The NEOS Circulation Guidelines are an outline of best practices to
Contents
1. Outstanding request at do you wish to fill Y N Defer this discharged item belongs to your library and may be used to fill a request at another library answer y item will route to the pickup location package or flag for delivery and place in appropriate mail area as per local procedure 21 NEOS CIRCULATION MANUAL Revised July 1999 Outstanding request at do you wish to fill Y N Defer this discharged item belongs to your library and may be used to fill a request at another library answer y item will route to the pickup location package or flag for delivery and place in appropriate mail area as per local procedure Set aside for possible request filling this discharged item belongs to another agency and may be used to fill a request place defer flag in the item and place on the defer shelf Hold item to fill request for borrower AAE 9325 LOST BOOKS FSA Phone 403 492 3683 at UA this item has been processed as a lost book paid for print the screen to capture the message stamp the return date on the printout and the date due slip Clear the hold using the CH command in circ services and scanning or entering the item id pass the printout to the area responsible for processing refunds b Backdating Backdating allows staff to change the date of discharge All material returned after the library is2. PF pay a single fine by using the line number e PA pay all fines be sure you have the money in hand before doing this e PF pay oldest fines first e W waive single fine only items owned by your library e WA waiveall fines USE CAUTION do not waive fines that do not belong to your library e WE waive oldest fines first DRA accepts amounts entered in four ways e 1 e 1 e 1 00 e 1 00 Waiving Fines It is necessary to be consistent when waiving fines NEOS libraries may waive fines for borrowers with a valid medical certificate when staff error has resulted in fines or when contacted by the home library 5 NEOS CIRCULATION MANUAL Revised July 1999 A DRA Thresholds and Overrides Circulation thresholds are set in your library s Circulation Policy File When thresholds are exceeded the system displays a corresponding message and an override is needed to proceed 1 System wide thresholds System wide thresholds are maximum values or limits set for all borrowers in your library system The option of setting different threshold levels for different borrower classes is not available Some system thresholds include e max of concurrent loans ten throughout NEOS an unverified borrower may have at one time max of outstanding overdues max of lost items per borrower max bad checkins per borrower max claims returned per borrower max of overrides a borrower is allowed When a system wide threshold
3. items without a return date should be discharged using the bad checkin command c Pass notated list to supervisor After the list has been searched usually by September a clean list is produced September 28 or the first working day after containing all unlocated items for your agency at U of A this is given to the Collection Librarian for re ordering considerations Other NEOS libraries may use this second listing as they choose 10 Money Report The Money report run daily lists total dollars paid or waived sorted by location and money code A single report is produced for all locations in all library systems the complete report is e mailed to each system In conjunction with the Audit Trail this report can be used to balance cash deposits Monthly Borrower Circulation Report This job runs on the last day of the calendar month after all processing for the month has been completed The job uses the item file and the borrower transaction file to generate monthly circulation statistics for items and borrowers Month to date counters are zeroed out to prepare for the next month The complete Monthly Borrower report is sent intact to all systems Monthly Item Circulation Report The circulation transactions charges renewals in house transactions and library loans are sorted by permanent location totaled and the Monthly Item Circulation report is produced All locations are included on one report One copy of this report is sen
4. borrower reports are generated the job then zeroes out the Year to date transaction counter Audit Trail Report The audit trail report run daily including weekends lists each fine paid or waived in each system Also included are the borrower s id number item id number date time amount paid waived and the circ id It is your library s paper trail for DRA payments and waivers Use the report e when dealing with borrower queries regarding fines payments e to verify that waivers are for your library s material e to verify that payments or waivers for lost items are for your library s material NOTE the Money report will display a payment or a waiver amount for a lost book the Audit Trail report will identify the specific item Borrower Academic Load BAL Adds and changes to the borrower file are retrieved from the Registrar s system and the DRA borrower database and transaction file are updated Student records ath the following libraries use this process e University of Alberta Kings University College Concordia University College Augustana University College Red Deer College This Registrar s System extraction program was written by the University of Alberta in house so information on it cannot be found in any of the DRA manuals The Borrower Academic Load program is a stock DRA program NEOS CIRCULATION MANUAL Revised July 1999 Sg gg 4 Borrower Circulation Report Each borrower who has a transaction recorded for him duri
5. A IX External Borrower Cards External Borrowers individuals or in some cases organizations are not directly affiliated with any NEOS library i e not Primary Borrowers at any NEOS library Cards are issued for a maximum of one year NEOS libraries are not obligated to extend services to borrowers holding External Borrower cards issued by other libraries Standard privileges for External Borrowers are applied automatically in DRA by making external borrower records unverified and using the Registration Class EX This combination in a patron record allows DRA to apply the policy standards for a non cooperating borrower class External Borrower privileges include e item limit of ten items on loan concurrently e loan period of two weeks e one two week renewal e overdue fines of 1 a day to a maximum of 31 00 per item See NEOS General Agreement on Policies for Circulation 3 2 and 3 4 1 Registering External Borrowers BFR BQR Field Name Description of Change Enter a new barcode 20 21 Expiration Date Enter anexpirydate _ Bo p o Student ID Leave blank Driver s May be used to enter a student ID and 4 letter code License indicating students home institution e g NAIT etc 33 18 Qualifier Must enter a qualifier from the registering library s list of qualifiers or accept registering library s default 2 Renewing External Borrowers Any expired External Borrower EX
6. CIRCULATION MANUAL Revised July 1999 d Vil Address Changes If a borrower s address is incorrect use one of the following procedures 1 For borrowers if library uses Borrower Academic Load BAL as input Within NEOS the following libraries use BAL Augustana University College Concordia University College King s University College Red Deer College University of Alberta All address update requests must be made to the home library Borrowers may then be directed to the appropriate department for processing the change Registrar s files may contain two fields for addresses and a field for validation dates Libraries should contact their Registrar s Office to clarify which address information is being loaded into DRA All other borrowers Staff noting an x d address or who are notified of a change by the borrower should enter the new address in DRA 15 NEOS CIRCULATION MANUAL Revised July 1999 A ge SSS Vill Lost Cards Borrowers should contact their home libraries to report lost cards This function is for legitimate loss of cards only as lost cards can not be reinstated If a borrower thinks the card is lost refer to the thinks lost section below Lending to a Primary Borrower with a lost card is at the discretion of the lending library Libraries should not lend to External Borrowers from other NEOS libraries who have lost their cards Primary Borrowers must obtain a replacement card from their
