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Public Library Basic Training Manual

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1. Log in as an operator in the Web Librarian Username Alex Password Alex Click on the Alexandria symbol and select Review Management Circulation BA items Patrons FE Reports amp Operation Management or Inventory Helper KP system Preferences K Operator Preferences English FL Machine Preferences Log Out B Utilities CO Export E 69 impor Hr Review Management Hd Ay X vOv S04 Unlock the Review Management window select the review click on the desired action Soo Jax Sort By Last Modified Tm Z 2 Anderson Daria A sunbumed prayer Oo Anderson Darla A sunbumed prayer Anderson Oaria eere Patron Name Anderson Darla pee ted Title A sunburned prayer Great read Time Stamp Log May 14 2010 11 04 am Created by Anderson Daria Unclassified 5 A SetUnclassi ed Set Needs Review Set Accepted SetRejected W Save Alexandria v6 Public Library Basic Training Manual G Researcher Preferences NOTES e You can move between fields on a Boolean search using the lt tab gt key e You can change the Boolean operator for an And to an Or And Not or Through by click ing on the arrow in the field with the And operator and highlighting the operator of your choice e Use the Through operator to select a range of search terms such as authors starting with A AD or call numbers 500 525 e Holds and reservations may be made from the list in the Full Results view When a Brief Results vie
2. Titles Copies General Inventory Labels Usage Collection Analysis Patrons General Forms Labels Status Usage Lexile Saved Lists Circulation Authority Control Statistics Special Acquisitions Reordering Details All Reports Titles v Copies General Inventory Labels Usage Collection Analysis w Patrons General Forms Labels Status Usage Lexile Saved Lists Circulation Authority Control Statistics Special Acquisitions Smart Barcode Labels 3x10 Spine Only Centered Spine Only Centered Large Spine Only Left Copy Labels Copy Labels Copy Labels Copy Labels ool er SelectBy i0 GG O OOOO GT OA ee Copy Accession Date v yesterday PY Copy List Summary Copy Status Copy Status Details Create New Saved Report Loved to Death Create New Saved Report Alexandria v6 20 2 Public Library Basic Training Manual All Reports Titles General Publication Date Summary Cards Bibliography Copies General Inventory Labels Usage Collection Analysis Patrons General Forms Labels Status Usage Lexile Saved Lists Circulation Authority Control Statistics Special Acquisitions Create New Saved Report Super Summary All Reports gt Titles Copies General Inventory Labels Usage Collection Analysis Patrons State Reports Copy Analysis Circulation Authority Control Statistics Special Acquisitions Create New Saved Report Alex
3. e Puta hold on Stories from the Old Testament for Michelle Sciera 1026 Alexandria v6 Public Library Basic Training Manual 19 20 Keri Dobbins 1020 is teaching a unit on European history next month She always uses the item Brave Deeds How One Family Saved Many from the Nazis 3456 She wants to reserve it so that she is sure it will be available for the first full week next month Renew Young Cam Jansen and the Zoo Mystery 3462 Alexandria v6 Public Library Basic Training Manual 4 Special Circulation A Statistics Mode Y and Y 1 You have just picked up all the books left on the library tables which were used in house You want to record usage of these books not only to increase your circulation statistics but to track usage of these items Bury Me Not in the Land of Slaves 7818 Bound for the North Star 7052 and Harriet Tubman 8360 Growing Up in Slavery 6446 was used 8 times To use Statistics mode e Type Y and press lt enter gt e Scan the barcodes of the item s e When finished type a period and press lt enter gt To record multiple statistics for items e Type Y and the number of usages to record and press lt enter gt e Scan the barcodes of the item s e When finished type a period and press lt enter gt B Charging Damages DL and Fees F 2 Maryjane Lou Coots returned What Have You Lost Poems 3091 with slight water dam age Charge her 3 for the damag
4. lt space gt and the text you want entered in that field i e V B 8th Grade Summer Reading List 2010 and press lt enter gt Scan the barcodes of the items to have this keyword s assigned When finished type a period and press lt enter gt NOTE Possible areas to use with this command are B Bibliography C Curriculum I Interest Reading Code S Subject R Study Program P Point Count T Test Number H Holding Code Alexandria v6 Public Library Basic Training Manual 37 G Importing Items from a Vendor File To import item records from a vendor file Item records may be imported into Alexandria in MARC MicroLIF or tab delimited formats e Go to Tools on the menu bar and select Import You may also drag the file from your desktop on top of Alexandria AN Data Import Drag and drop files here to import data into Alexandria Item Settings Patron Settings Starting Item Barcode113000002 Use Imported Barcodes Site CDL Reassign Duplicate Barcodes Copy Location Allow Title Updates Copy Shelving Require Exact Title Match Funding Source 1 Require Matching Site Vendor Require Matching Location Item Policy Standard Item Use Policy Mapping OOoodoos88 Copies Always Add Copies Set Copy Status In Processing e Check the Archive First option checked on the Status tab e Click on the Add icon under the File field in order to add a file to the li
5. If this isn t the current pane click on the Letter icon to bring this pane to the front e Click on Send to send the message NOTE You cannot email Technical Support if you do not have a return email specified in your Site Information Preferences and if you do not have an Internet connection 6 Alexandria v6 Public Library Basic Training Manual D Alexandria Help Alexandria provides built in Help documents These can be accessed in either of two ways In the upper right corner of each Alexandria module window is a in a circle This is the Help icon If you click on this icon it will open the help document associated with that window from the Alexandria Wiki The second method is to view an index of all the help documents at one time The Alexandria Help Index gives a list of the help documents grouped in categories If you would like to view the help documents in an alphabetical listing there is a link on the Alexandria Help Index that will take you to a help index that is in alphabetical order To view the Help Index e Click on Help on the menu bar e Select Alexandria Help e Click on the desired Help document E ListServs and Tech Notes 1 Alex Net Alex Net is a friendly forum that allows Alexandria customers to post questions problems and product ideas Posted messages are then sent by email to the members of Alex Net This forum enables users to help other users share tips and tricks or ask and answer questions abo
6. Barcodes Special Barcodes Special Barcodes gt gt gt i gt gt gt gt gt Acquisitions B Patron Reports 48 Expired Patrons All Reports Titles Copies vy Patrons General Forms latas Patron List Detailed Status Patron Overdue List Patron SIF Updates Create New Saved Report Usage Lexile Saved Lists Circulation Authority Control Statistics Special Acquisitions Create New Saved Report Alexandria v6 20 2 Public Library Basic Training Manual C Items Reports All Reports Titles vy Copies General Inventory Labels Copy List summary Copy Status Usage Copy Status Details Collection Analysis Reordering Details Patrons General Forms Labels Status Usage Lexile Saved Lists A Cay Ca umbar Startna Wi Tes rng We fer ja Circulation Authority Control Statistics Special Acquisitions 1900 1998 Create New Saved Report All Reports Titles v Copies General Inventory AR Spine Labels Copy Labels Labels Barcode Labels 2 line custom 3x10 Copy Labels Usage Envelope and Spine Center with Scannable Barcode Copy Labels Collection Analysis Envelope and Spine Centered Copy Labels Envelope and Spine Left Copy Labels Patrons Circulation Authority Control Statistics Special Acquisitions Tomorr Last Wei Next We Last Mo Create New Saved Report Alexandria v6 20 2 Public Library Basic Training Manual 50 Spine Labels All Reports
7. Save button in the upper right corner of the window Alexandria v6 Public Library Basic Training Manual 35 You will be asked if you want to add a copy If so click Yes and fill in the fields on the Copy Information tab s subtabs Add or modify the Call Number for and select the proper Policy for the copy if these are different from the Title Call Number and the title s Policy Click Save when finished on both the Copy Information tab and the Title Information tab s subtab when all copies have been added click on Save in the upper right corner of the Item win dow D Cataloging a Website 3 You have found a wonderful website on Japanese American internment camps that you want to your database To catalog a website go to Show on the menu bar and select Items from the drop down menu Click on the Actions gear icon at the bottom of the left pane and select New Record Manually from the drop down menu Enter the name of the website in the Title field change the policy to Web and the medium to URL Enter any other information that you desire on the Title Information subtabs Publica tion Subjects Categories Notes and Summary Click on the Links tab and then click on the Add icon at the bottom of this tab in the right pane of the window In the URL Attachment Definition window enter the name of the website in the URL Name Description field and type or paste the URL in the URL Location field http www asia
8. Support US amp Canada 801 943 7752 FAX worldwide email info companioncorp com Web http www companioncorp com http www goalexandria com Listservs alexnet companioncorp com librarianscorner companioncorp com announcements companioncorp com 1 Introduction A Introductions Trainer and Attendees B Training Outline and Manual C Safe Seven Table 1 Librarian Controller Person in Host Staff Manager Charge Librarian Librarian Person in Host Staff Charge Librarian Techs Techs Host Staff Librarian Librarian Person in Host Staff Charge Librarian Controller Person in Host Staff Manager Charge Librarian Librarian Librarian or Librarian or Person in Person in Charge Charge Library Staff Library Staff Library Staff Library Staff Library Staff Library Staff Library Staff Library Staff May be changed by Librarian however suggest that these be left as set by Host Staff 1 BACK UP BACK UP BACKUP COMPanion recommends that you keep a minimum of NINE backups at any given time Backups are saving complete copies of your Data folder to some external medium be it on CD ROM an external hard drive a flash drive or a file server You should keep at least one backup per day of the week plus four previous Fridays We never discourage customers from keeping additional backups If you are using the same drive to store all the backups remember to rename the Data folder t
