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Textbook Tracker Manual in PDF Format

1. Don t worry about filling in every field in the Local preference windows especially if you ve already filled in most of the pertinent static information in the Data Station s Default Local preferences Just supply information to the fields where you would like to elicit individual change Textbook Tracker Client Workstations will automatically download any missing Local information from the Data Station s pre defined Default Local preferences Unless they re the Data Station s own Local preferences Local preferences are not configured or stored on the Data Station All Local preferences will be stored on the individual client machine and will not update any other client workstation connected to your Textbook Tracker Data Station 56 Textbook Tracker User s Manual E Administration Preferences Q T S BE s Global Administration Preferences There are no Local or Default Local Administration preferences available Administration Tab Use this preference to assign users their appropriate access level A user s access level determines what Textbook Tracker operations the user is allowed to perform Many access levels from District Administrator to Student Aide are available District Administrator is the least restrictive and allows unlimited access to Textbook Tracker preferences and settings Self Service Checkout Bookdrop is the most restrictive access level only allowing users to check items in and out
2. __Utilities Verify All Hy Verify Utilities Operation Menu Verify All Verifies all data files including patrons items and circulation with one command 316 Textbook Tracker User s Manual Al 900k Tracker New Document Open Close Window Close All Save Save As Text Save As Save as Attachment Revert Import Export Utilities Page Setup Print Log Out Restart Data Import TE BEBA There are times when you ll want to add information into Textbook Tracker from other sources such as MARC records from a book purchase or patron information from a central database The process of adding information into Textbook Tracker from other sources is called importing Textbook Tracker supports importing of patron and item information Data Import Dialog There are two ways of importing patron or item data into Textbook Tracker The first is to select Import from the File menu The second way is to drag the import file onto the Circulation window When importing patrons or items you ll see the following window appeat WI Data Import amp El Ed AAAAAAANAAAAAG _ Import Data tt The window above is shown for special format tab delimited MARC and MicroLIF imports The following pages show you how to set your import preferences Textbook Tracker User s Manual 317 Data Import Global Settings Global Settings These are your Global Settings Item Settings Patr
3. 274 Textbook Tracker User s Manual If the utility status window is hidden behind other windows select it from the Windows menu to bring it to the forefront When the utility is complete the status window automatically closes and a utility complete entry is placed in the Circulation Log Many utility functions create entries in the log so you can view which records have been modified WARNING Before you use any Utility you need to Archive your data Thus if you dis cover that you ve performed an operation that has damaged your data you can recover from a previous archive Title Utility Types v Titles Copies Patrons Circulation Check for Updates Database Catalog Utilities Verify Utilities vi Verify Replace Information Modify Call Numbers Remove Title Remove Copy Remove Archived Copies Remove Lost Copies Remove Discarded Copies Remove Copy Transactions Match Title Call Numbers Match Title Policies Title Utilities Title Utility Types Item utilities are used to modify groups of items in your collection These utilities let you easily and quickly add modify and remove information for large groups of items For example you can remove groups of items replace copy locations for groups of items and change call number prefixes for a group of items To make changes to a group of items that group must have something in common for Textbook Tracker to select For example you can chang
4. Click Back to make any changes before continuing Click Cancel to exit Setup Cancel Step 7 During installation a window similar to the one below shows the installer s progress To cancel installation click the Cancel button Copying file CA Program Files Textbook Tracker Demo Folder extbook Tracker EXE This installation was created with Installer VISE from Mindvision Software http Aars mindvision com 24 Textbook Tracker User s Manual Installing Textbook Tracker for Windows Installing Textbook Tracker Step 8 When the installation is complete a confirmation window appears Click Close Finished Setup is complete and Textbook Tracker Demo is now installed Click Close to end the Setup Back Cancel Step 9 Eject the CD ROM and store it in a safe place for future use Step 10 A Textbook Tracker folder is now installed Below is an example of the folder that appears when you install a site license r Textbook Tracker v3 Folder File Edit View Favorites Tools Help pack hi a DO search 1 Folders 4 Address Mame gt Size Type Other Places Bulletin Board Items File Folder IG Program Files Data File Folder My Documents Link Menu File Folder Lo File Folder G Shared Documents log z Resources File Folder 3 My Computer Textbook Tracker 10 833 KB Application a My Network Places i uninstal 7EB Text Document T workstation Prefs LEB Config
5. Copy Institution This report lists all copy institutions between a specified range Copy Last Used Date This option selects copies which have been used over the specified date range Copy Location This report includes copies classified with the location you specify Copy Policy This report includes copies within the policy code range you specify Copy Sequence This report includes copies with sequence numbers within your specified range Copies are assigned a sequence number in the order that they are entered into the system Copy Status This allows you to limit the report to copies that are unavailable lost discarded checked out or on in stock hold Copy Sublocation This report includes copies classified within the sublocation you specify Copy Vendor This report includes the copy vendor pulled from the Vendor field located on the Copy Inventory tab of the Copy Information window page 166 Funding Source This report includes copies with the funding source you specify Inventory Date This report includes copies inventoried during the date range you specify No Last Used Date This report selects copies that have never circulated Not Inventoried Date This report can be used to find items that were not marked as inventoried in a particular date range This makes selecting items to be marked as Lost from inventory much easier Title This report selects copies alphabetically by title Articles s
6. Step 4 Choose the order by which you want this report sorted using the Sort By drop down menu Step 5 Use the Select By drop down menu to select what item record information to include in this report Step 6 Click on the Print button to prepare the report The following sections describe each of Textbook Tracker s copy Report Names Formats Sort By and Select By options Textbook Tracker User s Manual 243 Textbook Copies Reports Copy List vw Copy List Copy List Inventory Barcode Labels Barcode Labels with Call Numbers These reports are used to display copy specific information Copy Status Details Status 6060 Reports Textbook Copies v Copy List Inventory Barcode Labels Barcode Labels with Call Numbers Copy Status Details Status v 1Line Copy List Report Formats Simple with Barcodes with Summary I Line A simple report with one line of information for each selected copy LEES The report includes each copy s call number title copy number barcode number life to date use and date of last use Copy List Summary Simple with Barcodes A two column report that includes each copy s title and call number in the first column and author and barcode number in the second with Summary A simple report that includes each copy s call number title copy number and barcode number Under each title this report also shows the item summary Detailed A detailed report that includes
7. Textbook Tracker User s Manual 203 Textbook Tracker Web Textbook Tracker WEB sample window Textbook Tracker WEB sample window Here is a sample window from the Textbook Tracker WEB interface a File sack x E A po Search SIP Favorites P media A Textbook Tracker Edit View Favorites Tools Help Patron Details Lonnie Ann Amstead 1085 ho Loaned tems Library Card Expires on Jun 11 2003 Homeroom CLARK Fl 12 2nd Location School Grade Fine Balance 0 00 Checkout Count 0 Hold Count 0 In Stock Hold Count 0 Contact Hotes Mr Todd MM Arnold 264 5000 Jun 11 2002 1239 pm Patron Info Fine Payments Overdue Count 0 Reservation Count 0 Last Use Date Jani 1904 Copyright 2002 All rights reserved 204 Textbook Tracker User s Manual e Internet ook Tracker rb Reports Special Reports Patron Reports Textbook Titles Textbook Copies Circulation Reports Usage Statistics Introduction to Reports Textbook Tracker provides a simple to use interface to generate hundreds of reports for nearly all the data saved within the program This chapter provides an overview of the report preparation process and instructions on how to create and use Quick Reports For information on a specific report type please refer to the corresponding report chapter How to Create a Report To generate a customized report in Textbook Tracker
8. me NOTE Textbook Tracker Web is an optional feature of Textbook Tracker You must have purchased a separate license to get full use from this feature Web Tab If you have licensed Textbook Tracker Web all of these preference options will become available to help customize your school institution s web interface Undo Typing 387 Oo Preferences Cant Redo 37 H Cut X Copy C Paste EAN Clear Select All HA Speak Text Find JEF Find Again Paste From File Preferences 3 Port ID usually 80 Sets the port number used for web interface this is usually 80 Default is 80 For more information on how to use Web features please see the Textbook Tracker Web chapter which begins on page 203 Textbook Tracker User s Manual 121 Web Preferences Global Web Preferences 122 Textbook Tracker User s Manual Word Preferences Local Word Processor Preferences There are no available Global Word Processor preferences N book Tracker Word Processor Tab This preference window is used to set defaults when a new word processor document is opened SKORS Preferences Undo Typing 2 Cant Redo 7 Cut SEX Copy C Paste EV Clear Select All EA Speak Text Geneva Find JEF Find Again Paste From File Preferences a6 Word Processor Defaults Default Font Selects the default font selection Default is Geneva Default Size Selects the default font
9. Replace Information Modify Call Numbers Verify Remove Title Replace Information Remove Copy Modify Call Numbers Remove Archived Copies Remove Title Remove Lost Copies Remove Discarded Copies Remove Copy Remove Copy Transactions Remove Archived Copies Match Title Call Numbers Remove Lost Copies oe EE Remove Discarded Copies Remove Copy Transactions Match Title Call Numbers Match Title Policies gt All er a Match Title Call Numbers Select By Options The Match Title Call Numbers Select By options are the same as the Titles Reports Select By options for a complete listing please see Textbook Title Reports Select By Options on page 242 284 Textbook Tracker User s Manual Titles Match Title Policies Title Utilities v Titles Copies Patrons Circulation Check for Updates Database Catalog Utilities Verify Utilities v Verify Replace Information Modify Call Numbers Remove Title Remove Copy Remove Archived Copies Remove Lost Copies Remove Discarded Copies Remove Copy Transactions Match Title Call Numbers Match Title Policies Titles Match Title Policies This utility is meant to make title information match copy information instead of allow ing the title to be completely different than all of its copies If the title policy doesn t match any of its copy s policies then this utility will change the title s policy to match the fi
10. Welcome to the Textbook Tracker Setup program This program will install Textbook Tracker on your computer It is strongly recommended that you exit all Windows programs before running this Setup program Click Cancel to quit Setup and then close any programs you have running Click Mest to continue with the Setup program WARNING This program i protected by copyright law and international treaties Unauthorized reproduction or distribution of this program or any portion of it may result in severe civil and criminal penalties and will be prosecuted to the maximum extent possible under law lt Back Cancel 22 Textbook Tracker User s Manual Installing Textbook Tracker for Windows Installing Textbook Tracker Step 4 The COMPanion Corporation Electronic End User License Agreement appears Read the license carefully and click the Yes button if you accept the terms of the license If you do not accept the terms of the license click the No button Software License Agreement Step 5 Please read the following License Agreement Press the PAGE DOWN key to see the rest of the agreement COMP anion Corporation Electronic End User License Agreement NOTICE TO USER THIS IS A CONTRACT BY INSTALLING THIS SOFTWARE YOU ACCEPT ALL THE TERMS AND CONDITIONS OF THIS AGREEMENT Unauthorized use of this software or related materials can result in civil damages and criminal penalties This COMPanion Corporation COMP a
11. verd v Last Name First Name Student 55N Barcode Select By Homeroom Name _All Patrons l 2nd Location Name Grade Name Policy Name Step5 Use the Select By drop down menus to select which records are to be included in the report You can make up to seven selections using AND OR and AND NOT Boolean logic for your report You are limited to seven selection ranges and may need a large monitor to accommodate them as the window grows with every choice In addition the order the selections are processed is from the top down and will affect the results if you are using both And and Or operators at the same time When you choose values in the selection drop down menus other fields may appear and prompt you for required information e g if you select 1 Since Textbook Tracker allows you to customize the terms for Patrons and Items the term names you use may not be reflected in this manual For purposes of illustration the sample we ve used in this manual is a school and thus Community ID Student Location Homeroom Level Grade and so forth 206 Textbook Tracker User s Manual How to Create a Report Introduction to Reports Activity in the Select By drop down menu Date Range fields will appear allowing you to enter a starting and ending date value v All Patrons 2nd Location Activity If you enter only a Starting With selection Textbook Tracker will select all Barcode List records where the Gr
12. 176 Textbook Tracker User s Manual Temporary Items Circulation Temporary Items You can use Textbook Tracker s temporary item checkout function to keep track of items in your school institution that are borrowed but you don t want entered as part of your permanent inventory For example you may want to keep track of when newspapers brochures magazines and other items are borrowed and returned but not inventory them because of their limited shelf life A temporary item is logged at check out and check in the same as any other item Temporary items may be renewed and have fines charged against them However once the item is checked in the transaction record and temporary item information is removed from Textbook Tracker without a trace While they are checked out temporary items show on loaned items reports overdue lists fine lists and lost item lists Because they are not inventoried they do not show on inventory reports or shelf list reports A temporary item cannot be searched using the catalog If these items circulate frequently it may be better to catalog them in Item Management otherwise they will need to be re entered each time they circulate Setting Up Temporary Check Out Items See Circulation Preferences on page 73 for information on setting up default temporary barcodes Checking Out Using Temporary Items There are a number of ways to check out temporary items You can prepare several temp
13. Access to all system functions and reports except Preferences Import and Utilities Administrator Aide Access to standard circulation commands and the authority to allow restricted actions For example if a patron has been issued too many textbooks a warning message will appear during the next attempt to loan an item to the patron With this access level the administrator aide can override the message and allow the patron to be issued another textbook Student Aide Access to standard circulation commands but no authority to allow restricted actions See the above description of Administrator Aide access for information about restricted actions Self Service Checkout This access level will only allow users to check out items using the Data Station or Client Workstations Self Service Bookdrop This access level will only allow users to check in items using the Data Station or Client Workstations Textbook Tracker User s Manual 61 Administration Preferences A NOTE Only the District Administrator can add custom or edit existing security levels v District Administrator Institution Administrator Administrator Institution Staff Administrative Aide Student Aide Self Service Check Out Self Service Bookdrop Adding Editing and Removing Custom Security Levels Users with the appropriate authority can add or edit any of Textbook Tracker s security levels with the exception of the District Admi
14. Address 2 Salt Lake City USA Personal Info I Notes Attachments ee istory Show History Patron Sample 1088 O neidnamnreenaenieusa iain AE eenen opi Soa Sara SE Sr Lifetime Over dues eccceececeeeeeeseees Fending Holds ererrerrerrerrerrerrerrerne ReservatonsstaqsvasqatEsaUenst In Stock HODE hi eske FESTE nissene JE Last se May 5 2004 TE HETS KETEKETSKETS pO Last Validation eee May T 2004 ER Next Validation Due May 7 2004 Accession Date May 5 2004 Current Previous Policy STP ASTD Usage Keep Patron History When this box is checked Textbook Tracker keeps a history of this patron s transactions You can view the transaction history data by using the Show History menu selection in the Patrons menu or the Show History button that appears show above to the left of this checkbox when this option is checked activated Textbook Tracker User s Manual 137 Patron Management First Previous Next Last Browse Find Lock Record New Patron Duplicate Remove Patron Paste Patron Picture Remove Patron Picture Show Details Show History Patron Information Fields Attachments Ctrl Shift Ctrl Ctrl Ctrl Shift Ctrl B Ctrl F Patrons LastName Barcode 1088 Standard Patron E active E Unknown fe Sample 1831 Fort Union Blvd Address 2 salt Lake City USA Ctrl U Ctrl N Ctrl D Ctrl R Ctrl
15. Change copy institution ch_b optional location Change copy location ch_c optional sublocation Change copy sublocation np location required Set change patron location mode v classification required Set classification mode up Set change patron policy mode ui Set change item policy mode ur Set restore policy mode item or paron X Clear current mode sets mode to check in out mode System Patrons Lost Item Patron 2 Discarded Patron 3 For School Use Patron 4 On Repair Patron 5 On Order Patron 6 Archived Patron 8 Unknown Status Patron 354 Textbook Tracker User s Manual F l f F book Tracker Te Glossary ASCll American Standard Code for Information Interchange a universal encoding system for text characters Attachments Electronic files or documents that appear on the patron or item record where they are attached These attachments can be accessed from patron or item Details Archive Backup Archives are scheduled automatic backup copies of your data Archiving does not eliminate the need to do daily backups Remember the difference between a backup and an archive is that the backup is done to something Zip Jaz CD RW digi tape that can be stored off site while archiving makes a duplicate file on the same computer An archive file will not be very helpful for restoring your
16. If you do not specify a Circulation Group code from the Circulation Groups window clicking OK will automatically select the first code in the window based alphabetically Default Circulation Group code is MAIN eo Circulation Groups lIl Circulation Group MAIN Main Circulation Group SECON Secondary Circulation Group Cancel OK Apply Circulation Group Command CG Apply Circulation Group Use the CG command to check items out to patrons under a designated Circulation Group code The CG mode requires that you have a Current Patron and Item A small white box with the words Group Circulation Group Code will appear below the Circulation window s current mode indicator and command line The only way to clear this particular mode is to re enter CG into the command line and press enter Change Circulation Group Command CN Change Circulation Group Use the CN command to apply Circulation Groups to items that have already been checked out Entering CN in the command line puts Textbook Tracker into the Change Circulation Group mode Enter the barcode number of the item whose Circulation Group you would like to change The item will be immediately updated with the new Circulation Group code Entering a patron barcode number to switching to another mode will terminate the Change Circulation Group mode You may also terminate this mod using the xX or the commands 188 Te
17. Special Reports These reports are special because they don t seem to fit into any other categories They are used for displaying and printing barcode labels calendars and information about your policies ook Tracker ite Preparing Special Reports 000 Reports Special siti danii Patron Policies F Policy Name B Reports Special Reports All Policies Patron Reports Textbook Titles Textbook Copies Circulation Reports Usage Statistics Step 1 Choose Special Reports from the Reports drop down menu Step 2 Choose the type of report you want from the Report Name drop down menu Step 3 Choose how you want your report Format displayed Step 4 Select the Sort By option for your report Step 5 Use the Select By drop down menu to set options for the report Step 6 Click the Print button to prepare the report Step 7 Make any changes to the formatting Step 8 Choose Print from the File menu Textbook Tracker User s Manual 211 Special Reports Policy List v Policy List Policy List Calendar Use this report to document all the policies you ve created Calendar Notes Manual Check Out Sheet E Command Barcodes 8 Reports Special Code Barcodes Preferences Report Custom Barcode Labels Authority Reports System Analysis v Policy List Patron Policies Policy Name Calendar Calendar Notes Manual Check Out Sheet Command Barcodes Code Barcodes Preferences
18. Textbook Tracker User s Manual Installing Textbook Tracker for Macintosh OSX Installing Textbook Tracker Step 10 Locate the Textbook Tracker folder newly installed to your hard drive If it pleases you you may now move the Textbook Tracker folder to an alternate location on your hard drive Inside the folder double click the Textbook Tracker icon to start the program WARNING If you have PPP installed but not running the Textbook Tracker Data Sta tion may try to connect through PPP If the connection window appears click Stop to keep the Data Station from connecting through PPP Step 11 When you start Textbook Tracker the following window appears If you have not yet registered Textbook Tracker a registration window appears described in Step 12 Otherwise the Circulation window appears a of ihr Fifteenth Crater Y action lack of fimul A the Prince of fhe fatter broke within a few mam Textbook TrackerE Data Station 3 0 Copyright 2002 Schjelderup Ltd Starting Database Quit Step 12 The first time you start the Data Station the following registration window appears Enter your institution school Name Product Codes Serial Number and Validation Code from your registration letter and click OK Language Please enter your registration information in the spaces provided This information is printed on the registration letter you received with your product Press the TAB key to move between fields
19. Unlock Record New Title Remove Title Add Copy Remove Copy Duplicate Title Duplicate Copy D Transfer Copies From Show Details lt gt 36 D Show Title Editor DT Show Author Editor OA a Use the up and down arrow keys on your keyboard to move the selection bar through the list To display a new page of items click on the More buttons on the top right of the window or use the up and down arrow keys at the ends of the list To position the browser at another item enter text that approximates the item or copy you would like to view in the empty field to the left of the Go button and then click Go To select an item from the list either double click on the item or highlight select the item and click Select or press lt enter gt or lt return gt on your keyboard When you select a record from the Browse window the selected record is displayed To exit the Browse window without changing the current record use the OS specific close box or click the Cancel button The records displayed in the Browse window are sorted by the value selected from the Browse By drop down menu at the top of the Item window To change the order in which the items are displayed choose a different value from the Browse By drop down menu 142 Textbook Tracker User s Manual Using the Items Menu Items First Previous Next Last Browse First Copy Previous Copy Next Copy Last Copy Browse Copies Find Unlock Re
20. User s Manual For Macintosh and Windows Textbook Tracker v3 03 Copyright Notice Copyright 2004 2005 Evelyn Manufacturing Inc All Rights Reserved Select Z39 50 Libraries Copyright 1995 2005 Index Data Distributed under exclusive license by Evelyn Manufacturing Under the copyright laws this manual or the software may not be copied in whole or in part without written consent of Evelyn Manufacturing except in the normal use of the software and as described in the Software License Agreement The same proprietary and copyright notices must be affixed to any permitted copies as were affixed to the original The software described in this book is furnished under a licensed agreement and may be used only in accordance with the terms of that agreement NOTE Unauthorized use of this software or related materials can result in civil damages and criminal penalties Printed April 14th 2005 Textbook Tracker v3 02 Printed in the United States of America by COMPanion Corporation 1831 Fort Union Boulevard Salt Lake City Utah 84121 3041 USA 801 943 7277 voice worldwide 800 347 6439 voice Sales US amp Canada 800 347 4942 voice Tech Support US amp Canada Tech Support worldwide support companioncorp com 801 943 7752 FAX worldwide Sales info goalexandria com Web http www goalexandria com To subscribe to the free Alexandria Discussion Group send an Email to requests lists companioncorp com and
21. n ranrnanunnnuvnnunnnnnnnnvnnnvnnnvnnnevnnue 101 Patrons TaD o v 101 Items TaD cece cc ccccccccccccecccceccaceccccaccceaceceauaueceateneaseneasess 104 Circulation Tab c ccccececececececececececececececececeauaeaeavacavass 107 SIF Preferences nnnnnnnnnnunununnnnnnnnnvnvnvnvnnnvavavnvavavaver 111 Connection Tab cccccccccccccceccccccacececececececececsceuececeness 113 Message MONT Nr 115 MEST 117 Sound PreferenCes ass nnnnunnnnnnnununununnnnnnavavnvavavaven 119 Sounds Tab cccccecececececececececececucececececeueauacacauaeauaeaeass 119 Web Preferences arnnnnnnnnnannnannnnnnnunnnnnnannnnnnnnavavene 121 Web Tab ccccccccccccccccccececcccacececcceauccececeeacsceteaeauansssneass 121 iv Textbook Tracker User s Manual Word Preferences annannnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnvnnnnne 123 Wale ce Hl aa fo i clo Nr 123 Patron Management nmnnnennnnnnunnnnnnnnnnnnnnnnnnennnnnnunnn 125 EVENNESS ONS NE cps E 127 Modifying Patron Information rerannrnnnnnrnnrnnnnennnrevnnrennne 128 Paste Patron Picture cccceececeeeeceeeeceeeceeeeseuseneeeenaees 130 Special PAWONG scccecmenqascncsca cececeececoncasesseaseerecuenedvancsarssavess 131 Patron Information Fields aa castes eee cence secere se ceseneeae cece 132 Item Management rannnnnnnnnnnnnnnnennnnnnnnnnennnnnnvnnnennne 139 BEVIN Gl WX CONS EE ENE ee 141 Changing Item Information oxcsscccncejeucssasceninta
22. nextyear or ny Entering these commands into a date field is the same as entering today s date but next year For example if today s date is April 7th 2010 then entering std or today is the same as entering 4 7 2011 Also you are allowed to add or subtract a number of days from each adaptive date selection For example td 5 will take today s date and subtract five days Further Stm 20 will take tomorrow s date and add twenty days 208 Textbook Tracker User s Manual Quick Reports Reports Special Reports Patron Reports Textbook Titles Textbook Copies Circulation Reports Usage Statistics A NOTE You can not change the name of a Quick Report although you can remove the one with the bad name and create another Introduction to Reports Quick Reports Creating Quick Reports Textbook Tracker includes the Quick Report ability making it very easy to save the most frequently used reports Please note that Quick Reports only save the specifications that were used to create the report and do not save the results of a generated report However since all reports are standard word processing documents you can save the actual report like any other virtual word processor document Use the following steps to create a Quick Report Step 1 Select a report from the Reports menu Step 2 Select all the options you want for this saved report template EY Reports Patrons Patron Li
23. 1900 If you leave the Ending Date blank Textbook Database Tracker uses January 1 2050 Thus if you leave both dates blank all discarded Catalog Utilities q Verify Utilities copies are removed The title will also be removed if the Remove titles without copies checkbox is marked v Verify 3 and there are no remaining copies for that title Replace Information Modify Call Numbers Remove Title Remove Copy Verify Replace Information Modify Call Numbers Remove Title Remove Copy Remove Archived Copies Remove Lost Copies v Remove Discarded Copies Remove Copy Transactions Match Title Call Numbers Match Title Policies Remove Archived Copies Remove Lost Copies Remove Discarded Copies Remove Copy Transactions Match Title Call Numbers Match Title Policies Titles All Titles Remove Discarded Copies Select By Options The Remove Discarded Copies Select By options are the same as the Titles Reports Select By options for a complete listing please see Textbook Title Reports Select By Options on page 242 282 Textbook Tracker User s Manual Titles Remove Copy Transactions Title Utilities er Titles Remove Copy Transactions Copies Patrons This utility removes all the selected for specified copy transactions Circulation Check for Updates Database Catalog Utilities Verify Utilities vi Verify Replace Information Modify Call Numbers Remove Title Re
24. 512 MB RAM suggested 256 minimum Minimum resolution 1024x768 256 colors Textbook Tracker A fixed TCP IP address is required Central Administrator single user systems do not require networking Textbook Tracker WEB Textbook Tracker WEB requires a Web browser for remote access and TCP IP active on the Data Station Use the Data Station s TCP IP address in your web browser to search your collection Textbook Tracker User s Manual 15 Installing Textbook Tracker Textbook Tracker Communication Systems Textbook Tracker Communication Systems Textbook Tracker uses TCP IP see Communication Protocols on page 2 to communicate between the Data Station and its clients WARNING If you use clients the Textbook Tracker Data Station must have a fixed address The address for the Textbook Tracker Data Station cannot be dynamically allocated and must be static If you have questions during installation contact COMPanion s Technical Support services at 800 347 4942 or 801 943 7277 by fax at 801 943 7752 by toll free fax at 888 515 3883 or by email via support companioncorp com If you have a full time internet connection you can send email directly to COMPanion from Textbook Tracker if you have a personalized return email address see School Information Address on page 95 To email Technical Support choose Tech Support under the Apple Menu on Macintosh or under the Help menu on Windows 16 Text
25. Any changes that are made to the Global Default Local preferences from a remote client e g via a Client Workstation will be saved and stored on the main Textbook Tracker Data Station Textbook Tracker User s Manual 55 Introduction to Preferences Global vs Local Preferences Global Textbook Tracker s Global preferences are configured and stored on the Textbook Tracker Data Station However users may also configure Global preferences remotely using a Textbook Tracker Client Workstation that has been accessed by someone with administrator privileges v Global The Global preferences on the Data Station will be the same Global preferences for every single Client Workstation that s connected to your Data Station Hence any changes you make to your Data Station s Global preferences will automatically and instantly change the Global preferences for every client within your Textbook Tracker system network For example the Circulation preference s temporary barcode range will be exactly the same on all the computers throughout your district Default Local When you install a new Textbook Tracker Client Workstation they will automatically import the Default Local preferences from the Data Local v Default Local fo bal Station However these preferences can later be overridden on a machine by Eee machine basis This is accomplished by adjusting the Local preferences described below of an individual works
26. By providing a Starting and Ending Barcode in this window your Mode will only process barcodes between the ranges you provided If you enter only a Starting With selection Textbook Tracker will select all records that begin with the barcode information you provided If you only enter an Ending With value Textbook Tracker will select all barcodes before and up to the selected barcode 200 Textbook Tracker User s Manual Change Item Policies Circulation Change Item Policies Command UI new policy code Change Item Policies Use this command to quickly change policy codes for a number of copies For example suppose you want to mark a number of copies for overnight check out exclusively during the next two weeks You can quickly create a policy for overnight check out and then use this command to change the policy for those copies Textbook Tracker saves the old policy so you can restore it later using the Restore Previous Policy command Therefore in the above example at the end of the two weeks you can restore the original policy Change Patron Policies Command UP new policy code Change Patron Policies Use this command to quickly change the policy codes for a number of patrons This command works for patron policies exactly like the UI command explained above works for copy policies Restore Previous Policy Command UR Restore Previous Policy Use this command to quickly change patrons or copies back to th
27. Default is 5 Total fines alert value The total amount of fines that a patron can accrue before an alert window will appear during checkout Default is 25 00 Fines limited by item cost When checked fines for a particular item can not exceed it s total purchase cost Default is checked Apply period due dates Set up a Period Due date in the Calendars Preference window by clicking twice on an empty calendar day Period Due dates are fixed due dates that require items to be returned to the school regardless of the loan period or any other circumstances You may have as many Period Due dates as you require for your school institution Default is checked Charge fines while the school is closed If checked item fines will continue to accrue even on school institution closed dates e g weekends and holidays Default is unchecked Policy Notes Enter any general information or reminders for your set of combined policies ltem Use this drop down menu to modify circulation policies for this particular item type Users need only modify settings that are exceptions to the normal item policy settings Number of days these items can be loaned This field lets you specify the number of days under this policy that items can be loaned Enter the number of days items of this policy can be loaned For example to set a loan period of three weeks enter 21 Default is 14 days For items that you do not want checked out set the l
28. Default is to enable all licensed services There are some services you may want to take special note of Disable Textbook Tracker Web Access This will disable enable Textbook Tracker s Web services 66 Textbook Tracker User s Manual Archive Preferences Global Archive Preferences There are no available Local or Default Local Archive preferences ook Tracker Archive Tab The Archive window allows you to schedule automatic backup copies of your valuable Textbook Tracker data The default settings are Mon Tue Wed Thu amp Fri at 11PM at 47 minutes after the hour This default keeps three backups inside the Archive folder which is located in your Textbook Tracker shared system support folder Clicking on the Open Support Folder button will open the application support directory where all your Textbook Tracker data is stored v Administration 00808 Preferences Archive Calendars Circulation Display Settings Item Management School Information Patron Management Policies SIF Sounds Web Word Processor Applications COMPanion TT 3 02b14 Archive Open support folder When it s time for an archive all information in the Data folder is copied to a subdirectory in the Archive folder During archiving all school or institution services on the Data Station are disabled Although you can disable the automatic archiving function this is not recommended Your most recent archives comb
29. INDEX A Adding New Patrons 129 Adding New Titles or Copies 144 Adding Records 48 Adding Users 58 60 Adjust Item Holds 173 Adjusting or Removing Item Holds 194 Alert Note 136 167 Alex Web Preferences 121 Alexandria Import Export Format 324 Alexandria Updates 312 Archived Items 179 Attachments Patron 138 Title 163 Author 153 Authority Reports 221 B Barcode 164 Barcode Labels 229 246 Billing Details Report 258 Bookdrop Mode 186 C Calendar Close Dates 69 Calendar Notes 214 Calendar Preferences 68 69 Call 165 Call Number 149 Canadian subject Headings 87 Catalog During Circulation 201 Catalog Utilities 314 Cataloging During Circulation 201 Categories 136 Bibliography 159 Curriculum 159 Interest 159 Change Item Policies 201 Change Patron Location 201 Change Patron Policies 201 Changing Patron Data 302 Changing the User Name 64 66 Charges and Payments 191 Charges Payments 173 Charging a Fee 192 Check for Updates 312 Checking Items In 176 Checking Items Out and In 201 Circulation ccclix Alexandria User s Manual Commands Issue Routing Slip 198 Start Classification Mode 201 Circulation Log 73 Circulation Menu 173 Circulation Policies 107 Circulation Window 169 Classification Mode 201 Clear Current Patron and Item 202 Clear Patron History 304 Clear the Transaction Log 182 Closed Days 69 Colors Window 83 Command Bar Codes 216 Command Line 171 Community ID 134 Configuring the Dis
30. Item Barcode This report includes transactions for a specified range of item barcodes Item Policy This report includes transactions for a specified range of patron policies If you enter only a Starting With or Ending With selection Textbook Tracker will select all records where the policy name matches the entered text Lost on Date This report only includes items lost during a date range you specify If you enter only a Starting With date Textbook Tracker will assume an Ending With date in the far future If you enter only an Ending With value the Starting With value will be assumed to be in the very far past Patron 2nd Location This report only includes transactions for patrons in the sublocations you specify If you enter only a Starting With or Ending With selection Textbook Tracker will select all records where the sublocation matches the entered text Patron Barcode This report includes transactions for a specified range of Patron Barcodes If you enter only a Starting With or Ending With selection Textbook Tracker will select all records where the barcode matches the entered text Patron Grade This report only includes items with patron levels within the range you specify If you enter only a Starting With or Ending With selection Textbook Tracker will select all records where the level matches the entered text Patron Homeroom gt This report only includes transactions for patrons in the loc
31. Patron History 97 137 302 Patron Information Window 125 Patron Management Preferences 94 97 Patron Notices 257 Patron Password 135 Patron Payment History 226 Patron Picture 133 Patron Policy 132 Patron Preferences 99 Patron Statistics 136 Patron Utilities 302 Patrons Special 131 Patrons Menu 126 Period Due Date 70 Phone 135 Place 155 Policies Printing 212 Reports 212 Port ID 121 Preferences Access Levels 61 Adding Users 58 60 Calendar 68 69 Display Settings 83 326 District Librarian 345 Holds 78 Import 317 333 Library Information 88 Orders 94 97 Patron 99 Patron Management 94 97 Reservations 78 Routes 108 Sounds 108 113 Web 121 Word Processor 121 Preferences Report 218 Print Library Calendar 213 Policies 212 Print the Transaction Log 181 Printing Authority Reports 221 Publication Date Summary Report 239 Publication Year 155 Publisher 155 R Rebuild 313 Recall Letters 80 Registration Dialog 21 26 Remove Patron Holds 173 Remove Patrons 303 Removing a Title or Copy 145 Removing Patron Holds 194 Removing Records 49 Removing Users 60 Renewing an Item 200 Replace Information 276 290 Replace Patron Information 302 Replacement 155 Replacement Cost 155 Reports Authority Lists 221 Circulation 251 Command Bar Codes 216 Item 237 243 Overview 205 Patron 223 Policies 212 Quick Reports 209 Special Reports 211 Researcher User Level 64 66 Reservation Notices 80 Reservation Preferences 78 Re
32. Registered To COMPanion Corporation Product Codes P1 Serial Number 8812345 Validation Code 1234509876 Step 13 That s it You ve installed your Textbook Tracker Data Station If you ve purchased a single user license you re finished installing If you ve licensed additional clients see Installing Textbook Tracker Clients on page 27 Textbook Tracker User s Manual 21 Installing Textbook Tracker Installing Textbook Tracker for Windows Installing Textbook Tracker for Windows Use the following instructions to install Textbook Tracker or Textbook Tracker Central Administrator for Windows If you are installing the Textbook Tracker Central Administrator follow these directions using the Central Administrator Installer exe instead Step 1 On the machine you are going to use for your Data Station insert the COMPanion CD ROM locate it using the My Computer icon on your desktop or from your Start Menu Double click the CD icon and then double click on the Textbook Tracker folder The installer Textbook Tracker Installer exe is located inside this folder You may also go to COMPanion s Web site www textbooktracker com and download the latest Textbook Tracker Installer Step 2 Double click the Textbook Tracker Installer exe icon When the Textbook Tracker Installer splash screen appears click Next to continue Textbook Tracker Demo Setup Step 3 On the Welcome window click Next to continue Welcome
33. Textbook Tracker only exports title information in MARC format Copy information can be exported tab delim ited Textbook Tracker User s Manual 341 MARC MicroLIF Records If the input file contains records that do not conform to the published standards for that format the record will be skipped Textbook Tracker utilizes a sophisticated system that attempts to decode incoming records even when they don t conform to the published standards If you find records that don t work with Textbook Tracker please send copies of them to COMPanion and we will update our engine to correctly interpret the non standard records Conversion Help If you have any problems with your data send COMPanion a diskette with your sample MARC or MicroLIF data a note with the nature of your problem and the source of the records We will work with the supplier of your data to ensure compatibility with Textbook Tracker and report our findings to you directly A Shortcut If your import files are named something similar to MARC001 MARC002 MARC003 i e they end in three digits then Textbook Tracker will automatically continue reading additional files That is once MARCO001 is read Textbook Tracker will continue with MARC002 and so on This trick works for MARC MicroLIF and custom import formats Using this trick you can read up to 100 files with one import command 342 Textbook Tracker User s Manual Central Administrator If you ve purc
34. There is no one set way to do this it s essentially up to you Textbook Tracker User s Manual 151 Item Management Title and Author Editor Items First Previous Next Last Browse First Copy Previous Copy Next Copy Last Copy Browse Copies Find Unlock Record New Title Remove Title Title and Author Editor Textbook Tracker includes a Title and Author Editor under the Items window This feature allows MARC savvy users to easily select what tags and subfields they would like to use to enter information without having to use an actual MARC editor The subsequent sections first explain how to enter MARC record information in the Title and Author fields and is then followed with a description on how to use the Title and Author Editor Title A title is required the record will not be saved unless a value is entered in the Title field The title is saved under MARC field 245 a In the Title field if you enter a title that is longer than the field the text wraps to the next line To enter a subtitle press lt return gt on the keyboard and enter a colon followed by the subtitle When you save the record it is displayed with the colon and subtitle on the second line This is saved under MARC field 245_b You can also use the equals sign in the 245_b tag to designate a subtitle However the is mainly for multilingual titles Add Copy Remove Copy Duplicate Title Duplicate Copy 36D
35. X Clear Current Patron Item and mode Sets Check In Out mode x item barcode Make Item Current x patron barcode Make Patron Current Z Clear Circulation Log rr Process a range of barcode numbers cg Circulation Groups b item barcode Bookdrop an item old barcode new barcode Change Patron Item barcode q Query or Find qa View Patron details Textbook Tracker User s Manual 351 Circulation Commands Circulation Commands Circulation Modes h current patron required Hold mode as Self service checkout mode asb Self Service bookdrop mode b Bookdrop mode i date is optional Inventory mode ib date is optional Inventory Bookdrop mode X Clear current mode Sets mode back to check in out mode Holds and Renew Commands h item barcode current patron required Place a hold on an item qe patron required Renew patron items from list ra patron barcode or current patron required Renew all items for patron r item barcode Renew mode Find Commands c call number optional Find item by call number L paron name optional Find patron t title optional Find item by title 352 Textbook Tracker User s Manual Circulation Commands Patron Commands Circulation Commands Show patron note comment Append patron
36. charges are fees that have reached their maximum limit and are no longer accruing Does not include fines for currently overdue items Fines Only Only displays transactions where a fine is due fines are fees that are still accruing Does not include other charges such as previously overdue items Charges and Overdue Fines Sort By Options See page 260 for complete and detailed descriptions of Charges and Overdue Fines Sort By options Charges and Overdue Fines Select By Options See page 261 for complete and detailed descriptions of Charges and Overdue Fines Select By options 258 Textbook Tracker User s Manual Special Item Lists Reports Circulation Reports re Special Item Lists Reports aes oe These reports are designed to show items with special status codes old Requests Overdue Notices When the Use Copy Number box is checked then the copy number will replace the Patron Notices ll ber th t Charges and Overdue Fines copy call number 1n the report Special Item Lists Loaned Items Overdue Listings a Hold Requests Overdue Notices Patron Notices Charges and Overdue Fines v Special Item Lists All Transactions Cancel Special Item Lists Report Formats Lost Items All items which are considered lost are checked out to patron Lost Items Discarded Items barcode 1 Sule SESE Discarded Items AIll items which are checked out to patron barcode 2 On Repair Items On Order Item
37. choose the report type you want from the Reports menu In the example below Patron Reports was selected from the Reports menu This sample shows a generalized version of the report window for all types of reports The specific fields and drop down menus on every report window may vary depending on the report and format you have selected 0080 Reports Patrons Patron List Select By FN tarting With Homeroom 1 Homeroom E vith Homeroom 5 No Selection Ending With Zebediah Use the following general steps to prepare a report Step 1 Select a specific report type from the Reports menu Step 2 Once the window has opened select a specific report type from the Report Name drop down menu Textbook Tracker User s Manual 205 Introduction to Reports How to Create a Report Step 3 If the report you have selected has more than one format a Format drop down menu will appear e g most reports have a 1 Line and Detailed format Make a selection from the Format drop down menu eoc Reports Patrons I Line Detailed Step 4 Select a sort order from the Sort By field The Sort By order determines how records are ordered in the report e g Patron Reports can be sorted by name barcode policy and other values Some Sort By selections sort by two values e g Patron Lists can be sorted by Grade Name resulting in patrons being sorted by grade and then by name HEG Reports Patrons Patron List
38. clients You ll know it s the Data Station when you launch it because a window will appear and notify you Inside the same folder as the Textbook Tracker application is the Data folder where all your information data is saved Textbook Tracker client computers communicate with the main Textbook Tracker Data Station to perform institution school functions Multiple clients can access the same Textbook Tracker Data Station Your Textbook Tracker license determines which clients you can use and how many can be simultaneously connected There are a variety of expanded Textbook Tracker client programs that can access the data on your Data Station Your license allows a fixed number of simultaneous users no matter which client you are running Your Data Station does not count as a client except for a single user license where no other clients are allowed Clients are available for both Macintosh and Windows depending on your license e Textbook Tracker Workstation is used to perform all institution school func tions such as circulation cataloging and other functions Since the Textbook Tracker Workstation capabilities are contained in the Data Station many insti tutions schools will choose to use the Data Station to perform these functions You may use as many Textbook Tracker Workstation clients as your license permits but you will always have only one Data Station e Textbook Tracker Central Administrator provides access to multipl
39. could for example use this field to classify the ethnicity of patrons for government or internal reports Card Exp Date Enter the date the patron s institution school card expires If you leave this field blank Textbook Tracker will calculate the expiration date based on the patron s policy when the patron record is first added to the system For example if a Patron Policy in Preferences is set for 365 days the card will expire 365 days from the date the patron was entered Birth Date Enter the patron s birth date This information is used solely for reference Parent Guardian Enter the patron s parent or guardian This information is used solely for reference 1 This term can be customized by the administrator see Patron Management Preferences on page 97 for instruc tions 2 Authority Control is available for Location and SubLocation by pressing lt opt ion tab gt on Macintosh or lt ctrl tab gt on Windows Textbook Tracker User s Manual 135 Patron Management Patron Information Fields Patrons N otes First Ctrl Shift ig S te The Notes tab includes information about the patron s emergency contacts as well as Last Ctrl Shift groups the patron belongs to and general notes about the patron Browse Ctrl B Find Ctrl F Lock Record Ctrl U ih Patrons New Patron Ctrl N Duplicate Ctrl D Remove Patron Ctrl R File Edit Show Reports Patrons Window Help gt ee Barcode 11700008 S
40. or press lt enter gt lt return gt on your keyboard When you select a record in the Browse window that record is displayed To exit the Browse window without changing the current record click the close box or Cancel The Browse window shows entries in the order specified by the Browse By setting of the initial record management window In this example records displayed in the window are sorted by Name the value displayed in the Browse By field at the top of the Patron window Changing the Browse By field also changes the index drop down menu on the Find menu Textbook Tracker User s Manual 47 Textbook Tracker Basics Management Command Menus Changing Records First Ctrl ShiFt Previous Ctrl Before records can be changed they must be unlocked Use the Unlock Record Next Ctrl R JED EHE command in the control menu or click the lock icon to Unlock the current record clei pk Display Setting preferences can be set to automatically lock or unlock records for First Copy Ctrl Alt Shift ef p UTN A i i Henne Ep Keie modification see Display Preferences on page 83 for more information Next Copy Ctrl Alt Last Copy Ctrl Alt Shift Browse Copies Ctrl Alt B Ad d i n g Re CO rd S Find Ctrl F eee sr Use the New Title command from the Items menu to add records to your Textbook New Title Ctrl N Tracker database Remove Title Ctrl R Add C Ctrl g foe os When you select this command
41. that will appear in the fields of the Change Location window see Change Location Window on page 189 for more information You can set the default terminology for your Institution Location and Sublocation 92 Textbook Tracker User s Manual School Information Preferences Global School Information Preferences School Information preferences contain both Global and Default Local Local preferences ook Tracker NOTE The term used to identify the patron institution be customized by the administrator see Terminology on page 98 for instructions Although you can change this term this manual will refer to it as School School Information Tab The School Information preference window is the default window that appears every time you select Textbook Tracker s Preferences from the Edit menu or the shortcut keys lt ctrl gt Windows or lt cmnd gt Macintosh Use this preference to personalize Textbook Tracker with information about your school or institution v Administration Archive Calendars Circulation Display Settings Item Management Preferences School Information Global S School Information Patron Management Policies SIF Sounds Web Word Processor 12th Grade July 1 2004 SMTP Server This is the TCP IP or DNS address of your library s mail server Typically this will be mail followed by your domain name You must enter a valid SMTP Serv
42. to skip Textbook Tracker User s Manual 219 Special Reports Custom Barcode Labels You can use these labels for any purpose Typically you ll use them for printing temporary barcode labels and creating new item and patron barcode labels however the advantage of printing labels from other barcode printing reports is that patron labels will have the patron s name on them and item labels will have the title and call number printed on them NOTE If you are planning on using label protectors test your scanners before placing labels protectors over your labels Some combinations of protectors scanners don t work well together and you don t want to be forced to replace your scanners or labels if there is a conflict 220 Textbook Tracker User s Manual Authority Reports Special Reports v Policy List Authority Reports Calendar This report provides information on the terms created in your catalog This report eee includes the full term and how many entries contain that term Manual Check Out Sheet y Command Barcodes Code Barer Policy List Preferences Report Custom Barcode Labels Calendar Authority Reports Calendar Notes Manual Check Out Sheet Command Barcodes Code Barcodes Preferences Report Custom Barcode Labels Authority Reports System Analysis System Analysis Reports Special All Words Authority Report Formats Title Only title entries are in
43. By Options starting on page 250 Textbook Tracker User s Manual 335 Data Export Export Titles TT THE Export Titles Export Titles Use Export Copies to archive your title information create catalogs for selected titles Export Patrons or modify title information using outside applications before importing it back into Export Other Textbook Tracker Select the format of the export in the Operation drop down menu MicroLIF and MARC are standard bibliographic formats Please keep in mind that a MARC export only supports about 1 000 single title records with a maximum length of 10 000 characters Anything more than this will break the export file If you have records with many copies and lots of information it is preferable to use a MicroLlF export 60 Export MicroLIF MARC Export Copies v Export Titles MicroLlF Export Patrons i Export Other H All Titles _ Cancel FE Run Export Titles Sort By Options The Export Titles Select By options are the same as the Titles Reports Sort By options for a complete listing Textbook Title Report Sort By Options starting on page 241 Export Titles Select By Options The Export Titles Select By options are the same as the Titles Reports Select By options for a complete listing Textbook Title Reports Select By Options starting on page 242 336 Textbook Tracker User s Manual Export Patrons v Export Copies Export Titles Export Patrons Exp
44. COMPanion software product and related explanatory written materials Software The term Software shall also include any upgrades modified versions or updates of the Software licensed to you by COMPanion This copy of the Software is licensed to you as the end user Please read this Agreement carefully TO ACCEPT THIS AGREEMENT PRESS ACCEPT TO DECLINE THIS AGREEMENT PRESS DECLINE YOU WILL NOT BE ABLE TO USE THE SOFTWARE COMPanion grants to you a nonexclusive license to use the Software provided that you agree to the following Installation powered by FileStorm Help 5S SS SS SS SEES GoBack Install tle Step 7 When the installation is complete a confirmation window appears Click Quit The installation has successfully finished Continue Step 8 If you installed using a CD ROM eject the CD by dragging its icon to the Trash Can icon Store the CD ROM in a safe place for future use Step 9 Note The user documentation is included on the Textbook Tracker CD ROM in pdf format but is not installed with the application You can double click the documentation icon on the CD ROM to open it directly or you can copy it to your hard drive and open it there If you don t have Adobe s Acrobat Reader installed on your machine an installer is included in the Utilities folder of the COMPanion CD or from Adobe s web site http www adobe com products acrobat readstep html 20
45. Check In Out and you enter barcode 13456 item 13456 will be issued to the Current Patron If you enter the same barcode number twice in a row this warning message appears Message This barcode was just entered Should ignore it this time Enter ignore NOTE When you enter barcodes via portable readers Textbook Tracker will ignore duplicate entries that appear side by side e Enter a command and a barcode For actions other than those displayed in the mode field enter a command fol lowed by the barcode and press lt enter gt Doing so will apply that action to the individual barcode you enter It does not change the mode Therefore if you re in Check In Out mode entering the command of B 13456 will per form a bookdrop for item 13456 e Enter a command without a barcode If you enter a command without a barcode the current mode will change For example if you enter H and press lt enter gt the mode is set to Hold You can then enter or scan a barcode for each item you want placed on hold for the Cur rent Patron SHORTCUT An equal sign is used as a shortcut for the Current Item barcode Thus H places a hold on the current item Textbook Tracker User s Manual 171 Circulation Using the Circulation Window Using Help for Commands Click the Command Help button to the right of the command line on the Circulation window to access information about comm
46. Circulation Tab Use this window to customize the body text of letters patron notices sent from the institution school To guarantee that your email notifications are being sent correctly please check the list of requirements that are located under the Enable Email Notifications section on page 75 6 is Preferences Circulation 1 r Restore Default The following items are overdue Please return them to the school as quickly as possible so that others may use these resources Barcode Incrementing Increment Rightmost Numerics When this option is selected new barcodes should only increment the rightmost numeric digits even when using alphanumeric barcodes In other words when incrementing rightmost numerics the barcode increments to the right and grows to the right For example the barcode following aaa999 should be aaa1000 This is the default setting Increment Entire Barcode Including Alphas When this option is selected new barcodes modify both alpha and numeric characters increment to the right and grow to the left For example the barcode following aaa999 would be aab000 The barcode zzz999 becomes laaa000 then 1aaa001 then laaa002 and so on and so forth eventually becoming 1zzz999 which then turns to 2aaa000 Remember that with this formula Z 1 1A Textbook Tracker User s Manual 79 Circulation Preferences Local Default Local Circulation Preferences Letters Use the Restore Defa
47. Clicking on the Select Fields button opens the Export Field Mapping window where you can choose to export all or some of your patron records 6060 Export Field Mapping l Set Defaults Barcode Policy Status SEX First Name Last Name Middle Initial Address City State Postal Code Country me Ca eam Click on a line to exclude it from export clicking on a line will change the blue check mark to a red x Click and drag lines to change the order of the export See Patron Export Fields Field Name Field Number on page 340 for a description of the fields HINT which can be exported Textbook Tracker automatically creates a file header which is used by Textbook Tracker programs to import an exported file without the user You can use the checkmark buttons at the bottom of knowing anything about the contents of the data the window to select or deselect all fields Selecting Print from the File menu will print a report of your selections Use the Set Defaults button to configure a default list of fields file you ve exported To view an exported file use Open from the File menu to select the file for more information on import export formats see Importing Patron Information on You can use the Virtual Word Processor integrated into Textbook Tracker to view any page 327 Export Patrons Sort By Options The Export Patrons Transactions Sort By options are the same as the Patron Report
48. Ctrl D Ctrl R Ctrl Ctrl Shift D Textbook Tracker Basics Management Command Menus When each management window Patrons Items Groups Circulation is selected a separate command menu will appear be available The commands within these drop down menus are not always the same for every function The following section describes how to use the standard functions in most of the management command menus The following section describes how to use the Patrons command menu which is active when the Patron window is in the forefront Use these menus to browse find add and remove records The other management windows have similar controls The First Previous Next and Last commands display the indicated record based on the order of the records shown in the Browse By field The arrows to the left of the Browse By field perform the same action as the Next and Previous commands First Shows the first record according to the current Browse By order Previous Shows the previous record according to the Browse By order Next Shows the next record according to the Browse By order Last Shows the last record according to the Browse By order 1 Shortcut Hold the lt shift gt key down when you click on the left arrow to select the First record and lt shift gt click on the right arrow to get the Last record Textbook Tracker User s Manual 45 Textbook Tracker Basics Management Command Menus Undo Cut Ctrl 2 Can t
49. Current Patron Item Mode Use this command to clear the Current Patron Current Item and Override Date Clear Circulation Log Command Z Clear Circulation Log This command removes all entries in the visible Circulation Log However the log entries saved to disk are not affected by this command 202 Textbook Tracker User s Manual Textbook Tracker Web gt H LE EEE Connecting to Textbook Tracker Web With Textbook Tracker WEB you can perform functions using standard World Wide Web browsers such as Netscape Navigator or Microsoft Internet Explorer Use the following instructions to use Textbook Tracker WEB Te Step 1 To connect to the Textbook Tracker WEB interface enter the IP address of the machine running the Textbook Tracker Data Station or click on a link which contains this address http 209 210 70 85 Microsoft Internet Explorer File Edit View Favorites Tools Help pack r x a KA DO search Sp Favorites P media E A ee Undo Cut Ctrl 2 Can t Redo Ctrl Shifk 2 Cut CtrlH x Copy ctrl E Paste CtrlH v Clear Select All Ctrl 4 Find Ctrl F Find Again Cirl 3 Paste From File Preferences Ctrl Copyright 2002 All rights reserved D Internet Step2 Follow the instructions on the web page Enter a Patron Barcode and Password to access their account information You can even change the Textbook Tracker WEB interface to display in a different language
50. Darla Anderson fter 666000000 Vall Street Journal May 15th 2003 Follow these steps to check out temporary items Step 1 Enter a description of the item in the Description box Step2 If you want to specify a due date enter it in the Due Date field If you do not enter a due date Textbook Tracker computes a due date based on the policies you have assigned for temporary items Step 3 Click Save 178 Textbook Tracker User s Manual Special Patrons Circulation Special Patrons There are several special patrons that Textbook Tracker creates You can use these patrons to track items with a special status of lost archived or out for repair For example to track items that have been lost you check them out to the Lost Patron barcode 1 Special patrons use the System policy which has no restrictions on numbers of items checked out Here are Textbook Tracker s special patrons Lost Items barcode 1 To keep track of items that have been lost issue them to this patron Unlike other items an item issued to the Lost Item patron does not have its inventory date renewed If the item is ever found simply check it in and it s available for check out again If the item is already checked out to real patron when you issue it to the Lost Item patron a window appears so you can charge a fine to the patron who has lost the item The lost item will appear on the patron s s
51. Data Station 003 000 010017 version parts Version Number 3 0d17 Allocated memory will automatically be initialized to zero TCP is Active IP address is 209 210 70 251 Web services activated Textbook Tracker version Update Checking Disabled 1100008 Dasada Marissa 03 07 2002 10 08 am Set Override Date Jun 3 2005 The Overdue Date you set is in effect until you clear it To clear the Override Date type a period into the command line without a date The command will also clear any special modes such as Bookdrop or Inventory that were in effect The period command without a date is a quick way to prepare the Circulation window for Check In Out Issuing items under an Override Date forces them to be due on that day regardless if that date is Closed in your Calendar Preference see Calendar Preferences on page 69 184 Textbook Tracker User s Manual Clear Circulation Mode Circulation Clear Circulation Mode Command Reset Mode Use this command to clear any special modes in effect and reset the Circulation window to Check In Out This does the same thing as the period command except that it clears the Current Patron Item and doesn t clear the Override Date setting Transfer Mode Command X Transfer Use this mode to transfer a currently checked out item or items from one patron to another without changing the due date For example books can be issued for an entire year but if a te
52. Determine which computer that Textbook Tracker will be installed on On that machine open an internet web browser e g an Internet Explorer or Netscape Navigator web browsing window In the browser Address field located in the upper left corner of the window type the IP address of the Textbook Tracker Data Station followed by install for Windows users or those running Macintosh OSX Textbook Tracker Microsoft Internet Explorer File Edit View Favorites Tools Help Q pack p Lat MAC Se Favorites P media 4 B T Ki r LJ ar 4 http 209 210 70 185 install a Textboo Updates Tracker Textbook management software for What s New Macintosh and Windows Features When it seems like too much of your time is spent trying to manage your school s textbooks it s time for you to get Textbook Tracker Automate your textbook management with the software that is the perfect tool for turning hectic textbook management into a smooth i efficient operation Supp Fe l ha G With Textbook Tracker all your circulation and inventory are Contact Sales simplified The computer does practically everything for you Your ia tasks are easy What once took hours to do is now a matter of Other Products seconds or minutes Because Textbook Tracker scans barcodes to keep track of books and students transactions and reports are quick Search and accurate It also reduces the tedious act of
53. Information COMPanion Developer Address Address 2 City Country COMP Use System S School Information Address Enter the name of your school or institution The default is your school or institution license name You must enter your address city state postal code country telephone and fax this data is used for return addresses on patron notices and for information shown on Textbook Tracker Web This address information will also be used when creating a new patron if no city state postal code or country information was specified or added to the new patron record see Adding New Patrons on page 129 School Information Hours The text you enter in this field will get displayed in the School Information page of your Textbook Tracker Web Describe your school hours e g 7 00 a m 5 00 p m Monday through Friday with any combination of numbers and hours If you decide to leave this field blank the text School Hours Not Specified will appear on your Textbook Tracker School Information Web page Textbook Tracker User s Manual 95 School Information Preferences Local amp Default Local School Information Preferences Information Administrator This is the name that appears at the bottom of form letters Enter the administrator s name here Default is Administrator Administrator Title The administrator s title For example Administrator Textbook Director or School Specialist can also be in
