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Circulation User Manual

1. Department of Arachnology 6 Zip Postal Code OXFORD 0X1 2JF 14 Password HHHH 7 Personal ID 15 Home Inst 8 ID Type F 16 Home Subl 9 Patron Code RES999 Reader w 17 Housebound Y N Y 10 Expiration Date 11 Comments 12 Rte Recipient N 18 Std Contact Method 13 Rte Location 19 Hol Contact Method Options Enter specified line number Line by line Added borrowers Delete File Update barcode Second screen Item list Addresses Membership Exit Fig 1 4 No local membership Borrower Record Creating a new Membership Step 1 Select the Membership option from the option bar and press lt Return gt A screen similar to the following will appear File Edit View Settings Connect Commands Tools Help 02 APR 1999 Geac ADYANCE Library System 6 9 13 2 socde Social Stud 16 33 TRAIN Oxford University PATRON MEMBERSHIP LIST Patron Barcode 2047316 Name Harris Neville Contact Notes Membership RegDate ExpDate Normal Hols Stf Pub ID type Access 1 QEHDEY Current Options I ERS eee mes Add item Exit Fig 1 5 Patron Membership List OLIS Circulation User Manual 1999 Chapter 1 Borrower Registration 1 19 Step 2 Select Add item and press lt Return gt A screen similar to the following will appear Fie Edit View Settings Connect Commands Tools Help 02 APR 1999 Geac ADYANCE Library System 6 9 13 2 socde Social Stud 17 20 TRAIN Oxford U
2. Registering a lost card If a reader reports to you that they have lost a University or other library card it is necessary from the point of view of security to add a block to their reader record on OLIS This will ensure that the card cannot be used by any one who finds it to borrow books from any OLIS circulation library in the name of the card owner This section describes the easiest way of adding a Lost Card block Other ways of adding editing deleting blocks and other types of patron block are discussed below ch 6a Step 1 Type or select the option for CTU from any menu in the circulation module and press lt Return gt The following prompt will appear Enter Patron name or barcode Step 2 Locate the borrower from the OLIS patron file In this situation it will probably be necessary to do this by typing in their name in the format surname forename This will bring up a browse list of those readers names in the OLIS patron file alphabetically closest to the term you have entered Once you have located the current borrower in this list type in the appropriate line number and press lt Return gt If the reader has any blocks against their record at your library these will then display please proceed to Step 3 If no blocks are present the following prompt will display No Block Record present Do you want to enter a block Y N Type y and press lt Return gt A screen similar to the following will appear OLI
3. Numeric value 1 9999 Please enter number of days OLIS Circulation User Manual 1999 Chapter 3 Check out 3 20 Enter the length of the loan period for which you wish to check out this item For instance if you have entered D at the previous prompt and wish to loan the item to the reader for two weeks type 14 at the current prompt and press lt Return gt You will then be asked to confirm the calculated due date and time Loan period D14 Date Due 07 MAY 1999 Due Time 05 00pm Do you wish to override this due date Y N A bort Press lt Return gt or n and lt Return gt to use the date shown a and lt Return gt to abort checking the item out or y and lt Return gt to repeat the above process specifying a different period for the current loan This process will be repeated each time such items are checked out to such readers If you are likely to wish to check out many such items to such readers specifying a loan period in such a way will probably be time consuming and unnecessary We would therefore recommend that you change field 7 of the matrix first screen for the circulation code patron membership combination concerned to N see Circulation Set Up Manual 6 9 8 21 However if you are only likely to check out very few of such items to such readers this facility to enter a discretionary due date at the moment of check out may be found useful Wrong location A confused reader may attempt to renew an
4. From this screen it is possible to change the conditions of the hold in any of the ways described on pages 7 7 12 above For instance you can extend the expiry date of the hold by selecting the Date option or change a title reservation to a copy reservation by selecting the Copy reservation option Once you have finished making any changes to the conditions of the hold select the Commit reservation option to reapply the hold and press lt Return gt If your changes are successful you will be taken back to the Holds Processing screen Press lt Return gt twice to go back to a circulation menu Hold Queue Display If you wish to see whether there are any outstanding holds for an item for instance to give a reader an indication of how long they would have to wait for an item you may either e Locate the item on a Holds by Patron screen Fig 7 8 above select the option Queue display type the line number and press lt Return gt or e Select the option for or type chq from any menu in the circulation module and press lt Return gt At the prompt Enter search command OLIS Circulation User Manual 1999 Chapter 7 Reservations and Recalls 7 15 You may type any search command e g t political diaries to retrieve the item for which you wish to display the list of current holds See the OPAC staff pocket reference guides in leaflet form or the OPAC reader pocket reference guides in leaflet form or at http www lib ox ac
5. Bar 22022156 Address Libraries Automation Service Group Reader wit 65 St Giles Placed 16 MAY 1999 14 57 Held 16 MAY 1999 14 57 Lapses 17 MAY 1999 14 57 Item 302250154 Pickup Lib flut Srvce LAS Offices Scope LAS Libraries Automation Se Hold code LASHCD Circ code Hold Level 30 On Hold Notes Options Go to previous screen list MEAeRCMeags Date Notes Second screen Fig 7 15 Hold Detail screen The date at which the hold is due to lapse will appear in the Lapses field in most cases you will not need to be concerned about the time which displays in this field NB by selecting the Date option in this screen and pressing lt Return gt it is possible to access this Lapses field and type in a new date and time at which the hold should lapse One might very occasionally wish to do this for instance if a reader is unable to come into the library to collect an item awaiting their collection due to special circumstances Select the option Commit reservation and press lt Return gt to make this changed condition effective Step 5 Select the option Previous screen and press lt Return gt to go back to the Hold Queue Display screen Select the option Previous screen and press lt Return gt again and then press lt Return gt once more to go back to a circulation menu OLIS Circulation User Manual 1999 Chapter 7 Reservations and Recalls 7 25 Message alerting staff to a hold on an item at Ch
6. Libraries Automation Service 65 St Description Code Invoice Date Due date Ret date Due Paid fin introduction to compute LR 17 05 99 12 05 99 17 05 99 0 80 Multimedia CD ROM and com LR 17 05 99 12 05 99 17 05 99 0 80 The political diaries of C LR 17 05 99 12 05 99 17 05 99 0 80 LAST SCREEN 2 40 0 00 Options Full Payment OeMeeieaie Partial payment Account History Backward Forward Exit Fig 6 6 Accounts Receivable screen The title of each item on which a fine was incurred displays in a Description column on the left of this screen The type of fine incurred on each item will display in the Code column this will usually be LR for late returns but LOST B for a replacement charge for a lost item and DM for a charge applied for damage to an OLIS Circulation User Manual 1999 Chapter 6 Fines 6 12 item may also appear and each kind of fine may be paid through this screen For each overdue fine the date in the column Due date indicates when the item was due the date in the column Ret date is when the item was actually returned or renewed Please ignore the column nvoice Date Options are available for Full payment or Partial payment These enable you to register payment by cash or cheque or to register the waiving of all or part of a reader s outstanding charges Full payment from AP cash payment Step 1 In this AP screen the cursor will default to the Full payment option so just press lt Return g
7. These blocks allow one to link a record of the claimed return or loss of an item to a reader s borrower record while the flags ensure an accurate display of status information in the OPAC concerning claimed returned lost items If an item is lost you may wish to flag it as lost from a reader s item list and also to attach a lost item block to a reader s record so that a replacement charge may be placed against the reader s record see below 6a 9 11 Similarly if a reader claims to have returned an item you may wish to flag it as a claimed return and to add a Claimed Returned block in the reader s block s screen in order to record the fact both against the item status and the borrower record 5 So long as the block was placed in your library see above 2 13 9 6 A lost card block is system wide in its effects until the block is deleted or the reader s barcode updated at the library which placed the block they will be unable to borrow at any OLIS circulation library 7 A specific Charges future use block for each library is available Select the Search Jump option from this screen press lt Return gt type in your library s three letter code in upper case and press lt Return gt to view this option 8 Expired card is a slight misnomer since the block actually refers to the expiry of a reader s membership i e their permissions to borrow in your library The full block therefore only prohibits borrowing renewal in your library
8. one which has been updated is entered at check out the following message displays NEW ID 2134624 Jebb Keith B Please press lt ENTER gt for new ID or E xit Although it is possible to access the reader s record at this point as the usual circumstances in which a reader s barcode number is updated is if a card has been lost we strongly recommend that items should not be checked out to readers using old cards Instead you are advised to type E to exit the record and to ask the reader for their new card Other Options available from the Patron Registration first screen Deleting a Borrower from the Database If you wish to remove a borrower s privileges to borrow in your library this is possible simply by deleting the reader s membership for your library see Circulation Set Up Manual H 8 11 However if you know that a reader is deceased or has left Oxford altogether it is possible to delete a borrower record from the OLIS patron file This may help to keep the patron registration file up to date but you are under no obligation to do this You may also wish to use this delete function if a duplicate record has erroneously been created by staff in your library bear in mind that you can only delete such a record if you have previously attached a membership to it To delete such a patron record select the delete option from the Patron Registration first screen and press lt Return gt All attached memberships must be del
9. 15 MAY 1999 Geac ADYANCE Library System 6 9 13 2 Peat Lib fut Srvce 16 14 Oxford University Blocks 0 Fines 0 00 Items out 0 Holds 3 Enter Patron Name or Barcode 2147039 Pemberton Susan Jane Enter command ae Type in a statement to search the database Type S to get to the OPAC search screen Type 7B to check the patrons blocks Type IT or LIST to view checked out items Type P to update the patron record Type SH to show the holds for this patron Type ILL to review ILL requests for this patron Type for a more detailed help screen NB If you are at the checkout screen with the borrower for whom you wish to cancel a hold retrieved it is possible to go straight to this screen by typing h at the item prompt and pressing lt Return gt As listed on this screen the command p can be entered at this point to access the borrower record the command it to access the reader s list of items currently out on loan the command s to search the catalogue to retrieve an item to reserve for the reader see above 7 3 12 or the command b to access their blocks screen Step 3 At the prompt Enter command type sh and press lt Return gt The Holds by Patron screen will appear OLIS Circulation User Manual 1999 Chapter 7 Reservations and Recalls 7 18 File Edit View Settings Connect Commands Tools Help 04 14pm HOLDS BY PATRON 15 MAY 99 PATRON BARCODE 2
10. 8 3 Claimed Returned 9 30 Lost Card 10 4 Mail Returned 11 5 Charges Future use Options Enter specified line number Print Forward Backward Search jump Exit Fig 2 10 Patron Blocks table Step 3 Type the line number not the code for the Lost Card option currently no 9 and press lt Return gt to select the lost card block Step 4 The following prompt will appear Enter Item Barcode or Block description Tost Card It is necessary to enter something at this point or the block will not be placed We recommend that you enter the date here and anything else you wish to record about the lost card and press lt Return gt A screen similar to the following will appear OLIS Circulation User Manual 1999 Chapter 2 Updating the Borrower Record and keeping track of the Borrower 2 16 Telnet olis ts olis ox ac uk Ol x File Edit View Settings Connect Commands Tools Help PATRON BLOCKS Enter Patron name or barcode 2147039 Pemberton Susan Jane PATRON TRANSACTIONS AMT CNT DATE 1 x Lost Card 1 7 4 99 07 04 99 LAST SCREEN Options Accept fine payment AMELA Add item On off display Page Delete block Toggle Barcodes Forward Backward Exit Fig 2 11 Patron Blocks screen with Lost Card block Step 5 Select the Exit option and press lt Return gt You have now added the block and it will not be possible to borrow using the card in any library in Ox
11. Hol Contact Method Options Enter specified line number Line by line Added borrowers Delete File Update barcode Second screen Item list Blocks display Pay charges Waive charges Addresses Membership Notes Exit Fig 6 10 Patron registration screen with Pay Waive charges options available The payment or waiving of fines can be registered in this screen respectively by selecting the Pay charges or Waive charges option and pressing lt Return gt The procedure is similar to the Fastpay or Fastwaive procedures which can be used direct at checkin If you select Pay charges and press lt Return gt a screen similar to the following will appear Telnet olis ts olis ox ac uk File Edit View Settings Connect Commands Tools Help 18 MAY 1999 Geac ADVANCE Library System 6 9 13 2 Peat Lib flut Srvce 17 13 Oxford University FAST FINE PAYMENT Patron barcode 2022156 Patron name Peatling Gary Kenneth Patron address Libraries Automation Service 65 St Giles Amount ERA C to quit Fig 6 11 Fast fine payment screen through CPR OLIS Circulation User Manual 1999 Chapter 6 Fines 6 21 At this prompt you may e Press lt Return gt to register full payment of the outstanding charges e Type in an amount paid e g 5 for 50p 1 for 1 1 4 for 1 40 and press lt Return gt to register partial payment of the outstanding charges e Type and press lt Return gt to abort the process Similar options c
12. If you do identify a borrower with a stored history the system displays the Housebound Patron Checkout History screen listing the items borrowed by the reader since they were registered or since the list was last cleared A screen similar to that overleaf will appear OLIS Circulation User Manual 1999 Chapter 2 Updating the Borrower Record and keeping track of the Borrower _ 2 22 Telnet olis ts olis ox ac uk Of x File Edit View Settings Connect Commands Tools Help Patron 2022156 Peatling Gary Kenneth Page 1 Sort by date Descending Number of Records Retrieved 3 AUTHOR TITLE DATE 1 Lamarche Yadel Ber Qu est ce que l art fran ais 30 03 99 2 Tocqueville Alexis L ancien r gime et la r volution 10 03 99 3 Tocqueville Alexist L ancien r gime et la r volution 15 01 99 x Last screen Options Print Exit Fig 2 13 Borrower History Display If the list goes onto a further screen s a Forward option will appear on the option bar Step 3 By default the list of items checked out by the reader will appear sorted by descending order of checkout date i e with the item most recently checked out at the top Note that renewals will not appear separately in this list The Sort option can be used to change the display sequence Choose Sort and press lt Return gt The following prompt will appear Sort the list by lt A gt uthor lt T gt itle lt S gt ubject lt D gt ate Descend
13. Retrieve option and press lt Return gt A Library Locations screen such as the following will appear OLIS Circulation User Manual 1999 Chapter 7 Reservations and Recalls 7 6 Telnet olis ts olis ox ac uk File Edit View Settings Connect Commands Tools Help 04 56pm LIBRARY LOCATIONS 07 MAY 99 1 Collect the held item from the library where found 2 SocStu SOC Main L Social Studies Faculty Main Library 3 SocStu SOC Office Social Studies Faculty Librarian s Office 4 SocStu SOC Period Social Studies Faculty Periodicals 5 SocStu SOC Refere Social Studies Faculty Reference You are currently at the location on line 2 Enter the location from which the item should be collected when available If you choose Exit the library will tell you from where it should be collected Options Enter specified line number Exit Fig 7 4 Library Locations screen Step 5 At this point you will usually type n where n is the number mentioned on the line You are currently at the location on line n in this screen usually this number will be 2 and press lt Return gt This specifies that if when the hold is filled the item will be collected at your library A Hold Detail screen similar to the following will appear File Edit View Settings Connect Commands Tools Help 07 MAY 1999 Geac ADYANCE Library System 6 9 13 2 socde Social Stud 17 11 Oxford University HOLD DETAIL SCREEN Author Scott Charles Prestwich 1846
14. The checkout screen will then be redisplayed and the new due date time for the item will be shown Please see 3 24 30 below for further information about renewals Checkout limits exceeded Two limits may be set on the numbers of items a reader can check out 1 a maximum number of items a reader can check out in an uninterrupted checkout session i e without going back to the borrower prompt or without another reader appearing at check out 2 amaximum number of items in a reader s possession at any one time In both cases there is A a limit specific to a reader s borrowing of items from one circulation code These are set when the circulation code and patron membership concerned are linked in the matrix see Circulation Set Up Manual 8 23 4 B a generic limit on a reader s total borrowing of items from your library from any circulation code These are set in the relevant patron membership code in CPMC see Circulation Set Up Manual 7 21 2 A distinct warning message associated with each of these four scenarios will display at check out at the point at which the item which would exceed these limits is being checked out Thus it is possible to determine in each case which limit has been reached and which field in a library s circulation setup should be edited if the warning messages appear frequently and unnecessarily However whenever these limits are reached it is possible to override and continue with the current checkout
15. also be possible to display this screen via check in or via their blocks screen see 6 18 9 If the reader does not have any current outstanding fines the following prompt will display No outstanding charges see account details Y N It will be possible to access the reader s Account History at this point by typing Y and pressing lt Return gt Please proceed to Step 4 NB It is also possible to access the Account History of a reader without outstanding fines by entering ap at the checkin item prompt at the start of a checkin session and retrieving the reader If the reader has never incurred a charge in your library however the following message will display No outstanding charges Press lt Return gt to go back to the item prompt Step 3 Select the Account History option and press lt Return gt Step 4 A screen similar to the following will appear Telnet olis ts olis ox ac uk File Edit View Settings Connect Commands Tools Help ACCOUNTS RECEIYABLE 18 MAY 99 1_LAS Peatling Gary Kenneth 278172 Libraries Automation Service 65 St Description Code Invoice Date Due date Ret date Amount Paid 82 An introdu LR 18 05 99 10 05 99 18 05 99 83 Multimediat LR 18 05 99 10 05 99 18 05 99 84 The politit LR 18 05 99 10 05 99 18 05 99 85 An introdu LR 18 05 99 11 05 99 18 05 99 x LAST SCREEN 337 80 336 50 Options Enter specified line number Backward Exit DE Fig 6 13 Account