9. add to the Temp Basket To pick items for the Temp Basket click drag and drop on the Temp Basket You may also click Add to List in Full view or the Item Results window E Item Record Home Login Search New Search Searched dogs Filter By Medium book Item Details Amazing wolves dogs amp foxes Site Information M 4 Browse Results O Reset Search Reload Window RESMDN OTA Amazing wolves dogs amp foxes 1991 amp AMAZI NC 7 a by Mary Ling photographed by Jerry Young ill by Angelika Elsbach and DOGS amp FOXES A Text and photographs introduce amazing members of the Canidae family including the gt dingo the grey wolf and the Arctic fox S 2 Lexile i e AD920 Availability 3 of 3 0 on hold P k book One ty RON T l ng Mary Young Jerry TOTOO Elsback Angelika 599 74 LIN i Publication Information Publisher New York Knopf 1991 Series Eyewitness juniors 16 Extent 20 p col Il 24 om Citation Ling Mary Amazing wolves dogs amp foxes Series in Eyewitness juniors 16 New York Knopf 1991 ISBN 0679915214 Subjects Animals Foxes rr Dogs VI Wolves Sank Duk Canidae Foxes Dogs Wolves Alexandria v6 20 0633 Copyright 2011 All rights reserved F Reviews a Preference Settings e Go to Edit on the menu bar and select System Preferences e Click on Security in the System Administration category e Double click on a
10. available starting with version 6 0 0 that allows you to schedule reports and send them as email attachments Setting up these reports to be sent out automatically 52 Alexandria v6 20 2 Public Library Basic Training Manual makes management of overdue notifications or other reports so simple Yes it will take a little bit of time initially but the rewards will be endless e After the initial report has been set up go to the Schedule tab and fill in the date that you want the report to run next then set the Time drop down menus We suggest that you set this for a time of day early in the morning so that it will be there early in the morning when patrons might check their email Al Reports Titles Copies gt Patrons v Circulation Li Circulation Notice 4 Per Page Circulation Notice General Circulation Notice Detailed Circulation Notice Listings Circulation Notice Self Mailer Circulation Notice Notices Circulation Notice Simple Circulation Notice Damaged Items Letter Circulation Notice Charges and Payments Holds Reservations In Transit Special Items List Authority Control Statistics Special Acquisitions johndoe companioncorp com janedoe companio Create New Saved Report e Set the Repeat drop down menu to Daily e Check the Send Email Notification box and fill in your email address in the field provided e Click on the Overview tab and fill in a Name Descrip
11. calendar closed days Go to Edit on the menu bar and select System Preferences In the Circulation category click on Calendars If you have more than one calendar select the correct one in the left pane To close the same day of the week for the whole year e Change the Month drop down menu to January and the Year drop down menu to the desired year e Holding down the lt Alt gt Windows or lt Alt Option gt Macintosh key click on the day label at the top of the calendar e When asked if you want to close the day for the rest of the year click on Yes To close consecutive days click hold and drag from the first date through the last date To close one day click once on the desired date To set a Period Due Date click twice on the date To clear a date click through the cycle once closes the date second click sets a Period Due Date third click clears the date Click on Save in the upper right corner of the window to save changes D Circulation Rules Barcodes E Patrons Items F Researcher NOTES 60 Alexandria v6 Public Library Basic Training Manual 10 Alexandria Quick Start Checklist For those who have not set up Alexandria the following is an ordered checklist of what to do in the order you should do these things A Install Alexandria B Import Items C Utilities a b Set Archives Schedule Set Rebuild Schedule D Set System Preferences a h Site Informatio
12. e Set the Replace drop down menu to Patron Policy the With drop down menu to the pol icy you want used for the selected items e Set Select By drop down menu to the desired criteria and fill in the Starting With and Ending With fields with the appropriate information e Click Run NOTE Remember if you are asked whether or not you want to Archive the answer is always Yes Alexandria v6 Public Library Basic Training Manual b Item utilities to put items on correct policies To change items to a new policy Utilities All Utilities Copies a RUN gt Titles Copies Utilities Saved Patrons Acquisitions SS a 2 Remove Discarded Copies Copy Circulation Remove Lost Copies Copy Authority Control Replace Information Copy Replace Multiple Copy Database Set Copy Condition Copy Tranefar Du Darcad Overview Selection Schedule Replace Copy Policy X With Fiction m Modify Titles amp Copies h Add Selection Remove Selection Clear All Selections Boolean Modifier Select By Operators Copy Call Number Starting With fic a Ending With fic z a v Select By Copy Call Number v Starting With fic a Create New Saved Utility Run e Go to Tools on the menu bar and select Utilities e Click on Copies in the left frame and then click on the Saved tab in the main right frame e Select Replace Information in the main
13. lt enter gt Then select the desired patron from the list in the left pane e Unlock the patron s record by clicking on the Lock icon or by choosing Unlock Record from the Patron menu e Make changes to the patron s record and click on the Save button D Deleting Patrons 3 Delete yourself from your patron list To remove a patron record e Go to Show on the menu bar and choose Patrons from the drop down menu e Locate the patron s record e Highlight the patron s name in the left pane and click on the Remove icon at the bottom of the pane NOTE If the patron has outstanding items or fines a dialog box will open informing you of this Click on OK Patrons cannot be removed if they have items checked out or if they owe fines or charges You must declare any items lost forgive any charges or fines and then you will be able to remove the patron 28 Alexandria v6 Public Library Basic Training Manual NOTES e The only required fields for a patron record are Barcode Last Name Policy Status and Gender e Alexandria will fill in the User ID and Password using the patron s last name as the Pass word and the barcode for the User ID Let s Practice e Add your favorite movie star as a patron e Assign him her to the Staff policy e Include an Alert Note that indicates that the patron left a jacket in the library e Go back into the patron record and remove the Alert Note e Remove the patron Alexan
14. the left pane of the tab e Go home The first thing in the morning on the first work day after Rebuild has been run e Click on the Special tab in the middle of the Circulation window e Click on the System Info subtab e Ifthe figures are the same no problems were found e If the figures are different there were problems found in your database that could not be repaired Call Alexandria Tech Support 1 800 347 4942 and tell them and they will be able to help you restore from an Archive and bring your data up to date so that you have all your records 4 Have a UPS Uninterruptable Power Supply or battery backup on the Data Station and test it Alexandria 6 uses TCP IP technology for its communication and operation procedures The server program called the Data Station must be running for any clients also known as work stations to search circulate run reports etc For Alexandria there is one type of workstation Alexandria Librarian Workstations If the Data Station program is not running NO ONE can view or change the data In case there is an extended power failure over the weekend it is essential that you back up your data before leaving on Friday In addition the Data Station does all the work with the data the clients simply ask the Data Station to perform various procedures As such the Data Station should be on the best machine available Since the Data Station does all the work it has the ability to prioritize
15. Alexandria Version 6 Public Library Basic Training Manual Copyright Notice Copyright 2012 Schjelderup LTD All Rights Reserved Distributed under license by COMPanion Corporation Under the copyright laws this manual or the software may not be copied in whole or in part with out written consent of Schjelderup LTD 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 NOTE Unauthorized use of these materials can result in civil dam ages and criminal penalties Trademarks COMPanion Corp Akademus Alexandria eLunchroom Lancaster MacLunchroom SmartMARC SmartScan Textbook Tracker Peripheral Vision and their associated logos and icons are registered trademarks of Schjelderup LTD used under license by COMPanion Cor poration Apple AppleTalk ImageWriter and LaserWriter are registered trademarks of Apple computer Inc Macintosh is a registered trademark of Apple Computer Inc Other trade names are the property of their respective corporations Updated 1 15 12 Alexandria version 6 21 0 Printed in the United States of America Printed 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 Technical