7. Lost Items charged to borrowers and which may be less than x days overdue for which the replacement cost and processing fee will be added As DRA assumes the item is being paid for when this command is used it removes the item from the borrower s has list It is recommended that staff only use the command at the time of payment All of the above appear as Lost in the PAC Processing a Search for the material in all appropriate locations e g e All stacks areas including reference reserve collection if applicable hold defer and BARD shelves if applicable shelving trucks manual outfile bindery lists and or areas b Bring located items to circulation for processing e Discharge items with a missing status e Backdate items which have an assumed lost claims returned or claims lost status if your library uses the return date stamp method backdate to the return date items without a return date should be discharged using the bad checkin command NEOS CIRCULATION MANUAL Revised July 1999 e e o 23 c File the list as per your library s procedure e g in the appropriate binder Second Year Search Report This job produces a listing of all items with the following status e Missing Items not charged and marked missing since August 1 1993 to May 31two years previous e Assumed Lost Items charged to borrowers which have reached x where x your library s policy file entry days
8. area visible to passersby Circulation staff should a Never leave a terminal unattended with any borrower information displayed on the screen b Never leave a terminal unattended with circulation menus displayed that may allow unauthorized persons to access the database See NEOS General Agreement on Policies for Circulation Section 2 3 Confidentiality of Borrower Records NEOS CIRCULATION MANUAL Revised July 1999 EE Fines Fines are outstanding monies owed Fines may include overdue damaged and lost charges which are added automatically by DRA Do not waive fines owed to other NEOS libraries Lost item charges must be paid at the owning library 1 To find out what fines are owed by a borrower a Bring up the borrower half screen b At the arrow prompt enter f fines to bring up the borrower s fine list c This screen will show e date the fine was incurred e type of fine e g O overdue L lost D damaged R recall e item number bar code of the item Item number is not always present amount that has been paid or waived on the outstanding fine amount still owing on the item date of the last payment on the fine some common fines types are Fines Type Explanation O overdue L lost R recall MF manual fine Identifying which NEOS library owns the item Choose the line number of the item and press enter More detailed item information will be displayed inclu
9. class records with outstanding fines or borrowed items will not be renewed until the borrowers have cleared up their records Renewing cards is done by changing the expiry date on the existing card a bring up the borrower s half screen searching by expired borrower ID or borrower name b enter ch at the gt gt prompt c at Any change enter Y d at What number enter 20 BFR or 21 BQR e enter the new expiry date 18 NEOS CIRCULATION MANUAL Revised July 1999 EE 3 Card stock The standard NEOS External Borrower card is 8cm x 5cm printed on yellow card stock e the NEOS logo appears in the upper left hand corner with the words External Borrower Card beneath it e the registering Library s logo appears in the upper right hand corner e a central space is reserved for the barcode and beneath it a lined space for the borrowers printed name e the statement of responsibility and space for the borrower s signature appear on the reverse of the card Other External Borrower card formats are in use to serve differing arrangements for external borrowers or groups 19 NEOS CIRCULATION MANUAL Revised July 1999 e e o X Library Cards For ILL Transactions Within NEOS interlibrary loan transactions are only carried out for loans with non NEOS libraries Loans of microform materials and requests for periodical articles follow NEOS document delivery procedures See NEOS General Agreement on Principles and
10. customized forms if desired 38 NEOS CIRCULATION MANUAL Revised July 1999 E 16 17 18 Borrower notices and recall notices are produced Sunday through Thursday Request Batch and Request Notices The request batch job updates request statuses creates send item records and generates notice master records so that pickup notices can be printed The Hold requests that have reached their purge dates are displayed on the unclaimed list in the Circulation Services module This job runs daily Sunday through Thursday As with the overdue notices the pickup notices are formatted two per page Note pickup notices are printed for System 11 and 54 only Request Reorder Report On Wednesday night the Request Reorder report is produced It lists titles that have the number of outstanding requests equal to or greater than the reorder limit set in the policy file It is sorted by system call number author title and title control number One report is produced per system This report can be used to determine if the item s listed should be placed in the Reserve Room temporarily have the loan period shortened or additional copies ordered to allow borrowers greater accessibility to the title Request Report Holds This request report listing only requests with a Hold status is produced daily Sunday through Thursday A separate report for each system is e mailed Item records in Bibliographic Services display as Hold and appear as Jn Use
11. e initial of the person entering the message e date dd mm yyyy format Some examples of common uses and suggested formats include a Consortium use Message to Format of the information entered communicate thinks lost lost Thinks lost barcode Lost barcode 010101 12 11 98 cards address changes Current address ph is 180101 22 10 98 fines appeals Allow to borrow til Nov 15 98 fines appeal in 010201 4 11 98 process NSF cheques NSF cheque issued 12 11 98 manual Man del Nov 10 98 see 010101 for details hj delinquencies payment plans Allow to borrow til Nov 30 98 paym plan in 010301 ES 22 10 98 effect 10 NEOS CIRCULATION MANUAL Revised July 1999 b Local library use Message to Format of the information entered communicate Agency Initial Date Leeft i A SE only special permission e g 510101 hm May borrower Ref materials 010201 ga 4th year honors 6wk loan 2 Item record Notes field The item level notes field should be used with caution and restraint The U of A uses this field to indicate BARD box numbers and it is critical that BARD notes not be accidentally deleted It is not possible to edit notes entered by another system DRA allows the Notes field to be edited within a system however item notes must not be edited in Circle All information currently displayed in the field is cleared when the field number is selected See the NEOS Cataloguing Standar
12. home library Different libraries will have different policies regarding replacement of lost cards For instance some replacement card requests may be made through the Registrar s or other office if the library is using Borrower Academic Load Charges may also apply to issuing replacement cards Check your library s internal policies before issuing replacement cards 1 Borrower is sure the card is lost a Search by name in Borrower Services to bring up the borrowers half screen verify borrower s identity b At the prompt enter ch c At the Any change prompt enter Y d At the Which number prompt enter 23 the line number for the Notes Field e If the borrower is registered in your library and you are issuing a card add the note in the following format followed by your library system number and your initials and press enter Lost 10012345678 05 05 94 160101 SK f If the borrower is reporting the loss by phone transaction use the following format Lost 1001234567 05 05 98 by phone 160101 SK See NEOS Circulation Manual Section IV Notes Field Part 1 Borrower Record Notes Field g Press enter again at the Which number prompt h Enter N at the Any change prompt The note should appear highlighted on the borrower s half screen 1 At the gt gt prompt enter N The message Enter new card number displays 3 Scan or enter the new barcode k At the Are you sure Y N enter Y 116 NEOS CIRCULATION M
13. in the PAC Processing should be completed before the end of the day Processing a From the request hold report search each item listed on the hold shelf by call number verifying by title Highlight those items found b Items on hold shelf but not on request hold report e check the item status and the request status in Bibliographic Services e process items appropriately ifavailable and no request send to stacks to be shelved if route flag and send to appropriate library c Once the hold shelf search is complete display the bib record in Bibliographic Services using the title cnum from the request hold report Notate the item status and request status of those items not highlighted d Search for all material with status other then hold or available no request in all the appropriate locations e g e All stacks areas including reference reserve collection if applicable hold defer and BARD shelves if applicable shelving trucks bindery lists and or areas e Mark all unlocated items missing 39 NEOS CIRCULATION MANUAL Revised July 1999 L h__o o 19 Request Report The request report which is produced on Monday includes any outstanding and committed requests for the reporting period A separate report for each system is e mailed The report can be used to troubleshoot requests for your borrowers This request report lists all requests which have not reached their purge