16. item barcode rather than Title Hold appears in the HOLD ITEM TYPE column however this indicates that the hold is a copy hold as with the hold on line three in Fig 7 9 The display in the GROUP column does not indicate the scope of a hold By default the first hold in the queue will be satisfied by the next copy to be returned at your library so long as the returned copy falls within the hold scope earch Move reservation NB If you access a hold queue through CHQ like this an option Move reservation will appear which if selected will enable you to move a particular reservation up or down the list of holds This should rarely be necessary however and we strongly recommend that it is not done unless absolutely necessary Readers themselves can see brief details i e not including readers names or barcode numbers of current reservations for an item before placing a hold on it over the OLIS Circulation User Manual 1999 Chapter 7 Reservations and Recalls 7 16 OPAC see the third OPAC reader pocket reference guide in leaflet form or at http www lib ox ac uk olis rpr3 index htm Error messages Please contact LAS if the following message appears while you are placing a hold for a reader Incorrect setting for the default scope please report this Press lt RETURN gt to continue The following message displays in the course of placing a hold if the default expiry date entered in field 12 of the relevant
17. of any fines incurred on overdue items or if the reader returning the item has certain kinds of block against their name or if the item has been reserved for another reader OLIS Circulation User Manual 1999 Chapter 5 Check in 5 3 Checking in returned items Step 1 If you are not already at the checkin screen type or select the option for CIN from any menu in the circulation module and press lt Return gt The following screen will appear Telnet olis ts olis ox ac uk File Edit View Settings Connect Commands Tools Help 01 48pm CIRCULATION CHECKIN 27 JUL 99 Charging Fines Yes Command or Item Barcode Amount Detailed Display Mode ITEM TITLE Fig 5 1 Blank Checkin screen Step 2 At the prompt Command or Item Barcode wand in the barcode of the returned book or type in the barcode and press lt Return gt If the item has been properly registered on OLIS as checked out your screen will appear similar to the following OLIS Circulation User Manual 1999 Chapter 5 Check in 5 4 Telnet olis ts olis ox ac uk O x File Edit View Settings Connect Commands Tools Help 12 16pm CIRCULATION CHECKIN 18 AUG 99 Name Peatling Gary Kenneth Previous charges 0 00 Charging Fines Yes Command or Item Barcode Amount Detailed Display Mode ITEM TITLE 302250155 The political diaries of C P Scott 1911 1928 302250155 accepted Fig 5 2 Checkin screen item accepted The na
18. t hamlet a shakespeare w Please see the OLIS OPAC staff pocket reference guides available from LAS in leaflet form or the OLIS OPAC reader pocket reference guides in leaflet form or at http www lib ox ac uk olis for full details of searching techniques available The staff OPAC search screens can be used at this point to retrieve an item without a legible barcode for check out see 3 21 above or for ordinary online searching To exit and return to the checkout screen type e and press lt Return gt from any of the initial staff OPAC search screens OLIS Circulation User Manual 1999 Chapter 4 Further functions from Check out 4 5 cd change the checkout date for next individual item to be checked out By default the current date and time are used as the checkout date time in determining the due date time of items checked out In the vast majority of checkout transactions this default should be accepted However you may on rare occasions wish to use a different checkout date time in a checkout transaction for instance to test that aspects of your circulation setup have been completed as desired or in the event of a problem with a circulation backup or self issue upload from previous dates periods Use the following guidelines to specify such a different date time for a specific loan NB if you need to specify a checkout date time different from the current for a series of transactions it is possible to enter suc
19. A variant of this option enables you to link the new barcode you have just added to the item to an existing piece record for the item thus replacing an existing system generated or physical barcode This is useful when circulating items which have been catalogued but not barcoded or items the barcode of which has become illegible or fallen out OLIS Circulation User Manual 1999 Chapter 3 Check out 3 31 Your choice between these options will be dependant partly on the likelihood of finding a piece bibliographic record for the item and partly on the size of the queue at your circulation desk Creating an on the fly record When an item which does not have a barcode is presented for check out at your circulation desk you should affix a new barcode to it and wand in the barcode at the item prompt When such a barcode without a bibliographic record is entered at the checkout item prompt the system will automatically display a screen similar to the following Telnet olis ts olis ox ac uk File Edit View Settings Connect Commands Tools Help CONVERSION ON THE FLY Item ID 302250156 1 Format Type FL 2 Sublocation LAS Offices 3 Collection 4 Circ Code LAS BOOKS Conversion on the fly is used to create brief Bibliographic and Item records However a Bibliographic record may already exist and need only be linked to an Item record with the Item ID displayed above Both conversion on the fly and
20. Connect Commands Tools Help 04 55pm CIRCULATION CHECKOUT 23 APR 99 Enter Patron name or barcode 2022156 Peatling Gary Kenneth ITEMS CHECKED OUT by Peatling Gary Kenneth 2 of 2 displayed Num Call number Notices Title Date due 1 LAS Offices CIRCTEST BOT Multimedia CD ROM and compact DUE 06 APR 9 3 Botto Francis 17 00 2 LAS Offices CIRCTEST WIL The political diaries of C P R30 APR 9E 0 Scott Charles Prestwich 1846 17 00 Options Enter specified line number Note faaiinrs Renew line s Renew all Claim return Lost item Backward Forward Exit Full details Fig 4 5 Reader s item list accessed via check out OLIS Circulation User Manual 1999 Chapter 4 Further functions from Check out 4 8 From this screen it is possible to e Select the Forward option and press lt Return gt to see details of any further items the reader has checked out if these go onto a further screen s It this then possible to scroll back up this list of items by selecting the Backward option and pressing lt Return gt e Display the piece record of any of these items by selecting the line option typing the line number of the item concerned and pressing lt Return gt e Add a note to any of the listed items which will display when the item is checked in see below 4 11 2 e Renew one some or all of the items currently checked out to the reader see above 3 26 7 e Flag any of these items as lost see below 4 14 5 e F
21. History screen OLIS Circulation User Manual 1999 Chapter 6 Fines 6 23 This Account History screen will display all of the reader s current and past paid or waived fines in chronological order of when they were incurred Details of each fine will be displayed on a distinct line in this screen The title of the item on which the fine was incurred a transaction code and the due date for the loan and actual return date for overdue fines will also all be displayed on the relevant line Sums for which payment is due or recorded i e all fines not waived will display in the Amount column sums paid will display in the Paid column and sums outstanding on each fine will display in the Owing column The totals in each of these three columns will display at the bottom of the screen The most recently incurred fines i e not necessarily any fines which have not been paid will display when one enters this screen but if the reader has accumulated a large number of fines you will be able to scroll back to view earlier fines by selecting the Backward option and pressing lt Return gt the totals displayed at the foot of the screen will include sums from such earlier fines NB Any line in this screen with zero in the Amount field such as the following Description Code Invoice Date Due date Ret date Amount Paid Owing 102 An introdu LR 02 06 99 28 05 99 02 06 99 0 00 0 00 indicates a fine which was waived in full Step 5 You may lo
22. If an item claimed return is found either by staff or by the reader it can be checked back in as normal This will automatically change the item status from claimed return back to the default for your library i e Available or blank NB Each library can establish a maximum for the number of items which readers in each of their patron memberships can claim to have returned in the table CPMC see Circulation Set Up Manual 7 23 If this maximum is exceeded the reader will be placed on administrative hold and will be prevented from checking out or renewing items please see below 6a 16 7 on administrative holds The application of this maximum however is not controlled by the claimed return flag described above but by the Claimed Returned block To apply such a maximum it would thus be necessary to attach a Claimed Returned block to the patron record of a reader who claimed to have returned an item s see 6a 4 9 One might wish to flag the item claimed return as well in order to give a more meaningful display of the item s current status on the OPAC OLIS Circulation User Manual 1999 Chapter 4 Further functions from Check out 4 15 Lost items If a borrower reports that they have lost an item which is still registered as checked out to them on OLIS it is possible to note this fact by flagging the item as lost in a similar way to claimed returns This is again done from the reader s item list when accessed from the check out cout s
23. MM YY DD MM YY OLIS Circulation User Manual 1999 Chapter 3 Check out 3 9 DD MM YY etc will all be accepted by the system at this point as well as formats including four digits for the year although there is no need to enter the year if you wish to use a date in the current year The prompt Checkout Due Time will then appear Enter the time which you wish to be effective during this checkout session in the format HHMM or HH MM and then press lt Return gt If you are happy for the default time to be used on whatever date you have entered previously just press lt Return gt Please note that any due time you enter will not be used unless you have entered a due date at the previous prompt The date and or time that you enter will display near the top of your checkout screen beneath the borrower s details once you have retrieved a borrower record File Edit View Settings Connect Commands Tools Help 03 44pm CIRCULATION CHECKOUT 20 APR 99 Membership Code LASSTF Enter Patron Name or Barcode 2135545 Macklow Gillian Doreen Blocks 0 Fines 0 00 Items out 0 Holds 0 Due Date 26 04 99 Due Time 03 00pm ITEM TITLE DUE Fig 3 6 Checkout screen after due function has been activated Note that if you wish a different due date and time to apply to a single loan rather than to an entire session you should use the due command after rather than before you retrieve a borrower at check out and before you enter th
24. To access the MARC record select the MARC option and press lt Return gt If the record is a match select the Retrieve option and press lt Return gt The Holdings Display screen will appear Telnet olis ts olis ox ac uk Ol x File Edit View Settings Connect Commands Tools Help SORELAG Local Control Number 11580405 Status Format BK Title Treats a play Author Hampton Christopher 1946 Updated By Patron Last out Update Date Due Date Created 23 04 99 Inventory Due Time Circ Cnt 0 0 1 Barcode g 02250157 Owning Data Lib fAut Srvce 2 Institution Lib fut Srvce Librar LAS Offices 3 Bldg subloc LAS Offices 65 St Gi LAS BOOKS 4 Collection 10 Pend Action 5 Call Prefix 11 Circ Code LAS BOOKS 6 Call Number 12 Statistics 7 Copy Number 13 Actual Cost 8 Yolume Part 14 Placeholder N 9 Call Suffix Current PO Fig 3 18 Holdings Display screen Step 4 The cursor will automatically appear in field 1 with the barcode that you have wanded in Press the space bar and then lt Return gt in order to go down to the option bar Check that other fields are correctly entered You may particularly wish to enter a shelfmark in field 6 and possibly to alter the circulation code in field 11 if you wish to link this item to a circulation code other than the default To access any field select the line option and press lt Return gt
25. Type the correct line number for the membership you wish to edit e g 2 and press lt Return gt NB At this point the following message may appear You do not have permission to view this data Press lt ENTER gt This error message will appear if you accidentally select the line for a membership given to a patron by another library We advise you to attempt to access the membership for your library again making sure that you enter the correct line number If the error message appears again contact LAS Step 5 Once you have accessed the Patron Membership Registration screen for your library the cursor will default to the line option Type in the line number you wish to edit and press lt Return gt Use the notes above 1 19 22 in editing this screen OLIS Circulation User Manual 1999 Chapter 1 Borrower Registration 1 24 Step 6 Make any corrections or additions and press lt Return gt to go back to the option bar or use lt Esc gt lt e gt to get out of an editing window Step 7 Select the Accept option and press lt Return gt to return you to the first Patron Registration screen You must then select File and press lt Return gt at the first screen to save your changes Membership Deletion It is possible to delete a reader s membership at your library once it has expired or the reader has left the University or they have ceased to use your library However please note that it would be inadvisable to do t
26. a borrower Renewals are usually made on or before the due date of the item though it is also possible to renew overdue items Items may be renewed for readers by staff in one of two ways via the checkout screen This section will describe these two methods and will then explain some of the error and warning messages which can appear during renewal To renew an item from Check out Method 1 This method is most useful if the reader is in your library at the time and has the item s with them for renewal Step 1 If you are not already at the checkout screen select the option for or type cout from any menu in the circulation module and press lt Return gt The following prompt will appear Enter Patron Name or Barcode Step 2 Enter the borrower s barcode either by wanding with a barcode reader or by typing it in manually and pressing lt Return gt See 3 5 above for alternative methods of retrieving a borrower s record OLIS Circulation User Manual 1999 Chapter 3 Check out 3 25 Step 3 At the item prompt wand in the barcode of the item for renewal The following prompt will appear This item is currently checked out to this patron on 22 APR 99 at 11 43 Renew Item Y N yes to All Fie Edit View Settings Connect Commands Tools Help 12 32pm CIRCULATION CHECKOUT 22 APR 99 Membership Code LASSTF Enter Patron Name or Barcode 2135545 Macklow Gillian Doreen Blocks 0 Fines 0 00 Items out 3 Holds 0
27. an item for which a claimed returned block has been placed against the name of the current borrower is checked in the following message will appear Item was claimed returned by patron 2xxxxxx Do you want to remove the block Y N Entering n and pressing lt Return gt will maintain the claimed returned block on this borrower s record Entering y and pressing lt Return gt will remove the claimed returned block from the borrower s record If the item is also overdue any overdue fine will be applied as normal and can therefore be waived at your discretion if desired Lost Item found If an item which features in a lost item block is wanded in at check in you will not be prompted automatically to remove the lost item block and any attached charge These have to be removed from the reader s record separately If the lost item is also overdue any overdue charge will be calculated normally as the item is checked in and can therefore be waived at your discretion if desired OLIS Circulation User Manual 1999 Chapter 5 Check in 5 21 Incorrect Location When an item barcode is entered at check in OLIS will automatically check if it is being returned at the correct location If the reader has returned the item to the wrong location by mistake one of the following messages will display If the item incorrectly returned to your circulation desk is registered as on loan from another circulating library a message similar to
28. applicable options RES999 Reader with unlimited reserves and RESNON Reader with no reserves The appropriate option will usually be RES999 as otherwise the reader will be unable to place reservations against the holdings of any library using OLIS circulation it is possible to prevent a group of readers from placing remote reservations against the holdings of your particular library elsewhere on the system see Circulation Set Up Manual 7 25 6 To select the option RES999 from this list type 1 and press lt Return gt The system will prompt you for a Membership code at this point if the reader does not already have one in this library Type in the required code if you know it and press lt Return gt or type to see the list of patron membership codes behind this field To go to the part of this index listing the patron membership codes for your library you should then select the option Search Jump and press lt Return gt type in your library s three letter code in upper case and then press lt Return gt again Your choice of code will depend on your library s policy towards different borrowers the codes have descriptions attached to help you identify the appropriate borrower group Type in the line number of the patron membership you wish to use and press lt Return gt NB Do not rely on memorising such list numbers as they may change as more codes are added System assigned but may be edited The reader s membership 1
29. borrower barcode A blank checkout screen will appear Step 2 At the item prompt type s and press lt Return gt The first staff OPAC search screen will appear Step 3 You may use any search command to locate the required title e g t to browse by title c to browse for the shelfmark or i to search for the ISBN Please see the OLIS OPAC staff pocket reference guides available from LAS in leaflet form or the OLIS OPAC reader pocket reference guides http www lib ox ac uk olis Then access the Brief Display screen for that title Step 4 Select the Retrieve option then type in the line number of the current copy and press lt Return gt The status of the current copy will be the default i e Available or blank NB if your library has several available copies of the item and you have any difficulty working out which is the current copy it may be necessary to check on your shelves The item will be issued and the barcode number will display with a due date and time Itis advisable to add a note to the item to ensure that it is given a new barcode repaired on its return see 4 11 2 below on adding a note to an item at check out If there is no copy available in your library then this may be an item which has not yet been catalogued You should follow one of the first two procedures for conversion on the fly see 3 30 5 for guidelines Keyboard time out If a borrower record is left retrieved at check out for two m
30. checkin an item has any fines outstanding in which case the total of these fines will display See 6 5 10 on how the payment or waiving of fines may be registered at this point If you do not wish to register the payment or waiving of any fines here simply press lt Return gt once more to go back to a circulation menu Enter s to search and or retrieve an item from OLIS As at checkout it is possible to search OLIS from the checkin item prompt by typing s and pressing lt Return gt This again may be useful if the barcode of an item previously catalogued on OLIS has fallen out or cannot be read by the barcode reader as searching for and retrieving the piece record will enable you to check the item in Type s at the item prompt and press lt Return gt and the first staff OLIS OPAC search screen will appear ol Telnet olis ox ac uk Connect Edit Terminal Help WELCOME TO OLIS the Oxford Libraries Information System Staff Use arrow keys to highlight selection then enter search terms Or type command then enter search terms e g t moby dick Look for the First Word s in Look for Keyword s in Title t Title Keyword tu Author Author Keyword av Subject s Subject Keyword sw Journal Title jt Notes nw All Indexes all All Keywords u ISBNZISSN i Further Search Options 2nd Screen Antiquarian Search Terms 3rd Screen Press Return for more help or type E and press Return if you wish to Exit Enter the first word of t
