User's Guide - Nova Scotia Provincial Library
Contents
1. Market a pilot project until July 2013 regardless of where they were borrowed from In order to make reporting returned materials as easy as possible BARA has devised a notification process whereby 1 non owning libraries submit information about items returned to their locations 2 owning libraries retrieve this information via an email and update the patron s record in their library system and 3 owning libraries indicate the date of physical receipt of items This notification process is available via a web tool and each participating library has its own institutional login BARA Notification of Returned Items User s Guide Last revised Sept 2012 Page 1 A non owning library also referred to as the returning library puts a BARA Return Slip into each item A separate slip is required for each item The returning library submits barcodes and titles of items that have been returned to their location to the web tool This information is then sent to the owning library via email and the records are stored in a database for subsequent updating The owning library uses this information to update their library system and acknowledge physical receipt of items when they are mailed back as well as updating the records in the BARA web tool This tool generates reports for BARA that provide the volume of returned items as well as other useful indicators Participating libraries may also update their own profiles at any time i e mailing address con2. of records changed dramatically What happened BARA Notification of Returned Items User s Guide Last revised Sept 2012 Page 8 5 What happens if an item arrives with a BARA slip but does not appear in the BARA tool O O Every September completed records from the previous fiscal year April 1 March 31 are removed from the database in order to speed access Ask the return library to put it in the tool 6 What happens if an item is appearing in the tool but it does not have an accompanying slip 7 What do I do if the barcode mentioned in the email does not belong to my library O O Send a reminder to the return library that slips are needed Notify the returning library that it is not your item Let them know that they must correct the record A list of barcode prefixes and their corresponding libraries is found in the Appendix of this document and is linked at the top right of the tool s webpage Appendix Barcode Prefixes Barcodes Library Description 31264 Dal Law Dalhousie Sir James Dunn Law Library 31264 Dal Killam Dalhousie Killam Memorial Library 31264 Dal Kellogg Dalhousie W K Kellogg Health Sciences Library 31824 Acadia Acadia University 31987 SMU Saint Mary s University 31992 USA Universit Sainte Anne Dalhousie University MacRae Library formerly Nova 31996 Dal MacRae Scotia Agricultural College 31
3. the Return tab The user receives a confirmation that the item has been returned and the owning library has been notified of this entry by email The confirmation on screen includes the bibliographic data of the return as well as the title address information of the owning library It is recommended that the returning library send materials back to the owning library within three open days of receipt of item s The returning library also assumes the cost of returning materials to the owning library A 1 The returning library submits one Return entry for each item returned 2 One email for each item returned is sent to the owning library Change Item Info After receiving confirmation of the Return entry the user is still able to make changes to the data or delete the record by selecting the Change Item Info link Once an entry has been updated the user has the option of selecting the Send another email notification on update which emails a BARA Book Return Notification of Change message to the owning library outlining the changes If necessary the record can be deleted at this point by clicking on Delete this book record A confirmation warning notice will appear No email is automatically generated on deletion of records The recipient of the original email should be informed that the record has been deleted BARA Notification of Returned Items User s Guide Last revised Sept 2012 Page 3 CHECK IN Tab The owning li
4. 998 NSCC Nova Scotia Community College all campuses 33089 HPL Halifax Public Libraries pre 1996 33387 HPL Halifax Public Libraries pre 1996 39359 MSVU Mount Saint Vincent University 39360 NSCAD Nova Scotia College of Art amp Design 39361 Dal Sexton Dalhousie Sexton Design and Technology Library 39377 CBU Cape Breton University 39378 AST Atlantic School of Theology 319930 SFX St Francis Xavier University 332930 HPL Halifax Public Libraries 1996 present 393700 King s University of King s College 3111100 NSPL Nova Scotia Provincial Library 3111103 NSPL Nova Scotia Provincial Library 3111105 WCR Western Counties Regional Library 3111106 AVR Annapolis Valley Regional Library 3111107 PAR Pictou Antigonish Regional Library 3111108 CEH Colchester East Hants Public Library 3111109 SSPL South Shore Public Libraries BARA Notification of Returned Items User s Guide Last revised Sept 2012 Page 9 3111110 CBR Cape Breton Regional Library 3111111 ECR Eastern Counties Regional Library 3111112 CPL Cumberland Public Libraries 3111113 NSPL Nova Scotia Provincial Library NSCAD NSCAD Visual Resources Col n no barcode BARA Notification of Returned Items User s Guide Last revised Sept 2012 Page 10