14. is reached the borrower record becomes delinquent The delinquency displays on the borrower half screen The borrower status screen enter s will reveal which threshold has been reached An override must be performed in order to proceed with a circulation transaction Normally thresholds that have reached a limit are cleared when the borrower returns or renews items causing the delinquency For example returning or renewing overdue or lost items will reduce the number of items causing the delinquency until it is less than the maximum assigned Some thresholds require system manager ITS intervention The bad checkin and claims lost counters are two examples of this Although an override can be performed to allow the borrower to proceed with circulation transactions the threshold delinquency remains and the field must be cleared by ITS When the maximum number of overrides a borrower is allowed threshold is reached ITS must be contacted in order to have the field reset Overriding this threshold is not an option Overrides An override is a command used to bypass a DRA threshold An override situation occurs when a borrower or an item has exceeded a threshold defined in the Circulation Policy File Before doing an override it is important to read the screen messages to ensure that you are conforming to both internal and NEOS policies There are many situations that require policy decisions such as renewing an item that has an outsta
15. item is discharged the fine amount and the message Enter P ay W aive or R ecord displays Always enter r to record the fine Tips The bad check in command be can be used to discharge material when a borrower queries an overdue item which has been shelved but e does not have a return stamp e has not been discharged Materials on the defer shelf will be used to fill requests for pickup in any agency Normally after discharge but before the send item list is run the status in the item record is defer and the status in the request list is available 123 NEOS CIRCULATION MANUAL Revised July 1999 d REQUESTS XII Placing Requests The DRA request function allows for the efficient handling of items requested by borrowers Requests can be placed on items on loan or items located at another library See NEOS General Agreement on Principles for Circulation Section 6 Request Function a Enter Bibliographic Services b Search for material using author a title t or call number c search method c Check the material code of the item In general e books are requestable e periodicals and microform place an interlibrary loans request instead d Check the status of the item e Available place request e Local Request status requests can be placed by the owning library only e Non circulating item does not circulate Do not place request e Charged material 1 2 week loan inform borrower that material wi
16. 35 EE 37 TASS EE 38 15 Overdue and Lost Borrower Notices rare rara ini 38 16 Request Batch and Request Notices c ccccccccssccsssescesesseesceseescesecseeecseseecnseeseesecseeseeeeeeceeeesecneseseeseeseeaeents 39 17 Request Reorder Reportan id 39 l8 Request Report Holds iii aiii 39 EE 40 20 RESELVE Room Statisties in sheet 40 2d RESCIVES EEN 40 225 Search Daily Repite eoe shh tober ee ee 41 23 EE 42 24 Terminal Circulation Report 43 NATIT TRAINING ido traca aereo Da co E tai Aid iaa E E 44 1 Borrower Services moche 44 2 Circulation Services mode 44 3 Bibliographic Services mode 44 4 Reserve ROOM Deenen ENEE EENS 45 5 OA A A A AA A ieee neta 45 NEOS CIRCULATION MANUAL Revised July 1999 e e a PREAMBLE The NEOS Circulation Manual is an outline of best practices to fulfill NEOS policy as expressed in the NEOS General Agreement on Policies for Circulation These procedures are recommended standards rather than policy Amendments are made and distributed by the NEOS Circulation Standards Team as required Any proposed amendments which might constitute a change in policy must be referred to the NEOS Executive 11 NEOS CIRCULATION MANUAL Revised July 1999 d BORROWER RECORDS AND BORROWER CARDS l Confidentiality In order to maintain confidentiality circulation staff must always be aware of the information displayed on circulation terminals particularly in libraries where the terminal is located in an open
17. ANUAL Revised July 1999 A 2 Borrower THINKS card is lost For the borrower who may find the card do not use the n command to make the ID previous or issue a requisition to replace the card Search by name to locate the record and bring up the borrower half screen a Enter ch at the gt gt prompt b Enter Y at the Any change prompt c Select the line number of the notes field and add a note as follows Thinks lost 10012345678 05 05 98 160101 SK d Press enter again at the Which number prompt e At the Any change prompt enter N The note should appear highlighted in the borrower s half screen 3 Clearing a thinks lost message Before clearing a thinks lost message ask to see other identification preferably picture id for verification a b c d e Enter ch at the gt gt prompt If there is no message other than the thinks lost message enter Y at the gt gt prompt At the Which number Prompt enter 23 the line number for the Notes field The cursor will move to the first space in field 23 and all the information in that field will be deleted Press the enter key twice At the Any change prompt enter N If there is another message in the notes field do a screen dump or copy the message you wish to save exactly as 1t appears on the screen Once you have cleared the notes field the message you wish to save will have to be re added 117 NEOS CIRCULATION MANUAL Revised July 1999 E _ gt
18. Due date exceeds expiration date e A borrower s card expires before the due date of an item e For Primary Borrowers the expiry date may be extended according to internal policy e For Secondary Borrowers the loan period may be shortened to the day before the expiration date and they should be referred to their home library e Ifan expiration date is overridden by another NEOS library making the due date fall after the card s expiry date then the home library no longer has the obligation to try to get the loaned material back Fine threshold exceeded e A borrower has reached the maximum amount of money s he is allowed to owe The borrower record becomes delinquent The delinquency is removed when the amount owing is less than the value set in your library s policy file e This threshold is determined by NEOS policy and is set at 50 00 Override is only an option when both the item and the borrower are at their home library Refer to your library s internal policy Ifa fines appeal is in progress a note will appear in the borrower s notes field It is the decision of the individual library whether to lend to a borrower with a fines appeal in progress Invalid override type e Refer to your library s internal policy Item belongs to a different agency e The item being checked out or renewed belongs to another library e An override is allowed for this message Item is assumed lost e An item has been overdue for x nu
19. NEOS Library Consortium Circulation Standards Team Circulation Manual Revised July 1999 NEOS CIRCULATION MANUAL Revised July 1999 e e a TABLE OF CONTENTS PREAMBLE aaa as 1 BORROWER RECORDS AND BORROWER CARDS ooocccoccconcnccnnnccnnnancnonanononaninananeno 2 L CONFIDENTIALITY coil ricino Rapa 2 Mo EINER ot a ds rs 3 I To find out what fines are owed by a borrower ceccecsssseeceseesensesseesetseesecseescasesecesecseeseceeseeaeeesescnisesenaeeaes 3 2 Identifying which NEOS library owns the frem ci 3 3 IES NA A A RR 3 LE AA A da ad 5 5 Paying or waiving fines coiiiinniniinnicnnin RR RR 5 HL DRA THRESHOLDS AND OVERRIDES ege niere anne a E a E E a e n a orisi Ee 6 1 NANA IA 6 2 AAA A A A A AEA 6 3 Override Report IN 7 IVs NOTES FIELD EE 10 1 Borrower record Notes Neid 10 2 IRONIA AA 11 Vo EC DEER EL Ile 12 L EE 12 Zi PI o a cs 12 Vis RETURNED MATIC ti A ee a 14 VIE ADDRESS EE 15 L For borrowers if library uses Borrower Academic Load BAL as input ossscsccccccccccnerene 15 2 PON AROTAR ONTUS AIE E as 15 VIE ER EE 16 L Borrower EE 16 2 Borrower THINKS Card ee 17 3 Clearing a thinks lost mes souge 17 IX EXTERNAL BopgOowrRCaptpg NEEN 18 1 Registering External Borrowerg nn nonnonnonnonn anno nn anne nn cane an anna na nene aran an nana onnannannens 18 2 Renewing External BOrrowe s ccssccscssscsscssesscesesseesecseesecuceeccuseeseesecseesecaeeccnsenseeaecseesecaeeeeceaeneseeeeaeeeeeae