16. Anderson would like to renew three of her books but did not bring them with her Renew The Man Who Wore All His Clothes and Almost Home A Novel and Chicken Soup for the Pet Lover s Soul using the Renewal window NNOO irculation COMPanion Demonstration Library Check Out v Enter a Command or Barcode Darla Anderson The man who wore all his clothes 1001 Young Adult 3484 Easy Curtis Anderson 555 1532 E Ahl Checked out 5 Items O Overdue Current Charges Due 1 40 O of 2 copies available Replacement Cost 12 99 Details Notes Lookup t Details Copy Stats Notes Lookup Circulation Command Help Support i Transaction Log Renewals Title Barcode Due Date Li The man who wore all his clothes 3484 May 18 2011 The visual dictionary of baseball 5192 May 18 2011 Almost home a novel 4193 May 18 2011 Christmas in Mexico 3046 May 18 2011 Chicken soup for the pet lover s soul stories about pets as teacl 3023 May 18 2011 Head of House ina Set Due Date Renew Renew All Declare Lost To renew items not present e Enter the patron s barcode number e Click on the Renewal subtab on the Circulation tab e Select the titles to be renewed NOTE You may select individual titles by holding down the lt Cmd gt key Macintosh or lt Ctrl gt key Windows and clicking on the desired titles e Click on Renew at the bottom of the window e Respond to any circulation messages t
17. Call Number Policy Mapping re k System Preferences gt Circulation gt Policies lt gt C show an Oo Check Out Overdue Hold Reservation Other Patron Policy Adult v Exceptions Item Policy Fiction v j Aduk ADU s 7 fiction AC 2006 Stat Group Adut Stat Group Fiction Total fines alert value 2 00 Transaction Period 2110 Days v Maximum number of items checked 10 Amountofloanfee 0 00 Items are due on Any day v Default replacement Purchase value 25 00 Ignore closed days C Number of times item can be renewed 1 Use calendar Standard v Hard due date B Apply period due dates f Alert Sound on Check In CheckOut Checkin Patron policy notes a Item policy notes a v v hlel 1 Set up a Patron Policy for adults from Murray city with a Policy Code of AMC To create a new policy e Click on Edit on the menu bar and select System Preferences e Inthe Circulations category click on Policies A Patron Policy is in the left pane and an Item Policy is in the right pane Use the drop down menus at the top left and top right to change to a different policy for that pane e Click on the Add icon at the bottom of the side to which you want to add a policy e In the window that opens Add Patron Policy or Add Item Policy Alexandria v6 Public Library Basic Training Manual 57 e Give the policy a Policy Name and a Policy Short code in the Policy Name field a
18. Click on the desired Subject Click on the desired tip in the list Tech Notes Our Tech Support personnel have written many excellent Tech Support documents for your benefit These can be found on our Alexandria website To view Tech Notes Go to http www goalexandria com Click on Tech Notes under User Favorites on the left side of the window Select the appropriate Tech Notes group Select the desired Tech Note document from the list given Alexandria v6 Public Library Basic Training Manual 2 Circulation If the Circulation window is not active click on Show and select Circulation A Menu Bar B Circulation Window C Check Out OOA Check Out m Enter a Command or Barcode Camille Arnold 1003 Adult Non Fiction Melinda Jacobs 555 1775 Checked out 2 Items O Overdue No Charges Due 1 In Stock Hold 1 of 3 copies available Replacement Cost 25 00 Lookup Details Copy Stats Details IF Notes qT Notes i Lookup i Circulation Command Help Transaction Log Renewals Head of House Ttem Finished checking for overdue items to set as lost The update server is responding Patron 1103 Zelinsky Judith Alert Search returned with no results 04 27 2011 12 52 pmi Alert Search returned with no results 04 27 2011 12 52 pm Operations Operation Service started operation Copy List 1 Line 04 27 2011 12 54 pm Copy List 1 Line 711 report completed in less than one mi
19. Damage Codes or select Custom Damage e If you select Custom Damage then enter a short description of the damage in the Notes field and the amount in the Fine Amount field Lastly click on OK 3 Terry Tekippe lost his library card Charge him 1 00 To charge a fee using the F command e First make the patron current by typing or scanning the patron s barcode or using the L command to locate the patron by last name e Type the F command for Fee then the fee amount and lastly the description of the fee Press lt enter gt when finished i e F 1 Lost library card NOTE Alexandria saves you key strokes because it recognizes a non decimal num ber to represent a dollar amount e g 3 for 3 00 and single decimal fig ures are converted appropriately e g 3 5 is recognized as 3 50 To charge a fee using the Charges tab e The patron being charged must be the Current Patron e Click on the Charges tab then click on the Charge Fee button at the bottom right corner of the window e Fill in the Fee Comment and Fee Amount fields If a payment is being made or a credit is being applied fill in the Payment and or From Credit fields e Click on OK Cancel or Charge Fee Print Receipt at the bottom of the window To pay or forgive a fee or fine e First make the patron current by typing or scanning the patron s barcode or using the L command to find the patron locate the patron by last name e Click on the Charges tab
20. Leon Walter 1936 DYD MUSICAL Les Miserables The Musical That v Alexandria v6 Public Library Basic Training Manual 13 2 Locate the title Leonard Nimoy a Star s Trek To look up an item by title Click on the Command Help tab and choose Find Title or type T Type the first part of the title and press lt enter gt Click on the correct title to highlight it and then click on Select or double click on the correct title C Place a Hold on a Title H 3 Place a hold on Leonard Nimoy A Star s Trek for Tom To place a hold Scan or type in the patron s barcode to make that person the Current Patron Type the command T and type enough of the title to take you to the correct part of the title list Select the title from the list Double click on the title or click on Select to make the selected title the Current Item Type H for Hold and for the Current Item e g H and press lt enter gt You may also type H and the barcode of the item e g H1234 To place multiple holds for a single patron First scan or type the patron s barcode to make that patron the Current Patron Next type the H command and press lt enter gt in the command line This changes the mode to Hold mode Now type T and the title Select the appropriate title Type and press lt enter gt A hold will be placed on that item record NOTE Instead of the title search and the H command you may type H b
21. Security Level for which you want to set the ability to Add Edit or Remove reviews e Set the Reviews drop down menu as desired Click on Save e Repeat for all Security Levels e Click on Show All button in the top left corner of the window e Click on Rules in the Circulation category 44 Alexandria v6 Public Library Basic Training Manual e Click on the Rules tab and check the box for Enable Reviews if you wish to allow patrons to review items e Save and then exit System Preferences b Patrons Management e Click on Show on the menu bar and select Patrons e Note the check box in the lower right corner Can Review Items if this option is checked then that patron can review items 7 Darla Anderson wants to put a review on A Child Called It Username 1001 Password Anderson For a patron to add a review e Patron must log in in the Researcher Perform search to locate title Click on Stars then click on Add Review 180 Talbert Marc a book 1997 Read All Reviews 0 5 Stars 4 Stars 3 Stars 2 Stars 1 Star 0 0 0 0 0 anI A sunburned prayer e Click on number of stars and fill in text for the review Click on Submit Add a review for this title FIKIN Great read il Submit Cancel Alexandria v6 Public Library Basic Training Manual ox 45 46 As the librarian review Darla s review and decide whether to accept it or reject it
22. ad Window Settings Links Bulletin Boards Temp Basket Past Searches Past Items Alexandria v6 20 0b33 Log In New Search Searched dogs Ful te Filter By Medium book Perform a SoundsLike search for dogs ESE Search orere lt FS Link to Search Results Print Search Results 143 results retumed torn YAF ZAR Albert the dog who liked to ride in taxis Zarin Cynthia Pratt Pierre book 02004 Details Add to List Place Reservation Place Hold Link IN ateninene apisegvazrm 599 74 LIN 2 Amazing wolves dogs amp foxes Ling Mary Young Jerry Elsback Angelika book 1991 Details Add to List Place Reservation Place Hold Link IN b Ordering Results c Results Filters d Printing Results YAF CON Details Add to List Place Reservation Place Hold Link Annabel the actress starring in Hound of the Barkervilles Conford Ellen Copyright 2011 All rights reserved Format Simple List O Bibliographic Format O Citation Format O Short Details O Full Details O Notes O MARC Records O Study Program Details Alexandria v6 Public Library Basic Training Manual Print 43 e Temp Basket 6 Search for dogs Using the Search Results List select the first 5 titles then select every other title from the remaining titles on the list Add these items to the Temp Basket Per form a new search for Cats and select 6 items to
23. and make certain that the Charges pane is the one being viewed 22 Alexandria v6 Public Library Basic Training Manual e Highlight the fee or fine to pay or forgive e Click on the appropriate button Forgive Charge or Make Payment Refunds Credits pe Description Charge Fee Forgive Charge Make Payment I Edit Charge Print Charges e If you click on Make Payment enter the amount the patron is paying select method of payment etc Anderson Darla Overdue Charge 3096 Black Holes C CI Overdue Charge 3096 Black Holes RED e Click on Process with Receipt or Process to process without printing a receipt To add a note to an item record e The item copy must be the Current Item e Type and then the comment i e Ink writing on p 75 e Press lt enter gt Alexandria v6 Public Library Basic Training Manual 23 C Discard a Copy 2 Discarded Item Window 3222 The Amulet of Samarkand Make a selection from the popup menu If you select Other then you may add a short description Click on OK or press lt Enter gt when the correct reason is displayed Other v Reason loved to death 4 Remember this reason mt Cancel Discard and Change Mode 4 You have spent a busy day weeding The following books are out dated Morning Glory Monday 3507 and Life Inside the Air Force 3496 You also found several items that have been worn ou