31. fines to take them below the maximum level i e not necessarily all of their outstanding fines 2 It is possible to delete Administrative Hold blocks directly from the Patron Blocks screen using the Delete block option It is most likely that you would do this having added the Administrative Hold block manually after a suspension invoice final overdue notice for a reader s loan of an item had been generated once the item were returned to your library it is likely you would wish to remove the administrative hold It is also possible directly to delete administrative holds which have been added automatically to a reader s record but it is likely that you would rather wish to wait for the underlying problem to be resolved and thus for the administrative hold to be removed automatically OLIS Circulation User Manual 1999 Chapter 7 Reservations and Recalls 71 Table of contents Reservations and Recalls 2 Basic guide to placing a title reservation 3 Reserving variations 7 I Placing a copy reservation 7 2 Widening the scope of a reservation 9 a Changing the expiry date 10 b Changing the activation date 11 Changing the conditions of a hold after it has been placed 12 Hold Queue Display 14 Error messages 16 Reservations by readers 16 Cancelling holds 16 Cancel all 20 Cancel at Check in 21 Cancellation of holds by readers 22 Lapsed holds 22 Message alerting staff to a hold on an item at Check in 25 Message at Check out
32. following message will then display Renewal not allowed Do you want to checkin Y N Type Y and press lt Return gt at this prompt to check the item in to make the item available for the next reader to collect Type N and press lt Return gt or just press lt Return gt at this prompt if you wish to leave the item in the possession of the current borrower but not renewed Item overdue and held If the item is overdue and has been reserved by another reader the following message will display Item 302250152 is due 20 APR 1999 17 00 This item is OVERDUE and HELD Checkin and Renew Y N H The same options apply as for items not overdue but reserved by other readers type Y and press lt Return gt to renew for the current reader type N and press lt Return gt or just press lt Return gt not to renew the item for the current reader and to provide the option to check the item in to make it available for the reserver to collect NB It is possible if you wish to prevent any renewal of items which are reserved by other readers by using the Held Circ code field in the appropriate part s of the matrix see Circulation Set Up Manual 8 24 OLIS Circulation User Manual 1999 Chapter 3 Check out 3 29 Item recalled If an item has been recalled by the library it will not be possible to renew it In the event of an attempted renewal the following message is displayed Current status Recalled Renewal not allowed Do you w
33. have checked in all the items which the reader is returning type pay at the checkin item prompt and press lt Return gt Alternatively you may press lt Return gt as if to exit check in As you press lt Return gt or check in an item which has been on loan to a different reader a screen similar to the following will appear Telnet olis ts olis ox ac uk Ox File Edit View Settings Connect Commands Tools Help 10 58am CIRCULATION CHECKIN 17 MAY 99 Name Peatling Gary Kenneth Previous charges 3 60 Charging Fines Yes Command or Item Barcode This session 1 20 Amount 1 20 Detailed Display Mode ITEM TITLE 302250153 fin introduction to computer based library systems Outstanding charges of 4 80 for borrower Peatling Gary Kenneth Press lt ENTER gt to continue or enter lt PAY gt to PAY lt HAIVE gt to WAIVE E E Fig 6 2 Fastpay and fastwaive options Type pay at this point and press lt Return gt Step 2 A prompt similar to the following showing the total amount owed by the reader will appear Amount 4 80 to quit NB If at this point you wish to abort the transaction type and press lt Return gt The charge will still be outstanding against the reader s record OLIS Circulation User Manual 1999 Chapter 6 Fines 6 6 Step 3 The cursor will appear in the amount field To register the payment of the full amount just press lt Return gt The following prompt will app
34. in any doubt Type y and press lt Return gt to continue Incomplete Return to Cataloguing If an item is checked in having been checked out using the first conversion on the fly method 3 32 3 the following message will display Pending Action gt Incomplete Return to cataloguing Please enter Y to continue It is possible to return the item to general circulation and to check it out on subsequent occasions without any further action However the item will not display on the OPAC until the brief record which has been created in the conversion on the fly OLIS Circulation User Manual 1999 Chapter 5 Check in 5 22 screen is upgraded to a full record by a cataloguer You may therefore wish to set the item aside for further cataloguing before it is returned to general circulation Last patron display You may for a variety of reasons wish to display the details of the last reader to borrow or renew if the item is still in their possession a particular item after you have left the checkin screen or checked in an item for a different reader so that the lpd command see above 5 12 4 cannot be used This information may be accessed using the CLPD command Use the following guidelines NB You will need to have the correct barcode of the item to use this function If you do not have the item with you so are unable to wand in its item barcode type search from any menu in the circulation module in order to display the staff
35. in the format surname forename and press lt Return gt The system will either go directly to the borrower record if a barcode is entered or to a borrower browse list if a name was entered In the latter case if there is a registration for the current borrower type in the line number and press lt Return gt The message Please check membership code s none present will appear if the reader currently has permissions to borrow in no OLIS circulation library Press lt Return gt and the first Patron Registration screen will appear If this borrower does not have permissions to borrow at your library but has permissions at other OLIS circulation libraries the message No Local Membership will appear in the top right hand corner of the screen If they do not have a membership at any OLIS circulation library the message No Memberships will appear here If you are sure that you cannot find a record for the borrower at all in the OLIS patron file it will be necessary to create a new one at this point see 1 8 16 above OLIS Circulation User Manual 1999 Chapter 1 Borrower Registration 1 18 Telnet olis ts olis ox ac uk File Edit View Settings Connect Commands Tools Help PATRON REGISTRATION No Local Membership Patron Barcode 2047316 Last Update Last Trans 1 Name Last F M Harris Neville Registered 2 College Lincoln College 3 Zip Postal Code OXFORD 0X1 3DR 4 Phone Number s 5 Department
36. in the window any note which you wish to appear at check in When you have finished entering the note and are ready to exit the window type lt Ese gt and then lt e gt Step 3 The following prompt will then display Do you want to save changes to note Y N Type y and press lt Return gt to save the note Note that in this case the command is entered just after you have checked out the item to which you wish it to apply OLIS Circulation User Manual 1999 Chapter 4 Further functions from Check out 4 12 Method 2 Note option from a reader s item list If you have missed this opportunity to add a note either because you have left the checkout screen for the relevant borrower or have checked out further items to them you may add notes to be associated with specific loans through the reader s item list Step 1 If the relevant borrower record is not already retrieved at check out wand in the borrower s barcode at the checkout borrower prompt or otherwise retrieve their borrower record at checkout see 3 5 for options Step 2 Type it at the item prompt and press lt Return gt Step 3 Locate the item to which you wish to add a note on the reader s item list Then select the Note option type in the line number of the item concerned and press lt Return gt An editing window will appear in which you may type the note that you wish to display when the item is checked in Step 4 Type lt Esc gt lt e gt to exi
37. indicating that a reader is collecting an item they had reserved 25 Recalls 26 Recall through CREL 28 Indirect recall 30 OLIS Circulation User Manual 1999 Chapter 7 Reservations and Recalls 7 2 Reservations and Recalls This chapter includes 1 Guidelines on how to place and cancel reservations or holds on the staff side of OLIS When a reservation is placed it is possible to change a variety of conditions which determine how the hold may be filled particularly the scope of the hold i e whether it can capture only a particular copy or any copy of a title in a particular library or any copy of a title system wide Instructions on how to change these conditions are included in this chapter Guidelines are also given for deleting holds 2 Guidelines on recalling an item Placing a recall on an item can generate a request printed or emailed to its current borrower to return an item to the library this can thus be useful when an item is required by another reader Itis also possible to change the due date and time of the item when placing a recall OLIS Circulation User Manual 1999 Chapter 7 Reservations and Recalls 7 3 Basic guide to placing a title reservation It is possible for readers to place reservations via the OPAC or GeoWeb against the holdings of OLIS circulation libraries though this option can be suppressed at the discretion of the circulating library see Circulation Set Up Manual 7 24 8 on the
38. is not found the following message will display Personal ID not found Press lt ENTER gt Press lt Return gt and you will be able to search for the borrower again Once you have updated the borrower record select File and press lt Return gt to save your changes and you will be prompted to enter another borrower name or barcode Press lt Return gt again to go back to a circulation menu Retrieving the Borrower Record through the Checkout screen Step 1 Select the option for or type COUT and press lt Return gt from any menu screen in the circulation module Wand in the borrower s barcode or type the borrower s name in the format surname forename and press lt Return gt at the prompt Enter Patron Name or Barcode The system will either go directly to the checkout screen for that borrower record if a barcode was entered or to a borrower browse list if a name was entered In this latter case locate the borrower on the list type in the appropriate line number and press lt Return gt The Circulation Checkout screen now appears OLIS Circulation User Manual 1999 Chapter 2 Updating the Borrower Record and keeping track of the Borrower 2 6 Telnet olis ts olis ox ac uk ol x File Edit View Settings Connect Commands Tools Help 12 55pm CIRCULATION CHECKOUT 06 APR 99 Membership Code LASSTF Enter Patron Name or Barcode 2135545 Macklow Gillian Doreen Blocks 0 Fines 0 00 Items out 0 Hold
39. line number and press lt Return gt The selected circulation code will appear in field 11 of the piece record and the cursor will go back down to the option bar To save any such changes to the piece record select the File option and press lt Return gt The following prompt may then appear Update owning info from current info Y N OLIS Circulation User Manual 1999 Appendix B_ CEHI B 3 It is especially advisable to type y and press lt Return gt in response to this prompt in order to make any changes that you have made to the item s circulation code effective A Pieces Summary screen of all OLIS copies of the item will be displayed Telnet olis ts olis ox ac uk Ol x File Edit View Settings Connect Commands Tools Help PIECES SUMMARY LIBRARY LOCATION SHELFMARK STATUS 1 LAS LAS Offices LAS TEST Available 2 Bodley BOD Bookstack M93 F07768 Available 3 Staff STF Main Coll Lib Fisher Available Last Screen Options Display item piece record Sequence holdings Limit list MARC Order display Exit Fig B 2 Pieces Summary screen Select Exit and press lt Return gt once more to go back to the Enter item barcode or search command prompt 2 Change the item Status Select the Status option and press lt Return gt The following prompt will then appear Enter new Item status code Type and press lt Return gt to see the list of available status codes Locate the status code you wish to
40. loan rather than for an entire session you should use the ed command after rather than before you retrieve a borrower at check out and before you enter the barcode of the item concerned see below 4 5 If the due command see below is used to specify a due date time for the session before the cd command has been used to alter the check out date and or time any check out date and or time which you enter which is later than the entered due date time will not be effective 3 Changing the due date and time for the whole checkout session By default the current date and time or any date and time you have specified to be used as the checkout date time are used as in conjunction with your library s setup tables to calculate the due date time of items checked out In the vast majority of checkout sessions this default should be accepted However you may on rare occasions wish to use a specified due date and perhaps also time in checkout transactions for instance in the event of special circumstances or in the event of problems with a circulation backup or self issue upload from previous dates periods Use the following guidelines to specify such a different date time At the checkout borrower prompt if you type the command due and press lt Return gt The following prompt will appear Checkout Due Date Enter the date which you wish to be effective as the due date during this checkout session and press lt Return gt The formats DD
41. membership and a status line This line indicates e How many blocks the reader currently has in your library e The total of any outstanding fines that the reader currently owes to your library e How many items the reader currently has out on loan from your library e How many holds are currently placed in the reader s name anywhere on the System File Edit View Settings Connect Commands Tools Help 10 42am CIRCULATION CHECKOUT 21 APR 99 Membership Code LASSTF Enter Patron Name or Barcode 2022156 Peatling Gary Kenneth Blocks 3 Fines 7 20 Items out 2 Holds 1 Borrower Status Line ITEM TITLE DUE Fig 3 10 Borrower Status Line on Checkout screen To access further information about any of these aspects of the borrower s record use the command b to display blocks information ap to display the borrower s fine screen it to display information about the items they have checked out or h to display the borrower s holds screen please see 4 7 10 12 below for further information about these commands OLIS Circulation User Manual 1999 Chapter 3 Check out 3 15 Checkout messages and exceptions There are a number of exceptions and associated messages that may arise when items are checked out The most important are described below Item already checked out If staff attempt to check out an item which according to OLIS is already on loan to another reader the following message will display The item 3xxxxxxxx h
42. of Payment methods we recommend that you select option 4 Fastway Type 4 and press lt Return gt Step 3 The cursor will appear in the due column for the first of the reader s outstanding fines Go through the fines entering any amount in each case that you wish to waive NB The commands which can be used at this point are listed on 6 15 above Once you have finished entering the amounts waived press lt Space gt and then lt Return gt Step 4 The following prompt will appear Do you wish to process this transaction Y N Type y and press lt Return gt to waive the amount s you have entered or type n and press lt Return gt to stop the waiving procedure and leave all fines unwaived The AP screen will now display any outstanding fines the new total owing appearing at the foot of the due column Select the option for Exit and press lt Return gt to go back to the checkout item prompt If you wish to go back to a circulation menu press lt Return gt twice more 2 AP procedure from Check in PNB Although it is possible to access from checkin we recommend that the AP procedure is accessed from the checkout screen see page 6 11 Step 1 From the Checkin screen type ap at the command or item barcode prompt and press lt Return gt Step 2 If you have just checked in an item for a reader this will directly bring up their Accounts Receivable screen Otherwise the following prompt will appear Enter patron name
43. or barcode To open close the cash register type OPEN or CLOSE Wand in the borrower barcode or otherwise retrieve their borrower record see above 2 3 6 on other ways of retrieving borrower records The Accounts Receivable screen will appear OLIS Circulation User Manual 1999 Chapter 6 Fines 6 19 Step 3 Follow the procedures outlined on 6 10 8 above for full and partial payment or waiving of fines When you have finished select the option Exit and press lt Return gt to go back to the checkin item prompt Press lt Return gt once more if you wish to go back to a circulation menu 3 AP procedure from the patron blocks screen From the blocks screen of any reader it is possible to access their Accounts Receivable screen by selecting the Accept payment option and pressing lt Return gt Follow the procedures outlined on 6 10 8 above for full and partial payment or waiving of fines When you have finished select the option Exit and press lt Return gt to go back to the reader s blocks screen If you have registered the full payment or waiving of fines you should find that at least one block has been removed from the reader s blocks screen See below ch 6a for more information on blocks This procedure is perhaps the easiest way to handle a charge against a reader for a lost or damaged item that they are willing to pay on the spot A Lost Books or Damaged Book block can be added to the reader s record through their blocks s
44. press lt Return gt NB A maximum of forty characters will display in such a block The new block will now appear in the blocks screen OLIS Circulation User Manual 1999 Chapter 6a Borrower Blocks 6a 9 Telnet olis ts olis ox ac uk Ol x File Edit View Settings Connect Commands Tools Help PATRON BLOCKS Enter Patron name or barcode 2147039 Pemberton Susan Jane PATRON TRANSACTIONS AMT CNT DATE 1 xx Messages x 1 Raader staying another year 31 05 99 x LAST SCREEN Options Accept fine payment aes ELUGA Add item On off display Page Delete block Toggle Barcodes Forward Backward Exit Fig 6a 5 Messages block Step 8 Select Exit and press lt Return gt to go back to the checkout item prompt or the CTU borrower prompt Adding a charge related block Example adding a Lost Books block The Lost Books block allows one to place a discretionary charge against a reader s borrower record by way of replacement charge when an item has been lost To add a Lost Books or Damaged Book block it is necessary to have the correct barcode for the copy which has been lost or damaged Note that a Lost Books block can only be added to a reader s borrower record in respect of an item currently registered as checked out to the reader If you do not already have the correct barcode of a lost item this can be obtained using the line option from the reader s item list see 4 7 8 To obtain the correc
45. press lt Return gt at the checkin item prompt to blank out the amount field after each item is checked in if any overdue charges are incurred on the next item to be checked in these will again be displayed in this field see above 5 10 It is also possible to type the command f and press lt Return gt at the checkin item prompt to turn off the charging of overdue fines during the checkin session which may be found useful in rare circumstances see above 5 12 When amounts outstanding are displayed on the checkin screen in these fields it is possible to continue checking in further items None of the values in these fields will necessarily equate to the total amount currently owed by the current reader including any lost or damaged item charges which can be displayed and paid or waived at any point during the checkin session using the pay or waive commands see below 6 5 10 In addition if there are outstanding charges against the reader when one presses lt Return gt as if to exit check in or when one checks in an item for a different reader a message similar to the following will display the total amount owed by the reader Outstanding charges of 7 40 for borrower Peatling Gary Kenneth Press lt ENTER gt to continue or enter lt PAY gt to PAY lt WAIVE gt to WAIVE NB Confusion may arise if a reader is returning items on behalf of more than one person e g on behalf of themselves and a friend A display of fin