20. NEOS Circulation Manual Section IV Notes Field Part 1 Borrower Record Notes Field A library wishing to place a manual delinquency on a borrower who is already manually delinquent simply adds its library code to the borrower s note field Reminder The information in the notes field must be written down and re entered 2 Procedures A manual delinquency can only be added in Full Borrower Registration a To add a manual delinquency e change the Manual Delinquency field 27 first screen from n to y e adda note in the Notes field e g Man del Nov 10 98 overdue journal 010101 Ib 11 98 e in Borrower Full Registration the Notes field can be accessed in the second screen field 37 b To remove a manual delinquency 112 NEOS CIRCULATION MANUAL Revised July 1999 Eh e change the Manual Delinquency field 27 first screen from y to n e remove the note in the Notes field pertaining to the manual delinquency Remember if other notes exist they must be re entered after deleting the manual delinquency note 113 NEOS CIRCULATION MANUAL Revised July 1999 EE Vi Returned Mail Returned mail will be forwarded to the library which registered the borrower The registering library will be responsible for obtaining a new address and modifying the borrower record If a new address cannot be obtained the incorrect address should be deleted and an x entered into the first character of the address line 114 NEOS
21. Standards for Document Delivery All other materials are requested via the Circulation Request Function followed by the appropriate RO RI procedures See NEOS Circulation Manual Section XII Requests The main purpose of this card is to help the lending NEOS library track its interlibrary loans to a borrowing non NEOS library There are two popular practices a Set up one card with the IL class code Interlibrary loans requested by non NEOS libraries will be signed out to that card which will then be followed by separate tracking of where the individual loan is sent to b Set up a card with the IL class code for each non NEOS library to which you send interlibrary loans No other tracking need be maintained A note must be entered in the notes field to indicate that each card is for internal use only NEOS CIRCULATION MANUAL HANDLING OF RETURNED ITEMS xI DISCHARGE Revised July 1999 Discharge is the procedure used when borrowed material is returned to the library most commonly through the book drop Discharging calculates fines routes items handles requests and displays other information messages regarding the discharged item Verify contents of material labeled as having additional parts e g disks CD s AV kits maps etc before discharging If pieces are missing do not discharge Stamp the return date on a piece of paper note that the item is not discharged attach it to the item and return to the owning lib
22. borrower before it has been discharged from the previous borrower the bad checkin counter of the previous borrower increments by one When the system wide threshold is reached the borrower record becomes delinquent e Performing an override allows the transaction to proceed e The bad checkin counter can only be reset by ITS If this message appears on an override report frequently discharge procedures should be reviewed b Borrower has reached item limit e A borrower has reached the maximum number of items s he is allowed to borrow at one time The delinquency is removed once the number of items charged is less then the maximum allowed in your policy file e Most often occurs in External Borrower records where throughout NEOS they are limited to 10 items Exceeding this maximum for a library s own External Borrowers is an internal policy A library may choose to impose manual limits on the number of items which can be borrowed NEOS CIRCULATION MANUAL Revised July 1999 A c d e g h J k Borrower is delinquent e A borrower has exceeded a system wide threshold set in your library s policy file These include but are not limited to fines overdues lost item and bad checkins Card expired e A borrower s card is expired e The expiry date of Primary Borrower s cards may be extended according to internal policy Do not override for Secondary Borrowers They should be referred to their home library
23. charged on DRA Items must be charged to a borrower e even if the borrower is a NEOS library card e g for interlibrary loans rather than a client e even if the borrower is a library staff member e even if the borrower wants to examine the item in the library before deciding whether to take it home or not Inform the borrower of their borrowing privileges For items belonging to other NEOS libraries these are e 2 week loan period e maximum of one renewal and e fines of 1 00 per item per day Some libraries use special flags to educate borrowers about these special privileges If borrowers indicate that they no longer require items on hold delete the requests from the borrower s request list or clear the holds in Circulation Services 28 NEOS CIRCULATION MANUAL Revised July 1999 A PROCESSING THE DISPLAY UNCLAIMED ITEM LIST The unclaimed item list is a list of items on HOLD for over x number of days that have not been picked up by the requesting borrowers As these items are removed from the hold shelf and processed the hold status is cleared items are routed to the owning library other outstanding requests may be dealt with or they may display as available again Processing enter du in Circulation Services to display the list messages that may display include More press return to display more unclaimed items End of list all unclaimed items are or have been displayed No u
24. closed including weekends and holidays is backdated The backdate function can be used to discharge material when a borrower queries an overdue item which has been shelved but 1 has a return stamp 2 has not been discharged Choose 2 to enter circ services At the gt gt prompt enter the date in the following format mm dd yy Enter di The new discharge date displays Scan or enter the item barcode s All items discharged will be for the date entered If your library uses a return stamp stamp the return date After backdating is completed Ctrl z F10 twice to clear the date 2 In Borrower Services In Borrower Services discharge may be performed when the borrower is present or there is a need to access the borrower record for example a Procedure an item is being returned by a borrower who wishes to pay the fine immediately to waive fines when staff are delayed in discharging reserve items 22 NEOS CIRCULATION MANUAL Revised July 1999 d b Messages regarding holds will display if the item belongs to another agency or if there is a request claims lost or assumed lost on the discharged item 1 choose 1 to enter Borrower Services 2 scan or enter the borrower barcode 3 enter di Note that the screen says Discharge at the top and the date of discharge and item prompt display 4 scan or enter the item barcode If your library uses a return stamp stamp the return date 5 if an overdue
25. customized training packages can be prepared for library staff by pulling together selected items from any of the modules listed below Training can be delivered by the team members either on site at home libraries or by sending staff to scheduled NEOS training sessions being delivered elsewhere The training script is also available to those libraries wishing to provide their own in house training The list below includes procedures now available in the full two day training session delivered to the staff of new NEOS libraries The items in bold are considered essential for any staff member working at a public service desk However during regular business hours it is assumed that libraries are staffed with at least one person fully trained in all of the modules 1 Borrower Services module a borrower half screen display including information screen status screen and has list b searching for borrowers c charge d changing loan periods e discharge f renewals override location and overdue messages only g fines h overrides 1 borrower registration quick registration including new expired and renew cards full registration to add PIN s j changing borrower records k on the fly item records 2 Circulation Services module a discharge b change discharge date backdate c routing in d routing out e marking items missing damaged status f clearing missing damaged status g marking items local request clear
26. d or unclaimed dates Process only those requests with a request date prior to the last date the report was printed Note that the agency code listed is the item s pickup location and should always reflect a circulation point Processing should be completed within a week Processing a Choose 3 to enter Bibliographic Services b Enter CNum to bring up the bib record c If the item status displayed is Hold the Now At location should be your agency d Compare the request report status type to the item and or request status displayed onscreen If the request report status is e Hold and the onscreen item status is Hold go on to the next item e Outs and the onscreen item status is Charge and the due date is within 2 weeks go on to the next item e Outs and the onscreen item status is Charge and the due date is more the 2 weeks recall the item and answer N to the message Place request on item e Comm and the onscreen item status is Available this item should be on your defer shelf If it is not search for this item e Search for problem material in all the appropriate locations e g e All stacks areas including reference reserve collection if applicable hold defer and BARD shelves if applicable shelving trucks bindery lists and or areas f Bring located items to circulation for processing Display the bib record g Mark unlocated items missing Reserve Room Statistics The Reserve Room statistics repor