24. andria v6 20 2 Public Library Basic Training Manual D Circulation Reports Circulation Letter with Summary Email Notifications All Reports Titles Copies Patrons Circulation General Listings Notices Charges and Payments Holds Reservations In Transit Special Items List Authority Control Statistics Special Acquisitions All Reports Titles Copies Patrons Circulation General Listings Notices Charges and Payments Holds Reservations In Transit Special Items List Authority Control Statistics Special Acquisitions m Circulation Notice Circulation Notice Circulation Letter Circulation Letter to Parents Circulation Notice 2 Per Page Circulation Notice 4 Per Page Circulation Notice Detailed Circulation Notice Circulation Notice Circulation Notice Patron Name v he following items require your attention Please contact the library as soon as possible n f O vee o Lost Items Create New Saved Report Circulation Notice 4 Per Page Circulation Notice Detailed Circulation Notice Circulation Notice Circulation Notice Self Mailer Circulation Notice Simple Damaged Items Letter Circulation Notice Circulation Notice Circulation Notice The following items require your attention Please contact the library as soon as possible m j m Overdue Items Or Lost Items COr Outstanding Charges v Create New Saved Report With the new feature in
25. arcode NOTE For Central Union customers the HC commands allows you to place a hold on a particu 14 lar copy This ensures the hold is from your collection Alexandria v6 Public Library Basic Training Manual D Place a Reservation on a Specific Copy G v 2009 f _ Mon m Wed Thur Fri Sat 4 Create a reservation for Keri Dobbins for the item Censorship Opposing Viewpoints 3040 for the second full week of next month To create a forward reservation Scan or type the patron s barcode to make the person the Current Patron Type G think Get it later and type or scan the barcode of the item on which to place the reservation Select the desired Month and Year Click hold and drag to highlight the dates for the patron s reservation for that item Click Save when finished E Renewing an Item R RA and Renewal Icon 5 Renew Diane Goode s American Christmas 3208 by typing R and the barcode To renew an item If the item is present simply type R for renew then type or scan the item barcode number Alexandria v6 Public Library Basic Training Manual 15 6 In Renewal mode renew items 4190 and 3167 To renew multiple items e Type R and press lt enter gt or select Renew Patron Items from the Circulation menu e Scan the barcodes of the items to be renewed e When you are finished renewing type a period and press lt enter gt to return to Check Out mode 7 Darla
26. d in the main right pane Click on the Schedule tab Click on the Calendar icon in the Run next on field and select a date It is suggested that you set it for a Friday Next set the time of day for a time when no one is likely to be using Alexandria Change the Repeat drop down menu to Weekly and click on Friday Set the Every field to the value suggested for your type of system Stand alone 4 Central Union 1 and Alexandria Controller 2 If you wish to be notified when a Rebuild is run check the box and fill in your email address in the Send Email Notification To field Check the box for Restart after Rebuild There is no need to check the Perform Archive Before Running Operation if when you schedule your Archive in the next section you schedule it to run about 10 min utes before the Rebuild Click on Save All in the upper right corner of the window NOTE You might want to set your Archive schedule while you are in Utilities To set uTo set up scheduled Archives Click on Tools on the menu bar and select Utilities Click on the Database in the left pane then click on the Saved tab in the main right pane Click on Database Archive in the main right pane Click on the Schedule tab Click on the Calendar icon in the Run next on field and select a date It is suggested that you set it for a Friday Next set the time of day for a time when no one is likely to be using Alexandria AND a time that is at least 10 min
27. dard z39 50 Address Book in the left pane of the win dow Address Books Address Books 3 Addresses 306 Standard Address Book Dictionary Site Book 239 50 Site Special AccessMARC 23950 accessmarc db c Hide Everywhere 239 50 Site Special Brodart pocsz brodart com Hide Everywhere Special Center for Re catalog crl edu Hide Everywhere Special SchoolCAT txse 23950 auto grapl Hide Everywhere AL Academic Spring sphe sirsi net Hide Everywhere AL Academic Univer scotty mhs uab edu Hide Everywhere AL Academic Univer libsirsi uah edu Hide Everywhere AR Academic Arkan webvoyage atu edu Hide Everywhere AR Academic Univer library uark edu Hide Everywhere AR Academic Univer iii server ualr edu Hide Everywhere AZ Academic Arizon aloe ahsl arizona edu Hide Everywhere AZ Academic Univer sabio library arizona ec Hide Everywhere AZ Special Arizona lista azhist arizona edu Hide Everywhere CA Academic Califor clas caltech edu Hide Everywhere CA Academic Califor voyager calarts edu Hide Everywhere CA Academic Califor voyager lib csubak edu Hide Everywhere CA Academic Califor 129 8 164 150 Hide Everywhere CA Academic Califor opac fullerton edu Hide Everywhere CA Academic Califor libcat csueastbay edu Hide Everywhere CA Academic Califor voyager humboldt edu Hide Everywhere 239 50 Site CA Academic Califor coast library csulb edu Hide Everywhere 239 50 Site CA Academic Califor o
28. dria v6 Public Library Basic Training Manual 29 30 Alexandria v6 Public Library Basic Training Manual 6 Items 01 itle 1 world manga 100 artists who changed the world 100 award winning science fair projects 100 cars 100 years 100 most important women of the 20th c 100 things you should know about ancient 100 things you should know about ancient 100 years of Hollywood 100 years of hoops 1 001 facts about dinosaurs 1 001 facts about space 1 001 facts about the human body 12 again 1 2 3 go The 1920 s The 1940s The 1950 s The 1970s The 1990s from the Persian Gulf War to 1st in line 21st century synonym and antonym finde 50 American heroes every kid should mee 50 nifty super friendship crafts 500 great comic book action heroes 500 hilarious knock knock jokes for kids 6 321 The 60 s 6th grade can really kill you The 70 s The 80 s The 90 s 95 pounds of hope A Philip Randolph and the labor movemen The Abernathy boys B Finding Items A Item Window and Item Menu bits of highly effective teens the ultimate teenage success guide Covey Sean 0743264118 lew York ireside 998 Generic Medium Type Book Magnetic Medium EJ 1 Find The 7 Habits of Highly Effective Teens To find an item record e Go to Show on the menu bar and choose Items from the drop down menu Alexandria v6 Public Library Basic Training Manual 31 e Click either the Find icon or the Actions ic
29. e AON Damage Codes Please select a damage code Code Description CUS Custom Da Sees aes INK Ink Marks PEN Pencil Marks WAT Water Damage Notes Fine Amount 0 00 _Cancel_ amok To add a new damage code e Go to Edit on the menu bar and select System Preferences e Click on Rules in the Circulation category and then click on the Damage Codes tab e Click on the Add icon in the bottom left corner of the window e Enter a Damage Code this must be very short a Description and a Fine amount Alexandria v6 Public Library Basic Training Manual 21 e Click on OK then click on Save To edit a damage code e Double click on the Damage Code you wish to edit e Make any changes needed e Click on OK then click on Save To charge for damage e If the item has already been checked in first make the patron current by typing or scan ning the patron s barcode or using the L command to locate the patron by last name Then type X and scan the barcode e Ifthe item has not been checked in bookdrop the item by scanning the barcode You must have both the item and patron showing in the Circulation window e Type the DL command either with the appropriate Damage Code or without and press lt enter gt If you have typed the DL command and a Damage Code i e DL INK then the patron will be charged the assigned amount If you only type DL and press lt enter gt you may then select one of the pre defined
30. e Go to Show on the menu bar and choose Patrons from the drop down menu TRICK You may also click on the Current Patron s name or on the words No Current Patron e Click on the Add icon at the bottom of the left pane A blank new patron record will open e Tab from field to field as you enter the information about this patron e Use the drop down menus to indicate Policy Status and Gender for the patron e Click on the Notes tab to add notes e If you wish to keep Patron History click on the Statistics tab and check the Keep Patron History box NOTE You can use your Patrons System Preferences to set Alexandria to Keep Patron History on all patrons if that is what you want e When finished click on the Save button Alexandria v6 Public Library Basic Training Manual 27 C Modifying Patrons 2 Change Mitchell Miller s phone number to 253 3534 To modify a patron record e Go to Show on the menu bar and choose Patrons from the drop down menu e Click on the Find icon magnifying glass at the bottom of the left pane or click on the Actions icon gear and select Find The window below will open OOO Patron Selection Window Sort By Last Name v Search Result Cap 200 v Barcode Student Site Homeroom 2nd Location JEE EE EE Grade Any Cancel Search e Make certain that the Sort By drop down menu is set to Last Name Type in the Patron s last name and press
31. e school year Remember to clear override date when no longer needed To set an override date e First enter the desired mode e Type MMDDYY and press lt enter gt To clear an override date e Type a period and press lt enter gt Circulation Messages Check out What Have You Lost Poems 3091 and Stories from the Old Testament 3027 to Marijane Lou Coots 1036 Choose Yes to check out the item Note the Transaction Log Check out 3520 5645 and 3072 to Joseph Todd Berol 1014 Choose Override and then choose Cancel Bookdrop Mode B Check in 3129 Check in 3013 Check in 3085 Check in 3696 Check in 3430 To check in a single item e In the Command Line type B and then scan or type the barcode of the item to be returned This will check the item in without changing the Circulation mode To check in multiple items e To enter Bookdrop mode there are three methods In the Command Line type B and press lt enter gt OR Choose start Bookdrop from the Circulation menu on the menu bar OR Alexandria v6 Public Library Basic Training Manual Click on the drop down menu next to the Command Line field and select Bookdrop e Set the Override date for the date the copies were or should be listed as returned if differ ent from today s date e Type or scan the barcodes of the copies to check in e Respond to any Circulation Alert messages that appear e When finished using the Override date clea