46. represent the sum paid Leave the Paid field blank for any fine for which the reader has made no payment PNB The following commands are available at this point most are listed at the bottom of this screen OLIS Circulation User Manual 1999 Chapter 6 Fines 6 15 lt SPACE gt Exit Press lt Space gt and then lt Return gt when you have finished entering the amount of each fine paid this will take you back to the option bar lt ENTER gt Forward Just press lt Return gt to move the cursor down to the paid column in the next line When you are on the last line of fines pressing lt Return gt will move the cursor back up to the Paid column on the first line lt gt Back Typing a period lt gt and pressing lt Return gt will move the cursor to the Paid column on the previous line lt gt Full Payment Entering an equal sign lt gt and pressing lt Return gt will indicate to OLIS that a particular fine has been paid in full the cursor will move down to the next line lt gt Clear Entering a hash sign lt gt and pressing lt Return gt clears the field and thus may be useful if you need to correct a mistake the cursor will move down to the next line Step 3 When you have finished entering any amount paid in the Paid column against each item press lt Space gt and then lt Return gt to exit the Paid column A screen similar to the following will appear File Ed
47. s membership at your library Step 1 Access the patron registration screen by typing or selecting the option for CPR and pressing lt Return gt at any menu in the circulation module The following prompt will appear Enter Patron Name or Barcode Step 2 Wand in the borrower s barcode or type in their name in the format surname forename or barcode number and press lt Return gt The system will either go directly to the borrower record if a barcode is entered or to a borrower browse list if a name is entered In this latter case type the line number for the borrower record you wish OLIS Circulation User Manual 1999 Chapter 1 Borrower Registration 1 23 to access and press lt Return gt The first CPR or Patron Registration screen now appears Step 3 Select the Membership option from the option bar and press lt Return gt A screen similar to the following will appear Fie Edit View Settings Connect Commands Tools Help 05 APR 1999 Geac ADYANCE Library System 6 9 13 2 socde Social Stud 09 54 TRAIN Oxford University PATRON MEMBERSHIP LIST Patron Barcode 2047316 Name Harris Neville Contact Notes Membership RegDate ExpDate Normal Hols Stf Pub ID type Access 1 QEHDEY Current 2 SOCUND OSApr99 O5Apr02 E N N 90 Options Enter specified line number Add item Exit Fig 1 7 Patron Membership List with Line option selected Step 4 The system defaults to the line option on the option bar
48. the Line by line option and press lt Return gt to go through each of the 19 fields in turn entering data as required 1 Name Required Enter the reader s last name followed by a comma Then enter any known first and middle names E g Neate Geoff P 2 First address Required An editing window will appear Enter an address here This field will usually be labelled College If you find that you frequently wish to enter a different type of address e g departmental address when registering readers in order to use when sending circulation notices it is possible to change this default see Circulation Set Up Manual 7 4 5 Three lines may be used for the address but only two will be displayed on the first borrower registration screen Please note that we do not advise that you enter town or city names or postcodes in this address field if you know the address postcode these should then be entered as part of a post code record in the next field Use lt Esc gt lt e gt i e press the Escape key and type e or press lt Return gt several times to exit the window 3 Postal Code Optional Allows you to enter a postal code When completed the system will display any further address details stored in OLIS associated with the postcode Please note that we advise that you enter the postcode and town city name here as part of a postcode record as this will produce a more consistent display on printed notices Creating a Postcode
49. then appear No copies of this title may be held Continue Y N n Press lt Return gt once more or type n and press lt Return gt Then select Exit and press lt Return gt to go back to the Holds Processing screen Then press lt Return gt twice to go back to a circulation menu 3 Changing the dates between which a hold will apply By default each hold will apply from the date and time at which it is placed and will expire if not filled in the intervening period on a date which is determined by your library s set up It is however possible to change these defaults in the Hold Detail screen a Changing the expiry date If you know that an item will only be useful to a reader before a certain date it may be beneficial to change the default expiry date for the hold to a date closer to the current date In rarer circumstances it may be desired to move this date further into the future Follow steps 1 to 5 from the above guidelines 7 3 6 for placing a title reservation then proceed as follows OLIS Circulation User Manual 1999 Chapter 7 Reservations and Recalls 7 11 Step 6 From the Hold Detail screen select the Date option and press lt Return gt The cursor will appear in the Expires field Step 7 Type in the date at which you wish the hold to expire if not filled in the intervening period This date can be entered in the formats DD MM YY DD MM YY or DD MM YY etc as well as formats including a four digi
50. to the checkin screen Type in and press lt Return gt to go to the checkin screen See ch 5 When you have finished checking items in pressing lt Return gt will take you back to the checkout screen for the last borrower retrieved from within checkout OLIS Circulation User Manual 1999 Chapter 4 Further functions from Check out 4 11 Adding item notes You might wish to append a note to an item which has just been checked out so that the note will display to the member of staff who checks it in on its eventual return to the library for example if the item was damaged prior to check out both in order to remind staff to repair it and to draw attention to the fact that the damage is not the current borrower s fault There are two ways to do this Method 1 n note at check out Step 1 If the item was the last checked out and you are still in the checkout screen for the same borrower type n at the next item prompt and press lt Return gt An editing window similar to the following will appear File Edit View Settings Connect Commands Tools Help 03 31pm CIRCULATION CHECKOUT 26 APR 99 Membership Code LASSTF Enter Patron Name or Barcode 2022156 Peatling Gary Kenneth Blocks 3 Fines 9 00 Items out 3 Holds 0 ITEM TITLE DUE 1 302250152 DOBIS LIBIS a guide for librarians and 03 05 99 05 00pm 2 n 6 04 99 03 31pm DOBIS LIBIS a guide for librarians and Fig 4 9 Checkout note window Step 2 Type
51. using the descriptions to guide you then type in the line number of the code and press lt Return gt OLIS Circulation User Manual 1999 Chapter 1 Borrower Registration 1 20 Step 5 The cursor will appear in field 2 and a default expiry date for the membership will be calculated in this field Press lt Space gt and then lt Return gt to accept this date and to go down to the option bar NB It is possible to edit this date if desired see the detailed line by line notes below Step 6 Select the Accept option and press lt Return gt to return you to the first Patron Registration screen You must then select File and press lt Return gt at the first screen to save your changes The Membership screen line by line To enter any data in any fields 1 to 9 select the line option type a field number and press lt Return gt to access a particular field and press lt Return gt when you have typed in the required data to go back to the option bar Alternatively you may select the Line by line option and press lt Return gt to go through each of the nine fields in turn entering data as required Required fields must be completed or you will be prevented from saving the new membership 1 Membership Required Please see step 4 in the brief notes on 1 19 above 2 Expiry Date System assigned but may be edited This date controls when the reader s membership in your library will expire A date calculated from the parameter
52. 039 Pemberton Susan Jane Use EXIT key to end note changes Fig 7 12 Hold cancellation note window The following prompt will then appear Do you want to save changes to note Y N E Edit Type y and press lt Return gt to save any changes or type n and press lt Return gt to leave the note blank You are returned to the Holds by Patron screen The status Cancelled will display next to the reservation which you have cancelled OLIS Circulation User Manual 1999 Chapter 7 Reservations and Recalls 7 20 File Edit View Settings Connect Commands Tools Help 05 09pm HOLDS BY PATRON 15 MAY 99 PATRON BARCODE 2147039 PATRON NAME Pemberton Susan Jane TOTAL NUMBER OF HOLDS 3 TYPE CALLNO BARCODE TITLE AUTHOR STATUS ACTION 1 7 The political diaries of C P Scott Charles Prestwich 20 fin introduction to computer Cancelled Tedd Lucy A 3 T Multimedia CD ROM and compat Botto Francis Options Enter specified line number Queue display BRIS Cancel reservation Cancel all Exit Fig 7 13 Cancelled hold status line 2 on a Holds by Patron screen Any reservations which are cancelled have expired or have been collected will only appear in a reader s Holds by Patron list until a nightly processing job removes them Select Exit and press lt Return gt to go back to the Holds Processing screen from where you may press lt Return gt twice to go back to a circulation menu Cancel all Should you wish to cance
53. 147039 PATRON NAME Pemberton Susan Jane TOTAL NUMBER OF HOLDS 3 TYPE CALLNO BARCODE TITLE AUTHOR STATUS ACTION 1 7 The political diaries of C P Scott Charles Prestwich 23 I fin introduction to computer Tedd Lucy A 3 T Multimedia CD ROM and compat Botto Francis Options Enter specified line number Queue display MBBS Cancel reservation Cancel all Exit Fig 7 11 Holds by Patron screen Step 4 Locate the hold you wish to cancel select the Forward option and press lt Return gt if it does not appear on this first screen Then select the Cancel reservation option type the line number of the hold you wish to cancel and press lt Return gt A message similar to the following will appear Are you sure you want to CANCEL hold for patron 2147039 Y N Type y and press lt Return gt An editing window will then appear in which it is possible to add a note on why the hold has been cancelled see Fig 7 12 overleaf However it is more likely that you will simply wish to press the Escape key and then type e to exit this window OLIS Circulation User Manual 1999 Chapter 7 Reservations and Recalls 7 19 File Edit View Settings Connect Commands Tools Help 05 00pm HOLDS BY PATRON 15 MAY 99 PATRON BARCODE 2147039 PATRON NAME Pemberton Susan Jane TOTAL NUMBER OF HOLDS 3 TYPE CALLNO BARCODE TITLE AUTHOR STATUS ACTION TaT The political diaries of C P Scott Charles Prestwich 5 05 99 05 03pm 2147
54. 16 Membership 17 Checking the Borrower Registration Record 17 Creating a new Membership 18 Brief notes 19 Detailed notes 20 Editing Memberships 22 Membership Deletion 24 Optional Facilities 24 Second Screen 24 Addresses 28 Added Borrowers 30 Adding an Added Borrower to a Registered Borrower s Record 30 Editing or Deleting Added Borrowers 32 Saving changes to Borrower Registrations 32 Accept 32 File 32 Exit 33 OLIS Circulation User Manual 1999 Chapter 1 Borrower Registration 1 2 Borrower Registration Introduction This chapter sets out guidelines for the creation of borrower records on OLIS Borrower records include some system wide borrower information and some local library data For this reason borrower registration is a two part process for OLIS circulation libraries First Registration of the borrower on the OLIS database This will usually happen centrally through the downloading of records from the University card database though manual registration may be necessary in some cases This core record can be used by all OLIS circulation libraries though to enable a reader to borrow in a particular library the reader must also be given a local membership This guide shows the procedure for manual registration where this would be necessary Second Creation of memberships in each circulating library from which the reader will be allowed to borrow This chapter shows how to add a membership to the borrower record to
55. 1932 Title The political diaries of C P Scott 1911 1928 Patron Peatling Gary Kenneth Id Bar 72022156 Address Libraries Automation Service Group Reader wit 65 St Giles Placed 07 MAY 1999 17 10 Active 07 MAY 1999 17 10 Expires 21 MAY 1999 23 59 Pickup Social Stud SOC Main Libr Scope SOC Social Studies Faculty Hold code SOCHCD Circ code Hold Level 30 Notes Options Commit reservation PODRA Aa Exit Date Pickup location Reserve level Scope Copy reservation Notes Activation info Hold code Second screen Fig 7 5 Hold Detail screen OLIS Circulation User Manual 1999 Chapter 7 Reservations and Recalls 7 7 Step 6 If all information is accurate and correct then place the reservation by selecting the Commit reservation option and pressing lt Return gt For other options at this point see below 7 7 12 Step 7 If the hold has been placed successfully you will be returned to the Holds Processing screen Press lt Return gt twice to go back to a circulation menu DPLEASE NOTED If a copy of the item is available in your library a warning similar to the following will display There IS an item available at Lib Aut Srvce Continue Y N It will still be possible to place a reservation on this item if desired by typing y and pressing lt Return gt this option may be useful if the reader themselves is not present as you are placing the hold However please note that if yo
56. 3 OLIS Circulation User Manual 1999 Chapter 2 Updating the Borrower Record and keeping track of the Borrower 2 2 Updating the Borrower Record and keeping track of the Borrower Introduction It is not possible to alter any of the information in a borrower s registration in CPR until you have given the reader a membership in your library However once you have done this the borrower record can be edited and may be used to store and access up to date information about the borrower s activities in your library This chapter includes information on how to access a borrower record from different points in the system how to edit the record including adding notes and how to register a lost card OLIS will retain a record of the items which a reader has borrowed from your library This chapter also describes how this list may be accessed and printed Fines and blocks on the reader s record will be covered in more detail respectively in chs 6 and 6a OLIS Circulation User Manual 1999 Chapter 2 Updating the Borrower Record and keeping track of the Borrower 2 3 Retrieving the Borrower Record It is possible to retrieve the borrower record either directly through CPR or through the checkout screen The name of the borrower who has just checked in an item will be displayed at checkin and it is possible to display their patron record at this point but it is not currently possible to edit the record or access any of the connec
57. 5 20 Expiry date CHAT EESN cnnan nasi 6a 9 11 6 19 Membership 1 14 20 27 Flags rin R mteess 4 15 Reservations o 7 10 1 16 Item status cressrirareiaoiiai 4 15 University card 2 c4 ciic aia 1 27 Mm F Memberships readers Pines Ainare enu chapter 6 Adding ssseeeeeeceeee 1 9 13 17 22 Accounts History readers 6 21 4 Brief guide sig 6 aee 01070 Sees s S 1 18 20 At check in 5 9 12 15 6 6 3 10 Deleting E IEPA EANNA EEE EEAS 1 24 Deferring payment 6 10 Editing EE ea 1 22 4 Payment 5 10 1 15 6 6 5 7 Expiry messages at check out Waiving 5 11 15 6 6 8 10 20 coseeeennneeeaneeecnnnecenannaseen 3 11 24 Through Accounts Receivable AP Expiry date o on 1 13 4 20 27 SCLEEN ccscsccseccevecscternaseesee 6 10 9 Missing book barcodes Payment seess 6 12 6 At check in eseeessseseesssessssssees 5 6 7 Waiving ccceecseessesesseeen 6 17 8 At check out s 3 20 1 3 35 6 Though CPR sssesscsseeeeee 6 19 21 N H Negative barcodes 1 7 8 2 18 Hold for patron Message at check in New ID Message at check out 3 10 E NE NEA A E EES 5 17 19 Not in the system Message at check in Hold queue display ATAG AE S 5 16 Holds See Reservations Notes On borrower records 2 7 12 I Notes Attached to items At check out 0 0 0 0 4 8 11 2 Incomplete Return to Cataloguing Archean 5 19 20 Mess
58. 7 10 Pick up location s 7 56 9 16 CUCUES soci id esses 7 14 16 22 SCOPE aerieni 7 7 9 10 15 16 System wide 0 0 7 9 10 26 aei ET EE 7 3 7 S Searching OLIS From check out ou eeeeeee 4 4 From check in ceeeeeeeeee eee 5 6 7 Status lost and paid Message at check 6 Seer ete SBN ae AAA EE 3 19 T Toggle barcode function 6a 11 2 U Unbarcoded items at check out 3 35 6 Uncatalogued items at check out e A ONAE 3 30 5 University card identifier 1 27 Update barcode sicseisancensed 2 18 9 OLIS Circulation User Manual 1999 Index X 4 OLIS Circulation User Manual 1999
59. APR 99 Enter Patron name or barcode 2022156 Peatling Gary Kenneth PATRON TRANSACTIONS AMT CNT DATE 1 Overdue Items 1 fin introduction to computer based librar 20 01 99 2 Multimedia CD ROM and compact disc a 07 04 99 2 x Item Waiting for Collection 1 DOBIS LIBIS a guide for librarians and 20 04 99 3 Notices 1 fin introduction to computer based librar 02 02 99 2 Multimedia CD ROM and compact disc a 20 04 99 4 x Late Return Fines 1 The political diaries of C P Scott 191 7 00 05 04 99 Options Accept fine payment AAM iia Add item On off display Page Delete block Toggle Barcodes Forward Backward Exit Fig 3 9 Patron Blocks screen You may want to act on any information contained here e g check out an item awaiting collection while the reader is at your circulation desk Select Exit and press lt Return gt to continue with the current checkout transaction s It is possible to redisplay these blocks within the checkout screen at the item prompt e g if you wish to remind yourself of the titles awaiting collection at any point see below 4 10 Administrative hold If any of the blocks which displays at this point is an administrative hold block the reader will have committed some misdemeanour in your library which incurs this block The occurrence of this block can be controlled by each library in its set up tables see Circulation Set Up Manual 7 23 When you exit the bl
60. Any notices which have already been generated in connection with this loan will appear in the Notices field These two fields may be useful in explaining why an overdue OLIS Circulation User Manual 1999 Chapter 4 Further functions from Check out 4 9 notice expected for a loan has not appeared overdue notice codes are explained in Circulation Set Up Manual 2a 2 9 Any notes added to the item which will be displayed when the item is checked in will appear in the field labelled Notes If the loan has not been renewed this screen will be for display only press lt Return gt to go back to the reader s item list However if the item has been renewed through staff or remotely by the reader a Renewal periods option will appear on the option bar Select this and press lt Return gt and a screen containing details of renewals similar to the following will display Telnet olis ts olis ox ac uk File Edit View Settings Connect Commands Tools Help 09 24am CIRCULATION CHECKOUT 23 AUG 99 Enter Patron name or barcode 2022156 Peatling Gary Kenneth Item gt 302250155 Title The political diaries of C P Scott 1911 1928 Author Scott Charles Prestwich 1846 1932 Renewal Dates and times 3 23 AUG 99 09 19 Client 2 19 AUG 99 08 53 OPAC 1 12 AUG 99 08 52 S 06 AUG 99 08 52 Press lt RETURN gt to continue Jj Fig 4 7 Renewal periods screen for an individual loan accessed from a reader s item list It may be usefu
61. CPR first screen field 17 is completed with Y for Yes As by default Y will be entered in this field do not change this field during the process of borrower registration if you wish such lists to be maintained OLIS Circulation User Manual 1999 Chapter 2 Updating the Borrower Record and keeping track of the Borrower 2 21 Viewing the borrower history Step 1 Type CHBD and press lt Return gt from any menu screen in the Circulation module and the Housebound Patron History Display screen will appear Step 2 At the prompt Enter Patron Name or Barcode wand in the reader s barcode or type in their name in the format surname forename or LST to retrieve the last patron accessed from any screen in the circulation module and press lt Return gt If you enter a name a browse list will appear from which you will be able to select the reader otherwise you should be taken straight to the borrower record If the borrower does not have a membership in your library the following message will display Patron is not registered at this location Press lt Return gt and then select Exit and press lt Return gt again to go back to the borrower prompt If the borrower has a membership but has not checked an item out from your library since their borrower history was last cleared the following message will display No checkout history for patron press lt return gt Press lt Return gt to go back to the borrower prompt
