IN.gov - Skip Navigation

Note: This message is displayed if (1) your browser is not standards-compliant or (2) you have you disabled CSS. Read our Policies for more information.

Indiana State Library

Library > Evergreen Indiana > Circulation Tips Circulation Tips

Circulation Tip of the Week from the Evergreen Cataloging Committee 

To better utilize our ListServ, the Evergreen Indiana Circulation Committee will be posting bi-weekly Circulation Tips every Thursday. Ideas for these tips will come from questions committee members have been asked, committee meeting discussions, and circulation training.

If you have questions about circulation in Evergreen, you can always post it to the ListServ 
evergreenresources@lists.in.gov or email individual Committee members.

If you have an idea for a tip, send it to either sborger@library.in.gov or sheaton@alex.lib.in.us.

Tip #13, November 2, 2012

Evergreen 2.2 FAQ

*In the Advanced Search screen the Clear Form button is not working. The EI Helpdesk has added a Reset Form button to completely reset any of the search filters chosen on the Advanced Search page.

*Anything different with Evergreen 2.2 when sharing a List? Sharing a List is still the same concept: If you share your list, anyone with the URL can find it. If you change your mind about sharing the list, you only need to click Hide to turn the sharing off.

*Does the search filter work if the LitF fixed fields are filled? If you filter a search with the Literary Form search filter, the results will only include records coded according to the filter you chose. If nothing is coded in the LitF field, the record will not be displayed in any searches filtered by the Literary Form filter.

*Where is the call number in the email bib notification? The email notification option does not have specific holdings information in it. This is due to the fact that many different holdings with different call numbers and shelving locations are attached to one MARC record and the email notification is only designed to send the MARC information. It may be possible to provide funding for development if we wished to include specific holdings information.

*Can you mark a patron address invalid by de-selecting the Valid Address? box on the Patron Edit screen? Yes, and this data can be retrieved by running the report “List of users with invalid addresses by home library” found here: EI Templates > Customer. Note: This report will include a 0 next to those patrons whose address has been marked invalid and the report will also include those who have no address at all.

*Can a library choose to have the default view be “more details” in the OPAC?  Seeing More or Less Details by default in the search results screen has to be set across all 100 libraries. Individual libraries cannot choose to have a different default setting to show the search results. Currently, the default is to show fewer details but we may be able to change this in a future version or with further development.

*Can the OPAC results display total number of titles, rather than clicking on each title? When you click on Show More Details, the OPAC shows results for the entire consortium and your default search library. As an additional feature, number of items on hold is also shown upon clicking through to the individual search result.

Questions about the Evergreen Indiana circulation module or general circulation workflow questions can be posted to the ListServ: evergreenresources@lists.in.gov.
Previous tips can be viewed online at: http://www.in.gov/library/4414.htm
If you have an idea for a tip, send it to sheaton@alex.lib.in.us or sborger@library.in.gov.

Tip #12, October 25, 2012

Colors Associated with a Patron Account
 
You may have noticed the box of color that surrounds a customer name within their account. This is a list of the meanings behind these colors along with screenshots to help you familiarize yourself with the colors.
 
Green – All is well; there are no issues on this account.
 
Orange - Fines and/or Overdue Items on account. Please note the (Has Bills) notation under the name and (Has Overdues) in the second.
 
Purple - Fines over $10 and a Pre-collection Warning, plus Maximum Overdues. Please note the (Maximum Fines) and (Has Bills) notations under the name, as well as the Purple color of the word “Bills:” below it.
 
Turquoise – A Message has been placed on the account. Please note the notation under the name. You can see a full description about the Message by clicking on the “Messages” tab within the customer account.
 
Yellow – There is an Alert on the account. Please note the (Alert) notation under the name and the yellow highlighted alert message in the box below that. The alert color is displayed primarily, even if there are fines on the account!
 
Red - The account is Barred. Please note the (Barred) notation under the name. It is recommended that an alert message is placed on a barred account to describe the problem and the solution. The Barred Red color will supersede any other colors on the account.
 