32. eck the item in first Just check it out to the Discarded Copies patron and when the Discarded Copies Charges window opens charge the patron accordingly for the cost of the item e Whenever running any utility run an archive or make a backup prior to running the utility Alexandria v6 Public Library Basic Training Manual 25 26 Alexandria v6 Public Library Basic Training Manual 5 Patrons A Patron Window laoo Patrons Sorted By Modified ax 26 Silvey Anna Walker Darion Viter Melissa Tialino Jessica stevenson Dot Consortium Chl D Simmons Sandy Silvey Anna Silver Robert Personal Info Contact Info Statistics Shelton Bill Selman Steve Scieszka Benjamin Site NORTH Sagaser Dan Rose Danny Head of House Arthur Silvey Rockwell Paul Pichon Derrick Phone 555 1371 Perry Nicole Oldham Laura DL License Nix Jeff Munsch Chris SSN Miller Mitchell Malta Todd M Malta Matthew G Kennedy Maggie Johnson Wally Birthdate Jessica Pratt Everill Randy Optional Date Donnelly Charles Coots Marijane Reading Level Sex Female Bush Steve Brotherton Ryan Login 1050 Status Active Bonham Jason E a Berol Joseph Todd Reset Password Level Bergerac Joshua Bates Linda Can Review Items Base Ann Arias Mark ta lvla Susp End Date B Adding Patrons 1 Add yourself as a new staff member To add a patron record
33. eeded click on the Add Selection button above the Boolean List area Set the Boolean Operator drop down menu as desired and change the Select By drop down menu to your second selection choice Repeat for as many selec tion options as you need for the report Click on Print in the bottom right corner to print and the report will print to the screen in PDF format If you click upon the arrow after the Print you may select to print the report in VWP format which is an editable format To print a hard copy of the report go to File on the menu bar and click on Print If the report generated meets your needs and you want to save it for use in the future click on the Create New Saved Report in the bottom right corner of the window or click first on the Overview tab if you want to mark it as a favorite before clicking the Create New Saved Report button Click on OK NOTE We will cover the other tabs in the Report window later in this chapter With over 15 000 possible reports it s impossible to talk about all of them The reports highlighted in this chapter are those we feel will have the most value to libraries Alexandria v6 20 2 Public Library Basic Training Manual 47 A Special Reports All Reports Titles Copies Patrons Circulation Statistics Command Barcodes Detailed Special Custom Barcode Labels Damage Code Barcodes m Toms Bulletin List Special Preferences Authority Control Calendar Notes Special Preferences Special
34. erest Level Reading level Publication Year Clear Help Me Find a Book Alexandria v6 20 0b28 Copyright 2011 All rights reserved Alexandria v6 Public Library Basic Training Manual C 42 Rules of Searching The four rules of searching Alexandria are e Puta period at the end of the search term Remember that the period dot command says I m done this is all I want get me out of here Alexandria is a begins with search Using the period makes it an exact match search Search for cat e If you can t spell use the Browse feature A student can t spell civilization Using Browse enter civ Using Browse search for brown All Words Title Author etc e Two words typed in the same search field is the equivalent of a Boolean AND search with both words being exact match searches You want items about the Civil War e If you are combining Boolean AND and OR searches the term that has to go with all the AND search goes last Search for items about Greek or Roman mythology To conduct a search e Enter search term s in the Search field e If you desire to use any filters click on the Search Filters option and set the desired fil ters e Click on the appropriate Find icon or just press lt enter gt to conduct an All Words search Alexandria v6 Public Library Basic Training Manual D Results Screen a Types of Results Home Site Information Reset Search Relo
35. gt Patrons picik ma category i i Remove Copy Copy 2 Circulation Remove Copy Transactions Copy Authority Control Remove Discarded Copies Copy Remove Lost Copies Copy Database Replace Information Copy Lo tic c Overview Selection Schedule _ Starting Date _ Ending Date Aug 27 2010 Jun 10 2011 B F Remove titles without copies Add Selection Remove Selection Clear All Selections Boolean Modifier Select By Operators Copy Status From Discarded Through Discarded a v Select By Copy Status P Discarded Discarded Create New Saved Utility Run e Limit the copies to be removed by using the Starting Date and Ending Date fields e Ifyou want to remove titles for which there are no copies check the Remove Titles with out Copies box e Click on Run When asked if you want to Archive the answer is always Yes NOTES e Use the Discarded Copies patron to maintain a record of discarded items until the end of the school year if you must report the numbers of items discarded and the value of the items discarded e Using the Discarded Copies patron instead of just removing the discarded copies from each item record is faster and also provides information for reports that can be generated to assist in reordering items or in ordering more up to date items to replace discarded items See Reports chapter e When discarding a copy that is checked out to a specific patron because of damage to the item DO NOT ch
36. hat appear 8 Todd Malta 1013 would like to renew all of his books but did not bring them with him renew them using the RA command To renew all items for a patron e Make the patron the Current Patron 16 Alexandria v6 Public Library Basic Training Manual e Type RA and press lt enter gt This will automatically renew all items checked out to that patron e Respond to any circulation messages that appear NOTE these same functions may be accomplished using the Renewal window Simply click on Renewals on the Circulation tab then use the buttons at the bottom of the pane F Declaring a Copy Lost O Circulation Mark Arias No Current Item 1002 Consortium Adult Mark Arias 555 1243 1 Item O Overdue No Charges Due T Details Notes Lookup Circulation Command Help Reservations Transaction Log Renewals Head of House Title Barcode _ Due Date Young Cam Jansen and the zoo note mystery 3462 May 8 2011 v Set Due Date Renew Renew All Declare Lost 9 Mark Arias 1002 has lost the book Young Cam Jansen and the zoo mystery Declare it lost To declare an item lost e In Check Out mode scan or type the barcode of the patron with the lost item s If the barcode was typed press lt enter gt e Click on the Renewal subtab on the Circulation tab to open the Renewal pane e Highlight the item s to be marked lost e Click on the Declare Lost button e If you are sure
37. helpful if for some reason the computer sound is not working Alexandria is also streamlined for certain procedures based upon assumptions that are often made in the library environment Those assumptions may differ from what you desire ALWAYS ALWAYS ALWAYS watch your screen Fully read each message and ensure that what you thought you did was exactly what the program claims you did 7 When in doubt contact Technical Support If your library is current on its support subscription when you have a problem or a question please contact Technical Support You may call Technical Support 24 hours a day 7 days a week 365 or 366 days of the year Phone number 1 800 347 4942 During the busy time of the year beginning of school beginning of the calendar year and inventory season you may be asked to leave a voice message Tech support will contact you as soon as they are available The goal is to return these calls in less than an hour You can email Technical Support directly from Alexandria 6 0 1 Emailing from the program not only sends your message or question to Technical Support but also informs them about your machine its hardware memory your data and the version of Alexandria you are running To email Technical Support e Click on the Support tab on the middle right side of the Circulation window e Click on the Email subtab e Type the subject and the desired message in the fields provided on the Email Tech Sup port tab
38. log using Title Assistant e Go to Show on the menu bar and choose Items from the drop down menu e Click on the Add icon 34 Alexandria v6 Public Library Basic Training Manual e Enter the ISBN or Title and press lt enter gt Parallel Journeys Alexandria will search your own database first and show any potential matches Look at the titles shown and if one is a match highlight that title and click Add Copy to Found Title If there are no matches in your database Alexandria will go directly to MARC Search If none of the results from your database are matches click the MARC Search Results button Look at the results that are returned Highlight the one that matches or best matches your item and click on Save e00 MARC Search Results a z ni e Helen rford at t boo 739 Parallel journeys by Eleanor H Ayer with Helen Waterford and A book 239 50 Parallel journeys Eleanor H Ayer with Helen Waterford and Alfor book I 239 50 Parallel journeys Eleanor H Ayer with Helen Waterford and Alfor book 239 50 AMA Es 239 58 VA Academic siversity of Virginia LORO1S87cam 2200397 a 4500 a1 AMAGso2 00894081051995 nyua jb 00i Bceng 010 094923277 020 _a0689318308 035 _a Sirsi 031009860 835 a 0CoLC 31009860 848 aDLC_cDLC a4 Add or modify the Call Number and select the proper Policy for the item from the Policy drop down menu Modify any fields that you wish to modify When finished click on the