62. ITEM TITLE DUE 1 302250152 DOBIS LIBIS a guide for librarians and This item is currently checked out to this patron on 22 APR 99 at 11 43 Renew Item Y N yes to All Fig 3 12 Checkout screen Renewal prompt Step 4 Type y and press lt Return gt to confirm renewal of the item The new due date and time for the item will display If you type a and press lt Return gt the current item will again be renewed However typing a also indicates to OLIS that further items will be renewed for this reader in this checkout session so that if and when further such renewals are made this prompt will not display Answering n and pressing lt Return gt or just pressing lt Return gt produces no changes to any conditions associated with the item i e it will still be out on loan to the current reader with the former due date The cursor will go back to the item prompt To renew an item from Check out Method 2 This method is most useful if the reader is not in your library at the time and or does not have the item s with them for renewal It is also likely to be of use if the reader wishes to renew all the items they currently have out on loan OLIS Circulation User Manual 1999 Chapter 3 Check out 3 26 Step 1 If you are not already at the checkout screen type cout from any menu in the circulation module and press lt Return gt The following prompt will appear Enter Patron Name or Barcode Step 2 Wand in the
63. MEMSCP table However fewer parameters can be altered by readers placing reservations than by staff see below 7 16 so sometimes it will be necessary for staff to place reservations on behalf of readers The majority of reservations which you will need to place are title reservations i e reservations which can be filled by any copy of a particular title in your library The following guidelines explain the basic procedure for placing such a reservation Step 1 Type or select the option for hrt from any menu in the circulation module The Holds Processing screen will appear File Edit View Settings Connect Commands Tools Help 20 AUG 1999 Geac ADYANCE Library System 6 9 13 2 lasd Lib fut Srvce 09 06 Oxford University HOLDS PROCESSING Enter Patron Name or Barcode c Fig 7 1 Blank Holds Processing screen Step 2 At the prompt Enter Patron Name or Barcode wand in the borrower s barcode or type in their name in the format surname first name e g peatl or peatling g and press lt Return gt If you have entered a name a browse list of reader s names alphabetically closest to your search term will appear locate the correct borrower type the line number and press lt Return gt NB Any blocks against the reader s name may display at this point If the reader s blocks OLIS Circulation User Manual 1999 Chapter 7 Reservations and Recalls 7 4 screen does appear select Exit and press lt Return gt to continue
64. OLIS Circulation User Manual A Guide for staff Libraries Automation Service 1996 updated 1999 OLIS Circulation User Manual Overall Table of Contents Great Escapes moving around OLIS Chapter 1 Borrower Registration Chapter 2 Updating the Borrower Record and keeping track of the Borrower Chapter 3 Check out Chapter 4 Further functions from Check out Chapter 5 Check in Chapter 6 Fines Chapter 6a Borrower Blocks Chapter 7 Reservations and Recalls Appendix A Quick Guide to Borrower Registration Appendix B CEH Appendix C Summary of Functions at Check out Appendix D Summary of Functions at Check in Index Circulation User Manual Evaluation Form Great Escapes moving around OLIS Using the option bar e g Addresses Forward Backward Second screen Update barcode Notes Added borrowers File Exit Move the cursor to highlight the option you wish to use and press lt Return gt to activate it Move the cursor using the arrow keys lt or or or OR type the first letter of the option e g b Backward s Second screen u Update barcode n Notes e Exit BUT Be careful where two options have the same initial letter i e a once Addresses a twice Added borrowers f once Forward f twice File Common options Line Line by line Exit File Accept Line Access a line Select this option type the line number and press lt Return gt Line by line Use this option to acc
65. OLIS Circulation User Manual 1999 Chapter 3 Check out 3 35 Step 5 Should you wish to abort the transaction and the conversion on the fly for any reason select Exit and press lt Return gt to go back to the first conversion on the fly screen Otherwise when all fields are correct select File and press lt Return gt to save your changes You will then be asked if you wish to update the owning data it is necessary to type y and press lt Return gt if you have altered the circulation code from the default The item will now be checked out to the borrower and a due date and time will appear as normal No further cataloguing of such items is required Conversion on the fly using Search Link 2 items previously catalogued The Search Link option at the first conversion on the fly screen can also be used to enable you to issue an item which has previously been catalogued but which requires a new barcode because it has not previously been barcoded or because the previous barcode has become unusable In these circumstances affix the new barcode to the item concealing any unusable barcode already in the item and wand it in to bring up the conversion on the fly screen Then use the following guidelines Step 1 Select the Search Link option and press lt Return gt The staff search screen will appear Step 2 Use any appropriate search to retrieve the item it is likely that in the case of an item which you know has already been cata
66. OPAC search screen You may then use any of the searching techniques described in the staff OPAC pocket reference guide leaflets or in the first two reader pocket reference guides available in leaflet form or at http www lib ox ac uk olis in order to find the item display Locate the copy in which you are interested and the barcode may be displayed by selecting the line option typing in the line number of the copy and pressing lt Return gt Step 1 Type clpd from any menu in the circulation module and press lt Return gt Step 2 At the prompt Command or Item Barcode Wand in the barcode for which you wish to display last borrower details or type in the barcode and press lt Return gt Step 3 A screen showing brief details of the last borrower of the item similar to the following will display OLIS Circulation User Manual 1999 Chapter 5 Check in 5 23 Telnet olis ts olis ox ac uk oO x File Edit View Settings Connect Commands Tools Help 03 42pm LAST PATRON DISPLAY 27 JUL 99 Command or Item Barcode 302250155 Last access by 2135545 Name Macklow Gillian Doreen Return date 27 JUL 1999 Display patron details Y N E Fig 5 18 Last patron display through CLPD Press lt Return gt to go back to the checkin item prompt As when using the Ipd command at checkin however it is possible to display the reader s Patron Registration screen by typing y and pressing lt Return gt at this po
67. REEN Options Accept fine payment Geese dd item On off display Page Delete block Toggle Barcodes Forward Backward Exit Fig 6a 8 Charge related block with Accept Payment highlighted for editing deletion Select the Accept payment option and press lt Return gt This will take you through to the reader s Accounts Receivable screen where fine payment or waiving in full or in part may be registered see above 6 10 8 You will be taken back to the reader s Patron Blocks screen when you leave the Accounts Receivable screen If you have registered full payment or waiving of the outstanding charges all charge related block s should be removed if you have registered part payment or waiving of the outstanding charges the blocks display will be altered accordingly OLIS Circulation User Manual 1999 Chapter 6a Borrower Blocks 6a 14 Deleting non charge related blocks Some non charge related blocks can be deleted by using the Delete block option from the bottom of the Patron Blocks screen Step 1 Select the option for or type ctu and press lt Return gt from any menu in the circulation module At the prompt Enter Patron name or barcode wand in the reader s barcode or type in their name in the format surname forename and press lt Return gt If you use the reader s name you will be presented with a browse list of reader s names alphabetically closest to the term you entered Type in the line number of th
68. Record Step 1 Type the postcode in field 3 and press lt Return gt If the system already has a record of this postcode as it will in the case of many Oxford postcodes town city details will automatically appear in field 3 and there is no need to create a new postcode record please proceed with completing any other fields of the Patron Registration screen that you wish to complete If there is not already a record for the postcode on OLIS a City State Province Zip Postal Code Edit screen will appear with the message OLIS Circulation User Manual 1999 Chapter 1 Borrower Registration 1 12 Record not found for XXX XXX Do you want to create a new record Y N Step 2 Type y and press lt Return gt and the cursor will appear at the City prompt Here you may enter town city details which will be stored on OLIS and retrieved if the postcode is used again in registering other borrowers if you do not wish to create such a record it is possible to type n and press lt Return gt at the above prompt to exit this screen If you are entering an Oxford postcode type oxford here and press lt Return gt three times no data is needed in fields 2 and 3 if you are entering a postcode from elsewhere you may wish to enter further details in fields two or three The system will automatically adjust the city name to upper case Step 3 The cursor will go down to the option bar Select File and press lt Return gt to save your c
69. S Circulation User Manual 1999 Chapter 2 Updating the Borrower Record and keeping track of the Borrower 2 14 Telnet olis ts olis ox ac uk O x File Edit View Settings Connect Commands Tools Help 04 52pm PATRON BLOCKS 07 APR 99 Enter Patron name or barcode 2147039 Pemberton Susan Jane PATRON TRANSACTIONS AMT CNT DATE HEE NO BLOCKS LAST SCREEN Options I fidd entries On off display Page Delete block Toggle Barcodes Forward Backward Exit Fig 2 9 Patron Blocks screen no blocks Step 3 Select the Add item option and press lt Return gt The following prompt will appear Enter block type code If you know the block code in this case 30 you may type it in here and press lt Return gt then proceed to step 4 Alternatively you may type a double and press lt Return gt at this point to see a list of possible block codes This list will appear similar to the following OLIS Circulation User Manual 1999 Chapter 2 Updating the Borrower Record and keeping track of the Borrower 2 15 Telnet olis ts olis ox ac uk Ox File Edit View Settings Connect Commands Tools Help 04 52pm PATRON BLOCKS 07 APR 99 Enter Patron name or barcode 2147039 Pemberton Susan Jane Number of records 58 Code Description of code ey ADMINISTRATIVE HOLD 2 10 Messages 3 11 Item Waiting for Collection 4 12 Notices 5 14 Late Return Fines 6 2 Lost Books 7 25 Damaged Book
70. Tools Help 11 55am CIRCULATION CHECKOUT 19 APR 99 Membership Code LASSTF Enter Patron Name or Barcode 2135545 Macklow Gillian Doreen Blocks 0 Fines 0 00 Items out 2 Holds 0 ITEM DUE 1 302250151 19 04 99 05 30pm 2 302250152 26 04 99 05 00pm 3 Fig 3 4 Checkout screen simple display If you type the command dt and press lt Return gt at the checkout borrower prompt to change to a simple display at checkout the following message will appear Checkout format changed to SIMPLE Press lt ENTER gt to continue OLIS Circulation User Manual 1999 Chapter 3 Check out 3 7 If you type the command dt and press lt Return gt at the checkout borrower prompt to change to a detailed display at check out the following message will appear Checkout format changed to DETAILED Press lt ENTER gt to continue 2 Changing the checkout date and or time for the whole checkout session By default the current date and time are used as the checkout date time in determining the due date time of items checked out In the vast majority of checkout sessions this default should be accepted However you may on rare occasions wish to use a different checkout date time in checkout transactions for instance to test that aspects of your circulation setup have been completed as desired or in the event of problems with a circulation backup or self issue upload from previous dates periods Use the following guidelines to specify suc
71. University or other library card at check out NEW ID 2047317 Please press lt ENTER gt for new ID or E xit This indicates that the reader number you have entered has been updated on the system see 2 18 9 Although it is possible to access the borrower record in these circumstances by pressing lt Return gt at this point and subsequently to check items out to such a reader for security reasons we strongly advise that instead you type E for Exit and press lt Return gt to go back to the checkout borrower prompt and ask the reader to present their current card before checking any items out to them OLIS Circulation User Manual 1999 Chapter 3 Check out 3 11 Lost card If the following message appears when you wand in a borrower barcode at check out This patron card has been marked as lost and cannot be used in the library Please press lt ENTER gt It will not be possible to check items out to the reader If you have just used the update barcode function to register a new card for the reader please contact LAS and ask for assistance Patron s membership expired If a message such as the following displays when you wand in a reader s University or other library card at check out Patron s local Membership LASSTF has expired Enter P atron update or lt ENTER gt to exit You will be unable to check out or renew items for the reader unless you first extend their expiry date If you wish to enable the reader to
72. User Manual 1999 Chapter 6a Borrower Blocks 6a 12 Telnet olis ts olis ox ac uk oO x File Edit View Settings Connect Commands Tools Help 12 49pm PATRON BLOCKS 02 JUN 99 Enter Patron name or barcode 2022156 Peatling Gary Kenneth PATRON TRANSACTIONS AMT CNT DATE 1 Overdue Items 1 302250152 DOBIS LIBIS a guide for l 02 06 99 2 x Item Haiting for Collection 1 302250154 Multimedia CD ROM and comp 02 06 99 LAST SCREEN Options Accept fine payment Gaeta Add item On off display Page Delete block Toggle Barcodes Forward Backward Exit Fig 6a 7 Patron Blocks screen with toggle barcode function activated Note that the default setting is not to display the item barcodes in blocks in any reader s blocks screen when it is accessed at any point the Toggle Barcodes option must be used every time you wish to display item barcodes in a reader s blocks screen If having used this option you wish to restore the fullest possible display of items titles without leaving the reader s blocks screen select the option Toggle Barcodes again and press lt Return gt Editing and deleting charge related blocks Some non charge related blocks can be deleted directly from the reader s blocks screen see 6a 14 5 below on the procedure Some non charge related blocks however can only be deleted indirectly through other transactions see below 6a 15 Charge related blocks can be edited
73. You may however type y press lt Return gt to display the reader s first Patron Registration screen File Edit View Settings Connect Commands Tools Help Membership LASSTF Patron Barcode 2022156 Last Update 22 07 99 Last Trans 27 07 99 1 Name Last F M Peatling Gary Kenneth Registered 27 11 98 2 College Libraries Automation Service 65 St Giles 3 Zip Postal Code OXFORD 0X1 3LU 4 Phone Number s 5 Department Libraries Automation Service 65 St Giles 6 Zip Postal Code OXFORD 0X1 3LU 14 Password HHHH 7 Personal ID 15 Home Inst 8 ID Type 000 16 Home Subl 9 Patron Code RES999 Reader w 17 Housebound Y N Y 10 Expiration Date 07 SEP 1999 11 Comments 5 12 Rte Recipient N 18 Std Contact Method E Email 13 Rte Location 19 Hol Contact Method Press lt enter gt to continue Fig 5 11 Patron Registration screen accessed via the Last Patron Display screen Please note that at this point this screen is for display only the only option is to press lt Return gt to go back to the checkin screen There is unfortunately no way of OLIS Circulation User Manual 1999 Chapter 5 Check in 5 14 accessing the item list or the checkout screen for the current reader direct from check in this feature is currently under investigation Checkin Information Messages Messages and instructions to staff at checkin will usually appea
74. aders readers should be encouraged to ask staff to place reservations on issues of journals or multi volume works for them Copy reservations are not necessarily higher in priority than title OLIS Circulation User Manual 1999 Chapter 7 Reservations and Recalls 7 8 reservations for the same item each will be satisfied in the order in which they are placed Please note that there are two drawbacks even to the process of staff placing copy reservations Firstly the listing of copies is fairly indiscriminate so that selecting the correct copy to reserve is not a trivial task and may be prohibitively time consuming a solution to this problem is being sought Secondly it is not possible to select a range of copies to reserve at this point though this too is under investigation This means currently that if a library has several copies e g of a particular serial issue the only way to ensure that a reader obtains the first copy of this issue to be returned to the library is to place a copy hold on all individual copies the holds on the copies which are not the first returned would then have to be cancelled when the reservation was filled To place a copy reservation follow steps 1 to 5 from the above guidelines 7 3 6 for placing a title reservation then proceed as follows Step 6 At the Hold Detail screen instead of selecting Commit reservation choose Copy reservation and press lt Return gt The Pieces Summary Holds scree
75. age at check in 5 21 2 a tee we Notices Generated due for a particular Incorrect location Message at check LOAN fas cacce cued aa anea 4 8 9 TDs ve E TEE SEEE 5 21 o Invalid barcode f Message at check out 3 22 On hold shelf Message at checkin Message at check in c s00 Ry L EE ES soos 5 17 8 Item already checked out messages On route Message at check in 5 21 A ae pata untae 3 15 Outstanding charges Message at check Item waiting for collection block N sveeesssssecesnnseeesnnneessnneetesnneess 5 15 6 EAN 6a 4 5 15 5 14 5 Override due date Message at check Item list readers ii 4 7 9 2 20 OU EERTE TEES 3 19 20 Item not checked out message at P heck intan 5 16 Passwords Readers 0 cccseeeees 1 14 Item on hold message at check out Patron cannot check out item Message r MGs dere eeoa a 3 17 8 at check out ce 323 4 Item satisfies patron hold message at Patron last updated Message at check check out wees 3 18 7 26 OUL i sdeccsrets asa tite a S 3 13 4 K Patron membership expired Message Keyboard timeout c csesseee 321 2 at check out eseccecsessessessee 3 11 L OLIS Circulation User Manual 1999 Index X 3 Patron not registered Message at Check Out wee eeeseseeeceeeeees 3 11 Patron record see Borrower record Patron registration see Borrower registration Patron s card about to expiry Message at check ou
76. ain misdemeanours with which other blocks are associated i e e When they have exceeded the maximum number of Claimed Returned blocks allowed for the relevant patron membership e When they have exceeded the maximum number of Overdue Items blocks for the relevant patron membership or e When they have exceeded the maximum outstanding debt i e their total fines outstanding in charge related blocks exceeds this maximum for the relevant patron membership These three maximums which control the automatic application of such administrative holds to readers can be altered in your library set up respectively in fields 4 5 and 6 of the second screen of CPMC see Circulation Set Up Manual 7 13 4 23 While other blocks i e Claimed Returned blocks Overdue Items blocks Late Return Fines blocks Damaged Book blocks and Lost Books blocks thus do not in themselves enforce any temporary prohibition on the reader borrowing renewing items from your library depending on what other blocks a reader has and upon maximums which can be controlled in your library s setup tables when any of these blocks is placed against a reader manually or automatically it may effectively place the reader on administrative hold by transgressing one of these three limits 2 Administrative Hold blocks can also be added to a reader s record manually after they have committed some misdemeanour which is thought at the discretion of the library to be sufficient to wa