Gray – The account is Expired. Please see the (Expired) notation under the customer name. If an account is both Expired and In-Active, the Gray color will be seen.
 
Black - The account is In-Active. Please see the (In-Active) notation under the customer name.
 
Questions about the Evergreen Indiana circulation module or general circulation workflow questions can be posted to the ListServ: evergreenresources@lists.in.gov.
Previous tips can be viewed online at: http://www.in.gov/library/4414.htm
If you have an idea for a tip, send it to sheaton@alex.lib.in.us or sborger@library.in.gov.

Tip #11, October 19, 2012

Circulation Policy FAQ

*The Evergreen Indiana Circulation Policy requires that a patron have fines under $10.00 in order to renew their card. Can a library require that all patrons, including those whose home libraries are other Evergreen libraries, pay all fines on a card before renewing their expired cards?

You may provide a local policy which requires that a patron pay all fines on a card before their card can be renewed. While this would technically be acceptable, you may want to think about how this will be enacted: You can check the record of a patron of another Evergreen Indiana library, however, you don’t have easy access to patrons of non-Evergreen Indiana libraries. How will you treat both types of patrons equally?


*What if a patron calls in to renew items or to ask other information about an account and it becomes obvious that they are not the account holder?

Per the Patron Confidentiality Policy, a patron calling the library must provide the patron barcode number. You always have the right to ask a patron to verify their driver’s license number/phone number/address if you suspect they are not the individual whose account they are calling about. Staff may only give out the number of items due and the due date. It is recommended that the circulation staff asks that the patron call to renew their own materials. Patrons are required to renew their own materials unless they have given prior authorization to another patron and have a legitimate reason (homebound, disabled, in a nursing home, etc.).

*What if a patron comes in to renew another patron's items, has the other patron's card, verifies the patron's information in the account, and has the book?  Should we allow other patrons to do this type of business on another patron's card?

The Evergreen Circulation Policy explicitly states that a card holder is solely responsible for all activity on the library account in their name unless they have signed a form which expresses that they have a legitimate reason (homebound, disabled, in a nursing home, etc.) for designating an agent to use an individual’s library card. It is recommended that library staff notify them of the policy and ask that the patron call to renew their own materials.

*What if a patron wants to pay fines on another patron's account?

You may provide a local policy with a signed form whereby permission is given to individuals other than the cardholder to have information about a person’s library account.  While this would technically be acceptable, libraries need to consider how it would be implemented and how records would be kept up-to-date.

*In the case of a minor child, the only person who can access information in the minor's account is the person who signed for the card?  What about the other parent/legal guardian?  Can libraries have two legal guardians both sign for fiscal responsibility and therefore both have access to the minor's account?

Yes, a library can create a minor card application that would permit two parental/guardian signatures.

Libraries are encouraged to consult with an attorney if there are questions.

Questions about the Evergreen Indiana circulation module or general circulation workflow questions can be posted to the ListServ: evergreenresources@lists.in.gov.

Previous tips can be viewed online at: http://www.in.gov/library/4414.htm

If you have an idea for a tip, send it to sheaton@alex.lib.in.us or sborger@library.in.gov.

Tip #10, September 31, 2012

More Q&A from Advanced Circulation Training Sessions

In cases of divorce with joint custody, can you link a child’s card to more than one parent? In other words, can you link Patron A to Patrons B and C without linking Patrons B and C together?
 
Linking accounts is a way by which to group patrons in order to have easy access to all related accounts. Blocking or barring one account does not translate to any of the other linked accounts. If you choose to link a child’s card to one or more parents, you will be linking the family all together. There is no way for a patron to be linked to more than one group.
 
Do all phone number options need to be entered in the patron account in order to get the hold notifications over the phone?
 
No, the phone number that the hold notification script uses is the phone number filled in on the Create/Edit a Hold screen. By default, the daytime phone number will appear in the phone number field on the Create/Edit a Hold screen. If the daytime phone number has not been filled in but the evening phone number has, that will appear as the default phone number instead. Regardless of the phone number that appears by default, a patron always has the option to change their contact phone number either in their My Account or in the Create/Edit a Hold screen.
 