5. BORROW ANYWHERE RETURN ANYWHERE BARA Notification of Returned Items User s Guide Revised September 2012 Contents IITFOOGUCTION sesar EE E E E E 1 RETURN TaD e E E EE O EE E EE A 2 GHECGK IN TA eps ct arate assoc EE EE O perd ean es 4 REGEIVE TAD eeen aE Aaa E EEE anes conse Ee a eas deed ETO K AEE AA EEA aS 4 BROWSE ITEMS Tab sosstssacsrcscsicctsesd canssecsesnsece saan aiea eee E E aT E eE ee a eade 5 SEARGHALL ITEMS TA scsaxsiscsscesdcanscacsesnsce seen ctacnsaanciiasscos nas KEE AET E eE a a TE aiea 5 LIBRARY PROFILE T aDtau tirien een aida ee EA ani EEEE NSR 5 REPORTS il Ec 9 emer enn ie Re EEE nn nee ee ae EEEE TEEDE NEEE REE RERET E TOREA 6 STATSIN EXCEL FORMAT CON csiseicccecsbccreoeiwsteusecain oteteiad eatia Reswined anime woe 7 Administrator ACCOUNIS escis eas tectedace iveick o a e EEEE E Catested Aoi ete 8 FAQ eee ee A nee wna ee E et ane Set Ai ASE eee Peet etree eer eee eee 8 Appendix Barcode PROMOS sssrini eieiei er eaa aaa eE e eE EEES OREORE 9 Introduction Borrow Anywhere Return Anywhere BARA is a reciprocal borrowing and returning system among public and academic libraries in Nova Scotia Under the BARA system Nova Scotians may register for library services at any participating public university or community college library for free To further remove barriers to library service materials may be returned to any participating library or to the Libraries Nova Scotia bookdrop at the Halifax Seaport Farmers
6. RN Tab The returning library selects this tab when item s have been returned to their location and they are notifying the owning library It is recommended that the returning library report returns within three open days after receipt of item s The Return tab defaults to the participating library that has logged into the web tool gt Select the Date Returned backdating to the returned date outlined on the BARA Return Slip Caution Use the calendar provided in the tool to select the return date This BARA Notification of Returned Items User s Guide Last revised Sept 2012 Page 2 information needs to be formatted identically by all participating libraries in order for reports to run correctly gt Select the Owning Library available in the drop down menu gt Scan enter the barcode number into the Barcode field barcode must be 14 digits This field is mandatory gt Select whether the item is a Book or Other Book any material that can be mailed via the Canada book rate Other all other materials including audio visual items and microform gt The option of entering the Title of the item is available Although this field is not mandatory academic libraries require the title field to be completed for all returns There is a Note field and can be used to include information such as whether the item is damaged etc this field is not mandatory gt Select the Submit button gt To enter another returned item select
7. Town Civic address of participating library where returns are mailed Postal Code Civic address of participating library where returns are mailed Contact Name The name of the staff member at the participating library who is responsible for administering policies and troubleshooting problems as they relate to the BARA initiative Contact Email The email address of the staff member at the participating library who is responsible for administering policies and troubleshooting problems as they relate to the BARA initiative Phone The phone number of the staff member at the participating library who is responsible for administering policies and troubleshooting problems as they relate to the BARA initiative Username Username of the participating library Password Password of the participating library REPORTS Tab The total statistics for received items i e ones with a received date can be reviewed here Incomplete records are not included in these reports The top portion of the page gives the Shortest Time Longest Time a Tally and an Average of all such items The lower portion has these values for each library Values for returned to owned elsewhere and owned by returned elsewhere are displayed The dates in Volume of items in the system default to returned dates A specific date range may be chosen and all values are adjusted accordingly A dropdown enables selection of returned or received dates Use the cale