27. ding the permanent location Lost items Lost items in a fines list can be clearly identified by noting the fines type L A large fine amount could also be considered a hint that the charge is for a lost item The lost item fine is the default cost of the item for the material code plus a processing fee Default prices and fees are set in agency policy files and vary from library to library The default cost of the item can be determined in Bibliographic Services e display the bib record e choose the line number of the item e default price displays in a field on the lower right of the screen a Assumed lost Assumed lost charges are applied automatically when overdue items reach your library system s parameters for considered lost Lost item charges must be paid to the library that owns the item 13 NEOS CIRCULATION MANUAL Revised July 1999 E There is no capacity within DRA to track and refund money to borrowers who pay for lost items if the items are returned However monies can be refunded through a manual procedure which alerts staff when lost items are returned Claims lost Allows a borrower to pay for an item s he knows is lost before the assumed lost charges are incurred Never mark an item claims lost unless the borrower is prepared to pay the lost charges immediately The claims lost command removes the item from the borrower s Has Now list if the borrower then elects not to pay for the item but returns it instead
28. ds Guidelines for further information on using the item record notes field 11 NEOS CIRCULATION MANUAL Revised July 1999 e e a v Manual Delinquency This field is intended to allow library staff to limit borrower privileges for infractions fines or problems not otherwise limited by your library s DRA Circulation Policy File Staff in NEOS libraries may mark a borrower manually delinquent at their discretion When activated in Full Borrower Registration the Manual Delinquency field displays in the borrower s half screen as Delinquent Conversion DRA requires an override in order to charge or renew material s T Borrower Services Thu 02 04 1999 Username SC11TEST AAA 0187 Entered 07 10 1997 Modified 02 04 1999 JOHNSON JOHN DELINQUENT CONVERSION Card 18000238900 Student ID Address Edmonton AB Notes Man del Nov 10 98 see 010101 for details hj Registration Qualifier Class UG Has Now 0 Status Delinquent 1 Guidelines The manual delinquency field should only be used as a measure of last resort when dealing with problem borrowers Libraries marking a borrower record manually delinquent must add a message to the borrower s notes field which includes its 6 digit agency code Notes not entered with this information may result in the manual delinquency being removed Libraries adding manual delinquencies to Secondary Client records should consult with the borrower s home library See
29. em local request e contact the requesting library to delete the request and inform borrower 132 NEOS CIRCULATION MANUAL REPORTS AND NOTICES Revised July 1999 XVI Circulation Report List REPORT NAME TYPE SCHEDULE Annual Circ Report one report for all systems April 2 Audit Trail Report one report for all systems daily Borrower Circulation Report two reports Borrower Class Qualifier for each system 1st of the month Enroute Item List one report for all systems Wednesday Fines Notices one report for each system four time year First Year Search Report one report for each system June 2 Sept 28 Money Report one report for all systems daily Monthly Borrower Circulation Report one report for all systems last day of the month Monthly Item Circulation Report one report for all systems last day of the month Monthly Search Report one report for each system 2nd of the month Notices overdue pickup recall one file for each system Sunday through Thursday Override Report one report for each system 10th and last day of the month Request Reorder Report one report for each system Wednesday Request Report Holds one report for each system Sunday through Thursday Request Report one report for each system Monday Reserve Room Statistics one report for all systems 2nd of the month Reserve Room Use Report one report
30. ency Codes and Contacts for a list of agency s Note material requested for pickup at another location will not be pulled from the shelves until the next business day Priority the default is 9 Normally the default is accepted Request life in days the default is 90 Change to reflect the borrower s not required after date Item ID automatically fills in when placing an item specific request The field is blank when placing a title request Volume this field is not completed Borrower ID borrower barcode number When placing an agency request e g item is needed for reserve room this field does not display NOTE If the message Borrower already has outstanding request against this title Do you want another displays answer no Borrowers are only entitled to one request per title If the borrower is placing requests for more than one volume of a title place an item specific request for each volume needed J k Check the request list rl to verify that the request was placed Advise the borrower of the procedure your library follows to inform borrowers when an item is ready for pickup 125 NEOS CIRCULATION MANUAL Revised July 1999 A ss XIII Deleting Requests When a borrower no longer requires an item for which a request has been placed the request can be deleted by any of the following methods a If the item is not yet on hold e borrower looks up req
31. es 18 3 EE 19 X LIBRARY CARDS FOR ILL TpRAMSACTIONS nn nono nro non rnnn anno ne cone coreana cana cnnninnos 20 HANDLING OF RETURNED ITEMS cccccsccccessecceeeeeeeneeeeeneeeeeneeseaneeeeneeseneeesenees 21 el DISCGHARGE isa ete ROSA ech te Si ee ABA ees Rees Bale we wih 21 1 In EE 21 Ze In BOYFTOWEr SCFVICES 0 A ee A A A SRE ESSER ER 0 22 REQUESITS e 24 XIa PLACING REQUESTS pae n e a a di ie dpi 24 XM DELETING REQUESTS EE 26 XIV RECEIVING REQUESTED MATERIALS o e R a E ar a a cine ea a estasi Sns 27 XV CHARGING OF REQUESTED MATERIALS E 28 PROCESSING THE DISPLAY UNCLAIMED ITEM LIST ccccccsseeeesseeeeeeeeeeeees 29 PROCESSING THE SEND ITEM EUS eege geiteeiereg ege eege 30 NEOS CIRCULATION MANUAL Revised July 1999 A gs REPORTS AND NOTICE SS ouesccinsiantiintantnantntannantidniia 33 XVI CIRCULATION REPORT LIST ccccccssssesssccecssssesesecccenesessessccceneeseseseeceenenssenestecenenessenentceenesesseseneeeeneaeenenenees 33 XVII PRODUCTION AND PROCESSING OF DRA CIRCULATION RrpoRTg 34 Lo Annual TEE 34 NENT 34 3 Borrower Academic Load BAI i a A eeen a e a ies 34 4 Borrower Circulation Report it 35 J EnroutellemReportusniaicaa ad lt 35 6 Fina Students EE 35 he Fines Greater than di ta 35 Fines Notices apo reunan r ia sta 36 H ENEE Carch Report a Ar 36 10 Meggie erst oglu beeen odode ET 37 11 Monthly Borrower Circulation Report 37 12 Monthly Item Circulation Report 37 1
32. for all systems 2nd of the month Search Daily List one report for each system Sunday through Thursday Second Year Search Report one report for each system June 6 October 3 Terminal Circulation Report one report for each system daily IER NEOS CIRCULATION MANUAL Revised July 1999 E _ Q lt gt _ _______Q____ zo ao u XVII Production and Processing of DRA Circulation Reports DRA circulation reports monitoring the status of materials and providing statistical data are produced electronically in IT S at the University of Alberta by the DRA Production Team They are delivered to NEOS libraries via e mail Large reports are split before e mailing In these reports the subject field includes the report name followed by a number for example ENROUTE ITEM REPORT 1 ENROUTE ITEM REPORT 2 etc Reports must be extracted to word processing software to facilitate formatting margins at 25 and font Courier New 9 is suggested printed and distributed to staff for processing All reports should be edited before printing and only your portion of the file printed 1 Annual Circulation Report This job generates yearly statistics for items and borrowers The output is split into two separate reports Annual Item Circ Report and the Annual Borrower Circ Report The job is run on April 2 of each year The yearly statistics are for the preceding year April 2 to March 31 of the current year Once the annual item and
33. ing local request status h send item and unclaimed lists 1 messages at discharge without requests with requests 3 Bibliographic Services module a searching by call title author and subject b placing requests recalls 44 NEOS CIRCULATION MANUAL Revised July 1999 d c tracing current borrower of an item 4 Reserve Room module a charge b discharge c adding deleting reserve records 5 Other a PAC terminal orientation b what to do when DRA is down c production and processing of DRA reports d consequences of actions on other NEOS libraries In addition to the above it is recommended that circulation staff also receive orientation to NEOS policy and procedure as expressed in the following documents e NEOS General Agreement on Principles for Circulation e NEOS Patron File Standards e NEOS Circulation Manual Through these documents an understanding of basic policy on such things as the importance of maintaining borrower confidentiality NEOS borrower privileges including on site borrowing document delivery recall of long term loans etc will be provided At least one staff member in every NEOS library should have in depth knowledge of NEOS recommended procedure as expressed in the Manual 145
