only one entry text field, which is  active by default (blinking cursor).   For check out,  enter the patron's barcode number or name.  Next, type or scan the barcode of the item, or the first few words of the title.  If a barcode is found, the prompt confirms and the title is displayed along with other transactions for the patron. If you enter a title, a list of copy records associated with that title (or similar titles starting with those words) will appear.  You then click on the correct barcode number to confirm the checkout. Continue entering titles or item barcodes until done with that patron.

To start the the process over for a new patron, just enter the patron name or number. The program checks those first and if found, the process starts again.  In extremely rare cases, a patron name and a title of the book may be exactly same (think 'Kennedy'), you can force title searching by using the string 't:kennedy'.  Otherwise the program might start checking out to the patron Kennedy.   To prevent that issue, you can also  use the first few words of the title.  Checking out by title requires you to confirm the item by clicking on the barcode number, at which time you can correct any issues.   

Smaller libraries that do not want to barcode their collection can now circulate now without doing so.  However, we always recommend putting barcodes on your holdings to increase accuracy and to handle multiple copies.  Although you can now circulate by title, you will still need to add a copy to each title to create the unique barcode number.   These numbers and records are used not only for circulation, but also for inventory control and collection management reports. The only times you should catalog without adding a barcode is when the item is not physical; such as a web site or eBook. 

Use these features on a 'safe' patron to become familiar with the process. 

We hope you enjoy this new feature.

The LibraryWorld Team

 

Clearing Fines

Many libraries charge fines when items are overdue.

A new feature now allows you to clear all fines for all patrons.  Because of our current environment caused by the pandemic, it maybe necessary in some cases to clear all fines for all patrons.

Clearing a specific fine is done when an item is checked in or by bringing up a patron and clearing a specific fine.  You can also use the 'Pay All Fines' button for that specific patron.

To clear all fines for all patrons, click on the Setting module and the Policies link.  Scroll to the bottom of the page and click on the Begin link for clearing all fines.

You will be prompted for your username and you will need click on the checkbox that declares that you understand that the action can not be undone.    Only users with permissions to access Settings can execute this command.

Borrowing from Another Library

Inter-library Borrowing is when you are borrowing an item from another library to check out to a patron. Once you receive the item, quickly catalog it with the New Record button in the Catalog module. 

Use Option One, which allows you to briefly catalog the record.  Add a copy, but make sure you enter 'ILL' in the Location field and an abbreviated name of the other library in the call number field.  You will need to put a barcode on the item, or place the item in a sleeve or container with the barcode.  If the sleeve of envelope is misplaced, remember you can check it in by title. 

When checking in, the ILL in the location field will cause LibraryWorld to alert you that the item is from another library and will show you the call number field. displaying the library name In Settings-Policies you can set up a loan period for the  location 'ILL'  that is different than your default.

You can also search for Location 'ILL' in the Catalog module and then run various reports on that find set; such as lists, overdue notices, emails notices, etc. Now, check out the item to the patron as you would normally do. 

When the item is checked in, you'll be alerted that the item is from another library.

Exact procedures:

1. Briefly catalog the item using the New Record command in the catalog module.
2. Add a copy, making sure the location field contains 'ILL' and the call number field contains a brief name of the library the item came from.
3. Add the barcode to the item, either on the item or on a wrapper.
4. Check out the item as normal.
5. On check in, an alert will appear indicating the item is an ILL and should be set aside to be returned to the appropriate library.
6. Delete the catalog/holding record as it no longer is necessary for your collection.

Lending to Another Library

Inter-library Loan is the process whereby a patron of one library can borrow books, DVDs, music, etc. and/or receive photocopies of documents that are owned by another library.

This documents how you can use LibraryWorld to lend items to another library.

First, you need to set up policies for a new patron type 'Library' and then create a patron record for each library you want to lend to using the patron type 'Library'. Then check out to the patron (library) using the normal circulation procedures.