54. Information Modify Menu The Modify drop down menu will only appear when you have item policy selected from the Replace drop down menu You can choose to replace the policy selected from the With drop down menu on titles copies or both titles and copies Replace Information Select By Options The Replace Information Select By options are the same as the Titles Reports Select By options for a complete listing please see Textbook Title Reports Select By Options on page 242 276 Textbook Tracker User s Manual Titles Modify Call Numbers Title Utilities ve Titles Modify Call Numbers copies Use this utility to modify call numbers for titles and or copies Only the records ADA selected using the Select By drop down menu are examined or modified Check for Updates Database a Eege Utilities Catalog Utilities Verify Replace Information Verify Utilities Titles v Modify Call Numbers Remove Title Remove Copy add Prefix Eg Remove Archived Copies br Remove Lost Copies Remove Discarded Copies Remove Copy Transactions Match Title Call Numbers Match Title Policies Verify Replace Information Modify Call Numbers Remove Title Remove Copy Remove Archived Copies Remove Lost Copies Remove Discarded Copies Remove Copy Transactions Match Title Call Numbers Match Title Policies Titles and Copies 7 1 All Titles 7 Add Prefix Modify Call Numbers Operation Menu Replace Prefix Add Pre
55. Manual F l f F tbook Tracker Te Shortcut Keys Accelerator and Hotkey Commands Hotkeys Hotkeys are the underlined characters in a menu item or dialog box that allow users to access the item or control by pressing that character s key on the keyboard In the case of dialog controls the user may have to hold down the lt alt gt key before pressing the hotkey Hotkeys are sometimes referred to as shortcut keys access keys or mnemonic keys Windows Shortcut Keys Textbook Tracker User s Manual 349 Shortcut Keys Accelerator and Hotkey Commands Accelerator keys An accelerator key is a keyboard shortcut that is accessed by holding down modifier keys lt shift gt lt ctrl gt lt alt gt or combinations of these and pressing another key on the keyboard Accelerator shortcuts appear to the right of a menu item text Macintosh Shortcut Keys do X Cut 350 Textbook Tracker User s Manual tbook Tracker al l f F Circulation Commands Circulation Commands Here is a helpful list of Circulation command shortcuts Import Script File Ly date Set Override Due Date Clear Override Due Date Clear Transaction Window Show Patron Notes Show Item Copy Notes Print Circulation Log comment Places a comment in the Circulation Log d Print Transaction o item barcode current patron required Overnight Checkout
56. Patrons Remove All Transactions ccccccccsseeseeeeeees 308 Omer UTCS soneron enpa iE 309 Circulation cassnasnsisincnsabndnsnanesaavdsacpntdansinonnaadanensnieanivinteariansits 311 Check for Updates rrrrrrnrrrrrrnrrerranrrernnnnernnannennnnnnennnnnee 312 BELE 0 EE EEE 313 Catalog Utilities cocccccnscnccenccnsansemeisutacdiedssenearannentenseneenenceosenee 314 Venty UUES EE EEEE 316 Textbook Tracker Users Manual vii AVA MDOT verserte 317 Display Field Mapping Window ernnrvnnnrronnnrrnnnnrennnvnen 326 Importing Patron Information rrrnnonnnrrnnnrnvnnrrvanennnnennnr 327 Rules for Importing Patron Information rrrnnrennnnennrre 327 Importing Item Information arernnnornnnvrnnrnvnnrnvnnrnnnnennnne 329 Importing Transaction Files sss sseaccastiersasesecenseuierne cies 331 DAA OPE Larssen 333 e ogia oND a ges sare E E E E E E 333 EDOM CODES sicrartacssaresncsmcangat eranu Ereren Ee E EEEE Sa 334 EOF EE ees een ndas daxaeege ts aes 336 EXDON PAON EE E EEE EA 337 ExOR OINEN 4 339 Patron Export Fields Field Name Field Number 340 Item Export Fields Field Name Field Number 340 MARC MicroLIF Records nxrrnnnnnnnnnnnnnnnnnnnvnnnnnnnr 341 Central Administrator asn rnnnnnnnnnnnnnnnnnnnnnnnennnnnen 343 Configuring the Central Administrator ccccsseseeeeeee 345 Technical Details rnrrnnrvnnvennnevnnevnnennnvrnnvrnnurnnuennve 347
57. Reports Loaned Items v Loaned Items Loaned Items aes These reports prepare lists for administrative use All copies in the database will be Guardia Nedises included as will their status Items loaned to special system or inactive patrons Patron Notices Barcode s between 1 and 50 are not included in this report Charges and Overdue Fines Special Item Lists When the Use Copy Number box is checked then the copy number will replace the copy call number in the report 8 Reports Circulation v Loaned Items Li al Patron Name Overdue Listings Hold Requests Overdue Notices Patron Notices Charges and Overdue Fines Special Item Lists Loaned Items Report Formats I Line Includes primary transaction information for each loaned item The See report includes each patron s name and barcode and each item s title call 1 Line Landscape bd Detailed number barcode and due date An asterix indicates overdue items and the date Complete they were due will be highlighted in red 1 Line Landscape This report is the same as the 1 Line report but is in a landscape format This allows more room for displaying the title Detailed Includes full transaction information for each loaned item All available information is included in this report Complete This Report contains all available information in the formats stated above Loaned Items Sort By Options See page 260 for complete and detailed descriptio
58. Textbook Tracker User s Manual 157 Item Management Subjects The Subjects tab allows the administrator to edit and create any tag For each tag you add a separate line is created with default subfields General 650 subjects will default with the topical data at _a the general data at _x chronological data at _y and geographic data at _z General Topic _a Geographic X Chronological _y Geographic _z NOTE Every term in MARC subject fields are cataloged and can be used for reports 158 Textbook Tracker User s Manual Subjects Item Management Categories This tab provides a way to group titles into custom categories specific to your location Category groupings make it easier to access related items in your collection ENER When you add text to the categories in this window users can utilize the text and report on items in your collection For example you can create groups in the Curriculum column for a particular teacher s class You can then catalog the books for that class with that Curriculum value You can then create a report for curriculum groups that display all the books required for that teacher s class Bibliography Used to create bibliographies of interest to users An item may belong to several different bibliographic categories Curriculum Contains curricula information for a title For example items that Ms Andres is using in her Geography 212 class can include Curricul
59. The Subjects tab allows the user to catalog these subjects 600 Personal Name 610 Corporate Name 611 Meeting Name 630 Uniform Title v 650 Topical Term 651 Geographic Name 655 Index Term Genre Form Each new subject you add will default to the 650 _a_x_y_z You can change the tag only to those listed above Any others can only be added from the MARC view You can also change any tag or subfield as desired Tags will always sort in numerical order when the title is saved Subfields save in the order they are displayed or entered There is no sorting for subfields v 2 Source of heading or term 3 Materials specified 6 Linkage 8 Field link and sequence number a Topical term or geographic name as entry element b Topical term following geographic name as entry element c Location of event d Active dates e Relator term v Form subdivision x General subdivision y Chronological subdivision z Geographic subdivision Information that you enter in this window is used for reports For example if you add items with Mythology in the 650_a column users can report on the collection for Mythology and this item will be included in the results The subjects you enter must have at least two characters and can be a single word or phrase To remove a subject highlight it and press the lt delete gt key on your keyboard or use the Delete Tag icon to the left side of the Tag field
60. This includes the patron barcode 1088 policy 10th Grade status Active sex Unknown and patron sequence 8 as well as name and address information and an optional picture of the patron More information about the patron is contained on the bottom half of the window under individual tabs Click on a tab to display more information The patron you are presently viewing is called the Current Patron Selecting the Circulation window automatically reveals the Current Patron Likewise if you have a Current Patron displayed on the Circulation window and select the Patrons window the same Current Patron is displayed Textbook Tracker User s Manual 125 Patron Management First Previous Next Last Browse Find Ctrl Shift Ctrl Ctrl Ctrl Shift Ctrl B Ctrl F Lock Record New Patron Duplicate Remove Patron Ctrl U Ctrl N Ctrl D Ctrl R Paste Patron Picture Remove Patron Picture Ctrl Show Details Show History Ctrl Shift D Using the Patrons Menu Using the Patrons Menu You can view modify add and remove patron information using the Patrons window and the commands in the Patrons menu When the Patrons window is the foremost window a Patrons menu becomes available in the menu bar The First Previous Next and Last commands display the indicated record first previous next or last based on the order of the records shown in the Browse By field The arrows to the left of the Br
61. URLs and other items that are attached to the title record Attachments also appear on the Details window when an item is found through a search Users can click an attachment to view or launch it from the Details window DI AE 8 You may attach URLs files sounds or movies by dragging their icons to the attachment list or clicking on the associated icon and selecting the file To add an URL click on the icon and enter the full URL Double click on any item in the list to edit the attachment specifications lt Option gt double click Macintosh or lt alt gt double click on any item in the list to view the original document or URL When you have added attachments click Save at the top of the Items window to save the attachments To remove an attachment select the attachment in the list and click Remove or press the lt delete gt key NOTE Make sure that the applications required to open particular attachments are installed on your machine For example Quick Time is required for avi movies some image formats require the proper image manager pdf documents need Adobe Reader and so on Be certain to have the appropriate programs installed Textbook Tracker User s Manual 163 Item Management Copy Information tab Copy Information tab The right tab on the bottom half of the Items window shows when selected Copy Information for each copy of the current title you have in your collec
62. Use this report to determine which patron groups are being issued textbooks during which months of the year This information can be used for budgeting staffing and other uses by Item Policy Use this report to determine what textbook items patrons are being issued Usage by Patron Policy Sort By Options See page 272 for complete and detailed descriptions of Usage by Patron Policy Sort By options Usage by Patron Policy Select By Options See page 272 for complete and detailed descriptions of Usage by Patron Policy Select By options Textbook Tracker User s Manual 269 Usage Statistics Usage by Patron Item Policy Usage by Patron ltem Policy lista EL Allows the user to examine combinations of Patron and Item policies Usage by Item Policy Usage by Patron Policy Usage by Patron Item Policy am Usage by Period Usage by Item Patron Policy Return Statistics Usage by Item Policy Usage by Patron Policy ort By v Usage by Patron Item Policy fv Entire Range Usage by Item Patron Policy 5 Usage Statistics All PER Usage by Patron ltem Policy Report Formats by Day Prints a grid with patron item policy pairs down the left side and v by Day days of the week across the top Textbook usage is printed in each cell Use this by Month report to determine which circulation groups are being used on which days of the week by Month Prints a grid with patron item policies down the left side and mo
63. a CD ROM via Federal Express with an Textbook Tracker v3 folder ready to drag to your desktop Your data will be imported and your system registered All you have to do is drag an icon 32 Textbook Tracker User s Manual Transferring data from Textbook Tracker v2 Installing Textbook Tracker Step 7 Just to be sure your Textbook Tracker v2 data is in perfect condition perform the Reorganize and optimize procedure on all files Make sure you have Check free blocks checked as well Hold down lt shift gt and highlight select all the items in the box on the left hand side of the window When you are ready to perform the utility click Start Check data file Create Empty Datafile Operation O Feorganize 7 Reorganize and optimize O Feindex O Check record chain fixed length only E Check free blocks Fixed length data format Step 8 The confirmation dialog should indicate you are reorganizing 14 files If you didn t select all the files click NO and try again Reorganize 14 file s This may take a long time Only continue if you have a copy of the data Continue no Step 9 When you ve finished reorganizing your data reset Textbook Tracker v2 Step 10 After Textbook Tracker has restarted select Utilities from the File menu Run the Verify all Patron Verify all Titles and the Verify Transactions utilities Utilities 007 SYSTEM UTILITIES special functions on range System Analys
64. a normal printer would depending on the print triggers you have selected above The slip printer option is only available for Macintosh OS 10 3 or higher and all Windows operating systems Optional additional text for slip printer receipts This is a user defined text header that appears before the general header or after the patron name on in stock hold receipts This header will be centered horizontally and can be as many lines as are required by the user This field is most often used to house the name and address of your school or institution Check Out Options This drop down menu allows administrators to limit the capabilities of Textbook Tracker s Check In Out Circulation mode The Allow check in during check out and the Allow check in with confirmation during check out options only apply if the item that is being checked in was checked out by the current patron If it is not the same patron then a warning window will appear asking if you would like to check the item in before checking it out to the new patron unless the Don t allow check in during check out option has been chosen If the latter option is selected then a message will appear in the transaction log that the item is currently checked out and will include the patron name v Allow check in during check out Allow check in with confirmation during check out Don t allow check in during check out Allow check in during check out If Textbook Tracker is in che
65. a textbook The Payments tab shows the total payments received from this patron The Refunds tab shows the total refunds received by this patron Forgiving a Charge To forgive an entire charge highlight select the line and click the Forgive Charge button and click on Process If you only want to forgive a portion of a charge use the Forgive Charge button and enter the amount to forgive then click on Process Textbook Tracker User s Manual 191 Circulation Charging a Fee Recording a Payment Use the following steps to process a payment or pay a portion of the charge Step 1 Select highlight a line and click the Make Payment button The Payment window appears ep Payment File Edit Show Reports Links Window Help Coots Marijane Lou 40 00 Book came back badly damaged Fine or Fee Cash Payment Step 2 In the Payment Notes field enter any notes concerning the payment Perhaps if you reduced the charge by modifying the Total Charges value you would want to explain why Step 3 Enter the amount the patron is paying in the Payment Amount field Step 4 Click Process to record the payment or Cancel to stop Charging a Fee Command F charge amount comment Charging a Fee Use the F command with an amount and optional comment to issue a charge against the Current Patron For example to assign a 4 20 charge for a damaged textbook type F4 20 Damaged Textbook
66. amounts of information in your Textbook Tracker database with a single command ook Tracker Utilities are used to modify records in your database and export data from Textbook Tracker for use with other electronic systems or between Textbook Tracker databases How to Initiate a Utility From the File menu select Utilities New Document 8 Utilities Open ie Close Window Close All v Titles Copies Patrons Circulation Check for Updates Save Save As Text Save As Save as Attachment Revert Import Export Utilities Database Catalog Utilities Verify Utilities Page Setup Print Log Out Restart Use the following steps to run a utility Step 1 Select Circulation Check for Updates Database Catalog Utilities or Verify Utilities from the Utility Type drop down menu Step 2 If the utility you ve selected has more than one option an Operation drop down menu appears Select an Operation from the drop down menu Some operations will require additional information Fill in the specific information as required by the utility Step 3 Some utilities will require Sort By options Use the Sort By drop down menu to select how the records are to be sorted by the utility Step4 Use the Select By drop down menu to select which records are to be processed by the utility You can make up to six selections with And Or and And Not Boolean logic When you choose values in the selection drop down m
67. and Alerts Dec 29 2003 Cancel OK 70 Textbook Tracker User s Manual Global Calendar Preferences Calendar Preferences NOTE Once you enter a calendar name in this window you cannot change it Changes to the calendar are saved when you leave the Calendar preference window You can also use the Save and Revert commands in the File menu to save or ignore changes To create a new calendar click the New button Enter a name for the calendar that you want to add New Calendar Cance J ox If you want to duplicate an existing calendar as a template for a new one click the Duplicate Current Calendar checkbox To delete a calendar make it the current calendar and click the Remove button Any policies using the deleted calendar will be re assigned to the standard calendar You cannot delete the standard calendar Textbook Tracker User s Manual 71 Calendar Preferences Global Calendar Preferences 72 Textbook Tracker User s Manual Circulation Preferences Global Circulation Preferences Circulation preferences contain both Global and Default Local Local preferences ook Tracker Circulation Tab Use this window to set all the preferences that relate to Textbook Tracker s circulation 808 Preferences Global O me em ta en an 0000000 99999999 Standard Item Weekly v Administration Archive Calendars Circulation Display Settings Item Management Scho
68. any barcode whose location code you want changed into the command line An entry will be made to the Circulation Log containing information on the copies whose location code you ve changed When you ve entered all the item barcode numbers whose location code you wanted changed use the command to exit the Change Locations mode Change Sublocation Command Command CH c sublocation Change Institution Command Use this command to change the sublocation code for a selected number of copies For example to change a specific copy sublocation code to WestMont you would type CH_aWestMont into the command line and press lt enter gt Doing so will change the Circulation window to run under the Change Locations mode When Textbook Tracker is running under this mode you may enter any barcode whose sublocation code you want changed into the command line An entry will be made to the Circulation Log containing information on the copies whose sublocation code you ve changed When you ve entered all the item barcode numbers whose sublocation code you wanted to change use the command to exit the Change Locations mode Change Damage Condition Command DL Change Damage Condition This command will open the Damage Codes window allowing users to select from a list of user defined damage codes These damage codes can be created using Textbook Tracker s Global Circulation preferences see Circulation Condition and
69. archive based on the value specified in the Archives To Keep drop down menu Therefore if your Application Support Archive folder contains more archives than the Archives To Keep preference states Textbook Tracker will remove all of the surplus archives oldest archives first after it creates a new automatic archive For example if you have the Archives to Keep preference set to 2 and Textbook Tracker has already created two automatic archives in the Application Support Archive folder you will be able to add three additional manual archives to the folder equalling five total archives If the Archives to Keep preference is set to 10 and Textbook Tracker has already created four automatic archives in the Application Support Archive folder you will be able to add six additional manual archives to the folder During an automatic archive if the Archives to Keep preference is set to 2 but you have manually created three additional archives Textbook Tracker will create a new automatic archive before deleting the three oldest archives in the Application Support Archive folder This way the number of remaining archives will match the value specified in the Archives to Keep preference in this instance two 68 Textbook Tracker User s Manual book Tracker v Administration Archive Calendars Circulation Display Settings Item Management School Information Patron Management Policies SIF Sounds Web Word Processor Ca
70. are no available Global Sounds preferences Sounds Tab Use this preference to select what sounds play when certain events occur Preferences e00 Check Out Circulation Exception Circulation Fine Hold Placed Inventory New Patron Patron Alert General Alert Program Quit Report Complete Reserve Placed Reservation Placed Reset Occurred Reset Soon Search Complete Search Failed Serious Alert shart Ping Utility Complete Very Serious Alert Welcome Hold Placed Inventory New Patron Ping Report Complete Reservation Placed Reserve Placed Saxes search Complete Serious Alert shart Ping Soft Alert Tiny Bubbles Try Again Uh Oh Very Serious Alert Welcome Whistle Lo Click on an event to select highlight it then click on the sound that you want to play when that event occurs For example if you want the sound of a saxophone to play when a book is checked in choose Check In from the Event column and choose Saxes in the Sound to Play column HINT If you don t want Textbook Tracker to play sounds remove the check from the Enable Event Sounds checkbox Default is ON Use the Restore Defaults button to reset all sounds to their default values Textbook Tracker User s Manual 119 Sound Preferences Local Sounds Preferences 120 Textbook Tracker User s Manual Web Preferences Global Web Preferences There are no available Local or Default Local Web preferences D a ad
71. author names Publisher sort correctly make sure all author names are entered using the same format Last Name First Name If a title has more than one author it will appear under each author s listing Curriculum Code Sort by curriculum code and then by call number Bibliographic Code Sort by bibliographic code and then by call number Interest Code Sort by interest code and then by call number Publisher This report is sorted by the publisher This is useful if you want to compile a list of items a particular publisher has put in print Publication Year This report is sorted numerically by the publication year field on the title record This is useful if you want to compile a list of when items in the collection were published Series Sorts by book series i e Little House on the Prairie Subject Sort by subject and then by call number Title This report is sorted alphabetically by title Articles such as A An or The are ignored when specified as such in the MARC record For example The Wizard of Oz will be sorted under W Title Call Number This selection sorts by call number then primary author then title Call number sorts from left to right so a call number of 100 is sorted before 20 To ensure numerical sorting works for you all numbers must have leading zeros For example a call number of 020 is sorted before 100 Title Policy Title Call Number This report is sorted alphabe
72. automation duties This information is Textbook Tracker specific and is not included in the MARC editor However if you export data to transfer into another Textbook Tracker system the export function will include this Textbook Tracker specific information The MARC standard is complex and ever changing Thus there may be information in your MARC records which is valid MARC data but is unused by Textbook Tracker It may be that newer versions of Textbook Tracker will use this data so it s carefully saved with the rest of your MARC data If you have MARC information that you d like Textbook Tracker to process send a written request to Textbook Tracker MARC Suggestion COMP nion Corporation 1831 Fort Union Blvd SLC UT e4i21 You ma also send an email to v5comments com anioncorp com P P or to ideatcompanioncorp com Your request will be examined and you ll receive a response 1 To learn more about MARC tags and subfields visit the Library of Congress website at http www 1loc gov MARC Textbook Tracker User s Manual 139 Item Management About MARC records Patrons Items Circulation BL 36 JET item Management Window The Items window displays information about the titles copies in your database All items that circulate books magazines av media are accessible through the Items window The term item can also mean title or copy depending on the context An
73. be 2000 2030 and values between 31 99 are assumed to be 2031 2099 48 Textbook Tracker User s Manual Management Command Menus Textbook Tracker Basics When you have entered all the information for this record click the Save button in the upper right hand of the window The record has now been saved If you want to disregard the information you have entered click the Revert button and the previous record information will be restored If you try to select another record or leave the window without saving your changes the following warning message will be appear Message The current record has not been saved Do you wish to save it before viewing another record or window Cancel Discard Save If you click on Cancel you ll return to the previous window with your newly entered information intact Click the Discard button if you want to disregard the data you just entered Otherwise click the Save button to save your input Duplicating Records Use this command to copy information from the current record into a new record You can then modify the record to create a new one This will save time when adding records that are similar Removing Records Use this command to permanently delete a selected record In most cases a warning window will ask you to verify that you want the record permanently removed Message Permanently remove this title with all its copies Holds may be lost Keep Remove Click
74. be entered for the patron For security reasons passwords are shown as characters and are used by the patron to identify themselves when performing remote transactions The password will default to the patron s Last Name without spaces or punctuation Graduation Date Enter the date the patron will graduate This field is used to compute the patron s current grade Patrons automatically graduate to the next grade level on the date you enter as the last day of school on the School Information preference window Graduated patrons are given grade level graduated Level This field identifies the patron s level in school If the school institution school and graduation date has been entered Textbook Tracker will assign the level based on your preferences If you enter a level and a school institution school Textbook Tracker will calculate the graduation date for you Textbook Tracker will advance patrons one level after the last day of school if the level is set to either JK junior kindergarten PS pre school K kindergarten or pp ee Sublocation shown as Grade in the previous sample window Use this field to group patrons by a second location or to track any other useful data You can enter letters numbers as well as spaces in this field Reports can be generated and sorted by this field Therefore to ensure the accuracy of reports be consistent when entering information in this field You
75. can use Central Administrator to examine or control other school Data Stations you ll need to configure the Central Administrator using the District tab Step I Step 2 Step 3 Select Preferences from the Edit menu Click on the District tab of the Administration preference window For each Data Station that you want to control add it by clicking on the Specify IP buttons Enter the Data Stations IP address and a Friendly Name The Friendly Name is the name you will see in the new District menu it doesn t have to match the name of the controlling institution or school If you re going to add several addresses click on the Keep window open after adding checkbox This will keep the window open after each new address is configured When you are finished click on the Cancel button or use the OS standard window close box Textbook Tracker User s Manual 345 Central AdministratorConfiguring the Central Administrator 346 Textbook Tracker User s Manual Textbook Tracker Technical Details Textbook Tracker contains several advanced technologies Although it s not necessary to understand how Textbook Tracker does what it does this chapter is for the technical person who wants to know more about the inner workings of Textbook Tracker Textbook Tracker Is Unique Textbook Tracker is built on top of a proprietary cross platform Windows and Macintosh development system The core components of this system consist of these
76. contain both Global and Default Local Local preferences ltems Tab Use this preference to configure general information about your next barcode default policy and other catalog settings 8 Preferences Item Management vIfloa O de 1300000 icy Standard item FA Barcode Settings Next Barcode The next available item barcode number When you enter a new copy record Textbook Tracker automatically assigns the next available barcode unless you assign a number manually You should set this field when you first configure Textbook Tracker so any copies that are added are assigned an item barcode number that agrees with your numbering strategy Default is 1300000 Policy and Medium Default Policy Using this drop down menu you can set the default policy for newly added item records The default is Standard If you assign an item policy which is later removed the Default Policy will return to Standard Default Medium Using this drop down menu you can set the default medium for newly added item records Default is Book 90 Textbook Tracker User s Manual Local amp Default Local Item Management Preferences Item Management Preferences Other Settings Local Call Number Tag If your call numbers are not in the customary location within the MARC record use this preference to configure where Textbook Tracker should check first for a call number Copy History Size Use this field
77. data if the computer is stolen the hard drive fails or burns in a fire Bookdrop Circulation mode for checking in books Boolean Logic Named after George Boole A logical combinatorial system using the variable operators AND OR and NOT This logic can have one of two values true or false CDR Compact disc recordable A compact disc on which you can write only once and thereafter is read only CDRW Compact disc re writable A compact disc on which you can write to and read from several times Check In Out Circulation mode for checking out or checking in textbooks Rules that apply are 1 if Current Patron doesn t currently have the copy checked out and the copy is available check it out to the Current Patron 2 if the Current Patron doesn t currently have the copy and the copy is checked out to someone else ask the user if the copy should be checked in if yes then try checking it out to the Current Patron or 3 if the Current Patron has the copy already checked out check the book in What this mode does as has been shown depends on the conditions above Client A computer program or process that requests the service of another computer in order to download files for manipulation run applications or request application based services A client is useless without a file server Copy Any reproduction or duplicate item book video cassette VCR or Electronic document or file that is cataloged in Textbook Trac
78. for example SmartScan files begin with Mti SmartScan 182 Textbook Tracker User s Manual Import Script File Circulation Importing Portable Laser Scanner Inventory Files If you re using a portable laser scanner for inventory purposes and have HotSynced downloaded inventory data to your hard drive use the following steps to import that data into Textbook Tracker refer to your SmartScan User s Manual for more details Step I Step 2 Step 3 Step 4 Step 5 Make sure to backup your current Textbook Tracker data Use the command followed by lt enter gt in the Transaction window to open the Import Commands window Use the Add File button to add inventory files to the Script files to process field If you have downloaded several inventory files before importing them see the example below make sure you are renaming the files or moving them to different directories so that they do not have the same file name and do not get replaced Once the inventory file you want imported from the Script files to process field is highlighted click the Run button to begin import amp Import Commands LX InventoryO0 tet Add File Inventoryn1 ti Inventory 3 tet Inventorynb4 tet Your data is now imported into the Textbook Tracker database 1 SmartScan will rename the files according to when they were downloaded but there may be issues with some of the older portable scanners Textbook Tra
79. for titles queries that begin with a specified leading article will be automatically skipped Thus the query for The Cat in the Hat will actually search for Cat in the Hat e When Textbook Tracker searches for a series queries that begin with a speci fied leading article will be automatically skipped Thus the query for The Wizard of Oz will actually search for Wizard of Oz 88 Textbook Tracker User s Manual Global Item Management Preferences Item Management Preferences Global Item Management Preferences ltem Management preferences contain both Global and Default Local Local preferences Terminology Tab Use this window to set default terminology for your school or institution You can set terminology for your Institution Location Sublocation and Funds eoe Preferences Item Management z Global HH Items Leading Articles Termi sol vgy nstitution Field Copy Institution n Field Copy Location Field Copy Sublocation Is Field Funding Source Copy Institution Field This field allows you to customize the Institution term that is used throughout Textbook Tracker Because this term is customizable this manual will use the generic term Institution For example if Textbook Tracker has been licensed for use at a School or a Central Distribution Center then you may enter one of these terms into the field Default is Copy Institution Copy Location Field
80. have been permanently expunged from your collection For example a lost item may eventually be found or returned In this case it is better to record those items as Lost Discarded On Repair On Order or Archived These special item categories allow you to keep track of items that may eventually return to your school see Special Patrons on page 179 Only remove those items that will never return to your collection Use the Remove Title command to permanently remove the current title and all its copies Remove Copy is only available when the Copy Information tab is selected and will remove the current active copy whether it is lost or available When a title is removed all associated information is also removed A copy that has a copy issued to a patron can not be removed and a title with copies checked out to a patron can not be removed However copies that are checked out to the Lost Discarded On Repair On Order or Archived patrons can be removed The Remove Copy command only removes the selected copy record WARNING Removing items is permanent and cannot be undone If you remove an item in error you will have to re enter the information or recover it from a backup copy of your data If you need to report on items that are lost or discarded for the year you should check those items out to the correspond ing special patron Run all necessary reports such as Super Summary or Special Item lists before removing th
81. information until the title information is saved Publication The data fields in the Publication tab contain title publication information Subjects Categories Summary Statistics Attachments Publisher Place PO Year Replacement Cost 0 00 Series iifBftetoaolbLLQ L DL LL U U U Ii 000 Extent i Publisher Enter the name of the publisher Saved at MARC field 260 b Place Enter the place of publication Saved in MARC field 260 a Year Enter the year of publication Omit ending punctuation Estimated dates are enclosed in brackets Saved in MARC field 260 c Replacement Cost In many instances patrons are charged a replacement cost for a lost item rather than the school s purchase cost The replacement cost defaults to the purchase price but can be later modified by the administrator as replacement costs change When the value of a title is required Textbook Tracker first checks to see if a Replacement Price is available If the Replacement Price is 0 00 then Textbook Tracker checks to see if a Purchase Cost is available if that s also 0 00 then Textbook Tracker tries to use the Average Replacement Cost from the copies policy If that value is also 0 00 then a value of 20 00 is used Series If the item is part of a series enter the series name here Otherwise leave this field blank Saved in MARC field 440_a 1 If you lt option tab gt Macintosh or lt ctrl tab gt Windows out of this
82. item Note that the Remove and Edit Name buttons are not selectable for the Standard Item policy To better explain how Item Policies work if a patron exceeds any value that you have set in this window a warning message will appear on the Circulation window For example if a patron tries to renew more times than the value you have entered in Number of times item can be renewed a warning message will appear When a warning message appears some users will have the option to override the policy To change settings for an existing policy change values in the fields on the Item Policy preferences window The following list explains the fields Policy This drop down menu displays the currently selected policy Use the drop down menu to choose from other policies that you ve created for your school You can edit these names by clicking on the Edit Name button Short Code These are short names for policies and are used in reports and other places where long names don t fit well Short Codes must be between 2 4 characters Default is the first 4 characters of the policy name Number of days these items can be loaned This field lets you specify the number of days under this policy that items can be loaned Enter the number of days items of this policy can be loaned For example to set a loan period of three weeks enter 21 Default is 14 days For items that you do not want checked out set the loan period to 0 days Grace period
83. item can be a textbook video filmstrip newspaper or any other form of media in your collection Each title can have multiple copies Title Information consists of data that is identical for all copies of a particular title including author publication and notes Copy Information consists of data that is specific to a given copy Under the Show menu select Items Items Barcode Copy inventor Unknown Standard Item The top portion of the window contains primary information about the current item This includes the call number title policy medium title author and other publishing information Title Copy Information is maintained on the bottom half of the window on separate tabs Click on the corresponding tabs to show title and copy information Click on a tab to view the information it contains 140 Textbook Tracker User s Manual Using the Items Menu Items First Previous Next Last Browse First Copy Previous Copy Next Copy Last Copy Browse Copies Find Unlock Record New Title Remove Title Add Copy Remove Copy Duplicate Title Duplicate Copy Transfer Copies From 4 gt 36D T lt gt 36 A Show Details Show Title Editor Show Author Editor Item Management Using the Items Menu You can view modify add and remove item information using the commands located under the Items menu When the Items window has focus the foremost window an Items menu is available in t
84. note Clears a patron note text Replaces a patron note f current patron required View charges and payments f charge amount description current patron required Charges a fee to a patron p patron required Make patron current q patron barcode Display patron details q current patron required Display patron details qe paron barcode or current paron required Open Patron Renewals window ra patron barcode or current patron required Renew all copies old barcode new barcode Change barcode item or patron Item Commands Show item notes command Append copy notes Clear copy notes comment Replace copy notes cg Opens the Circulation Groups mode cn Opens the Circulation Groups window cl Opens the Condition Codes window mode di Opens the Damage Codes window mode h item barcode current patron required Places a hold on an item km item barcode Recall copy with email notification q item barcode Display item details r item barcode Renew item old barcode new barcode Change barcode item or patron Textbook Tracker User s Manual 353 Circulation Commands Change Information Modes Circulation Commands ch Opens Change Location window ch_a optional institution
85. other schools Check this box if you have multiple Data Stations running within a zone e g one Data Station per school in a school district Using SIF if a staff member is created deleted or changed a message will go out to every SIF agent that is configured to receive staff member messages However if this box is checked any staff member whose school or subzone doesn t match the School Name or Sub Zone used in SIF field see below will ignore the incoming message Default staff policy When a staff member is added via SIF this is the policy that they will be assigned Barcode location in StaffPersonal message Currently there are multiple ways for SIF implementers to put a staff member ID in the SIF message Any one of these could be the barcode This field allows the technical personnel who install the SIF zone to tell Textbook Tracker which is the correct one If an OtherID of type ZA is in the Staff Personal objects this is seen as the school for that staff member 1 Format Element subelement sub subelement attribute value Attribute is optional The text of the matching element is used for the barcode Default is OtherID t ype ZB 2 Format Element subelement sub subelement attribute value Attribute is optional The text of the matching element is used for the barcode Default is OtherID type ZB 116 Textbook Tracker User s Manual Message Handling Tab SIF Preferences Messages Tab Disabled grayed out chec
86. page 250 294 Textbook Tracker User s Manual Copies Remove Discarded Copies Copy Utilities Copies Remove Discarded Copies vi Copies This utility removes all copies which had their status set to discarded between the TELEN Starting and Ending dates specified If you leave the Starting Date blank Textbook Check for Updates Tracker uses January 1 1900 If you leave the Ending Date blank Textbook Database Tracker uses January 1 2050 Thus if you leave both dates blank all discarded Catalog Utilities Verify Utilities copies are removed Verify Replace Information Modify Call Numbers Remove Copy Remove Archived Copies Remove Lost Copies vY Remove Discarded Copies Remove Copy Transactions Check Out v Verify Replace Information Modify Call Numbers Remove Copy Remove Archived Copies Remove Lost Copies Remove Discarded Copies Remove Copy Transactions Check Out ml Can Copies The title will also be removed if the Remove titles without copies checkbox is marked and there are no remaining copies for that title Remove Discarded Copies Select By Options The Remove Discarded Copies Select By options are the same as the Textbook Copies Reports Select By options see Textbook Copies Select By Options on page 250 Textbook Tracker User s Manual 295 Copy Utilities Copies Remove Copy Transactions Copies Remove Copy Transactions Copies Patrons Ci
87. pointing triangle to the right Hold Also known as a pending hold Use this when all copies are checked out and someone wants any copy of that item as soon as one is available HTTP Hypertext Transfer Protocol The WWW page prefix indicating the clickable hotlink arrangement used to instantly take you to a different page A protocol used to request and transmit files especially webpages and webpage components over the Internet or other computer network In Stock Hold A hold that has been filled and is awaiting pick up by the patron indicated Notices do not currently print automatically but can be printed from Circulation Reports Inventory Circulation mode that electronically date stamps the last time the copy was seen by the system In addition inventory will indicate when the copy is out of shelf order by placing gt next to the Circulation Log entry Textbook Tracker will change the inventory date every time the copy is checked in or checked out since that was the last time the copy was seen by the system Inventory Bookdrop Circulation mode that performs the standard inventory functions and will check in any copies with a status of checked out lost archived or discarded If you do not want the status of the item to change then use the Inventory mode instead ISBN International Standard Book Number ltem Any book video cassette VCR or Electronic document or file that is cataloged in Textbook Tra
88. put Subscribe Alex Net in the body of the message Trademarks COMPanion Akademus Alexandria eLunchroom SmartMARC SmartScan Textbook Tracker MacLunch room and their associated logos and icons are trademarks of COMPanion Corporation or Schjelderup LTD used under license by COMPanion Corporation Apple ImageWriter and LaserWriter are trademarks of Apple Computer Inc Macin tosh is a trademark of Apple Computer Inc Windows is a trademark of Microsoft Corporation Other trade names are the property of their respective corporations This product includes software developed by the OpenSSL Project for use in the OpenSSL Toolkit http www openssl org This product includes cryptographic software written by Eric Young eay cryptsoft com This prod uct includes software written by Tim Hudson tjh cryptsoft com Copyright c 1998 2001 The OpenSSL Project All rights reserved The VBD C classes are copyright c 1997 by Douglas M Gaer Textbook Tracker Table of Contents Ta dg OCUIC WON PE EN snes 1 Where is My Textbook Tracker Data Folder Located 2 Note and Warning Alerts en 2 Preparing for Textbook Tracker sssesesseseees 3 Archiving Your Darre jemtene 3 Backing Up Your OL EE EE 4 Why You Must Backup Your Data rrrnrnnnnnnnnnnnnnnrnnnnrnnnnen 4 Determining a Backup Strategy cccccccceesseeeeeseeeeeseeeeees 5 Barcode Your COEN 7 One and Two Part L
89. return gt Generally you don t need to know about this However if you were to examine an exported file you d see these characters Also if you wanted to add a lt return gt into a file that is getting imported you can use the character to make it happen 324 Textbook Tracker User s Manual Textbook Tracker s Tab Delimited Import File Format Data Import Import File Example A sample patron import or export file might look like this tee ePTOLS 1000 1007 1006 lt return gt 1100000 lt tab gt Bill lt tab gt Smith fr turn gt 1100001 lt tab gt John lt tab gt Jones lt return gt In the example above the header field codes 1000 1007 1006 specify that the fields are ordered by barcode first name last name An item record will be in a similar format except that different field codes are used and different types of field information is entered i e title or author of the item A simple way to study these formats is to export a few records then examine the export file with Textbook Tracker s Virtual Word Processor If you export from Microsoft Works you ll notice that Works also places a header at the beginning of its files The header contains the titles of the columns in the file you ve exported If you want you can open your export file with Works and replace the Works header with a valid Textbook Tracker header If you don t do this manually you ll have to make sure you select the cor
90. size Default is 12 point Left Margin Sets the default left margin Default is 1 inch Right Margin Sets the default right margin Default is 1 inch Top Margin Sets the default top margin Default is 1 inch Bottom Margin Sets the default bottom margin Default is 1 inch NOTE All the margins listed above come in from the edge of the paper Since most printers can t print to the very edge of the paper i e perform a full bleed you should use a margin of at least 25 inches Textbook Tracker User s Manual 123 Word Preferences Local Word Processor Preferences 124 Textbook Tracker User s Manual th Dok Tracker Te Patrons CtrlH L Items Ctrl I Circulation Ctrl T Patron Management a MM This chapter includes a general description of managing patrons using the Patrons window and how to add remove modify browse find and display patron information Patron Management Window The Patrons window displays information about patrons in your institution school To display the Patrons window select Patrons from the Show menu eeo Patrons Bar de 1088 fi Standard Patron E Active Unknown sample 1831 Fert Union Blvd Address 2 Salt Lake City Card e jan 28 2005 Apr 1 1991 Mrs sample 10 a Phone 801 365 0169 The top portion of the window contains primary information about the Current Patron
91. sorted indexed as Wizard of Oz The final character to ignore must be either a space or punctuation character If this indicator is set incorrectly Textbook Tracker will revert the of Non Filing Characters setting to zero rather than ignore a partial word 152 Textbook Tracker User s Manual Title and Author Editor Item Management If you want a quicker easier method of editing Title MARC fields click the Title Editor icon shown below to the left of the Title field The following window will appear Title Editor Title Editor v 130 Main Entry Uniform Title 210 Abbreviated Title 222 Key Title 240 Uniform Title 242 Translation of Title by Cataloging Agency 243 Collective Uniform Title 245 Title Statement 246 Varying Form of Title 247 Former Title or Title Variations 730 Added Entry Uniform Title 740 Added Entry Uncontrolled Related Analytical Title a Pretice Hall Literature a pb Timeless voices Timeless Themes a book Add Tag v 6 Linkage 8 Field link and sequence number a Title b Remainder of title c Statement of Responsibility f Inclusive dates g Bulk dates h Medium k Form n Number of part section of a work p Name of part section of a work s Version Add Subfield El Delete Tag Using the tag terminology learned from the previous page enter or edit your MARC record information The Title Editor allows you to easily enter mul
92. tag 700 When you click on the Author Editor the following window will appear iS 6 Author Editor tf Author Editor 100 Main Entry Personal Name 110 Main Entry Corporate Name 111 Main Entry Meeting Name v 700 Added Entry Personal Name 710 Added Entry Corporate Name 711 Added Entry Meeting Name a Personal Name a Fuller form of name TJ EG E AddTag a Dates associated withaname v 4 Relator code 6 Linkage 8 Field link and sequence number a Personal Name b Numeration c Titles and other words associated with a name d Dates associated with a name e Relator term f Date of a work g Miscellaneous information j Attribution qualifer k Form subheading Language of a work n Number of part section of a work p Name of part section of a work q Fuller form of name t Title of a work u Affiliation Add Subfield El Delete Tag The Author Editor allows you to easily enter multiple detailed subfields and add new tags to any item title Click on the icons to the left of the tag field to Delete or Add Tag and Subfield 154 Textbook Tracker User s Manual Title Information tab Item Management Title Information tab The bottom half of the Items window shows Title Information for each item you have in your collection When Title Information is selected title related tabs show across the bottom of the window You cannot view or edit copy
93. the setting in the Item policy window from fourteen to twenty one the thirty day setting remains in the customized Circulation policy only those fields you don t customize will be changed 108 Textbook Tracker User s Manual Global Policies Preferences Policy Preferences Circulation Policies Patron Use this drop down menu to modify circulation policies for these specific patron types Users need only modify settings that are exceptions to the normal policy settings Maximum number of items checked out The maximum number of items that the patron type specified in the Patron drop down menu above can have out at one time Default is 5 Maximum number of items overdue The maximum number of items that patrons can have overdue before new item checkout is disallowed Default is 2 Maximum number of items placed on hold tThe total number of items that patrons can have placed on hold Default is 5 Maximum fine for an overdue item This is the total amount that an overdue item can reach before it no longer accrues fees Default is 20 00 Number of days a patron s card is active How long in days that patron school institution cards are valid Usually this is one year Default is 365 Number of days to keep a hold request The number of days a patron s hold request will stay active Default is 28 Number of days to keep an in stock hold request The number of days a patron s in stock hold will stay active
94. this report to determine what items patrons are using Usage by Item Policy Sort By Options See page 272 for complete and detailed descriptions of Usage by Item Policy Sort By options Usage by Item Policy Select By Options See page 272 for complete and detailed descriptions of Usage by Item Policy Select By options 268 Textbook Tracker User s Manual Usage by Patron Policy Usage Statistics ae Usage by Patron Policy Return Statistics Allows the user to see which types of patrons are being issued textbooks during Usage by Item Policy different periods Usage by Patron Policy Usage by Patron Item Policy Usage by Item Patron Policy ts Usage Statistics Jsage by Period ae sucs Return Statistics Usage by Item Policy at Sort By v Usage by Patron Policy Dayof Week gt Entire Range Usage by Patron Item Policy Usage by Item Patron Policy Al Statistics Usage by Patron Policy Report Formats by Day of Week Prints a grid with patron policies down the left side and v by Day of Week days of the week across the top Textbook usage is printed in each cell Use this by Month report to determine which patron groups are borrowing which days of the week This information can be used for budgeting staffing and other uses by Patron Policy by Month Prints a grid with patron policies down the left side and months of the year across the top Textbook usage is printed in each cell
95. utility see Archive Preferences on page 67 that can be configured to make complete regular copies of your valuable Textbook Tracker Data and store them in a folder on your hard disk The major difference between a backup and an archive is that backups are made on removable media that can be physically stored away from the school Archiving provides a quick and automatic method of saving your database before you perform large changes i e through importing updates upgrades or utilities Textbook Tracker User s Manual 3 Preparing for Textbook Tracker Backing Up Your Data A NOTE Daily backups of your Textbook Tracker data are highly recommended Backing Up Your Data Backups are duplicate copies of files on a computer that should be saved to an external source You should have a backup strategy in place to ensure that you always have a current backup of your Textbook Tracker data files Daily backup of your Textbook Tracker data is highly recommended What to Backup Textbook Tracker data files change every time you use the Textbook Tracker system For example every time you update an item record or a patron check an item in or out or perform any other transaction the data files change to reflect your updates All Textbook Tracker information is stored in the Data folder This makes it easy to backup your data on a regular basis Why You Must Backup Your Data Inevitably sometime during the life of
96. year in the past For example you can enter the date December 1 2003 as Dec 1 2003 or 12 0170s of 12 1408 OF 1 AE year is 2003 you can just enter 12 1 If the current month is December you can just enter 1 1 When you enter a two digit date values between 0 30 are assumed to be 2000 2030 and values between 31 99 are assumed to be 1931 1999 272 Textbook Tracker User s Manual Title Utilities Most of the circulation operations in Textbook Tracker are designed to modify individual pieces of data one entry at a time Utilities can change large amounts of information in your Textbook Tracker database with a single command ook Tracker Utilities are used to modify records in your database and export data from Textbook Tracker for use with other electronic systems or between Textbook Tracker databases How to Initiate a Title Utility From the File menu select Utilities New Document 8 Utilities Open i l Close Window Close All v Titles Copies Patrons Circulation Check for Updates Save Save As Text Save As Save as Attachment Revert Import Export Utilities Database Catalog Utilities Verify Utilities Page Setup Print Log Out Restart Use the following steps to run a title utility Step 1 Select Titles from the Utility Type drop down menu Step 2 If the utility you ve selected has more than one option an Operation drop down menu appears S
97. your computer you will suffer from hardware malfunction When this happens your data can be irreparably corrupted or lost Although you can reinstall the Textbook Tracker application from your original CD doing so does not retrieve your data files Your only options for recovering data when you have suffered a malfunction are to either re enter all the data by hand or to recover your most recent data from a backup copy and then update only the data that changed since the last backup was made The more current the backup copy of the data the less data you will have to re enter All Textbook Tracker data is stored in the Data folder which makes it easy to backup your data on a regular basis You should have a backup strategy in place to ensure that you always have a current backup of your Textbook Tracker data files With adequate backup procedures in place only small amounts of information will be lost even after the worst conceivable failure Your backup procedure for Textbook Tracker should copy the Data folder Some schools may choose to only archive their transactions on a daily basis Although this technique results in a fast backup it s not complete and recovery can take much longer than a full backup If you make a backup copy of the Data folder at the end of every day you ll be able to recover all the changes you ve made through the end of each day You can then recover the data easily and rapidly should it be required F
98. 00 patrons and 700 000 items You can vary this scheme to handle more schools groups within a school or independent items NOTE It is recommended that you avoid starting barcodes with zero 0 as the first digit Barcodes can contain letters and numbers spaces and punctuation are not allowed The sample scheme below uses a 9 digit barcode number for items and patrons e Digits 1 to 3 identify the school For example 100 is Eastside School 200 is Westside School and so forth You can use the three digits within this group to further breakdown the schools For example 110 Eastside Elementary School 130 Eastside Middle School 150 Eastside High School 210 Westside Elementary School 230 Westside Middle School and so on If you have more than one school on your system using unique barcodes for each school makes it easier to manage a central database with holdings from all schools in the district All barcodes are unique and do not interfere with barcodes for existing items Digit 4 can tie a barcode to a patron group such as students or staff to a medium type or vendor or to an item group such as fiction or reference For example if you use 0 through 2 for patrons and 3 through 9 for items you will have unique barcode numbers for 3 patron groups and 7 item groups e Digits 5 through 9 identify the individual patrons or items in the group identify the school the underlined digit ident
99. 0A View Patron Details This command opens the Patron Details window when you have a Current Patron displayed on the Circulation window This command performs the same action as clicking on the Details button contained in the Current Patron section of the Circulation window when you have patron selected Renew Query Command QF Renewing an Item Opens the Patron Renewals window which displays a list of all textbooks issued to the Current Patron allowing you to choose which ones to renew this is also a menu option Textbook Tracker User s Manual 199 Circulation Renewing an Item Renewing an Item Command R item barcode Renewing an Item Use this command to renew an item or activate Renew mode You can specify the number of times an item can be renewed in your Circulation Policies documented on page 152 e To renew an item type R and scan or type the barcode number for the item and press lt enter gt If your Circulation policies allow this item is renewed to the patron who has it checked out That patron also becomes the Current Patron If you don t know the item barcode use one of the locate commands see Locating Patrons and Items on page 198 to find the item s barcode e To start Renew mode type R and press lt enter gt All item barcodes you type or scan while in this mode are renewed To exit Renew mode enter a patron Mf yy barcode number or use the X or co
100. 324 TAB Delimited Files 323 Installing Alexandria Alexandria WEB 31 End User License 23 Installation Summary 17 System Requirements 15 Installing Alexandria Data Station 22 In Stock Hold Letter 80 Inventory Control 195 Inventory Reports 196 245 ISBN 150 Issue Routing Slip Command 198 Item Analysis Report 240 Item Information Window 140 Item Lists 238 Item Policy 149 Items Menu 141 K Keyword Start Classification Command 201 L Language Preference 96 LC Juv Headings 87 LC Subject Headings 87 LCCN 150 Level 135 Librarian 96 Librarian User Level 61 Library Administrator User Level 61 Library Aide User Level 61 Library Calendar 213 Printing 213 Report 213 Library Information Preferences 88 Library Staff User Level 61 Loan Periods Policies 102 Loaned Items Report 247 Locate a Patron by Name 197 Locating Patrons and Items 197 Location 135 Lost Items 179 Mailing Labels 230 Make a Patron Current 197 Make a Patron or Item Curren 198 Manual Checkout Sheet 215 MARC 341 Overview 341 MARC records 139 Margins 123 Menu District 343 MicroLIF 341 Monthly Usage Report 239 N National Agricultural Library Headings 87 National Library of Medicine Headings 87 Next Barcode 87 90 Notices Overdue 80 ccclx Alexandria User s Manual O Orders Preferences 94 97 Overdue Listing Report 253 Overdue Notice 80 Overdue Notices 255 P Password 135 Patron Barcode 132 Patron Counts 228 Patron Desk Reference 225
101. 34 for the complete Refund Letters Sort By options Textbook Tracker User s Manual 227 Patron Reports Patron Counts a Patron Counts EEE Eden This report provides an exact number of patrons who have a suspended status how Patron Payment History Sones many patrons have expired cards or how many patrons fall under a particular policy Patron Counts The only information this report provides is the total number of patrons meeting the selected range criteria Barcode Labels Mailing Labels Rolodex Cards Overdue List Payment Summary Statistics Patron List Patron Desk Reference Patron Payment History Refund Letters v Patron Counts Barcode Labels Mailing Labels Rolodex Cards Overdue List Payment Summary Statistics eports Patrons There are no Format or Sort By options available for this report Patron Counts Select By Options See page 235 for the complete Patron Counts Select By options 228 Textbook Tracker User s Manual Barcode Labels Patron Reports EEES Barcode Labels Patron Desk Reference This report prints a barcode label for each selected patron The label includes the Patron Payment History Sang patron s name barcode number and barcode Patron Counts SS For label reports you can check Skip Some Labels if you don t want the labels to print Mailing Labels starting on the upper left corner or if you don t want them to print consecutively A Rolodex Cards
102. All Tran sactions Patron Notices Report Formats Hold In Stock Notice sent to a patron to inform them that a book they have requested is available Patron Notices Sort By Options See page 260 for complete and detailed descriptions of Patron Notices Sort By options Patron Notices Select By Options See page 261 for complete and detailed descriptions of Patron Notices Select By options Textbook Tracker User s Manual 257 Circulation Reports Charges and Overdue Fines ir Charges and Overdue Fines SEE These reports include both fines and overdue records with fines Within specified erdue Nedisas ranges only fines and other charges will be printed Use these reports to see who owes Patron Notices your institution money Only circulation records where an actual fine is due are Charges and Overdue Fines included Thus an overdue item with no fine is not included Special Item Lists When the Use Copy Number box is checked then the copy number will replace the copy call number in the report Loaned Items Overdue Listings Hold Requests Overdue Notices Patron Notices v Charges and Overdue Fines tandard ss Patron Name Special Item Lists ports Circulation All Tea sactions Charges and Overdue Fines Report Formats Standard Displays transactions for currently overdue items and unpaid z n fines charges issued against a patron Fines Only Charges Only Only displays transactions where a charge is due
103. Bookdrop and Start Check In Out modes Start Check In Out Sets the current mode to Check In Out This option will toggle between Start Bookdrop and Start Check In Out modes Make Charges Payments Add or remove fines accept payments for fines incurred and issue refunds for payments made You must have a Current Patron to select this option Show Patron Details Shows the complete details for the Current Patron including all transactions fines requests and so forth You must have a Current Patron to select this option Performs the same function as the Details button Remove Patron Holds Shows the items the Current Patron has on hold To remove a Hold click on the request you want removed and click Remove Hold You must have a Current Patron with hold requests to select this item To remove an in stock hold let it expire or bookdrop it The next patron in the hold queue will be assigned the item Show Item Details Shows the complete details of the Current Item including the status for all copies of that title You must have a Current Item to select this command option Performs the same function as the Details button Adjust Item Holds Shows all patrons who have hold requests for the Current Item You can remove a request from the queue or change its order You must have a Current Item with hold requests displayed to select this option Renew Patron ltems Shows everything currently checked out to the Current Patron E
104. Circulation What are Circulation Groups Circulation Groups are an extremely flexible easy way to track statistics and allow users to meaningfully bunch together groups of transactions under a single user designated code For example Circulation Groups can be applied to items that have been checked out to specific teachers or groups of students Circulation Groups can be the class periods course numbers or departments where the item is being utilized It is in this way that Circulation Groups allow for nearly infinite customization and make it easy for users to keep track of the items which have been loaned to teachers courses classes or departments and all the subsequent statistics that result Circulation Groups should only be applied to items as they are checked out A Circulation Group that has been assigned to an item will be removed when the item is checked in If the Circulation Group information that has been applied to an item needs to be kept for future reference even after the item has been checked in then users will be required to manually place special Notes on the copy records see Notes on page 160 or on the patron record see Notes on page 136 In a high school situation a Circulation Group that uses the teacher period or class course will be the most practical In an elementary school scenario it might be more functional to use the teacher or subject For instance in elementary schools Math an
105. Ctrl Shift D Personal Info m EE You can associate web pages multimedia and other documents to a patron using the Attachments tab To add attachments use the icons on the right of the window or drag and drop documents into the attachment list To edit an attachment double click on its name in the list To activate the attachment hold down the lt opt ion gt button followed with a double click on the name in the list Attachments are shown in the Patron Details window 138 Textbook Tracker User s Manual Textbook Tracker Item Management This chapter explains how to manage information for the titles copies in your school NOTE If you are using a multi collection license for Textbook Tracker all schools share title information thus all other schools can view the changes you make The Textbook Tracker Workstation allows you to view and edit titles from every collection in your district but only your title statistics and copy information may be modified from your workstation The Central Administrator Workstation allows viewing and editing of all database title copy information across all collections About MARC records All Textbook Tracker title copy data is saved in MARC MAchine Readable Cataloging record format the standard for bibliographic data around the world Although it s hidden from you Textbook Tracker saves additional information in the MARC record for performing its school
106. Damage Codes on page 76 Once you have selected a specific damage code from the list it will be immediately applied to the Current Item During checkout if you notice that an item copy has undocumented damage and you would like to register the damage without charging a fine to the Current Patron because obviously the damage was not done by the patron checking out the book you can use the command to apply an item copy note to the copy record This is the best and easiest way of noting damage without charging a fine to an undeserving patron 190 Textbook Tracker User s Manual Handling Charges and Payments Circulation Start Bookdrop Make Charges Payments Ctrl 1 Ctrlt 2 Ctrl 3 Chrl 4 Show Patron Details Remove Patron Holds Show Item Details Ctrl 6 Adjust Item Holds Ctrl F Renew Patron Items Ctrl F Broadcast message to clients Display all connected clients NOTE To charge a patron for a damaged book after it has been checked in use the F book amount description command in Circulation window with a Current Patron For example if Patron 1621 bookdropped a damaged item the administrator can later enter Patron 1621 into the Circulation window and assess them a fee by typing F 20 00 Charles scribbled in index in the command line to charge them a 20 00 fee Circulation Handling Charges and Payments Use the Fee Charges and Payments function to view charges assi
107. EE Remove Lost Copies Remove Discarded Copies Remove Copy Transactions Check Out 1 Lost Items HH Selection All Copies To System Patron Using this drop down menu you may choose which system patron to check out items en masse You may choose from the Lost Items patron Discarded Items patron Institution Use Items patron On Repair Items patron On Order Items patron or the Archived Items patron read more about system patrons on page 179 From Using this drop down menu you may choose the patrons or items you would like to transfer items from You may choose from Selection which allows you to access the Select By options described below Lost Items patron Discarded Items patron Institution Use Items patron On Repair Items patron On Order Items patron or the Archived Items patron read more about system patrons on page 179 Remove Copy Transactions Select By Options The Remove Copy Transactions Select By options are the same as the Textbook Copies Reports Select By options see Textbook Copies Select By Options on page 250 Textbook Tracker User s Manual 297 Copy Utilities Copies Check Out 298 Textbook Tracker User s Manual Patron Utilities Most of the circulation operations in Textbook Tracker are designed to modify individual pieces of data one entry at a time Utilities can change large amounts of information in your Textbook Tracker database with a single command ook Tracker Ut