34. ll be available at the end of the current loan place request if time frame is suitable for borrower 2 long term loan inform borrower that the material can be recalled and would be available in about 2 weeks if time frame is suitable for client place request contact owning library to initiate recall e Items with the following statuses are not selected by DRA to fill general title requests e missing damaged claims lost assumed lost claims returned withdrawn reserve room f Check the request list rl e inform the borrower if there is a waiting list place request if borrower is willing to wait g Decide whether the request will be title rb or item specific rb e normally a title request is placed e place an item specific request when 1 a specific volume of a multi volume set is needed 124 NEOS CIRCULATION MANUAL h i 2 any copy of the item has a reserve room status Revised July 1999 3 a specific copy of an item is desired e g the home library copy is wanted so the borrower can have long term loan privileges 4 the home copy is needed for the reserve room 5 placing requests on your library s copy for your External Borrower Place the request Request form appears as follows Field Name Explanation Agency the pickup agency The default is the agency where the request is placed Change the agency if the borrower prefers pickup at another location see NEOS Ag
35. mber of days as set in the owning library s policy file DRA has assumed it lost Item marked non circ e An item being charged out is not part of the circulating collection e g reference or another non circulating category Item renewal limit exceeded e The borrower has reached the threshold for the number of times an item can be renewed e Override only with the permission of the owning library 18 NEOS CIRCULATION MANUAL Revised July 1999 E gg a ggg Ss Item specific request outstanding e A request has been placed on a specific item Appears when renewing an item e NEOS libraries have agreed not to override this message Loan period is invalid e The loan period that you have assigned has been entered incorrectly OR the due date conflicts with your calendar Lost book threshold exceeded e The borrower has exceeded the system wide threshold for number of lost items e Items are considered lost when they are x days overdue as set in your library s policy file Overdue book threshold exceeded e The borrower has exceeded the system wide threshold for number of overdue items Renewal date exceeds expiration date e A borrower s card expires before the due date of the item being renewed see due date exceeds expiration date Request outstanding e A request has been placed on this title by another borrower e NEOS libraries have agreed not to override this message Used previous borrower id e The id that wa
36. nclaimed item list for this agency no unclaimed items selected from your library print the list pull unclaimed items from the hold shelf enter the ch command in Circulation Services wand each item to clear the hold and delete the request follow any routing directions displayed If a borrower has indicated a need for an extra day or so to pickup an item and no other requests are outstanding this process can be delayed Item status remains as Hold until the list is processed 29 NEOS CIRCULATION MANUAL Revised July 1999 a ggg EE PROCESSING THE SEND ITEM LIST The send item list is a list of available items to be retrieved e g stacks defer shelf and processed to fill outstanding requests for borrowers Process the Send Item list daily as early in the morning as possible From the list staff can determine e where to physically find the item e where it is going e what command to use to move it Processing messages that may display in a send item list Send Item List route to Item can be Command used Item should be column displays currently found in Send Item placed List HOLD On Defer On defer shelf On HOLD shelf another agency In stacks RO In mail flagged for the appropriate library another agency On Defer On defer shelf RO In mail flagged for the appropriate libra U RESHELVE On defer shelf For shelving Processing a Enter sn in Circulation Services to display the list b Message
37. nding request or lending to a borrower who has exceeded the fine threshold NEOS CIRCULATION MANUAL Revised July 1999 A Once a circulation command e g ci to charge or r to renew is issued in a delinquent borrower record an override message displays The reason for the override is provided followed by the prompt enter O username Entering the letter o upper or lower case and the equal sign at this prompt allows the transaction to proceed An override for each delinquency on a borrower record is required before DRA allows a transaction to proceed For example if the borrower is delinquent for both money owed and bad checkins two overrides are required Once borrower delinquencies are dealt with DRA then checks each item separately as it is scanned or entered Each item may require an override These overrides would be performed on each item as it is charged renewed On item overrides other options are available If you choose not to override when prompted simply press Return The override is not performed and the transaction on that item is not completed If you choose to end the original transaction use the Ctrl z or F10 key s to stop Please note the Transaction completed message that displays refers to the original command and not to the override choice See NEOS General Agreement on Policies for Circulation Section 3 1 4 3 Override Report messages a Bad checkin threshold exceeded e Ifan item is checked out to a new
38. ng the month is counted The totals are reported by system in two separate reports one by borrower class and the other by registration qualifier These reports count only the borrowers who transacted not the number of transactions A copy of each report is e mailed to each area The report is for your system only 5 Enroute Item Report The items enroute report printed Thursday includes items enroute to or from your library for longer than 8 days This material has a status of Route in Bibliographic Services and Jn Use in the PAC The processing of this report should be completed within 3 working days Items with your agency code s in either the From or To columns should be included in the search processing Processing a Complete the call number field if appropriate b Search for the enroute or missing material in all appropriate locations e g e all stacks areas including reference reserve collection hold defer and BARD shelves bindery listing and shelf the other agency listed in the From or To location This may entail contacting the appropriate library to assist c Bring located items to circulation for routing in d Mark unlocated items from your library missing These will appear in subsequent enroute lists to be searched again and will also appear on subsequent missing lists e File the list in the items enroute binder 6 Find Students Owing This job runs daily Sunday through Thursda
39. outfile bindery lists and or areas b Bring located items to circulation for processing e Discharge items with a missing status e Backdate items which have an assumed lost claims returned or claims lost status e Items with a return date stamp should be backdated to the return date e Items without a return date should be discharged using the bad checkin command c File the list in the appropriate binder Override Report The Override report lists overrides performed in the Circulation program It is sorted by agency the user name of the person who performed the override type of override and the terminal id This report is produced on the 10th of each month and at month end One report is produced for each system This report should be examined to determine if Circulation Policy File values have been properly assigned and to determine how effectively staff are administering internal and NEOS circulation policies Overdue and Lost Borrower Notices Overdue items are identified and written to a notice master file in the Overdue and Lost Borrower Notices job The actual borrowers notices overdue and recall are printed in another notice print job The U of A Library has developed its own method of printing these forms because we chose not to go with DRA s standard notice stock for printing The print job has been customized to print two notices per page It prints on a special form Notices are e mailed to all NEOS libraries for printing on