77. aiving fines Fast full waive If a reader has accumulated fines on items they are currently checking in or on past transactions and you wish to waive the full amount on the spot please use the following guidelines Step 1 When you have checked in all the items which the reader is returning type waive at the checkin item prompt Alternatively you may press lt Return gt as if to exit check in As you press lt Return gt or check in an item which has been on loan to a different reader a screen similar to the following will appear Telnet olis ts olis ox ac uk Ox File Edit View Settings Connect Commands Tools Help 11 47am CIRCULATION CHECKIN 17 MAY 99 Name Peatling Gary Kenneth Previous charges 0 40 Charging Fines Yes Command or Item Barcode This session 1 80 Amount 0 60 Detailed Display Mode ITEM TITLE 302250155 The political diaries of C P Scott 1911 1928 Outstanding charges of 2 20 for borrower Peatling Gary Kenneth Press lt ENTER gt to continue or enter lt PAY gt to PAY lt HWAIVE gt to WAIVE Fig 6 5 Fastpay and fastwaive options Type waive at this point and press lt Return gt Step 2 A prompt showing the total amount owing similar to the following will appear Amount 2 20 to quit NB If at this point you wish to abort the transaction type and press lt Return gt The charge will still be outstanding against the reader s record OLIS Circulat
78. al or full payment or waiving of particular fines in more detail The reader s account history 1 e a list of the charges that they have incurred in your library in the past and which have been OLIS Circulation User Manual 1999 Chapter 6 Fines 6 11 paid or waived as well as outstanding charges can also be displayed through this option see below 6 21 4 The AP screen can be accessed through check out through check in or through the patron blocks screen 1 AP procedure from Check out If you are not already at check out select the option for or type cout and press lt Return gt from any menu screen in the circulation module Wand in the borrower barcode or otherwise retrieve the borrower record see above 2 3 6 on other ways to retrieve a borrower record At the item prompt type ap and press lt Return gt NB If there are no outstanding charges for the reader the following prompt will appear at this point No outstanding charges see account details Y N Typing y and pressing lt Return gt will display the reader s account history see below 6 21 4 Just pressing lt Return gt or typing n and pressing lt Return gt will take you back to the checkin item prompt If outstanding fines are linked to the reader s record a screen similar to the following will appear File Edit View Settings Connect Commands Tools Help 12 45pm ACCOUNTS RECETYABLE 17 MAY 99 1_LAS 2022156 Peatling Gary Kenneth 278172
79. alling an item usually lent for very short periods i e hourly loans rather than days Then press lt Return gt Step 5 The cursor will appear at the second item prompt Type in the barcode of a further item which you wish to recall or press lt Return gt to go back to a circulation menu The item will now be recalled and a recall notice generated The item status will appear as Recalled on the OPAC and in the readers item list Indirect recall To recall an item indirectly 1 e while placing a copy hold use the guidelines above for retrieving and placing a reservation Steps 1 to 5 on 7 3 6 However select the option Copy reservation from the Hold Detail screen and press lt Return gt A screen similar to the following will appear Telnet olis ts olis ox ac uk Ol x File Edit View Settings Connect Commands Tools Help PIECES SUMMARY Holds LIBRARY SHELFMARK STATUS DUE DATE 1 LAS CIRCTEST TED DUE BACK 24 05 99 1 2 Bodley M94 E08248 Available 3 Corpus 025 04 Te Available 4 R S L Comp Fd 22 Available Last Screen Options Retrieve specified item piece record Previous screen Trace Recall Fig 7 20 Pieces Summary screen for indirect recall of items Locate the item which you wish to recall if necessary using the Forward option if there are further pieces listed on a second screen Then select the Recall option type in the line number of the item and press lt Return gt OLIS Circula
80. ame or barcode 2147039 Pemberton Susan Jane PATRON TRANSACTIONS AMT CNT DATE 1 x Lost Card 1 7 4 99 07 04 99 x LAST SCREEN Options Accept fine payment aes ELUGA Add item On off display Page Delete block Toggle Barcodes Forward Backward Exit Fig 2 12 Patron Blocks screen with Lost Card block Step 3 Highlight the option Delete block Type the number of the block you wish to delete in the format using the two digits to the left of the lost card block NB If this is the only block in the patron blocks screen as in the screen dump above you should type 1 1 if there are other blocks in this screen however you may have to type different digits Then press lt Return gt The block should now be removed from the screen and the reader should now be able to borrow from any OLIS circulation library of which they are a member using the recovered card Replacement Cards If the reader is unable to find their card they will have to obtain a replacement depending on the category of card they need to replace either a replacement OLIS Circulation User Manual 1999 Chapter 2 Updating the Borrower Record and keeping track of the Borrower _ 2 18 University card which can be obtained through Bodleian Admissions or a replacement library card direct from the library which is issuing them When they first attempt to borrow from an OLIS circulation library using such a new card it will be necessa
81. an Overdue Items block can be deleted directly although it is unlikely that you would need or wish to do this Administrative Holds Administrative Hold blocks have some of the characteristics of full blocks in that when a reader is on administrative hold at your library they will be prevented from borrowing or renewing items from your library An Administrative Hold block will also prevent a reader from using remote functions 1 e remote renewals and remote reservations on a system wide basis When a reader is on administrative hold the following message will display when their borrower record is retrieved at check out in the affected library This patron is on administrative hold Do you wish to override Y N It is possible for staff to override the administrative hold at this point and permit checkout renewal transactions without the underlying problems having been resolved by typing y and pressing lt Return gt However if you override the block in this way the same prompt will appear on the next occasion that the borrower s record is retrieved at check out It is more likely therefore that you would either wish to enforce the administrative hold until the underlying problem has been resolved or in certain circumstances delete the Administrative Hold block outright Administrative Hold blocks can be applied to a reader s record in one of two ways 1 Their application is triggered when a reader has already committed cert
82. an be used with the Waive charges option Viewing the Account History A reader s Account History screen will display a list of the charges that they have incurred on OLIS in your library in the past and which have been paid or waived as well as outstanding charges NB This facility is for display only fine payment or waiving must be registered in the first AP screen Use the following guidelines to access a reader s Account History details Step 1 If you are not already at checkout select the option for or type cout and press lt Return gt from any menu in the circulation module At the checkout borrower prompt wand in the reader s barcode or otherwise retrieve their borrower record see 3 5 above on other ways of retrieving the borrower record at checkout The checkout screen will appear Telnet olis ts olis ox ac uk File Edit View Settings Connect Commands Tools Help 05 30pm CIRCULATION CHECKOUT 18 MAY 99 Membership Code LASSTF Enter Patron Name or Barcode 2022156 Peatling Gary Kenneth Blocks 2 Fines 1 30 Items out 1 Holds 2 ITEM TITLE Fig 6 12 Checkout screen with ap command Step 2 Type ap at the item prompt and press lt Return gt If the reader has any current outstanding fines this will bring up the reader s Accounts Receivable screen where OLIS Circulation User Manual 1999 Chapter 6 Fines 6 22 details of these fines will display NB If the reader has outstanding charges it will
83. and derived obligations remain the responsibility of the registered borrower and will be attached to that record Added borrowers can only be attached to a registered borrower s registration on the system if s he is linked to a patron membership code for whom this privilege has been enabled which can be controlled by libraries in their circulation setup See Circulation Set Up Manual 7 21 It should be pointed out to the registered borrower that their loan allowances are not increased through an added borrower being linked to their registration NB Added borrowers can also be added at Checkout When the borrower record of a reader with added borrowers is retrieved during the Checkout process the system provides a list of current added borrowers The available options at this point include the ability to delete existing added borrowers or to add new ones See 4 15 7 on how added borrowers are used at checkout Adding an Added Borrower to a Registered Borrower s Record Step 1 From within the Patron Registration or CPR first screen for the borrower to whom you wish to link the Added borrower select the Added borrowers option and press lt Return gt If the borrower is not attached to a patron membership group with this privilege the following message displays at the bottom of the screen No Additional Borrowers may be added to a xxxxx patron where XX XXX is the patron membership group of this borrower If the possibility of an ad
84. and or deleted using the Accept payment option from the blocks screen to alter the amount outstanding or by otherwise registering the paying or waiving of fines see above ch 6 Use the following guidelines Step 1 Select the option for or type ctu and press lt Return gt from any menu in the circulation module At the prompt Enter Patron name or barcode wand in the reader s barcode or type in the reader s name in the format surname forename and press lt Return gt If you use the reader s name you will be presented with a browse list of reader s names alphabetically closest to the term you entered Type in the line number of the borrower record you wish to retrieve and press lt Return gt OLIS Circulation User Manual 1999 Chapter 6a Borrower Blocks 6a 13 NB If you are in checkout it is possible to access a reader s block screen without going through a circulation menu If a reader has blocks against their borrower record their blocks screen will be displayed when the borrower record is retrieved at the checkout borrower prompt Step 2 A screen similar to the following will appear Telnet olis ts olis ox ac uk File Edit View Settings Connect Commands Tools Help 09 57am PATRON BLOCKS 01 JUN 99 Enter Patron name or barcode 2022156 Peatling Gary Kenneth PATRON TRANSACTIONS AMT CNT DATE 1 Late Return Fines 1 fin introduction to computer based librar 3 00 01 06 99 x LAST SC
85. ant to checkin Y N Type Y and press lt Return gt to check the item in Typing N and pressing lt Return gt or just pressing lt Return gt will result in no change in the item s status Lost Items A reader will not be able to renew any item which has been flagged as lost If an attempt is made to renew such an item through check out the following message will display Current status Billed as Lost Renewal not allowed Do you want to checkin Y N If you wish the reader to retain the item in their possession you must first type Y at this prompt and press lt Return gt in order to check the item in and clear the lost item status You may then check it out to the reader again NB See 4 15 below on how to flag an item as lost It is possible to renew an item flagged as claimed return without changing its status back to the default as it may be possible that one would renew such an item solely to prevent overdue fines being accrued on it Checking in a claimed return item will change its status back to the default On the claimed return flag see 4 13 5 below Maximum renewals It is possible to set a limit in the appropriate table in the matrix on the number of consecutive times a reader can renew an item see Circulation Set Up Manual 8 24 If an item is being renewed for the last possible consecutive item a message similar to the following will display under the item prompt 1 302250152 DOBIS LIBIS a guide for libra
86. arch terms Or type command then enter search terms e g t moby dick Look for the First Word s in Look for Keyword s in Title Keyword tu Author a Author Keyword a Subject s Subject Keyword Su Journal Title jt Notes nu All Indexes all All Keywords w Number Searches Highlight for ISBN ISSN i Further Search Options 2nd Screen Antiquarian Search Terms 3rd Screen Press Return for more help or type E and press Return if you wish to Exit Enter the first word of the title Fig 3 17 First staff OPAC search screen OLIS Circulation User Manual 1999 Chapter 3 Check out 3 34 Step 2 Use any appropriate type of search e g title first word ISBN etc Please see the OLIS OPAC staff pocket reference guides available from LAS in leaflet form or the OLIS OPAC reader pocket reference guides in leaflet form or at http www lib ox ac uk olis If a bibliographic record which matches the current item is found proceed to Step 3 If not type e and press lt Return gt to exit the search screen You are returned to the initial conversion on the fly screen and can here select the Continue option and press lt Return gt to proceed with conversion on the fly creating a brief record for the item which will require upgrading in cataloguing later see above 3 32 3 Step 3 From the Item Display always check the full MARC record to make sure that the record you have located is a bibliographical match for the item
87. as already been checked out This may happen if there has been some error by staff or on the system when the item was returned by the previous reader or if problems arose when self issue data was uploaded As the item clearly will have been returned you will probably wish to check the item in so that it can be loaned to the current reader To do this press lt Return gt to go back to the item prompt then type in and press lt Return gt to check the item in as normal you will probably also wish to waive any fines which the system calculates for the previous reader in the process of checkin see 6 7 8 on waiving fines The previous borrower s name will be displayed at the checkin screen see 5 3 4 and it will then be possible to loan the item to the current reader However if for any reason you should wish to find out the identity of the previous borrower of the item without checking the item in this can be accessed by pressing lt Return gt twice selecting or keying in CEH at a circulation menu and wanding in the barcode see Appendix B below Checked out to current borrower When a borrower tries to check out an item that is already checked out to themselves OLIS will assume that the transaction is a renewal but will prompt for confirmation A message similar to the following will display This item is currently checked out to this patron on 21 APR 99 at 11 13 Renew Item Y N yes to All Type y and press lt Return gt to ren
88. at Check out The following commands and functions can be used from the checkout item prompt see 4 3 13 Commands can be entered in upper or lower case Function Command e o o l press lt Return gt eee ee an item Continue checkout function for another patron A different patron barcode Search the OPAC and retrieve an item from the catalogue Change the issue date time for the next transaction only Change the due date time for the next transaction only Display all the items checked out by this patron IT or LIST are ae a eee ee de Display edit the patron s record TR a ee ee E aera ed fe ee a PRP EES Go back to the checkout borrower prompt Press lt Return gt once SSS ai a Notes 1 If the item or patron barcode is wanded in it is not necessary then to press lt Return gt 2 The issue of due date time can be changed for the entire checkout session by entering the same command 1 e respectively CD or DUE at the checkout borrower prompt instead of the checkout item prompt OLIS Circulation User Manual 1999 Appendix D Summary of Functions at Check in D1 Appendix D Summary of Functions at Check in The following commands and functions can be used from the checkin item prompt see 5 3 13 NB Commands can be entered in upper or lower case Function Command and press lt Return gt Check in an item Access checkout with the last reader for whom an item was OUT checked in
89. ate barcode function see below 2 18 9 to update the reader s barcode to the number on their University card In such circumstances we strongly advise that the reader s library specific card is no longer used even in its library of origin If such a reader s record is updated in this fashion it would thus be ideal if the librarian could warn the reader that they should in future use their University card to borrow in every Oxford library which uses OLIS circulation of which they are a member Consultation of fields 12 and 13 in the second screen of CPR see below 1 26 may occasionally assist the librarian in the process of borrower registration in identifying whether a reader s current barcode number on OLIS is a University card number If on the other hand you work in a library which issues library specific cards very occasionally you may wish to give borrowing permissions to a reader who does not have a University card but does have a library specific card from another library In this case you should avoid a duplicate registration by using the card and number provided by the other library If you find duplicate patron records in the OLIS patron file or if you create any by accident please report them to LAS where they can be corrected OLIS Circulation User Manual 1999 Chapter 1 Borrower Registration 1 5 Registering a new Borrower Step 1 Select the patron registration screen by selecting the option for or typing CPR and pr
90. atling Gary K Last out 13 08 99 Update Date 06 02 99 10 37am Due Date 20 88 99 Created 06 02 99 Inventory Due Time 05 00pm Circ Cnt 0 109 Barcode gt 302250155 Owning Data Lib fAut Srvce Institution Lib fut Srvce Librar LAS Offices Bldg subloc LAS Offices 65 St Gi LAS BOOKS Collection Pend Action Call Prefix Circ Code LAS BOOKS Call Number CIRCTEST WIL Statistics Copy Number Actual Cost Yolume Part Pladeholder N Call Suffix Current PO Options Go to previous screen list MARIE a Review search Notes display OPAC parms New search Quit search Fig 5 6 Display of borrower name in piece record Current borrower s name Once you have located the current copy select the Retrieve option on the item display screen then type in the line number of the current copy and press lt Return gt The item will automatically be checked in NB it will be necessary to affix a new barcode to the item and to enter it in the piece record before loaning it again or otherwise to check it out next time using the third conversion on the fly method i e entering a new barcode into the piece record in the process see 3 35 6 above If you wish to exit the staff OPAC and go back to the checkin screen without retrieving an item for checkin type e and press lt Return gt from any of the initial staff OPAC search screens OLIS Circulation User Manual 1999 Chapter 5 Check in 5 8 Enter c
91. atron The most likely are fields 14 for password and field 18 for standard contact method The following section describes the function of each field in turn in the borrower record fields OLIS Circulation User Manual 1999 Chapter 1 Borrower Registration 1 10 Telnet olis ts olis ox ac uk File Edit View Settings Connect Commands Tools Help PATRON REGISTRATION No memberships Patron Barcode 2047316 Last Update Last Trans 1 Name Last F M Registered 2 College 3 Zip Postal Code 4 Phone Number s 5 Department 6 Zip Postal Code 14 Password HHHHH 7 Personal ID 15 Home Inst 8 ID Type 225 16 Home Subl 9 Patron Code 17 Housebound Y N Y 10 Expiration Date 11 Comments 12 Rte Recipient N 18 Std Contact Method 13 Rte Location 19 Hol Contact Method Options Enter specified line number Line by line Added borrowers Delete File Update barcode Second screen Item list Addresses Membership Exit Fig 1 2 Blank Borrower record The fields without numbers at the top of the screen will mostly appear blank before a patron is first registered but will thereafter contain information generated in the registration process or generated by other transactions on the system Membership The message No memberships will appear in the top right corner of anew record After a patron membership code for your library has been l