Can you transfer a hold from a title hold to a meta hold?
 
It is not currently possible to transfer a hold from a title level hold to a meta level hold.  Current best practice for a hold transfer would be to place an additional hold at the correct level (meta, title, etc.) and then cancel the first hold that was placed on that work.

Questions about reporting in-house use.
 
For more information about using in-house use, please see Circulation Manual, Chapter 3, 3-5: http://www.in.gov/library/files/Circulation_Manual_Chapter_3_Checkout_and_Checkin.pdf


Questions about the Evergreen Indiana circulation module or general circulation workflow questions can be posted to the ListServ: evergreenresources@lists.in.gov.

Previous tips can be viewed online at: http://www.in.gov/library/4414.htm

If you have an idea for a tip, send it to sheaton@alex.lib.in.us or sborger@library.in.gov.

Tip #9, August 24, 2012

Q&A from Advanced Circulation Training Sessions

Does Evergreen automatically mark patrons "inactive" after a certain period of non-use?
Library staff members must manually mark patrons inactive however Evergreen does mark patrons expired automatically.

Marking accounts inactive vs. Deleting accounts
It is the library’s decision whether to mark a patron inactive or delete them. Either activity fulfills the annual report requirement to purge the patron database according to a set amount of time. Choose the delete option if the patron has no outstanding transactions or there is reason to believe that the patron will not return to the library. Choose the inactive option if a patron has outstanding fines, fees and/or checked out items. As per a previous email by Adam Bowling to the evergreen_support@lists.in.gov, any staff account (example: circ1, localadmin) which is no longer used should be set to inactive rather than being deleted. 

One way to identify patrons who should be deleted/marked inactive is to run the report listed below and have staff members manually delete/mark those patrons inactive.

Shared Templates > admin > EI Templates (EG-IN) > Customer (EG-IN) > Expired Patrons by Date Range OR Inactive patrons.

Cloning vs. Linking
Cloning a patron account will link much of the information in the account to the group lead account, including the address. This means that if you change the group lead account address, all account addresses cloned from that account will also change. Linking an account after all accounts have been created will not do this. Also, linking an account will not delete any of the accounts involved. It only provides a mechanism by which circulation staff can create a relationship between accounts to easily access all patrons involved.

Ability to see number of holds on an item
Chapter 7 of the Evergreen Indiana Circulation Training Manual (http://www.in.gov/library/files/Circulation_Manual_Chapter_1_Installing_Evergreen.pdf) explains how to view the holds related to a specific barcode.

Circulation support contact list
If an item is identified as damaged, lost or claims returned at the circulating library, it is very important for the staff members at the circulating library to contact the owning library because the owning library needs to take action. The circulation Support Contact list is available on the Staff Training Documents website under Circulation Module: http://www.in.gov/library/3380.htm

Circulation Tip of the Week #6: Owning vs. Circulating Library also explains how to identify Owning and Circulating library and the responsibilities of each type of library: http://www.in.gov/library/4414.htm

Tip #8, August 2, 2012

INfo Express

Evergreen Indiana libraries collaborate with one another to transit hundreds of thousands of items around the state of Indiana each year. In order to have the best transit experience and protect your materials, please review the INfo Express tips below and be sure to pass them onto your transit staff.

1) Each item sent via INfo Express must have an individual Evergreen Indiana item transit slip for verification purposes. The Evergreen Indiana transit slip can be printed from the transit dialog box that pops up after checking in an item that has been targeted to fill a hold.
a. Place the transit slip behind the front cover of the book or on the front of AV material with a rubber band to secure it.

2) All INfo Express bags must also include an official INfo Express shipping label which you can print from the website. It is a good rule of thumb to use a piece of tape to secure the Info Express shipping label in the window of the bag in order to hold the label in place during transit.
a. An Evergreen Indiana item transit slip is not an acceptable INfo Express shipping label.