40. overdue The replacement cost and processing fee is automatically added to the borrower s record e Claims Returned Items charged to borrowers which are declared returned Rarely used by circulation staff since DRA will not add fines or lost item charges to the borrower s record Material remains on the Has Now list with a sign indicator e Claims Lost Items charged to borrowers and which may be less than x days overdue for which the replacement cost and the processing fee will be added As DRA assumes the item is being paid for when this command is used it removes the item from the borrower s has list It is recommended that staff only use the command at the time of payment All of the above appear as Lost in the PAC The report includes items having the above statuses since August 1 1993 to May 31 two years previous The report is sorted by call number and is to be searched by all libraries within NEOS The job will run on June 6 of each year Processing a Search for the material in all appropriate locations e g e All stacks areas including reference reserve collection if applicable hold defer and BARD shelves if applicable shelving trucks manual outfile bindery lists and or areas b Bring located items to circulation for processing e Discharge items with a missing status e Backdate items which have an assumed lost claims returned or claims lost status items with a return date stamp sho
41. pt enter f to display the borrower s fines list A fine code of L indicates the lost item 4 print the screen NEOS CIRCULATION MANUAL Revised July 1999 d 5 select the line number of the lost item to bring up its detailed information screen 6 print the screen 7 process the fine payment and inform the borrower that monies minus any fines owing will be refunded if the item is returned within a library defined period e Forms Requests borrower presence not required 1 complete a lost book paid for form if your library has one or record the borrower s name address phone number and the amount paid on the printout If there is more than one lost item fill out separate forms or record information separately for each item 2 place an item specific request in bib services using your library s lost book library card 3 change the request life to 366 days 4 change the priority to a 6 5 if the item belongs to a different agency within your library system change the pickup location to the owning agency 6 staple printouts and forms together and file 4 Add a Charge Charges can be added using the ac command Money codes are determined by individual libraries 5 Paying or waiving fines When you pay or waive a fine it displays as a payment a b c Commands used in conjunction with fines e F display the fine list e FC fine calculator calculates fines to date on outstanding material
42. rary If pieces are damaged do not discharge Stamp the return date on a piece of paper note that the item is not discharged attach it to the item and return to the owning library If the owning library wishes to have short term loans e g reserve materials periodicals returned directly to the owning library it is the owning library s responsibility to educate the borrower and monitor the return of loans If short term loans are returned at another library they should be discharged on DRA and sent back to the owning library as quickly as possible If discharge on DRA is not possible as with reserve materials belonging to another library attach a note with date and item of return 1 In Circulation Services a Discharging Messages will display if the item belongs to another agency or if there is a request claims lost or assumed lost on the discharged item choose to enter Circulation Services enter di Note that the screen says Discharge at the top and the date of discharge and item prompt display scan or enter an item barcode If no messages display item is ready to be shelved Message at discharge Explanation Action Route to this discharged item belongs to package or flag for delivery and another agency place in appropriate mail area as per local procedure Hold item for this discharged item fills a flag and place on the hold shelf request as per local procedure
43. rom the stacks and signed out between the time the send item list was printed and processed and there are other copies available DRA will pick another copy to fill the request the next day if charged and no other copies are available the request will purge according to the request life or the request will fill when item is returned the patron may delete the request and obtain the item from ILL b Title request that will not be filled local request if the owning library does not want this item requested through this service mark item local request if other copies are available DRA will pick another copy to fill the request the next day if no other copies are available the request will purge according to the request life or the patron may delete the request and obtain the item from ILL c Item specific request that cannot be filled not on shelf if available unfill and mark item missing if other copies of the requested volume are available edit the request so DRA will select the available volume the next day if no other copies of the requested volume are available the request will purge or the patron may delete the request and obtain the item from ILL contact the requesting library to delete the request and inform borrower NEOS CIRCULATION MANUAL Revised July 1999 Eh d Item specific request that will not be filled e if the owning library does not want this item requested through this service mark it
44. s he will not be assessed overdue charges To mark an item claims lost e choose 1 to enter Borrower Services e scan or enter the borrower barcode The borrower half screen displays e atthe gt gt prompt enter h to bring up the borrower s Has Now list e enter 1 where represents the item line number The claims lost screen displays the default price for the item e press r to record the book price as displayed e press enter to accept the total fine e press Ctrl z to continue The borrower s fines total will display in the upper right hand corner of the screen The item has been removed from the borrower s Has Now list e atthe gt gt prompt enter f to display the borrower s fines list A fine code of L indicates the lost item e print the screen e select the line number of the lost item to bring up its detailed information screen e print the screen e process the fine payment and inform the borrower that monies minus any fines owing will be refunded if the item is returned within the library defined period e complete the Forms Requests section above Lost books paid for To use this procedure create a library card borrower with the name LOST BOOKS your library s name e DRA borrower presence required 1 choose to enter Borrower Services 2 wand borrower barcode The borrower half screen displays and the fine amount appears in the top right hand corner of the screen 3 at the gt gt prom
45. s scanned or entered is no longer current A new barcode has been assigned to the borrower and the previous id should no longer be used e For Primary Borrowers consult your internal policy Do not override for Secondary Borrowers NEOS CIRCULATION MANUAL Revised July 1999 d IV Notes Field 1 Borrower record Notes field The Notes field in the borrower record is used to enter information messages pertaining to an individual borrower The field allows 130 characters of free text and displays in e the Change Borrower screen in Borrower Services field 23 e Quick Registration when adding borrower records field 23 e Borrower Full Registration second screen field 31 DRA allows the Notes field to be edited However all information currently displayed in the field is deleted when the field number is selected It is imperative to print or write down any message appearing in the field before proceeding with an edit Libraries are encouraged to be diligent about clearing the Notes field once a note has served its purpose The field is cleared in the same screens see above as it is entered Selecting the Notes field line number clears the message Remember if there are other notes besides your library s they must be copied and re entered once the field is cleared Within NEOS the use of the Notes field and the messages keyed in vary Criteria that must be part of any message entered in the Notes field include e 6 digit agency code
46. s that may display include e More press return to display more items e End of list all items are or have been displayed e No send item list for this agency no items selected from your library c Print the list d Retrieve items from stacks where there are multiple copies search for the item with the matching barcode number and the defer shelf e From the send item list e route to hold enter rh at gt gt prompt wand item s at Item gt gt prompt place on hold shelf annotate list as to action e route out look up agency codes for routing on NEOS Circulation Agency Codes and Contacts group books going to the same agency together 130 NEOS CIRCULATION MANUAL Revised July 1999 e o enter ro at gt gt prompt enter the appropriate 6 digit agency code at the Route to which agency prompt wand item at the Item gt gt prompt flag item set aside for delivery to mail room annotate list as to action reshelve unfill us set item on reshelving truck annotate list as to action f Unfill u other items see exceptions following Exceptions Items appearing on a send item list may be borrowed by onsite borrowers if the send item list has not been processed Check item status in Bibliographic Services a Title request that cannot be filled not on shelf if available unfill and mark item missing if charged item may have been taken f