8. brary selects this tab when they have been notified by email that their item s have been returned to a non owning library and have been entered into the Return tab of the Notification of Returned Items web tool by a returning library The owning library checks this tab to view books that have been returned elsewhere in order to update the patron s record in their library system The Check In tab defaults to the owning library that has logged in and displays any item s that have not been checked in their library system gt Select the Check In tab gt Allitems that have been reported as being returned by a non owning library and that have not been checked into the owning library s system are displayed gt The owning library checks each item into their system according to established procedures gt After each record is updated in the library system the owning library checks the textbox located beside each item record gt After all item records have been checked in to the owning library s system select the Change Status of Marked Records to Checked In button Confirmation of all items checked in is displayed Caution The owning library must Check In returned items before they Receive them in order for the Check In status to change to Y Omitting this step will result in skewed statistics RECEIVE Tab The owning library selects this tab when they have received the items in the mail from a returning library The Receive tab d
9. efaults to the owning library that has logged in and displays the items that have been checked in to the owning library s system and that need to be physically received gt Select the Receive tab gt Allitems that have been reported as being checked in by the owning library but that have not been received by the owning library s system are displayed gt The owning library updates each record in their system according to established procedures gt After each record is updated in the library system the owning library checks the textbox located beside each item record BARA Notification of Returned Items User s Guide Last revised Sept 2012 Page 4 gt After all item records have been selected select the Change Status of Marked Records to Received button Confirmation of all items received is displayed f Caution The owning library must Check In returned items before they Receive them in order for the Check In status to change to Y Omitting this step will result in skewed statistics BROWSE ITEMS Tab The owning library is able to view all items belonging to their system that have been returned checked in or received Information that is displayed includes e The owning library and title of item e Notes if any e Barcode number of the item e Returning library and the date it was returned e Current status of item Checked in Received and Received Date Sample Entry NSCC Burridge Campus Book Tuesdays wit
10. h Morrie Notes Spine of book in damaged Barcode 65447908765454 Returned to NSCC Waterfront Campus Returned date 2009 08 28 Checked in Y Received Y Received date 2009 09 08 Change Item Info When a record has been returned checked in and received it is considered closed and information cannot be updated Changes deletions can only be made to records that are not closed SEARCH ALL ITEMS Tab Libraries are able search all records their own or other participating libraries either by barcode or title in this tab Users can search by keyword in the title field To view all records in the database leave the textbox blank and select the Go button LIBRARY PROFILE Tab Each participating library has a profile in the Notification of Returned Items web tool Each participating library is assigned one login for their institution and is able to make changes to any BARA Notification of Returned Items User s Guide Last revised Sept 2012 Page 5 of the information in the different fields of a profile with the exception of the nstitution Code The fields that are included in the Library Profile are Institution Code Code assigned by the BARA Procedures Development Committee No changes to the institution code can be made Institutional Name Title of participating library Institution Email The email address where return notices are mailed Address Civic address of participating library where returns are mailed City
11. ndar to ensure the correct date format is selected The total number of received items in the system is displayed This total is broken down by Books and Other BARA Notification of Returned Items User s Guide Last revised Sept 2012 Page 6 STATS IN EXCEL FORMAT Icon The MS Excel feature only covers items owned by and returned elsewhere It shows a library s items that are returning to that library and where they are coming from This is confirmed by looking at the numbers Under the Reports tab the total Owned by and returned elsewhere equals the of Total Items in the Excel sheet With this in mind Library X s items will not show up in the Excel list unless they have been entered into BARA by mistake at Library X The Excel report is useful in finding where the majority of a library s items are being returned so that speedier arrangements can be considered Example Below is a screen shot of the Excel report for Colchester East Hants Public Library CEH Note that CEH only appears at the top left Only CEH items returned at other libraries are listed The total items received 856 in the Excel file is the same as the 3 column under the Reports tab where it shows Total of owned by returned elsewhere B C D E F Colchester East Hants Public Library 2 avg days min days max days total days 3 Annapolis Valley Regional Library 56 126 T 28 704 4 Cape Breton Regional Lib