108. ETURN aren t visible characters they are represented in this document as lt tab gt and lt return gt Textbook Tracker Users Manual 323 Data Import Textbook Tracker s Tab Delimited Import File Format Tab Delimited Records A very common method of exchanging record information between programs is the tab delimited ASCII file In the tab delimited format fields are separated by the lt tab gt control character and the end of the record contains the lt return gt control character John lt tab gt Smith lt return gt Bill lt tab gt Jones lt return gt My First Name lt tab gt My Last Name lt return gt Using tab delimited patron import files you can transfer information about patrons stored in other computer systems For example a school can use this capability to transfer student information from the school administration computer system into Textbook Tracker or transfer textbook information back to the administration system Textbook Tracker s Tab Delimited Import File Format In Textbook Tracker we ve enhanced the tab delimited format by adding special information on the first line of the file used to interpret the data in the file This first line is called a header because it s at the head or beginning of the file The header allows programs to figure out where the data in the file belongs Textbook Tracker headers look like this E WT eCode FieldCode FieldCode FieldCode lt return gt The do
109. For example Transfer Copies From Pretice Hall Literature Show Details 36D Timeless voices Timeless Themes Show Title Editor lt gt JET Show Author Editor lt 3A If you want to continue manually entering or editing MARC information from the Title field you can enter a statement of responsibility and general material designation Begin a statement of responsibility 245_c with a front slash and enclose the medium in brackets All subfield information must begin on a new line in the Title field If you enter a medium it will be saved but not shown in the title field only in the medium drop down menu If you enter a statement of responsibility and preferences are set to not show this it will be saved but not displayed If you enter title information and then lt opt ion tab gt Macintosh or lt ct r1 tab gt Windows out of the Title field or if you have Enable Authority Control checked in the Miscellaneous Display Settings preference window an Authority Control Title Search window will appear allowing you to see if this title is already in your collection If it is the Authority Control window will not display Underneath the Title field is the of Non Filing Characters drop down menu with the digits 0 9 Use this drop down menu to specify the number of characters in the title to ignore when indexing the title Thus the title The Wizard of Oz should have a 4 selected so the book is
110. History Remove All Transactions All Patrons Keep Patron History Select By Options The Clear Patron History Select By options are the same as the Patron Reports Select By options for a complete listing please see Patron Report Select By Options on page 235 Textbook Tracker User s Manual 307 Patron Utilities Patrons Remove All Transactions Titles Patrons Remove All Transactions This utility removes all transactions for the specified patrons Circulation Check for Updates Verify Database Catalog Utilities Replace Information Verify Utilities Remove Clear Patron History Renew Patron cards Import Patron Pictures Utility Type Keep Patron History Patrons a v Remove All Transactions vi Verify Replace Information Remove Clear Patron History Renew Patron cards Import Patron Pictures Keep Patron History Remove All Transactions WARNING Do not run this utility unless you want to lose circulation status for the selected patrons Remove All Transactions Select By Options The Remove All Transactions Select By options are the same as the Patron Reports Select By options for a complete listing please see Patron Report Select By Options on page 235 308 Textbook Tracker User s Manual Other Utilities Most of the circulation operations in Textbook Tracker are designed to modify individual pieces of data one entry at a time Utilities can change large
111. In this example it s Homeroom 3 Textbook Tracker will use your customized name for Sublocation In this example it s 2nd Location 4 Textbook Tracker will use your customized name for Level In this example it s Grade 234 Textbook Tracker User s Manual Patron Report Select By Options Patron Reports gt Patron Report Select By Options nd Location Use the Select By drop down menu to select which patrons you want included in the Activity report You can enter as many values for selection criteria as you need using And Or Barcode List and And Not Boolean Logic When you choose values in the selection drop down Barcode Range menus other fields appear prompting you for Starting With and Ending With values Birthdate expired Card The following is a list of selectable values for patron reports rade Homeroom Last Name No Activity Policy School Sequence Status All Patrons This report includes all the patrons for whom you have records including special patrons those who have barcode numbers under 50 and a Status of Active 2nd Location This report includes patrons with a sublocation between the Starting With and Ending With ranges If you enter only a Starting With or Ending With selection Textbook Tracker will select all records where the sublocation data begins with the entered text If you enter no text the selection is ignored The default name for Sublocation is 2nd Location Activity This report in
112. Institution Information Configure general information about your school or institution see School Information Address on page 95 Patron Management Configure information about your patrons such as barcode ranges barcode leaders default policies and terminology see Patron Management Preferences on page 97 Policies Set guidelines for school or institution operation see Policy Preferences on page 101 SIF Enables and configures the Schools Interoperability Framework agent see SIF Preferences on page 155 Sounds Assign Textbook Tracker sounds for events such as check out check in and program shutdown see Sound Preferences on page 119 Web Determine settings for Textbook Tracker Web see Web Preferences on page 121 Word Processor Add default settings for new word processor documents see Word Preferences on page 123 54 Textbook Tracker User s Manual Global vs Local Preferences Introduction to Preferences Global vs Local Preferences Textbook Tracker users are able to switch between Global Local and Default Local preference settings Global and Default Local preferences are saved and stored on the Textbook Tracker Data Station For this reason in the diagram below the Data Station contains the words Global and Default Local After installation any Local preference information you configure on a Client Workstation will be saved and stored to that indi
113. Management __ Preferences Bulletin Board Circulation __ Reports Details search Lookup Browse Quick Reports _ Subscriptions __ Vendors NH Routes __ Budgets mes Philosophy T Customize your Textbook Tracker colors as you see fit then click OK Use the Pre Defined Color Scheme drop down menu to choose a default from a selection of pre created color schemes Once a color scheme has been selected they can be further customized The default color scheme is Philosophy Color schemes are local for each Client Workstation When a Workstation is first launched it will borrow the Default Local preferences from the Data Station Any future changes to that workstation will be applied solely for that local workstation Textbook Tracker User s Manual 83 Display Preferences Local amp Default Local Display Settings Preferences EEE Local amp Default Local Display Settings Preferences Archive Calendars There are no available Global Display Settings preferences Circulation Display Settings Item Management Miscellaneous Tab School Information Patron Management Use these controls to further customize the look of your Textbook Tracker Data Station Policies SIF Sounds a Web 0008 Preferences Word Processor or Workstation program Display Settings Display Settings Miscellaneous Tool Tip Settings Tool Tip Delay Selects delay time for tool tips thos
114. On Order Patron create a special patron for each vendor from whom you order items When you order items from that vendor check them out to that vendor and enter an override date that matches the scheduled delivery date 180 Textbook Tracker User s Manual Show Patron Notes Circulation Show Patron Notes Command Show Patron Notes You can enter General Notes for a patron under the Notes tab in the Patron Management window When General Notes have been entered a Notes button will appear in the Current Patron area of the Circulation window To view these patron notes click on the Notes button or enter a in the command line Append Patron Note Command text Append a Patron Note You can add more General Notes to the Current Patron from the Circulation command line rather than having to go into the Patron Management window Replace Patron Note Command text Replace Patron Notes Use this command to completely replace the Current Patron s General Notes with the text you enter Entering the command without any following text will clear the Current Patron s General Notes Show Item Copy Notes Command Show Item Copy Notes You can enter notes for a title copy under the Copy Notes tab This tab will appear on the Item Copy Data window when you select Add Copy on the Items window When notes have been entered for a copy a Notes button will appear in the Current Item area of the Circulat
115. Redo CtrlH Shift 2 Cut Ctrl x Copy CirlHC Paste CtrlH v Clear Select All Ctrl 4 Find Ctrl F Find Again Ctrl 6 Paste From File Preferences Ctri Finding Records The Find command can be used to locate a specific record Textbook Tracker searches for a record that matches information you enter and shows the complete record in the main window For example if you search for a patron with the name Andersen Textbook Tracker finds the first patron record with that name and shows it as the Current Patron in the Patrons window The Browse By selection is automatically set to match your Find field When you select the Find command the following window appears Find Record Closest match x Click the arrows at the end of the Last Name field to choose to search other fields Click the arrows at the end of fields to choose to search for an item that starts with the information you enter or exactly matches the information you enter If no record can be located Textbook Tracker will sound an audio alert and the current record will not be changed Click the Find button to locate the record or click the Cancel button or close window box to cancel the Find operation 1 Note Because the terms shown in this menu can be customized by the user your choices may have different names 46 Textbook Tracker User s Manual Management Command Menus Textbook Tracker Basics Browsing Records can ut An alternative to the Fin
116. Report Custom Barcode Labels Authority Reports System Analysis SSS Policy List Report Formats Item Policies Patron Policies Generates a report which includes all patron policies sorted Circulation Policies by full policy name Item Policies Prepares a report which includes all item policies sorted by full policy name Circulation Policies Generates a report which includes all circulation policies sorted by full policy name Policy List Sort By Options Policy Name This option arranges all patron policies by policy name Policy Select By Options All Policies This prepares a list of all patron policies 212 Textbook Tracker User s Manual Calendar v Policy List Calendar Calendar Notes Manual Check Out Sheet Command Barcodes Code Barcodes Preferences Report Custom Barcode Labels Authority Reports System Analysis Special Reports Calendar This report prints calendars in a month per page format over a specified date range Only the month of the Starting or Ending Date is used although the program requires you enter a full date You can use this report to print a post for any calendars in your system ee 3 Reports Special v Calendar Standard 2 Calendar Notes Manual Check Out Sheet Command Barcodes Code Barcodes Preferences Report Custom Barcode Labels Authority Reports System Analysis Calendar Report Formats Standard This Format generates reports for the Standard calendar Whe
117. School Information Patron Management Policies SIF Sounds Web Word Processor Item Management Preferences Global Item Management Preferences ltem Management preferences contain both Global and Default Local Local preferences ltems Tab Use this preference to configure general information about your item barcode s default item policies and other general catalogue settings Barcode Settings Ignore Barcode Leader of If you are using barcode numbers not designed for Textbook Tracker you can specify that Textbook Tracker automatically ignore leading barcode characters For example your item barcodes may have the text TBT in front of each barcode enter TBT in the Ignore Barcode Leader of field Textbook Tracker will ignore the TBT at the beginning of the barcode label If you have no need of this feature leave the field blank Unused Barcodes Creates a list of all the unused barcodes in a specified range Barcode range cannot exceed 10 000 Catalog Defaults These options tell Textbook Tracker which subject headings you want catalogued Since cataloguing only occurs during an import or modification of records your changes will only be reflected in new records unless you rebuild your database If you do not understand these settings please talk to a qualified MLS librarian or MARC expert Catalog LC Subject Headings Default is OFF Catalog LC Juv Headings Default is OFF Catalog Na
118. Shortcut Keys ennnennnnnonnnnnennnnnennnnnennnnnennnnneennnnnnn 349 Circulation Commands an rnnnnnnnnnnnnnnnnnnnnnnnennnnnen 351 GOSA en 355 vill Textbook Tracker User s Manual F l f F book Tracker Te Introduction Congratulations on selecting Textbook Tracker as the textbook management tool for your school Textbook Tracker is a powerful application with facilities to help manage textbook inventory circulation and usage Although Textbook Tracker is simple to use you ll learn its capabilities much faster by reviewing this User s Manual which is divided into chapters that correspond to the program s major areas The Textbook Tracker system consists of a main information server called the Textbook Tracker Data Station or Data Station for short and various clients or Client Workstations that communicate with the Data Station The Data Station is the central repository for all your Textbook Tracker institution school system information it stores all Textbook Tracker data and performs the work required to process information and command requests from Textbook Tracker Client Workstations The first machine that Textbook Tracker is installed on and registration information entered into is your Data Station There is only one Data Station for each Textbook Tracker license The Data Station can perform all the functions of the Textbook Tracker Workstation and Textbook Tracker Central Administrator
119. Textbook Tracker User s Manual 265 Usage Statistics Usage by Period v Usage by Period Usage by Period Return Statistics Usage by Item Policy Allows the user to examine textbook usage over different time periods Use these reports to answer questions such as Which months have the most activity or Are Usage by Patron Policy Usage by Patron Item Policy p Usage by Item Patron Policy some days of the month busier than others e600 Reports Usage Statistics v Usage by Period Hou he Entire Range Return Statistics Usage by Item Policy Usage by Patron Policy Usage by Patron Item Policy Usage by Item Patron Policy 5 Usage by Period Report Formats V by Hour of the Day by Hour of the Day Provides statistics on transactions during certain hours of by Day of the Week the day Use this report to determine what hours of the day are the busiest for by Day of the Month by Month of the Year your institution by Hour by Day by Day of the Week Provides statistics on transactions during specific days of the week Use this report to determine which days of the week are the busiest for your institution by Day of the Month Provides statistics on transactions during specific days of the month Use this report to determine which days of the month are the busiest for your institution by Month of the Year Provides statistics on transactions during specific months of the year Use this report to det
120. Textbook Tracker also allows users to create their own custom security levels by choosing from a list of permissions see page 62 for more information Until you set up an Administrator name Textbook Tracker will launch with full administrative privileges The Administrator is the only access level that lets you set up new Textbook Tracker users Once you ve established an Administrator name if no other security level is selected Student Aide access will be used upon launch 808 Preferences Administration Global v Administration Archive Calendars Circulation Display Settings Item Management ka a dl a aE a Updates Services School Information Patron Management Policies SIF Sounds Web Word Processor District Administrator Institution Administrator Administrative Aide Student Aide Self Service Checkout Self Service Bookdrop add Y Remove ed If Require User Login is checked you may select Restart or Log Out from the File menu to access Textbook Tracker with a different access level The Add Remove Edit and Copy buttons create remove change and duplicate Textbook Tracker users To edit an existing user s information double click on a user s name from the Textbook Tracker Users field You can create any number of Textbook Tracker users each with their own unique or identical security level While you may have users with duplicate security levels you may not have duplicate user names Tex
121. This field allows you to customize the Location term that is used throughout Textbook Tracker Because this term is customizable this manual will use the generic term Location For example if Textbook Tracker has been licensed for school use then Homeroom is the most commonly used Copy Location Field Default is Copy Location Copy Sublocation Field This field allows you to customize the Sublocation term that is used throughout Textbook Tracker Because this term is customizable this manual will use the generic term Sublocation For example if Textbook Tracker has been licensed for school use then Teacher is the most commonly used Copy Sublocation Field Default is Copy Sublocation Funds Field This field allows you to customize the term used for Funds in your school or institution Because you can change the term this manual will use the generic term Funds Use this field terminology to help keep track of where funding for an item came from For example if you have to report the status of items purchased with government grants or special funds enter the grant number or special fund name in this field You can then generate reports using this field Default setting is Funding Source Textbook Tracker User s Manual 89 Item Management Preferences Local amp Default Local Item Management Preferences Local amp Default Local Item Management Preferences ltem Management preferences
122. Updates January 1 1900 If you leave the Ending Date blank Textbook Tracker uses Database January 1 2050 Thus if you leave both dates blank all lost copies are removed Catalog Utilities Verify Utilities The title record will also be removed if the Remove titles without copies checkbox is marked and there are no remaining copies for that title vi Verify Replace Information Verify Modify Call Numbers Replace Information Remove Title Modify Call Numbers Remove Copy 2 Remove Title Remove Copy lity Type ae Remove Archived Copies Titles sR Remove Lost Copies Remove Discarded Copies Remove Copy Transactions Match Title Call Numbers EEE Match Title Policies Remove Archived Copies Remove Lost Copies Remove Discarded Copies Remove Copy Transactions Match Title Call Numbers Match Title Policies All Titles Remove Lost Copies Select By Options The Remove Lost Copies Select By options are the same as the Titles Reports Select By options for a complete listing please see Textbook Title Reports Select By Options on page 242 Textbook Tracker User s Manual 281 Title Utilities Titles Remove Discarded Copies vs Titles Remove Discarded Copies Copies This utility removes all copies which had their status set to discarded between the atrons Starting and Ending dates specified If you leave the Starting Date blank Textbook Check for Updates Tracker uses January 1
123. With and Ending With ranges If you enter only a Starting With or Ending With selection Textbook Tracker will select all records where the data begins with the entered text if you only enter an Ending With level Textbook Tracker will select all levels before and up to the selected level If you enter no text the selection is ignored The default name for Level in a school is typically Grade 1 This is the default term for your Level Field This can be changed in your see Patron Management Tab on page 99 Textbook Tracker User s Manual 235 Patron Reports Patron Report Select By Options Homeroom This report includes patrons with Locations between the Starting With and Ending With ranges If you enter only a Starting With or Ending With selection Textbook Tracker will select all records where the location begins with the entered text For example entering HR1 would select HR100 HR10 and HR1B37 If you enter no text the selection is ignored The default name for Location in a school is typically Homeroom School This report includes patrons with a School Institution between the Starting With and Ending With ranges If you enter only a Starting With or Ending With selection Textbook Tracker will select all records where the institution or school begins with the entered text For example entering COM would select COMPanion COMP001 and COMPAB1 If you enter no text th
124. Your choice of backup hardware will depend on your budget the amount of data you need to backup and the policies and procedures within your district or institution school Textbook Tracker User s Manual 5 Preparing for Textbook Tracker Backing Up Your Data Sample Backup Strategy The following is a sample strategy for routine backup during normal operations It requires a minimum of eight tapes or cartridges Step I Step 2 Step 3 Step 4 Step 5 Step 6 6 Textbook Tracker User s Manual Label four tapes Monday Tuesday Wednesday and Thursday Label four additional tapes Friday 1 Friday 2 Friday 3 and Friday 4 Backup Monday through Thursday at the end of the day using the assigned tape Use the same tape for the same day of each week For example use the Monday tape every Monday copying over last week s Monday backup with this week s Monday backup Backup Friday at the end of the day using a new tape every Friday Use the tapes labeled Friday 1 Friday 2 and so on Do not copy over the previous Friday s backup If you have more tapes or cartridges available use these to keep more than four Friday backup tapes Store your Friday backup tapes or cartridges in a location other than the school This guards against loss of data in case of fire or theft Barcode Your Collection Preparing for Textbook Tracker Barcode Your Collection Each item and patron in your school is assigned a unique num
125. a window pops up prompting you for information Duplicate aa The following example shows the New Title display window Duplicate Copy Transfer Copies From Wi Items SEE a FET Ti Revert arse Show Details Ctrl Shift D Show Title Editor Ctrl Shift T Show Author Editor Ctrl Shift 4 Type over the grayed out data entry fields in the window such as Title Author and so forth in the example above to add a new record To move to the next data entry field drop down menu or button press the lt t ab gt key To move to the previous data entry field drop down menu or button press lt shift tab gt To edit a data entry field click in the corresponding field To change a selection in a drop down menu using only your keyboard use the lt up gt and lt down gt arrow keys when the drop down is outlined When a button is outlined and you wish to perform that action press the lt spacebar gt When you enter any type of specially formatted information such as dates phone numbers and social security numbers you can enter values in a wide range of formats For example you can enter the date December 1 2004 as Dec 1 2004 or 12 1 04 or 12 1 04 or 12 1 04 If the year is 2004 you can just enter 12 1 If the current month is December you can just enter 1 1 When you enter a two digit date values between 0 30 are assumed to
126. abels ccccccssceeeeeceeseeeeteeeeeseeeeeas 9 Barcod TRO ACTS acetates te ocean cts ses cesses eed sac epee 10 Enter Item Data nen 11 EMELE ATON Dal EE 12 ATT PN 12 Installing Textbook Tracker nnrrannennnvnnnnennnunnnnernner 15 Hardware and Operating System Requirements 15 Installation Summary read this first r rrrrnnrerrnnrennanner 17 Installing Textbook Tracker for Macintosh OSX 18 Installing Textbook Tracker for Windows cc seseeee 22 Installing Textbook Tracker Clients ccccseseeeeeeeeeeeeees 27 Configuring Textbook Tracker WEB ccccccseeeeeeeeeeees 31 Transferring data from Textbook Tracker V2 ccc000e 32 Textbook Tracker Basics nnrnannennnnnnnnnnnnnnnnnnnnennnnen 37 About Help Ne 38 TET NN 38 FE 40 ENN 41 TO 42 Reports NE Learn 43 4 Hale 6 ENE 44 Management Command Menus ccccsseeeeeeeeeeeeeeeeees 45 The Textbook Tracker Word Processor rrarrnarrnnnrnnnnnnnne 50 Introduction to Preferences ranrrrsnnvrnnnvennnuennnuunnnn 53 Global vs Local Preferences rrrrnnrrnnannnnnanernnnnrnnannennnnre 55 Administration PreferenCes srwrnnurnnnunnnnvnnnuvnnnur 57 Administration Tab ccccceccsecceeeeceeeceeceeeeeeeseeeeaeeeseeesaees 5 padles TaD eper e E 64 Textbook Tracker User s Manual iii Archive PreferenCesS a nnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnv
127. abels Authority Reports System Analysis All Records There are no Format Sort By or Select By drop down menu options for this report selection 218 Textbook Tracker User s Manual Custom Barcode Labels Special Reports Custom Barcode Labels v Policy List stender This report prints barcode labels sorted by number over a specified range This report Sheet will only work with sheet feed printers It will print Code 3 of 9 labels 30 per page on Command Barcodes special laser printer paper available from COMPanion Enter a Starting and Ending Code Barcodes With barcode number Preferences Report Custom Barcode Labels Authority Reports Policy List System Analysis Calendar Calendar Notes Manual Check Out Sheet Command Barcodes Code Barcodes Preferences Report v Custom Barcode Labels Authority Reports System Analysis Reports Special Barcode Number 1 Barcode Range When you click Print you ll see the following window Enter custom text for the labels Custom Barcode Labels Ou El This window will allow you to enter the text to be printed on the top and bottom of the labels For label reports you can check Skip Some Labels if you don t want the labels to print starting on the upper left corner or if you don t want them to print consecutively A window will appear displaying the label sheet layout click on the labels that you want
128. ace these resources into your Textbook Tracker folder following the rules specified below Copies of these files can be found on COMPanion CDs or the COMPanion Web site Www textbodktracker 60om Mac DS caf Contains the resources necessary for client installers to create a Macintosh Data Station Client If you don t have this file you will not be able to install or update Macintosh based Data Station Clients Mac Installer caf Contains the resources necessary to create a Macintosh Installer for Macintosh Data Stations A Macintosh installer can only be created by Macintosh Data Stations When this installer is used with an acf file TextbookTracker will install the proper client If you need Macintosh installers for Windows Data Stations you ll need to copy the Macintosh Installer program found on your COMPanion CD or downloaded from the COMPanion Web site and the appropriate acf files from your Windows Data Station Installers folder onto your Macintosh systems in order to install Macintosh based clients Win DS caf Contains the resources necessary for client installers to create a Windows Data Station Client If you don t have this file you will not be able to install or update Windows based Data Station Clients Win Installer caf Contains the resources necessary to create a Windows Installer Windows installers can be created by both Windows and Macintosh based Data Stations When this installer is used
129. aces very low demands on already overloaded wide area networks Textbook Tracker User s Manual 347 Technical Details Textbook Tracker Is Unique How do the Client Workstations communicate with the Data Station When the Data Station creates installer folders the TCP IP address of the Data Station is saved inside that folder When the installer creates a workstation this same addressing information is placed inside the workstation application This addressing information is saved in an encrypted format which can only be read by Textbook Tracker What happens if the Data Station s address changes If the address of the Data Station is changed none of the Client Workstations will be able to communicate with it and all Client Workstations will have to be installed again To force the Data Station to build new installers quit the Data Station remove the installer folders and restart the Data Station New installers are automatically created Can move my VWP Textbook Tracker Word Processor documents to other word processing programs Yes the Virtual Word Processor has a Save As Text option however you ll lose all document formatting Can I move my other word processing documents into Textbook Tracker s Word Processor Yes with your other word processor use the Save as Text option The Virtual Word Processor can open TEXT txt documents however you ll lose all document formatting 348 Textbook Tracker User s
130. ach cell Use this report to determine which groups are being used during which months of the year Usage by Item Patron Policy Sort By Options See page 272 for complete and detailed descriptions of Usage by Item Patron Policy Sort By options Usage by Item Patron Policy Select By Options See page 272 for complete and detailed descriptions of Usage by Item Patron Policy Select By options Textbook Tracker User s Manual 271 Usage Statistics Usage Statistics Sorting Options J Entire Range Usage Statistics Sorting Options Typically the subtotals returned by the reports are what you might expect however if you want further monthly subtotals providing the date range spans more than one month select a the Sort By option By Month or else select the Entire Range option Entire Range Reports using the entire range of Textbook Tracker Usage Statistics data Month Reports using specified months of Textbook Tracker Usage Statistics data Usage Statistics Selection Options All Statistics You can instruct Textbook Tracker to prepare reports using All ere ge Statistics or only statistics over a specified Date Range see below Date Range Enter a Starting and Ending Date range If you enter ONLY a Starting Date the ending date is assumed to be in the far future If you enter ONLY an Ending Date the Starting Date is assumed to be in the far past If you don t enter any date the Starting Date is set for one
131. acher changes halfway through a semester you can use this command to transfer the items to the new teacher and still retain the stationary due date This command also makes it easier on users as they are no longer required to perform a manual override when items are already checked out to another user To use this command enter X into the command line and press lt enter gt Next in the command line type the patron barcode number to whom you would like to transfer the item s Lastly in the command line enter the item barcode number of the item s you are transferring The item s will be transferred to the new patron and a note will be made to the transaction log Change Barcode Number Command Fold barcode Inew barcode Change Barcode Number Use this command to change barcode numbers for patrons or items while performing tasks within Textbook Tracker For example if you are issuing items you can change their barcode numbers as you check them out If you are performing inventory you can change the barcodes as you inventory the items This command changes the old barcode number and then enters the new barcode number you specified from the command line This means you can change barcode numbers and continue with the activities you were performing For example suppose you are checking in items and come across one with barcode number 3009 but the barcode label is damaged You may want to place a new barcode label on the
132. acts as a desk reference It contains printed barcode and patron information about each selected patron This report includes name gender location and phone number The printed barcode on the desk reference can be scanned to make the patron current You can use the Sort By options on this report to make it more useful For instance if patrons are assigned textbooks by location i e Homeroom you can sort the desk reference by location you can quickly locate the students on the desk reference under their location and scan the barcode label 6 0 Reports Patrons v Patron Desk Reference Last Name Patron Payment History Refund Letters Patron Counts Barcode Labels Mailing Labels Rolodex Cards Overdue List Payment Summary Statistics There are no Format options available for this report Patron Desk Reference Sort By Options See page 234 for the complete Patron Desk Reference Sort By options Patron Desk Reference Select By Options See page 235 for the complete Patron Desk Reference Select By options Textbook Tracker User s Manual 225 Patron Reports Patron Payment History ET Patron Payment History Fata dried This report is a detailed list of all payments made by patrons It includes the patron s Refund 2 name barcode number and information regarding each payment date type of Patron Counts payment amount of payment and the barcode number of the item against which the Eben payment was made Mailing Labels Rol
133. actually in the institution school even though it is marked as lost e Items within a specific section of your institution school e Items with a specific funding source 196 Textbook Tracker User s Manual Locating Patrons and Items Circulation Locating Patrons and Items Use the commands in this section to locate patrons and items for which you don t know the barcode number For example if you want to issue a textbook to a patron but you don t have that patron s barcode you can use the locate commands to find the patron by name When you enter a locate command the Browse window appears starting with the patron name or item that is the closest match to the name you specified or the value you entered When you select a patron or item from the list they become the Current Patron or Item and appear on the Circulation window Use the up and down arrow keys on the keyboard to scroll through the list Double click a name in the list or highlight select it and press the lt enter gt key When you select a name from this window it becomes the Current Patron and appears in the Circulation window You can enter new names in the Browse From field at the top of the window and press lt enter gt to search anew If your search results have more patrons than can be viewed on one window use the More buttons located at the upper right hand side of the screen to examine additional patrons Locate An Item By Call Numbe
134. ade begins with the entered text For example Barcode Range entering GR1 would select GR100 GR10 and GR1B37 Birthdate Expired Card To do an exact match for a text field range enter an Ending With value Grade that matches the Starting With value followed by a space and exclamation Homeroom point For example Starting With GR1 and Ending With GRI1 Last Name unless you really have data named GR1 No Activity Policy eo Reports Patrons Sequence z Status Patron List Status A NOTE The settings for the report window are initially set as locked so you can t accidently modify the report Step 7 Step 6 Click the Print button As Textbook Tracker creates your report the status of the report appears at the top of the Report Results window As the report is processing you can perform other tasks receive items or even prepare other reports within Textbook Tracker If necessary click the Cancel button to stop the report from processing If your Report window becomes hidden behind other windows find it again under the Textbook Tracker Windows menu When the report is complete it appears in Textbook Tracker s standard Virtual Word Processing window Since the report is a word processing document you can e View and edit the report on the screen using Textbook Tracker s Virtual Word Processing commands e Choose Save from the File menu to save t
135. agement Copy Institution Enter the copy school institution short code in this field This code is taken from Remember that the term Copy Institution is dynamic and can be changed in the Global Item Management preferences see Terminology Tab on page 92 Copy Location When your items are stored in various physical locations use the Location field to further define where the items can be found if the call number is not specific enough Remember that the term Copy Location is dynamic and can be changed in the Global Item Management preferences see Terminology Tab on page 92 Copy Sublocation This is the sublocation for your items Use this field to further define where the items can be found if the Location is not enough Remember that the term Copy Sublocation is dynamic and can be changed in the Global Item Management preferences see Terminology Tab on page 92 Copy Policy Use this drop down menu to select your copy policy By default new copies will inherit the item title policy You may create new title copy policies in the Policies preferences window see Policy Preferences on page 101 Copy Call Number The call number for a copy is inherited from the Title Call Number unless it s replaced with a copy specific call number Copy Policy The Copy Policy is inherited from the Title Policy unless it s changed by the administrator Status This non editable field displays the status of the copy
136. ages will be saved to the transaction log file that is kept inside the Textbook Tracker Logs folder School Name or Sub Zone for this Data Station To ignore students from other schools indicate in this field the school name or subzone that will be embedded into the OtherID of type ZS in the StudentPersonal object Textbook Tracker User s Manual 115 SIF Preferences Message Handling Tab Students Ignore messages for students in other schools Check this box if you have multiple Data Stations running within a zone e g one Data Station per school in a school district Using SIF if a student is created deleted or changed a message will go out to every SIF agent that is configured to receive student messages However if this box is checked any student whose school or subzone doesn t match the School Name or Sub Zone used in SIF field see below will ignore the incoming message Default student policy When a student is added via SIF this is the policy that they will be assigned Barcode location in StudentPersonal message Currently there are multiple ways for SIF implementers to put a student ID in the SIF message Any one of these could be the barcode This field allows the technical personnel who install the SIF zone to tell Textbook Tracker which is the correct one If an OtherID of type ZA is in the Sudent Personal objects this is seen as the school for that student Staff Ignore messages for staff members in
137. al Circulation preferences see page 75 for more Command Barcodes infi ormation Code Barcodes Preferences Report Custom Barcode Labels Authority Reports System Analysis Policy List Calendar Calendar Notes Manual Check Out Sheet Command Barcodes v Code Barcodes Preferences Report Custom Barcode Labels Authority Reports System Analysis Reports Special No Selection There are no Select By Options for Code Barcodes Code Barcodes Report Formats Damage Codes This Format includes the Damage Code see page 75 description a scannable barcode and the command line equivalent Condition Codes This Format includes the Condition Code see page 75 description a scannable barcode and the command line equivalent Code Barcodes Sort By Options Code Description This Sort By option will print the code barcodes by description Code This Sort By option will print the code barcodes by code Textbook Tracker User s Manual 217 Special Reports Preferences Report v Policy List Preferences Report Calendar A report of all preferences not available through other reports Calendar Notes Manual Check Out Sheet Command Barcodes Policy List Calendar Calendar Notes Manual Check Out Sheet Command Barcodes Code Barcodes Code Barcodes Preferences Report Custom Barcode Labels Authority Reports System Analysis _ Reports Special Custom Barcode L
138. allowed before an item is subject to fine Use this field to set the grace period allowed for overdue items before fines begin to accrue For example if you set the grace period for two days patrons are not charged fines until the third calendar day an item is overdue At this point they are charged fines for three overdue days It doesn t matter if the school is open or closed on those days the grace period is only computed on calendar days For easy checkin set the grace period one day longer than your commonly closed periods For example if you are commonly closed on Saturday and Sunday set the grace period for three days Therefore if the textbook is due on Friday and it s turned in through the bookdrop on Saturday when you check it in on Monday no fines will charged The default grace period is three days Fine rate for these items Set the fine rate for items with this policy The fine rate is computed daily If you don t charge fines enter 0 00 The default setting is 0 10 Amount of loan fee If you charge patrons a fee for checking out an item this is the field where you set the fee amount for items using this policy This fee is charged automatically when the item is checked out The fee is recorded as Loan Fee for item title The default setting is 0 00 Default replacement Purchase value Set the average replacement cost for items with this policy This policy is used to assign replacemen
139. also happens to be Closed Textbook Tracker will make the item due on the next available Open date 1 When you enter a two digit date values between 0 30 are assumed to be 2000 2030 and values between 31 99 are assumed to be 2031 2099 110 Textbook Tracker User s Manual book Tracker F j f F Te v Administration Archive Calendars Circulation Display Settings Item Management School Information Patron Management Policies SIF Sounds Web Word Processor SIF Preferences Global SIF Preferences There are no available Local Default Local SIF preferences NOTE The SIF protocol is an optional feature of Textbook Tracker You must have purchased a SIF license in order to use this feature What is SIF One of the biggest challenges facing the K 12 community is the lack of software interoperability i e sharing of database information In other words most school districts have a series of software applications which all require the same data but have no way to talk to each other Educators and administrators consistently lament the fact that their financial management administration library automation transportation routing telephone messaging and cafeteria software applications don t work together i e communicate or share data formats For example a school district might need to create a report using data from multiple school software applications and deliver this report over th
140. an use the equal sign instead of the barcode for the Current Item in any command For example if the Current Item is 3000 then H is the same command as H3000 Checking Items Out Use the following steps to check an item out Step 1 Type or scan the barcode of the patron who is checking out the item This makes the patron the Current Patron If you don t know the patron s barcode use the locate command see Locating Patrons and Items on page 198 to find the patron and their barcode Step 2 Textbook Tracker uses the item due date established in your Circulation Policies To enter a different due date use the Set Override Date command detailed on page 184 As you check items out item details appear on the Circulation window A line is also added to the Circulation Log to show what items have been issued Step 3 Type or scan the barcode of the item you want to issued to the Current Patron 174 Textbook Tracker User s Manual Checking Items In and Out Circulation i Unknown Barcode Special Conditions When Checking Out Items When you are issuing items Textbook Tracker will alert you to special conditions that may affect check out e If you enter a barcode for a book that is already issued a warning message will appear Message Heath Mathematics Connections 3439 is out to Wilson Huge Would you like to check it in immediately You can choose to check this book in or canc
141. anagement Remove Clear Patron History Renew Patron cards Import Patron Pictures EO Keep Patron History ESS Remove All Transactions The Import Patron Pictures utility will first attempt to match the filename by Barcode then Govt ID and finally Community ID see page 134 for more information about Govt ID and Community ID If Textbook Tracker is unable to match your filename to a patron using the above criteria the picture will be ignored and reported in the Transaction log You can import most standard image files in Textbook Tracker i e GIF JPEG PICT Import Patron Pictures Select By Options The Import Patron Pictures Select By options are the same as the Patron Reports Select By options see Patron Report Select By Options on page 235 306 Textbook Tracker User s Manual Patrons Keep Patron History Patron Utilities Patrons Keep Patron History EEE Sets the Keep Patron History option for each selected patron to match the status of the ratrons Keep Patron History checkbox specified in the Patron Management Statistics tab see Check for Updates Show History on page 130 Database Catalog Utilities Verify Utilities Ve rify Replace Information 2S Clear Patron History Renew Patron cards Utility Type rs FEL Pictures Patrons ima Ti a Pi Histor Remove oe Transactions v Verify Replace FE Remove Clear Patron History Renew Patron cards Import Patron Pictures Keep Patron
142. and descriptions Users may choose from these default conditions New Book a _ Used Book in Excellent Condition Used Book in Satisfactory Condition Scheduled to be discarded Used Book in Poor Condition Replace this item not usable Scheduled to v Unknown be discarded and Unknown These default conditions with the exception of the Unknown copy condition can be removed or renamed If a copy condition code that has been previously applied to an item is later deleted those item s condition codes will default to the Unknown condition Those items whose condition code has been renamed will retain the same copy condition code information and accommodate the new name 76 Textbook Tracker User s Manual Global Circulation Preferences Circulation Preferences Global Circulation Preferences Circulation preferences contain both Global and Default Local Local preferences Statistics Tab Textbook Tracker keeps a number of general statistics for your school These counters can be reset at any time Most schools will reset these on a yearly basis Counters are incremented as follows 0006 Preferences Circulation z Reset Counters This button will clear all of the subsequent statistics Total Activity Increments with every command failed or successful entered into the command line of the Circulation window Total Item Activity Incremented every time a new item is made current on the Circulation window Total Patr
143. and press lt enter gt w Charge Fee For Marijane Lou Coots Se File Edit Show Reports Links Window Help Yearly Textbook Loan Feel 55 00 Once you enter a charge you can change it if you made a mistake In the Make Charge Payments window select the Charge to edit and click the Edit button You can modify either the Fee Comment or the amount except on overdue fees that are still accruing You may also charge the Current Patron a fee by clicking on the Charge Fee button from the Fee Charges and Payments window 192 Textbook Tracker User s Manual Hold Requests Circulation Hold Requests When an item is not available a patron can place a Hold Request for that item When the item is returned to the school a message appears at the Administrator Workstation asking to hold that item for the requesting patron An item waiting to be claimed is shown in the hold list as an In Stock item If more than one patron requests a hold for the same item Textbook Tracker keeps a list of the patrons in the order that they requested the item Your circulation policies determine how long a Hold Request can stay active The expiration date for a hold is shown in the Circulation Log when you place the hold Textbook Tracker updates hold queues each day If a held item is not claimed within the circulation policy limit it is assigned to the next patron in the request queue If no other patrons are wait
144. ands and how to use them If you select a command from the list in the Help window it displays information about that command It also contains the command letter and a blank field where you may enter the barcode and any additional information for that command ii Textbook Tracker Help E x File Edit Show Reports Links Window Help Qip HELP for HELP a Bookdrop a Catalog Items Assign Keyword a Change Barcode Number ab Change Copy Collection a Change ltem Policies ab Change Patron Policies i Charge a Fee ab Charge Damage Code Fee a Enter Change Condition hods ab Enter a range of barcodes ab Set Circulation Group ap Check in Chede aut qip Clear Due Date Ti Clear Transaction Log Type or scan a barcode this executes a command for the barcode you enter The Circulation window then appears If you select a command and click Enter without entering a barcode the action taken depends on the command you selected For example e If the command you select is a mode Textbook Tracker changes the current mode and displays the Circulation window under this mode e If you select the locate command see Locating Patrons and Items on page 198 a Lookup browse window will appear You may then make a selection from the browse window e If the command you select performs a Circulation function then that function is performed the Circulation window will appear and the Circulation Log records the results For exampl
145. anged by using Item Management preference s Global Terminology window see Terminology Tab on page 89 Change Institution Command Command CH afinstitution Change Institution Command Use this command to change the institution code for a selected number of copies For example to change a specific copy institution code to WestMont you would type CH_aWestMont into the command line and press lt enter gt Doing so will change the Circulation window to run under the Change Locations mode When Textbook Tracker is running under this mode you may enter any barcode whose institution code you want changed into the command line An entry will be made to the Circulation Log containing information on the copies whose institution code you ve changed When you ve entered all the item barcode numbers whose institution code you wanted changed use the command to exit the Change Locations mode Textbook Tracker User s Manual 189 Circulation Change Location Command Change Location Command Command CH b location Change Institution Command Use this command to change the location code for a selected number of copies For example to change a specific copy location code to ScienceLab you would type CH_aScienceLab into the command line and press lt enter gt Doing so will change the Circulation window to run under the Change Locations mode When Textbook Tracker is running under this mode you may enter
146. any to create MicroLIF and MARC records for all items in your collection Before sending your shelf list to the conversion company assign barcode num bers to the items in your collection and record the barcode and other local information on the catalog cards The MARC records you receive and import into Textbook Tracker will be complete and you will have no additional data to enter This process can be time consuming and expensive but it is the most complete retrospective conversion method available e COMPanion offers SmartMARC a software program that can access hundreds of Z39 50 collections over an internet collection SmartMARC can also be pur chased with Brodart s Precision One CD ROM database of MARC records You input minimal information i e title author ISBN and or LCCN and then SmartMARC searches for MARC records matching that information Once the process is complete you can add local information such as call num ber tag 852 h barcode number tag 852 p price tag 852 9 special funds tag 852 1 and volume tag 092 v to your MARC records This process can save several hours of retrospective conversion If you plan to do your own retrospective conversion this is the best alternative Import item records into Textbook Tracker from another source You can enter information using any database program that can create a TEXT file in a tab delimited format Enter the information directly into Textbook Tracker T
147. ars You can abort the utility by clicking Cancel Note this will only stop the utility in its tracks any records modified before you stop the utility will remain modified Step 6 When some utilities are processing you may perform other tasks within Textbook Tracker For example you may issue items or prepare a report Some utility operations execute at lower priorities than other Textbook Tracker processes Thus if you run a Report the utility will rest while the report is processing Textbook Tracker User s Manual 299 Patron Utilities How to Initiate a Patron Utility A NOTE User s may perform tasks while some utilities are processing However UNDER NO CIRUMSTANCES SHOULD YOU EVER DO ANYTHING during the Rebuild utility If the utility status window is hidden behind other windows select it from the Windows menu to bring it to the forefront Step 7 When the utility is complete the status window automatically closes and a utility complete entry is placed in the Circulation Log Many utility functions create entries in the log so you can view which records have been modified WARNING Before you use any Utility you need to Archive your data Thus if you dis cover that you ve performed an operation that has damaged your data you can recover from a previous archive 300 Textbook Tracker User s Manual Patron Utility Types Patron Utilities Patron Utility Types 5 Use Textb
148. articular item Remove the copy or assign it as Discarded Default is OFF Enable Email Notifications Check this box if you want Textbook Tracker to automatically send email confirmations and notices to patrons If selected Textbook Tracker will send email to patrons that have valid email addresses when the following events occur hold placed hold expires in stock hold available in stock hold expires item became overdue and recall issued Commands Require Spaces Checking this box will require that all Textbook Tracker Circulation window commands or remote transaction import scripts have spaces between the actual command and any additional command information For example if this box is checked Textbook Tracker won t be able to recognize the command F4 50 a charge of four dollars and fifty cents However if you enter F 4 50 with a space between the F and the 4 then Textbook Tracker will be able to process the command This preference exists for schools who use barcodes that start with letters of the alphabet alphanumeric that in case they are imported they are not misinterpreted as Textbook Tracker commands Textbook Tracker User s Manual 75 Circulation Preferences Global Circulation Preferences Circulation Condition and Damage Codes Clicking on the Edit Circulation Groups Edit Condition Codes or Edit Damage Codes buttons will open a small window where you may Remove Add Edit Revert and Save new or existing co
149. at has damaged your data you can recover from a previous archive Circulation Other Utilities Titles Circulation SORE Using this utility will retroactively apply the policy change therefore holding someone Patrons v Circulation responsible for something they were not accountable for that point in time Check for Updates Database Catalog Utilities i860 Utilities Verify Utilities Circulation Operation Menu Verify Examines all circulation records for internal consistency Bad circulation records are either fixed or removed depending on the type of problem detected This utility does not update circulation records with policy changes Update Performs the Circulation Verify function for all circulation records but also updates changes in policies which have occurred since the last transaction Use this utility if you ve set new fine rates and want them applied to existing transactions NOTE Update will NOT modify a manual period or hard due date Textbook Tracker User s Manual 311 Other Utilities Check for Updates Titles Check for Updates Coples If you have an Internet connection you can check for Textbook Tracker updates from ge COMPanion s server If an update is available a description of the update is shown and Check for Updates you can choose to update your Textbook Tracker Data Station or wait for a future date Database This utility is only available for the Data Station Te
150. ation Modify Call Numbers v Remove Title Remove Copy Remove Archived Copies Remove Lost Copies Remove Discarded Copies Remove Copy Transactions Match Title Call Numbers Match Title Policies When a title is removed all pending holds are removed all reservations for any of the title s copies are also removed Before performing this utility Textbook Tracker will ask that you select one of the following options Lost This option will check out all of the title s copies to the Lost system patron and then remove the title from your database Once the title has been removed any copies that were previously checked out can now be tracked using the Lost system patron Ignore Regardless if a title has copies that are currently checked out this option will unceremoniously remove all of the copies again checked out or not and then the title Keep lIf a title has copies that are currently checked out this option will not delete the title or the copies that are currently loaned However all copies that have a parent title and are not checked out will be removed Cancel Quits the utility without making any changes Remove Title Select By Options The Remove Title Select By options are the same as the Titles Reports Select By options for a complete listing please see Textbook Title Reports Select By Options on page 242 278 Textbook Tracker User s Manual Titles Remove Copy Title Utilities v Titles Cop
151. ation and within each location by patron name Each sublocation begins on a separate page This makes it easy to distribute reports to different sublocations Call Number Report sorted in call number order This sorting order makes it easy to use the report to search for returned items that haven t been recorded as returned by Textbook Tracker Due Date This report is sorted by due date then by patron name This sorting order makes it easy to find transactions in due date order Circulation Group Code This report is sorted by circulation group Patron School This report is sorted by patron school 1 The name for Location is customized in Preferences Your customized name will appear 2 The name for Sublocation is customized in Preferences Your customized name will appear 3 This term can be changed my terminology preferences Default term for an institution under a school license is School 260 Textbook Tracker User s Manual Circulation Reports Select By Options Circulation Reports Z All Transactions Circulation Reports Select By Options archadan Date Use the selection drop down menu to specify which transactions should be examined Circulation Group Code for inclusion into the report Each circulation report has its own selection filter but by Copy Institution Copy Location Copy Sublocation specifying additional selection options you can further restrict the number of records examined and displayed for yo
152. ation notes for this number If there is no mention of this port number then the default will most likely work HTTP S path This is useful if your ZIS is running underneath a web server This path can be obtained by looking at the full address where the ZIS server is located This path will be found after the address and port number with all leading and trailing slashes Filename of certificate to use This should point to a directory containing the certificate in PEM format that is trusted by the ZIS Trusted certificates folder This should point to a directory containing the ZIS certificate and any other certificates in its certificate chain Reregister SIF Agent Each agent sends a SIF Register message to become part of the zone The ZIS then sends an acknowledgement or SIF ACK message to confirm the registration Ping the ZIS Sends a request to the ZIS and awaits an answer to make sure that it is on line and available 114 Textbook Tracker User s Manual Message Handling Tab SIF Preferences Message Handling Tab Any changes made to the SIF Connection tab fields will not take place until Textbook Tracker has been restared Standard Patron Otherld Type ZB Standard Patron F Otherld Type ZB Show SIF error messages This preference will display all the error messages that Alexandria receives from the ZIS in the Circulation window s Transaction Log Even if this box remains unchecked error mess
153. ations you specify Typically this is used for preparing overdue listings for a group of patrons in a specified homeroom If you enter only a Starting With or Ending With selection Textbook Tracker will select all records where the homeroom matches with the entered text Patron Name This report includes transactions for a specified range of patron names If you enter only a Starting With or Ending With selection Textbook Tracker will select all records where the name matches the entered text Patron Policy This report includes transactions for a specified range of patron policies Patron School This report includes transaction for a specified range of patron schools If you enter only a Starting With or Ending With selection Textbook Tracker will select all records where the patron school matches the entered text Request Expire This report only includes hold requests that expire during a date range you specify If you enter only a Starting With date Textbook Tracker will assume an Ending With date in the far future If you enter only an Ending With value the Starting With value will be assumed to be in the very far past 1 The term used for 2nd Location is customized in Preferences Your custom term will appear here 2 The custom term used for Grade is customized in Preferences and appears here 3 The name for Homeroom is customized in Preferences Your customized name will appear here 262 Textbook Tracke
154. atrons or change fields that are authority controlled Location Sublocation and Grade are all authority controlled Textbook Tracker User s Manual 97 Patron Management Preferences Global Patron Management Preferences Terminology This preference lets you customize the terms for use in Textbook Tracker Term for Patron Institution Field This preference lets you configure the term used for the Institution field For example School instead of Institution Although you can change this term this manual will refer to it as School For schools this defaults to School for other institutions this defaults to Institution Term for Location Field This preference lets you configure the term used for the Location field For example you may want to use the term Homeroom rather than Location The term you choose appears on the Personal Info tab in Patron Management and wherever else Textbook Tracker shows this information Although you can change this term this manual will refer to it as Location For schools this defaults to Homeroom for other institutions this defaults to Location If numeric ranges are going to be used in this field they need to be padded with zeros in order to be sorted and selected correctly For example instead of a 1 2 402 you d insert 001 027 402 Basically all entries with a numeric range need to have th
155. barcode is already in use and if it is a new barcode number is automatically selected Default is 1300000 Copy Location If the Copy Location of the imported record isn t specified your location value will be put into 852_b Default is blank Funding Source lf the copy funding code for the imported item record isn t specified your funding code will be put into 852_1 Default is blank Copy Institution If the Copy Institution for the imported record isn t specified your collection value will be put into 852_a Default will be the first four letters of your school institution name see School Information Tab on page 95 for more information Vendor Default value for Vendor that Textbook Tracker will use when the imported item record does not specify a vendor Textbook Tracker User s Manual 319 Data Import Item Settings ltem Policy If an imported item doesn t have an item policy defined in the record this policy will be used Default is Standard Item Copies Specifies how copies are managed on import Default is Always Add Copies v Always Add Copies Always Add Copies When importing any copies that exist in the import Never Add copies file are imported to either Add New Copies or Update Existing Copies If the title record being imported doesn t contain any copies then a new default copy is added to the imported title record even if Textbook Tracker already has a matching title that has a cop
156. be running the Data Station and will not typically be used by an operator In this configuration you ll be running Textbook Tracker Workstation on other machines The following are the general steps required to install Textbook Tracker More detailed instructions are included in the remaining sections of this chapter Step 1 On the machine you are going to use for your Data Station insert the Textbook Tracker CD ROM and double click on the Textbook Tracker folder The Mac Win Installers are located inside this folder You can also visit COMPanion s Web site www textbooktracker com and download the latest Textbook Tracker Installer Step 2 Once Textbook Tracker is installed double click on the Textbook Tracker program icon Enter your registration information If your system doesn t have the necessary resources to allow client installation Textbook Tracker will attempt to download them from COMPanion s update server In this case installations may not be possible until the next time you launch Textbook Tracker Step 3 To install Textbook Tracker clients over the web you ll need to open an internet browser on the machine you wish to install the client In the address bar of the browser window type in the IP address of the main Textbook Tracker Data Station followed by instal1 Follow the instructions that appear on the browser page and you ll be able to install your clients For more information on installing clients from t
157. behaves the same as the Institution Administrator 1 Passwords are not case sensitive Upper and lower case characters match Although you may leave the Pass word field blank meaning that a user requires no password upon Log In it is strongly recommended that this is not done Textbook Tracker User s Manual 59 Administration Preferences Removing Users When you click the OK button the new user name will appear in the Textbook Tracker Users field of the Administration preference window eo00 Global District Administrator Institution Administrator Administrator Institution Staff Administrative Aide Student Aide Self Service Checkout Self Service Bookdrop Removing Users Preferences District Administrator Institution Administrator Administrator Institution Staff Administrative Aide Student Aide Self Service Checkout Self Service Bookdrop District Administrator Institution Administrator Administrator Institution Staff Administrative Aide Student Aide Self Service Checkout Self Service Bookdrop To remove a user from Textbook Tracker select highlight a user from the Textbook Tracker Users field of the Administration preference window and click the Remove button Edit Users You may edit the username password email address and security level of any existing Textbook Tracker user Clicking the Edit button opens a window similar to the Add User window described on the previous page He
158. ber that Textbook Tracker uses for identification These numbers appear as barcode numbers on school items and patron cards School N enon SS COMPanion Corporation vanns MMM User Readable Number 3 gt 0681277260 A typical barcode label consists of three pieces of information e The name of the school or institution e The barcode usually printed in the middle of the label e The barcode number written in numerals at the bottom of the label A barcode can be read quickly by powerful low cost scanning devices that you can purchase from COMPanion Corporation Using a barcode reader makes your job easier and reduces the chance for errors If you don t have a scanner you can type the User Readable number in the command line The format of the barcode is called its symbology The symbology COMPanion uses Code 39 also known as Code 3 of 9 is the industry standard for industrial and commercial applications This symbology provides a high level of data security with error rates between 1 in 3 million and 1 in 70 million characters scanned Code 39 does not require a check character in normal commercial and industrial applications It is also bi directional which means it can be scanned from left to right or from right to left You need barcode labels on all the items in your school that will be managed with Textbook Tracker You may also want to barcode objects such as audio visual equipment computers desks and table
159. ble click on the patron or click the patron once and click Select or press the lt enter gt lt return gt key on your keyboard When you select a record from the Browse window the selected record is activated and displayed To leave the Browse window without changing the current record select Cancel 126 Textbook Tracker User s Manual Using the Patrons Menu Patron Management First Ctrl Shift Previous Ctrl Next Ctrl Last Ctrl Shift Browse Ctrl B Find Ctrl F Lock Record Ctrl U New Patron Ctrl N Duplicate Ctrl D Remove Patron Ctrl R Paste Patron Picture CtrlH Y Remove Patron Picture Show Details Ctrl Shift D Show History Finding Records The Find command under the Edit or Patrons menus can be used to locate a specific record For example if you are looking for a patron with the last name Andersen Textbook Tracker finds the first patron record with that name and selects it as the Current Patron in the Patrons window Find Record Closest match hl Cancel The first field menu allows you to select where to search for the data The second field allows you to select Closest Match or Exact Match w Last Name First Name Barcode 55N Student Homeroom 2nd Location Grade Policy Status Sequence Click on Find to locate the record or click Cancel to stop the Find operation and return to the most recent patron record If a Find is performed the Browse by selection is automat
160. book Copies Reports Status vw Copy List Inventory Barcode Labels Barcode Labels with Call Numbers Copy Status Details Status Status This report displays the status of selected title copies determining how many copies are available how many are checked out and whom they are checked out to Copy List Inventory Barcode Labels Barcode Labels with Call Numbers Copy Status Details v Status th ook Copies All Copies There are no Formats available for this report Status Sort By Options See page 249 for complete and detailed descriptions of Status Sort By options Status Select By Options See page 249 for complete and detailed descriptions of Status Select By options 248 Textbook Tracker User s Manual Textbook Copies Sort By Options Textbook Copies Reports v Title Barcode Policy Vendor Accession Date Condition Inventory Date Copy Institution Copy Location Copy Sublocation Funding Source Copy Institution Copy Location Funding Source Copy Institution Funding Source Copy Location Funding Source Copy Sublocation Textbook Copies Sort By Options Use the Sort By drop down menu to select the order in which you want the items included in your report For example if you want an alphabetic list sort by title The following is a list of Sort By values for item reports Accession Date Sort by accession date and then by call number Barcode This report is sorted numer