47. t counts each charge transaction for the previous month Report sorts by agency then course It is run on the 2nd of the month giving statistics for the previous month This is a custom report and will not be found in the User manual Reserves Use Report Reserves Use report is produced the 2nd of every month It is sorted by reserve room location course section title author call number volume and instructor NEOS CIRCULATION MANUAL Revised July 1999 A a name Report includes all Reserve Rooms and is split into parts for e mailing ease On special request this report can be run sorting by agency then instructor Search Daily Report The Search Daily Report is a UA custom written report based on the DRA stock Missing Item Report It is run daily Sunday through Thursday The report is split by system and agency within the system This job produces a listing of all items with the following status e Missing Items not charged and marked missing the previous workday e Assumed Lost Items charged to borrowers which have reached x where x your library s policy file entry days overdue The replacement cost and processing fee is automatically added to the borrower s record e Claims Returned Items charged to borrowers which are declared returned Rarely used by circulation staff since DRA will not add fines or lost item charges to the borrower s record Material remains on the Has Now list with a sign indicator e Claims
48. t to each area Monthly Search Report This job produces a listing of all items with the following status e Missing Items not charged and marked missing over the previous month e Assumed Lost Items charged to borrowers which have reached x where x your library s policy file entry days overdue The replacement cost and processing fee is automatically added to the borrower s record e Claims Returned Items charged to borrowers which are declared returned Rarely used by circulation staff since DRA will not add fines or lost item charges to the borrower s record Material remains on the Has Now list with a sign indicator e Claims Lost 137 NEOS CIRCULATION MANUAL Revised July 1999 e o Items charged to borrowers and which may be less than x days overdue for the replacement cost and processing fee may be added As DRA assumes the item is being paid for when this command is used 1t removes the item from the borrower s has list It is recommended that staff only use the command at the time of payment All of the above appear as Lost in the PAC Monthly lists are printed the first working day after the 2nd of the month and the search process should be completed within a week Processing a Search for the material in all appropriate locations e g e All stacks areas including reference reserve collection if applicable hold defer and BARD shelves if applicable Shelving trucks manual
49. the borrower s record Claims Returned Items charged to borrowers which are declared returned Rarely used by circulation staff since DRA will not add fines or lost item charges to the borrower s record Material remains on the Has Now list with a sign indicator Claims Lost Items charged to borrowers and which may be less than x days overdue for the replacement cost and processing fee may be added As DRA assumes the item is being paid for when this command is used it removes the item from the borrower s has list It is recommended that staff only use the command at the time of payment All of the above appear as Lost in the PAC and have retained that status for a period from June 1 two years previous to May 31 of the previous year The report will be sorted by call number within each 4 character location code The job is run on June 2 of each year Processing a Search for the material in all appropriate locations e g e All stacks areas including reference reserve collection if applicable hold defer and BARD shelves if applicable shelving trucks e Manual out file e Bindery lists and or areas b Bring located items to circulation for processing e Discharge items with a missing status 136 NEOS CIRCULATION MANUAL Revised July 1999 d e Backdate items which have an assumed lost claims returned or claims lost status items with a return date stamp should be backdated to the return date
50. uest in Borrower Information on InfoGate and selects the line number to delete the request e circulation staff look up the borrower in Borrower Services and the borrower s request list rl and delete the request using d e circulation staff look up the item in Bibliographic Services and its request list rl and delete the request using d b If the item is on hold and your library is the pickup agency e delete the request using the clear hold ch command in Circulation Services 126 NEOS CIRCULATION MANUAL Revised July 1999 e e a XIV Receiving Requested Materials Requested materials belonging to your library or not may be e returned by another borrower at your library e found during a search for missing materials e routed to your library by another library Items returned or found in a search must be discharged to fill outstanding requests Items received from other libraries are enroute and must be routed in Outstanding requests will fill hold messages display and items should then be handled according to your library s local procedures See NEOS Circulation Manual Section XI Discharge 127 NEOS CIRCULATION MANUAL Revised July 1999 A XV Charging of Requested Materials Items that are not charged retain a status of hold If they have actually been given to a borrower without being charged it may be difficult to determine whether the items were misplaced by library staff or given to a borrower without being
51. uld be backdated to the return date items without a return date should be discharged using the bad checkin command 42 NEOS CIRCULATION MANUAL Revised July 1999 e e o c File or process notated list as per internal procedure e g pass notated list to supervisor The report is run again on October 3 using the same date parameters to produce a clean list The list is then sorted by the 4 characters of the location code and will include ONLY items with a missing status Mark unlocated items withdrawn in the Circulation Services module using the wi command Items with the following material codes must have the item information in the summary holdings updated e Periodical e Serial e Newspaper e Gov serial e Law report e Legis mat e Statute These withdrawn items will be purged on the first of the month Terminal Circulation Report The terminal circulation report is produced daily It reports circulation transactions by id for each hour on a daily basis The report is sorted by hour A separate report for each system is produced NEOS CIRCULATION MANUAL Revised July 1999 d XVIII Training Reporting to the NEOS Circulation Standards Team the NEOS Training sub team provides hands on DRA circulation training for staff of new NEOS libraries The team also prepares and delivers training on changes or improvements prompted by upgrades to the DRA system or the implementation of new services within NEOS In addition
52. y It transfers data of students owing more than 5 00 or fines cleared with amounts owing from the borrower transaction file and produces a file that is sent to the systems using Borrower Academic Load for further processing This program was written by the University of Alberta in house so information on it cannot be found in any of the DRA manuals 7 Fines Greater than 5 00 This custom program produces a listing of their borrowers who have amounts owing greater than 5 00 It is produced for System 51 54 and 55 135 NEOS CIRCULATION MANUAL Revised July 1999 A 8 Fines Notices Fines Notices are produced four times per year in February April August and November The fines notices for all systems are produced at the same time so the dates that this job runs must be agreed upon by all NEOS libraries The fines statements are split by system where the fine was incurred Note if a borrower owes fines from two systems there will be separate statements produced for him one from each system with only their items listed on the notice 9 First Year Search Report This job produces a listing of all items with the following status Missing Items not charged and marked missing since June 1 two years previous to May 31 of the previous year Assumed Lost Items charged to borrowers which have reached x where x your library s policy file entry days overdue The replacement cost and processing fee is automatically added to
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