Special tasks and procedures

Edit copies globally

Entering short records for E-Readers

Use Instructions for Creating Short Records for Electronic Readers to create short bilbiographic and copy records for adding e-Readers (Nook, Kindle, etc.) to the database. 

Currently, the Symphony policies for e-Readers automatically make them local hold.

Handling display copies of magazines

Procedures for Handling Display Copies of Current Magazines

Checking Out to Magazine-C

To prevent the most recent issues of barcoded magazines from going on hold for users, WALS created a checkout process. This procedure works for libraries that put the newest issues on display until the next issue arrives.
 
The procedure is to check out the newest issues to MAGAZINE-C. When the next issue arrives, check it out and discharge the previous issue.

The user ID is MAGAZINE-C.

Issues checked out to this user display in the catalog as Current Issue, Non-Circulating.

The checkout does not count as circulation.

The due date is NEVER.

Handling In-process items

Handling In-process Items
June 23, 2014

Because items become Available as soon as they are barcoded, we will use an INPROCESS card to check out items while they are being physically processed.     We are using one card per library so each library can see the items currently in Tech at any given time.

The profile associated with the card is INPROCESS.  That profile is set to not increment the circulation counter.

When an item is checkout out on one of the INPROCESS cards, the current location becomes INPROCESS. 

The item may or may not display in the catalog depending on what get decided.


INPROCESS users:

NAME USER ID
INPROCESS, BERLIN  IP-BE
INPROCESS, COLOMA  IP-CO
INPROCESS, CAMPBELLSPORT  IP-CA
INPROCESS, ENDEAVOR  IP-EN
INPROCESS, GREENLAKE  IP-GR
INPROCESS, HANCOCK  IP-HA
INPROCESS, KINGSTON  IP-KI
INPROCESS, MARKESAN  IP-MA
INPROCESS, MENASHA  IP-ME
INPROCESS, MONTELLO  IP-MO
INPROCESS, NEENAH

 IP-NE2

 IP-NE3

 

INPROCESS, NESHKORO  IP-NES
INPROCESS, NFONDDULAC  iP-NF
INPROCESS, OAKFIELD  IP-OA
INPROCESS, OMRO  IP-OM
INPROCESS, OSHKOSH

 IP-OS

 IP-OS2

 IP-OS3

INPROCESS, OXFORD  IP-OX
INPROCESS, PACKWAUKEE  IP-PA
INPROCESS, PINERIVER  IP-PI
INPROCESS, PLAINFIELD   IP-PL
INPROCESS, POYSIPPI  IP-PO
INPROCESS, PRINCETON  IP-PR
INPROCESS, REDGRANITE   IP-RE
INPROCESS, RIPON  IP-RI
INPROCESS, WAUTOMA  IP-WA
INPROCESS, WESTFIELD  IP-WE
INPROCESS, WILDROSE  IP-WI
INPROCESS, WINNECONNE  IP-WN
INPROCESS, WINNEFOX  IP-WX

Newly barcoded items in Tech should be checked out on the library’s INPROCESS card. 

When the item leaves Tech and goes to Circ, Circ should discharge it to make it available.

Transferring copies or call numbers

The document Transferring Titles shows how to transfer copies from one title record to another.

Withdrawing items

A checkout process is used to withdraw copies from the database.

There is a WITHDRAWN user for each library.  To withdrawn and item, simply check it out to that user.  The withdrawn checkouts do NOT count in the library's circulation. 

When an item is checked out to the libraries WD card, the current location becomes WITHDRAW.  This displays in the catalog as  Item Withdrawn, Unavailable.  

Statiscal reports are run at the twice each year counting everthing checked out on the library's WD card., one report in July for items withdrawn between January and the end of June, and anther in January for  July through December.  The two reports are the count of items withdrawn for the year.   

After the count reports are run, other reports process the items checked out to the WD user, removing them from the database.  If the last copy is removed, the bibliographic record is also removed.  Any copy that can't be removed because of fines is changed to a current location of DISCARD.  These also display in the catalog as Withdrawn, Unavailable.

The ID for the WITHDRAWN users:

WD-BE    Berlin
WD-BR    Brandon
WD-CA    Campbellsport
WD-CO   Coloma
WD-EN   Endeavor
WD-GR   Green Lake
WD-HA    Hancock
WD-KI      Kingston
WD-MA     Markesan
WD-MO    Montello
WD-NE    Neenah
WD-NES  Neshkoro
WD-NF     North Fond du Lac
WD-OA     Oakfield
WD-OM    Omro
WD-OS    Oshkosh
WD-OS2
WD-OS3
WD-OX    Oxford
WD-PA     Packwaukee
WD-PI      Pine RIver
WD-PL     Plainfield
WD-PO    Poy Sippi
WD-PR    Princeton
WD-RE    Redgranite
WD-RI     Ripon
WD-RI2  
WD-WA    Wautoma
WD-WE    Westfield
WD-WI     Wild Rose
WD-WN   WInneconne
WD-WX    WCTS/Winnefox