3) All materials sent via INfo Express must be enclosed with an official zippered bag. You may also use a mail tub or sealed packaging materials if you have run out of official zippered bags.
a. When shipping DVDs or CDs please make sure to wrap them in bubble wrap or heavy paper to protect against damage.
b. It is good practice to group same-sized items together and secure them with a rubber band. This will help prevent bending pages and other cosmetic damage that can occur during transit.

4) The Circulating Library must inform the Owning Library if there are any issues with the Owning Library’s materials such as damage or a patron reports the item as lost (See Circulation Tip #6 Owning vs. Circulating library, http://www.in.gov/library/4414.htm).

5) Just a reminder to all current SHARE members, if staff members cannot find an item in Evergreen Indiana AND it has not been published within the last 6 months, they may place a request for it in SHARE. However, if there are holdings for the item in Evergreen, libraries MUST use Evergreen Indiana to obtain the item for their patron.

For more information, please review the INfo Express user manual here:

http://digital.statelib.lib.in.us/infoexpress/infoexpress_user_manual.pdf

Feel free to contact David Hicks with any questions: dhicks@library.IN.gov, (317) 232-3699.
Questions about the Evergreen Indiana circulation module or general circulation workflow questions can be posted to the ListServ: evergreenresources@lists.in.gov.
Previous tips can be viewed online at: http://www.in.gov/library/4414.htm
If you have an idea for a tip, send it to sheaton@alex.lib.in.us or sborger@library.in.gov.

Tip # 7 July 20, 2012

Identifying your library district

As Evergreen continues to grow, libraries will find it increasingly important to spend time pulling resources together for training circulation staff on identifying the local library district and boundaries. The question came up in a recent circulation committee meeting of how to prepare front-line staff for identifying what privileges a patron is due based on their address. Circulation managers will need to spend some time pulling these resources together and making them quickly available for staff members so that verification is fast and easy!

Here are some resources readily available for training purposes.

• Staff Client map. From Splash Screen in staff client > Go to Locate Address in Map > Type in the Address in the Search box on the bottom of the screen. NOTE: This map is based on library district boundaries produced by the Indiana Business Research Center, using data updated annually by the Indiana State Library.
• Here is another interactive map which might help to identify your library district. NOTE: This map is based on library district boundaries produced by the Indiana Business Research Center, using data updated annually by the Indiana State Library:  http://www.stats.indiana.edu/maptools/librarydistricts.asp
• Census bureau maps will help you identify down to the street number where your district ends: http://www.census.gov/geo/www/maps/DC10_GUBlkMap/dc10blk_st18.html
1. Many libraries have such maps printed out and posted on the wall somewhere for easy reference.
• You may find that using stat cats to track and report on patrons from a specific area is a useful tool: http://www.in.gov/library/files/Statisical_Categories.pdf


Questions about the Evergreen Indiana circulation module or general circulation workflow questions can be posted to the ListServ: evergreenresources@lists.in.gov.

Previous tips can be viewed online at: http://www.in.gov/library/4414.htm

If you have an idea for a tip, send it to sheaton@alex.lib.in.us or sborger@library.in.gov.

Tip #6 June 5, 2012

Because one of the goals of Evergreen Indiana is to allow patrons to borrow materials from participating libraries, there are two different (sometimes overlapping) types of lending institutions in the consortium: circulating libraries and owning libraries.

It is important to be able to identify the difference between the two types since the Evergreen Indiana Circulation Policy allows different permissions to each type of library:

Circulating libraries are the libraries where items have been checked out. Circulating libraries may:

• Receive the circulation count. 
• Collect or forgive overdue fines.

Owning libraries are the libraries that own the item. Owning libraries may:

• Mark the item lost, damaged or claims returned in the system.
• Collect or forgive lost and damaged fees.

Example

Patron A of Library A places a hold on an item from Library B.
Library B pulls the item and transits it to Library A.
Library A checks it out to Patron A.

In this situation, Library B is the owning library and Library A is the circulating library.

As is stated above, an item may only be marked lost, damaged, or claims returned by the owning library. In order to mark an item lost, damaged or claims returned, library staff must first identify who the owning and circulating library are. In the Checkin, Patron record and Item Status screens of Evergreen 2.1, go to the column picker and choose Checkout/Renew library (Circulating library) and Owning library (Owning library). The corresponding library will appear in these columns.