92. ble to File at the next screen Exit This option takes you out of the borrower registration screens back to the last screen in the circulation module previously accessed without saving any changes you have made to the borrower s record OLIS Circulation User Manual 1999 Chapter 2 Updating the Borrower Record and keeping track of the Borrower 2 1 Table of contents Updating the Borrower Record and keeping track of the Borrower 2 Introduction 2 Accessing the Borrower Record 3 through the Borrower Registration Screen CPR 3 Entering a Borrower s Name 3 Entering a barcode 4 Entering LST 4 Entering an ID 5 Accessing the Borrower Record 5 through the Checkout screen 5 Editing the Borrower Record 6 Notes 7 1 Notes visible to staff in any OLIS circulation library and to the reader 7 2 Notes visible to staff in any OLIS circulation library but not to the reader 8 3 Notes visible only to staff in your library and to the reader 10 4 Notes visible only to staff in your library but not to the reader 11 Editing notes through the Notes option 12 Registering a lost card 13 Found cards 16 Replacement Cards 17 Update Barcode Assigning New Barcodes 18 Other Options available from the Patron Registration first screen 19 Deleting a Borrower from the Database 19 Item List 20 Blocks display 20 Pay charges Waive charges 20 Borrower History 20 Viewing the borrower history 21 Printing the borrower history 22 Housebound History Clear 2
93. borrow type p and press lt Return gt to display the reader s borrower record Type 10 and press lt Return gt to access the Expiration Date field and then enter the new date Press lt Return gt to go back to the option bar and then select File and press lt Return gt to save your changes You will now be able to check out renew items for the borrower Patron not registered If the following message appears when you wand in a borrower barcode at check out Patron is not registered at this location This indicates that the reader is not linked to a patron membership in your library They must be given a membership to be able to borrow from your library If you wish to be able to check items out to this reader press lt Return gt twice to go back toa circulation menu Select the option for or type CPR and press lt Return gt then type Ist and press lt Return gt to retrieve the borrower Then use the guidelines on 1 17 22 particularly the brief notes on 1 18 20 to give them a membership in your library You can then go back into the checkout screen and again use the Ist function to retrieve the borrower record and check out items to them Added Borrowers If a borrower retrieved at check out has added borrowers the added borrowers will be displayed at check out on added borrowers see above 1 30 2 If you wish to loan to an added borrower on behalf of a registered borrow with whom they are associated it is necessary to retrieve the re
94. borrower s barcode with a barcode reader or type it in manually and press lt Return gt Alternatively it may be more convenient in this situation to retrieve a borrower record using the borrower s name especially if they are renewing by telephone entering the name in the format surname forename e g peatl or peatling g it is usually not necessary to enter the entire name See 3 5 above for alternative methods of retrieving a borrower s record Step 3 At the item prompt type it and press lt Return gt A screen containing details of the reader s current loans similar to the following will appear Fie Edit View Settings Connect Commands Tools Help 02 42pm CIRCULATION CHECKOUT 22 APR 99 Enter Patron name or barcode 2135545 Macklow Gillian Doreen ITEMS CHECKED OUT by Macklow Gillian Doreen 3 of 3 displayed Num Call number Notices Title Date due 1 LAS Offices LAS TEST BookshelF a guide for librar 23 APR 9 0 Fisher Shelagh 1953 10 00 2 LAS Offices CIRCTEST DOBIS LIBIS a guide for libr 29 APR 9 0 Brophy Peter 1950 17 00 3 LAS Offices CIRCTEST TED fin introduction to computer ba 29 APR 9S 0 Tedd Lucy A 17 00 Options Enter specified line number Note G R Renew line s Renew all Claim return Lost item Backward Forward Exit Full details Fig 3 13 Reader s item list accessed via check out Step 4 To renew one of several items a reader has out on loan select the Renew line s opt
95. by line Notes display Circ usage Print Binding entry Card print Status File Exit Additional parameters Owning data Fig B 1 Holdings Display piece record screen viewed through CEH From this screen you may wish to 1 Edit some of the fields on the first screen The following changes in particular may occasionally be applicable Changes to the item barcode This may be necessary if an existing barcode has become unusable or is non physical i e system assigned Select the line option type 1 and press lt Return gt Then wand in the new item barcode The cursor will go back down to the option bar Changes to the call number or shelfmark Select the line option type 6 and press lt Return gt Then type in the new shelfmark and press lt Return gt The cursor will go back down to the option bar Changes to the circulation code This may be desirable if you wish to change the loan rules which are applied by OLIS when this particular item is checked out in circulation Select the line option type 11 and press lt Return gt You may then type and press lt Return gt to display a list of the circulation codes which may be used for your library s items We strongly recommend that you only use library specific circulation codes only 1 e circulation codes beginning with your three letter library code Locate the circulation code you wish to use if necessary selecting the Forward option and pressing lt Return gt then type the
96. ce which may be sent by email or printed to notify the current borrower that the item is required by another reader see Circulation Set Up Manual 2 12 4 on how to set up the wording of such notices and 2a 3 10 especially 2a 9 10 on how to control the timing and contact method of such notices The due date of a recalled item may also be changed either according to a set of rules attached to the relevant recall code see Circulation Set Up Manual 3 5 8 or to a date specified at the moment of recalling a particular item see 7 28 30 below At the moment all recalls require manual intervention on the system there is no system of triggering the automatic production of recall notices when an item is reserved over the OPAC or GeoWeb though this feature is under investigation OLIS offers two methods for placing a recall e Directly invoke a recall on an item using the CREL function This means that if you wish to recall the item for a specific reader it will be necessary also to reserve that item for the reader see 7 3 9 above so that staff will be alerted when the item is checked in e Invoke a recall while placing a hold on an item see below 7 30 1 OLIS Circulation User Manual 1999 Chapter 7 Reservations and Recalls 7 27 In placing a recall it is necessary to specify an individual copy to be recalled If you are placing a recall through CREL you must know the barcode of the item you are recalling this can be displayed eith
97. cess level 90 2 Staff note Please check with reader if research now finished 3 Public note Options I EZEZ Line by line Accept Exit Fig 2 8 Patron Membership Notes screen Any entry in field 2 in this Patron Membership Notes screen will be identical to that field 9 in the Patron Membership Registration screen You can thus use this field to edit and add notes which will be visible to staff in your library but not to staff in other libraries or to the reader Any entry in field 3 in this Patron Membership Notes screen will be identical to that field 8 in the Patron Membership Registration screen You can thus use this field to edit and add notes which will be visible the reader and to staff in your library To access either of these fields type the appropriate line number and press lt Return gt An editing window will appear Type lt Esc gt and then lt e gt to exit the window once you have finished making any changes The editing window is practically unlimited in size but bear in mind that only one line will appear on this screen when you leave the window If there is further text in this field which is not visible on the first line a plus sign will display at the end of the line Choose Accept and press lt Return gt and then File and lt Return gt at the CPR first screen to save your changes OLIS Circulation User Manual 1999 Chapter 2 Updating the Borrower Record and keeping track of the Borrower ___ 2 13
98. ck to the Patron Registration or first CPR screen You must then also select File and press lt Return gt to save your changes OLIS Circulation User Manual 1999 Chapter 1 Borrower Registration 1 28 Addresses Two addresses may be entered for a reader in the first Patron Registration or CPR screen see above 1 11 12 If further addresses will be needed for the generation of notices for the borrower it is necessary to select the Addresses option from this screen and press lt Return gt A Patron Addresses screen appears with ten fields for addresses oll Telnet olis ox ac uk Connect Edit Terminal Help PATRON ADDRESSES Patron Barcode 2113233 Name Badley Stephanie 1 Worcester College OX1 2HB 3 12 Main Street Oxford OX1 TEST Options I WE ete eum is Forward G L Delete Exit Fig 1 9 Patron Addresses screen The ten address fields are labelled as follows on the system 1 College 6 Tutor Supervisor 2 Department 7 DOBIS Address 1 3 Home term 8 DOBIS Address 1 4 Home vacation 9 DOBIS Address 1 5 Home Institution 10 DOBIS Address 1 NB Address fields 7 to 10 will contain up to 4 addresses in alphabetical order by library prefix transferred from the DOBIS system on which OLIS used to be based You will not need to add new addresses here or use these addresses in the production of notices By default any address entered in the second and third field labelled College of the f
99. creen see above 6a 9 11 and the payment of the charge can be registered via the Accept Payment option on the same screen NB If the reader has no other blocks against their name it will be necessary to exit and re enter their blocks screen once you have added a Lost Books or Damaged Book block in order to make this Accept Payment option available Fine payment or waiving through CPR If you retrieve the Patron Registration screen by any of the methods described on 2 3 6 above of a reader who has outstanding fines in your library a screen similar to the following will appear OLIS Circulation User Manual 1999 Chapter 6 Fines 6 20 Telnet olis ts olis ox ac uk ief x File Edit View Settings Connect Commands Tools Help PATRON REGISTRATION Membership LASSTF Outstanding charges 1 50 Patron Barcode 2022156 Last Update 26 04 99 Last Trans 05 05 99 1 Name Last F M Peatling Gary Kenneth Registered 27 11 98 2 College Libraries Automation Service 65 St Giles 3 Zip Postal Code 4 Phone Number s 278172 5 Department Libraries Automation Service 65 St Giles 6 Zip Postal Code 14 Password HHHH 7 Personal ID 15 Home Inst 8 ID Type 20 16 Home Subl 9 Patron Code RES999 Reader w 17 Housebound Y N Y 10 Expiration Date 27 NOY 2001 11 Comments 12 Rte Recipient N 18 Std Contact Method 13 Rte Location 19
100. creen select the option Lost type in the line number of the item you wish to flag as lost and press lt Return gt The item s status will appear as Billed as Lost in the due date column of the item list and on the piece record display on the staff side of OLIS while the OPAC status will appear as Missing The status will again automatically be changed back to the default for your library if the item is checked back in In the case of a lost item you may again wish to attach a lost item block to a reader s record in addition to instead of the item being flagged as lost in the reader s item list The lost item block enables one to enter a financial amount to be charged against the reader e g to replace the lost item An outstanding charge of the librarian s discretion can thus be linked to the reader s record until payment or waiving is registered see 6a 9 11 on adding such a block and ch 6 especially 6 19 on fines Added Borrowers Added borrowers are usually added in the process of borrower registration see above 1 30 2 but may also be added through the checkout screen If a borrower record with added borrowers is retrieved at the check out screen a list of current added borrowers will be displayed in a screen similar to the following OLIS Circulation User Manual 1999 Chapter 4 Further functions from Check out 4 16 File Edit View Settings Connect Commands Tools Help 04 19pm CIRCULATION CHECKOUT 27 APR 99 Enter Pat
101. creen similar to that overleaf will appear OLIS Circulation User Manual 1999 Chapter 6a Borrower Blocks 6a 8 Telnet olis ts olis ox ac uk O x File Edit View Settings Connect Commands Tools Help 02 31pm PATRON BLOCKS 31 MAY 99 Enter Patron name or barcode 2147039 Pemberton Susan Jane Number of records 58 Code Description of code ey ADMINISTRATIVE HOLD 2 10 Messages 3 11 Item Waiting for Collection 4 12 Notices 5 14 Late Return Fines 6 2 Lost Books 7 25 Damaged Book 8 3 Claimed Returned 9 30 Lost Card 10 4 Mail Returned 11 5 Charges Future use Options I EZEN Print Forward Backward Search jump Exit Fig 6a 4 List of Block types displayed by typing at the prompt for block code NB The need to type to display this browse list can be avoided if you know the correct block type code in this example 10 for a Messages block type it at the prompt and press lt Return gt Note that the block type code is in the second column on this screen and is usually not the same as the line number in the first column Step 6 Locate the type of block required type in its line number not its code and press lt Return gt In this example type 2 and press lt Return gt for a Messages block A prompt similar to the following will appear Enter Item Barcode or Block description Messages Step 7 Type in the text or message which you wish to display in this block and
102. d or barcode number be careful to avoid duplicate registrations as these create confusion and unnecessary work and can create a security risk in the event of cards being lost Enquire whether the reader is already registered at any OLIS library in Oxford or has an old library card number and request any names under which the reader may be known in the Oxford system and also use the OLIS circulation patron file to check against duplication If the reader is already on the database but with an old reader barcode number do not create a new registration for them but use the Update barcode function see below 2 18 9 to update their existing registration You should be aware of the existence of some library specific cards in Oxford which some libraries such as Continuing Education the Taylor and Taylor Slavonic Libraries and the Maison Fran aise issue in order to allow readers not entitled to University cards to borrow there Itis also possible for libraries at their discretion to add readers who do not have university cards to the OLIS circulation patron file using a seven digit reader number from barcodes which can be supplied by LAS on request Very occasionally either type of reader may subsequently obtain a University card If you wish to give such a reader permission to borrow from your library you should not create a new registration for them as they will already be registered in OLIS with a barcode number You should instead use the Upd
103. d or bdt to change the checkin date and or time for all items to be checked in The default date and time used by OLIS at check in e g in calculating late return fines will be the current date and time at the point of check in You may however change the checkin date and time for the whole checkin session i e until you next leave check in by using the command cd or bdt at the checkin item prompt This will rarely be necessary but may be useful for instance if you are registering the return of items which have been left in a returns bin or otherwise returned while no staff have been in your library Within checkin cd stands for Change Date and bdt means Back Date Time These can be used interchangeably and have the same effect When you enter either of these commands at the checkin item prompt the following prompt will appear Checkin Date Enter the date you wish to use during this checkin session and press lt Return gt The formats DD MM YY DD MM YY DD MM YY etc will all be accepted by OLIS as well as formats including a four digit year you do not need to enter the year if the desired date falls in the current calendar year though the entered date will be displayed in the format 29 APR 99 If you just press lt Return gt at this point the cursor will go back to the item prompt if you wish to use the current date but a time different from the current time you must enter the current date in a format such as DD MM and then
104. ddresS 1 gary peatling utexas edu Fax number sssssesesesessst Allow ILL CY N D D Default Y se E E E A E A TE NOtES ssnnnnnnsnnnsnsssnnnnnnn T SOCCAA Please leave field 11 set to N Cairns statisticS 1 10 CED s statistics ececeeees 11 Overwrite email address N 12 University Card expiry date 20020910 13 University Card identifier 10024228 SOON DONARWNHE e H e e oQ pat 3 o Options Enter specified line number Line by line Accept Exit Fig 2 5 Second Screen of Borrower Record only visible to staff Readers cannot view this field so it can be used for more confidential notes or notes unlikely to be of interest to readers As fields in this screen can be changed by staff in all OLIS circulation libraries at which the reader has a membership this field might be used to warn such staff about unusual features or not to make certain changes in this screen for instance in connection with the emailing of notices This field is actually 250 characters long but as only 40 characters will be visible at any one time it is advised that notes are kept succinct It is recommended practice that the note should be prefixed with the three letter library code and staff name or initials as this will aid communication between libraries if necessary e g SOC AA Please leave field 11 set to N If you have added a note in t
105. de before they will be able to check items out Updating a reader s barcode in this way will automatically delete any lost card block that they had attached to their patron record so that they will be able to borrow again so long as the lost card block was added in your library If there is a lost card block attached to the record which was added in another OLIS circulation library from which the reader is able to borrow this will not be automatically removed even when you update the barcode since the two records become linked together on the system this block will have to be removed at source before the reader can borrow using their new card Please contact LAS for assistance if problems arise in removing lost card blocks OLIS Circulation User Manual 1999 Chapter 2 Updating the Borrower Record and keeping track of the Borrower 2 19 Please note that when the Update barcode function is used the reader s password for using the OLIS circulation patron functions is not automatically updated If it is the case that the reader s password has been the same as their University or other library card barcode and they wish the two to remain identical it may be convenient to change this password field 14 in first screen CPR see 1 14 above at the point of using the Update barcode function However readers should be encouraged for security reasons subsequently to change their password from this default themselves When an old barcode i e
106. ditional borrower is allowed then a screen similar to the following will appear OLIS Circulation User Manual 1999 Chapter 1 Borrower Registration 1 31 Fie Edit View Settings Connect Commands Tools Help PATRON REGISTRATION Membership LASSTF Patron Barcode 2147039 Last Update 26 02 99 Last Trans 19 03 99 lt lt INSTITUTIONAL or ADDED BORROWER gt gt Options dd entries Delete Forward Backward File Exit Fig 1 11 Added Borrowers screen Step 2 Select Add item and press lt Return gt to add a borrower The prompt Borrower s Name or Barcode will appear Type in the name of the added borrower here in the format surname forename and press lt Return gt Data entered here can be displayed on the checkout screen as items are checked out to the added borrower on behalf of the registered user Step 3 On the next line the system prompts Borrower s ID and ID Type This is a free text field which allows you to enter some distinguishing ID for the added borrower if required plus a note on the type of ID used An address or telephone number for the added borrower which could be used should library staff need to contact the added borrower directly could also be entered A limit of thirty characters entered in this field will display If the added borrower has a University or other library card a barcode number could be entered in this field as an ID Type some identifying details and press