39. n Email Security Operators Calendars Policies Patrons Items Exceptions and Call Number Policy Mapping Circulation Rules Barcodes Patrons Grades Items Researcher E Import Patrons Alexandria v6 Public Library Basic Training Manual 61 F Run Utilities 62 Remember you must have your policies established before you can run the utility to change items or patrons to a different policy To change patrons to a new policy Utilities a Patron utility to put patrons on correct policies All Utilities t Patrons q cm o Titles Copies utilities Saved Patrons men a Category Acquisitions emove ransactions Patron E Circulation Remove Patron Pictures Patron Remove Patrons Patron Authority Control Remove Saved List Patron Saved List Database Renew Patron Cards Patron Replace Information Patron jv Overview Selection I Schedule Replace Patron Policy X With Consortium Adult Add Selection Remove Selection Clear All Selections Boolean Modifier Select By Operators Postal Code a And Birthdate v E Select By And Birthdate v Starting paef sd A Ending Date v e Go to Tools on the menu bar and select Utilities Create New Saved Utility l Run e Click on the Patrons in the left frame and then click on the Saved tab in the main right tab e Click on Replace Information in the main right frame
40. namericanmedia org jainternment html Then click on OK Click on Save when asked if you want add a copy to the title click on No E Duplicating Copies or Titles 36 To duplicate copies Open the item record in the Items management window Unlock the Item record Click on the Copy Information tab Alexandria v6 Public Library Basic Training Manual Click on Actions icon at the bottom of the left pane and select Duplicate COW Duplicate Copy Duplicate Title The 7 habits of highly effective teens Duplicate Copy Current copy Copy ID1 Barcode 7638 Beginning barcode 4127 Barcodes created are not guaranteed to be contiguous but will skip over any existing item barcodes Duplicate highlighted copy s information Increment volume numbers Cancel m ten On the Duplicate window Duplicate Copy should already be selected Fill in the Beginning Barcode field and or enter the number of additional copies you wish to add in the Number of Volumes field If duplicating copies then check any of the boxes that you want to apply Click OK F Assigning Keywords from Circulation V The V command enables you to quickly and easily add an entry for the same subject bibliogra phy curriculum to multiple items To assign keyword using the V command In the command line type V lt space gt the letter code for the desired field such as B for Bibliography C for Curriculum etc
41. nd the Policy Short Code field and click on OK e Work your way through each tab and the policy options on each tab making the selections you want e When finished click on the Save button in the upper right corner of the window 2 Give those persons on Staff policy a 28 days transaction period for items on Fiction pol icy but limit them to only 4 items on that policy ene 00 System Preferences gt Circulation gt Policies l Check Out Overdue Hold Patron Policy Staff Fiction v 28 Daysr 0 00 20 00 f arro ceo tee vi To make exceptions to the policy for a particular policy e Click on Edit on the menu bar and select System Preferences e Inthe Circulations category click on Policies A Patron Policy is in the left pane and an Item Policy is in the right pane Use the drop down menus at the top left and top right to change to a different policy for that pane Have the patron policy for which the exceptions will be made showing in the left pane and an item policy to which exceptions will be made for that patron policy group showing in the right pane i e Staff on Patron Policy side and Fiction on the Item Policy side e Click on the Exceptions button in the top middle of the window When it turns red click on the tab s and then the field s where you want to make the exception s and fill in the new value 58 Alexandria v6 Public Library Basic Training Ma
42. ne and the size of your collection Rebuild checks that the indexes used for sorting browsing and selecting match the data that the records are key worded appropriately and that the status counters are correct Always archive before run ning Rebuild or any other major utility or import Rule of thumb If it might take longer to cor rect a problem caused by a bad import or running a utility incorrectly than it will take to run an Archive you should archive your data before performing the Rebuild or import Alexandria Controller Systems Scheduling a Rebuild can only be done by a person with administrative rights to Alexandria Controller however there is a Rebuild Now feature available under File on the menu bar Central Union Systems Rebuild should be done once a week NOTE Alexandria s Data Station must be running for Rebuild to be run ANG Utilities All Utilities Titles Copies Utilities Saved Patrons Operator s Site Scheduled Favorite Database Archive No No a Circulation Database Rebuild No No Database Verify No No Updates Check for Resource Updates No No Database Updates Check for Updates No No Acquisitions Authority Control 2 Alexandria v6 Public Library Basic Training Manual To set up scheduled Rebuilds Click on Tools on the menu bar and select Utilities Click on the Database in the left pane then click on the Saved tab in the main right pane Click on Database Rebuil
43. necessary to try the search with and without the leading article or punctuation Leading characters in title tags other than the 245 tag are ignored based upon MARC record standards See Alexandria Help Leading Articles for more information In stock holds are removed when the copy is checked out Checking out a different copy of the same title does not remove the in stock hold For Central Union customers the HC command allows you to place a hold on a particular copy This ensures the hold is from your collection Using the Lost Copies patron tags copies for removal later This feature enables you to account at the year s end for how many copies were lost and the value of those items Alexandria v6 Public Library Basic Training Manual e You may set your preferences to automatically hide lost and discarded items e Go to Edit on the menu bar and select System Preferences e Click on Researcher in the Management section e Click on the Auto Hide tab e Click on any of the types of copy status that you do not want to show in the Researcher e Click on Save Let s Practice e Paul Rockwell forgot his library card Locate his record and check out the item Monkeys 3199 to him e Mitchell Miller 1034 wants to know if you have the item Baseball Check to see if you have that item and check it out to Mitchell e Bill Shelton 1004 called you and really wants the item Cougar 3520 Place a hold on that item for Bill
44. ng information in the _a field e On the Subjects tab and in the various editors the Up and Down Arrow icons allow you to move from field to field in each tag e You cannot remove items that have copies checked out until they are declared lost or dis carded e Since the MARC record is very particular it is not recommended for the novice cataloger to use the MARC Editor when cataloging All the fields on the simple Item management win dow are linked to specific MARC record tags Modifying adding or removing information from the simple fields will change the MARC record A basic rule of thumb is that if you don t know a 245 from a 600 from a 740 then you should not use the MARC Editor e To learn more about MARC records tags and subfields go to http www loc gov marc and click on Bibliographic then select the desired tag Alexandria v6 Public Library Basic Training Manual 39 40 Alexandria v6 Public Library Basic Training Manual 7 Researcher OPAC A Types of Search Interfaces e Home Login All Branches v Site Information Reset Search Reload Window Settings Links Bulletin Boards Help w Q Explore Most Popular What s New Award Winners eBooks Alexandria v6 20 0b33 Copyright 2011 All rights reserved B Search Filters Home Login COMPanion Demonstration Library Site Information Reset Search Reload Window Settings Links Bulletin Boards Study Program None Int
45. nual Click Save when finished with that patron item policy combination Then click on the Exceptions button which should then turn yellow An Alert icon will appear on the tab where the exceptions have been made but you will not be able to see the exception with out having that tab in focus and clicking on the Exceptions button again Then the field with the red outline will mean that that is where the exception is and the exceptions value is the one showing Repeat on all patron item policy combinations until you have made all the exceptions that you want To set call number mapping Go to Edit on the menu bar and select System Preferences Click on Cataloging in the Management category Click on the Policy Mapping tab Click on the Add icon in the bottom left corner of the window Fill in the Starting With and Ending With fields with call numbers to represent the range of the call numbers to be assigned to a certain policy Fill in the Library Site if you are in a Central Union system Select the appropriate policy from the drop down menu at the bottom of the window Click on Save on the window Repeat until you have set all call number mappings that you want to set Click on Save on the System Preferences window C Calendars Calendars Alexandria v6 Public Library Basic Training Manual 59 1 On the Standard Calendar for next year close Sunday for the entire year and all holidays for the year To set
46. nute Operations Operation Service finished operation Copy List 1 Line 04 27 2011 12 54 pm Operations Operation Service started operation Copy List 1 Line 04 27 2011 1 11 pm Copy List 1 Line 711 report completed in less than one minute Operations Operation Service finished operation Copy List 1 Line 04 27 2011 1 11 pm Operations Operation Service started operation Copy List 1 Line 04 27 2011 1 11 pm Copy List 1 Line 711 report completed in less than one minute Operations Operation Service finished operation Copy List 1 Line 04 27 2011 1 11 pm_ Patron 1003 Arnold Camille 04 27 2011 1 39 pm Out 3502 I too sing America three centuries of African American poetry to Patron 1003 Due May 18 2011 v 1 Check out I too Sing America 3502 to Camille Arnold 1003 2 Check out It Happened to Nancy 3064 and Pyramids of Ancient Egypt 3129 to Rebecca Eckhoff 1032 To check out an item e Make sure the mode is set to Check Out e ALWAYS bring up the patron first e Set the Override date if necessary e Type or scan the barcodes of the items to check out e Respond to any Circulation Alert messages Alexandria v6 Public Library Basic Training Manual 9 D 10 10 e If using an override date clear it by typing a period and pressing lt enter gt Override Dates Check out Cities of Blood 3430 and Diane Goode s American Christmas 3207 to Jami Stark 1009 until the end of th