A library staff member at the circulating library must inform the owning library that the item has been reported as Lost, Damaged or Claims Returned through one or more of the suggestions below and the item must be transited back to the owning library:

• Consulting the circulation support contact list and calling the owning library.
• Consulting the circulation support contact list and emailing the owning library.
• Setting an item alert with the staff member’s initials and the date.
• Physical note tucked into the item’s pages with the staff member’s initials and the date along with a description of the situation.


Questions about the Evergreen Indiana circulation module or general circulation workflow questions can be posted to the ListServ: evergreenresources@lists.in.gov.

Previous tips can be viewed online at: http://www.in.gov/library/4414.htm

If you have an idea for a tip, send it to sheaton@alex.lib.in.us or sborger@library.in.gov.

Tip #5 6-21-2012

Indiana Library Bankruptcy FAQ

Background Information

Libraries may not discriminate against an individual who has filed for bankruptcy protection. An individual may apply for and receive a library card and obtain services from the library. Services may not be limited or reduced simply because the patron has filed for bankruptcy protection and/or had debts to the library discharged.

Bankruptcy courts may dismiss all or some portion of the debt owed to the library based on the nature of the debt. Fines and fees may be treated differently than amounts due for lost items.

When dealing with a patron in bankruptcy remember to keep in mind that any action on the part of the library that violates the “fresh start” policy of the Bankruptcy Code is in violation of the law.

FAQ

Library staff learned that a library patron filed for bankruptcy. May the library bar the patron from checking out materials or using our computers?

No.  A library may not discriminate against an individual simply because the individual filed for bankruptcy.

Library staff learned that a library patron filed for bankruptcy. May the library limit the patron to checking out only two items when other patrons are limited to 100 items?

No.  A library may not discriminate against an individual simply because the individual filed for bankruptcy.

Library staff learned that a library patron filed for bankruptcy. May the library put a note in the patron’s record?

Yes. Bankruptcy filings are a matter of public record and a note may be placed in the patron’s record alerting library staff that all collection actions must cease. Credit Reporting Agencies are required to delete bankruptcy records from a person’s consumer report after 7-10 years.  It is a good idea for libraries to remove notes from patron records 7-10 years after the bankruptcy as well. 

A patron exceeds the Evergreen Indiana circulation policy overdue limit of 15 items and/or $10 in fines thresholds. The library blocked the patron’s card when one or both of the thresholds were met. Library staff learned that the patron filed for bankruptcy. May the library bar or continue to block the patron from checking out materials or using our computers while the bankruptcy proceeding is pending?

Yes. A library may suspend the privileges of the patron in this case because the policy is applied equally to all patrons.  The suspension of privileges is being applied to a patron under the Evergreen Indiana Circulation Policy not because the patron filed for bankruptcy.

The library was informed that a patron filed for bankruptcy. The library was pursuing a collection claim against this patron for fines and lost items totaling $125.  What should the library do?

The library should cease all efforts to collect debt.  This includes efforts by a third party, such as Unique.

The library was informed that a patron with $30 in fines and two lost items totaling $80 listed the debt to the library on her bankruptcy proceeding.  The bankruptcy proceeding has now concluded and the court discharged the debts. May the library now start efforts to collect the $110?

No.  The debt was dismissed in bankruptcy and must be cleared from the patron’s record. In addition, the patron is allowed to have and use a library card without limitation.

Fines may or may not be handled differently than lost materials by the Court. The library should review the discharged debts to see what the Court discharged.

If the Court did not dismiss the $30 in fines, the library may pursue collection of the fines.

The library was informed that a patron with $30 in fines and fees and two lost items totaling $80 concluded her bankruptcy proceeding.  The patron did not list the $110 owed to the library on the bankruptcy filing. May the library now start efforts to collect the $110?

Yes. Debts that are not listed on a bankruptcy schedule and dismissed by the bankruptcy court are still collectible by the library.