12. rary 9 6 4 2 16 58 5 Cumberland Regional Library 97 12 9 E 25 1259 6 Eastern Counties Regional Library 5 12 4 4 18 62 7 Halifax Public Libraries 403 64 z 54 2519 8 NSCC Institute of Technology Campus Library 3 5 3 3 10 16 9 NSCC Truro Campus Library 3 5 3 2 12 16 10 NSCC Waterfront Campus Library 7 11 9 5 13 83 11 Nova Scotia Agricultural College 13 6 5 4 15 78 12 Pictou Antigonish Regional Library 250 6 6 2 26 1626 13 South Shore Public Libraries 5 6 2 5 9 31 14 Western Counties Regional Library 5 1 8 20 11 9 15 Total Items 856 16 Total Received Items 844 17 Total Days 6439 18 Minimum Days per Item 20 19 Maximum Days per Item 54 20 Average Days per Item 7 6 21 Median Days per Item 6 27 Institution Returned to owned elsewhere Owned by returned elsewhere Total 3786 Total 856 Books 2295 Other 1491 Books 669 Other 187 Shortest time 1 day s Shortest time 20 day s Colchester East Hants Public Library Longest time 76 days Longest time 54 days Tally 32836 days for 3731 completed Tally 6439 days for 844 completed transactions transactions Average 8 8 days Average 7 6 days F l Administrator Accounts A Administrator Accounts There are 2 administrator accounts set up in the BARA Notification of Returned Items web tool that are equipped with more functionality than a regular institutional account This extra functionality includes the ability to View select a different returning librar
13. tact person etc The webform is available at http bsod library ns ca bara and institutional logins are acquired through the administrator at the Nova Scotia Provincial Library see Administrator Accounts Items returned via the Halifax Seaport Farmers Market bookdrop are collected by Market staff given to the Novanet metro courier and taken to Dalhousie s Killam Memorial Library for processing BARA Return Slips are put in the items by the Market staff Outlined below is a guide that assists participating institutions in navigating the BARA web tool submitting information about returned materials and subsequent retrieval Some terminology that is used throughout this document includes Returning Library A participating library that receives materials in their bookdrops returned by patrons that are not owned by their system and that need to be returned to the owning library They are also referred to as the receiving library or non owning library in this guide Owning Library A participating library that updates their library system after being notified that their materials have been received by a returning library and are being mailed back to their system They also acknowledge physical receipt of the items when they are returned in the mail Navigation of this site is available along the top of the screen and includes tabs that provide access to various functions These tabs and how they function are outlined below RETU
14. y in the Return tab other than the institutional account that is logged in Change the status of Checked in and Received fields in records when in Change Item Info Make changes to locked records Enable disable administrator privileges on other accounts edit other institutional accounts add new accounts and delete existing ones Note Please contact any of the following individuals if your institution s record needs to be unlocked or passwords assigned re assigned Rosalind Morrison Debbie Costelo Research amp Planning Librarian Public Services Librarian Nova Scotia Provincial Library Nova Scotia Community College Library Services Phone 902 722 5096 or 902 424 2457 Phone 902 491 1031 Email morrisre gov ns ca Email debbie costelo nscc ca FAQ 1 The item does not have a barcode What do I do o Putin a dummy barcode e g all 1 s 11111111111111 Fourteen numbers are required Put no barcode on item in the note field o Do not use dummy barcodes to list a group of items in the note field Although this may save you time it plays havoc with the statistics and the tracing of items 2 need more BARA slips and posters How do I get them o They are available for printing at http librariesns ca content staff tools Login is required 3 want to phone the owning region Where are the phone numbers o Visit http librariesns ca content staff tools Login is required Click on Contact information 4 The number
Download Pdf Manuals
Related Search