161. book Tracker User s Manual Installation Summary read this first Installing Textbook Tracker Installation Summary read this first If it doesn t already exist the Windows installer creates a Textbook Tracker folder and installs the Textbook Tracker program inside this folder You will have to manually create the Textbook Tracker folder for Macintosh installers This folder is where all your valuable data will be saved Once installed the Textbook Tracker program also called the Data Station will then allow installation of the other clients The Data Station is where all data is saved The Data Station can also perform all the functions of the Textbook Tracker Workstation clients If you have a single user license you ll only be using the Data Station and no further clients will be created If you only have a few computers you may want your Data Station to also be your main textbook circulation machine In this case you wouldn t typically install another Textbook Tracker Workstation Your Data Station will be used by the administrator for circulation and reporting In a middle sized configuration you may have a machine in the back room for infrequent administrator use only Install the Data Station on this machine and use the Textbook Tracker Workstation on other machines If you are planning to have a large number of clients you ll want to install your Data Station on a dedicated machine i e the machine will only
162. book Tracker uses Check for Updates January 1 1900 If you leave the Ending Date blank Textbook Tracker uses Database January 1 2050 Thus if you leave both dates blank all lost copies are removed Catalog Utilities Verify Utilities eoo Verify Replace Information Remove v Clear Patron History Renew Patron cards Import Patron Pictures Keep Patron History PS thse v Verify Replace Information Remove Clear Patron History Renew Patron cards Import Patron Pictures Keep Patron History Remove All Transactions All Patrons T Clear Patron History Select By Options The Clear Patron History Select By options are the same as the Patron Reports Select By options for a complete listing please see Patron Report Select By Options on page 235 304 Textbook Tracker User s Manual Patrons Renew Patron Cards Patron Utilities Titles Patrons Renew Patron Cards a ee Renews any patrons whose cards have expired or will expire in the next two weeks Card EAT is renewed for the period specified in the patron policy Check for Updates Database Catalog Utilities Verify Utilities Verify Replace Information Remove J Clear Patron History vi Verify Replace Information Remove Clear Patron History Renew Patron cards Import Patron Pictures Keep Patron History Remove All Transactions Patrons 9 REGGE SSS SESE Import Patron Pictures Keep Patron History Remove All Transactions All Pat
163. button in the upper right corner of the window If you want to ignore the information you have entered click the Revert button The previous patron will be displayed You can add many patrons quickly if you have their data in electronic format see Data Import on page 317 for complete instructions Textbook Tracker User s Manual 129 Patron Management Using the Patrons Menu First Ctrl Shift Previous Ctrl Next Ctrl Last Ctrl Shift Browse Ctrl B Find Ctrl F Lock Record Ctrl U New Patron Ctrl N Duplicate Ctrl D Remove Patron Ctrl R Paste Patron Picture CtrlH Y Remove Patron Picture Show Details Ctrl Shift D Show History Duplicating a Patron Use the Duplicate command to make a copy of an existing patron You can then modify the information to create a new patron This will save the data entry time when you add patrons who have similar information such as location graduation date policy and status When you select the Duplicate command the Patrons window appears with a copied version of the Current Patron information This window will automatically select the next available barcode for patrons rather than copying the barcode from the duplicate record Type over the information on the window with the appropriate information for the new patron Removing a Patron At times you need to remove a patron from your system Removing patrons who no longer use your institution school helps ensure the ac
164. chool ID Code 1027 for multi collection databases i e Central Union Keep History 1041 Yes or No Last Name 1006 Level Grade 1010 Location Homeroom 1004 Middle Initial 1008 Password 1003 Policy 1028 use policy short code Postal Code 1014 Previous Policy 1029 use policy short code SIF GUID Import 1200 SIF functionality is soon to be implemented in Textbook Tracker State 1013 Status 1026 Active 1 Lost Card 2 Usage Blocked 3 Transferred 4 Inactive 5 Other 6 Sublocation 1005 Telephone 1017 328 Textbook Tracker User s Manual Importing Item Information Data Import Importing Item Information Importing is the process of moving information into Textbook Tracker from another source This is a quick and easy method to get information into Textbook Tracker Using Textbook Tracker s import function you can move item information from other computer applications directly into Textbook Tracker For example you might receive item information from vendors and want to import it into Textbook Tracker If you move textbooks from one collection to another you can provide an item record that the new location can import into its Textbook Tracker system Textbook Tracker can import item information in industry standard MARC or MicroLIF format also in tab delimited format Most word processing or spreadsheet applications support files in tab delimited format Rules for Importing Item Inf
165. ck out mode this option allows items to be checked into the Circulation window as well Allow check in with confirmation during check out lf you try to check in an item or items while the Circulation window is in Check Out mode Textbook Tracker will require permission before checking in any items Don t allow check in during check out This selection will disallow items to be checked in using Textbook Tracker s Circulation Check Out window For example your library may require separate Data Stations some that only allow items to be checked in and others that only allow items to be checked out 82 Textbook Tracker User s Manual Display Preferences Local amp Default Local Display Settings Preferences There are no available Global Display Settings preferences Display Settings Tab To customize Textbook Tracker s color settings double click on the description of the Textbook Tracker window that you want to change A standard operating system color change window will appear v Administration Archive Calendars Circulation Display Settings Item Management School Information Patron Management Policies SIF Sounds Web Word Processor A NOTE After you leave the Display Settings preference window the color scheme you select will not be applied until Textbook Tracker is restarted 00068 Preferences Display Settings gi w Settings Miscellaneous ig am Patron Management E tem
166. cker LCCN Library of Congress Control Card Catalog Number Links A built in launcher for electronic files or documents Lost Items A special patron barcode 1 that will change the status of an item to lost When an item is lost from inventory or by a patron just check the item out to the Lost Items patron MARC MaAchine Readable Cataloging MicroLIF Microcomputer Library Information Format Patron Anyone who can borrow or is issued textbooks PPP Point to Point Protocol A protocol used by TCP IP routers and PC s to send packets over dial up and leased connections Rebuild This utility rebuilds all data files and then runs all verification Patrons Items routines If data damage is detected it s automatically fixed Some records may not be fixed because they are irreparably damaged If unrecoverable damage is detected you ll be notified and will have to restore from a backup before you can continue Textbook Tracker tries very hard to recover your data If it can t be done there is nothing COMPanion can further do to restore the data Your best protection is frequent backups of your valuable data 356 Textbook Tracker User s Manual Glossary Sequence Number An internal accession number for patrons items and copies Shown in patron and item management as a small black number in the upper right of the screen A unique identifier assigned to every patron item and copy added to the system I
167. cker User s Manual 183 Circulation Clear Override Date Clear Override Date Command Clear Override Date Mode Use this command to clear the Override Date and reset the Circulation window to Check In Out Set Override Date Command date Set Override Date Typically due dates are computed based on the policies you define in Preferences You can use this command to set different due dates for items you are issuing book dropping reserving or performing inventory on For example to set the due date to June 3 2005 type Jun 3 05 including the period and press enter U Oo Mt yy Until you clear or reset the due date using either or x the changes below will be performed e Textbooks you check out will be due on June 3 2005 e When you bookdrop the system will record the book as having been checked in on June 3 2005 e When you perform Inventory the inventory date used will be June 3 2005 e When you are in Statistics mode this date will be used e The Override Date you set is shown on the bottom right corner under the Transaction Log of the Circulation window A Circulation Log entry will also show that this date was manually set i Circulation Fie x File Edit Show Reports Links Circulation Window Help Jun 3 09 Marissa Dasada z No Current tem 1100008 Standard Patron Homeroom Moray Mo Items Checked Gut Mo Fines Due Notes Details Welcome to Texthook Tracker
168. cluded Author Only author entries are included Subject Only subject entries are included Please note that subject entries are for subject subfields only not for full subject phrases Bibliographic Code Only Textbook Tracker bibliographic codes are included Curriculum Code Only Textbook Tracker curriculum codes are included Interest Code Only interest codes entries are included Publisher Only publisher name entries are included Series Only series entries are included Publication Year Only publication year entries are included There are no Sort or Select By drop down menu options for this report selection Textbook Tracker User s Manual 221 Special Reports System Analysis V Policy List System Analysis Calendar This report shows information about your computer system and Textbook Tracker Data alendar Notes Manual Check Out Sheet files Command Barcodes Code Barcodes Policy List Preferences Report EJ EN Custom Barcode Labels Calendar Authority Reports Calendar Notes System Analysis Manual Check Out Sheet Command Barcodes Code Barcodes Preferences Report Custom Barcode Labels Authority Reports f i Fp Fl p 5 Le Fa lal Reports Special There are no Format Sort By or Select By drop down menu options for this report selection 222 Textbook Tracker User s Manual Patron Reports Preparing Patron Reports Patron reports give you immediate acce
169. cluded on form letters Default is blank School Email Address This is the school s email address which is used as the return mail address for overdue notices and other email messages sent by Textbook Tracker To guarantee that your email notifications are being sent please check the list of requirements located under Enable Email Notifications on page page 75 You must enter a valid email address to use most email services Default is blank School ID Code This is the school location identification code This is a short code that is used for the Copy Institution field Default is the first four characters of your school name Changing this value will only apply the new School ID Code to future copy records existing copy records that were created using the replaced Institution ID Code will not be automatically updated If you would like to update your existing and old Institution ID Codes to the new value run the Copies Replace Information utility see Copies Replace Information on page 243 for more information Local Settings Money Format Select the money format you want Textbook Tracker to use Default is Use System Setting Language Select a default language from the list of available languages Default is English unless otherwise set by activation codes 96 Textbook Tracker User s Manual v Administration Patron Management Preferences Global Patron Management Preferences Patron Management prefere
170. cludes patrons who have used textbooks within specified dates If you enter ONLY a Starting Date the ending date is assumed to be in the far future If you enter ONLY an Ending Date the Starting Date is assumed to be in the far past If you don t enter any date the Starting Date is set for one year in the past Barcode List This selection allows users to enter or scan non sequential barcodes to appear on the report Duplicate entries will only print once This list can be selected with the Select All command under the Edit menu and copied to use in selecting for other reports Barcode Range This report includes patrons with barcodes between the selectable Starting With and Ending With ranges If you only want information on one patron enter the patron s Barcode number as the Starting With value Also if you don t specify otherwise only Barcodes greater than the number 50 are included in the report Birthdate This selection includes all patrons with birthdays in the specified range If you enter only an Ending Date it will sort every birthday ON or BEFORE that date Expired Card This report includes patrons whose cards will expire as of the specified date If you do not enter a date the beginning of the next month is used as the selected date Thus your report would include all patrons whose cards will expire at the end of the current month Grade This report includes patrons with Grades between the Starting
171. code Labels You can place barcode labels on the inside or outside of items A label on the outside is easy to locate but is subject to much greater wear and tear therefore shortening its life Most Textbook Tracker users place their labels on the inside back cover of books and on the outside of items such as records tapes and CDs If you plan to place barcode labels under a clear jacket cover test your barcode reader to make sure it can read the labels through the jacket cover Placing barcodes vertically on the spine can make inventory easier since you wouldn t need to fully remove the books from the shelf to scan them with a barcode reader When to Label Items You can label items either before or after you enter item information For an existing collection it s usually easier to purchase your barcode labels early and place them on the textbooks before the textbook information is entered into the computer Use two part labels for this method As you place the barcode on the textbooks place the second label on the shelf list card that will be used for entering item data into the computer If you are starting a new collection be sure to purchase bibliographic information for your items in a computer readable format MARC or MicroLIF Either order your books with barcode labels attached or tell your supplier which numbers to assign in the MARC MicroLIF records Have the numbers assigned in call number order so it s easy for you t
172. cord New Title Remove Title Add Copy Remove Copy Duplicate Title Duplicate Copy Transfer Copies From lt gt 36D T DEA Show Details Show Title Editor Show Author Editor NOTE Title changes must be saved before you can view or modify copy information Item Management Changing Item Information You can edit information directly on the Items window or in any of the tabs within the window For example you can place the cursor in an existing value and type additional information You can also highlight the entire value and type over it Before records can be changed they must be unlocked using the Unlock command see Changing Records on page 48 NOTE If your Display Settings preferences are set to automatically lock records you ll have to unlock the record by manually clicking on the lock icon from the upper left hand side of the window or selecting Unlock Record from the Items menu before you can make changes to the record To move to the next data entry field press the lt t ab gt key To move to the previous data entry field press lt shift tab gt To select a data entry field to edit click in the same data field To select from a drop down menu lt tab gt until the drop down menu you desire is highlighted and use the lt up gt and lt down gt arrow keys to make your selection To modify copy information click on the Copy Information tab and Browse or Find the copy to modify When
173. cribe each preference window in detail School Information licensed them e g Web SIF If you have not licensed a particular feature the Patron Management corresponding preference will not appear in the Preference drop down menu shown Policies to the left SIF Sounds Web Word Processor Administration Set up users and access levels activate passwords Configure updates and enable services see Administration Preferences on page 57 Archive Textbook Tracker will automatically create a copy of your data at pre determined times throughout the week see Archive Preferences on page 67 Calendars Set up calendars these are used to schedule open days closed days period due dates and notes see Calendar Preferences on page 69 Circulation Configure information about temporary barcodes and determine how often the transaction log is saved Create text for inclusion in the body of patron notices set slip printers or view statistics see Circulation Preferences on page 73 Display Settings Choose color schemes for Textbook Tracker s appearance and individual window settings see Display Preferences on page 83 Item Management Configure information about textbooks such as barcode ranges barcode leaders default policies terminology and catalogue settings including leading articles to automatically ignore See Item Management Preferences on page 87 for more information
174. curacy of your reports WARNING Before you remove a patron backup your data files Removing patrons is permanent and cannot be undone If you erroneously remove a patron you will have to re enter all their information or recover the information from a backup copy of your data Use the Remove command to permanently remove the Current Patron When a record is removed all associated information is also removed For example removing a patron also removes any holds or reservations that the patron has pending A patron with items checked out cannot be removed until all items have been returned to the institution school or recorded as lost Paste Patron Picture If you have a picture on your computer clipboard this command will paste it into the patron picture field see the Glossary starting on page 355 if you don t understand what your computer clipboard is If you would like to import patron pictures en masse i e in large numbers you can use the Import Patron Pictures Utility see Patrons Import Patron Pictures on page 256 Remove Patron Picture Clears the current patron picture Show Details Shows details for the current patron Displays the same report as the Details button on the Circulation window Show History Shows the history of patron transactions if any have been kept When Keep Patron History page 137 is turned OFF this menu option will appear as grayed out and only payment and fine h
175. cy If you remove a calendar that is being used by a policy the Standard calendar automatically replaces it Default is Standard Apply period due dates Choose whether to apply period due dates to patrons under this policy If you decide to apply period due dates due dates for items are automatically adjusted at check out Default is ON Charge fines on closed dates lf this box is checked patrons under this policy are charged fines on both open and closed dates Otherwise fines are only charged on dates that the school is open Default is OFF Fines limited by item cost Total fines for an item will be determined and limited by the hierarchy of certain values These values are dollar amounts contained in user specified fields and examined in the order that is described below Here is the order in which these fields are examined Replacement Cost Purchase Cost and Default Replacement Purchase Value If none of these fields contain a user specified fee a default of 20 00 will be applied Policy notes This field is used to enter a short note about the policy This is for administrator use only as Textbook Tracker doesn t use this information Default is blank 1 Remember these fields are hierarchal meaning that the value provided in one field will get precedence over the value provided in another Textbook Tracker User s Manual 103 Policy Preferences Global Policies Preferences Global Policies Preferences T
176. d Reading students are often organized by ability and therefore sent to different teachers accordingly Therefore a Circulation Group could be created for Grant teacher name or Math and Grant subject and teacher or Reading subject By means of the Institution Location and Sublocation fields users may be able to execute some of the same tracking abilities as Circulation Groups However in a high school or Central Union situation the limitations of these fields might not be enough Circulation Groups can be easily created in Textbook Tracker without the usual lengthy set up time especially since Textbook Tracker supports tab delimited imports For example users can acquire a tab delimited export file from the Administrator s office that contains all of the teachers classes courses and import them into the database very quickly 1 There is an exception to this rule Users can use the CN command after an item has already been checked out to apply a Circulation Group see Change Circulation Group on page 188 Textbook Tracker User s Manual 187 Circulation Apply Circulation Group You may set up new Circulation Group codes using Global Circulation preferences please see Circulation on page 75 for more information Once you have set up a new Circulation Group it will appear in the Circulation Groups window which is accessed by entering CG or CN into the command line of the Circulation window
177. d Copies Select By Options The Remove Archived Copies Select By options are the same as the Textbook Copies Reports Select By options please see Textbook Copies Select By Options on page 250 Textbook Tracker User s Manual 293 Copy Utilities Copies Remove Lost Copies Copies Remove Lost Copies RSIS This utility removes all copies which had their status set to lost between the Starting Patrons Circulation Check for Updates Database Catalog Utilities Verify Utilities v Verify Replace Information Modify Call Numbers Remove Copy Remove Archived Copies Remove Lost Copies Remove Discarded Copies Remove Copy Transactions Check Out and Ending dates specified If you leave the Starting Date blank Textbook Tracker uses January 1 1900 If you leave the Ending Date blank Textbook Tracker uses January 1 2050 Thus if you leave both dates blank all lost copies are removed Verify Replace Information Modify Call Numbers Remove Copy Remove Archived Copies v Remove Lost Copies Remove Discarded Copies Remove Copy Transactions Check Out All Copies The title record will also be removed if the Remove titles without copies checkbox is marked and there are no remaining copies for that title Remove Lost Copies Select By Options The Remove Lost Copies Select By options are the same as the Textbook Copies Reports Select By options see Textbook Copies Select By Options on
178. d command is the Browse command located under Show Next Ctrl Patrons Patron command menu Browse for locating the records you want to view Last Ctrl Shift Browse Ctrl B The initial window shows records before and after the currently selected record Find Ctrl F Lock Record Ctrl U Use the up and down arrow keys on your keyboard to move through the list To display New Patron Ctrl N Duplicate Ctrl D more items click on the More buttons on the top right of the window Remove Patron Ctrl R mr Ge To make another search enter text in the empty field to the left of Go and then click the alba hada Go button For example if you enter Sch for a patron name a list of names that Show Details Ctrl Shift D Show History begin with Sch will be displayed You can then select a specific record from the list H Browse patrons by Last Name EI File Edit Show Reports Links Window Help FYR Penor De R Randall Timothy Schjelderup Bill Schlotzhauer Andrew Dobbins Schwartz Jeff hi Wishard Sciera Michelle Dobbins Shineman Kyle Schjelderup Silvey Anna Zeigler Skinner hichael Wishard Slayton Jeftrey Whishard Stark Jami L Office Stock John Dobbins Tekippe Te Smith Robertson Bica Robins Bran Rockwell Paul Rose Danny Sagaser Dan Sagaser Don Sanich John Sanich Wendy To select an item from the list either double click on the item or click the item once then click on Select
179. d letters are sent to this address Patron Picture You can add a patron picture to the patron record The picture will appear in the box under the gender menu in the Patron window and in the Current Patron section of the Circulation window There are several ways to add a picture to the Patrons window Drag and drop Drag the graphic file from the Desktop or program onto the Patrons window in Textbook Tracker As you drag the picture file a box outline shows where the picture is to be placed to help you align it properly e Copy and paste Open the picture of the patron in the application where it was created Select the graphic and copy it to the clipboard this is usually done with commands such as Select All and Copy and Cut under the Edit menu in the program Go back to your Textbook Tracker Patrons window and choose Paste Patron Picture from the Patrons drop down menu at the top of the window The picture appears in the area under the Sex button e Import Patron Pictures Utility This utility will import patron pictures en masse i e in large numbers This Utility can be run under File gt Utilities gt Patrons gt Import Patron Pictures see Import Patron Pictures Select By Options on page 256 Textbook Tracker User s Manual 133 Patron Management Patron Information Fields Personal Info Here is a brief description of the fields located on the Personal Info tab First Ctrl Shift Previous Ctrl Next Ctr
180. d on the bottom of the patron window Title Information This portion of the window shows information about each item in your collection Below this are tabs that you click on to display more information about this title Copy Information This portion of the window shows information about each copy of the title Below this are tabs that you click on to display more information about this copy The following sections describe fields contained within the Title Information area of the Items window When a field has an obvious meaning such as city or phone it is not documented unless there are special notes about how it is used 148 Textbook Tracker User s Manual Item Information Fields Item Management First The top portion of the Items window contains primary information about the item This LK includes the call number policy and medium type as well as title author volume edition LCCN and ISBN and ISBN stock Browse First Copy Previous Copy Next Copy Last Copy Browse Copies Textbook Tracker User Manual folume XN A z T ALIE Find Unlock Record New Title Remove Title vi Add Copy Remove Copy Duplicate Title Duplicate Copy Transfer Copies From Show Details a D The fields in the top portion of the Items window are as follows Show Title Editor OT i Show Author Editor 088A Title Call Number Each title is assigned a call number The call number designates the locatio
181. d range of copy locations If you enter only a Starting With or Ending With selection Textbook Tracker will select all records where the copy location matches the entered text Copy Sublocation This report includes transaction for a specified range of copy sublocations If you enter only a Starting With or Ending With selection Textbook Tracker will select all records where the copy sublocation matches the entered text Days Overdue This report includes transactions with due dates computed between the Starting With and Ending With ranges of days overdue If you enter only a Starting With selection Textbook Tracker will assume a very large ending value If you enter only an Ending With value the Starting With value is assumed to be zero For example to select items which are at least seven days overdue enter 7 in the Starting With field To find items that are seven or fewer days overdue enter an Ending With value of 7 To locate items that are due in the next seven days enter a Starting With value of 7 and an Ending With value of 0 The results of this selection are exactly the same as if you put dates into the Due Date selection criteria Discarded on Date This report only includes items discarded during a date range you specify If you enter only a Starting With date Textbook Tracker will assume an Ending With date in the far future If you enter only an Ending With value the Starting With value
182. date to the latest version of Textbook Tracker v2 before converting data Step 3 Start Textbook Tracker v2 in Single User mode by holding down the lt shift gt key when Textbook Tracker is launching Step 4 The warning window you see below will appear The Utilities menu is used to reorganize and perform maintenance on your Textbook Tracker Data file You should have current back up copy of your data file before continuing If you do NOT select QUIT below and make backup copy of your Textbook Tracker data file Choose Reorganize Data from the Utilities menu to reorganize your data file When this process has successfully completed choose Restart Textbook Tracker from the File menu to return to Textbook Tracker QUIT Textbook Tracker need to make current backup Step 5 Along with the warning window above a new menu will appear along the top of your screen This menu will contain the File Edit Utilities and Help selections Choose the Utilities command drop down menu File Edit Utilities Help Step 6 From the Utilities drop down menu select Check Data File Utilities Examine Data File Reorganize Data Check Data File 1 COMPanion offers an Textbook Tracker v2 to v3 conversion service Send your v2 data to COMPanion with a PO for part number 200 D5660 Mac D7660 Win and we ll convert your data for a flat 200 This includes full conversion from v2 to v3 you ll receive back
183. ded patrons Default is 365 days Number of days to keep a hold request Hold requests that exceed this given time limit are automatically removed from the system Default is 28 days Number of days to keep an in stock hold request In stock hold requests that expire are automatically removed at the beginning of each day A notice is prepared so that items may be returned to the shelves or held for another patron Default is 5 days Total fines alert value lf the patron s total fines exceed this value an alert will appear when this patron becomes the current patron If you want an alert for any patron with fines set this value to 00 01 If you want alerts for patrons with larger fines determine that value here Default is 20 00 Items are due on Use this drop down menu to select Any Day meaning item due dates are based on the Number of days these items can be loaned option or Monday through Sunday If you select a day of the week from this menu all loaned items are due back that same day each week If the day of the week you select happens to fall on a Closed day then Textbook Tracker will try the specified due on date again in a week If the next week s due on date also happens to be Closed Textbook Tracker will make the item due on the next available Open date Use calendar This field shows the calendar used under this policy Use the drop down menu to choose a different calendar for this poli
184. doatencesancsseeede 143 Authority COM O EEE 144 Adding New Titles Or Copies c cccccccseeeecseeeeeeseeeeeeees 145 Item Information FET 4 148 Title Information tab EE 155 Copy Information tab rrrrronrrrnrnnrrrrnnnnrrrnnnnenrnnnnennnnnre 164 STE OT araona 169 Modes Commands and Help ccccsecceceeeseeeeeeeeeeaeees 170 Current Patron and Current Item Information 170 Circulation EOQ NE anei a e AT ET 170 Using the Circulation Window saannsannnnnnnennnennennnenennnne 171 Using the Command Line rrrnnrannvnnnnnnrnrnnnnenrnnnsennnnnnenn 171 Using Help for CommandS c ccecceeceeeeeeeeeeeeeseeeeeeaes 172 Using the Circulation Menu cccccccccsseecseseeseseeeseaeees 173 Checking tems eeneeeneneene tne eee none ne Erun 174 Checking NEMS lA vcsesccncesacseesccsecutscceegemonceniwencpeeetnseetonseyeris 176 Temporary ITEMS cece cceecceeeeeeeeeceeeeseeeeseeeeseeeeaeeeeaeeenees 177 HP 179 MEST EN 182 Fee Charges and PaymentS rrannrnnnannnnnnnnnrnnnnnnrnnnnnnenn 191 OT egg de EE 195 Make ltem Patron Current ccccccccceceeeeeeseeseeeseeeessaees 202 Textbook Tracker Web rrannrrnnnnvrnnnunnnnnnvennnnvennnner 203 Introduction to Reports annrrnnnvennnnennnnennnnnennnnen 205 How to Create a Report rrarnnnnnnnnrvrrnnnvnnnnnnennnnnrnnrnnnennnnn 205 Adaptive Dates vaere ne 208 UR NN 209 Special ODOM S is cneenceccutectcdren
185. e if you select the Hold Request command and enter a barcode Textbook Tracker puts a hold on the item and the Circulation window will appear appropriately logging the entry 172 Textbook Tracker User s Manual Using the Circulation Menu Circulation Santa Using the Circulation Menu Start Bookdrop Ctrl 1 i Make Charges Payments Ctrl 2 Additional circulation commands are available from the Circulation menu This menu EE ae appears at the top right of the menu bar across the Circulation window You can either Remove Patron Holds Ctrl 4 select a command directly from this menu or use the hot keys shown on the right hand Shaw Item Detaile re side of the menu to execute commands Adjust Iker Holds Chrl F Renew Patron Items Ctrl R Some of the commands in this menu require a Current Patron or Current Item For Broadcast message to clients example you must have a Current Patron to select Show Patron Status Display all connected clients The Circulation menu shows available commands in bold text For example if the Current Patron does not have any holds or reservations the Remove Patron Holds and Remove Patron Reservations selections are grayed out in the menu and therefore non selectable The following commands are available from the Circulation menu Start Bookdrop Sets the current mode to Bookdrop In Bookdrop mode you enter barcodes for items you want to check in This option will toggle between Start
186. e For updated records if the imported record is MicroLIF or MARC and doesn t contain copy information a new copy is added to the updated record if Always Add Copies is selected for Item Import Settings Textbook Tracker performs an analysis on each and every MARC record imported so that information is correctly imported from a wide number of vendors If you find records that don t import correctly send them to COMPanion and we ll reprogram Textbook Tracker to properly import them Textbook Tracker correctly imports records from the following sources 1987 MicroLIF 1991 MicroLIF US MARC Communication amp MARC 21 SunLink WisCAT Laser Cat Dynix Follett Canadian MARC and many others since the printing of this document 1 The file designator consists of two letters followed by two numbers The letter will never be an O so you can be sure that 0 means zero Textbook Tracker User s Manual 329 Data Import Importing Item Information Item Import Fields Field Name Field Numbers Accompanying Material 2304 300_e Author 2100 100_a Author List 2700 separated by a Bibliographic Codes 2040 separated by a Circulation Group Code 4001 Circulation Group Description 4002 Content Notes 2501 505_a Copy 2nd Location Sublocation 2028 852 c Copy Accession Date 2009 852_1 Accession date Copy Alert Notes 2019 852_z Copy Barcode 2000 852_p Copy Call Number 2025 852_h Co
187. e actual day The choices cycle from Open nothing displayed Closed Period Due and then back to Open Period Due A period due date is the day an item is due if you check your Circulation Policy to Apply Period Due Dates For example if you set a period due date of September 30 2007 all books checked out before September 30th that normally would have had a due date after the 30th will be assigned a due date of September 30th Closed tThese are dates on which the school institution is closed Due dates are computed so that they never fall on Closed dates only on Open or Period Due dates However please note that there are some exceptions to Closed dates when using Override Dates see Override Dates on page 184 for more information You can change the settings for the same day each week for the month by clicking on the day buttons Sun through Sat at the top of the calendar You can change the setting for all days for the entire year by holding the lt alt gt Windows or lt opt ion gt Macintosh key down and clicking on the days buttons at the top of the calendar You may lt shift click gt on a date to add a note Notes can be used to display automatic reminders on the Data Station and Client Workstations as well as provide private notes for the administrator and aides Alert notes are only active for the Standard calendar and are ignored on other calendars General Notes are available for all calendars EEG Notes
188. e collec tions across a district using a wide area network or to a centralized Textbook Tracker database With this workstation an administrator can manage multi ple institutions schools in a district e Textbook Tracker WEB is purchased as a Textbook Tracker option When activated in your Data Station it allows searching of your Textbook Tracker collections using a standard World Wide Web browser such as America Online Netscape Navigator or Microsoft Internet Explorer Textbook Tracker User s Manual 1 Introduction Communication Protocols Communication Protocols Textbook Tracker Client Workstations always communicate with the Data Station using TCP IP communications protocols Textbook Tracker does not support Macintosh s AppleTalk protocol e TCP IP Transmission Control Protocol Internet Protocol is the protocol used for the Internet and is supported as part of the basic operating systems for both Macintosh and Windows e PPP Point to Point Protocol communication protocol provides a TCP IP con nection using a modem and Internet Service Provider ISP If you dial up an on line service to access the Internet you can use PPP to connect PPP should be connected before Textbook Tracker is launched Where is My Textbook Tracker Data Folder Located Your Textbook Tracker Data folder is stored in your operating system s shared application support folder On Macintosh OSX machines this folder is located in
189. e internet confident that their information remains secure SIF solves these problems by allowing different third party software applications to communicate dramatically reducing the redundancy of data entry so that administrators can maximize staff and faculty time and are able to better focus on education The Schools Interoperability Framework SIF is not a product and will not be sold as such rather it s an industry supported technical protocol that ensures that diverse primary and secondary K 12 instructional and administrative software applications share information data formats and work together seamlessly saving tremendous amounts of time and productivity When different third party software applications can communicate with each other access one another s databases resources and tools a school district can more effectively serve the needs of its users 1 Information on this page was sourced and adapted from the following internet resources www thejournal com www microsoft com and www sifinfo org Textbook Tracker User s Manual 111 SIF Preferences How does SIF work How does SIF work A critical component of SIF is the Zone Integration Server ZIS which serves as the data integration broker or hub between disparate software applications that support the SIF protocol The ZIS is an invisible courier that reliably delivers information from one source to several destinations The ZIS does not do this blind
190. e number along with the Ss number of overdue items those currently checked out and the patron s current fine balance Detailed w Copy Cost Includes full transaction information for each overdue item All available information is included This report includes each patron s name and barcode number phone number each item s title barcode number call number cost due date and the number of days the item is overdue The date that s highlighted red indicates the overdue date Posting List Includes name number of overdue items and charges due This report can be posted to inform patrons that have overdue items and charges Overdue Listings Sort By Options See page 260 for complete and detailed descriptions of Overdue Listings Sort By options Overdue Listings Select By Options See page 261 for complete and detailed descriptions of Overdue Listings Select By options Textbook Tracker User s Manual 253 Circulation Reports Hold Requests SSS Hold Requests Overdue Listings These reports prepare hold request and in stock hold lists Hold Requests Overdue Notices When the Use Copy Number box is checked then the copy number will replace the Patron Notices ll bet t Charges and Overdue Fines copy call number 1n the report Special Item Lists Gol Reports Circulation Loaned Items Overdue Listings mat Sort By hi v Hold Requests ending Ho Patron Name F Overdue Notices Eea e Patron Notices Char
191. e of payment amount of payment item barcode item title and the Babe ae description of the fee against which the payment was made Mailing Labels Rolodex Cards EEE Overdue List Patron List Payment Summary Statistics Patron Desk Reference Patron Payment History Refund Letters Patron Counts Barcode Labels Mailing Labels Rolodex Cards Overdue List Sort By v Payment Summary Statistics Last Name eports Patrons When you perform the Payment Summary Statistic report please note e Item barcodes will only appear for items that have been designated as Lost e Items that have an associated fee or fine will also have their Notes and Details included in the report e Lost will appear in the Type column only after an item has been checked out to the Lost patron e Fee Overdue will appear in the Type column on items that have been man ually charged a fine fee e The Amount field indicates what a patron has paid on the fee fine There are no Select By or Format options available for this report Payment Summary Statistics Sort By Options See page 234 for the complete Payment Summary Statistics Sort By options Textbook Tracker User s Manual 233 Patron Reports Patron Report Sort By Options Name Patron Report Sort By Options First Name Use the Sort By drop down menu to select the order in which you want the patrons Student included in your report For example you can sort the report by name or by barcode SSN
192. e same number of characters Term for Sublocation Field This preference lets you configure the term used for the Sublocation field You can use this field for whatever extra information you may need to enter For example you may want to use the term Last Period to identify an alternate location below the primary Location field The term you choose appears wherever Textbook Tracker displays this information Although you can change this term this manual will refer to it as the Sublocation Default value is 2nd location Term for Level Field This preference lets you configure the term used for the Level field For example you may want to use the term Grade rather than Level The term you choose appears under the Personal Info tab of the Patron Management window and wherever else Textbook Tracker shows this information Although you can change this term this manual will refer to it as Level For schools this defaults to Grade For other institutions this defaults to Level Term for Government ID Field This field is used for national ID numbers In the United States this is typically the Social Security Number Default value is SSN Term for Community ID Field This field is used for community or local ID purposes For schools this defaults to Student for other institutions this defaults to ID 98 Textbook Tracker User s Manual Local Patron Mana
193. e selection is ignored The default name for Institution in a school situation is typically School Last Name This report includes patrons with Names in last name first name order between the Starting With and Ending With ranges Use this to compile reports for all patrons within a particular family or to print lists selected from any alphabetical range of names If you enter only a Starting With or Ending With selection Textbook Tracker will select all records where the data begins with the entered text If you enter no text the selection is ignored No Activity This report includes patrons who have not used textbooks within the specified date range If you enter only a Starting Date the ending date is assumed to be in the far future If you enter only an Ending Date the Starting Date is assumed to be in the far past If you don t enter any date the Starting Date is set one year in the past Policy This report includes patrons with policies between the Starting With and Ending With ranges For example if you only want to select patrons under Textbook Tracker s default patron policy Standard Patron select the report by policy and choose Standard Patron as the Starting With and Ending With value Sequence This report includes patrons with Sequence s between the Starting With and Ending With range This option is helpful in identifying new patrons or patrons added to the system in a particular order I
194. e short pieces of descriptive text that appear when you move your mouse cursor over buttons and such Tool tips can also be viewed instantaneously by holding down the lt ctrl gt Windows or lt option gt Macintosh key and moving over buttons and fields Default is Medium Tool Tips can also be viewed instantaneously by holding down the lt ctr1l gt Windows or lt option gt Macintosh key and moving over buttons and fields Authority Control Enable Authority Control When this checkbox is set Textbook Tracker forces authority control when adding or editing item records see Authority Control on page for more information 84 Textbook Tracker User s Manual Local amp Default Local Display Settings Preferences Display Preferences Auto Save Automatically Save When Closing Deactivating A Window When this box is checked Textbook Tracker automatically performs the Save operation rather than asking for user confirmation Default is OFF Database management windows locked by default When this box is checked the user must unlock the current record in order to begin making changes A locked record can not be modified Default is ON Textbook Tracker User s Manual 85 Display Preferences Local amp Default Local Display Settings Preferences 86 Textbook Tracker User s Manual tbook Tracker r j a le v Administration Archive Calendars Circulation Display Settings Item Management
195. e the copy to the Current Patron with the in stock hold shoved back to the top of the hold queue If you don t have any authority no override options will be available and item check out will be denied Textbook Tracker User s Manual 175 Circulation Checking Items In and Out Checking Items In Use the following steps to check in items Step 1 Type or scan the barcode of the patron who has the item checked out This makes that patron the Current Patron If you don t know the patron s barcode use the locate command see Locating Patrons and Items on page 198 to find the patron s barcode Step2 Type or scan the barcode of the item you are checking in If you are checking in a number of items use the Bookdrop mode described on the next page If the item you check in is overdue and has a fine a window will appear with information about the fine Overdue Fine From this window you can enter a payment forgive the fine forgive a portion of the fine or record the fine to the patron s permanent record to be processed later If you want to forgive part of the fine enter a value in the Forgiven Amount field If you want to charge an additional amount enter the value in the Additional Charge field To record a payment enter it into the Payment field To forgive the entire fine click on the Forgive Fine button To charge the fine click on the Charge Fine button see Fee Charges and Payments on page 192
196. e the location for all items in a certain medium type Items utilities can be performed on many different groups of items The Select By options available are the same as Item Reports see Textbook Title Reports Select By Options on page 242 Titles Verify Use this utility to verify the internal status of item groups This procedure reviews statistical information and the internal data relations of your items If problems are found they are automatically fixed If you ve had your data damaged due to power outages or other hardware failures you should run this utility to repair any damage Utilities Ooo Titles P RAS Replace Information Modify Call Numbers Remove Title Remove Copy Remove Archived Copies Remove Lost Copies Remove Discarded Copies Remove Copy Transactions Match Title Call Numbers _ Match Title Policies LILL il All Titles Cancel Verify Select By Options The Verify Select By options are the same as the Titles Reports Select By options for a complete listing please see Textbook Title Reports Select By Options on page 242 Textbook Tracker User s Manual 275 Title Utilities Titles Copies Patrons Circulation Check for Updates Database Catalog Utilities Verify Utilities Verify Replace Information Modify Call Numbers Remove Title Remove Copy Remove Archived Copies Remove Lost Copies Remove Discarded Copies Remove Copy Tran
197. ead Use this report when minimal information is required Detailed A report with full title information including each item s call number title author place of publication publisher date of publication sequence number LCCN ISBN and policy Two or three item records can fit on each page Use this report to verify data entry or as a substitute to your card catalog MARC A report showing each title s MARC record in MicroLIF format ltem List Report Sort By Options See page 241 for complete and detailed descriptions of Item List Sort By options Item List Report Select By Options See page 242 for complete and detailed descriptions of Item List Select By options 238 Textbook Tracker User s Manual Item List Textbook Titles Reports Z Item List Publication Date Summary LEITE Summary A report that includes the number of items published each selected year and the number of times these items have been borrowed during the current year and life to date Use this report to determine the age of the items in your collection gt Reports Textbook Titles x Fie Edit Show Reports Window Help Publication Year vi There are no Format options available for this report Publication Date Summary Report Sort By Options See page 241 for complete and detailed descriptions of Publication Date Summary Sort By options Publication Date Summary Report Select By Options See page 242 for complete and detai
198. ecified date range The report includes each item s call number SSS EE title barcode number inventory date transaction status and funds Inventory Statistics Summary yf Inventoried Items Not Inventoried Items Not Inventoried ltems A report of items that have not been inventoried within a specified date range Every copy has an inventory date that specifies when it was last physically known to have been in your collection Performing inventory and checking in or out renews this date For best results be sure to enter today s date as the Ending Date You can generate reports for any given date range but keep in mind that items have only one most recent inventory date Therefore if an item that was missing three months ago has recently been found it will not appear as missing in any reports you generate for that time period This report includes each item s call number title barcode number inventory date transaction status and funds Lost Items Inventoried A report listing all items within a specified inventory date range that is checked out to Patron 1 Inventory Statistics Summary All items within the selected range are counted and a single page report specifies how many items have been inventoried how many have not and how many lost items have been located Use this report to determine your current inventory status Inventory Sort By Options See page 249 for complete and detailed descriptions of Inven
199. ed Textbook Tracker users are allowed to print receipts for checked out items by using the D or QP command in the Circulation window at the end of the transaction These checkout receipts contain information similar to that which is displayed when you click on the Current Item s Details button When this box is not checked receipts will never be allowed to print even when using the D or QP command Print In Stock Hold Slips When checked Textbook Tracker will automatically print an in stock hold receipt immediately after an in stock hold has been filled for a patron Print Receipts for Payments and Refunds When checked Textbook Tracker will automatically print receipts for payments and refunds Ask Before Printing In Stock or Payment Receipts If this preference is checked Textbook Tracker will ask permission before it automatically prints a payment receipt or an in stock hold notice Textbook Tracker User s Manual 81 Circulation Preferences Miscellaneous Tab Default printer is Star 613 Slip Printer Having this option checked indicates that this Data Station or Client Workstation is connected to a slip printer The slip printer must be set as your operating system s default printer for every computer that you would like to print receipts from your default paper size must be US Letter Width x Long Receipt The slip printer will produce receipts for Textbook Tracker events in the same fashion that
200. eir previous policy Start Classification Mode Command V type keyword Start Classification Modes Use this command to quickly add searchable terms to the items you scan Let s say you want to create a reading list on Olympic skiing You would enter the command V B Olympic Skiing in the command line and press lt enter gt Textbook Tracker would display B Olympic Skiing above the command line Any item you enter in this mode would have the bibliographic keyword Olympic Skiing assigned to it To end the Classification mode enter the command in the command line You can further examine and manipulate keywords you ve added using the Utilities command under the File menu Valid types include S Subject R Study Program C Curriculum P Point Count Interest reading level T Test Number B Bibliography H Holding Code Textbook Tracker User s Manual 201 Circulation Make Item Patron Current Make ltem Patron Current Command x Tp rcode Make a Patron or Item Current Use this command to make an item or patron barcode the Current Item or Current Patron For example X100 makes patron 100 the Current Patron and X110034 makes item 110034 the Current Item If you enter an x without a barcode Current Items and Patrons are cleared and the window is restored to Check In Out mode Clear Current Patron Item Mode Command p Clear
201. el the request to check it out e If issuing an item to a patron violates a set policy Textbook Tracker will alert you For example if a patron exceeds the number of items they can check out or exceeds the overdue limit a warning message will appear If more than one pol icy setting is violated the messages will all appear in a single window Message Patron Brian Robins 1099 tem Heath Mathematics Connections 3439 Total fines for this patron meet or exceed 20 00 Override and check this item out anyway Cancel Override If you have the authority to override policies the window will include the Override and check this item out anyway option You can allow the patron to check the item out even though it exceeds the specified limit or cancel their request to check it out If you don t have the authority to override policies a warning message will appear without the ability to override and check out the item to the patron If the item barcode you enter is not assigned to an existing item and is not in the temporary barcode range defined in your preferences the Unknown Barcode window appears You can choose Ignore Barcode if you entered it incorrectly or you can select one of the other options If a copy is designated as an in stock hold for another patron an error message will appear If you have the authority Cancel Override buttons will appear at the bottom of the screen Clicking Override will issu
202. elect an Operation from the drop down menu Some operations will require additional information Fill in the specific information as required by the utility Step 3 Some utilities will require Sort By options Use the Sort By drop down menu to select how the records are to be sorted by the utility Step 4 Use the Select By drop down menu to select which records are to be processed by the utility You can make up to six selections with And Or and And Not Boolean logic When you choose values in the selection drop down menus other fields may appear asking for additional information Step 5 Press the OK button As Textbook Tracker performs the utility a Status window appears You can abort the utility by clicking Cancel Note this will only stop the utility in its tracks any records modified before you stop the utility will remain modified Step 6 When some utilities are processing you may perform other tasks within Textbook Tracker For example you may issue items or prepare a report Some utility operations execute at lower priorities than other Textbook Tracker processes Thus if you run a Report the utility will rest while the report is processing Textbook Tracker User s Manual 273 Title Utilities How to Initiate a Title Utility A Step 7 NOTE User s may perform tasks while some utilities are processing However UNDER NO CIRUMSTANCES SHOULD YOU EVER DO ANYTHING during the Rebuild utility
203. enus other fields may appear asking for additional information Step 5 Press the OK button As Textbook Tracker performs the utility a Status window appears You can abort the utility by clicking Cancel Note this will only stop the utility in its tracks any records modified before you stop the utility will remain modified Step 6 When some utilities are processing you may perform other tasks within Textbook Tracker For example you may issue items or prepare a report Some utility operations execute at lower priorities than other Textbook Textbook Tracker User s Manual 309 Other Utilities AN Step 7 NOTE User s may perform tasks while some utilities are processing However UNDER NO CIRUMSTANCES SHOULD YOU EVER DO ANYTHING during the Rebuild utility 310 Textbook Tracker User s Manual How to Initiate a Utility Tracker processes Thus if you run a Report the utility will rest while the report is processing If the utility status window is hidden behind other windows select it from the Windows menu to bring it to the forefront When the utility is complete the status window automatically closes and a utility complete entry is placed in the Circulation Log Many utility functions create entries in the log so you can view which records have been modified WARNING Before you use any Utility you need to Archive your data Thus if you dis cover that you ve performed an operation th
204. eonaersreuosusbeeriencceecneeee 211 Preparing Special Reports sccasccseceecedecteseseseseecseeede sens eanene 211 PO bl uvel E 212 EEE E E A 213 Textbook Tracker Users Manual v Calendar Notes c ccccececececececececececececececececeauacavavavavars 214 Manual Checkout Sheet rrrrranrrornnnrrnrrnnnrnrnnnnennnnenennnnn 215 Command Barcodes Li ci ciccicisncncncncectdeensiunscnaduomentaeseansensues 216 OCS A 0010 S NE 217 Preferences REP vrede eend k 218 Custom Barcode Labels cccccccseeeeceesseeeeeeseesaeeeees 219 Authority Reports eicsesesnnsecacesesssrssascnesnnesaxvascasververecaneses 221 System Analysis rrrrrnnnrnnnnnnornnnnrnrrnnnrnnnnnnennannnnnnnnnennnnnnen 222 Paloh REDONS aent 223 Preparing Patron Reports ccccsssccsscecsseesseeeeeeeseees 223 Pla 224 Patron Desk Reference Reports r rrurarvnvrrernnvnvrvsnerersnnr 225 Patron Payment History cccccccsseeceeeeceeeecseeeeeeeseaees 226 Refund Letters rrrrnnrrrnnrnnnnrnnnnennnnnnnnnnnnnrnnnnrnnnnrnnnnennnne 227 PULS 228 EAC OCS AOS IS EE EE 229 Mailing LEDES sos te sstecicesovecesiaien yo nsetes sesso sacawynecteeectescncaente 230 Rolodex Cards rrnrrrnnannnrnnnnnrvvnnnrnnnnnnrennnnnennnanssnnnnsnennnnn 231 ENE ernn e a cs edadereassta enna 232 Payment Summary Statistics Lavere 233 Textbook Titles Reports nn nnnnnnnnennnnnnnnnnnnnennnnennn 237 Preparing Textbook Title Reports rrervnrrernar
205. er address to use email services Default is blank Textbook Tracker User s Manual 93 School Information Preferences Global School Information Preferences School Use this section to specify the type of school or institution that Textbook Tracker is being used for Starting Use the drop down menu to select the starting grade level of your school Default is Kindergarten Ending Use the drop down menu to select the ending grade of your school Default is 12th Grade Last Date of School is Identifies the last date of the current school year On this date all patrons graduate to the next grade level Default is July 1st of the current year This is a School When this box is checked Textbook Tracker uses defaults and settings which assume that Textbook Tracker is being used for a school depository Turning this option off either hides school elements or changes them into non school related terms Default is set based upon your activation codes If your activation code contains H1 it will default to ON 94 Textbook Tracker User s Manual Local amp Default Local School Information Preferences School Information Local amp Default Local School Information Preferences School Information preferences contain both Global and Default Local Local preferences School Information Tab Use this preference to personalize Textbook Tracker with information about your school or institution eoG Preferences School
206. ermine which months of the year are the busiest for your institution by Hour by Day Prints a grid with hours down the left side and days of the week across the top displaying usage in every cell Use this report to determine which hours of the day are busiest on which days of the week Usage by Period Sort By Options See page 272 for complete and detailed descriptions of Usage by Period Sort By options Usage by Period Select By Options See page 272 for complete and detailed descriptions of Usage by Period Select By options 266 Textbook Tracker User s Manual Return Statistics Usage Statistics aprig Return Statistics ee Prints a summary report on how close to the due date items are returned A negative Jsage em Fo ve number indicates that items are returned before the due date a positive number Usage by Patron Policy mae i nA Usage by Patron Item Policy indicates that items are returned after the due date This information can be used to help Usage by Item Patron Policy determine if your institution s loan period matches the actual return rate of your patrons Reports Usage Statistics TE Return Statistics Entire Range Usage by Item Policy MEN En ER Usage by Patron Policy Usage by Patron Item Policy Usage by Item Patron Policy _ All Statistics Return Statistics Sort By Options See page 272 for complete and detailed descriptions of Return Statistics Sort By o
207. ese items Once they are removed they are unavailable for any other reports Textbook Tracker User s Manual 145 Item Management Using the Items Menu Items First Previous Next Last Browse First Copy Previous Copy Next Copy Last Copy Browse Copies Find Unlock Record New Title Remove Title Add Copy Remove Copy Duplicate Title Duplicate Copy 36D Transfer Copies From Show Details lt gt 36 D Show Title Editor lt gt 36 T Show Author Editor OA Duplicating Titles Copies Use the Duplicate Title or Duplicate Copy commands to make copies of existing titles copies You can then modify this information for the newly created item or copy record This saves precious data entry time when you are adding titles that have similar information such as author publisher and series or copies that have similar information such as funds price and vendor When you select the Duplicate Title or Duplicate Copy commands the Duplicate Title Copy window appears Go Duplicate Title Duplicate Copy 1300000 When the Title Information tab is current Duplicate Title will create new item records with the same title information and a new volume number Type over the value in the Number of volumes field if the title you are duplicating has more than one volume Each new title will be assigned a new volume number which will display on the screen Type over the values that differ to create your new t
208. esn t mean anything but is a rather unusual character combination unlikely to be found at the beginning of most files If Textbook Tracker discovers at the beginning of a file it assumes that the file is in a familiar format NOTE The Field Code numbers shown above don t have any special meaning other than acting as unique identifiers for each of the fields that can be imported or exported The header is optional If it s present Textbook Tracker will automatically sort and organize the information and place it into the correct specified fields If there is no header Textbook Tracker displays a window which allows you to specify the order and type of data getting imported A header is automatically created for all export files Since the header is automatically created on export the information can be transferred to another copy of Textbook Tracker and automatically imported without the user knowing anything about the file structure This makes it easy for Administrators to transfer information to Textbook Tracker users In order to be consistent Textbook Tracker assumes that the first line of any import file is a header However it only knows how to process headers in the format stated on the latter page Some fields allow multiple lines of information such as patron notes Any lt return gt located in a field is converted into the character on export and on import the V character is restored to a lt
209. et for one semester while short term literary works can be set for two weeks Textbook Tracker collects statistics on groups of patrons such as the types of items they borrow and when they return these items These statistics are generally used to determine usage patterns for the school to help schedule staff and make management decisions For each group of patrons and items for which you collect usage statistics you should assign a separate policy For example if each classroom has its own policy the statistics generated are more useful than if you have only one policy for all students See the related preference chapters for information about how to apply and set rules for your school Develop a Machine Maintenance Strategy Although computers today are very useful tools they can experience damage through excessive use power fluctuations crashes and incorrect operations To discover and postpone such damage you should run maintenance utilities such as Scandisk or Disk Defragment on Windows and Norton Disk Doctor on Macintosh Textbook Tracker should not be running during these maintenance operations In addition you should regularly perform a virus scan with products such as Norton Anti Virus or McAfee Virus Scan Again Textbook Tracker should not be running when performing such virus scans Since severe power surges can destroy computer hardware it is recommended that your Data Station be connected to a UPS uninterruptible po
210. eue Textbook Tracker User s Manual 193 Circulation Removing Patron Holds circulation Removing Patron Holds Start Bookdrop Ctrl 1 Make Charges Payments ctr 2 Use Remove Patron Holds from the Circulation menu to remove hold requests for the Show Patron Details Ctrl 3 Current Patron Remove Patron Holds Crrl 4 Show Item Details Ctrl 6 e Adjust Item Holds Adjust Item Holds Ctrl F Renew Patron Items Ctrl F Broadcast message to clients Display all connected clients IS Holds To remove a hold request select the line you want to remove and click the Remove Hold button To save the results click the Save button To ignore any changes click the Cancel button When you remove a hold request on this window you cannot undo the remove The only way to restore the hold is to place a new hold for the patron whose request was incorrectly removed Adjusting or Removing Item Holds Use Adjust Item Holds from the Circulation menu to adjust or remove hold requests for the Current Item The Holds tab shows items that are checked out but have a hold placed on them by other patrons 860 Oo Adjust Item Holds To remove a hold select the item and click the Remove Hold button To change the order of the hold requests click on a hold request and drag the line up or down To save the results click the Save button To ignore any changes click the Cancel button 194 Textbook Tracker User s Manual In
211. evel From this point on you may treat the newly duplicated security level as you would any existing security level it may be edited it s name changed or it may be completely removed from the system Textbook Tracker User s Manual 63 Administration Preferences Adding Editing and Removing Custom Security Levels Global Administration Preferences There are no available Local or Default Local Updates preferences Updates Tab Textbook Tracker can be automatically updated over the world wide web For convenience larger organizations may license the use of a Textbook Tracker Update Server 8068 Preferences Global Administration Updates Services Check for Program Updates Now Check Resource Configuration Now updateserver companioncorp com Automatically Check for Program Updates lf this box is checked Textbook Tracker will automatically check for product updates on start up If a newer version of the program is available an entry will be placed in the log You can also download updates via the Check for Updates utility Automatically Download Missing Resources lf this box is checked Textbook Tracker will automatically verify on start up that you have the latest versions of the client resources Status entries will be added to the log and if any resources are missing they will be automatically downloaded Check for Program Updates Now Clicking this button will immediately ask for available Te
212. ext save a document print your document set a page break insert the date insert the time insert the current page num ber e Indents margins left right center and decimal tabs are supported e Left Center and Right aligned paragraphs are supported e Font Size and Style controls are available for any character Style includes col ored text e Paragraph keep together controls are supported e Supports headers and footers To create a header or footer drag the controls above and below the vertical scroll bars to create a header or footer area e Supports restricted column viewing for tabbed columns When this is turned on text that might overflow into another column is visibly truncated so that printed columns look nice Since the data is still in the report adjusting column width will expose more data This is a very useful feature for viewing tabular type reports e Supports URL links lt command gt click on a URL in VWP to open the link in your selected browser e Supports internal hot links for URL VWP links and multi media display This capability is only available right now for documents created by Textbook Tracker It s mentioned here because it s a valuable capability of Virtual Word Processing that makes using Textbook Tracker much more enjoyable and powerful Textbook Tracker User s Manual 51 Textbook Tracker Basics The Textbook Tracker Word Processor 52 Textbook Tracker User s Man