A patron who filed for bankruptcy in 2007 informed library staff that she would not pay the $55 she owed to the library because she was again filing for bankruptcy protection and the library would not be able to collect the debt. Is this true?

It may or may not be true. Once an individual has filed for bankruptcy, she can not file again for 2-8 years depending on the nature of the bankruptcy. The library should ask for evidence of the filing and determine if the library’s $55 debt is listed on the schedule of debts.  Until the library has notice of the actual filing of the bankruptcy, the library may continue to pursue the $55 debt.

This document is for information purposes only and should not be viewed as legal advice. Libraries are encouraged to consult with an attorney if there are questions.

Questions about the Evergreen Indiana circulation module or general circulation workflow questions can be posted to the ListServ: evergreenresources@lists.in.gov.

Previous tips can be viewed online at: http://www.in.gov/library/4414.htm

If you have an idea for a tip, send it to sheaton@alex.lib.in.us or sborger@library.in.gov.

Tip #4 6-8-2012

Checking in Audio Books

When returning an audio book, a patron will sometimes forget to put all of the disks back into the case.  The missing disk may then be overlooked by the library employee when the item is checked back in.  To ensure that all of the disks are returned, some libraries put a sticker somewhere on the case indicating the number of disks inside so that the check-in library can verify the number as the item is checked in. Verifying the number of disks upon check in before transiting the item back to the owning library is a very important patron and library staff courtesy.

Another method during check-in that appears to work well is to actively verify the correct number of disks by means of an item alert which can be added by a cataloger.  When an item with an item alert is scanned, a dialog box with the number of disks will appear.  The employee will be asked to “Force” the action with No or Yes.  At this point, the employee is encouraged to open the audio case and count the disks before closing the window.

It’s also a good idea as you’re counting to make sure that the disks are in numeric order and that they are turned with the label side facing out.

To add an item alert for an audio book, the cataloger should follow these steps:

• Open the Item Status/Display tab.
• Scan the audio book barcode.
• Highlight the item just scanned.
• Under the Actions for Selected Items tab, select Edit Item Attributes.
• Under the Miscellaneous column, select Alert Message.
• When the Alert Message box opens, enter the number of disks (e.g. 8 CDs).
• Click Apply.
• In the lower right corner of the screen, click the Modify Copies button.  (If the Modify Copies button is not pressed, your changes will not be saved.)
• To test your changes, open the Check In tab under Circulation and scan the audio book barcode.  The alert message window should open.
Questions about the Evergreen Indiana circulation module or general circulation workflow questions can be posted to the ListServ: evergreenresources@lists.in.gov.
Previous tips can be viewed online at: http://www.in.gov/library/4414.htm
If you have an idea for a tip, send it to sheaton@alex.lib.in.us or sborger@library.in.gov.

Tip #3 9-1-2011

Circulating using offline mode is an important and powerful feature available in Evergreen Indiana.

1) It will become obvious that something is wrong when the staff client behaves differently than normal. Example: You aren’t able to open a new tab. If you close out of the staff client at this point and then attempt to log back in, you will receive network errors.
2) Make sure to check the Evergreen Support listserv for emails on the status of Evergreen Indiana.
a. If you do not see an email message from the Helpdesk on the Evergreen Support listserv, contact the Evergreen Indiana Coordinator instead of putting in a Helpdesk ticket or writing an email to the listserv.
3) If you do see an email message from the Helpdesk which indicates that the system will be unavailable for online use for an extended period of time, you have options for circulating items:
a. Use Evergreen Indiana Offline Mode
i. Training document: http://www.in.gov/library/files/evergreen_indiana-offline0809__4_.pdf
ii. Uploading offline transactions (Flash): http://www.in.gov/library/3550.htm
b. Check-out on paper
i. Scan the item barcode and patron barcode into a word document and record the time and date an item was checked out.
ii. Manually add this information when the system is available.
4) Put in a Helpdesk ticket if your offline transactions show errors upon upload.

Questions about the Evergreen Indiana circulation module or general circulation workflow questions can be posted to the ListServ: evergreenresources@lists.in.gov.