Detailed setup procedures:

1. Go to Settings->Policies, and add a new Patron Type Limit named 'Library'. Set Max Checkouts and Max Overdues as appropriate, probably higher than regular patrons. This will apply to all 'Library' patrons.
2. Add a new Loan Period and Fine policy, making sure the patron type field says 'Library'. The loan period should be longer than normal.
3. Go to the Patrons module and add a New Patron. Enter an abbreviated name for the library in the Name field. Enter the contact name in the Address 1 field and normal address information in the rest of the fields. Make sure the patron type field says 'Library'. Also, make sure you include an email address.

Checking the item out:

1. Go to Circulation and click Checkout (usually defaults).
2. Enter the abbreviated library name as entered in the patron record and press the Enter key.
3. Scan or type the barcode number for each item being checked out to that library, carefully reviewing the circulation due dates to verify that the patron type policies for 'Library' are taking effect.

To run a report of all items checked out to other libraries:

1. Go to the Patrons module, select 'Type' from the drop-down menu, enter 'Library' and press the Enter key.
2. View the list of patron records of type Library. This is your findset.
3. Go to Reports and run any of the Checked Out, Overdue or even Email reports being careful to choose the 'Patron Findset Only' option before executing. This will run the report for only those patrons included in the find set you created.

Overdues by Due Date Range

A new feature in LibraryWorld allows you to run overdue reports by a range of due dates.  Sometimes you just want to run overdue notices for patrons that have  seriously overdue items.  Now you can do a patron advanced range search to find patrons with items overdue between two dates.  Then you just run any of the patron overdue reports, choosing the patron find set option.  

Here are the step by step instructions.

Go to the Patron module and select the Advanced button.   Enter two dates in the Range search fields, say 2018-09-01 to 2018-12-31, and do the search.   You'll be shown all patrons with items with due dates between those two dates.  You may be able to just stop there and browse the find set; calling or talking directly to each patron.  Or, you can use one of the many reports.  

To use a report, go to the Reports page and select one of the reports dealing with items checked out or overdue; like notices, letters or even email.   Choose a report and then make sure you select the option to use the patron find set.  This will create a report with only those items that are out and due between the two dates you searched on.

There are occasions where items may have been  placed back on the shelf without being checked in.    These be will get discovered during an inventory, but that might not happen often.  So you can run a report to see if the seriously late overdue items may be on the shelf.  To do so, click on the Advanced button in the Catalog module.  Use the Range search to search on Due Date between two dates. The resulting find set will display catalog records with items due between those dates.  Now go to the Reports module and select the holdings report by call number.   This will display by call number the items overdue between the two dates you searched.  You can print this report and check the shelves for the items.

Range searching by due date can be a very handy method for focusing your time on  seriously overdue items.

Spine and Spine Pocket Label Printing by PDF

Printing spine labels can be frustrating if the text and labels do not line up.  Due to the increasing variables in computers, browsers and printers, that job has become more difficult using HTML pages.   We therefor implemented spine label printing using PDF files, similar to how local bar codes can be printed, which is highly accurate.    All the options are same.  The old HTML version will remain available.

To print spine labels or spine/pocket labels using PDF:

1. Go to the Reports Modules.
2. Select 'PDF Spine and Pockets Labels' under 'Other Reports' section. 
3. Select the Source and other options, then select the Print labels button.
4. A new tab or window will appear in your browser with a PDF document displaying the labels.  Use the Print command in the File menu to print.  
5. In the print dialog box make sure footers and headers are turned off and  'Actual Size' option set.   If you do not see the 'Actual Size' option, you may need to save the PDF to your desktop and print using Acrobat Reader with 'Actual Size' set.  

The special spine and spine/pocket label stock can be purchased from LibraryWorld using the 'Market' link at the top of any page.  The spine only stock is $40 for 3,000 labels.   The spine and pocket label stock is $40 for 1,000 label sets (1 spine and 2 pocket labels).

Shelflist Order Checking During Inventory

The inventory process has been enhanced to check for miss-shelved items during scanning. When you are scanning barcode numbers into the inventory module (this does not work for uploading a file) the service will provide several types of alerts.  An alert will appear if you are scanning an item from a new branch or location.  A warning will be displayed if an item being scanned should be before the last item scanned, indicating one of the items may be out of order.  This works for up to two parts of the call number: both LC and DEWEY standards are supported. An error will appear if the item does not have a status of 'IN'.  Last, an error will appear if the system can not recognize the number.