213. extbook Tracker will make requests for updated information about this message Textbook Tracker must be subscribing to this message for this to work For an example let s say that the SIS application is the provider of the Student_Personal data object and the other applications are subscribers Now let s suppose that Textbook Tracker has just been installed and needs to be populated with existing students in the SIS Textbook Tracker through its Agent sends a request to obtain all student records Respond Textbook Tracker will respond to request for information made for this message Textbook Tracker must be providing this message for this to work For example upon receiving an SIF_Request the SIS application Sends a SIF_Response to the ZIS containing all of the student record information The ZIS forwards the request to the requester Textbook Tracker in this instance Textbook Tracker is now synchronized with the SIS without the need for manual re entry of all the student records 1 Information on this page was sourced and adapted from the following internet resources www thejournal com www microsoft com and www sifinfo org 118 Textbook Tracker User s Manual Ak ook Tracker le Zz OHZ Undo Typing Can t Redo Cut Copy Paste Clear JE X C JE V wA Select All Speak Text Find Find Again 36 F JEG Paste From File Preferences 3 Sound Preferences Local Sounds Preferences There
214. f copies E 1 30 Utilities Copies bh v Replace Information N Modify Call Numbers Remove Copy Remove Archived Copies Remove Lost Copies Remove Discarded Copies v Verify Replace Information Modify Call Numbers Remove Copy Remove Archived Copies Remove Lost Copies Remove Discarded Copies Remove Copy Transactions Check Out Remove Copy Transactions Check Out Copies Cancel v Copy Policy Replace Information Replace Menu meee Copy Policy Replaces the policy for selected copies If you select to Modify Copy Sublocation only Titles amp Copies all copies for that title are updated Use the drop down Purchase Cost menu to specify which policies are to be modified Replacement Cost Copy Institution Replaces the copy collection data with whatever you specify Copy Location Replaces the copy location data with whatever you specify Copy Sublocation Replaces the copy sublocation data with the information that you specify Purchase Cost Replaces the copy purchase cost with the information that you specify Replacement Cost Replaces the copy replacement cost with the information that you specify Replace Information With Menu Use this menu to select the policy that you would like to replace to old one with Replace Information Modify Menu v Title amp Copies Titles Only The Modify drop down menu will only appear when you have item policy Copies Only selected from the Replace drop down
215. f you enter only a Starting With or Ending With selection Textbook Tracker will select all records where the data exactly matches the entered text If you enter no text the selection will be ignored Status This report includes only patrons with the status you specify Select All to choose All Status codes If you don t specify a particular status only Active patrons are included on the report NOTE Unless you specifically select them patrons with barcodes under the number fifty are NOT included in the reports If you specifically want to include patron s with barcodes less than fifty use the barcode selection option In addition only patrons with an Active status are included If you want to specifically include patrons with all statuses choose All from the Status drop down menu or choose the exact status you d like 1 This is the default term for your Location Field This can be changed in your see Patron Management Tab on page 99 2 This is the default term for your Institution Field This can be changed in your see Patron Management Tab on page 99 236 Textbook Tracker User s Manual Textbook Titles Reports Preparing Textbook Title Reports Textbook Title Reports give you immediate access to information about the title in your collection To prepare a Textbook Title Report follow these steps E EE Reports Textbook Titles Reports Item List Special Reports Patron Reports Tex
216. field or if you have Enable Authority Control checked in the Miscellaneous Display Settings preference window an Authority Control Series Search window will appear allowing you to see if this series is already in your collection If it is the Authority Control window will not appear Textbook Tracker User s Manual 155 Item Management Publication Extent Enter physical information about the item i e number of pages total playing time number of slides illustration information You can specify which subfield the extent data is saved in by following AACR2R rules of punctuation 300_a Extent has no proceeding punctuation 300_b Other Physical Details such as illustration info preceded by a colon 300_c dimensions preceded by a semicolon 300_e Accompanying Material preceded by a plus sign For example 300_aFilmstrip_bColor_c35mm_eSound cassette is shown as Filmstrip Color 35mm Sound cassette Another example 300 a161 pp _c22 cm _e161 pages with ills is shown as 161 pp 22 cm 161 pages with ills 156 Textbook Tracker User s Manual Subjects Add Tag Add Subfield El Delete Tag Item Management Subjects This tab leads to the Subject Editor and defines the title subject entries ttachments es Statistics blicatio Categori a Topical term or geographic name as entry element General subdivision Chronological subdivision Geographic subdivision
217. fix Adds a specified prefix to selected items Selection of this Remove Prefix Operation opens the New Prefix data entry field Replace Prefix Replaces a specified prefix with a new value Selection of this Operation opens the Replace Prefix and the With data entry fields Remove Prefix Removes a specified prefix in matching records Selection of this Operation opens the Remove Prefix data entry field 7 Title amp Copies Modify Call Numbers Modify Menu Titles Only Titles amp Copies Modifies all titles and copies Titles Only Modifies titles only Copies Only Modifies copies only Copies Only Modify Call Numbers Select By Options The Modify Call Numbers Select By options are the same as the Titles Reports Select By options for a complete listing please see Textbook Title Reports Select By Options on page 242 Textbook Tracker User s Manual 277 Title Utilities v Titles Copies Patrons Circulation Check for Updates Database Catalog Utilities Verify Utilities Verify Replace Information Modify Call Numbers Remove Title Remove Copy Remove Archived Copies Remove Lost Copies Remove Discarded Copies Remove Copy Transactions Match Title Call Numbers Match Title Policies Titles Remove Title Titles Remove Title Use this utility to remove a group of titles All the titles that you select will be removed from Textbook Tracker along with any associated copies Verify Replace Inform
218. followed by barcode and transaction status Textbook Tracker User s Manual 249 v All Copies Accession Date Barcode List Barcode Range Copy Call Number Copy Condition Copy Institution Copy Last Used Date Copy Location Copy Policy Copy Sequence Copy Status Copy Sublocation Copy Vendor Funding Source Inventory Date No Last Used Date Not Inventoried Date Title Textbook Copies Reports Textbook Copies Select By Options Textbook Copies Select By Options Use the selection drop down menus to select which items you want to include in the report For example you can select items in a certain barcode or call number range You can enter up to six values for selection criteria using And Or and And Not Boolean Logic When you choose values in the selection drop down menus other selections appear and prompt you for Starting With and Ending With values All Copies The report includes all copies Accession Date This report includes copies added to your system in the date range you specify Barcode List This report includes all items matching the barcode you enter or scan You can select all the barcodes in it later with another report Barcode Range This report includes all copies within a particular barcode range Copy Call Number This report includes all copies within a particular copy call number range Copy Condition This Select By option allows you to list all copies within a specified condition
219. g Textbook Tracker Transferring data from Textbook Tracker v2 36 Textbook Tracker User s Manual F l f F tbook Tracker Te This chapter describes menus and basic operational rules used in Textbook Tracker Textbook Tracker menus follow operating system standards for Macintosh and Windows For example the File and Edit menus in Textbook Tracker are very similar to the File and Edit menus in other applications Additional menu items have purposes specifically related to textbook management Textbook Tracker looks and operates almost exactly the same on Macintosh and Windows However the operating systems are different and there are some minor dissimilarities between environments For example on the Macintosh you press the lt command gt key for menu shortcuts and in Windows you select the lt ctr1 gt key Windows and Macintosh have different controls for minimizing closing and resizing windows In order to keep the documentation as clear as possible this manual will generally discuss actions rather than operating system specific commands or controls Rather than click the close box at the upper right of your window the manual will read close the window and let the user select the operating system specific commands required to control Textbook Tracker This manual contains images from both Windows and Macintosh versions of the Textbook Tracker Macintosh vs Windows command differences Command Key Ke
220. ge their barcodes to fit your specified barcode range The following is a summary list of special patrons Textbook Tracker creates You can also create your own special patrons for tracking particular items Lost Items Barcode 1 to identify items you cannot find in your collection e Discarded Items Barcode 2 to identify items you no longer want used in your institution school For School Institution Use Barcode 3 to assign items for use within the insti tution school e On Repair Barcode 4 to track items you have sent out of the institution school for repair e On Order Barcode 5 to track items you have on order but have not yet been received or shelved e Archived Items Barcode 6 to identify items kept in the institution school and generally not checked out Textbook Tracker User s Manual 131 Patron Management Patron Information Fields First Ctrl Shift Previous Ctrl Next Ctrl Last Ctrl Shift Browse Ctrl B Find Ctrl F Lock Record Ctrl U New Patron Ctrl N Duplicate Ctrl D Remove Patron Ctrl R Paste Patron Picture Ctrl Remove Patron Picture Show Details Ctrl Shift D Show History Patron Information Fields The following section describes the data fields in the Patrons window on each tab When a field has an obvious meaning or use such as city or phone it will not be included in the explanation unless there are special notes about how it is used Primary Patr
221. gement Preferences Patron Management Preferences Local Patron Management Preferences Patron Management preferences contain both Global and Default Local Local preferences Patron Management Tab 0008 Preferences _ Patron Management Standard Patron ade 1100004 Default Policy This drop down menu displays what the default policy will be for newly added members Use the drop down menu to select a different default patron policy If you later remove a patron policy the Default Policy will revert to Standard Patron Next Barcode The next available patron barcode number When you create a new patron Textbook Tracker will assign them the next available barcode unless you assign a number manually The default value is 1100000 You should set this field when you first configure Textbook Tracker so that any new patrons are assigned a patron barcode number that coincides with your numbering strategy Textbook Tracker User s Manual 99 Patron Management Preferences Local Patron Management Preferences 100 Textbook Tracker User s Manual Textbook Tracker v Administration Archive Calendars Circulation Display Settings Item Management School Information Patron Management Policies SIF Sounds Web Word Processor Policy Preferences Global Policies Preferences There are no available Local or Default Local Policies preferences Patrons Tab Textbook Tracker Policies help to establish rule
222. ges and Overdue Fines Special Item Lists All Transactions Hold Requests Report Formats Pending Hold Only includes hold requests which are currently pending For pending holds the request date is the date on which the hold was placed The expiration date is the date the request expires Textbook Tracker automatically removes expired hold requests at the beginning of each day In Stock A report that lists selected items being held for patrons Only in stock requests are selected For in stock requests the in stock date is the date on which the item first became available for a patron The expiration date is the date on which the request expires Textbook Tracker automatically removes expired requests at the beginning of each day Hold Requests Sort By Options See page 260 for complete and detailed descriptions of Hold Requests Sort By options Hold Requests Select By Options See page 261 for complete and detailed descriptions of Hold Requests Select By options 254 Textbook Tracker User s Manual Overdue Notices Circulation Reports inant iene Overdue Notices Overdue Listings Hold Requests These notices are sent to patrons to inform them that they have overdue items and should return them You can change the text of these notices using the Letters atron Notices Charges and Overdue Fines preference Special Item Lists Overdue Notices Overdue notices are generated for all overdue items unless y
223. gned to a patron for overdue items or fees assigned for special circumstances such as lost items or loan fees Textbook Tracker calculates amounts for overdue charges and fees based on your circulation policies You can also use the Fee Charges and Payments function to charge miscellaneous fees to a patron record the payments a patron makes or amounts you have forgiven Fee Charges and Payments Command For FF Fee Charges and Payments To view charges and payments for the Current Patron type F and press lt enter gt or choose Make Charges Payments from the Circulation menu HY Fee Charges and Payments File Edit Show Reports Links Window Help a e rise ME har 18 27 Book came back badly damaged har 18 2002 Fee Fee charged Forgive Charge Make Payment Charge Fee Give Refund This window includes three tabs Charges Payments and Refunds The Charges tab shows the charges currently assessed against the patron Textbook Tracker uses the following charge types e Overdue Charges for overdue books that are still checked out These charges are updated daily because the charge amount increases each additional day the book is overdue You can enter a payment against this kind of charge without checking the book in e Fee Charges for overdue books that have been returned loan fees specified in your circulation policies or any additional charge such as damage to textbooks etc e Lost Charges for losing
224. h computerized information systems you often hear the terms field record and file A field is the smallest unit of information stored An example of a field is a book s title A record is a related group of fields Many records of the same type saved together are called a file For example in a file of names a record consists of the fields First Name and Last Name A more complex file may include records with other fields such as Phone Number and Address In other words records contain fields filled with information and files contain many records In the textbook world there is a fairly well defined method of exchanging bibliographic information between computers This format is called MARC MAchine Readable Cataloging Another format of MARC is called MicroLIF Microcomputer Library Information Format Textbook Tracker has been programmed to recognize both MARC and MicroLIF files automatically during import Textbook Tracker can also export in both formats In addition to importing and exporting MARC and MicroLIF records Textbook Tracker is capable of importing and exporting files in a tab delimited format This format can be used to exchange information with other programs that utilize more complex MARC standards Most database spreadsheet and word processing programs on personal computers support files in a tab delimited format 1 American Standard Code for Information Interchange ASCII 2 Since TAB and R
225. hased the Central Administrator license you ll benefit from some additional capabilities for your Textbook Tracker Data Stations The Central Administrator Workstation has all the features of a Single User Textbook Tracker license plus the ability to access and modify any Data Station in the district NOTE Textbook Tracker The Central Administrator capabilities are an optional feature of Textbook Tracker You must purchase a separate license to use this feature The Central Administrator is installed similar to a Textbook Tracker Data Station with several slight differences e The installer is called Central Administrator Installer e The program is called Textbook Tracker Central Administrator e You ll need separate Central Administrator registration codes e The Central Administrator program creates an empty data folder during star tup This data folder can be used to store local Central Administrator data however most of the time the program will be connected to a remote Data Sta tion as if it were a Administrator Workstation for that Data Station The Central Administrator works exactly like a Textbook Tracker Data Station with the following differences e A new District tab appears on the Administration Preference window see Configuring the Central Administrator on page 345 e A new District menu appears in the menu bar Textbook Tracker User s Manual 343 Central Administrator Using the District Men
226. he complete Rolodex Cards Select By options Textbook Tracker User s Manual 231 Patron Reports Overdue List wv Patron List Overd ue List HE SES GE dar This report will prepare a list of all the items that are overdue in your school Patron Payment History i DN ep EE institution This report will include call number barcode title due date and Patron Counts fine amount if any Barcode Labels N Mailing Labels When the Include Charges Fees Fines box is checked notices or entries will Rolodex Cards print for overdue fine for returned items miscellaneous fees and lost or Overdue List damaged charges Payment Summary Statistics Patron List Patron Desk Reference Patron Payment History Refund Letters Patron Counts Barcode Labels Mailing Labels Rolodex Cards Overdue List Payment Summary Statistics sports Patrons All patrons There are no Format options available for this report Overdue List Sort By Options See page 234 for the complete Overdue List Sort By options Overdue List Select By Options See page 235 for the complete Overdue List Select By options 232 Textbook Tracker User s Manual Payment Summary Statistics Patron Reports Poi Payment Summary Statistics i de This report will print a detailed list of all the payments that were made by patrons This ae report includes the patron s name barcode number and information regarding each Patron Counts payment date typ
227. he menu bar The First Previous Next and Last commands will shuffle through records based on the order of the records selected from the Browse By drop down menu first previous next or last The arrows to the left of the Browse By field perform the same function as the Next and Previous commands First Displays the first record according to the Browse By order Previous Displays the previous record according to the Browse By order Next Displays the next record according to the Browse By order Last Displays the last record according to the Browse By order Finding Records The Find command under the Edit menu can be used to locate specific data For example if you are searching for an item titled Calculus for High Scholars Textbook Tracker will find the first item record that most closely matches that title and selects it as the Current Item shown in the Items window Find Record Title i a Closest match Cancel Dolph Lundgren The first drop down menu allows you to specify the type of data you are searching for The second drop down menu allows you to select Closest match or Exact match Click the Find button to locate the record or click the Cancel button to stop The Find window is automatically set to the same selection as the Browse By menu If a Find is performed the Browse By selection is automatically set to whatever options you selected from the Find Record fields The Browse By commands First P
228. he report e Highlight text in the window and copy it to other programs or onto your desk top e Select Print from the File menu to print the report Due to operating system lim itations you may only print one report at a time 1 For more information on Adaptive Dates possibilities see page 208 Textbook Tracker User s Manual 207 Introduction to Reports Adaptive Dates Adaptive Dates An adaptive date can be substituted for an actual date anywhere within the Textbook Tracker application However adaptive dates are especially helpful when creating and running Quick Reports In the past a Quick Report that required a Date Range selection would use the dates that had originally been entered every time the report was performed Now you can supply an adaptive date in any Date Range selection field so that the next time the Quick Report is performed it will correctly use the proper date whether it be today tomorrow yesterday etc Here are the terms you can substitute for an actual date in the Textbook Tracker Date Range selection fields today or td Entering these commands into a date field is the same as entering today s date For example if today s date is April 7th 2010 then entering t d or today is the same as entering 4 7 2010 yesterday or yd Entering these commands into a date field is the same as entering yesterday s date For example if yesterday s date was April 6th 2010 then entering
229. he top window Save As Text Saves a copy of the currently visible word processing document as a TEXT format Save As Allows you to save vwp documents to specific locations on your hard drive Revert Changes made to the current record are discarded and the original record is displayed in the window Import Shows an open dialog for selecting an import file Import files can also be dropped onto the transaction window The Import and Open commands are different in that the Import command ASSUMES you want to import data if the selected file is a valid import file The Open command ASSUMES you want to view the data file even if it s a valid import file see Data Import on page 317 for more information Utilities Utilities are used to export data or make global changes on information in the Textbook Tracker data file see Textbook Tracker Utilities on page 229 for more information Page Setup Operating system standard function which sets the page up for printing Print Prints the information in the top window For example if the Patron window is on top information for the Current Patron is printed when this command is selected If the Circulation window is on top then the Circulation Log is printed Log Out This command closes the Circulation window and disallows anyone without proper authorization to access Textbook Tracker Instead a Textbook Tracker Login window appears awaiting a correct U
230. he web see Installing Textbook Tracker Clients on page 27 Step 4 If you ve licensed Textbook Tracker WEB your activation code turns it on all you need to do is set Textbook Tracker WEB Preferences Textbook Tracker User s Manual 17 Installing Textbook Tracker Installing Textbook Tracker for Macintosh OSX Installing Textbook Tracker for Macintosh OSX If you are installing Textbook Tracker on a Macintosh OSX machine for the very first time please use these easy to follow steps Step 1 Insert the COMPanion CD and double click on the Textbook Tracker v3 folder The installers for your operating system will be located inside this folder You can also visit COMPanion s Web Site and download the latest Textbook Tracker installer www textbooktracker com Remember the machine that you install Textbook Tracker on will be used as your Data Station Step 2 Double click on the file called TT Installer dmg Doing this will mount the TT Installer window Double click on the TT Installer icon that appears on your desktop The window below will appear ece la TT Installer 3 L item 6 8 MB available SOV Id anion Step3 Double click on the TT Installer icon located inside this window When the Textbook Tracker installer splash screen appears click on Continue 0 9c TT Installer Textbook Tracker Textbook Tracker License Agreement Select Destination Installing 18 Textbook Trac
231. hecking Patron and Item Status Circulation Checking Patron and litem Status Command Q barcode Checking Patron and Item Status Patron status includes information such as loaned items due dates reserved items and reservations Item status includes Circulation status holds queue and reservations queue for all copies of a specified title This makes it very easy to find the status of a particular copy or the total status of the title Use the Q command to display the status of a patron or item e To view the status of a patron type Q followed by the barcode number of the patron typed or scanned and press lt enter gt If you do not enter a barcode the status of the Current Patron will be displayed e If you don t know a patron s barcode use the locate command see Locating Patrons and Items on page 198 to find the patron and their barcode e To view item details type Q followed by the barcode number typed or scanned for the item and press lt enter gt If you do not know an item barcode use one of the find commands see Locating Patrons and Items on page 198 to locate an item and its barcode There are two other ways to view the status of the Current Patron or Item e Select the Show Patron Details and Show Item Details commands from the Circulation menu e Click the Details button in the Current Patron or Current Item areas of the Cir culation window View Patron Details Command
232. here are no available Local or Default Local Policies preferences ltems Tab Item policies are the general rules that govern how items are circulated in your school For example you can set policies to allow fiction works to be checked out longer than reference works Use the Item policies preference to customize these rules Textbook Tracker automatically creates a Standard Item policy STD for items The Standard Item policy is the default item policy If you don t assign a policy to an item it is assigned the Standard Item policy Click the Item tab on the Policies preference window to edit item policies 099 Preferences Patrons frems circulation New _ Duplicate Ls Standard It he BO To add a policy click on the New or Duplicate button The following window appears requiring information about your new policy Enter a Policy Name and Short Code between 2 4 characters then click OK to create a new policy using these values eS Sy 104 Textbook Tracker User s Manual Global Policies Preferences Policy Preferences If you select Duplicate the currently selected policy rules are copied Otherwise the Standard Item rules are copied You can then edit the values to customize the newly duplicated policy to meet your needs Short Codes and Policy Names must be unique To remove a policy click the Remove button You can not remove any policy that is currently being used by an existing
233. his direct approach is more time consuming but is also cost effective Many book vendors offer MARC MicroLIF records on disk or CD ROM for the items they sell Conveniently Textbook Tracker can read MARC or MicroLIF records directly saving you the time and energy of typing item information directly into the computer If you are automating a new collection ask for these records when you order items Textbook Tracker User s Manual 11 Preparing for Textbook Tracker Enter Patron Data Enter Patron Data In the same way that you must enter item information into Textbook Tracker you must also enter information about the patrons who use your school Patron information can be entered one patron at a time from the Patrons window or imported from another source Imported patron data can come from any source that provides a tab delimited file format In many cases patron data is available in machine readable format from a school s office or district office Check with the school or district office to find out how patron data is stored Set Your Preferences There will always be rules that govern how patrons use textbooks how items are managed and how the school operates Textbook Tracker uses system preferences to establish and apply these rules Schools for example can set preferences that allow teachers to check items out for a longer period of time than students The check out period for teacher s edition reference books can be s
234. i e whether the copy is available for circulation or not Current Patron If the copy Status see above is Checked out this non editable field displays the barcode number of the patron who has borrowed the copy Textbook Tracker User s Manual 165 Item Management Copy Information tab Copy Inventory Copy information FGopyinventory Copy Notes Copy Statistics Inventory This is the date the copy was last inventoried circulated or marked used in the system Textbook Tracker automatically inventories items when they are circulated You can print a report of all items that haven t been circulated inventoried since you last inventoried your collection then inventory only those items The inventory date is automatically set to the date the copy was imported and added to the collection Purchase Cost Used for logging purchase costs of the copy If you do not enter a price Textbook Tracker uses the item policy default average for determining the cost of an item Copy price is shown at 852 9 in MARC records Accession Date This is the date the copy was entered into Textbook Tracker The default for this field is the current date You can generate reports and search based on this accession date Funding Source This identifies the funding source for the copy It can be used when you generate reports including reports that list all items purchased from a specific funding source Vendor Vendor from which the i
235. ically by barcode Condition This report tracks copies by their condition Copy Institution This report is sorted by institution code Copy Institution Copy Location This report is sorted by institution and then by copy location code Copy Location This report is sorted by location Copy Sublocation Sort by copy sublocation code and then by call number When this option is selected a Page Breaks Between Sort Fields checkbox will appear in the report window When this box is checked each copy sublocation code starts on a new page Date Purchased Sort by date which the copy was purchased Funding Source Sort by copy fund code and then by call number Each copy fund code begins on a new page Funding Source Copy Institution This report is sorted by a copy s fund code and then by institution code Funding Source Copy Location This report is sorted by a copy s fund code and then by location code Funding Source Copy Sublocation This report is sorted by a copy s fund code and then by sublocation code Inventory Date Sort by inventory date and then by call number Policy This report is sorted by policy followed by barcode and transaction status Title This report is sorted alphabetically by title Articles such as A An or The are ignored when specified as such in the MARC record For example The Wizard of Oz will be sorted under W Vendor This report is sorted by vendor
236. ically set to the same selection as the Find key Textbook Tracker User s Manual 127 Patron Management Using the Patrons Menu Patrons First Ctrl Shift Previous Ctrl Next Ctrl Last Ctrl Shift Browse Ctrl B Find Ctrl F Lock Record Ctrl U New Patron Ctrl N Duplicate Ctrl D Remove Patron Ctrl R Paste Patron Picture Ctri Remove Patron Picture Show Details Ctrl Shift D Show History Modifying Patron Information You can edit information directly in the Patrons window or in any of the tabs on the window You can edit information in these windows the same as you would in other application For example you can place the cursor in a field with existing value and type additional values or you can highlight a value in a field and type over it Before records can be changed they must be unlocked by using the Unlock command see Changing Records on page 48 NOTE If your preferences are set to lock records you ll have to unlock the record first by clicking on the lock icon or selecting Unlock from the Display Settings Preferences menu before you can make changes to the record To move to the next data entry field press the lt tab gt key To move to the previous data entry field press lt shift tab gt To select a data entry field to edit click in the same field To select from a drop down menu lt t ab gt until the drop down menu you desire is highlighted and use the lt up gt and lt do
237. ictures files created in drawing or paint programs just paste them into your document Special support is specifically provided for code 39 barcodes so that they are printed at the highest possible resolution your printer is capable of handling Therefore with barcodes what you see isn t exactly what you ll get When printed barcodes are printed at the highest possibly quality setting 50 Textbook Tracker User s Manual The Textbook Tracker Word Processor Textbook Tracker Basics To create a new word processor document select New Document from the File menu You ll see a window similar to this one 7 trashcan VWP File Edit Show Reports Links Window Help 4 af del ai ef 12 style labod 1 of F Z3 Hj At Opens a new WP document ANP stands for Virtual Word Processor Textbook Tracker s integrated word processor As you move your cursor over window controls tool tips are displayed on the top right of the window Since most people are familiar with word processors Virtual Word Processor basic operations will not be documented However here is an overview of some of the special features available within the Virtual Word Processor e Use the icon above the vertical scroll bars to hide show the word processor controls e Click on the ruler icon to show or hide the graphical ruler e Click on the lock icon to lock or unlock the document Locked documents can not be modified e Use the other icon controls to find t
238. icular patron item You enter the notes for a patron in the Notes tab in the Patrons window You enter notes for an item in the Copy Notes tab of the Items window You can also select Show Patron Details or Show Item Details from the Circulation menu to view the same information as the Details button Circulation Log The bottom portion of the Circulation window contains the Circulation Log This log records information for each transaction you complete and all operations you perform Select Print from the File menu or type into the command line and press enter to print the Circulation Log The Circulation Log is automatically saved by Textbook Tracker according to the preferences you ve selected see Circulation Preferences on page 73 Logs are saved inside the Textbook Tracker Log folder 170 Textbook Tracker User s Manual Using the Circulation Window Circulation Using the Circulation Window This section describes how to use commands Command Help and the Circulation menu to complete transactions in your institution school Using the Command Line There are several ways to use the command line e Enter a barcode You can enter a barcode manually by typing the number and then pressing lt enter gt or scan a barcode using a barcode reader If you only enter a barcode the action that takes place depends on the current mode displayed to the left of the command line For example if your current mode is
239. ies Patrons Circulation Check for Updates Database Catalog Utilities Verify Utilities v Verify Replace Information Modify Call Numbers Remove Title Remove Copy Remove Archived Copies Remove Lost Copies Remove Discarded Copies Remove Copy Transactions Match Title Call Numbers Match Title Policies Titles Remove Copy Use this utility to remove a group of item copies All the selected copies are removed from Textbook Tracker This utility does not remove copies that are checked out When copies are removed all reservations for the copy are also removed Verify Replace Information Modify Call Numbers ty Type ae Remove Title Remove Archived Copies Remove Lost Copies Remove Discarded Copies Remove Copy Transactions Match Title Call Numbers Match Title Policies All Titles Remove titles without copies If all the copies for a title are removed the title will also be removed if the Remove titles without copies checkbox is marked Remove Copy Select By Options The Remove Copy Select By options are the same as the Titles Reports Select By options for a complete listing please see Textbook Title Reports Select By Options on page 242 Textbook Tracker User s Manual 279 Title Utilities v Titles Copies Patrons Circulation Check for Updates Database Catalog Utilities Verify Utilities v Verify Replace Information Modify Call Numbers Remove Title Remove Copy Remove Archived Copies Remove Los
240. ifies the patron or item group and the remaining digits identify the particular patron or item Using the above scheme you would have barcodes like the following The bold digits NOTE The spaces between 110 2 00361 110 identifies the school numbers in the barcode example to the right are 2 identifies the patron or item group for readability The actual barcode would be entered as 110200361 00361 is the specific patron or item s number If you have a smaller number of patrons you can choose a simpler code with fewer digits The main objective is to keep the number of digits the same for items and patrons to ensure that each school in a district has a unique range of barcode numbers and to use the most straightforward numbering scheme that meets your needs 8 Textbook Tracker User s Manual Barcode Your Collection Preparing for Textbook Tracker Classes of Barcode Labels There are two classes of barcode label e Photocomposed labels are made using a photographic process to create high quality long lasting labels Rather than printing ink on paper the photo composed process makes the barcode image an integral part of the label These labels usually come with high quality lamination and adhesives that make them durable and easy to attach You should use photocomposed labels on all permanent items Printed labels are made using a printing process that places the ink on top of the label These labels require
241. ilities are used to modify records in your database and export data from Textbook Tracker for use with other electronic systems or between Textbook Tracker databases How to Initiate a Patron Utility From the File menu select Utilities New Document 8 Utilities Open i l Close Window Close All v Titles Copies Patrons Circulation Check for Updates Save Save As Text Save As Save as Attachment Revert Import Export Utilities Database Catalog Utilities Verify Utilities Page Setup Print Log Out Restart Use the following steps to run a patron utility Step 1 Select Patrons from the Utility Type drop down menu Step 2 If the utility you ve selected has more than one option an Operation drop down menu appears Select an Operation from the drop down menu Some operations will require additional information Fill in the specific information as required by the utility Step 3 Some utilities will require Sort By options Use the Sort By drop down menu to select how the records are to be sorted by the utility Step 4 Use the Select By drop down menu to select which records are to be processed by the utility You can make up to six selections with And Or and And Not Boolean logic When you choose values in the selection drop down menus other fields may appear asking for additional information Step 5 Press the OK button As Textbook Tracker performs the utility a Status window appe
242. in backing up your Data folder Textbook Tracker User s Manual 13 Preparing for Textbook Tracker Evaluate the Security of Your Data Station 14 Textbook Tracker User s Manual F l f F book Tracker Te Installing Textbook Tracker This chapter describes how to install the Textbook Tracker Data Station and other standard Textbook Tracker clients The instructions in this chapter assume you have a working knowledge of your computer operating system Before you install Textbook Tracker make sure you have the registration letter that came with your program This letter contains information required during the installation process Hardware and Operating System Requirements Textbook Tracker can operate with MacOS and Windows based systems With the exception of minor differences between the controls at the top of windows and minor differences in the operating systems the program operates identically across both platforms Here are the hardware and operating system requirements for Textbook Tracker Hardware amp System Recommendations Textbook Tracker Macintosh Data Stations amp Workstations Data Stations amp Macintosh OS 10 2 8 or higher Client Workstations G4 Power PC suggested G3 Power PC minimum 512 MB RAM suggested 256 minimum Minimum resolution 1024x768 256 colors or PC Data Stations amp Workstations Windows 2000 NT or XP with latest updates Pentium 4 equivalent or better
243. ine to exclude it from export clicking on a line will change the blue check mark to a red x Click and drag lines to change the order of their export See Item Export Fields Field Name Field Number on page 340 for a description of the fields which can be exported Textbook Tracker automatically creates a file header that can be used by any COMPanion product to import exported files without the user knowing anything about the contents of the data Selecting Print from the File menu will print a report of your selections You can use the Virtual Word Processor integrated into Textbook Tracker to view any file you ve exported To view an exported file use Open from the File menu to select the file for more information on import formats see Importing Item Information on page 329 Export Copies Sort By Options Data can be sorted before export by selecting the Sort By selection Only data for the copies selected is exported The Tab Delimited format only exports one copy per line Thus if you export a title with ten copies you ll end up with ten tab delimited records getting exported The Export Copies Sort By options are the same as the Copy Reports Sort By options for a complete listing Textbook Copies Sort By Options starting on page 249 Export Copies Select By Options The Export Copies Select By options are the same as the Copy Reports Select By options for a complete listing Textbook Copies Select
244. ined with your off site backup are invaluable in securing the safety of your very valuable data see Backing Up Your Data on page 4 NOTE The Data Station must be turned on and running when you have the archive scheduled to take place Thus if the administrator doesn t want to leave their computers running overnight they should change the default time s that the program is set to archive Textbook Tracker User s Manual 67 Archive Preferences How Archiving Works How Archiving Works If the Archives To Keep drop down menu is set to anything below four including zero the Archive First checkbox page 318 and the Archive Now button page 67 will keep five manual archives as though the Archives To Keep preference was set to 5 and when a sixth manual archive is requested Textbook Tracker will first create a new data archive before removing the oldest archive in the Application Support Archive folder In other words every time you click the Archive Now button or have the Archive First checkbox marked during import Textbook Tracker will perform a manual archive even if your Archives To Keep is set to zero However if your Archives To Keep preference is set higher than 5 then the Archive Now and Archive First selections will no longer ignore the Archives To Keep preference in other words manual archives will now be restricted to the specified Archives To Keep value Textbook Tracker will perform an automatic
245. ing changes involves modifying data to your MARC tags and subfields This utility allows you to specify a specific subfield or specify multiple subfields within the same tag When checking for data to modify you can specify wildcard characters for matching Med re hd purposes Use the character to specify any number of characters and the character to specify a wildcard match for only one or none character If you specify only a tag in the Tag Subfield area then you must specify subfields in the other fields Thus to remove all subfields in the 260 tag Enter only 260 in the Tag field and in the Value to Remove field enter a b c The wildcard character causes Textbook Tracker to match all values and since this is a Remove operation it will remove all the specified subfields When all subfields are removed from a tag the tag Mf P yy itself is automatically removed Use to specify any subfield 314 Textbook Tracker User s Manual Catalog Utilities Other Utilities Thus to look for all author listings that begin with Asimov enter Asimov as we do Main Author st in the following example Secondary Author s a i ee Subject Topica In this example the user wants all author entries for Isaac Asimov to have the same Subject General format Subject Chronological Subject Geographic eoo Utilities Notes Content Not s General Notes Summary Pub
246. ing for the item it is released for general circulation This activity is recorded in the Circulation Log You can print a list of In Stock Holds using Circulation Reports from the Reports menu see Circulation Reports on page 251 Placing a Hold Request Command H item barcode Placing a Hold Request Use the H command to place a hold on an item for the Current Patron or to begin Hold mode e To hold an item for the Current Patron type H then scan or type the barcode number for the item which the Current Patron wants to hold and press Senter If you do not know the item barcode use one of the Find commands see Locating Patrons and Items on page 198 to find the item s barcode e To start Hold mode type H and press lt enter gt A hold request is placed on each item whose barcode you type or scan while in this mode To exit Hold mode type a patron barcode number or use the X or command A Current Patron is required SHORTCUT VO You can enter an equal sign as a shortcut for the current item barcode Thus H places a hold on the current item 1 An in stock hold is actually a special type of check out for the requesting patron To remove the in stock hold either check out the item to the requesting patron or bookdrop the item When performing a bookdrop if other hold requests are pending an in stock hold is created for the next patron in the hold qu
247. ing on the Edit Name button located right beside it Short Code These are short names for policies These are used in reports and other places where long names don t fit well Short Codes must be between 2 4 characters and must be unique Default is the first 4 characters of the Policy Name adjusted to make it unique in case two policies start with the same 4 letters Maximum number of items checked out This is the maximum number of items that patrons under this policy can check out Default is 5 Maximum number of items overdue This is the maximum number of items that patrons under this policy can have overdue and still be allowed to check out additional items Default is 2 Maximum number of items placed on hold This is the maximum number of pending hold requests that patrons under this policy can have active at any one time Default is 5 102 Textbook Tracker User s Manual Global Policies Preferences Policy Preferences Maximum fine for an overdue item This value limits the maximum fine that can be charged for an overdue item If you check the Fines limited by item cost box the maximum fine will be either this value or the textbook cost whichever is lower Otherwise this value alone is used If you want to allow unlimited fines enter a large value here Default is 20 00 Number of days patron s card is active This value is used as the default card expiration date for newly ad
248. ion 276 290 Verify 316 Utility Call Number Prefix 277 291 Change Item Policy 276 V Verify All 316 Circulation Records 311 Items 275 289 Verify Items 275 289 Verify Patron Status 301 Volume 150 VWP Settings 123 ccclxi Alexandria User s Manual ccclxii Alexandria User s Manual eV anion COMPanion Corporation 1831 Fort Union Boulevard Salt Lake City Utah 84121 3041 USA www textbooktracker com
249. ion on Global Local preferences please see page 55 On the far top right of every preference window are two Textbook Tracker standard buttons The first button is a preference specific Restore Defaults button This button will restore Textbook Tracker preference windows back to their original factory settings reinstating any information or fields that were supplied via registration codes The second button is the Textbook Tracker standard Help button For more information on how to use this button please review page 40 of the Textbook Tracker Basics chapter The preference chapters that follow this one will describe in detail each preference window and then demonstrate how to use them To set up or change Textbook Tracker preferences you must first access the Preferences window from the Edit menu You may also use the lt ct r1 gt Windows or lt cmnd gt Macintosh shortcut command Once the Preferences window appears click on the drop down menu in the upper left corner of the window to view your available preferences Textbook Tracker User s Manual 53 Introduction to Preferences Textbook Tracker Preferences Textbook Tracker Preferences v Administration Archive Calendars Circulation Display Settings Item Management Please keep in mind that certain preferences will only become active after you have The following is a summary of all available Textbook Tracker preferences The remaining preference chapters will des
250. ion window Enter two plus signs in the command line or click the Notes button to view notes for the current item copy Append Item Copy Note Command text Append Item Copy Note You can add more Copy Notes to the Current Item from the Circulation command line rather than having to go into the Item Management window Replace ltem Copy Note Command text Replace Item Copy Note Use this command to completely replace the Current Item Copy Notes with the text you enter Entering the command without any subsequent text will clear the Current Item s Copy Notes Print Circulation Log Command Print Circulation Log The Circulation Log is a list of each action you have completed This log appears at the bottom of the Circulation window Use the command to print the Circulation Log You can also select Print from the File menu to print the Circulation Log Textbook Tracker User s Manual 181 Circulation Put Comment in Circulation Log Put Comment in Circulation Log Command comment Put Comment in Circulation Log Use this command to put a note in the Circulation Log Notes can be very useful for making a permanent record of special events that happen in the institution school For example enter Lights flickered battery backup saved our machine when the power goes down You then have a permanent record of when this event occurred Or Out to lunch When yo
251. iple volume works such as encyclopedias certain periodicals and books Only volume designations are valid in this field the word Volume automatically appears when volume is referenced on a Textbook Tracker window If the item isn t part of a multiple volume work leave the field blank The volume is saved at MARC tag 092 v or 440 v Edition Enter edition information as you want it to appear in reports For example 2nd Ed or 2nd rev Ed Edition information is saved in MARC field 250_a LCCN Enter the item s Library of Congress Control Number The LCCN is a unique 8 digit identifier assigned to an item s bibliographic record You may enter the LCCN with or without punctuation however only numeric digits are saved LCCN is saved at MARC field 010_a ISBN Enter the item s International Standard Book Number The ISBN is a unique identifier A title may have more than one ISBN i e the ISBN for the hardback edition differs from the paperback edition Textbook Tracker only displays the first ISBN found in the MARC record Saved at MARC field 020_a You can enter an ISSN rather than an ISBN If the number you enter is 8 digits Textbook Tracker assumes the number is an ISSN and saves it at MARC tag 022_a If it has 10 digits Textbook Tracker assumes it is an ISBN Stock An optional free alphanumeric identification field In Textbook Tracker v2 this field was called ISBN Stock If you are importing data from Te
252. ique identification code Duplicate values are not allowed if a duplicate code is entered Textbook Tracker will bring up an alert message and highlight the number so that it can be modified 1 This term can be customized by the administrator see Patron Management Preferences on page 97 for instructions 134 Textbook Tracker User s Manual Patron Information Fields Patron Management Location shown as Homeroom in the sample window The location of a patron in a school is typically the student s homeroom or first period class You can change the name of this field in the Terminology section of the Patron Management preference window To ensure the accuracy of reports be consistent when entering information in this field Reports can be generated and sorted by this field For example you may print an overdue list of all students in a homeroom with overdue items Phone and Fax Enter the phone number and fax number that should be used to notify the patron of overdue items in stock holds and other official institution school business Email Enter the Email address for the patron if you plan to use email for notification purposes such as overdue notices If you choose email as the type of report when printing overdue notices the notice is sent to the specified email addresses If you don t enter a valid address or leave the field blank email messages will not be sent to patrons Password An optional password can
253. is format prints patron mailing labels on a page with three labels across and down For Three Across label reports you can check Skip Some Labels if you don t want the labels to print starting on the upper left corner or if you don t want them to print consecutively A window will appear displaying the label sheet layout click on the labels that you want to skip Mailing Labels Sort By Options See page 234 for the complete Mailing Labels Sort By options Mailing Labels Select By Options See page 235 for the complete Mailing Labels Select By options 230 Textbook Tracker User s Manual Rolodex Cards Patron Reports eae Rolodex Cards eae This report prints a rolodex card eight per page for each selected patron The rolodex 25 2 cards show the patron s name barcode barcode number level location phone number Patron Counts and address Barcode Labels o Mailing Labels Contact COMPanion for paper pricing and stock Rolodex Cards Overdue List z Payment Summary Statistics _ Patron List Patron Desk Reference Patron Payment History Refund Letters Patron Counts Barcode Labels Mailing Labels Sort By v Rolodex Cards Last Name Overdue List Payment Summary Statistics sports Patrons All Patrons 7 There are no Format options available for this report Rolodex Cards Sort By Options See page 234 for the complete Rolodex Cards Sort By options Rolodex Cards Select By Options See page 235 for t
254. is of data records Verify Transaction Ut LE LLILTLES Click on the desired utility in PATRON UTILITIES the list and then click the Verify all Patrons Start button or press the Remove Graduating Patrons Enter key ify all Titles Use Data File Utilities to reorganize your data file You should run the reorganization procedures each time you get a new version of Textbook ITracker The Utilities also include windows to examine the contents of your data WARNING You should have current back up before using Utilities Step 11 When you have finished performing the utilities indicated above close the Utilities window Step 12 From the Textbook Tracker v2 Circulation window type EXPORT into the command line and press lt enter gt or lt return gt Textbook Tracker User s Manual 33 Installing Textbook Tracker Transferring data from Textbook Tracker v2 Step 13 During export a status window will be appear detailing your progress When the export is complete the status window will display All Data Copied Click OK Status Exporting TextbookTracker u Data to TextbookTracker vz Data All Bata Copied Exporting Transaction Records Press amp Hold 3 to Cancel od Step 14 All your v2 data excluding teachers courses and classes has now been exported and can be found in the same folder as your Textbook Tracker program with the name Textbook Tracker v2 Data Step 15 Cop
255. istory will be maintained and displayed 130 Textbook Tracker User s Manual Special Patrons Patron Management Special Patrons When you start Textbook Tracker it creates several special patrons using barcodes 1 through 6 These patrons are used to track items with a special status such as lost archived on order or out for repair Barcodes numbered 1 20 are reserved for Textbook Tracker usage If you attempt to add barcodes in these ranges they will automatically be reassigned by the system You can not Add Remove or Modify records in this range Special patrons are generally not shown in browse lists reports or other areas of the program In order to view them they must be selected via barcode number in either the Circulation window or Patron Find window Barcode numbers 21 49 are reserved for the administrator s special usage and similar to 1 19 barcodes are not generally shown to the user unless specifically requested However the administrator can add remove or modify these records For example when you send an item out to be repaired you can check the item out to On Repair Barcode 4 This leaves the item inventoried but prohibits another from checking it out when it s not available When the item is returned you simply check it back into your institution school and it s available for circulation again If you accidently assign some of your patrons with system barcodes all you need to do is go back and chan
256. it saves paper The slip includes the patron s name barcode number location sublocation government ID level policy and balance and the item s title barcode number call number date fine fee amount by item amount paid by item fine fee balance by item and replacement cost It also includes the total number of items the patron has overdue and the fine fee amount due on the slip Textbook Tracker User s Manual 255 Circulation Reports Overdue Notices Self Mailer An overdue notice in letter format designed to be folded and mailed without an envelope If there are several overdue items the letter runs onto a second page The letter includes the patron s name address location and barcode number and each item s title barcode number due date return date number of fine fee days calculated fine fee rate total balance by item and replacement cost This format is excellent if notices are mailed Just fold staple and stamp the return and patron addresses are automatically printed on the mailer Overdue Letters with Summary An overdue notice in letter format This letter includes all items a patron has overdue If there are several overdue items the letter runs onto a second page The letter includes the patron s name NOTE address barcode number and each item s title author barcode number call number due date return date daily fine fee rate the number of fine fee days You must have your totaled the t
257. item with the barcode number of 9000 To do this while still in Check In Out mode type 3009 9000 in the command line Textbook Tracker changes barcode 3009 to 9000 and enters 9000 into the command line which will check the book in You can use this command to change patron barcodes as well as item barcodes Textbook Tracker User s Manual 185 Circulation Set Self Service Check Out Mode Set Self Service Check Out Mode Command AS Set Self Service Check Out Mode This command logs out the user you and sets the mode to Self Service Check Out To exit this mode and security level select Restart from the File menu and log in under the correct security level This mode can not be exited using the command it s a shortcut to change user levels Set Self Service Bookdrop Mode Command ASB Set Self Service Bookdrop Mode This command logs out the user you and sets the mode to Self Service Bookdrop To exit this mode and security level select Restart from the File menu and log in under the correct security level This mode can not be Mf yy exited using the command it s a shortcut to change user levels Bookdrop Mode Command B optional barcode Using Bookdrop Mode Use the Bookdrop command to check in items for one or for many patrons In Bookdrop mode all the item barcodes you scan or enter are checked in This provides a quick way to check in a large numbers of books without worryi
258. items If you don t check this box patrons cannot place hold requests on items under this policy Default is ON Policy notes Enter notes about this policy Notes are only for the administrator s use they are not used for any policy calculations Default is blank 106 Textbook Tracker User s Manual Global Policies Preferences Policy Preferences Global Policies Preferences There are no available Local or Default Local Policies preferences Circulation Tab Circulation policies are the specific rules that are used when patron transactions are performed Textbook Tracker creates a circulation policy for every combination of patrons and items using the values that have been entered into individual Patrons and ltems policy windows Use the Circulation Policies preference to customize these settings with your circulation exceptions For example you can configure a circulation policy to allow teachers to check out reference books but not students Click the Global Circulation tab on the Policies preference window to change circulation policies 000 Preferences rots ioa sende patron met tem Standard Item i E o a pfofofofull 3 alendar Standard Any day i You can edit a Circulation policy by selecting a Patron and Item policy from the corresponding drop down menus For example you can select Standard Patron and Standard Item to create a circulation policy for this combination This
259. ither click on the Renew All button to renew all items or highlight certain items to renew and click the Renew button The Current Patron must have items checked out Broadcast Message to Clients A Query window will appear with a text box for entering and sending messages to other clients connected to the Data Station This message will only appear to currently connected clients Display All Connected Clients Lists in the Circulation Log all clients that are currently connected to the Data Station The type of application and the machines IP address are visible in the log Textbook Tracker User s Manual 173 Circulation Checking Items In and Out Checking Items In and Out Textbook Tracker makes it easy to issue items Textbook Tracker automatically determines whether a barcode you enter belongs to a patron or an item and whether that item is already issued Because of this Textbook Tracker can usually determine the appropriate course of action In addition while you are performing transactions Textbook Tracker automatically computes due dates adjusts for closed dates verifies policies and collects statistics The subsequent sections provide the steps for issuing textbooks Other sections in this chapter will describe special kinds of checkouts such as temporary items renewing reserving and making reservations They also cover special status items such as lost archived and on order NOTE VO You c
260. itle After you enter the number of titles copies you would like to duplicate click OK A progress window appears showing the new title being duplicated When the Copy Information tab is current Duplicate Copy will create new copies with the same copy information as the current copy with new barcodes Textbook Tracker automatically displays a Beginning barcode number based on the value you entered into the Next Barcode field of the Title Copy Management preference window see Item Management Preferences on page 87 Enter the additional Number of copies you need for this title After you enter the information on this window click OK A progress window appears to show the record is duplicated The last new copy added will display Type over any values on this window that need to change Be sure you edit all the fields that reflect the correct information for the new title copy If you forget to change a particular field that new item field will have the same information as the item which was duplicated 146 Textbook Tracker User s Manual Show Title Author Editor Item Management Items Transfer Copies From First Transfer Copies From allows the user to move copies from one title to another Previous Next Last Show Item Details Browse B The Show Details selection for the Items menu brings up the same window as the Hats Details button on the Circulation window Previous Copy Show Title Author Editor B
261. kboxes indicate that certain message attributes are not currently supported by either Textbook Tracker or the SIF standard Please make sure that Textbook Tracker has been given the necessary permissions on the Z15 Textbook Tracker User s Manual 117 SIF Preferences Message Handling Tab Terminology Explanations Provide Textbook Tracker is the single provider of this message and all requests for this object within the SIF zone will be directed to Textbook Tracker Checking this box indicates that Textbook Tracker wishes to serve as the provider of a data object and sends a SIF_Provide message to the ZIS The ZIS enters this information into the Access Control List ACL Subscribe Checking this box means that Textbook Tracker wishes to subscribe to a certain data object and sends a SIF_Subscribe message to the ZIS In other words events published by the provider usually the SIS are received by Textbook Tracker Events Textbook Tracker will create event messages when local data pertaining to this message is changed added and deleted For an example let s say that the SIS application is the new provider of the Student_Personal data object and the other applications are subscribers When a new student is added to the SIS application a SIF_Event is generated The SIF_Event informs all of the subscribing applications about the addition and each application in turn processes the new student into their database Request T
262. ker Data Numerical or other information represented in a form suitable for computer processing Data Station The Textbook Tracker program that performs the processing and permits access to the data Includes the ability to circulate import export manage patrons manage items catalog run reports and perform certain maintenance functions this is the server program and doesn t necessarily require server hardware Details Additional information about the patron or item that can be accessed Discarded ltems A special patron barcode 2 that will change the status of an item to discarded When an item is damaged weeded or discarded and must be flagged for reports or removal just check out the item to the Discarded Items patron Drop down Menu A menu in a graphical user interface whose title is normally visible but whose contents are revealed only when the user activates it normally by Textbook Tracker User s Manual 355 Glossary pressing the mouse button while the pointer is over the title whereupon the menu items appear below the title The user may then select an item from the menu or click elsewhere in either case the menu contents are hidden again A menu item is selected either by dragging the mouse from the menu title to the item and releasing or by clicking the title and then the item When a drop down menu appears in the main area of a window as opposed to the menu bar it may have a small downward
263. ker User s Manual Installing Textbook Tracker for Macintosh OSX Installing Textbook Tracker Step 4 Next the COMPanion Corporation Electronic End User License Agreement appears Read the license carefully and once you have finished click on Continue A License Agreement drop down menu will appear Click on the Agree button if you accept the terms of the license If you do not accept the terms of the license click on the Disagree button 6 6 TT Installer License Agreement Textbook Tracker COMPanion Corporation Electronic End User License Agreement License Agreement Select Destination NOTICE TO USER a THIS IS A CONTRACT BY INSTALLING THIS SOFTWARE YOU Installing ACCEPT ALL THE TERMS AND CONDITIONS OF THIS AGREEMENT Unauthorized use of this software or related materials can result in civil damages and criminal penalties This COMPanion Corporation CCOMPanion End User License Agreement accompanies an COMPanion software product and related explanatory written materials Software The term Software shall also include any upgrades modified versions or updates of the Software licensed to you by COMPanion This copy of the Software is licensed to you as the end user Please read this Agreement carefully TO ACCEPT THIS AGREEMENT PRESS ACCEPT TO DECLINE THIS AGREEMENT PRESS DECLINE YOU WILL NOT BE ABLE TO USE THE SOFTWARE COMPanion grants to you a nonexclusive license to use the Software p
264. l Enter a Policy Name and a policy Short Code between 1 4 characters then click OK to create the new policy using these values If you click on Duplicate the currently selected policy rules are copied and a Policy Shortcode is automatically created Otherwise the Standard Patron rules are copied You can then edit these values to customize the newly created policy to meet your needs Short Code s and Policy Name s must be unique To remove a policy click the Remove button You can not remove a policy that is being used by existing patrons The Remove and Edit Name buttons are hidden for the Standard and System Patron policies as they cannot be removed or renamed To better explain how Patron Policies work if a patron exceeds a value that you enter on the Patrons Policy window a warning message appears For example if the patron tries to check out more books than the value that is provided in the Maximum number of items checked out field a warning message will appear in the Circulation window When a warning message appears some users will have the option to override the policy To change the settings for an existing policy change the values in the fields on the Patron Policies preferences window The following list explains the fields Policy This drop down menu shows the currently selected policy Click in the drop down menu to select other policies you ve defined for your institution school You can edit this name by click
265. l Last Ctrl Shift Browse Ctrl B 8 Patrons Find Ctrl F Pye 3 Last Name Standard Patron Active 1 Unknown F Sample 1831 Fort Union Blvd Address 2 Salt Lake City USA Lock Record Ctrl U New Patron Ctrl h Duplicate Ctrl D Remove Patron Ctrl R Paste Patron Picture CtrlH Y Remove Patron Picture Shaw Details Ctrl Shift D Show History Email Ecom panioncorp com Government ID shown as SSN in the sample window This is an alternate unique ID code that you may want to use with Textbook Tracker If you plan on updating patron information automatically from a central administration system or you want to locate patrons by alternative codes enter data in these fields In the United States the Government ID is typically the Social Security Number SSN other countries may use other formats Duplicate values are not allowed if a duplicate code is entered Textbook Tracker will bring up an alert message and highlight the number so that it can be modified Community ID shown as Student in the sample window This is an alternate unique ID code that you may want to use with Textbook Tracker If you plan on updating patron information automatically from a central administration system or you want to locate patrons by alternative codes enter data in these fields Community ID is designed to be used for your local ID This could be a student code phone number parcel number or any other un