47. o include the date i e 040092009Data 04102009Data You do not need to back up the software COMPanion can quickly replace the software if your library is current on its subscription What COMPanion cannot replace is your data so BACK IT UP Alexandria v6 Public Library Basic Training Manual 1 It is strongly recommended that at least one copy of your data be stored off site e g take the Friday backup home Libraries have been burglarized and all computer equipment including the backup discs have been stolen Libraries have also burned down and the back ups have been instrumental in obtaining a quick and settlement from the insurance company Central Union Systems Only one person needs to do the backup Alexandria Controller Systems This can only be done by a person with administrative rights to Alexandria Controller so individual librarians will not be able to perform this function 2 Perform standard machine maintenance Ideally every machine should be scanned each month for viruses and for file damage Run either Norton Disk Doctor Macintosh or Scandisk PC on a frequent basis On Windows Defragmentation of the hard drive should also be done regularly Alexandria cannot be expected to run correctly when the operating system or file structure is damaged 3 Perform Alexandria maintenance Twice each month you should run Rebuild on your Databasewhich can take several hours to run depending on the strength of your machi
48. on at the bottom left of the window The win dow below will open e Enter your search information and click on Search in the bottom right corner of the Search window OR e Click on the Actions icon in the bottom left corner of the window and select either Advanced Title Search or Advanced Copy Search Then enter search text and click on Search e Your results will be listed in the left pane of the Items management window C Title Assistant MARC Search First you must go to System Preferences to set your MARC Search options and to select the z39 50 servers that you want to search 32 Alexandria v6 Public Library Basic Training Manual To set MARC Search preferences Go to Edit on the menu bar and select System Preferences Click on 239 50 Services in the Network Services category of the System Preferences window Set the Timeout drop down menu to the amount of time you want 5 seconds really is sufficient Set the Max Results drop down menu to the desired number 50 is usually more than sufficient If you are not going to be searching for non book items take the check mark out of that box Click on Save in the upper right corner of the window To select z39 50 addresses to search Go to Edit on the menu bar and select System Preferences Alexandria v6 Public Library Basic Training Manual 33 e Click on the Address Books in the System Administration category of the System Preferences then click on Stan
49. pac calstatela edu Hide Everywhere 239 50 Site CA Academic Califor voyager csumb edu Hide Everywhere 239 50 Site CA Academic Califor suncat csun edu Hide Everywhere 239 50 Site CA Academic Califor opac library csupomone Hide Everywhere 239 50 Site CA Academic Califor eureka lib csus edu Hide Everywhere 239 50 Site CA Academic Califor 130 191 17 9 Hide Everywhere 239 50 Site CA Academic Califor 130 212 168 200 Hide Everywhere 239 50 Site CA Academic Califor 129 65 20 27 Hide Everywhere 239 50 Site CA Academic Califor 144 37 1 4 Hide Everywhere 239 50 Site CA Academic Getty C library getty edu Hide Everywhere e Double click on the server you want to activate and the Edit Address window will open for that 239 50 address OO a OU NS rr Address Type 239 50 Site v Availability Available Name MA Special North of Boston Library Exchange NOBLE IP Address innopac noblenet org Port 210 a 2 Database INNOPAC Username e Change the Availability to Available will be seen also in Researcher or Hide in Researcher only available for Title Assistant using the drop down menu and click on OK e Repeat the previous step until you have selected all the servers that you want NOTE There is a limit of 20 e Click on Save in the upper right corner of the window and close the System Preferences window 2 Add the book Parallel Journeys by Eleanor H Ayer with one copy To cata
50. r it by typing a period and pressing lt enter gt Alexandria v6 Public Library Basic Training Manual 11 NOTES If patron barcodes are the same as item barcodes you must always put a P in the Com mand Line before scanning the patron barcode It is recommended that you change either the patron barcodes or the item barcodes to remove the conflict when typing barcodes rather than scanning barcodes always follow the barcode with an lt enter gt Let s Practice 12 Check out the item I Saw Esau 3051 to Michelle Sciera 1026 Check out the item Camels 3205 to Luann Larimer 1033 Check out the items The Lost Prince 3351 The Children s Book of Heroes 3087 and The Brave Deeds 3546 to Derrick Pichon 1006 Alexandria v6 Public Library Basic Training Manual 3 More Circulation A Locate a Patron by Last Name L Go AJIA ore Nere Li Head of House os 1203 Simmons Sandy Delmar Simmons a 1076 Skinner Michael Leonard Skinner 1108 Smith Ava 1111 Smith Gary Gary Smith 1009 Stark Jami L 1207 Stevenson Dot Nathan Stevenson 1096 Stock John Blair Stock 1131 Tekippe Monica Tanner Tekippe 1130 Tekippe Tanner Tanner Tekippe 1030 Tekippe Terry Tanner Tekippe 1055 Tialino Jessica Gerald Tialino 1202 Trainer Elaine Scott Trainer 1024 Valstrom Karen Erik Valstrom 1077 Viter Melissa Stephen Viter vv NOTE Always put a space between the L and the te
51. requests from the clients Some procedures will be postponed temporarily while other more pressing procedures are addressed The Data Station will therefore hold some things in memory to take care of when it is not so busy If there is an interruption of power your data can become corrupt if you do not have a UPS to protect it 4 Alexandria v6 Public Library Basic Training Manual A UPS is an Uninterruptable Power Supply and is only meant to give you enough time to get to the Data Station quit Alexandria and shut down the machine appropriately Do not connect unnecessary machines or appliances to a UPS since they will drain critical energy from the UPS 5 Enable Security The Alexandria program comes without any security protocols activated As such unless you install an additional security program or enable security within Alexandria anyone can launch Alexandria and have full privileges to add remove and change patrons items orders bud gets vendors subscriptions or routes or to check items in and out assign and forgive fines etc It is strongly recommended that you enable security within your Alexandria preferences In addition if your Data Station is publicly accessible and without some form of system secu rity someone could delete move or rename your data file It is therefore strongly recom mended that you install and enable a system security program Some operating systems come with such security built in To enable secu
52. right frame e Set the Replace drop down menu to Copy Policy the With drop down menu to the policy you want used for the selected items Leave the Modify drop down menu set to Titles and Copies e Set Select By drop down menu to the desired criteria and fill in the Starting With and Ending With fields with the appropriate information e Click Run NOTE Remember if you are asked whether or not you want to Archive the answer is always Yes G Questions or Problems Call Tech Support Tech Support is available 24 hours a day 7 days a week 365 days a year Just call 1 800 347 4942 Alexandria v6 Public Library Basic Training Manual 63 NOTES 64 Alexandria v6 Public Library Basic Training Manual
53. rity e Go to Edit on the menu bar and select System Preferences e Click on Operators in the System Administration category e Click on the Add icon at the bottom left of the window e Fill in the Username and Password Fill the same password in the confirm Password field Enter the Email Address of the user e Set the Group of security using the drop down menu The first person entered must be the Library Administrator or District Administrator group person More than one person may be given these groups e If you are in a Central Union system check the Site ID Codes for which the operator will be granted privileges e Click on OK e Check the box for Require User Login e Click on Save on the System Preferences window then close the System Preferences window Alexandria v6 Public Library Basic Training Manual 5 To customize the privileges of a security group e Go to Edit on the menu bar and select System Preferences e Click on Security in the System Administration category e Click on the Security tab e Click on the Security Group you wish to customize e Using the drop down menus on all Section tabs consider the options given and set privi leges as you wish for operators with the security level e When finished click on Save in the upper right corner of the window 6 Watch your screen at all times Alexandria offers audio clues to alert you to special circulation and program messages this function isn t
54. st If you dragged and dropped your file then it should already be showing and you may skip the next step e Use the window that opens to find and select the file to be added Highlight the file then click on Open to add it to the list e Click on the Item Settings tab and set your selections for the options on this tab e Click on Start under the File field to begin the item import NOTES e Minimum fields for an item are Title Number of Non filing Characters Policy and Medium All fields except Title will have defaults supplied by the program The only required field for a copy added to a title is Barcode 38 Alexandria v6 Public Library Basic Training Manual e The Title Author and Series Editor Action gear icons are in the bottom right corner of the respective entry fields Using these editors you can easily enter multiple detailed fields and add new tags to any item s MARC record e Clicking the icon brings up a selection of additional types of title tags that can be added to the item record e Clicking the a icon brings up fields that can be added to the selected tag A field can be changed to another field designation by clicking on the letter of the subfield and typing the desired field indicator e The icon removes a tag completely Leaving a field blank removes that field when the record is saved The Q icon allows for quick entry of secondary authors and subject head ings however use this only when enteri