Previous tips can be viewed online at: http://www.in.gov/library/4414.htm

If you have an idea for a tip, send it to sheaton@alex.lib.in.us or sborger@library.in.gov.

Tip #2 8-19-2011

Adding a Billing to a Patron’s Record

As everyone knows, not all charges are automatically added to a patron’s account, such as fees for sending overdue notices, a lost library card, or a returned check.  This feature is easy to use and does not take much time.

To bill a patron for an overdue notice, follow these steps:

1) Open the patron’s account.
2) Click on the Bills tab.
3) Immediately below Total Owed and Total Checked is the Bill Patron button.
4) Click on the Bill Patron button and the Bill Patron Wizard will appear.
5) The Transaction Type will always be Grocery. 
6) Click on the drop down arrow on Billing Type and select Fee for notice.  (If the billing type you need is not among the selections, pick Miscellaneous, and then write a detailed description of the transaction for which you are billing the patron in the Note field.)  Always select the Billing Type before entering the dollar amount in the Amount field.
7) In the Amount field, enter the amount that your library charges for sending an overdue notice.  Do not use the dollar sign (e.g. .50 or 1.00).  Once you have entered the amount, tab down to the Note field and write a description of the transaction, in this case the fee for a notice, followed by the date, your initials, and the initials of your library:

14 day notice sent 2011-08-10.  rsh ampla

8) When you have completed your message in the Note field, review the entire bill to be sure it is correct, and then click the Submit this Bill button.  The dollar amount that you entered will be added to the patron’s total.
9) On the Bills tab next to the Bill Patron button is the History button.  If you press it, a screen will appear that gives the patron’s billing history.  It includes the balance owed, total paid, date paid, title of item for which the patron was charged, the owning library, etc.  This is an excellent reference if there is ever a question concerning the amount a patron has paid in the past, the items that were paid for, the due date and checkin date, etc.
10) Patrons can pay this bill at the library who creates the billing. The staff member will need to highlight the billing, click on Actions for Selected Transactions, Full Details. The staff member should make sure that the library at which the patron would like to pay the bill is listed at the top of the Summary screen.

Questions about the Evergreen Indiana circulation module or general circulation workflow questions can be posted to the ListServ: evergreenresources@lists.in.gov.

Previous tips can be viewed online at: http://www.in.gov/library/4414.htm

If you have an idea for a tip, send it to sheaton@alex.lib.in.us or sborger@library.in.gov.

Tip #1 8-5-2011

Check-in

When checking in materials, it is VERY IMPORTANT to watch the screen as each barcode is scanned to be sure the scan is registering and to be aware of on-screen messages and directions.

Messages directing the operator to send items to another location or library, or directions for items on hold are visually displayed on the screen at check-in, and audible alerts will assist the operator in noticing important messages.

Please do the following if your staff find that items are being reshelved without actually being checked-in:

1) Slow down and double check the items recently scanned.
2) Open the Check-In tab AND the Item Status tab during a check-in session.
3) When you finish the check-in session, scan the items into the Item Status screen and make sure their status is checked-in.
4) Disable your barcode scanner beep. When the hardware (barcode scanner) beeps, it simply is an indication that the hardware read the barcode. It does not indicate that the software has also read the barcode. Disabling the beep forces staff to look at the Check-in screen to make sure that the software is reading the barcode.
5) If you think you have uncovered a potential bug, please make sure to get a screenshot of both the Check-in screen and the Item Status screen in addition to item and patron barcode numbers and submit your information to the helpdesk. Always gather as much information as possible when you put in a helpdesk ticket.

Please see Page 9 of the Evergreen Indiana Circulation Procedures for more information:
http://www.in.gov/library/files/Evergreen_Indiana_Circulation_Procedures_20110426.pdf

Questions about the Evergreen Indiana circulation module or general circulation workflow questions can be posted to the ListServ: evergreenresources@lists.in.gov.

Previous tips can be viewed online at: http://www.in.gov/library/4414.htm

If you have an idea for a tip, send it to sheaton@alex.lib.in.us or sborger@library.in.gov.

2011 Circulation Weekly Tips Index