266. led descriptions of Publication Date Summary Select By options Textbook Tracker User s Manual 239 Textbook Titles Reports Item Analysis V Item List Item Analysis Publication Date Summary Counts the titles and copies within the selected range also includes the replacement Item Analysis cost for all titles Use this report to determine how many titles copies you have within selected areas of your collection It helps you answer questions like How many horticulture books do we have or How many eight grade history books do we have Reports Textbook Titles EJ File Edit Show Reports Window Help j Item List Publication Date Summary vw Item Analysis There are no Sort By or Format options available for this report Item Analysis Report Select By Options See page 242 for complete and detailed descriptions of Item Analysis Select By options 240 Textbook Tracker User s Manual Textbook Title Report Sort By Options Textbook Titles Reports 7 Title Call Number Textbook Title Report Sort By Options Title Policy Title Call Number ttle Use the Sort By drop down menu to select the order in which you want the items included in your report For example if you want an alphabetic list sort by title Subject Curriculum Code The following is a list of Sort By values for Textbook Title Reports Bibliographic Code Interest Code Author This report is sorted alphabetically To ensure that the
267. lendar Preferences Global Calendar Preferences There are no available Local or Default Local Calendar preferences Calendars Tab Use this preference to create custom calendars for your school or institution You can assign a separate calendar to each patron policy or circulation policy This lets you set up calendars for groups of patrons who may be operating on different institution levels and or schedules Preferences eoo Global December Gos iS Remove New standard 3 H ass sar Ss Sess ae Se E AA ft i E a a a a a D E S E _ jj TTT tt The month and year of the current calendar are shown in the two fields near the upper left of the Calendars tab To change the current month or year use the corresponding drop down menus You may also use the left and right arrow buttons to cycle through the previous and next months Click on the icon of the little house to return to your current month You can also use commands to change the month or year Press lt cmnd gt Macintosh or lt ctrl gt Windows to go forward a month and lt cmnd gt Macintosh or lt ctrl gt Windows to go back a month Textbook Tracker includes a calendar for the current year previous year and three years in the future Textbook Tracker User s Manual 69 Calendar Preferences Global Calendar Preferences You can mark days on the calendar as Period Due dates and as Closed dates by clicking on th
268. lick the Grant this session button on the Java page to begin your Web Install session Textbook Tracker allows you to download a Windows or Macintosh Workstation A pop up dialog box will require you to input your Login User Name and Password Your user name and password are the same found on the Administration Preferences window of your Textbook Tracker Data Station om Login Installing Textbook Tracker Clients Installing Textbook Tracker Step 8 The Textbook Tracker installer will be downloaded to your machine After it has finished downloading a Textbook Tracker folder will appear on your operating system desktop with the appropriate installation files inside this folder can be moved anywhere on your machine it s only installed on the desktop to make it easier to find Textbook Tracker Web Installer Microsoft Internet Explorer Wario Tegra Treerear retell g Applet started Internet s Step 9 Double click on the Textbook Tracker installer icon to begin installation Textbook Tracker User s Manual 29 Installing Textbook Tracker Installing Textbook Tracker Clients Client Installer Resources If you have a permanent internet connection Textbook Tracker will automatically verify that you have the necessary Installer Resources and if any are missing they will be automatically downloaded from our COMPanion server or created by the Data Station However if this process fails you ll have to manually pl
269. lisher Interest Code Curriculum Code Bibliographic Code Series Medium Catalog Utilities Main Author Asimov Asimov Issac Other Step 1 Set the selection to only examine records where the author is Asimov Step 2 Specify that we want to modify only data in 100_a Step 3 Just to be sure we check to see that the author begins with Asimov Step 4 We replace matching 100_a s with Asimov Isaac Step 5 Click OK to start changing your data 900 Modify Catalog Utility Click Cancel to abort the utility Changes already performed can not be undone Only unprocessed records are cancelled Any record which was modified by the utility will stay modified 1 In this example the utility would also change author Janet Asimov s entries to Isaac We should have specifi cally selected the author as Isaac Asimov Use this utility with great care Textbook Tracker User s Manual 315 Other Utilities Titles Copies Patrons x Circulation Check for Updates Database Catalog Utilities Verify Utilities Verify Utilities Verify Utilities Verify Utilities are used to verify data that Textbook Tracker data files and internal relationships are valid and logical When bad relationships are identified they are corrected Verification does not rebuild database structures or indexes Titles Copies Patrons Circulation Check for Updates Database Catalog Utilities
270. log Utilities Verify Utilities Page Setup Print Log Out Restart Use the following steps to run a copy utility Step 1 Select Copies from the Utility Type drop down menu Step2 If the utility you ve selected has more than one option an Operation drop down menu appears Select an Operation from the drop down menu Some operations will require additional information Fill in the specific information as required by the utility Step3 Some utilities will require Sort By options Use the Sort By drop down menu to select how the records are to be sorted by the utility Step 4 Use the Select By drop down menu to select which records are to be processed by the utility You can make up to six selections with And Or and And Not Boolean logic When you choose values in the selection drop down menus other fields may appear asking for additional information Step 5 Press the OK button As Textbook Tracker performs the utility a Status window appears You can abort the utility by clicking Cancel Note this will only stop the utility in its tracks any records modified before you stop the utility will remain modified Step 6 When some utilities are processing you may perform other tasks within Textbook Tracker For example you may issue items or prepare a report Some utility operations execute at lower priorities than other Textbook Tracker processes Thus if you run a Report the utility will rest while the report i
271. ly it is aware of the data formats that are of interest to these differing applications aware of what they re privileged to send and receive and aware of the security requirements for each and every application delivering secure and reliable message broker services Textbook Tracke Data Station Data Station Third party vendors can connect their applications to one another via the ZIS by writing agents These agents perform the task of brokering communications between existing applications and the ZIS These agents are the boundary where translation between the application s internal data format and SIF format occurs SIF is not limited to a particular operating system or platform 1 Information on this page was sourced and adapted from the following internet resources www thejournal com www microsoft com and www sifinfo org 112 Textbook Tracker User s Manual How does SIF work SIF Preferences Connection Tab Any changes made to the SIF Connection tab fields will not take place until Textbook Tracker has been restarted AlexandriaSlFAgent Enable the SIF Agent This will disable enable Textbook Tracker s SIF services Without the SIF agent enabled there won t be any communication with the ZIS system resources e g the SIF agent port RAM CPU etc Run SIF Without Encryption SIF can run in two modes with encryption or without encryption However since it can t run in both modes at the sa
272. me Field Number Current Fine Balance 1030 Current Reservations Count 1038 Fine Payments 1031 In stock Holds Count 1039 Last Use Date 1042 Last Validation Date 1043 Life to Date Overdue Count 1035 Life to Date Usage Count 1033 Name Index 1009 Next Validation Date 1044 Number of items currently checked out 1034 Number of items currently on hold 1037 Number of items currently overdue 1036 Patron RSN 1099 Reserves Count 1040 Item Export Fields Field Name Field Number Available for Check Out 2044 Before Previous Prior Barcode 2007 Copy Checked Out Count 2002 Copy Count 2043 Copy Days in Circulation 2003 Copy Last Date Used 2001 Copy Last Modified Date 2004 Extent 2300 full description First Used Date 2048 Full Title 2240 title subtitle Last Modified Date 2050 Last Modified User ID 2051 Last Used Date 2049 Last Validation Date 2054 Previous Policy Short Code 2014 Previous Prior Barcode 2006 Prior Patron Barcode 2005 SmartMARC Matching Score 2046 Title Accession Date 2047 Title Accession Date 2047 Title Life to Date Usage Count 2045 Title RSN 2099 340 Textbook Tracker User s Manual a j ri tbook Tracker Te MARCIMicroLIF Records Textbook Tracker can read and write MARC or MicroLIF records Textbook Tracker will automatically recognize which type of record you are reading Therefore you don t have to worr
273. me time use this checkbox to decide if you will disable enable encryption Unless necessary running SIF without encryption is not recommended whatever the ZIS is doing Textbook Tracker should be doing as well Disable TLS Encryption However unlikely it is possible for there to be communication errors with TLS encryption Unless the user experiences these types of errors they should always keep TLS encryption enabled obviously this preference is ignored if the Run SIF Without Encryption feature is disabled Textbook Tracker User s Manual 113 SIF Preferences How does SIF work Agent Name The name that the Textbook Tracker SIF Agent is known by to all other SIF agents and the Zone Integration Server ZIS For multiple libraries in the same zone name should be unique otherwise there is no need to change it from the default Agent HTTP S Port Number The TCP IP port that Textbook Tracker listens with This is the port that the ZIS will connect to Under OSX the default port requires that the user has administrative privileges on the computer usually requires logging in as root ZIS Address This is the internet address when the ZIS is located This can be either an IP or resolvable address The protocol header should be left out Refer to your ZIS installation notes for this address ZIS HTTP S Port Number The TCP IP port that the ZIS listens on and the one that you need to connect with Refer to your ZIS install
274. memory will automatically be initialized to zero TOP is Active IP address is 209 210 70 251 Web services activated Textbook Tracker Version Update Checking Disabled Patron 1100008 Dasada Marissa 03 06 2002 11 38 am Textbook Tracker User s Manual 169 Circulation The Circulation Window Modes Commands and Help The top portion of the Circulation window shows the active mode the command line and the Help button e A mode is simply a function for which you may want to process many patrons or items For example Bookdrop Check In Out Hold and Renew are all modes e The Command Line is where you enter a barcode for a patron or item or you may enter a command If you enter only a barcode the mode shown to the left of the command line determines the action that is performed e Click the Command Help button to display a list of available commands and an explanation of how to use each one Current Patron and Current Item Information The middle portion of the Circulation window displays general information about the Current Patron and Current Item NOTE Many Textbook Tracker functions depend on the Current Patron or Item For example you must have a Current Patron to check out hold or reserve an item e Click the Details button in the patron or item section to view more detailed information about the Current Patron Item e Click the Notes button in the patron or item section to view notes entered for that part
275. menu You can choose to replace the policy selected from the With drop down menu on titles copies or both titles and copies Replace Information Select By Options The Replace Information Select By options are the same as the Textbook Copies Reports Select By options see Textbook Copies Select By Options on page 250 290 Textbook Tracker User s Manual Copies Modify Call Numbers Titles Copies Patrons Circulation Check for Updates Database Catalog Utilities Verify Utilities v Verify Replace Information Modify Call Numbers Remove Copy Remove Archived Copies Remove Lost Copies Remove Discarded Copies Remove Copy Transactions Check Out v Add Prefix Replace Prefix Remove Prefix Titles and Copies Titles Only Copies Only Copy Utilities Copies Modify Call Numbers Use this utility to modify call numbers for copies Only the records selected using the Select By drop down menu are examined or modified Utilities Verify Replace Information v Modify Call Numbers Remove Copy Remove Archived Copies Remove Lost Copies Remove Discarded Copies Remove Copy Transactions Check Out EFS copies Add Prefix Titles and Copies All Copies 2 Modify Call Numbers Operation Menu Add Prefix Adds a specified prefix to selected copies Selection of this Operation opens the New Prefix data entry field Replace Prefix Replaces a specified prefix with a new val
276. mmand If renewal is not allowed a message will appear to inform you A renewal is not allowed when the Circulation Policy is set to disallow renewals or when renewing an item would take it into a reserved date range Renew All Items Command RA Renew All Items When you have a Current Patron this command renews all items for that patron Clicking on the Renew All button in the Patron Renewals window activated by the QE command described above will automatically override the Number of times item can be renewed policy preference page 106 or any other set preference that restricts how many renewals a patron can have on an item If a user wants to force their policy functionality they may select highlight one or all of the items listed in the Patron Renewals window and click on the Renew button Unlike the Renew All button the Renew button will force the policy preference on every item if the preference has been activated In this instance a Message window will appear asking for the user to Cancel or Override the renewal Process a Barcode Range Command RR Process a Barcode Range Use this command when you want to process a range of barcodes within a particular mode For example if you would like to change the condition or damage codes for an entire range of books type this command after you have activated the Change Condition Codes cL or Change Damage Codes DL Mode Doing so will open the Barcode Range window
277. mmand to examine add modify or remove patron records ltems Shows the Item window Select this command to examine add modify or remove items titles or copy records from your school Circulation Shows the Circulation window Select this command if you want to check out check in place holds charge fines place reservations accept payments perform inventory and other circulation functions The Circulation window is always open while Textbook Tracker is running use this menu command to bring it to the forefront 42 Textbook Tracker User s Manual Reports Menu Textbook Tracker Basics Reports Reports Menu special Reports Use the Reports menu to select a report category such as Patron Reports Textbook Patron Reports Reports or Circulation Reports To read more about reports see Textbook Titles T yi Textbook Copies Kr oN to DE on page 205 Circulation Reports Special Reports on page 211 Usage Statistics Patron Reports on page 223 Textbook Titles Reports on page 237 Textbook Copies Reports on page 243 Circulation Reports on page 251 Usage Statistics on page 265 When you make a selection from this list the Report window appears with a list of reports available in that category To access a list of frequently used reports that do not require you to choose any sort or search values choose Quick Reports from the Reports menu The foll
278. move Copy Remove Archived Copies Remove Lost Copies Tiles y Remove Copy Transactions Verify Replace Information Modify Call Numbers Remove Title Remove Copy Remove Archived Copies Remove Lost Copies Remove Discarded Copies Match Title Call Numbers Match Title Policies Remove Discarded Copies Remove Copy Transactions Match Title Call Numbers Match Title Policies All Titles Cancel WARNING Do not run this utility unless you want to lose circulation status for the selected copies Remove Copy Transactions Select By Options The Remove Copy Transactions Select By options are the same as the Titles Reports Select By options for a complete listing please see Textbook Title Reports Select By Options on page 242 Textbook Tracker User s Manual 283 Title Utilities Titles Match Title Call Numbers Titles Match Title Call Numbers Copies This utility is meant to make title information match copy information instead of allow atrons Circulation ing the title to be completely different than all of its copies Check for Updates Database Catalog Utilities If the title call number doesn t match any of its copy s call numbers then this utility will Verify Utilities change the title s call number to match the first copy s call number If the title call number already matches one of its copy s call numbers then nothing will be changed v Verify
279. mport export routine allows you to share patron information with other computer systems A city school can get a list of residents from the local utility company Thus patron information can be transferred from Textbook Tracker to other programs For example a school may hold a final report card if the student owes fines By giving fine information to the school administration program others may benefit Another use for export import is to modify information in a group of records Patron information can be exported opened in another computer program modified then returned to Textbook Tracker Sometimes this is much easier than modifying records one at a time in Textbook Tracker 1 The file designator consists of two letters followed by two numbers The letter will never be an O so you can be sure that 0 means zero Textbook Tracker User s Manual 327 Data Import Importing Patron Information Patron Import Fields Field Name Field Number 2nd Location Sublocation 1005 Accession Date 1046 Address 1011 Alert Notes 1022 Barcode 1000 Card Expiration Date 1047 Categories Notes 1025 separate category terms with a City 1012 Community ID 1002 Contact Notes 1020 Country 1016 Date of Birth 1045 Email 1019 Fax 1018 First Name 1007 Gender 1032 Unknown 0 or U Male lor M Female 2 or F General Notes 1021 Government ID 1001 Graduation Date 1048 Guardian 1049 Institution S
280. ms AVEQ Car Standard item M audiovisual ST Television VCR Cart r ly rene O OOO Sony 42 XBR High Definition Televisions TY Includes Closed Captioning Hitachi 4 Head S Video YCR VER has Commercial Advance 2 Remote Controls If you are creating an AV Cart or group then you can detail what s included with the AV Cart in the Content Notes field and specify any distinctive functionality of the equipment in the General Note window When you print this AV Cart s barcode you may want to print several to place on each item contained within If you have several AV Carts with similar equipment you can Add Copies just as you would with books However be sure to detail any differences in the item s Copy Notes For example you might have five AV Carts with exactly the same television and two more with completely different brands makes models Make sure to list any relevant Alert Notes for items that a patron teacher might forget i e return the remote controls If you are adding all AV equipment as separate components you need to create a New Title for every television VCR slide projector or compact disc player you have in your inventory so that they each have their own unique barcode Even if you are using the AV Cart method it is still a good idea to barcode each component individually for inventory purposes 1 Remember to be consistent in how you circulate audio visual equipment using Text book Tracker
281. n you create your own calendars more selections will appear under this Format drop down menu see Calendar Preferences on page 69 Calendar Select By Options Date Range Enter a Starting and Ending Date range If you enter ONLY a Starting Date the ending date is assumed to be in the far future If you enter ONLY an Ending Date the Starting Date is assumed to be in the far past If you don t enter any date the Starting Date is set as today s date For example you can enter the date December 1 2003 as Dec 1 2003 or 12 01 03 or 12 1 03 or 12 1 03 If the year is 2003 you can just enter 12 1 If the current month is December you can just enter 1 1 When you enter a two digit date values between 0 30 are assumed to be 2000 2030 and values between 31 99 are assumed to be 1931 1999 Textbook Tracker User s Manual 213 Special Reports Calendar Notes rein Calendar Notes Calendar This report prints selected calendar notes throughout a specified date range Calendar Notes Manual Check Out Sheet Command Barcodes Eege Reports Special Code Barcodes Policy List Calendar Preferences Report Custom Barcode Labels GE Authority Reports System Analysis v Calend aIENGCES Standard Manual Check Out Sheet Command Barcodes Code Barcodes Preferences Report Authority Reports System Analysis Calendar Notes Report Formats Standard This Format generate
282. n drop down menu your only available option is Tab Delimited Eig Export v Export Copies Export Titles Export Patrons J Select Fields Export Other All Copies You may change how your copy information is exported using the Character Set This is used if for some reason you find it necessary to use a specialized character set This way you re sure to get the results you expect You may select between Mac Standard ASCII Window Standard ANSI or MARC 8 Diacritics are the little marks or squiggles written above or below certain letters of the alphabet to indicate special phonetic pronunciation If you are exporting copy information from Textbook Tracker that contains alphanumeric character with diacritics they will be correctly preserved upon export 334 Textbook Tracker User s Manual Export Copies A HINT You can use the checkmark buttons at the bottom of the window to select or deselect all fields Use the Set Defaults button to configure a default list of fields Data Export Clicking on the Select Fields button opens the Export Field Mapping window Export Field Mapping Set Defaults Barcode Copy Last Used Date Copy Check Out Count Copy Days in Circulation Copy Last Modified Date Prior Patron Barcode Previous Prior Barcode Before Previous Prior Barcode Inventory Date Accession Date Replacement Cost Purchase Cost PE Cancel gt GEER Click on a l
283. n followed by the port number at the end of your address For example if the location of your Data Station is www alexweb com and you changed the port value to 81 type www alexweb com 81 in the Address field without the quotation marks NOTE If you are not familiar with browsers domain names IP addresses and other information referenced above see your system administrator or other qualified individuals in your organization to help you get set up Textbook Tracker User s Manual 31 Installing Textbook Tracker Transferring data from Textbook Tracker v2 Transferring data from Textbook Tracker v2 Although you may transfer your old data from v2 Textbook Tracker v3 does not support teachers courses and classes in the same format as v2 and will not export Instead of teachers courses and classes Textbook Tracker v3 uses circulation groups which can be custom configured and used as Select By or Sort By options for Circulation Reports Please preview Textbook Tracker v3 and its new functionality before transferring your precious data from v2 especially if you are one who utilizes the teacher course and class features that V2 offers If you are upgrading from Textbook Tracker v2 follow these simple instructions to transfer your data into Textbook Tracker v3 Step 1 Backup your Textbook Tracker v2 Data Step 2 Confirm you are using Textbook Tracker version 2 50 for the best conversion results If not up
284. n of an item in the school Because call numbers are site specific rather than universal such as LCCN and ISBN you must enter call numbers specific to your school The title call number is saved in MARC field 900 a Depending on their source imported MARC records may or may not include a call number for your item Textbook Tracker formats call numbers to remove control characters and double spaces thus correcting incorrectly formatted numbers Copies inherit title call number unless a specific copy call number is specified or changed Item Policy The policy determines the circulation rules for a particular group of items Every title is given a policy In addition to specifying circulation rules an item policy is used to group items for statistical analyses and reporting purposes Copies inherit a title policy unless a specific policy is assigned Textbook Tracker User s Manual 149 Item Management Item Information Fields Medium The Medium identifies the media type or physical format of the item This drop down menu lets you choose from existing mediums that have been used so far in your data The default is Book The medium is saved in MARC field 245 h You can create a new medium by selecting Add NEW medium in the Medium drop down menu Add NEW medium v book cdrom computer program magazine music cd pictures video recording sound recording Volume The Volume field distinguishes mult
285. nagement Adding New Titles or Copies Use the New Title command to add a new title to your database When you select the New Title command the Items window appears with blank fields for you to add information Input information into the window such as call number title and so forth to add a new record A title is required to add a new item Titles may be added with or without copies To move to the next data field press the lt t ab gt key To move to the previous data entry field press lt shift tab gt To select which data entry field to edit click inside the data field To select from a drop down menu lt t ab gt until the drop down menu you desire is highlighted and use the lt up gt and lt down gt arrow keys to make your selection Use the Add Copy command to add new copies to this title Remember that copies are part of the title record and cannot be added until the title is saved When you have added all the necessary information for this title copy click the Save button in the upper right of the window Add any copies you desire and then click the Save button If you want to discard the information you have entered click the Revert button Removing a Title or Copy Items that have been discarded discontinued sold or permanently lost must be removed from the system to keep reports and searches from becoming cluttered with obsolete information However be certain that the items you are removing from the system
286. nces Ctri you need to transfer entire records into another application use the Export function to save the records you need in a format compatible with other programs Clear Clears the selected text or selected list elements Select All Selects all the text in the current edit field current word processor document or list Find This selection opens the Find window Depending upon what window is on top Find can be used to locate a specific record from your database or text in a word processing file Find Again Finds the next matching record or data in the word processor Paste From File Allows the user to paste information from a file Preferences This selection opens the Preferences window Preferences are used to customize Textbook Tracker for your needs see Introduction to Preferences on page 53 for more information Textbook Tracker User s Manual 41 Textbook Tracker Basics Show Menu Show Menu picture Ctrl L Use this menu to move between various Textbook Tracker modules such as Patrons Items Ctrl I Items and Circulation For example if you need to manage patron information select Circulation Ctri T Patrons from the Show menu To check out items or perform other transactions select Circulation Each option in the Show menu has a corresponding chapter in this manual Refer to the specific chapter for more detailed information about the function Patrons shows the Patron window Select this co
287. nces contain both Global and Default Local Local preferences ook Tracker tb Patron Management Tab Use the patron management preferences to configure next patron barcodes default patron policies terminology and other general information about your patrons 608 Preferences patron Management Bal Clebal Archive Calendars Circulation Display Settings Item Management Unused Barcodes FE y f sgar r School Information Patron Management Policies SIF Sounds Web Word Processor I Hoameroom ald 2nd Location Fjeld Grade Fjeld Student Defaults Unused Barcodes Creates a list of all unused patron barcodes within a specified range The selected barcode range cannot exceed 10 000 Ignore Barcode Leader of If you are using barcode numbers not designed for Textbook Tracker you can have Textbook Tracker automatically ignore leading characters automatically For example if your patron barcodes have the text PAT in front of each barcode enter PAT in this field Textbook Tracker will ignore the PAT at the beginning of each barcode label If you don t require use of this feature leave the field blank Keep History for all Patrons Check this box if you want Textbook Tracker to keep a transaction history for all the patrons who use your school institution Default is OFF Mandatory Authority Control This makes Authority Control active and mandatory when you add new p
288. ndition codes Circulation Groups Group Description MAIN Main Circulation Group SECONDARY Secondary Circulation Group 0006 Add Circulation Group 3rd Circulation Group Cancel 9 Save Edit Circulation Groups Removes adds edits reverts and saves Circulation Group codes and descriptions Circulation Groups are used for collecting focused circulation statistics Circulation Group Codes can be four characters long Circulation Groups can be activated and cleared on the main Circulation window see What are Circulation Groups on page 187 for more information Edit Condition Codes Removes adds edits reverts and saves textbook Condition Codes These codes most often describe textbooks in best to worst condition You can apply a Condition Code to a textbook under the Copy Information section of the Item Management window Condition Codes can only be four characters long The Edit Condition button that appears in this window allows users to apply condition codes to particular copies Edit Damage Codes Removes adds edits reverts and saves default textbook Damage Codes You can set the Damage Code four characters long Description and Fine Damage Codes can be applied from the main Circulation window if you have a current patron and item active by typing DL in the command line New Book Default Condition Allows the user to set default Copy Condition Code s eed Book in Setkfacon conaton
289. ng about the patrons For example this mode provides a quick way to check in the large number of books returned at the end of the year e To check ina single item type B followed by that item s barcode number and press lt enter gt e To check in many items type B and then press lt enter gt This activates Bookdrop mode You can also start Bookdrop mode by selecting Start Book drop from the Circulation menu While in Bookdrop mode Textbook Tracker assumes you are only checking items in If you type or scan a barcode for an item that is not checked out a message will appear in the Circulation Log If you enter a patron barcode Textbook Tracker switches to Check In Out mode and makes this patron the Current Patron Change Copy Condition Mode Command cL Change Copy Condition Mode This command will open the Condition Codes window allowing users to select from a list of user defined condition codes These condition codes can be created using Textbook Tracker s Global Circulation preferences see Circulation Condition and Damage Codes on page 76 After a condition code has been selected the Circulation window will enter the Set Condition mode When you are in this mode every item barcode you input into the command line will have the selected condition code applied You may also use this command in conjunction with the RR command 186 Textbook Tracker User s Manual What are Circulation Groups
290. nion End User License Agreement accompanies an COMPanion software product and related explanatory Written materials Software The term Software shall also include any Upgrades modified versions or updates of the Software licensed to you by COMPanion This copy of the Software ts licensed to you as the Do you accept all the terms of the preceding License Agreement If vou choose No Setup will close To Install this product you must accept this agreement Print Mo Verify that the Destination Directory specifies the location where you want Textbook Tracker installed The default is the Program Files directory This is typically the best location to install Textbook Tracker Click Next Choose Destination Location Setup will install Textbook Tracker Demo in the following directory To install to this directory click Mest To install to different directory click Browse and select another directory Tou can choose not to install Textbook Tracker Demo by clicking Cancel to exit Setup Destination Directory C AProgram Files Textbook Tracker v3 Folder Space Required 17436 K Space Available 11929886 K lt Back Mest gt Cancel Textbook Tracker User s Manual 23 Installing Textbook Tracker Installing Textbook Tracker for Windows Step 6 On the Ready to Install window click Next to continue Ready To Install Setup now has enough information to start installing Textbook Tracker Dema
291. nistrator security level which has permissions for every feature within Textbook Tracker Security Level Edit Window security Level Name Textbook Tracker Maintenar Administration Edit Preferences Import Export Utilities Browse Items Edit Items Remove Items Browse Patrons Edit Patrons Remove Patrons Passwords Search Circulation EEE EEE Client Messages en Add This button opens the Security Level Edit Window This window allows users to create their own custom security levels Enter the name for the new security level in the Security Level Name field Clicking on any permission in the Permissions section of the Security Level Edit Window will enable or disable that option for the newly created security level The Enable All blue checkmark icon located to the bottom left of the window activates all permissions The Disable All red X icon located next to it will disable all permissions When you have finished creating your own custom security level click OK to save the new security level or Cancel to discard it Remove Users with the appropriate authority can remove a custom created security level by highlighting selecting the level from the Security Level portion of the Global Administration preference window s Administration tab and clicking the Remove button Users will not be able to remove any of Textbook Tracker s nine default starting security levels Edit This button opens the Secu
292. nn 67 PAT CAI SAID srcioteneac noete cctecscxtccrtindvace nacatuenuateuacasacedseceamecuecuanes 67 Calendar Preferences i n annnnnnnnnnnununnnnnnnnnunvnvnnnvavaver 69 Calendars Tab ccccccececececececececececececececececececeneaeauauaeass 69 Circulation Preferences nnnnnnnnnnnunnnnnnnnnunvnvnnnnavaven 73 Circulation Tab ccccccececececececececececececececececeueceueaeaeaeaeass 73 STN T7 Miscellaneous Tal cccccccccececcccececcececccececeaceuececeneaceneas 78 Circulation Tab ccccccececececececececececececccecececeueceueacauaeaeass 79 Miscellaneous Tall ccc ccccccceccccececcececccececcaceneceeceneaneneas 81 Display Preferences nn nanvnnnvnnnunnnunnnunnnunnnunnnunnnuennvr 83 Display AST 83 Miscellaneous Tab c cc cccccececcececcececcccceccacececeaceneaceeeneas 84 Item Management Preferences r annrannnnnnnnunnnunnnen 87 Items UA EE 87 Leading Articles TD 88 Terminology laD ERE 89 Hem E a E E E Gule 90 Terminology Tab rrrurrnanrnnnrnanrnnnnnnnnnnannnanennnennnnnnennnnnennne 92 School Information Preferences axaxnnnnnnnnnnavavnvn 93 School Information Tab rarararavaravaravnvnvnnnrnnnnennnnnnnsnnnnne 93 School Information Tab cccccccccccccceccccccececacecaveceeass 95 Patron Management Preferences n nnunnnunnnuvnnnunnne 97 Patron Management TM uvv4vrv 444 97 Patron Management Tab suassnesesmimsiivemsrmnndbedkvni 99 Policy Preferences
293. nnnnnnnnnnnnrnnnnnnee 277 MENE 278 MENNENE 279 Titles Remove Archived Copies cccccsececsssseeeeeeeeees 280 Titles Remove Lost Copies ccccssececceeeeeeseeeeeeseeeeees 281 Titles Remove Discarded Copies ccccccsssseeseeeeeees 282 Titles Remove Copy Transactions arernronnnnnvrnvnannerenn 283 Titles Match Title Call Numbers rrrnrnnrrrnnnnrnnnnnnrennnnnne 284 Titles Match Title Policies eier 285 COPY UUS arrene 287 9 JE 289 Copies Replace Information rronnnrnrnnnnvnrnnnnernnnnrnnnnnner 290 Copies Modify Call Numbers rrnnrrrrnnrrrrnnnnronnnnnrnnnnnnrr 291 Copies Remove CODY Leese 292 Copies Remove Archived Copies cccccscccssssseeseeeeees 293 Copies Remove Lost Goples r rarnervnrnnneerennnnnennenannnnnenn 294 Copies Remove Discarded Copies cccssssseeeeeeeees 295 Copies Remove Copy Transactions cccsssecseeeeeeees 296 Copies Check Out EE 297 Patron Utilities nannnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn 299 PONS EEE 301 Patrons Replace Information ccccccsseeseeeeseeeeeeeeenees 302 Patrons Remove Patron cccccceccsseeceeecseeseeecesecaeeeees 303 Patrons Clear Patron HIStory cccccccssseeceseeceeeeeseeeees 304 Patrons Renew Patron Cards cccccsseeeceseeeeeseeeeesees 305 Patrons Import Patron Pictures ua gerasrsmdaivnvvie 306 Patrons Keep Patron History edel 307
294. notifying you that the recall notice could not be sent via email If the item copy isn t checked out a recall request can not be processed For example the command KM 3000 will immediately recall copy 3000 and automatically send email notification to the borrowing patron Change Patron Homeroom Command NP new patron homeroom code Change Patron Homeroom Use this command to change the homeroom code for several patrons For example to change a group of patrons to homeroom code Brown type NP Brown and press lt enter gt This activates Change Patron Homeroom mode You can now enter all the patron barcodes whose homeroom code you want to change The transaction log will record the patrons whose homeroom code you ve changed When you have entered all the patrons homeroom code you wanted to change use the command to exit Change Patron Homeroom mode Make a Patron Current Command P patron barcode Make a Patron Current Use this command to make a specific patron the Current Patron For example to make patron 100 the Current Patron enter P100 This command is useful if you have an overlap of patron and item barcode numbers Textbook Tracker will check the item barcodes before the patron barcodes Therefore if you enter the patron barcode on the command line or use the xX barcode command Textbook Tracker will find the item rather than the patron 198 Textbook Tracker User s Manual C
295. ns of Loaned Items Sort By options Loaned Items Select By Options See page 261 for complete and detailed descriptions of Loaned Items Select By options 252 Textbook Tracker Users Manual Overdue Listings Circulation Reports sne Overdue Listings Overdue Listings a Hold Requests These reports prepare lists for administrator use Only overdue items are included in Overdue Notices the report Items loaned to special system patrons barcode s between 1 and 50 or Patron Notices e e e inactive patrons are not included in this report Charges and Overdue Fines 4 P Special Item Lists This report includes an implicit selection of any overdue item If you use a selection that uses the Due Date that selection will be used rather than the implicit values If the Include Charges Fees Fines box is checked then notices and entries will print for overdue fines for returned items miscellaneous fees and lost or damaged charges When the Use Copy Number box is checked then the copy number will replace the copy call number in the report 8 Bo Reports Circulation Loaned Items nat l Hold Requests Overdue Notices W Include Charges Fees Fines Patron Notices Charges and Overdue Fines Special Item Lists Cancel Overdue Listings Report Formats a I Line Includes primary transaction information for each patron with overdue Detailed items It displays the patron s name barcode and phon
296. nths of the year across the top Textbook usage is printed in each cell Use this report to determine which circulation groups are borrowing during which months of the year Usage by Patron ltem Policy Sort By Options See page 272 for complete and detailed descriptions of Usage by Patron Item Policy Sort By options Usage by Patron ltem Policy Select By Options See page 272 for complete and detailed descriptions of Usage by Patron Item Policy Select By options 270 Textbook Tracker User s Manual Usage by Item Patron Policy Usage Statistics ae Usage by ltem Patron Policy de HE Allows the user to examine combinations of item and patron policies Usage by Item Policy Usage by Patron Policy Usage by Patron Item Policy Usage by Item Patron Policy Usage by Period Return Statistics Usage by Item Policy Usage by Patron Policy Usage by Patron Item Policy v Usage by Item Patron Policy Day sd ts Usage Statistics entire Range 18 All Statistics Usage by Item Patron Policy Report Formats by Day Prints a grid with item patron policies down the left side and days of v by Day the week across the top Textbook usage is printed in each cell Use this report to by Month determine which item patron groups are being used on which days of the week by Month Prints a grid with item patron policies down the left side and months of the year across the top Textbook usage is printed in e
297. number Barcode The following is a list of Sort By values for patron reports School Name Homeroom Name Last Name The report is sorted by the patron s full name in Last Name First 2nd Location Name Name format Grade Name Policy Name First Name The report is sorted by the patron s full name in First Name Last Name format Student The report is sorted by the patron s institution ID field SSN The report is sorted by the patron s government ID Barcode The report is sorted by the patron s barcode number Institution Patron Name The report is sorted by the patron s institution typically School for schools and within each institution by the patron s name Homeroom Patron Name The report is sorted by the patron s location typically Homeroom for schools and within each location by the patron s name 2nd Location Patron Name gt The report is sorted by the patron s sublocation and within each sublocation by the patron s name Grade Patron Name The report is sorted by the patron s level typically Grade in school based systems and within each level by the patron s name Policy Patron Name tThe report is sorted by the patron s policy name and within each policy name by the patron s name 1 Textbook Tracker will use your customized name for Institution In this example it s School 2 Textbook Tracker will use your customized name for Location
298. nvvnerernnvner 237 EI 238 Publication Date Summary rrronnrrrrnnnrvrrannrovnnnnrnnrnnnennnnn 239 EE EL EE 240 Textbook Copies Reports rrrsnuevnnnvrnnnvennnuennnnurnnn 243 Preparing Copy Reports sisecescsc lt excncetitecesensscdrasixecariaoserene 243 0 EE eee ee teers eer en ene are Renee ee 244 MEN see 245 sjel del ol Ko EEE eee 246 SNe VEE 248 Circulation Reports saiencccsssesncessivectainusssicexeeecaaneccen 251 Preparing Circulation R pPoOrts cccccsseceeseseeeseeeeeeeaees 251 LOJAS MON oar ene E E E 252 VSS LAS GS esris niiin 253 Hold REE Sri bee iemmienacendte 254 Overd NO C S i saectcceceecaeacesacsecevesezenenseateuscdescuesanevscuats 255 FONN Ar 257 Charges and Overdue Fines rrrranrrnnnnnnrnnnnnnrnvnnnnennnnnee 258 Special Item Lists Reports rrrrrrrrnnrrrnnnnnrnrnnnnrrrnnnnennnnnrr 259 Usage SANS ceccedecenscevsnsenenscseecsacianeensatscveesneene 265 Preparing Usage Statistics Reports ccccccseeeeeseeees 265 vi Textbook Tracker User s Manual Usage Dy Pernod ET ne en eee ee ee ne ee 266 hem AE 267 Usage by ltem FP ONC ner 268 Usage by Patron Policy cass ccsyectean te cuseanosaseeuseenixsaaceessseaee 269 Usage by ltem Patron ONC Y ac ssstoccinesyssceceeecareneuss sstecseaest 271 TUG UNNIES Lure 273 ME Ve cebtunmenernntens 275 Titles Replace INTOMMAUNON ssid wscasssereecensinavinennnenaiecwannenine 2 6 Titles Modify Call Numbers rrrnnnnnrrnnnnnrn
299. ny word processors can t Thus you can view large import files before you import them even 100MB files Since all reports are created as word processor documents you can preview each report before you print them Other word processors might allow you to view reports on screen but usually only one page at a time or a very limited page range With Textbook Tracker s Virtual Word Processor you can see it all The Textbook Tracker Virtual Word Processor can provide your institution with a standard cross platform tool for creating and exchanging reports All documents are supported across Macintosh and Windows systems Textbook Tracker can prepare several reports for printing simultaneously Most systems won t let you print more than one report at the same time after all in what order would the pages come out of the printer With the Textbook Tracker approach all reports are prepared in the Virtual Word Processor and can be printed at a later time The Textbook Tracker word processor is named VWP Virtual Word Processor since it uses a highly efficient virtual memory scheme which allows it to support very large documents in a limited amount of memory VWP is available integrated within Textbook Tracker and as a stand alone product VWP is available for both Macintosh and Windows based operating systems VWP documents are fully cross platform a document created on one can be viewed on the other VWP has the ability to support p
300. o locate the item for each barcode label you apply Barcode Readers Your computer requires a special device designed to read a barcode number and enter the corresponding value into the computer This device is called a barcode reader or scanner There are a number of different types of barcode readers available including light pen readers laser readers and portable readers The device you choose depends on your budget and the school s requirements Wand or pen type readers are the least expensive devices for reading barcodes CCD wedge or laser scanners are more expensive but do a better job reading the labels especially in those hard to scan places Portable readers give you the freedom of going to your bookshelves to scan labels rather than having to take the books to the computer to be scanned Portable readers are especially useful during inventory 10 Textbook Tracker User s Manual Enter Item Data Preparing for Textbook Tracker Enter Item Data The process of taking existing catalog information usually on card catalogs and converting the information into a machine readable format is called retrospective conversion This process takes time and effort If you have an existing collection now is a good time to examine your collection and remove unused and outdated items There are several methods of converting your data for Textbook Tracker Retrospective Conversion You can hire a retrospective conversion comp
301. oan period to 0 days Grace period allowed before the item is subject to fine Specify the number of days this item type can be borrowed past its loan period see above before fines begin to accrue Default is 3 Fine rates for these items The fine amount that is charged to the patron for every day that the item is overdue Default is 0 10 Textbook Tracker User s Manual 109 Policy Preferences Global Policies Preferences Amount of loan fee If your school institution charges a fee to check out items i e renting specify the price here Default is 0 00 Default replacement Purchase Value Average cost for this specific item type This is the amount charged to a patron when an item is lost never returned or irrecoverably damaged This amount can be changed individually per item Your Items preferences determine whether fees fines are allowed to exceed this value Default is 20 00 Number of times item can be renewed Use this field to specify the number of times a patron can renew the same item Default is 1 Maximum reservation period for these items Set the maximum number of days patrons can make reservations for these specific item types Default is 14 Open days required between reservations Sets a buffer period of open days before a reservation so that items are processed and ready to distribute to the next patron in waiting If a patron tries to check out a textbook whose reservation period coincides with
302. odex Cards g Overdue List 60 Reports Patrons Payment Summary Statistics Patron List Patron Desk Reference v Patron Payment History Last Name Refund Letters Patron Counts Barcode Labels Mailing Labels Rolodex Cards Overdue List Payment Summary Statistics There are no Format options available for this report Patron Payment Sort By Options See page 234 for the complete Patron Payment History Sort By options Patron Payment Select By Options See page 235 for the complete Patron Payment History Select By options 226 Textbook Tracker User s Manual Refund Letters Patron Reports vw Patron List Refu nd Letters 2 de This report searches a selected patron history range for any existent refunds and then Sane ae prints a letter addressed to the patron s parent guardian containing all of their existing Patron Counts refunds This report includes the institution address today s date patron address Barcode Labels refund letter text see Refund Letters on page 80 refund date refund description and Mailing Labels Rolodex Cards Overdue List Payment Summary Statistics refund amount Patron List Patron Desk Reference Patron Payment History v Refund Letters Patron Counts Barcode Labels Mailing Labels Rolodex Cards Overdue List Payment Summary Statistics Cancel There are no Select By or Format options available for this report Refund Letters Sort By Options See page 2
303. ol Information Patron Management Policies SIF Sounds Web Word Processor Temporary Item Settings Beginning Temporary Barcode Number Enter the first number of the barcode range that you want dedicated to temporary items Textbook Tracker will treat any barcodes entered within this range as a temporary item if it hasn t already been assigned to a patron or item Default is 90000000 Ending Temporary Barcode Number Enter the last number of the barcode range you want dedicated to temporary items Textbook Tracker will treat any barcodes entered within this range as a temporary item if it hasn t already been assigned to a patron or item Default is 99999999 Default Temporary Item Policy This drop down menu lets you select the policy that will be applied for temporary circulation items Default is Standard ltem Textbook Tracker User s Manual 73 Circulation Preferences Global Circulation Preferences Log Settings v Weekly Circulation Log Save Frequency Select Daily Weekly Monthly or Never Monthly Archived logs are placed in the Log folder which is located in Textbook Tracker s shared application support folder see page 2 for more information Never Default is Weekly Every Client Workstation that connects to the main Data Station will also create a Log folder where archived logs are saved The circulation log will contain everything that is displayed in the Circulation window and any addi
304. on Activity Incremented every time a new patron is made current on the Circulation window Total New Titles Added Incremented every time a new item title not copy is added through the Items window or by import Total Lost Book Count Incremented every time a copy is checked out to the Lost Patron Total Titles Removed Count Incremented every time an item title not copy is removed from the database Counters Last Reset On The date the counters were last reset to zero Textbook Tracker User s Manual 77 Circulation Preferences Global Circulation Preferences Global Circulation Preferences Circulation preferences contain both Global and Default Local Local preferences Miscellaneous Tab Holds Settings Allows Renewals When Holds Are Pending Allows patrons the ability to renew items when other patrons have holds on those items Remote Alexandria Address Alexandria Server Address Textbook Tracker can gather information from a Alexandria Data Station To enable this feature you must enter the Data Station s DNS or IP address This feature is used specifically in conjunction with the QA command see View Patron Details on page 199 for more information 78 Textbook Tracker User s Manual Local Default Local Circulation Preferences Circulation Preferences Local Default Local Circulation Preferences Circulation preferences contain both Global and Default Local Local preferences
305. on Information ee Patrons Notes Statistics Attac N 555 55 5555 fC Mrs sample Pk 801 365 0169 Email com panioncorp com The top portion of the Patrons window contains information about the patron This includes the patron barcode policy status and sex as well as name and address information and a picture of the patron These are fields that cross the top of the Patrons window Patron Barcode Each patron will have a unique barcode number that is either assigned by the system or entered manually This barcode can contain up to 15 digits and must be unique It may contain numbers or letters but no punctuation characters or spaces Patron Policy The policy you assign to a patron determines the institution school rules that this patron must follow To select a policy for a patron click the arrow at the end of the Policy drop down menu and choose a value The default policy for new patrons is automatically assigned based upon the Patron Management Preferences see Patron Management Preferences on page 97 for more information Initial set up and creation of patron policies can be performed using Patron Policies Preferences window covered on page 101 132 Textbook Tracker User s Manual Patron Information Fields Patron Management Patron Status The second field across the top of the Patrons window is the w Active Card Lost patron status field A patron s status identifies active
306. on Settings Archive First When this option is selected Textbook Tracker will Archive your data before the import is performed This is useful when bad data is imported and it s necessary to go back to a previous database Default is ON The archive that is created will be placed in the folder specified in your Archive Preferences see Archive Preferences on page 67 for more information Strip Leading Alphas From Barcodes When this option is selected leading alpha characters on imported barcodes are ignored For example XYZ100 would be turned to 100 if this option is ON Default is OFF Browse Records When this option is selected the user may choose browse all the records first before deciding to import them Always Use Detected Character Set If this box is checked Textbook Tracker will automatically determine the character set that it believes the import files uses If unchecked those files containing high ASCII values will open a browse window that allows you to select between different character sets 318 Textbook Tracker User s Manual Item Settings Data Import Item Settings These are your Item Settings Global Settings i Patron Settings Standard Item 1300000 COMP Always Add Co Starting Item Barcode lf a new item barcode number is required Textbook Tracker will assign numbers beginning with the value you enter in this field Textbook Tracker always checks to see if a
307. on s record They cannot be inventoried Use temporary barcodes for items that circulate infrequently or for Inter School Loan See Circulation Preferences for directions on setting up a range of barcodes for temporary items See Circulation Basics for creating a temporary item while in Check In Out mode UPC Universal Product Code A number and bar code that identify an individual consumer product URL Uniform Resource Locator An internet address usually consisting of the access protocol http the domain name i e www goalexandria com and optionally the path to a file or resource residing on that server WWW World Wide Web All of the users and resources on the internet that are using HTTP Windows A list of all currently open windows or screens in the Textbook Tracker program A fast way to switch between windows without having to close or minimize the previous windows Workstation The Textbook Tracker program for additional circulation and cataloging stations Includes the ability to circulate import export manage patrons manage items catalog and run reports Only some maintenance and database related functions are available on this program whereas all maintenance and database related functions are available on the Data Station This is a client program and doesn t actually have direct access to the data makes processing requests of the Textbook Tracker Data Station 358 Textbook Tracker User s Manual
308. ook Tracker utilities to change or remove groups of patrons For example Patrons TARRE ae there are utilities to change patron policies and update expiration dates Patrons may be Check for Updates selected from the same criteria as Patron Reports see Patron Report Select By Options Database on page 235 Catalog Utilities Verify Utilities Patrons Verify Verify Use this utility to verify and review the data and status of a group of patrons This Replace Information procedure reviews all the circulation information and statistics for the patrons selected Remove and ensures that it is accurate This procedure also examines the graduation year for Clear Patron History each patron and adjusts the grade to match Renew Patron cards Import Patron Pictures Keep Patron History 60 Utilities Remove All Transactions po Replace Information Remove Clear Patron History Renew Patron cards ae Import Patron Pictures All Patrons a Keep Patron History Remove All Transactions Verify Select By Options The Verify Select By options are the same as the Patron Reports Select By options for a complete listing please see Patron Report Select By Options on page 290 Textbook Tracker User s Manual 301 Patron Utilities Patrons Replace Information Patrons Replace Information a Use this utility to change existing values to new values for a group of patrons Patrons Circulation Check f
309. or Updates G Utilities Database v Replace Information Remove Clear Patron History Renew Patron cards Import Patron Pictures Keep Patron History Remove All Transactions Catalog Utilities Verify Utilities vi Verify Replace Information Remove Clear Patron History Renew Patron cards Import Patron Pictures Keep Patron History Remove All Transactions Patron Policy All Patong Patron Policy Replace Information Replace Menu Homeroom Patron Policy Replaces policies for selected patrons 2nd Location Card Expiration Homeroom Replaces the location field for selected patrons In schools this GEO field is typically called the Homeroom 2nd Location Replaces the sublocation field for selected patrons Card Expiration Replaces the card expiration date with a specified date Graduation Date Replaces the graduation date with a specified date Replace Information With Menu Use this menu to select the policy that you would like to replace to old one with Replace Information Select By Options The Replace Information Select By options are the same as the Patron Reports Select By options for a complete listing please see Patron Report Select By Options on page 235 302 Textbook Tracker User s Manual Patrons Remove Patron Patron Utilities Titles Copies Patrons Circulation Check for Updates Database Catalog Utilities Verify Utilities v Verify Replace Information Remo
310. or copy data is matched existing title records are modified whether that means adding copies or updating copy and title info Unchecked Existing titles are never modified by an import If a barcode matches another it is reassigned Title records are always added copies may or may not be added Require Matching Copy Institution When checked copy data is ignored where the 852 a collection code doesn t match the current collection code specified on the School Information Preferences window see School ID Code on page 93 When there is no 852_a information it is assumed to be the local collection code When unchecked all copies are imported no matter what the 852_a tag contains Default setting is unchecked 320 Textbook Tracker User s Manual Item Settings Data Import Patron Settings Standard Patron 1100004 Ta Starting Patron Barcode If a new patron barcode number is required Textbook Tracker will begin assigning numbers beginning with this value Textbook Tracker always checks to see if a value is already in use and if it is a new number is automatically selected Default is 1100000 Patron Policy If the patron you re importing doesn t have a policy defined in their import file this policy will be applied as the default Default is Standard Patron Allow Patron Updates When this box is checked imported data is used to update existing patrons if specific key fields match When this bo
311. or the purpose of backups there are two kinds of files e Program Files are the files that make your applications run These files are sent to you on disks or CDs or downloaded from the internet and you install them In case of a failure in your system you can reinstall these program files For this reason you are allowed to make one backup copy of the original disks or CDs to archive before storing both the original and backup copy ina safe place e Data Files are where your system information is stored When you enter and change your information using applications such as Textbook Tracker Microsoft Excel and ClarisWorks your data files are updated Because these files can change every time you use the application and because losing all the data you have entered can be a major loss you must make backup copies of your data on a regular basis 4 Textbook Tracker User s Manual Backing Up Your Data Preparing for Textbook Tracker Determining a Backup Strategy A backup strategy is a schedule for performing backups at regular intervals It is highly recommended that you use the following guidelines in your backup strategy Before using a new system perform an initial backup to create a permanent archive of your data Backup your Data folder at the end of every day e Make additional backups before and after you make any major changes in your system For example after you do an inventory and use Utilities to update your rec
312. orary check out cards with temporary barcode numbers established in your preferences When a temporary item is going to be checked out attach one of these cards When the item is returned remove the card and return it to a stack of temporary check out cards to be reused again for other temporary items Another way to use temporary check out is to place a temporary barcode within the range specified in your preferences on all temporary items that might be checked out The barcode is then used only for that item but never permanently entered into Textbook Tracker For example as newspapers are received you put temporary barcode numbers on the newspapers NOTE You can print temporary barcode labels using Textbook Tracker Choose Special Reports from the Reports menu then select Custom Barcode Labels Textbook Tracker User s Manual 177 Circulation Temporary Items When you enter a temporary barcode number in the command line Textbook Tracker checks the following e Textbook Tracker checks to see if the number is being used by an existing item e If it is not being used Textbook Tracker checks to see if the number is being used by an existing patron e If it is not being used by an existing patron Textbook Tracker checks to see if the number is within the range determined for temporary items in Circulation preferences on page 73 If the number is within range the following window appears wy Temporary Item Paton
313. ords at year end you should backup your data To minimize data loss due to bad backup devices such as a damaged tape avoid using the same tape disk or CD RW for consecutive backups Keep more than one backup copy of data and store older copies off location This protects your data in case of fire or theft in the school Some institutions will choose to take backup copies off location each week others daily and oth ers monthly The more recent the backup less information that will need to be reentered Test your backup strategy and recovery procedures to make sure they work and that you know how to recover data Do this before you have a problem so you ll know that you can recover data when needed Backup Hardware Although you can use any computer mass storage device for backups the most reliable and cost effective choices are tape DAT DLT etc and removable media Zip Jaz CD R CD RW etc COMPanion recommends that you DO NOT backup on floppy disks or any hard disks connected to your computer For the best reliability backup media should be stored away from your computer in case of theft fire or other physical loss If you have a large amount of data tape backup is the most reliable cost effective and efficient method With tape drives you can set backup procedures to run at a predetermined date and time without operator interaction More so modern tape drives hold several gigabytes of data on a single tape cartridge
314. ormation When importing item records Textbook Tracker first determines if the item is a new record or an existing record that needs updating e Textbook Tracker looks for a header that contains a file designation of FT01 to specify item information FTOL fieldcode fieldcode lt return gt e During import Textbook Tracker attempts to locate an existing record that matches the newly imported record If an existing record is located and Allow Title Updates is selected the existing Textbook Tracker record is updated using the imported information If Allow Title Updates is unchecked matching records from the import file are ignored If no item records match a new record is added e In looking for matching records Textbook Tracker first checks the copy barcode then the ISBN and LCCN If Textbook Tracker finds an exact match for the bar code ISBN or LCCN then the matching record is updated If the previous check fails Textbook Tracker will then check for a matching title author medium call number publication year publisher and then volume If any matching field is located then Textbook Tracker will attempt to match the remaining fields if it s successful then the title record is updated If Textbook Tracker finds non match ing fields then the title record will not be updated and a new item record will be created With the exception of the title and medium fields a blank field will be regarded as a match
315. ort Other v Mac Standard ASCII Windows Standard ANSI MARC 8 v MicroLIF MARC Tab Delimited Texas Library Connection Data Export Export Patrons Use Export Patrons to export records for all or a specified group of patrons Exporting patron records will not effect the original Textbook Tracker record in your database Only a copy of this information is exported the original record will remain the same You can export patron records from Textbook Tracker in standard Tab Delimited also known as ASCII format You can examine this kind of file with almost any word processor spreadsheet or database application 8 66 Export Export Copies Export Titles Operation v Export Patrons Tab Delimited Export Other Gikk ms Select Fields All Pat rons You may change how your copy information is exported using the Character Set This is used if for some reason you find it necessary to use a specialized character set This way you re sure to get the results you expect You may select between Mac Standard ASCII Window Standard ANSI or MARC 8 Diacritics are the little marks or squiggles written above or below certain letters of the alphabet to indicate special phonetic pronunciation If you are exporting copy information from Textbook Tracker that contains alphanumeric character with diacritics they will be correctly preserved upon export Textbook Tracker User s Manual 337 Data Export Export Patrons
316. otal balance due by item and the total balance due for all items Email preferences correctly configured for this to work Overdue Letters Same as the previous report but without the summary page at the end After the last letter a summary is displayed Overdue Letters to Parents Same as the previous report but is addressed To the Parents or Guardian of rather than the actual patron Email An overdue notice sent to the patron using the email address in the patron record A summary report is prepared so you have record of which patrons were sent email notification Overdue Notices Sort By Options See page 260 for complete and detailed descriptions of Overdue Notices Sort By options Overdue Notices Select By Options See page 261 for complete and detailed descriptions of Overdue Notices Select By options 256 Textbook Tracker User s Manual Patron Notices Circulation Reports Sr Patron Notices aon aoe These include the following notices You can change the text of these notices using the Suerius Noriees Letters preference see Circulation Tab on page 79 eee When the Use Copy Number box is checked then the copy number will replace the Charges and Overdue Fines Special Item Lists copy call number in the report Loaneg items ports Circulation Overdue Listings z Hold Requests Overdue Notices Sort By v Patron Notices I Patron Name Charges and Overdue Fines Special Item Lists
317. ou can continue Textbook Tracker tries very hard to recover your data If it can t be done there is nothing COMPanion can further do to restore the data Your best protection are frequent backups of your valuable data Run this Utility once a month to keep data in good order UNDER NO CIRUMSTANCES SHOULD YOU EVER DO ANYTHING during the Rebuild utility Textbook Tracker User s Manual 313 Other Utilities Titles Copies Patrons x Circulation Check for Updates Database Catalog Utilities Verify Utilities Catalog Utilities Catalog Utilities Catalog Utilities allow the user to add New Modify Remove or Switch Tag of any information in a MARC record within your collection Only records in a selected range are examined for modification When an asterix appears next to a selection in the Select Tag_subfield drop down menu it means that only one of the selected is allowed per item For example you can only have one Main Author per title and there can be only one Medium type eoo Utilities Catalog Utilities GY v New Kg Modify Remove Switch Tag Main Author Catalog Utilities permanently modify groups of records If you are unsure or just want to be safe perform an Archive of your data before you perform this utility In the event of a huge mistake you can restore your old data Be extra careful when you use these routines Since Textbook Tracker stores data in a MARC format mak
318. ou do not have to close the institution school to take inventory Because the inventory date for an item is updated when the item is checked out items issued while you are taking inventory will have dates within the inventory date range This is also true for items checked in during inventory e Items returned after you have completed inventory will automatically have their inventory date adjusted to the check in date which will be after the inven tory date If you prepare an inventory report for all items with dates on or after the date you took inventory these items will be included e To identify items missing from your collection prepare an inventory report of non inventoried items with the dates when you performed inventory e If you are not using a portable reader when taking inventory and you enter an item barcode that Textbook Tracker does not recognize a window appears to let you add the new item Enter the title and any other desired fields and click Save This provides a quick way to add the new item and continue with your inventory You can add additional information for this item later using the Items window Inventory Reports You can prepare inventory reports based on the inventory date and other criteria see page 237 for a list of Inventory reports For example you can generate an inventory report showing e Items inventoried or not inventoried within a specified date range e Lost items inventoried which means the item is