55. t through such heavy use that they must be discarded Amazing Monkeys 3604 Grumpier Old Men 5480 and The Moon 4877 To discard an item e In Check In Out mode type 2 and press lt enter gt e The Discarded Copies patron will be the Current Patron e Scan the barcode of the first item being discarded e Select the reason for discarding the item and then click on Discard and Change Mode Use Other to be able to enter specific reasons for discard i e No Use Out Dated Loved to Death etc These reasons will be of great value if you need to reorder or replace certain titles e Scan the rest of the items being discarded for the same reason e When finished with the items being discarded for that reason type a period and press lt enter gt e Scan first item with a different reason and enter the new reason for discarding the item e Scan the rest of the items being discarded for that reason e When finished discarding type a period and press lt enter gt e Type an X to clear the Circulation window To permanently remove lost or discarded items e Click on Tools on the menu bar and select Utilities 24 Alexandria v6 Public Library Basic Training Manual e Click on the Copies in the left frame then click on either Remove Lost Copies or Remove Discarded Copies in the main right frame eoo Utilities All Utilities x Copies qQ vasu Oo Titles ones Utilities Saved
56. tion and Notes i e Weekly Over due Emails Check Favorite if you want the report as a favorite e Click on Create New Saved Report then click on OK Alexandria v6 20 2 Public Library Basic Training Manual 53 E Statistics Reports 54 All Reports Titles Copies Patrons Circulation General Listings Notices Charges and Payments Holds Reservations In Transit Special Items List Authority Control Statistics Usage by Period Title Usage Patron Usage Other System Special Acquisitions All Reports Titles Copies Patrons Circulation Usage by Copy Copy Shelving General Usage by Copy Library Listings Usage by Copy Location Notices Usage by Item Policy By Hour of the Day By Day of the Week v By Day of the Month By Month of the Year By Hour by Day Create New Saved Report Usage Item Usage Item Usage Item Usage Item Charges and Payments Holds Reservations In Transit Special Items List Authority Control Statistics Usage by Period Title Usage Patron Usage Other System Special gt Acquisitions Create New Saved Report Alexandria v6 20 2 Public Library Basic Training Manual NOTES Alexandria v6 20 2 Public Library Basic Training Manual 55 9 Policies and Preferences To access policies and preferences choose Preferences from the Edit drop down menu A Site Information Email Security Operators B Policies Patrons Items Exceptions and
57. ut Alexandria To subscribe to Alex Net e Go to Alexandria s website http www goalexandria com e Click on Support at the top of the web page e Select Librarian s Corner from the Support drop down menu e Select Alex Net amp Other ListServs e Check Alex Net and fill in the form e Click Submit 2 Tip of the Week Tip of the Week is a part of the Alexandria web page that features a new tip for using Alexan dria each week The archives for Tip of the Week are a collection of tips for running Alexandria more smoothly These tricks of the trade are written by the Alexandria staff librarians You may view them every week both via email or on our website To receive the weekly Tip of the Week emails e Go to Alexandria s website http www goalexandria com e Click on Support at the top of the web page Alexandria v6 Public Library Basic Training Manual 7 Select Librarian s Corner from the Support drop down menu Select Alex Net amp Other ListServs Check Tip of the Week and fill in the form Click Submit To view the current and past Tip of the Week documents Go to Alexandria s website http www goalexandria com Click on Support at the top of the web page Select Librarian s Corner from the Support drop down menu Click on Tip of the Week The current Tip of the Week is in the main frame of the window To view previous tips click on TOTW by Subject in the Tip Archive box on the right side of the window
58. utes before your Rebuild is scheduled to run Change the Repeat drop down menu to Daily If you wish to be notified when an Archive is run check the box and fill in your email address in the Send Email Notification To field Do mot check the box for Perform Archive Before Running Operation Click on Save All in the upper right corner of the window and close the Utilities window Go to Edit on the menu bar and select System Preferences In the System Administration section click on Site Information Click on the Scheduled Events tab and set the number of Archives to Keep to at least 10 Click on Save All in the upper right corner of the window Alexandria v6 Public Library Basic Training Manual 3 To run a Rebuild immediately e Go to File on the menu bar e Select Rebuild Now e Select both Run an Archive before rebuilding and Restart after a successful rebuild Rebuild looks at every record and pointer in Alexandria s database If it encounters any prob lems in the record Alexandria will do everything possible to correct the problems however if the problems cannot be resolved the record is deleted The following procedures are recom mended in conjunction with Rebuild At the end of the day on which Rebuild will be run e Click on the Special tab in the middle of the Circulation window e Click on the System Info subtab e Write down the first four figures number of patrons titles copies and transactions that are shown in
59. w list is generated holds and reservations must be done from the Item Details window Alexandria v6 Public Library Basic Training Manual 47 48 Alexandria v6 Public Library Basic Training Manual 8 Reports Reports are divided into groups and are accessed by clicking on Tools on the menu bar and selecting Reports On the Reports window click on the category in the left frame which repre sents the type of report you want Each category has subcategories that further group the pos sible report types Remember that reports print first to the screen so you will waste no paper if the resulting report is not exactly what you want To set up a report Go to Tools on the menu bar and select Reports Click on the appropriate category in the left frame that represents the type of report you want Click on the arrow before the category to view the subcategories in the left frame and select the one that is the best choice for the report you want to generate Click on the Name of the report in the main right frame If the Format drop down menu appears for that report giving you a choice of formats select the desired one Select the Sort By option from that drop down menu If you want to narrow the results from the Select By drop down menu select the first selection option If you are in a Central Union system this should be Site Library or School depending on which option is listed If additional selection options are n
60. xt for your search Although the space is not required there are other commands such as LM Lost Mode and LF Locate by First Name which will cause confusion if you type LFRAN are you searching for a first name beginning with RAN or a last name beginning with FRAN Alexandria will con sider it to be the LF command instead of a last name search So it is recommended that you use the lt space gt between the command and the text 1 Locate Tom Tekippe and make him the Current Patron To look up a patron by name e Either click on the Command Help tab and choose Locate Patron or type L e Type as much of the patron s last name as needed and press lt enter gt e Click on the correct name to highlight it and then click Select or double click on the correct name B Locate an Item by Title T fo ON ee Cao AILAS more more Call li Author s J a 921 NICHOLAS Legend Of Saint Nicholas Demi a YAF COL Legend Of Spud Murphy Colfer Eoin 688 7 ULT Lego Book DYD 613 71 LE Leisa Harts Fit Mama Prenatal F Zad Leisure Seeker Zadoorian Michael YAF SNI Lemony Snicket The Unauthoriz Snicket Lemony ACD F Bla Lemur Black Benjamin 1945 YAF KUR Leon And The Spitting Image Kurzweil Allen B 921 BERNSTEIN Leonard Bernstein Conductor A Blashfield Jean F E Anh Leonardo And The Flying Boy Anholt Laurence 921 LEONARDC Leonardo Da Vinci McLanathan Richard 921 LEONARDC Leonardo Da Vinci Stanley Diane 921 TILLAGE Leons Story Tillage
61. you want to make the selected item lost click Yes on the dialog window that opens e Complete the process in the Charges window on which you may forgive a portion or all of the charge add an additional charge take a payment and print a receipt as desired Alexandria v6 Public Library Basic Training Manual 17 This will automatically check the item out to Patron barcode 1 the Lost Copies patron and mark the item as lost Notice the Transaction Log shows the item was lost and how much the patron was charged when declaring a copy lost by a specific patron DO NOT check the item in first Lost items are not automatically deleted They show as Lost in the Search Results if the only copy and Lost in the Item Details unless you set your Researcher System Prefer ences on the Auto Hide tab When you are ready to permanently remove lost copies use the Remove Lost Copies util ity found in Copy Utilities NOTES 18 When searching for a patron or item you only need to type as much of the title or last name to get to the general area on the Browse window e g And for Anderson Use the two More arrow buttons to show you more selections prior to or after your search entry When using the T command if you type in a leading article or leading punctuation Alexan dria will search using that article and will not find the title if the of Non filing Charac ters field is set to ignore those characters To find the title it might be

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