319. ou limit them by selecting a range of due dates For example you can set the date range to generate overdue notices only for items overdue by more than a week If you select Include Charges Fees Fines then charges fees and fines are included in the reports Otherwise they are ignored When the Use Copy Number box is checked then the copy number will replace the copy call number in the report z ports Circulation Loaned Items Overdue Listings Hold Requests v Overdue Notices Patron Notices Charges and Overdue Fines Special Item Lists Cancel Overdue Notices Report Formats The following are the formats for overdue notices v 4 Per Page r 2 Per Page 4 per Page Overdue slips printed 4 per page One slip is printed for each IE overdue item or charge This is a good format to use when each patron has only Overdue Letters with Summary a EA 1 or 2 overdue items The slip includes the patron s name barcode number aes Letters to Parents location level sublocation government ID balance and the item s title al barcode number author call number replacement cost due date return date daily fine fee rate and fine balance for each item 2 per Page Overdue slips printed 2 per page One slip is printed for each patron with an overdue item Up to 4 items can be included on each slip If patrons have several overdue items this format is preferable over the 4 per page format because
320. oup Code and the Circulation Group Description are imported into Textbook Tracker under the FT01 file header Therefore they will be included in this Item Import Fields list 330 Textbook Tracker User s Manual Importing Transaction Files Data Import Importing Transaction Files Transaction files are used to enter transactions using text files rather than typing them in manually Portable barcode readers create transaction files for import into Textbook Tracker Transaction files can be imported by dropping them onto the Circulation window if they have a recognized header Alternatively the user can use the Read Transaction file transaction command see Import Script File on page 182 for more information To automatically recognize a transaction file Textbook Tracker looks for these headers Step 1 Palm Laser scanner Header begins with SmartScan When Textbook Tracker is asked to import files with these headers it will think it s a Transaction File and start processing the contents as transactions Textbook Tracker User s Manual 331 Data Import Importing Transaction Files 332 Textbook Tracker User s Manual Data Export Exporting Data Exporting is the process of moving information out of Textbook Tracker and preparing it for use in other software applications You can export records for all or a specified group of patrons or items ook Tracker ite Exporting item and pat
321. owing window appears ap Quick Reports Report Type Report Name Patron Tth and Sth Grade Patrons by Home l Skip Some Labels Remove Report Edit Report Cancel Print You can select a report and click on Print or double click to generate the report without further data entry NOTE You create the reports that are shown in the Quick Reports window To create a quick report choose a report with options and then click on the Create Quick Report button see Quick Reports on page 209 for more information Textbook Tracker User s Manual 43 Textbook Tracker Basics Window Menu Window Menu As you open new windows in Textbook Tracker the Window menu will display a list of all currently active windows The example Window menu to the left shows that the Circulation window is open and active and the Preferences and Patrons windows are also open Bring all windows into view Circulation Preferences Patrons To choose a window select it from this menu The window you select gets focus and becomes the active window When you close a window it is removed from this menu 44 Textbook Tracker User s Manual Management Command Menus First Previous Next Last Browse Find Lock Record New Patron Duplicate Remove Patron Paste Patron Picture Remove Patron Picture Show Details Show History Ctrl Shift Ctrl Ctrl Ctrl Shift Ctrl B Ctrl F Ctrl U Ctrl N
322. owse By field perform the same action as the Next and Previous commands First Displays the first record according to the Browse By order Previous Displays the previous record according to the Browse By order Next Displays the next record according to the Browse By order Last Displays the last record according to the Browse By order Use the Browse command to view a quick list of patrons starting with the currently selected record BIK ui E W Browse patrons by Last Name File Edit Show Reports Links Window Help Homeroom k Li Lanmer Luann Schjelderup Lingo Andrea Stark fiska fetatthew G Walta Todd h Mendez Jesse h ller h tchell Nordstrom Alicia Oberdick James Oldham Laura Ostrogotho Glismoda Patterson Christopher Perry Nicole Stark Dobbins Wishard Zeigler Dobbins Dobbins Schjelderup Zeigler Whishard Pichon Demck Stark Randall Timothy Smith Robertson Bica Stark Robins Brian Wishard Rockwell Paul Zeigler Rose Danny Dobbins Sagaser Dan Whishard Sagaser Don Dobbins Use the up and down arrow keys to move through the list To display more patrons click on the More buttons on the top right of the window or press the up or down arrow key to move upwards or downward at the ends of the list To position the browser at another patron enter information in the empty field to the left of Go and then click on the Go button To select a patron in the list either dou
323. patrons and those with ea special circumstances such as a lost card suspended or transferred ransrerre Er To select a status for a patron click on the arrows at the end of the patron status drop down menu The following values are available Active A patron whose status is active can borrow check in and check out textbooks according to the rules of the assigned patron policy e Card Lost or Suspended This status causes a message to display at the Administrator Workstation when the student ID barcode is entered The message recognizes a patron s status and asks the administrator to verify that it s okay to continue with this patron e Transferred Inactive Other These status options are for generating patron reports for patrons with specific statuses For example you could generate a list of all patrons that have transferred or are inactive These sta tuses cause a message alert at the Administrator Workstation when the stu dent ID barcode is entered a Sex Click on the arrow at the end of this drop down menu to select the emale Male patron s sex The default is Unknown until the patron s sex is identified w Unknown First Enter the patron s first name or the first name and middle initial Last Enter the patron s last name This field is required you can not save a patron record without a last name Address City State Postal Code Country Enter the patron s mailing address Notices an
324. policy will display the rules that are used when a standard patron performs a transaction on a standard item Textbook Tracker Users Manual 107 Policy Preferences Global Policies Preferences Each Circulation policy is a combination of one patron and one item policy The original settings for a circulation policy come from combining these patron and item policies e If you change a patron or item policy the default circulation policy which is a combination of the policies is changed to match unless you ve entered an exception into the Circulation policy window If you enter an exception it will be used rather than the standard patron or item policy values e If you modify the settings in a Circulation policy those values are used until you change them back to the default values Patron and Item policies are not affected by the changes you make to the Circulation policy The following examples show how a policy change takes effect Example 1 A loan period is fourteen days under a particular Item Policy and you have not changed this value in the Circulation policies window If you change the setting in the Items policy window from fourteen to twenty one all circulation policies using this item policy are updated Example 2 A loan period is fourteen days under a particular item policy but you changed this value in the Circulation policies window to a custom setting to allow teachers a loan period of thirty days If you change
325. protection of some kind to keep the ink from rubbing off An extra protection label of transparent Mylar can be placed on these to extend their lives Although the cost of these labels is less than photo composed labels the protection and labor they require can cause them in most cases to cost more Printed labels without extra protection are most cost effec tive when printed by you in your school and used for temporary items such as magazines and newspapers One and Two Part Labels You can purchase either one or two part barcode labels depending on how you plan to use them One part labels include the school name barcode and written number COMPanion Corporation TM 0681277260 If you want to place a barcode label in two different locations on an item you can order two copies of these one part labels Two part labels include the same information as the one part label The two part labels also include a second portion on the label which display the written barcode number Part 1 Main Label COMPanion Corporation KAN 0681277260 Part 2 Number only p 0681277260 The second part of the label is useful to attach to a shelf list card or placed in the book in a different location than the upper portion Two part labels provide the benefits of having two labels for each item at a lower overall cost Textbook Tracker User s Manual 9 Preparing for Textbook Tracker Barcode Your Collection Where to Place Bar
326. ptions Return Statistics Select By Options See page 272 for complete and detailed descriptions of Return Statistics Select By options Textbook Tracker User s Manual 267 Usage Statistics Usage by Item Policy Usage by Item Policy de EE Allows the user to see if items with a specific policy are used during different periods Usage by Item Policy Usage by Patron Policy En Usage by Patron Item Policy 66c Reports Usage Statistics Usage by Item Patron Policy Usage by Period v Usage by Item Policy DayofWeek 14 Entire Range Usage by Patron Policy Usage by Patron Item Policy Usage by Item Patron Policy f Al I Suta Usage by Item Policy Report Formats by Day of Week Prints a grid with item policies down the left side and days v by Day of Week of the week across the top Textbook usage is printed in each cell Use this report by Month to determine which item groups are being used on which days of the week This by Patron Policy information can be used for budgeting staffing and other uses by Month Prints a grid with item policies down the left side and months of the year across the top Textbook usage is printed in each cell Use this report to determine which item groups are being used during which months of the year This information can be used for budgeting staffing and other uses by Patron Policy For each item policy patron policies are listed along with the types of activities performed Use
327. py Condition 2017 852_1 Condition condition Copy Funding Source 2022 852_1 Copy Inventory Date 2008 852_1 Copy Library 2023 852_a Copy Location 2024 852_b Copy Notes 2018 852_x Copy Number 2021 852_t Copy Purchase Cost 2012 852_9 Copy Vendor 2016 852_1 Vendor vendor Copy Volume 2064 852_v Curriculum Codes 2041 separated by a Dimensions 2303 300_c District Adoption 2523 Edition 2250 250_a Extent 2300 Fifth Subject 2655 650_a 650_x 650_y 650_z First Subject 2651 650_a 650_x 650_y 650_z Fourth Subject 2654 650_a 650_x 650_y 650_z General Materials Designation 2248 245_h General Note 2500 500_a Import Copy Policy 2013 852_1 Policy policy code ISBN 2020 020 a ISBN Stock Number 2027 LCCN 2010 010_a Other Physical Details 2302 300_b Physical Description 2301 300_a Previous Title Policy 2053 Publication Place 2260 260_a Publication Year 2262 260_c Publisher 2261 260_b Replacement Price 2011 Review Source 2522 521_b Second Subject 2652 650_a 650_x 650_y 650_z Series 2440 440_a State Adoption 2524 Statement of Responsibility 2247 245_c Subtitle 2246 245_b Summary 2520 520_a Target Audience 2521 521_a Third Subject 2653 650_a 650_x 650_y 650_z Title 2245 245 a Title Call Number 20631900 a Title Policy 2052 Title Volume 20261092 v 1 The Circulation Gr
328. r Command C call number Locate an Item by Call Number Use this command to locate a copy searching by the copy s call number For example to locate a title with call number 150 type cC 150 and press lt enter gt The Item Lookup browse by window appears starting with the item in the collection that most closely matches the call number you specified Locate a Patron by Name Command L patron name Locate a Patron by Name Use this command to locate a patron by name and make them the Current Patron For example to find a patron with the last name Smith enter L Smith Locate an Item by Title Command T title Locate an Item by Title Use this command to search for an item copy by title or a portion of the title For example to locate an item beginning with Foundation type T foundation and press lt enter gt The Browse window appears starting with the item in your collection that most closely matches the title you specified Textbook Tracker User s Manual 197 Circulation Recall Immediately With Email Notification Recall Immediately With Email Notification Command KM item barcode Recall Immediately With Email Notification This command issues a recall request for a specified item copy and automatically sends an email notification to the patron If the patron in possession of the item copy does not have an email address the recall will be processed however an error message will appear
329. r User s Manual Circulation Reports Select By Options Circulation Reports Temporary ltems This report only includes transactions for temporary items Because reservations and hold requests cannot be performed on temporary items this option should not be used for those reports Transaction Date This report includes transactions performed during a transaction date range you specify The transaction date is the date on which the transaction was performed If you enter only a Starting With date Textbook Tracker will assume an Ending With date is the far future If you enter only an Ending With value the Starting With value is assumed to be in the very far past Textbook Tracker User s Manual 263 Circulation Reports Circulation Reports Select By Options 264 Textbook Tracker User s Manual book Tracker F l f F Te Reports Special Reports Patron Reports Textbook Titles Textbook Copies Circulation Reports Usage Statistics Usage Statistics Preparing Usage Statistics Reports Usage Statistics give you insight on how your textbooks are being used return rates usage by item and patron policies Time and group based statistical reports can be created Of course no single institution will use all these reports so experiment with your choices to determine which reports are applicable to your institution Statistics are collected on an hourly basis for each patron item t
330. r example you can change the location for all copies in a v Verify certain medium type Replace Information es Copy utilities can be performed on many different groups of copies The Select By Remove Archived Copies options available are the same as Copy Reports see Textbook Copies Select By Options R Lost Copi Remove biecarded Caples on pags e 25 0 Remove Copy Transactions Check Out Copies Verify Use this utility to verify the internal status of copy groups This procedure reviews statistical information and the internal data relations of your copies If problems are found they are automatically fixed If you ve had your data damaged due to power outages or other hardware failures you should run this utility to repair any damage eoc Utilities I y Verify Replace Information Modify Call Numbers Remove Copy Remove Archived Copies Select By de Remove Lost Copies All Copies Remove Discarded Copies Remove Copy Transactions Check Out f Copies o HA Verify Select By Options The Verify Select By options are the same as the Textbook Copies Reports Select By options see Textbook Copies Select By Options on page 250 Textbook Tracker Users Manual 289 Copy Utilities Copies Replace Information Copies Replace Information Copies Patrons Circulation Check for Updates Database Catalog Utilities Verify Utilities Use this utility to change an existing value to a new value for a group o
331. racker Some vendors place information for multiple copies of an item within the same MARC record Textbook Tracker will locate the information pertinent for each copy as long as the information is in a format that Textbook Tracker recognizes During import Textbook Tracker will automatically match existing items with new items First if a barcode matches Textbook Tracker replaces old title and copy information Second if the ISBN and title match Textbook Tracker replaces the old title with the new information Third if the LCCN and title match Textbook Tracker replaces the old title with the new information Fourth if all previous options fail Textbook Tracker matches a title author publisher publication date medium extent and edition When a match is detected information in the imported record is used to update the existing record The assumption is that newer records contain more accurate information Please note that if you import new information then any information you may have modified in existing records is lost For example let us say you have a title and you add some title notes of your own Then you get a MARC record for that title and import it If that MARC record includes a series statement then that series statement will replace the one you have entered As with all imported data blank data NEVER replaces existing data therefore if the imported record had no series statement your data would not be disturbed 1
332. ransaction that occurs Therefore there may be thousands of statistical records saved for your institution For example when a patron of type STU borrows a textbook of type HBF during the 10th hour of June 1 2002 a statistics record is created If more STU patrons borrow more HBF textbooks during this hour the statistic counts are updated Also if a FAC patron borrows a textbook additional statistical records are created for this policy Therefore not only are statistic records time based but they can provide information on which patron groups are using textbooks and which item groups are getting used most For example using these reports you can see which patron groups are borrowing which item groups These types of statistics can answer questions that would be very difficult to determine without computers Many statistics reports are available After using Textbook Tracker for a few months you might gain some interesting insights into the operation of your institution by examining these reports To prepare Usage Statistics Reports follow these steps Step 1 Choose Usage Statistics from the Reports menu Step 2 Choose the type of report you want from the Report Name drop down menu Step 3 Choose how you want your report Format displayed Step 4 Choose the Sort By order Step 5 Use the Select By drop down menu to select which records to include in this report Step 6 Click the Print button to prepare the report
333. rcode Labels Mailing Labels Rolodex Cards Overdue List Payment Summary Statistics 60 O Reports Patrons v Patron List a LastName f Patron Desk Reference l Patron Payment History Refund Letters Patron Counts Barcode Labels Mailing Labels Rolodex Cards Overdue List Payment Summary Statistics Ene Patron List Report Formats Detailed There are two available formats for the patron list I Line This format provides minimal information for each patron you select including only the patron s name level barcode community ID and location Detailed This format includes all available information for the patrons that you select This includes name address phone number status card expiration date date of last use policy patron ID birth sex location level sublocation graduation year contact contact s phone number email address and patron picture if the Include Patron Pictures checkbox is marked Patron List Sort By Options See page 234 for the complete Patron List Sort By options Patron List Select By Options See page 235 for the complete Patron List Select By options 224 Textbook Tracker User s Manual Patron Desk Reference Reports Patron Reports Patron List Patron Desk Reference Patron Payment History Refund Letters Patron Counts Barcode Labels Mailing Labels Rolodex Cards Overdue List Payment Summary Statistics Patron Desk Reference Reports This report
334. rculation Check for Updates Database Catalog Utilities Verify Utilities v Verify Replace Information Modify Call Numbers Remove Copy Remove Archived Copies Remove Lost Copies Remove Discarded Copies Remove Copy Transactions Check Out v Remove Copy Transactions Check Out k All Copies B This utility removes all the selected for specified copy transactions Verify Replace Information Modify Call Numbers Remove Copy Remove Archived Copies Remove Lost Copies Remove Discarded Copies WARNING Do not run this utility unless you want to lose circulation status for the selected copies Remove Copy Transactions Select By Options The Remove Copy Transactions Select By options are the same as the Textbook Copies Reports Select By options see Textbook Copies Select By Options on page 250 296 Textbook Tracker User s Manual Copies Check Out Copy Utilities Copies Check Out SL This utility will run a batch process for checking out to special system patrons For more Circulation information on special patrons please review page 179 Check for Updates Database Catalog Utilities Verify Verify Utilities Replace Information Modify Call Numbers Remove Copy v Verify ee Remove Archived Copies Modify Call Numbers Remove Lost Copies Remove Copy 7 Remove Archived Copies Remove Discarded Copies Itilitv Type Remove Copy Transactions copies A
335. re you may change any of the user fields If your only existing user is a District Institution Administrator you will be unable to change their security access level until you have an additional District Institution Administrator 60 Textbook Tracker User s Manual Edit Users Administration Preferences Access Levels AN Below are the default security levels available within Textbook Tracker District Administrator Full access to every control and setting within NOTE Textbook Tracker including the ability to examine and change registered users User names and For multi institution licenses users at this level can edit district level passwords are NOT preferences and have access to all global institution preferences All other case sensitive access levels can only modify local item patron records from assigned Client Workstations v District Administrator Institution Administrator Full access to every control and setting within Institution Administrator Textbook Tracker including the ability to examine and change registered users Administrator For multi institution licenses users at this level can only edit local preferences Institution Staff for their assigned client workstation Administrative Aide Student Aide Administrator Full access to every control and setting within Textbook Self Service Check Out Tracker except the ability to examine registered users self Service Bookdrop Institution Staff
336. re shown on the right hand side Use the arrow buttons on the bottom left of the window to examine different records in the import file If you want to skip some of the records in the import file you can specify an Initial records to skip value Default is zero To adjust the order of the Textbook Tracker fields highlight and drag the field names Put the Textbook Tracker field names in the correct order for your imported data To skip a field double click on its line and the arrow will change to a red X This means the data for this field is ignored and will NOT be imported Once the field order has been established click the OK button to import the data Click Cancel to stop importing 326 Textbook Tracker User s Manual Importing Patron Information Data Import Importing Patron Information Importing is the process of moving information into Textbook Tracker from outside sources Typically this is a quick and easy method of getting information into Textbook Tracker than entering it manually Using Textbook Tracker s import function you can move patron information from other computer applications directly into Textbook Tracker For example you might be able to get patron information from the administrative office student database and import it into Textbook Tracker When students graduate from elementary to middle school you can provide patron records that the middle school can import into its Textbook Tracker system Tex
337. record keeping to increase your effectiveness COW id anion M Internet If you are not sure what IP address your Data Station uses it appears on your Circulation Log each time Textbook Tracker is launched It is located approximately three lines down and will display TCP Is Active IP address is your IP address here Welcome to Texthook Tracker Data Station Version 3 0 Version Number 3 0 TCP is Active IP address is 209 210 70 185 Web services activated If you have problems locating your IP address please contact your Network Administrator for further assistance If your Network Administrator is not available feel free to contact the COMPanion Technical Support team Textbook Tracker User s Manual 27 Installing Textbook Tracker Step 4 E Installing Textbook Tracker Clients If you performed the latter step correctly the Textbook Tracker Web Installer page should appear Applet started i Internet a Step 5 Step 6 Step 7 28 Textbook Tracker User s Manual If you don t have the correct Java applet installed on your computer in this case Java Plug in 1 3 you will be required to install it before you can download installer Your browser should automatically detect whether you have the correct Java version installed If it does not follow the links and install instructions the page provides If your Java plug in is up to date or you have just installed it c
338. rect fields on the Field Mapping window in Textbook Tracker Textbook Tracker User s Manual 325 Data Import Textbook Tracker s Tab Delimited Import File Format FRERE Display Field Mapping Window Archive When there is no header on a tab delimited file the Field Mapping window appears so Calendars that the user can specify which data in the import file goes into what Textbook Tracker Circulatlon field In the example below the user has adjusted the order of the fields to match their Display Settings Title Copy Management import file School Information Patron Management o0oG Field Mapping Policies Sounds pe Feld Type Patron fields B Word Processor SSS E E E E 1001 Barcode D ira S ON od arla Anderson First Name l Last Name E STD Middle Initial 1 Policy E 519991001 Expiration Date NOTE l Stark znd Location The Field Mapping add 11 Status window will only appear a after Jer have chosen ge Jul 1 2005 Graduation Year whether the import file is E Jul 1 2004 FE Patron or Item and have Salt Lake City City begun the import process Ei UT State aqliz Postal Code Country oE 555 1532 Telephone FT Kl co Record 1 Initial Records to Skip 0 Use the Field Type drop down menu to specify Patrons Items or Circulation Groups fields The data from the import file is shown on the left of the window Textbook Tracker field names a
339. revious Next and Last and the Find command change depending on the information being viewed With titles browsing and finding options appear in the drop down menu when the Title Information tab is active Copy specific options are available when the Copy Information tab is active With copies browsing and finding is limited to the Title displayed in the primary information portion of the Items window When the Copy Information tab is active you can use the Browse command to move between titles Textbook Tracker User s Manual 141 Item Management Using the Items Menu Items Browsing Records First Use the Browse command from the Items menu to view a list of items starting with the er currently selected item record Last Browse 6 S First Copy Previous Copy Next Copy Last Copy Browse Copies Browse items by Title Find Algebra I n integrated approach America the people and the dream The Americans Reconstruction thro Art Images and Ideas Biology Essenfeld Bernice Calculus new horizon Anton Howard Century 21 keyboarding and informat The Chosen Fotok Chaim Dandelion wine Bradbury Ray Decisions for Teen Health Dime Mas Discovering French Bleu Deuxierne F Earth Science Snyder En Espanol Level 2 Teacher s Edition En Espanol Level 1 En Espanol Level 2 Heath Mathematics Connections Grad Holt Life Science Komm Mit Level 1 Language of Literature Life Sc banca Pins Danial Ketlar
340. rity Level Edit Window This window allows users to edit any existing security levels Users are able to change the name of any existing security level even those of Textbook Tracker s default starting nine Clicking on a permission in the Permissions section of the Security Level Edit Window will enable or disable that option for the existing security level The Enable All blue checkmark icon located to the bottom left of the window activates all permissions The Disable All red X icon located next to it will disable all permissions When you have finished editing your existing security level click OK to save your changes or Cancel to discard them 62 Textbook Tracker User s Manual Adding Editing and Removing Custom Security Levels Adding Editing and Removing Custom Security Levels Administration Preferences Copy lIf you would like to duplicate an existing security level and it s list of enabled and disabled security options select highlight the Security Level to be duplicated from the Global Administration preference window s Administration tab and click the Copy button A Query window like the one shown below will appear asking what to name your newly duplicated Security Level Be aware that you must enter a new original name for your duplicate Security Level they can t be duplicated without a name and they can t use an existing Security Level name Ea Query What do you want to call the new Security L
341. ron records does not affect the data that exists in your Textbook Tracker folder Only a copy of that information is exported the original record remains intact You can export copy title patron and other records from Textbook Tracker in MARC MicroLIF and Tab Delimited formats Data Import Dialog New Document In order to start exporting data from Textbook Tracker you will need to select Export ape Window from the main Textbook Tracker File menu You ll see the following window appear Close All Save k 8 Export Save As Text Save As Save as Attachment Revert Tab Delimited et Mac Select Fields Export Copies Import Export Utilities Page Setup Print Log Out Restart v Export Copies Export Titles All Copies Export Patrons Export Other Depending on the data you are exporting you may choose between several different Operations Tab Delimited MARC MicroLIF etcetera The following pages will show you how to set your export options Textbook Tracker User s Manual 333 Data Export v Export Copies Export Titles Export Patrons Export Other v Mac Standard ASCII Windows Standard ANSI MARC 8 Export Copies Export Copies Use Export Copies to archive your title copy information create catalogs for selected copies or modify copy information using outside applications before importing it back into Textbook Tracker Select the format of the export in the Operatio
342. rons E Cancel Renew Patron Cards Select By Options The Renew Patron Cards Select By options are the same as the Patron Reports Select By options for a complete listing please see Patron Report Select By Options on page 235 Textbook Tracker User s Manual 305 Patron Utilities Titles Copies Patrons Circulation Check for Updates Database Catalog Utilities Verify Utilities v Verify Replace Information Remove Clear Patron History Renew Patron cards Import Patron Pictures Keep Patron History Remove All Transactions Patrons Import Patron Pictures Patrons Import Patron Pictures Use this utility to import patron pictures into Textbook Tracker Running this utility opens up a standard operating system explorer window Guide Textbook Tracker to the directory folder CD ROM or storage media device containing your patron pictures Textbook Tracker will attempt to match your pictures to your patrons depending on the image filenames For example let s say that you have a student named John Doe whose barcode in Textbook Tracker is 1080 and you would like to import a jpeg picture of him His picture file for must be named 1080 jpg so that Textbook Tracker can match it to John s barcode If all your patron image files were created using patron barcode numbers e g 1080 4jpg then Textbook Tracker will individually import each picture into your patron data accessible through Patron M
343. rovided that you agree to the following Installation powered by Filestarm F Print 9 Save 3 GoBack Step 5 When the following window appears verify that the destination disk specifies where you want Textbook Tracker installed The default is the hard drive where the currently active System Folder is located Unless special circumstances apply this is usually the best location to install Textbook Tracker Select the icon of the hard drive so that a green arrow appears above it Click Install Select a destination disk to install the software Macintosh HD 2 94GB 10 47GB Free Installing this software requires 76 2MB of disk space You have selected to install this software on the disk Macintosh HD Textbook Tracker User s Manual 19 Installing Textbook Tracker Installing Textbook Tracker for Macintosh OSX Step 6 During installation the License Agreement window will reappear showing the installer s progress Ger TT Installer Installing Textbook Tracker COMPanion Corporation Electronic End User License Agreement License Agreement e Select Destination NOTICE TO USER THIS IS A CONTRACT BY INSTALLING THIS SOFTWARE YOU 8 Installing ACCEPT ALL THE TERMS AND CONDITIONS OF THIS AGREEMENT Unauthorized use of this software or related materials can result in civil damages and criminal penalties This COMPanion Corporation COMPanion End User License Agreement accompanies an
344. rowse Copies For detailed instructions on how to use the Author Title Editor windows please review Find page 152 of this chapter Unlock Record New Title Remove Title 608 Title Editor a Z dl Add Copy Remove Copy Duplicate Title Duplicate Copy Transfer Copies From Show Details 3D Show Title Editor lt gt 36 T Show Author Editor OA Textbook Tracker User s Manual 147 Item Management Item Information Fields First Previous Next Last Browse First Copy Previous Copy Next Copy Last Copy Browse Copies Find Unlock Record New Title Remove Title Add Copy Remove Copy Duplicate Title Duplicate Copy Transfer Copies From OD OT OBA Show Details Show Title Editor Show Author Editor The Items window includes three major parts the primary item information the title information and the copy information Both Title and Copy Information contain additional tabs of related information 00808 Items hy paga Standard Item a Textbook Tracker User Manual a th Bill Schjelderup Copy inventory p gt Standard Item H Unknown NOTE Textbook Tracker updates MARC records with the information you enter on the Items window Primary Item Information The top portion of the window shows primary item information such as call number title policy medium title and author This portion of the Items window is visible regardless of the tab you have selecte
345. rs between any given range Publication years must be specified by a four digit number such as 1979 or 2002 Publisher Selects items with publishers in the given range Series Selects items with series in the given range Subject This report includes items classified with the subjects you specify Title This report includes titles within an alphabetical title range you specify Title Call Number This report includes items with the item call number you specify Title Policy This report includes items within the policy code range you specify Title Sequence This report includes items with sequence numbers between the range you specify Titles are assigned a sequence number in the order they are entered into your system 242 Textbook Tracker User s Manual Textbook Title Reports Select By Options Textbook Copies Reports Reports Special Reports Patron Reports Textbook Titles Textbook Copies Circulation Reports Usage Statistics This report gives you immediate access to your copy information To prepare a Textbook Copy report follow these steps is Reports Textbook Copies Copy List All Copies Preparing Copy Reports To prepare a Textbook Copies Report follow these steps Step 1 Choose Textbook Copies from the Reports menu Step 2 Choose the type of report you want from the Report Name drop down menu Step 3 Choose how you want your report Format displayed
346. rst copy s policy If the title s policy already matches one of its copy s policies then nothing will be changed Verify Replace Information Modify Call Numbers Remove Title Remove Copy Remove Archived Copies Remove Lost Copies Remove Discarded Copies Remove Copy Transactions Match Title Call Numbers v Match Title Policies All Items Match Title Copies Select By Options The Match Title Copies Select By options are the same as the Titles Reports Select By options for a complete listing please see Textbook Title Reports Select By Options on page 242 Textbook Tracker User s Manual 285 Title Utilities Titles Match Title Policies 286 Textbook Tracker User s Manual Copy Utilities Most of the circulation operations in Textbook Tracker are designed to modify individual pieces of data one entry at a time Utilities can change large amounts of information in your Textbook Tracker database with a single command ook Tracker Utilities are used to modify records in your database and export data from Textbook Tracker for use with other electronic systems or between Textbook Tracker databases How to Initiate a Copy Utility From the File menu select Utilities New Document 8 Utilities Open ie Close Window Close All v Titles Copies Patrons Circulation Check for Updates Save Save As Text Save As Save as Attachment Revert Import Export Utilities Database Cata
347. ry date of September 1 2001 enter I 9 1 01 Each item barcode you type or scan is updated with the date you specified You may not set an inventory date beyond today s date i e for any future date or for more than ten years in the past e To perform an automatic bookdrop on all issued items scanned during inven tory use the optional B parameter Thus IB performs inventory using today s date If an issued book is inventoried it s automatically bookdropped As you enter barcode numbers during Inventory mode the Circulation Log records the item and call number If a call number is out of call number order the Circulation Log marks those items with an Inv gt before the call number To exit Inventory mode use the command type a period and press lt enter gt Textbook Tracker User s Manual 195 Circulation Notes about Inventory Notes about Inventory e You can inventory portions of the school over a course of days When you run inventory reports specify the date range which you took inventory All items inventoried during this date range will be included For example if you take inventory over Spring break April 21st through 25th specify this date range when you run an inventory report All items inventoried between April 21 and 25 will be included in the report If you don t specify a date range the reports will return all items regardless of when they were inventoried e Y
348. s v Manual Check Out Sheet Command Barcodes Code Barcodes Preferences Report Custom Barcode Labels Authority Reports System Analysis There are no Format Sort By or Select By drop down menu options for this report selection Textbook Tracker User s Manual 215 Special Reports v Policy List Calendar Calendar Notes Manual Check Out Sheet Command Barcodes Code Barcodes Preferences Report Custom Barcode Labels Authority Reports System Analysis A NOTE These command labels can be used with the portable reader to enter Circulation commands into the reader Command Barcodes Command Barcodes Prepares a sheet of barcodes used to scan commands into the Circulation window To perform a specified command in the Circulation window just scan the command with your scanner Print this sheet and attach it to your desk for quick entry of Circulation commands Policy List Calendar Calendar Notes Manual Check Out Sheet Command Barcodes Code Barcodes Preferences Report Custom Barcode Labels Reports Special Authority Reports System Analysis There are no Format Sort By or Select By drop down menu options for this report selection 216 Textbook Tracker User s Manual Code Barcodes Special Reports 7 Policy List Code Barcodes Calendar This report will output damage and condition codes as scannable barcodes These codes Calendar Notes i SS can be found by accessing your Glob
349. s lf all the copies for a title are removed the title will also be removed if the Remove titles without copies checkbox is marked Remove Copy Select By Options The Remove Copy Select By options are the same as the Textbook Copies Reports Select By options see Textbook Copies Select By Options on page 250 292 Textbook Tracker User s Manual Copies Remove Archived Copies Copy Utilities Titles vi Copies Patrons Circulation Check for Updates Database Catalog Utilities Verify Utilities v Verify Replace Information Modify Call Numbers Remove Copy Remove Archived Copies Remove Lost Copies Remove Discarded Copies Remove Copy Transactions Check Out Copies Remove Archived Copies This utility removes all copies that had their status set to archived between the Starting and Ending dates specified If you leave the Starting Date blank Textbook Tracker uses January 1 1900 If you leave the Ending Date blank Textbook Tracker uses January 1 2050 Thus if you leave both dates blank all archived copies will be removed Veri eo Bee Replace Information Modify Call Numbers Remove Copy v Remove Archived Copies Remove Lost Copies Remove Discarded Copies Remove Copy Transactions Check Out All Copies HA Cancel The title record will also be removed if the Remove titles without copies checkbox is marked and there are no remaining copies for that title Remove Archive
350. s so you can use Textbook Tracker to inventory these items You can also keep temporary records of items such as evaluation copies of textbooks that the school does not currently own Temporary items can be assigned a barcode number and then circulated like permanent items A barcode number is assigned to a temporary item only while it s checked out Guidelines for Choosing Barcode Numbers You can set up barcode numbers according to your needs using up to fourteen digits The following are general guidelines for determining your barcode numbering e Use the same number of digits for items and patrons e Consider using an employee ID or student number for patron barcodes be sure employee IDs or student numbers do not coincide with item numbers e If you have more than one school on your system use a unique barcode num bering scheme for each school s supply This will make it easier to manage a central catalog with holdings from all schools within the system If items are moved between stockrooms the barcodes will remain unique and do not interfere with existing item barcodes e Use the simplest numbering scheme possible that still meets your needs Textbook Tracker User s Manual 7 Preparing for Textbook Tracker Barcode Your Collection Sample Barcode Numbering Scheme The following is a school district sample barcode numbering scheme This scheme supports management of up to 899 schools with each school having up to 300 0
351. s Institution Use Items aAII items which are checked out to Patron barcode 3 Archived Items On Repair Items All items which are checked out to patron barcode 4 On Order Items AII items which are checked out to patron barcode 5 Archived Iltems All items which are checked out to patron barcode 6 Special Items Sort By Options See page 260 for complete and detailed descriptions of Special Items Sort By options Special Items Select By Options See page 261 for complete and detailed descriptions of Special Items Select By options 1 This term can be changed my terminology preferences Default term for an institution under a school license is School Textbook Tracker User s Manual 259 Circulation Reports Circulation Reports Sort By Options ae Circulation Reports Sort By Options Fatron homeroom Use the Sort By drop down menu to select the order which you want the items listed in Patron 2nd Location your report Call Number Due Date Circulation Group Code Patron School The following is a list of Sort By values for circulation reports Patron Name Report sorted alphabetically by the patron s name Patron Homeroom This report is sorted alphabetically by Starting With location and within each location by patron name Each location begins on a separate page This makes it easy to distribute reports to different locations Patron 2nd Location This report is sorted alphabetically by subloc
352. s Sort By options for a complete listing Patron Report Sort By Options starting on page 234 Export Patrons Select By Options The Export Patrons Transactions Select By options are the same as the Patron Reports Select By options for a complete listing Patron Report Select By Options starting on page 235 338 Textbook Tracker User s Manual Export Other Data Export Export Other v Export Copies Export Titles Export Patrons Export Other Export Copies Export Titles Export Patrons Operation v Export Other i Central Union v Central Union Everything Calendars Policies Preferences Address Books Patrons Items Vendors Routes Budgets Orders Subscriptions This utility allows the administrator to export other Textbook Tracker data Using the Operation drop down menu select the data you want exported You may choose to export Central Union Everything Calendars Policies Preferences Address Books Patrons Items Vendors Routes Budgets Orders and Subscriptions When the Run button is selected the export will begin and a dialogue window will appear asking where you would like it saved To import it into another Textbook Tracker database import as you would any other import file Textbook Tracker will recognize the data and import it correctly Textbook Tracker User s Manual 339 Data Export Patron Export Fields Field Name Field Number Patron Export Fields Field Na
353. s on how patrons can use your school how items circulate and how circulation periods are computed Policies are important for circulation purposes reports and statistics Use the Policies preferences to customize these rules for your school The Policies preference window includes preferences for patrons items and circulation To choose policies for Items or Circulation click on the appropriate tab across the top of the window The preference window for that category will appear The subsequent sections describe each category of preferences Patron Policies Patron policies are the general rules that govern how patrons use your school For example front office workers can be given more privileges than teachers Use the Patron Policies preference window to customize these rules for your school Textbook Tracker automatically creates two patron polices a System Patron policy SYS and a Standard Patron policy STD These policies cannot be removed from the system The system policy is for special patrons with barcodes under fifty If you don t assign a policy to a patron Textbook Tracker uses the Standard Patron policy unless otherwise defined in the Patron Management preferences Textbook Tracker User s Manual 101 Policy Preferences Global Policies Preferences To add a policy click on the New or Duplicate button The following window appears asking you for information about the new policy eo Add Policy Cance
354. s processing Textbook Tracker User s Manual 287 Copy Utilities How to Initiate a Copy Utility If the utility status window is hidden behind other windows select it from the Windows menu to bring it to the forefront A Step 7 When the utility is complete the status window automatically closes and NOTE a utility complete entry is placed in the Circulation Log Many utility functions create entries in the log so you can view which records have been modified WARNING Before you use any Utility you need to Archive your data Thus if you dis User s may perform tasks while some utilities are processing However UNDER NO CIRUMSTANCES SHOULD YOU EVER DO ANYTHING during the Rebuild utility cover that you ve performed an operation that has damaged your data you can recover from a previous archive 288 Textbook Tracker User s Manual Copy Utility Types Copy Utilities Copy Utility Types is SL Copy utilities are used to modify groups of copies in your collection These utilities let Circulation you easily and quickly add modify and remove information for large groups of copies Check for Updates For example you can remove groups of copies replace copy locations for groups of Database copies and change call number prefixes for a group of copies Catalog Utilities Verify Utilities To make changes to a group of copies that group must have something in common for Textbook Tracker to select Fo
355. s reports for the Standard calendar When you create your own calendars more selections will appear under this Format drop down menu see Calendar Preferences on page 69 Calendar Notes Select By Options Date Range Enter a Starting and Ending Date range If you enter ONLY a Starting Date the ending date is assumed to be in the far future If you enter ONLY an Ending Date the Starting Date is assumed to be in the far past If you don t enter any date the Starting Date is set as today s date For example you can enter the date December 1 2003 as Dec 1 2003 or 12 01 03 or 12 1 03 or 12 1 03 If the year is 2003 you can just enter 12 1 If the current month is December you can just enter 1 1 When you enter a two digit date values between 0 30 are assumed to be 2000 2030 and values between 31 99 are assumed to be 1931 1999 214 Textbook Tracker User s Manual Manual Checkout Sheet Special Reports Z Policy List Manual Checkout Sheet Calendar Print manual checkout sheets It s a simple form that can be used to record transactions arene that can later be entered into Textbook Tracker You can also use one of COMPanion s Command Barcodes portable laser scanners to perform transactions when the computer system isn t Code Barcodes available Preferences Report Custom Barcode Labels Authority Reports System Analysis Reports Special Policy List Calendar Calendar Note
356. s this information and you cannot modify it This screen also includes copy history the names and barcodes of the patrons who borrowed this copy and the last user who modified it requires security to be activated see Administration Preferences on page 57 168 Textbook Tracker User s Manual Circulation This chapter describes how to use the Circulation window to complete daily activities within your institution school The Circulation Window The Circulation window is the main window of the Administrator Workstation Use this window to enter transactions You can also issue textbooks place hold requests and reservations process fees fines payments and renew books You can also complete special functions such as inventory cataloging record updating and viewing Use any of the following methods to activate the Circulation window e Select Circulation from the Show menu e Press lt cmnd t gt Macintosh or lt ct r1 t gt Windows on the keyboard e Select Circulation from the Window menu Show Patrons CkrlH L ce Cire ulatu m iteme Ctrl I File Edit Show Reports Links Circulation Window Help Enter a Command or Barcode Circulation Ctrl T Marissa Dasada No Current tem 1100008 Standard Patron Homeroom Moray Mo tems Checked Out Mo Fines Due Notes Details Welcome to Textbook Tracker Data Station 003 000 0 10017 version parts version Mumber 3 0 Allocated
357. sactions Match Title Call Numbers Match Title Policies Item Policy Copy Institution Copy Location Copy Sublocation Purchase Cost Replacement Cost v Title amp Copies Titles Only Copies Only Titles Replace Information Titles Replace Information Use this utility to change an existing value to a new value for a group of items CFE Utilities Titles 3 v Replace Information Modify Call Numbers Je Remove Title EE Remove Copy ma B Item Policy 18 nemme On cog en Remove Lost Copies Remove Discarded Copies Remove Copy Transactions Match Title Call Numbers Match Title Policies All Titles Replace Information Replace Menu Title Policy Replaces the policy for selected copies If you select only Titles amp Copies all copies for that title are updated Use the drop down menu to specify which policies are to be modified Copy Institution Replaces the copy collection data with whatever you specify Copy Location Replaces the copy location data with he information that you specify Copy Sublocation Replaces the copy sublocation data with the information that you specify Purchase Cost Replaces the copy purchase cost with the information that you specify Replacement Cost Replaces the copy replacement cost with the information that you specify Replace Information With Menu Use this menu to select the policy that you would like to replace to old one with Replace
358. ser Name and Password If a high level user steps away from the Data Station and doesn t want to quit or restart the program the Log Out function will provide this option The Require User Login box in Administration Preferences must be checked for this option to work Restart Logs out the current users closes all windows restarts the Textbook Tracker program and if security is turned on brings up the login window If no security has been activated Textbook Tracker just restarts Quit Exit Textbook Tracker Quits the Textbook Tracker program 40 Textbook Tracker User s Manual Edit Menu Textbook Tracker Basics Edit Menu Undo Cut Ce This menu includes standard editing functions You can cut copy and paste text clear a CantRedo Ctri Shit field select all text and paste from a file Information about commands which are Cut Ctrl x specific to Textbook Tracker are included below Copy ctrl E Paste Ctrl y Undo This command only undoes typing or cut and paste operations in clear individual fields or in the word processor It does NOT undo operations from Select Al Ctrl A other menus commands and controls Redo An Undo for the Undo Find Ctrl F Find Again Ctrl G Cut Copy and Paste You can cut copy and paste text from certain fields to grr others within Textbook Tracker For example you can cut text from the Title field 2 and place it in the Notes field You cannot cut and paste entire school records If Prefere
359. servations 192 Web 121 Reserving an Item 192 Return Statistics 267 Rolodex Cards 231 Routes Preferences 108 S Saving MARC MicroLIF Records 341 School Library Preferences 94 Sears Headings 87 Self Service Checkout User Level 64 66 Series 155 Settings Word Processor 123 Show Item Details 173 Patron Details 173 Show Item Copy Notes 181 Show Patron Notes 181 Show Statement of Responsibility 91 Sounds Preferences 108 113 Special Item Lists 259 Special Patrons 131 174 Spine Labels 249 Start Bookdrop 173 Start Classification Command 201 Start Classification Mode 201 State Classification Mode 201 Statistics Patron 136 Student Aide User Level 61 Subjects 157 W Summary 161 System Analysis 222 Web Preferences 121 System Requirements 15 Window Colors 83 Word Processor Preferences 121 123 7 TAB Delimited Records 324 Taking Inventory 195 Temporary Items 201 Title 152 Title Statistics 162 Tool Tips 84 Transaction Command Line 171 Transaction Log 170 Transferring data from Alexandria v3 32 Transferring data from Alexandria v4 32 U Update Circulation Records 311 Updates Alexandria 312 Usage by Item Policy Report 268 Usage by Item Patron Policy Report 271 Usage by Patron Policy Report 269 Usage by Patron Item Policy Report 270 Usage by Period Report 266 User Access Levels 61 Utilities Catalog 314 Circulation 311 Database 313 Item 275 289 Overview 273 287 299 309 Patron 301 302 Replace Informat
360. special special reading programs at risk students special education students or any other group you find useful The categories can be used to select patron records circumstances regarding a patron For example you can enter an alert message to pass on to the patron next time the patron is in the institution school The alert message automatically appears on the Circulation window when you enter the patron s barcode number General Notes This field is used for additional comments about a patron These comments can be viewed only from the Administrator Workstation When any notes exist for a patron a Notes button appears under the patron s picture on the Circulation window when he she is the Current Patron Click the Notes button to view the notes entered for this patron 136 Textbook Tracker User s Manual Patron Information Fields Patron Management Statistics hi eo The Statistics tab includes statistics about the patron s use of the institution school Next Ctri Textbook Tracker automatically generates this information and you cannot modify it Last Ctrl Shift Browse Ctrl B 7 1 190806 Patrons Lock Record Ctrl U F Al al pb Last Name 4 New Patron Ctrl N Barc 1e Standard Patron 1 Active FB Unknown _ F Duplicate Ctrl D Remove Patron Ctrl R Paste Patron Picture CtrlH Y Remove Patron Picture Show Details Ctrl Shift D Show History sample 1831 Fort Union Blvd
361. splayed in this window General Notes Contains the first General Note for this title Only the first 500_a note in the MARC record is displayed in this window 160 Textbook Tracker User s Manual Summary Item Management Summary Contains a summary of the title The summary appears in the Title Detail window and can be viewed for easy reference If a user knows what a book is about but not the title or author they can search for the item by words in the summary Only the first 520_a summary note in the MARC record is displayed in this window Textbook Tracker User s Manual 161 Item Management Statistics Statistics The Statistics tab shows information that is collected automatically during circulation This information helps assess school and item usage It can be used for ordering additional copies of items in high demand or weeding out infrequently used items The information displayed is a summary for all copies and cannot be modified Copies Available Accession Date Lifetime Checkouts First Use Date Last Modified Last Use Date If you have a multi collection Textbook Tracker License and are using the Central Administrator Client an additional window will be visible showing all the collections available in your database Each collection has its own Statistics information 162 Textbook Tracker User s Manual Attachments Item Management Attachments The Attachments tab shows documents videos
362. ss to information about the patrons who use your textbooks Patron reports can create lists notices cards and labels To prepare a Patron Report follow these steps eeo Reports Patrons Patron List gr Reports Special Reports Patron Reports Textbook Titles Textbook Copies Circulation Reports Usage Statistics All Patrons Step 1 Choose Patron Reports from the Reports menu Step 2 Choose the type of report you want from the Report Name drop down menu Step 3 Choose whether you want to have your report Detailed 1 Line or any other format that s available from the Format drop down menu Step 4 Choose how you want this report sorted under the Sort By drop down menu Step 5 Use the Select By drop down menu to select what patron record information to include in this report Step 6 Click on the Print button to prepare the report Step 7 Make any desired changes using the Virtual Word Processor tools Step 8 To send to the printer either click on the printer icon or choose Print under the File menu The following sections describe Textbook Tracker s Patron Report Names Formats Sort By and Select By options Textbook Tracker User s Manual 223 Patron Reports Patron List Patron List Patron List Paton Desk Referente This report prepares a wide range of information about the patrons using your Patron Payment History Sie Refund Letters institution Fatron Counts Ba
363. st Copy Collection and Copy Location see Display Preferences on page 83 When Authority Control is enabled every time the user tabs out of an Authority Control field Textbook Tracker checks to see if the current data has been defined before If it has the cursor moves to the next field If it has not an Authority Control selection list appears The user can choose to add the current entry or select a previous entry by double clicking on the selection When Authority Control is not enabled the user can still check their entry by exiting the field with an lt opt ion tab gt on Macintosh or lt ctrl tab gt on Windows If the term is not set the Authority Control selection list appears If the term is set the cursor moves to the next field The Series Authority Control window gives a list of terms close to the one in the current entry field The user can select an item in the list by double clicking on it or by clicking the Select button If the new term isn t in the system but is valid the user can add it by clicking Add to List 144 Textbook Tracker User s Manual Using the Items Menu Items First Previous Next Last Browse First Copy Previous Copy Next Copy Last Copy Browse Copies Find Unlock Record New Title Remove Title Add Copy Remove Copy Duplicate Title Duplicate Copy Transfer Copies From lt gt 36D lt gt 36 T DEA Show Details Show Title Editor Show Author Editor Item Ma
364. st PA po Homeroom N Standard Patron System Patron Step3 Click on the Create Quick Report button When the following window appears name the Quick Report you just created 966 Query Step4 Click on OK to save the Quick Report you just created otherwise click Cancel Step 5 To view your saved report formats templates select Quick Reports from the Reports menu Textbook Tracker User s Manual 209 Introduction to Reports Using Quick Reports Reports Using Quick Reports Special Reports Use the following steps to use the Quick Reports you ve saved Patron Reports Step I Textbook Titles Select Quick Reports from the Reports menu Textbook Copies Circulation Reports Usage Statistics Quick Reports Step 2 Step 3 Step 4 210 Textbook Tracker User s Manual Double click on one of the report names or select a report and click Print or select Print from the File menu to prepare the saved report To remove a Quick Report select it and click the Remove Report button To edit a Quick Report select it and click the Edit Report button Make the necessary changes and click Save For label reports you can check Skip Some Labels if you don t want the labels to print starting on the upper left corner or if you don t want them to print consecutively A window will appear displaying the label sheet layout click on the labels that you want to skip
365. syd or yesterday is the same as entering 4 6 2010 tomorrow or tm Entering these commands into a date field is the same as entering tomorrow s date For example if tomorrow s date is April 8th 2010 then entering tm or tomorrow is the same as entering 4 8 2010 lastweek or IW Entering the 1w or lastweek command will subtract seven days from today s date For example if the current date is April 7th 2010 then entering lw or lastweek is the same as entering 3 31 2010 March 31st 2010 nextweek or nW Entering the snw or snextweek command will add seven days from today s date For example if the current date is April 7th 2010 then entering nw or nextweek is the same as entering 4 14 2010 April 14th 2010 lastmonth or Im Entering the 1m or 1astmonth command will subtract thirty days from today s date For example if the current date is April 7th 2010 then entering 1m or lastmonth is the same as entering 3 8 2010 March 8th 2010 nextmonth or nm Entering the nm or snextmonth command will add thirty days from today s date For example if the current date is March 8th 2010 then entering nm or nextmonth is the same as entering 4 7 2010 April 7th 2010 lastyear or ly Entering these commands into a date field is the same as entering today s date but last year For example if today s date is April 7th 2010 then entering std or today is the same as entering 4 7 2009
366. t Copies Remove Discarded Copies Remove Copy Transactions Match Title Call Numbers Match Title Policies Titles Remove Archived Copies Titles Remove Archived Copies This utility removes all copies that had their status set to archived between the Starting and Ending dates specified If you leave the Starting Date blank Textbook Tracker uses January 1 1900 If you leave the Ending Date blank Textbook Tracker uses January 1 2050 Thus if you leave both dates blank all archived copies will be removed The title record will also be removed if the Remove titles without copies checkbox is marked and there are no remaining copies for that title Verify Replace Information Modify Call Numbers Remove Title Remove Copy y Remove Archived Copies Remove Lost Copies Remove Discarded Copies Remove Copy Transactions Match Title Call Numbers Match Title Policies All Titles Remove Archived Copies Select By Options The Remove Archived Copies Select By options are the same as the Titles Reports Select By options for a complete listing please see Textbook Title Reports Select By Options on page 242 280 Textbook Tracker User s Manual Titles Remove Lost Copies Title Utilities Et Titles Remove Lost Copies sopies This utility removes all copies which had their status set to lost between the Starting on and Ending dates specified If you leave the Starting Date blank Textbook Tracker uses Check for
367. t can be reassigned by the system but not by the user Server A computer program that provides service to client stations with access to files and printers as shared resources on a computer network This is useless without clients Textbook Tracker User s Manual 357 Glossary Reservation A transaction that prematurely checks out a specific copy for a specific date range Can be used for school units where the textbooks need to be available between certain dates and cannot be checked out Only the patron with the reservation can check out the copy If the copy doesn t get checked out by the person with the reservation it will return to an available status SMTP Simple Mail Transfer Protocol Special Patrons Textbook Tracker defined patrons that perform certain tracking tasks and functions i e lost items discarded items on order items on repair items archived items Symbology tThe study or interpretation of symbols or symbolism In the case of Textbook Tracker the barcode symbology studies barcode symbols TCP IP Transmission Control Protocol Internet Protocol A communication protocol between computers used as a standard for transmitting data over networks and as the basis for standard Internet protocols Temporary Items An item barcode that only exists while it is checked out As soon as the item is checked in it is removed from the system Temporary items are only visible in circulation reports or on the patr
368. t costs for items that don t have an individual replacement cost specified in the copy record The default is 620 00 Textbook Tracker User s Manual 105 Policy Preferences Global Policies Preferences Number of times item can be renewed Enter a value to set the number of times items under this policy can be renewed If you don t allow items to be renewed set the number to 0 The default is 1 If a patron tries to renew an item that has already been renewed the maximum number of times a warning message will appear at the Circulation window indicating that the patron has exceeded the policy limit for renewals Open days required between reservations lf your school requires time to process an item that has been returned this setting will enforce the processing time between reservations For example certain equipment may need to be calibrated after each use If the calibration time takes two days and you enter the value of two days in this preference Textbook Tracker will make sure that reservations are separated by at least two days Default is 0 days Hard due date Using this policy you can set a fixed due date for all items If the due date entered here is after today s date it is used as your due date Otherwise Textbook Tracker computes a due date according to other policy settings Default is blank Hold requests for these items are allowed Check this box to allow patrons to place hold requests on
369. tandard Patron v Active v Female Marissa Dasada 1831 Fort Union Blyd Address 2 Salt Lake City LIT United States of America Paste Patron Picture CtrlH Y Remove Patron Picture Show Details Ctrl Shift D Show History Personal Info Motes Statistics Attachments Contact Hotes Hert Notes Marissa s mother can be contacted at 555 7789 let notes appear in circulation every time this patron borrows or returns a book How to track this patron or the patron s legal guardians Use to track names phone numbers cell home fax and email addresses Categories General Motes User defined patron categories General notes are accessable in circulation and show hen the Notes button in the current patron windows in ciruclation is clicked NOTE Contact Notes ldentifies the parent or guardian you need to contact in case If any notes exist for a of emergency Enter the contact name address and phone number if it is patron a plus sign different from the patron s address and phone number You may enter more appears next to the than one name and address patron s name on the Circulation window You Categories Enter information about groups the patron belongs to Such as can enter a plus sign lt gt on the command line in the Circulation window to display the note when the for reports patron is the Current Patron Alert Notes This field is used to make the administrator aware of
370. tation Any client machine s Local preferences will automatically override its Default Local preferences but only for the machine whose Local preferences were changed Like Global preferences Default Local preferences are configured and stored on the Textbook Tracker Data Station However they too can be remotely configured on a Textbook Tracker client that has been accessed with administration privileges The Default Local preferences on the Data Station will be the same Default Local preferences for every single client workstation that s connected to your Data Station Hence any changes you make to your Data Station s Default Local preferences will automatically and instantly change the Default Local preferences for every client within your Textbook Tracker system network Changes to the Default Local preferences will only affect a Textbook Tracker Client Workstation if it doesn t have any previously established Local preferences Local These preferences are local meaning that they can override the Default Local preferences of an individual Textbook Tracker client workstation Global Local preferences were created in response to the needs of a local environment where each client workstation in a Textbook Tracker library system could be set up differently to reflect different needs For example your library might set up three Client Workstations all with different permissions sounds and color schemes Local
371. tatus report Although you may permanently remove an item from the Textbook Tracker system when it s lost items are quite often found again later Checking an item out to the Lost Item patron makes it easier to return it to the system because you simply check the item back in when it s found Using the Lost Item patron also makes it easy to keep track of which items have been lost so you can order new copies There are Utilities available to remove lost items according to your policies and the criteria you select Discarded Items barcode 2 To track items that are not to be used but have not yet been permanently removed issue them to this patron To return a discarded item back to in stock simply check it in To permanently remove discarded items use the corresponding Item Utility For School Use barcode 3 To keep items available for use only within the school check items out to this patron For example you may want to keep textbooks for classroom use only and not allow them to be checked out Check these items out or place a reserve on them using the For School Use patron On Repair barcode 4 To keep track of items sent for repair and not available to patrons check them out to this patron When the item has returned and repaired check them in to make them available again On Order barcode 5 To keep track of items on order permanently add the items to your collection when you order them and issue them to
372. tbook Titles Textbook Copies Circulation Reports Usage Statistics Step 1 Choose Textbook Titles from the Reports menu Step 2 Choose the type of report you want from the Report Name drop down menu Step 3 Choose whether you want to have your report simple or detailed by selecting from the Format drop down menu Step 4 Choose the order by which you want this report sorted under the Sort By drop down menu Step 5 Use the Select By drop down menu to select what title record information to include in this report Step 6 Click on the Print button to prepare the report The following sections describe each of Textbook Tracker s title Report Names Formats and Sort By and Select By options Textbook Tracker User s Manual 237 Textbook Titles Reports Item List v Item List ltem List Publication Date Summary These reports are used to view title information for the records in your collection Item Analysis 8 G Reports Textbook Titles v Item List 1 ir F Title Call Number WPi Publication Date Summary Item Analysis All Titles Item List Report Formats Summary I Line The report contains basic information about each selected title Use this Detailed report when minimal information is required MARC Summary A simple report compiled in a compact format with one or two titles per line The report contains everything found in the 1 line report but the information is easier to r
373. tbook Tracker User s Manual 57 Administration Preferences Activating Security Activating Security New Document Check the Require User Login box on the Administration preference window to eee activate Textbook Tracker s Log In security window The default setting for new Close All institutions is OFF When this box is checked and new users have been created Textbook Tracker will require a username and optional password when launching the program ret To immediately activate or when activating for the first time Textbook Tracker s Log In Save As security you should select Restart from the File menu Save as Attachment Revert The username entered during registration is recorded to the Transaction log Import Export Accessing Textbook Tracker as a Different User Utilities Sometimes you may need to access Textbook Tracker as a different user so that you have permission to perform certain tasks For example if you setup a Client Workstation for use by a Student Aide you may need to log in as the District Institution Administrator to do a task the Student Aide does not have authorization for Page Setup Print To access Textbook Tracker with a different user name than the one you launched the program under choose Restart or Log Out from the File menu When the Log In window appears enter the appropriate Username and optional Password and click Log In to access Textbook Tracker Password Ca ER Make s
374. tbook Tracker can import patron information files in tab delimited format Most word processing and spreadsheet applications support files in tab delimited format Rules for Importing Patron Information When importing patron records Textbook Tracker first checks if barcode numbers and ID numbers are being imported If they are Textbook Tracker makes sure these numbers are unique and not already in use by another patron e Textbook Tracker looks for a header that contains a file designation of PT011 to specify patron information PTOL fieldcode fieldcode lt return gt e During import Textbook Tracker attempts to locate an existing record that matches the newly imported record If an existing Textbook Tracker record is located and Allow Patron Updates is selected the existing record is updated with the imported information If Allow Patron Updates is unchecked the matching import records are ignored If no records in the system match a new record is added e In looking for matching records Textbook Tracker first checks the patron bar code then the community ID and government ID If no matches exist the import record is considered a new record New records are assigned barcodes and policies based on the preferences you ve entered in the Import window e Textbook Tracker v3 supports Textbook Tracker v2 patron headers for com patibility with older data transfer systems Uses for Patron Import and Export The patron i
375. tems were purchased 166 Textbook Tracker User s Manual Copy Information tab Item Management Copy Notes Copy Notes Copy Notes Enter general comments about this copy When a copy has notes a Notes button appears in the Current Item section of the Circulation window For example if a copy is damaged you can document the damage in this field Click the Notes button to view the Copy Notes Copy Notes are shown at 852 z in MARC records Alert Notes This field is used to make the user aware of special circumstances regarding a specific copy When a copy circulates with multiple parts Alert Notes can remind you on check out and check in that it includes multiple parts if that information is entered When the copy is accessed from the Circulation window an Alert Note window appears Alert Notes are shown at 852 x in MARC records If a copy has any notes at all two plus signs appear next to the item name in the Current Item section of the Circulation window Enter the command on the command line to view notes for that item Textbook Tracker User s Manual 167 Item Management Copy Information tab Copy Statistics Copy Information Copy Inventory Copy Notes Barcode Copy Number Checkout Count Days incirculation Date of last use Current Status Copy policy Last Modified The Copy Statistics tab includes statistics about the copy s use Textbook Tracker automatically generate
376. the Data Station the following registration window appears Enter your Institution Name Product Codes Serial Number and Validation Code from your registration letter and click OK Language ENGLISH US v Please enter your registration information in the spaces provided This information is printed on the registration letter you received with your product Press the TAB key to move between fields Registered Ta COMPanion Corporation Product Codes F1 Serial Number 2812345 validation Codef1 23409976 guit OK That s it You ve installed your Textbook Tracker Data Station If you ve purchased a single user license you re finished installing If you ve licensed additional clients continue to the next section Installing Textbook Tracker Clients Installing Textbook Tracker Installing Textbook Tracker Clients If you have a license that supports multiple users you can install Textbook Tracker clients on other computers Textbook Tracker will install over the world wide web To install Textbook Tracker over the web make sure that you have an Administrator User Name and Password set up in the Administration Preferences of your Data Station You must have the latest Java applet installed on your computer If you don t the following steps will instruct you on download and installation procedures Step I Step 2 Step 3 Your main Textbook Tracker Data Station must be running in order for you to install clients
377. the Remove button to permanently remove the record or the Keep button to ignore the request to remove the record WARNING You cannot undo a remove When a record is removed all associated information is also removed For example removing a patron also removes any holds or reservations the patron has pending Textbook Tracker User s Manual 49 Textbook Tracker Basics The Textbook Tracker Word Processor The Textbook Tracker Word Processor Integrated into Textbook Tracker is a powerful word processor These days everyone owns at least one word processor So why is the Textbook Tracker approach to an integrated Word Processor so much better Here are a few reasons e The word processor is used throughout Textbook Tracker to display reports and other informational windows In most programs this information is dis played in a standard window e Allows users to save reports for future reference Word processor documents can be viewed saved and printed e Allows users to customize reports You can pick the font eliminate unwanted information enter notes change the font size update the heading and much more You can have your reports done YOUR WAY Quickly create your OWN reports by cutting and pasting information from Textbook Tracker reports e Send reports to others via email attachments since you can save reports you can electronically send them The Textbook Tracker word processor can open HUGE files that ma
378. the following directory Hard Drive gt Users gt Shared gt Library gt Application Support gt Textbook Tracker Support On a Windows machine the shared application folder should be kept here e Hard Drive typically C gt Documents and Settings gt All Users gt Docu ments gt Textbook Tracker Support Note and Warning Alerts NOTE Look for a box like this for special notes or comments that should be carefully examined by the user WARNING Look for a box like this for warning messages or important comments that should not be ignored 2 Textbook Tracker User s Manual book Tracker Te Preparing for Textbook Tracker This chapter provides information about how to prepare for Textbook Tracker Automating Your School Overview Use the following steps to prepare for Textbook Tracker automation Step 1 Develop a secure backup strategy Step 2 Determine a strategy for entering your item information Step 3 Determine a strategy for entering your patron information Step 4 Barcode your collection Step 5 Install Textbook Tracker Step 6 Set your school institution preferences Step 7 Add your Item Information Step 8 Add your Patron Information Step 9 Develop a machine maintenance strategy Step 10 Develop a Textbook Tracker maintenance strategy Step 11 Evaluate the security your Data Station and situation requires Archiving Your Data Textbook Tracker has a built in archiving
379. the following information for each selected copy call number title author copy number barcode number vendor cost purchase amp replacement collection funding location and accession date This report is similar to the detailed item list but includes information for each copy of a title Copy List Summary A simple report that tells you how many copies there are of a title how many are available how many have been lost and how many are out Copy List Sort By Options See page 249 for complete and detailed descriptions of Copy List Sort By options Copy List Select By Options See page 250 for complete and detailed descriptions of Copy List Select By options 244 Textbook Tracker User s Manual Inventory Textbook Copies Reports 7 Copy List Inventory Inventory Barcode tabels These reports are used for inventory purposes An inventory date range is generally Barcode Labels with Call Numbers i f Copy Status Details required to run these reports Items with an inventory date in the past month are Status considered inventoried 66o Reports Textbook Copies aa v Inventory jed Items T Barcode Labels Barcode Labels with Call Numbers Copy Status Details Status ting Date Feb 17 2004 ENGE ing Dat Mar 18 j 20 04 Inventory Date No Selection Cancel 1 Inventory Report Formats Inventoried Items A report listing all items whose inventory date falls between a sp
380. their loan period a warning message will appear and that patron s loan period will be cut short Default is 1 Hard due date Date in which all items i e everything is required back to your school or institution Generally this date is set for the end of a school year end of semester or quarter changes When you enter any type of specially formatted information such as dates you can enter values in a wide range of formats For example you can enter the date December 1 2004 as Dec 1 2004 or 12 1 04 or 12 1 04 or 12 1 04 If the year is 2004 you can just enter 12 1 If the current month is December you can just enter 1 Default is blank Hold requests for these items are allowed Hold requests for this item type will be allowed Default is checked Use calendar This is the calendar used for the options below All changes made closed dates period due dates etc will be generated by Textbook Tracker using this specific calendar Default is Standard Items are due on Use this drop down menu to select Any day meaning item due dates are based on the Number of days these items can be loaned option or Monday through Sunday If you select a day of the week from this menu all loaned items are due back that same day each week If the day of the week you select happens to fall on a Closed day then Textbook Tracker will try the specified due on date again in a week If next week s due on date
381. this patron Enter an override date that matches the scheduled delivery date for these items When you receive these items check them in to make them available Archived Items barcode 6 To archive certain items and not make them available to patrons check them out to this patron For example issue items to this patron if they are kept in a special room and not generally available for Circulation Unknown Patron barcode 8 Used for items whose status you do not know i e special circumstances such as items on display temporarily misplaced items that you know aren t permanently missing Textbook Tracker User s Manual 179 Circulation Special Patrons Reasons For Creating Your Own Special Patrons You can create and remove your own special patrons to track items with unique status as needed for your school Use barcodes 50 or under for special patrons These patrons are assigned the System policy which does not restrict the number of items they can be issued The following are examples of uses for special patrons you create e Instead of using the School Patron for classroom sets which are not to leave the school create a Classroom Patron and issue reference books to this patron e Instead of using the On Repair Patron create a special patron for each vendor that repairs your items When you send an item to that vendor check it out to them for the period of time they will have the item e Instead of using the
382. thod is to use the Updates tab in the Administration preference window under Edit Preferences This utility is only available for the Data Station Client Workstations do not offer this selection You can also download the newest COMPanion and Textbook Tracker software updates from the official website www textbooktracker com Just follow the Products and Software Updates hyperlinks You must enter your Textbook Tracker registration name email address school company and serial code in order to proceed with the download If you don t have an internet connection or are unable to download the newest updates you can contact COMPanion via email or tech support and request a Textbook Tracker Update CD ROM be sent to your location You may contact COMPanion s award winning technical support team via email support companioncorp com or by calling 1 800 347 4942 Textbook Tracker User s Manual 65 Administration Preferences Performing Textbook Tracker Software Updates Global Administration Preferences There are no available Local or Default Local Services preferences Services Tab This preference allows the District or Institution Administrator to disable licensed Textbook Tracker services 000 Preferences Administration Only the services that you ve licensed can be enabled or disabled If they are not licensed they will appear as grayed out Changes will not take effect until Textbook Tracker is restarted
383. tically by policy name and within each policy by call number Each policy begins on a new page Textbook Tracker User s Manual 241 Textbook Titles Reports v All Titles Author Bibliographic Code Curriculum Code Interest Code Medium Publication Year Publisher Series Subject Title Title Call Number Title Policy Title Sequence Textbook Title Reports Select By Options Use the selection drop down menus to select which items you want to include in the report For example you can select items in a certain barcode or call number range You can enter up to six values for selection criteria using And Or and And Not Boolean Logic When you choose values in the selection drop down menus other selections appear and prompt you for Starting With and Ending With values The following is a list of selectable values for Textbook Title Reports All Titles The report includes all items Author This report includes items with authors in the alphabetic range you specify Bibliographic Code This report includes items classified under the bibliographic copy codes you specify Curriculum Code This report includes items classified with the curriculum keywords you specify Interest Code This report includes items classified with the interest level or reading level you specify Medium tThis report includes items classified with the medium code you specify Publication Year Selects items with publication yea
384. timate will be accepted by Textbook Tracker If you are using this technique to fool Textbook Tracker don t forget to explain this in your message and provide your return contact information otherwise Technical Support will respond to your fabricated email address and you won t receive the help you need System Configuration This tab contains information about your system This information is automatically attached to your email messages so our Technical Support staff has all the basic information possible to help solve your problems and questions 38 Textbook Tracker User s Manual About Help Menu Textbook Tracker Basics Textbook Tracker FTP FTP Data This tab allows the user to Send or Get Data from the COMPanion FTP site The Send and Get options should only be used when Technical Support requests a copy of your data or informs you that your data is available for download Send Data Sends the user s Textbook Tracker data to the COMPanion FTP site for Technical Support to review and in case of problems modify Get Data Used specifically to retrieve modified data from COMPanion s FTP site Simple FTP This tab allows the user to connect to COMPanion s FTP site to send and get other non data files Select highlight an FTP Host from the list field input the Username and Password that you received from Technical Support and press the Connect button You will be shown a list of files and folders from which yo
385. tion Be careful when importing statistical information The numbers you import such as Copies Available or January Usage will replace the current Textbook Tracker institution school statistics and could result in loss of information For example if the program calculates 25 as the January usage and you import the number 12 the system will now show 12 although 25 is correct 322 Textbook Tracker User s Manual Computerized Records Data Import Computerized Records Before we go further it will help to understand some basic concepts about computerized records In order to exchange information between different programs or even between different computer systems one needs to get the information into a format that many different programs can understand The standard called ASCII is widely used to exchange information between different programs and operating systems Sometimes an ASCII file is called a text file txt because all it contains is textual information ASCII files contain two types of characters standard visible characters such as numbers and letters of the alphabet and special characters that are called Control Characters Control Characters are used for special purposes to control the display or interpret the information in the file If you have computerized data you may be familiar with the lt tab gt and lt return gt control characters that are used to make text more legible When dealing wit
386. tion To view detailed information about a copy browse or find the copy you wish to view Only one copy can be viewed at a time 8 3 e Items Na Textbook Tracker User Manual i wAl Bill Schjelderup as By Barcode Copy Inventory Copy Notes Copy Statistics Standard Item e This window includes tabs with various kinds of copy information Click on a tab to view information in the tab window The following sections describe the information on each tab window Copy Information Condition Allows the administrator to describe the condition of the copy You can create a report to track copies by their condition Barcode Each copy has a unique barcode number A barcode number is required for every copy Barcodes can be up to 15 digits Textbook Tracker assigns these numbers based on the value you enter in the Title Copy Management preference window You can highlight and type over numbers in the field to change them Copy Number Textbook Tracker assigns each copy a number when it is added You can type over the copy number to change it Duplicate copy numbers are allowed The copy number is simply an alternative identification number for the school s use Textbook Tracker uses the barcode number to uniquely identify copies If you import items the copy number will not change even if the number is already used by another copy in the system 164 Textbook Tracker User s Manual Copy Information tab Item Man
387. tional special notes that may be useful Every individual Textbook Tracker machine will keep a transaction log that contains a history of everything that has occurred on that workstation It can be a valuable document if you want to examine any workstation s history The following choices are available Daily The circulation log is archived at the beginning of each day and is placed in the Log folder with a name such as Cire Log for day 20020730 yyyymmdd Weekly The circulation log is archived every week a week starts on Monday and is placed in the Log folder with a name such as Cire Log for week 20020729 yyyymmdd Monthly The circulation log is archived at the beginning of every month and is placed in the Log folder with a name such as Cir Log for month 200207 yyyymm Never The circulation log is saved but never archived Under this option the circulation log can grow to be very large 74 Textbook Tracker User s Manual Global Circulation Preferences Circulation Preferences Circulation Look for Follett Interleaved 2 of 5 If you have any items with Follett interleaved 2 of 5 labels check this box This setting looks for all barcodes that are exactly 10 digits long and removes the last three digits that Follett uses as check digits Default is OFF Charge Late Fees on Lost Iltems lf this option is ON then late fees continue to accumulate on lost books up to the max fee limit To stop charging fees on a p
388. tional Library of Medicine Headings Default is OFF Catalog National Agricultural Library Headings Default is OFF Catalog Source Not Specified Headings Default is OFF Catalog Canadian Subject Headings Default is OFF Catalog French Subject Headings Default is OFF Catalog Sears Headings Default is OFF Index 700 t as a Title Default is OFF Textbook Tracker User s Manual 87 Item Management Preferences Global Item Management Preferences Global Item Management Preferences item Management preferences contain both Global and Default Local Local preferences Leading Articles Tab This preference window allows users to specify which leading articles e g the an a should to be ignored during cataloguing and searching Since leading articles vary from language to language this preference gives the user total control over how they are defined 0 99 Preferences Global Items Terminology Print Leading Article List Where is this preference used e Titles beginning with these leading articles will be sorted by the next available word The second indicator of the 245 tag is automatically set to the correct MARC standard value for the skipped leading article e Series beginning with these leading articles are sorted by the next available word The second indicator of the 440 tag is automatically set to the correct MARC standard value for the skipped leading article e When Textbook Tracker searches
389. tiple detailed subfields and add new tags to any item title This method of entering information is far superior to that of the Title field Click on the icons to the left of the tag field to Delete or Add Tag and Subfield The order you have for Subfield within a tag is saved as displayed Tags will be saved in numerical order Any empty subfield will be removed when saved Author Enter Last name First name in the author field This is the primary author saved in MARC tag 100 a To add edit additional authors illustrators editors or composers use the Author or MARC Editor and add them as repeating 700 a or other appropriate tags If you lt opt ion tab gt Macintosh or lt ctrl tab gt Windows out of this field or if you have Enable Authority Control checked in the Miscellaneous Display Settings preference window an Authority Control Author Search window will appear allowing you to see if this author is already in your collection If it is the Authority Control search window will not appear Textbook Tracker User s Manual 153 Item Management Title and Author Editor Author Editor When you have more than one author or person responsible for the publication click on the Show Author Editor option under the Items menu or click the Author Editor icon shown below Use this editor to add modify or remove authors Please note the first author is stored at MARC tag 100 additional Authors are usually stored as MARC
390. to indicate the number of patrons to list in the copy history If you enter a valid tag_subfield Textbook Tracker will scan that point in the MARC record to find the call number If your call numbers are typically at 900_a enter 900_a in this field The default setting is blank Preserve Existing Call Numbers When this checkbox is set existing call numbers are never modified during import or automatic SmartMARC updating Default is ON Require Matching Copy Institution Code on Import When this box is checked only copy information with your institution school code in 852_a is imported All other institution school codes are ignored Default is OFF Prefer LC Call Numbers When this checkbox is set Textbook Tracker looks first for an LC Call Number when looking for call numbers in an imported MARC record Default is OFF Show Statement of Responsibility in the Title Field of the Items Window When this box is checked Textbook Tracker shows the statement of responsibility 245_c in the title field of the tem Management window Default is OFF Textbook Tracker User s Manual 91 Item Management Preferences Local amp Default Local Item Management Preferences Local amp Default Local Item Management Preferences Item Management preferences contain both Global and Default Local Local preferences Terminology Tab Use this preference window to set the default values terminology used when changing copy locations
391. tory Sort By options Inventory Select By Options See page 250 for complete and detailed descriptions of Inventory Select By options Textbook Tracker User s Manual 245 Textbook Copies Reports Barcode Labels 7 Copy list Barcode Labels nvento n This prints a barcode label for each selected item You can only print barcode labels for Barcode Labels with Call Numbers Copy Status Detalls items already in your collection To print barcode labels for temporary items select Status Custom Barcode Labels from Special Reports under the Reports menu see page 219 Other information on the label includes the item s title custom text barcode number and call number This report is designed for sheet feed Printers Use COMPanion s Laser Labels for perfect results If you want to print more than one barcode label at a time enter the number you want in the Number of Label Copies field If you want the labels to start printing at locations other than the top left of the sheet check Skip Some Labels Be Reports Textbook Copies Copy List Inventory SortB E Y Barcode Labels bes Title A Barcode Labels with Call Numbers Copy Status Details Status All Copies Barcode Labels Report Formats Laser Labels This format will print barcode labels on a three across format starting from 0 unless otherwise specified Include Call Numbers This format will print the item call numbers above the customi
392. trict Librarian 345 Contact Notes 136 Content Notes 160 Conversion Rules MARC Data 341 Copy 164 Copy List Reports 239 249 Copy Notes 167 Copy Statistics 168 Copy Usage Report 245 Custom Bar Code Labels 219 Customizing Alex Web 121 D Database Utilities 313 Default Item Medium 90 Default Item Policy 90 Defaults Word Processor 123 Defining Groups 64 66 Discarded Items 179 Display Settings 83 Display Settings Preferences 83 326 District Librarian 344 District Menu 343 344 Don t Show in Alexandria Researcher 162 Duplicating Records 49 E Edition 150 e Mail address 135 Export Patron Data 337 Patrons 337 Exporting Patron Data 337 Extent 156 F Fax 135 Field Mapping Window 326 Follett Interleaved 2 of 5 75 Font Settings 123 French Subject Headings 87 Funding Source 165 G General Materials Designator GMD 150 General Notes 136 Government ID 134 Grade 135 Graduation Date 135 Groups 64 66 H Handling Charges and Payments 191 Header Line Import Export 324 Help for Commands 172 Hold Preferences 78 Hold Requests 192 Hold Requests Report 254 Holds Web 121 Import MARC Settings 319 Patrons Settings 321 Transaction Files 331 Import Preferences 317 333 Import Export ASCII 323 Computerized Records 323 Control Characters 323 Examples 325 Format 324 Header Format 324 Importing Statistical Information 322 Item field Orders 330 MARC 323 MicroLIF 323 Overview 323 TAB Delimited Records
393. u Using the District Menu The District menu allows the user to choose which Data Station they would like to connect to When the Central Administrator is connected to a Data Station it operates exactly like a Administrator Workstation installed for that Data Station NOTE In order to use the District menu you must be logged into the Central Administrator at the Institution Director password level When you change Data Stations using the District Menu you may have to identify yourself by entering a User Name and Password Make sure you re configured as an Institution Director or Central Administrator on all the systems you ll be accessing When the Central Administrator has Local selected the program works exactly like a Single User Textbook Tracker License e To move between collections go to the District menu and select the location to connect with You may be requested to give a password in order to connect to a Data Station as if you were in the actual building You must have a valid user name and password on the remote Data Station When adding your name to the user list be sure to select Institution Director as your level status Use the same pass word in each building and the same form of your name to make logging onto the Central Administrator program easier 344 Textbook Tracker User s Manual Configuring the Central Administrator Central Administrator Configuring the Central Administrator Before you
394. u return it s clear if there has been any activity while you were gone Import Script File Command Import Script File In addition to entering transactions by typing or scanning them into the command line Textbook Tracker allows users to process commands saved in text files These text files can be created by COMPanion s portable laser scanners or by any program that creates text files Use this command to select the file to read When the file is imported Textbook Tracker processes the commands contained within it as if the user had entered them one at a time NOTE While processing commands via a transaction file Textbook Tracker does not alert you to unusual circumstances Instead Textbook Tracker takes whatever action it determines the most appropriate After reading a trans action file be sure to check the Circulation Log for any possible complica tion alerts Since this function is typically used for inventory scans Textbook Tracker defaults all transaction files to begin with the Inventory command If you are using a transaction file for purposes other than inventory you must use the appropriate command in the header file You can also drag and drop these files onto the Transaction window or use the Import command if they have the proper transaction file header Textbook Tracker will recognize them as transaction files and process them automatically 1 Textbook Tracker headers begin with
395. u can download from or upload to Use the Get Disconnect or Send buttons accordingly Textbook Tracker Help If the Textbook Tracker Help documents are installed on your system this selection brings up the Help Index vwp document Textbook Tracker Help documents are installed in the Help folder inside your Textbook Tracker folder Open Release Notes If the Textbook Tracker release notes are available this selection displays them If available this document is in your Textbook Tracker folder and is named Textbook Tracker Release Notes txt Textbook Tracker User s Manual 39 Textbook Tracker Basics File Menu File Menu New Document Ctrl Shit h Open trto The Textbook Tracker File menu provides the following selections Close Window Ctrl Close All CirlHAltH4 New Document Opens a new VWP document VWP stands for Virtual Word Save Ctrl 5 jai E aE Processor Textbook Tracker s integrated word processor Save s Open Shows the standard operating system window to locate a file When aoe you select a document in this window Textbook Tracker opens it Use this Utilities command to open VWP documents TEXT documents MARC documents Page Setup MicroLIF documents and other files for viewing Print Ctrl P oT Sees Close Window Closes the top window Restart CerlH Shift E Close All Closes all windows except for the Circulation window Exit Textbook Tracker Ctrl g Save Saves the contents of t
396. ual Can t Undo Can t Redo Cut Copy Paste Clear Select All Speak Text Find Find Again Paste From File Preferences Te Introduction to Preferences Tr m or had eee ME Ctrl 2 CtrlHShift 2 Ctrl x Ctrl C Ctrl Ctrl 4 Ctrl F CtrlH 6G Ctri Preferences are used to customize Textbook Tracker to meet your institution s specific needs You can customize security settings colors sounds default values for barcodes and restrictions for Textbook Tracker Client Workstations With Preferences you can also configure your institution s policies i e the rules that dictate how your institution is used You can set policies that determine how each item in your collection circulates and how certain patron types are allowed to use these items You can also configure policies that determine how long an item can be checked out to a patron how long a hold request can be kept and so forth 6 6 Preferences The top portion of every preference window consists of two drop down menus and two standard Textbook Tracker buttons The drop down menu on the left is the Preference selection menu Use this menu to shuffle through Textbook Tracker s various preference windows For more information on an individual Textbook Tracker preference window please review its corresponding chapter in this User s Manual The drop down menu to the right is the Local Default Local Global menu For more informat
397. uch as A An or The are ignored when specified as such in the MARC record For example The Wizard of Oz will be sorted under W This reports lists all the copies of a title between a specified range 250 Textbook Tracker User s Manual Reports Special Reports Patron Reports Textbook Titles Textbook Copies Circulation Reports Usage Statistics Prepar ing Circulation Reports Circulation reports gather information from Textbook Tracker s transactions and statistics r ecords and presents it in a number of different formats You can get lists of loaned items temporary items overdue items fines requests reservations lost items and much more In Textbook Tracker terminology circulation lists are designed for use by the administrator and circulation notices are designed for distribution to patrons To prepare Circulation Reports follow these steps GOL Reports Circulation JP j f All Transactions Cancel Step I Step 2 Step 3 Step 4 Step 5 Step 6 Choose Circulation Reports from the Reports menu Choose the type of report you want from the Report Name drop down menu Choose how you want your report Format displayed Choose the Sort By order for this report Use the Select By drop down menu to select which Patron Records to include in the report Click the Print button to prepare the report Textbook Tracker User s Manual 251 Circulation
398. ue Selection of this Operation opens the Replace Prefix and the With data entry fields Remove Prefix Removes a specified prefix in matching records Selection of this Operation opens the Remove Prefix data entry field Modify Call Numbers Modify Menu Use drop down menus to specify which call numbers are to be modified Title Copies Modifies all titles and copies Titles Only Modifies titles only Copies Only Modifies copies only Modify Call Numbers Select By Options The Modify Call Numbers Select By options are the same as the Textbook Copies Reports Select By options see Textbook Copies Select By Options on page 250 Textbook Tracker User s Manual 291 Copy Utilities Copies Remove Copy Copies Remove Copy r LE Use this utility to remove a group of copies All the selected copies are removed from n Textbook Tracker This utility does not remove copies that are checked out When copies Check for Updates are removed all reservations for the copy are also removed Database Catalog Utilities Verify Utilities OG Verify Replace Information Modify Call Numbers v Remove Copy Remove Archived Copies Remove Lost Copies Remove Discarded Copies Remove Copy Transactions Check Out v Verify Replace Information Modify Call Numbers Remove Copy Remove Archived Copies Remove Lost Copies Remove Discarded Copies Remove Copy Transactions Check Out All Copies 4 Remove titles without copie
399. ults button to restore your text with the default text Default text is as follows Overdue Notice The following items are overdue Please return them to the school as quickly as possible so that others may use these resources In Stock Hold An in stock item is being held for you Please pick it up by the specified date or it will be returned to general circulation Recall The following item is required at the school Please return it as guickly as possible Reservation Notice Please note that you have a reservation on the following items Reserved items should be picked up in the morning of the reservation start date and returned by the evening of the due date Refund Letter This is the text that is used for the Refund Letters reports that are printed when a refund has been issued to a patron contained within your database For more information on these refund reports please see Refund Letters on page 227 Default text is You have been issued a refund with the following information 80 Textbook Tracker User s Manual Local Circulation Preferences Circulation Preferences Local Circulation Preferences Circulation preferences contain both Global and Default Local Local preferences Miscellaneous Tab Additional circulation preferences i S Preferences Circulation Mi T Allow check in during check out Receipts Print Receipts on Checkout When this box is check
400. um categories such as Geography 212 and Ms Andres Users can search for the items by the teacher or course name Reports can be sorted by Curriculum Interest Code Contains information regarding the item s intended audience Be consistent in how you enter the values in this field and be sure you know what values to search for i e if you enter 8th grade as an interest category be sure you know to enter 8th grade rather than Eighth Grade Interest Level data is saved in MARC tag 521 a 1 The interest code is not always so specific Another example would be 7 10 meaning age or Junior High School to College Students 2 Depending on the MARC indicator it can be more specific 521 00 a could be reading level 3 4 521 10 a could be interest age level 7 10 521 20 a could be interest grade level K 3 Textbook Tracker User s Manual 159 Item Management Subjects Notes This tab contains content and summary notes If you provide any Contact or General Notes in these fields a Notes button will appear in the Current Item section of the Circulation window Publication Subjects Categories Summary Statistics Attachments Content Notes Contains notes about the title s content For example Content Notes for an anthology may list the works included within the anthology Separate contents by pressing the lt return gt key Only the first 505_a content note in the MARC record is di
401. unique technologies e A prioritized multi threaded scheduling system which schedules and man ages all the executable components of the program All processes within Text book Tracker are prioritized and queued automatically by our scheduler e A powerful communications system that supports TCP IP communications protocols and addressing This system can handle thousands of simultaneous messages All messages are encrypted for communications confidentiality Only authorized messages are processed by the system e A powerful relational database optimized for storing and accessing school information Saved data is encrypted for added data security The database is very high performance on a high end G3 processor with a quick disk drive it can fully duplicate up to 30 copies per second e A powerful word processor which uses its own virtual memory manager to support very large documents with small amounts of physical memory Doc uments can be freely moved between supported platforms e A class library for developing cross platform human interfaces e A proprietary toolbox of code used by all subsystems e Integrated debugging tools Integrated diagnostic and debugging systems are used throughout all our tools e A fully distributed transaction based client server architecture The server Data Station processes requests from all clients Only information necessary for processing is moved between clients and the data station This pl
402. ur report For example the Loaned Items report only Days Overdue includes loaned items but you can further restrict the report to only include loaned ZEEE items only from a specific locations using the selection drop down menus ue Late In Stock Expire You can enter up to six values for selection criteria using And Or and And Not Item Barcode Boolean Logic When you choose values in the selection drop down menus other Lost on Date fields appear asking you for Starting With and Ending With values Patron 2nd Location ee Patron Barcode All Transactions A1l transactions are examined using the selection criteria for SER each report format Patron Homeroom i Patron Name Archived on Date This report only includes items archived during a date Ester range you specify If you enter only a Starting With date Textbook Tracker will Patron School P A pr 7I i s assume a Ending With date in the far future If you enter only an Ending With Temporary Items value the Starting With value will be assumed to be in the very far past re Circulation Group Code This report includes items in circulation groups Copy Institution This report includes transaction for a specified range of copy institutions If you enter only a Starting With or Ending With selection Textbook Tracker will select all records where the copy institution matches the entered text Copy Location This report includes transaction for a specifie
403. uration Settings Step 11 Note The Textbook Tracker s User Manual is also included on the Textbook Tracker CD ROM but is not installed with the application You can double click the documentation icon on the CD ROM to open it directly or you can copy it to your hard drive and open it there If the document is copied into the Link Menu folder you can access it from within Textbook Tracker If you don t have Adobe s Acrobat Reader installed on your machine an installer is included within the Utilities folder of the COMPanion CD or from Adobe s web site http www adobe com products acrobat readstep html Textbook Tracker User s Manual 25 Installing Textbook Tracker Installing Textbook Tracker for Windows Step 12 Double click the Textbook Tracker icon to start the program If you have PPP installed but not running the Textbook Tracker Data Sta tion may try to connect through PPP If the connection window appears click Stop to keep the Data Station from connecting through PPP Step 13 Step 14 Step 15 26 Textbook Tracker User s Manual When you start Textbook Tracker the following Startup window appears If you have not yet registered Textbook Tracker a registration window appears described in Step 14 Otherwise the Circulation window appears Textbook Tracker Data Station 3 0 BCopyright 2002 Schjelderup Ltd Starting Database Quit The first time you start
404. ure that the Require User Login checkbox is marked in the Global Administration preferences window see the Activating Security section above 1 If a password was not specified when creating a new user in the Add User window page 59 then this field will not be required 58 Textbook Tracker User s Manual Adding Users v District Administrator Institution Administrator Administrator Institution Staff Administrative Aide Student Aide Self Service Check Out Self Service Bookdrop Administration Preferences Adding Users Click the Add button or lt Cmnd N gt Macintosh lt Ctrl N gt Windows to add a new user to Textbook Tracker The following window will appear requesting specific new user information eee Add User District Administrator Institution Administrator Administrator Institution Staff v Administrative Aide Student Aide Self Service Checkout Self Service Bookdrop Cancel Enter the username password confirmation password email address and then select the Level for the new user If you have not previously added any users the Level drop down menu will be set to District Institution Administrator and you will not be able to change it Once you add a District Institution Administrator you can add other new users with different access levels The District Administrator security level is only meaningful for multi school collection licenses WAN etc for all other licenses it
405. ve Clear Patron History Renew Patron cards Import Patron Pictures Keep Patron History Remove All Transactions Patrons Remove Patron Use this utility to remove a group of patrons Use the Select By drop down menu to select the patrons you want to remove This utility does not remove patrons who have items checked out or have a current balance due to the school unless you have selected the Remove Patrons with Checkouts Fines Fees checkbox Items checked out to patrons that are going to be removed are marked as Lost and any pending fines or charges are forgiven the patron is then removed When a patron is removed all their holds and reservations are also removed If there are any Patron History records all but Payment History is removed Ek 2 15 Utilities Verify Utility Type ke Replace Information Clear Patron History Renew Patron cards Import Patron Pictures Keep Patron History Remove All Transactions All Patrons Remove Patron Select By Options The Remove Select By options are the same as the Patron Reports Select By options for a complete listing please see Patron Report Select By Options on page 255 Textbook Tracker User s Manual 303 Patron Utilities Patrons Clear Patron History Patrons Clear Patron History SEE This utility removes all Patron History Records that were created between the Starting ri F E 2255 and Ending dates specified If you leave the Starting Date blank Text
406. ventory Control Circulation Inventory Control Use the function in Textbook Tracker to keep track of your collection An inventory identifies what items are contained in your school collection which have been lost and which have been found Every item in your collection with a barcode number has an associated inventory date This is the date on which you last noted that the item was located in your school Textbook Tracker automatically updates the inventory date for an item when it is checked out or checked in The I command inventories but does not check in Good to use when items are on long term check out i e where they may not be returned for years but must still be inventoried and accounted for The TB command bookdrops all lost borrowed discarded and other status textbooks as they are encountered Taking Inventory Command I B inventory date Inventory Use the I command to update the inventory date on items You can use the current date or you can enter a different date e To update items with today s date type I then lt enter gt To inventory items scan or type the barcode for the item and press lt enter gt Each item whose barcode you scan or type is updated with today s date e To update items with a date other than the current date type I and the date you want to use for the inventory followed by the lt enter gt key For example to update items with an invento
407. vidual client workstation only Textbook Track Data Station Global Default Local English Color Scheme A Terminology Sounds Espanol Color Scheme B In the diagram above there are three Client Workstations CWS connected to the main Textbook Tracker Data Station To reiterate Local preferences basically start out the same as Default Local preferences and can later be overridden locally i e on the individual client workstation For instance in the above Client Workstation A has their Local Textbook Tracker language preference set to English and their pre defined color scheme set as Philosophy Color Scheme A Client Workstation B has their Local Textbook Tracker language preference set to Espanol and their pre defined color scheme set as Religion Color Scheme B Workstation C has been set up to use different Terminology and Sounds preferences than either Client Workstation A or B In the same way Client Workstation A can have a different local color scheme different sound events or word processor defaults than Client Workstation B Users with the appropriate Administration permissions see page 65 can access and change the Data Station s Global Default Local preferences using a remote client e g a Client Workstation If changes are made to the Global Default Local preferences the Data Station will immediately broadcast those changes to all connected clients NOTE
408. w Patron command the Patrons window will appear with fields where you need Browse Ctrl B R R Find Ctrl F to add information Lock Record Ctrl U New Patron Ctrl N er Duplicate Ctrl D 1 Patr ons Remove Patron Ctrl R Last Name Paste Patron Picture CtrlH Y Remove Patron Picture Show Details Ctrl Shift D Show History 1831 Fort Union Blvd Address 2 Salt Lake City Er il companioncorp com Fill in all the data fields in the window such as First and Last Name Address and so forth to add a new record Textbook Tracker automatically copies the City State Postal Code and Country from your institution school address see School Information Address on page 95 for the new patron To move to the next data entry field press the lt tab gt key To move to the previous data entry field press lt shift tab gt To select a data entry field to edit click in the field To select from a drop down menu lt tab gt until the drop down menu you desire is highlighted and use the lt up gt and lt down gt arrow keys to make your selection The Barcode and Last Name fields are required to add a new patron Textbook Tracker automatically displays a barcode number based on the value you entered in the Next Barcode field in the Patron Management Preference window documented on page 97 You may type over this value to change it When you have added all the information you need for this patron click the Save
409. wer supply also known as a battery back up Follow your UPS directions to test its charge and capability Develop a Textbook Tracker Maintenance Strategy Corruption can occur to any database of information via hardware or operating system mishap It is recommended that you use Textbook Tracker s Rebuild utility on a regular basis once a month is usually sufficient However hardware or system failure may neccesitate using the utility more often The Rebuild utility disables all services while it is cleaning your data and can take several hours depending on the size of your data and speed of your machine You should backup or archive prior to running Rebuild just as you should with any other utilities 12 Textbook Tracker User s Manual Evaluate the Security of Your Data Station Preparing for Textbook Tracker Evaluate the Security of Your Data Station Some schools may not have the funds or hardware necessary to have a dedicated Data Station If your Data Station is accessible to your employees or patrons you may want to enable additional security that would prevent unauthorized users from deleting renaming or moving your Textbook Tracker application or Data folder Some file security may be built into your operating system some operating systems have no such security and would require purchasing third party software to provide that file security If you don t have file security on your Data Station you should be extra vigilant
410. will be assumed to be in the very far past Due Date This report includes transactions that have a due date within a date range you specify A due date has different meanings depending on the type of transaction involved For an item checked out the due date is the date an item is due back For a hold request the due date is the date on which the request expires For a reservation the due date is the date a reservation begins If you enter only a Starting With date Textbook Tracker will assume an Ending With date in the far future If you enter only an Ending With value the Starting With value is assumed to be in the far past Textbook Tracker User s Manual 261 Circulation Reports v All Transactions Archived on Date Circulation Group Code Copy Institution Copy Location Copy Sublocation Days Overdue Discarded on Date Due Date In Stock Expire Item Barcode Item Policy Lost on Date Patron 2nd Location Patron Barcode Patron Grade Patron Homeroom Patron Name Patron Policy Patron School Request Expire Temporary Items Transaction Date Circulation Reports Select By Options In Stock Expire This report only includes in stock holds that expire in the date range you specify If you enter only a Starting With date Textbook Tracker will assume an Ending With date in the far future If you enter only an Ending With value the Starting With value will be assumed to be in the very far past
411. window will appear displaying the label sheet layout click on the labels that you want Overdue List toski Payment Summary Statistics O SKIP Patron List Patron Desk Reference Patron Payment History Refund Letters Patron Counts sort By v Barcode Labels Last Nam Mailing Labels Rolodex Cards Overdue List sports Patrons Payment Summary Statistics All Patrons There are no Format options available for this report Barcode Labels Sort By Options See page 234 for the complete Barcode Labels Sort By options Barcode Labels Select By Options See page 235 for the complete Barcode Labels Select By options Textbook Tracker User s Manual 229 Patron Reports Mailing Labels Mailing Labels EE anata This report prints a mailing label for each selected patron This Mailing Labels form is designed for page printers with three labels across and down Patron Counts Barcode Labels Mailing Labels Patron List Rolodex Cards Patron Desk Reference Overdue List Patron Payment History E Payment Summary Statistics S befind Letters eports Patrons Patron Counts Barcode Labels at ss Sort By v Mailing Labels 4 Last Name Rolodex Cards Overdue List Payment Summary Statistics All Patrons Cancel RS Mailing Labels Report Formats Three Across One Across This format prints patron mailing labels on a page with labels printed in one column at a time and down Three Across Th
412. with an acf file Textbook Tracker will install the proper client Win Update Helper caf Contains the resources necessary for client installers to create a Windows Update Helper If you don t have this file you will not be able to install or update Windows based update helpers 30 Textbook Tracker User s Manual Configuring Textbook Tracker WEB Installing Textbook Tracker Configuring Textbook Tracker WEB Textbook Tracker WEB is an optional feature of Textbook Tracker This feature is activated by information you enter on the Registration window during installation Step I Step 2 Step 3 Step 4 Step 5 Step 6 Under the Edit menu select Preferences In the Preferences window select Web in the field Use the Web preference window to set preferences for Web access users see Web Preferences on page 121 To use Textbook Tracker WEB launch your web browser for example Netscape Navigator or Microsoft Internet Explorer In the Address bar URL field of your browser window enter the IP address of your Data Station the IP address is displayed in the Circulation Log when you first launch the Data Station or DNS name assigned to that IP address by your system administrator The Address bar URL field is usually at the top of the browser window On the Netscape Navigator window the field is labeled either Location or Go To If you changed the port value when setting the web preferences type a colo
413. wn gt arrow keys to make your selection When you have modified all the information you want in the record click the Save button in the upper right of the window The record is saved If you want to ignore the information you have entered click the Revert button to restore the previous record and discard your changes If you try to select another record or leave the window without saving your input the following warning message appears Message The current record has not been saved Do you wish to save it before viewing another record or window Cancel Discard Save Click the Cancel button to return to the window with your input still displayed Click the Discard button if you want to ignore the data you entered Click the Save button or lt enter gt key to save your changes If you try to save a record with a barcode that is already in use i e 1001 the following window appears You will have to change the barcode to a unique barcode or discard all changes BEG Message Barcode 1088 is already in use by another patron If you want to modify the information for a group of patrons use the appropriate utility see Copy Utility Types on page 242 128 Textbook Tracker User s Manual Using the Patrons Menu Patron Management Adding New Patrons First Ctrl Shift pees H Use the New Patron command to add a new patron to your database When you select Next Ctrl Last Ctr shift the Ne
414. x is not checked only new records are added Default is checked Use Existing Barcodes When this box is checked barcode numbers found in imported records are used as is during import When this option is not checked all barcodes are reassigned using your Starting Patron Barcode number see Item Management Preferences on page amp 7 for more information Default is checked Textbook Tracker User s Manual 321 Data Import Item Settings To view the file before it s imported select it and click on the View File button To add additional files for import drag them into the File Import List field shown below onto the Textbook Tracker program icon or onto the Circulation window Alternately you may use the Add File button to open an explorer type browser window which allows you to search your computer hard drive for files you would like added To remove a file from the import queue select highlight the file that you want removed from the list below and click the Remove File button Click Start Import to begin the import Data Import 2 Lunchroom Export headerless txt Add File During import the status of the import will be shown at the top of this window Data Import Use the Stop button to cancel the import Use the Pause Import to halt the import temporarily If you would like to continue with the import after is has been paused click on the Resume Import button Importing Statistical Informa
415. xtbook Tracker Client Workstations Catalog Utilities i Verify Utilities do not offer this selection Circulation e e Q Utilities i Check for Updates Check for Updates Operation Menu Get Read Me This operation will download your version s read me file This file will describe any changes that have occurred since the last version of Textbook Tracker Get Update This operation will query the update server to check if you have the most recent version of Textbook Tracker If a newer version exists you will be able to update 312 Textbook Tracker User s Manual Database Other Utilities Database Copies Patrons Circulation 990 Utilities Check for Updates Database Catalog Utilities Verify Utilities Database i Rebuild Database utilities allow you to correct problems with the record structures saved on your hard disk Unlike the Verify utility type these utilities don t look at individual pieces of data they look at entire records If you ve had a power outage or other serious problems with your hardware you may need to run this utility NOTE The Rebuild utility rebuilds all data files and then runs all Verify Patrons Items routines If data damage is detected it s automatically fixed Some records may not be fixed because they are irreparably damaged If unrecoverable damage is detected you ll be notified and will have to restore from a backup before y
416. xtbook Tracker User s Manual Change Location Window Circulation Change Location Window Command CH Change Institution Command Using this command which opens the Change Location Window is the same as using the individual CH_a CH_b and CH_c or the combined CH_a_b_c change location commands which are described below The only difference is that the Change Location Window accessed by the CH command makes things easier for the user because it provides an intuitive graphical user interface Enter a new name for each field that you would like to change When you are satisfied with your entries click OK to proceed with your changes or Cancel to exit Whatever you input into the blank Copy Institution field is like performing the CH_a command Similarly whatever is input into the Copy Location field is like performing the CH_b command whatever is input into the Copy Sublocation field is like performing the CH_c command Please keep in mind that blank entries won t override an item s current location values as location defaults have been set in the Item Management preferences Local Default Local Terminology tab see Terminology Tab on page 92 If you would like to override these default values with a blank one enter a hyphen in each of these fields Change Location Window The terms for Copy Institution Copy Location and Copy Sublocation can be ch
417. xtbook Tracker updates from the update server If they are available you will be able to download them Check Resource Configuration Now Clicking this button will immediately search your installation for any missing resources If you are missing resources you will be able to download them Status This will display a status report of update and resource information It will not download any resources or updates or modify your configuration in any way Update Server Address This is the IP address of the Textbook Tracker Update Server usually updateserver companioncorp com Normally this will only be changed if you are behind a firewall The Reset button will revert to the default update server address Changes will not take effect until Textbook Tracker has been restored 64 Textbook Tracker User s Manual Performing Textbook Tracker Software Updates Administration Preferences Performing Textbook Tracker Software Updates There are two ways you can perform software updates within Textbook Tracker If you have an internet connection you can check for Textbook Tracker updates from COMPanion s server If you use File Utilities Check For Updates and an update is available a description of the update is shown under the Get Read Me selection From there you can choose to update your Textbook Tracker Data Station or wait for a future date If you are sure you want to update to the newest version on Textbook Tracker an easier me
418. xtbook Tracker v2 the information contained within the ISBN Stock number field will be placed under Stock This field can be used for stock vendor or order numbers District Adoption Date this textbook was acquired by the school district State Adoption Date this textbook was acquired by the state 150 Textbook Tracker User s Manual Item Information Fields Item Management Items First Previous Next Last Browse First Copy Previous Copy Next Copy Last Copy Browse Copies Find Unlock Record New Title Remove Title Add Copy Remove Copy Duplicate Title Duplicate Copy Transfer Copies From Show Details 3D Show Title Editor lt gt 36 T Show Author Editor OA Show Patrons L Items 3l Circulation T Adding Audiovisual Equipment Your school might prefer to circulate audiovisual carts that include specific items as one group and one barcode Then again you might require patrons to check out individual items i e VCR s and televisions separately Regardless of how your school functions there n several ways you can add or check out audiovisual equipment using Textbook Tracker To add audiovisual equipment to your database go to Show Items then Items New Title It is recommended that you enter default Call Numbers i e AV AVS EQ EQU to distinguish these items from your textbooks on various reports You must also enter a default Policy Audio Visual Medium and Title SEES Ite
419. y The following sections describe the basic operational elements found in Textbook Tracker Textbook Tracker User s Manual 37 Textbook Tracker Basics About Help Menu About Help Menu TT On Macintosh there is an Apple Menu which contains the About Textbook Tech Support Tracker and Tech Support selections There is also a Help Menu which contains help Textbook Tracker Help selections On Windows all these selections are located under the Help menu Open Release Notes About Textbook Tracker Shows copyright and version information Tech Support This opens the Technical Support window allowing you to send email to COMPanion if you are connected to the internet even if you don t have a personal STMP address configured WI Technical Support Attachments Send Message Send Email If you have an open connection to the internet you can use the Send Email tab to send questions to COMPanion s Technical Support group Describe the nature of the problem you need help with or a question you need answered Click Send Message to send the notice directly to SUppOrT Ce Companltoncorp com If you haven t entered an email address in your school information preferences see School Information Address on page 95 for more information you will not be able to send email to Technical Support However Textbook Tracker doesn t check to see if this address is valid so any address that looks legi
420. y Never Add Copies Copies in imported records are essentially ignored Only the title information is imported Add Found Copies If you re updating titles and a match is made add or update the copy as appropriate If not updating titles simply add a new title for every imported record and add all copies that were included in the import record no matching matching barcodes are reassigned Use Existing Barcodes When this option is selected barcode numbers found in imported records are used as is during import When this option is unchecked all item barcodes are reassigned using your Starting Item Barcode number see Item Management Preferences on page 87 for more information Default is checked If you know for sure that your vendor assigned dummy barcode numbers with your MARC records you ll want to turn this option off to force Textbook Tracker to assign new barcode numbers according to your system preferences Allow Title Updates When this option is checked imported data will update existing titles if specific key fields match When this option is not checked new item records will be added and no titles will be updated Default is checked Typically you ll want Textbook Tracker to add new copies to existing titles or use the import function to update brief records If however you want Textbook Tracker to create new title records for each MARC record imported unchecked this option Checked If the title
421. y about the format of the bibliographic data you receive What Are MARC amp MicroLIF Records MARC MAchine Readable Catalogue records are designed for computers to communicate with each other For the casual users these records are difficult to read Even if you have the proper training they can be hard to decipher Most users patrons of your institution school won t know what a MARC record is let alone know how to read one Textbook Tracker takes the information in the MARC record and converts it for human usage within the program Textbook Tracker can save a copy of the MARC record for transfer to other computer users The format that Textbook Tracker displays is called MicroLIF MicroLIF Microcomputer Library Information Format records can contain the same information as MARC records but they are much easier for you to read There are some examples of this at the end of this chapter Saving MARC MicroLIF Records Although the MARC MicroLIF formats are industry standards the type and location of some information located within the MARC record varies from vendor to vendor In order to be compatible with as many different vendors as possible Textbook Tracker automatically analyzes the MARC record in order to extract the information required for your institution school Conversion Rules During Import Textbook Tracker takes an entire MARC record into memory and then searches for matching information to use with Textbook T
422. y this file to your Textbook Tracker v3 folder Step 16 Drop this file on top of the Textbook Tracker v3 Data Station Circulation window or program icon Or select the Textbook Tracker v2 Data file using Import from the File menu Step 17 The Import window is displayed OAD Import mort Information Import File TextbookTracker v2 Data EEEEEEEEEEEEEEEEEEEEEE W Archive First Step 18 Click the Start button to begin the data transfer process You may check the Archive First option if you would like to make an archive of your current data before import For more information about archiving your very valuable data see see Archive Preferences on page 67 34 Textbook Tracker User s Manual Transferring data from Textbook Tracker v2 Installing Textbook Tracker Step 19 Step 20 Step 21 otep 22 As your data is being imported you ll see the Circulation Log updated For best results don t use your computer for other activities until the import is complete You should save your Textbook Tracker v2 Data and v2 backup file for archive purposes Congratulations When the import is completed you are ready to use Textbook Tracker v3 to manage your collection It is recommended that you review and renew all of your preferences as there are several new options calendars and passwords that do not transfer from Textbook Tracker v2 Textbook Tracker User s Manual 35 Installin
423. you have modified the copy information you want to change click Save When you have modified all the title record information you want click the Save button in the upper right of the window The record is now saved If you want to ignore the information you have entered click Revert to discard your changes If you try to select another record or leave the window without saving your input the following warning message appears Bo Message The current record has not been saved Do you wish to save it before viewing another record or window Cancel Click the Cancel button to return to the window with your changes still intact Click the Discard button if you want to ignore the data you ve entered Click the Save button or lt enter gt to save your changes 1 You can set a preference to automatically save changes see Automatically Save on page 85 Textbook Tracker User s Manual 143 Item Management Using the Items Menu Items First Previous Next Last Browse First Copy Previous Copy Next Copy Last Copy Browse Copies Find Unlock Record New Title Remove Title Add Copy Remove Copy Duplicate Title Duplicate Copy 36D Transfer Copies From Show Details 3 D Show Title Editor lt gt 36 T Show Author Editor lt 3A Authority Control Authority Control is available for the following item fields Title Authors Publisher Series Subject Terms Categories Bibliography Curriculum Intere
424. zable text of the barcode labels Barcode Labels Sort By Options See page 249 for complete and detailed descriptions of Barcode Labels Sort By options Barcode Labels Select By Options See page 250 for complete and detailed descriptions of Barcode Labels Select By options 246 Textbook Tracker User s Manual Copy Status Details Report Formats Textbook Copies Reports Z Copy ist Copy Status Details Inventory Barcode Labels Barcode Labels with Call Numbers This report prepares a list of all the copies in your database including their status e details Items loaned to special or inactive patrons barcode numbers between 1 and 50 are not included in this report Temporary items are also not shown on this report Copy List Inventory Barcode Labels Barcode Labels with Call Numbers v Copy Status Details tbook Copies All Copies z 1 z Copy Status Details Report Formats I Line Includes primary transaction information for each item The report includes each patron s name and barcode and each item s title call number barcode and due date An asterix indicates overdue items Copy Status Details Sort By Options See page 249 for complete and detailed descriptions of Copy Status Details Sort By options Copy Status Details Select By Options See page 249 for complete and detailed descriptions of Copy Status Details Select By options Textbook Tracker User s Manual 247 Text

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