107. e borrowing rights in your library will expire on the date entered here A date calculated from the parameters set up for each borrower group will automatically appear in this field when you OLIS Circulation User Manual 1999 Chapter 1 Borrower Registration 1 14 11 Comments 12 Rte Recipient 13 Rte Location 14 Password 15 Home Inst assign a patron membership code to this reader You may press lt Return gt to accept this default or edit this system assigned expiry date at this point by overwriting it The formats DD MM YY DD MM YY DD MM YY etc as well as formats including four digits for the year will all be accepted though any date you enter will be displayed in the format 31 DEC 2000 The default expiry date for each patron membership code can be controlled in the circulation set up tables for your library see Circulation Set Up Manual 7 12 3 21 Optional Notes can be entered here about a borrower record Please note that this field is limited in space and will be visible both to the reader and to staff in other OLIS circulation libraries You are advised to consult 2 7 12 for more information about the various notes fields available before entering data in this field Not used in Oxford Please ignore Not used in Oxford Please ignore Required to enable reader to use the OLIS patron functions see the OLIS Reader Pocket Reference Guide 3 at http www lib ox ac uk olis rpr3 index htm for in
108. e barcode of the item concerned see below 4 5 6 If the ed command see above is used to specify a check out date time for the session before the due command has been used to alter the due date and time you will not be able to enter a due date and time prior to the specified checkout date time OLIS Circulation User Manual 1999 Chapter 3 Check out 3 10 for options At the checkout borrower prompt i e Enter Patron Name or Barcode you may type to see a list of the options available at this point Telnet olis ts olis ox ac uk File Edit View Settings Connect Commands Tools Help Patron Name Enter Patron Barcode Enter ID Patron Personal ID Enter CD to change the checkout date and or time for all Items checked out until returning to the menu Enter DUE to change the due date of all Items checked out until returning to the menu Enter NEW to register a new patron Enter DT to toggle between detailed and simple display of checkout Please press lt ENTER gt to continue j Fig 3 7 List of valid commands at the checkout borrower prompt displayed by entering Press return to go back to the checkout borrower prompt Error messages about the borrower When you have retrieved a borrower record at check out there are a variety of messages with which you may need to deal before you can check items out to them New ID If a message such as the following displays when you wand in a reader s
109. e borrower record you wish to retrieve and press lt Return gt NB If you are in checkout it is possible to access a reader s blocks screen without going through a circulation menu If a reader has blocks against their borrower record their blocks screen will display when the borrower record is retrieved at the checkout borrower prompt Step 2 The reader s blocks screen will appear Select the Delete block option type in the line number of the block you wish to delete in the format and press lt Return gt NB The format refers both to the number of the block and to the type of block For example if a reader has one Overdue Items block the line number of the block might be 1 1 If another type of block is then added e g a Messages block its line number will be 2 1 but if a further Messages block is added the line number of the second Messages block will be 2 2 see Fig 6a 9 below OLIS Circulation User Manual 1999 Chapter 6a Borrower Blocks 6a 15 Telnet olis ts olis ox ac uk ojx Fie Edit View Settings Connect Commands Tools Help PATRON BLOCKS Enter Patron name or barcode 2022156 Peatling Gary Kenneth PATRON TRANSACTIONS AMT CNT DATE 1 x Overdue Items 1 fin introduction to computer based librar 01 06 99 2 Messages 1 Reader staying another year 01 06 99 2 Address still correct 01 06 99 x LAST SCREEN Options Accept fine payment Geese eine Add item On of
110. e charges due against a reader on an item s just checked in or on a previous transaction s these will display in a variety of areas of the checkin screen see above 5 9 10 If any such charges are owed by a reader the total will display whenever you press lt Return gt to exit checkin or check in an item for a different borrower in a message similar to the following Outstanding charges of 1 80 for borrower Peatling Gary Kenneth Press lt ENTER gt to continue or enter lt PAY gt to PAY lt WAIVE gt to WAIVE This will often be the easiest point at which to register fine payment by typing pay and pressing lt Return gt or the waiving of fines by typing waive and pressing lt Return gt see below 6 5 10 However the payment and waiving of fines can also be registered at other times and at other points on OLIS see below 6 10 21 so if you OLIS Circulation User Manual 1999 Chapter 5 Check in 5 16 wish to leave these charges to be dealt with at a later date simply press lt Return gt to continue exiting checkin or checking in the next item Already Checked in If an item that is not registered as checked out on OLIS is checked in a message similar to the following will appear This Item 3xxxxxxxx is not checked out This would occur when an item s barcode has been inadvertently wanded in at checkin a second time It can also occur when an item has missed the checkout process through staff or system e
111. e gt Please note that this field is visible to the reader but not to staff in other OLIS circulation libraries You are advised to consult 2 7 12 for more information about the various notes fields available before entering data in this field 9 Staff note Optional Notes can be entered here You will go into an editing window if you access this field which can be exited by typing lt Esc gt and then lt e gt Please note that this field is visible only to staff in your library You are advised to consult 2 7 12 for more information about the various notes fields available before entering data in this field Note that any data entered in fields 2 3 4 5 and 6 will also appear respectively in fields 10 18 19 8 and 7 in the first CPR screen when the borrower record is retrieved in your library Once you have given the reader a membership and entered data in any of these ten fields you will therefore not need to enter the same data in the corresponding field in the other screen Step 4 Select Accept and press lt Return gt to go back to the first borrower registration screen Step 5 DIt is now essential to select File and press lt Return gt to save the changes and to attach the membership record you have just created to the reader If you do not do this the reader will still be unable to borrow from your library Editing Memberships Use the following guidelines if you wish to alter any information in an existing borrower
112. e next individual item to be checked out By default the current date and time or any date and time you have specified to be used as the checkout date time are used as in conjunction with your library s setup tables to calculate the due date time of items checked out In the vast majority of OLIS Circulation User Manual 1999 Chapter 4 Further functions from Check out 4 6 checkout transactions this default should be accepted However you may on rare occasions wish to use a specified due date and perhaps also time in a checkout transaction for instance in the event of special circumstances or in the event of a problem with a circulation backup or self issue upload from previous dates periods Use the following guidelines to specify such a different date time NB if you need to specify a due date time different from the current for a series of transactions it is possible to enter such a date time to be effective for an entire session see above 3 8 9 Step 1 At the checkout item prompt type the command due and press lt Return gt The following prompt will appear Checkout Due Date Step 2 Enter the date which you wish to be effective as the due date for the next loan and press lt Return gt The formats DDMMYY DD MM YY DD MM YY etc will all be accepted by OLIS at this point as well as formats including four digits for the year although there is no need to enter the year if you wish to use a date in the current
113. e of the next reader in the hold queue and to leave the item on your hold shelf for their collection Typing n and pressing lt Return gt at this prompt will change the item status to Available and you may return the item to general circulation but it will not cancel the other hold s for the item and the first of any such further holds still on the system will be filled the next time the item is checked in If you wish to cancel the further OLIS Circulation User Manual 1999 Chapter 7 Reservations and Recalls 7 22 hold s for the item at this point you should instead type y at this prompt and press lt Return gt Then please go back to step 2 above Once you have finished cancelling holds at check in press lt Return gt at the checkin item prompt to go back to a circulation menu Cancellation of holds by readers It is possible for readers to cancel their own unfilled holds via the OPAC or GeoWeb See the third OPAC reader pocket reference guide in leaflet form or at http www lib ox ac uk olis rpr3 index htm for details of how readers can cancel holds over the OPAC However it is not possible for readers to cancel a hold themselves when it has been filled and there is an item waiting for them to collect this must be done through staff Lapsed holds When an item which has been reserved by another reader is returned to your library we suggest that you make a note of the name of the reader for by whom the reservation
114. eac ADYANCE Library System 6 9 13 2 lasd Lib fut Srvce 19 37 Oxford University RECALL CHECKED OUT ITEMS CHECKOUT NEW DUE BARCODE TITLE DATE TIME DATE TIME yl Fig 7 18 Blank Recall Checked out Items screen Step 2 Type in the barcode number of the item to be recalled and press lt Return gt A screen similar to the following will appear OLIS Circulation User Manual 1999 Chapter 7 Reservations and Recalls 7 29 File Edit View Settings Connect Commands Tools Help 15 MAY 1999 Geac ADVANCE Library System 6 9 13 2 lasd Lib fut Srvce 19 37 Oxford University RECALL CHECKED OUT ITEMS CHECKOUT NEW DUE BARCODE TITLE DATE TIME DATE TIME 1 302250153 An introduction to computer based li 15 05 99 HEJER 03 58pm 11 59pm Fig 7 19 CREL screen with cursor in Date field Step 3 The barcode and title of the item and the current checkout date time of the current loan will be displayed The default due date time for the item after it has been recalled will be displayed in the New Due Date Time column The cursor will appear in the date field as shown in Fig 7 19 This default date time will be determined by the parameters of the recall code linked to the patron membership circulation code combination in the current loan see Circulation Setup Manual 8 22 3 5 8 and depending on this set up may automatically change the due date time for the current loan Step 4 If you are happy to accept this default due date time press lt Ret
115. ear Payment confirmed all outstanding charges cleared Press lt ENTER gt Step 4 Press lt Return gt and you will be taken back to a circulation menu or may proceed with registering the check in of the item you previously wanded in Fast partial payment of fine If a reader has accumulated fines on items they are currently checking in or on past transactions and is able and willing to pay only part of the amount off on the spot please use the following guidelines NB Please note that if a reader has fines outstanding from several transactions registering part payment of the amount owed through fastpay in this way does not enable you to specify which fine s are paid This procedure will instead clear fines or as much of them as the amount paid covers in the order in which they were incurred If you wish to keep a record for any reason of which specific fines a reader has paid it will be necessary to use the Accounts Receivable screen to register the partial payment of outstanding charges see below 6 14 6 Step 1 When you have checked in all the items which the reader is returning type pay at the checkin item prompt and press lt Return gt Alternatively you may press lt Return gt as if to exit check in As you press lt Return gt or check in an item which has been on loan to a different reader a screen similar to the following will appear OLIS Circulation User Manual 1999 Chapter 6 Fines 6 7 Te
116. eck in Telnet olis ts olis ox ac uk AE x File Edit View Settings Connect Commands Tools Help 06 08pm CIRCULATION CHECKIN 15 MAY 99 Charging Fines Yes Command or Item Barcode 302250155 Amount Detailed Display Mode ITEM TITLE 302250155 The political diaries of C P Scott 1911 1928 Hold for Patron Name Peatling Gary Kenneth Phone 278172 Address Libraries Automation Service 65 St Giles Status Action gt Awaiting Collection Lib Aut Srvce LAS Offices Please enter Y to continue i Fig 7 16 Hold message at Checkin Message at Check out indicating that a reader is collecting an item they had reserved File Edit View Settings Connect Commands Tools Help 06 11pm CIRCULATION CHECKOUT 15 MAY 99 Membership Code LASSTF Enter Patron Name or Barcode 2022156 Peatling Gary Kenneth Blocks 0 Fines 0 00 Items out 4 Holds 2 ITEM TITLE DUE 1 302250155 The political diaries of C P Scott 191 24 05 99 Patron collecting hold 05 00pm 2 Fig 7 17 Checkout screen Patron collecting hold message Two other messages referring to holds may appear at check out OLIS Circulation User Manual 1999 Chapter 7 Reservations and Recalls 7 26 e If the following message displays as an item is checked out This Item satisfies patron hold without capture to hold shelf Press any key to continue This indicates that a reservation with a system wide scope has been placed for the reader to whom th
117. ection before they realise that they no longer require it In these circumstances the hold can be cancelled and the item made available to other readers by using the following guidelines Step 1 From any menu in the circulation module select the option for or type cin and press lt Return gt Step 2 Wand in the barcode of the item for which you wish to cancel a hold A message similar to the following will appear This item 302250154 on hold shelf until 16 MAY 99 17 42 Enter Y to remove item from hold shelf or N to leave Type y and press lt Return gt to make the item available for other readers Step 3 The following prompt will then appear Cancel the hold Y or replace it N Type y and press lt Return gt to cancel the hold altogether NB Typing n and pressing lt Return gt at this prompt will make the item available to the next reader but will replace the hold the item will thus again be captured for the reader for whom it was awaiting collection when it is next checked in You should very rarely need to use this option If the following prompt then appears This Item 3xxxxxxxx is not checked out The item status is now Available and you may return it to general circulation However if the following prompt appears Allow this item to satisfy other holds Y N This indicates that there is are a further hold s for the item Type y and press lt Return gt at this point if you wish to display the nam
118. ed in during this session carried a charge of 60p The second overdue item just checked in carries a charge of 40p The value in the Previous charges field is the total of outstanding charges from transactions prior to this checkin session In this example this total is 4 60 OLIS Circulation User Manual 1999 Chapter 5 Check in 5 10 The value in the This session field is the total of overdue charges accumulated on items checked in during this checkin session i e without interruption whether through staff exiting checkin or through any item being checked in for any other reader In this example this total is 1 60p from the earlier overdue item in this checkin session and 40p from the current item The value in the Amount field is the charge on the last item checked in in this example 40p Note that none of the values in these fields will necessarily equate to the total amount currently owed by the current reader which would display if one pressed lt Return gt as if to exit checkin Telnet olis ts olis ox ac uk Ox File Edit View Settings Connect Commands Tools Help 02 16pm CIRCULATION CHECKIN 27 JUL 99 Name Peatling Gary Kenneth Previous charges 4 60 Charging Fines Yes Command or Item Barcode This session 1 00 Amount 0 40 Detailed Display Mode ITEM TITLE 302250153 fin introduction to computer based library systems Outstanding charges of 5 60 for borrower Peatling Gary Ken
119. ed here Step 6 Press lt Return gt to go back to the first Accounts History screen Selecting Exit and pressing lt Return gt will take you back to the first Accounts Receivable screen where fine payment and waiving can be registered see above 6 10 8 Selecting Exit and pressing lt Return gt again will take you back to the checkout item prompt Press lt Return gt twice to go back to a circulation menu OLIS Circulation User Manual 1999 Chapter 6a Borrower Blocks 6a 1 Table of contents Borrower blocks 2 Introduction 2 Types of block 3 Table of block types 4 Adding borrower blocks 6 Adding a non charge related block 6 Example adding a Messages block 6 Adding a charge related block 9 Example adding a Lost Books block 9 Displaying the item barcode in a block 11 Editing and deleting charge related blocks 12 Deleting non charge related blocks 14 Block cannot be manually deleted 15 Administrative Holds 16 Deleting Administrative Holds 17 OLIS Circulation User Manual 1999 Chapter 6a Borrower Blocks 6a 2 Borrower Blocks Introduction Blocks are displays of information about a reader which will appear when a reader is performing certain types of transaction at your library e g checking a book out They are intended as a useful reminder that some piece of information should be passed onto the reader or that some transaction s involving the reader is pending They are also visible to the reader when the
120. enable him or her to borrow items from your local library Until the reader has such a membership in your library you will be unable to update any of the details in their borrower record on OLIS In this chapter guidelines for these two procedures for registration and membership creation are outlined first followed by a more detailed description of optional facilities which may be useful in borrower registration The process of updating and amending the borrower record will be described in Chapter 2 Updating the Borrower Record and Keeping Track of the Borrower OLIS Circulation User Manual 1999 Chapter 1 Borrower Registration 1 3 Borrower Registration and Membership at a glance Is the reader already on the database Check CPR see 1 5 7 Yes Create a new borrower record Only fields 1 2 and 9 Check their borrower record See page 1 17 are required See 1 8 9 Does the reader have a membership in your library No Yes Add a Membership for this Check Membership details reader to your library are correct and make any See 1 18 20 1 18 22 for required changes more detailed notes See 1 22 4 OLIS Circulation User Manual 1999 Chapter 1 Borrower Registration 1 4 Registration Avoiding Duplicates Before registering a new borrower it is essential to check that the reader is not already present on the system Even if you cannot find an entry for the reader under their current car
121. equired File to save changes OLIS Circulation User Manual 1999 Appendix B_ CEHI B 1 Appendix B CEHI The keyword CEHI option 5 on the main circulation menu for a desk ID can be used e For searching the OLIS catalogue e For certain kinds of editing of your own libraries holdings To access the function select the option for or type in upper or lower case ceh from any menu in the circulation module The following prompt will appear Enter item barcode or search command At this prompt you may retrieve the item record in which you are interested either by e wanding in the item barcode or typing in the item barcode and pressing lt Return gt or e using any available staff OPAC search command e g a shakespeare william tw gentlemen verona i 0861878450 and pressing lt Return gt Please see the OLIS OPAC staff pocket reference guides available from LAS in leaflet form or the OLIS OPAC reader pocket reference guides in leaflet form or at http www lib ox ac uk olis for further searching techniques If your search is unsuccessful please select the option for Quit search and press lt Return gt to go back to the Enter item barcode or search command prompt If your search is successful if desired you will be able to access an Item Display either via a browse heading or title summary list or both or directly You may then select the item option type in the line number of a copy and press lt Retur
122. er through using the item option on the item list of the current borrower see above 4 7 8 or by searching the catalogue Type search at any menu in the circulation module and press lt Return gt to bring up a staff search screen or select the option for or type ceh and press lt Return gt from any menu in the circulation module and then enter a search command see appendix B on the option ceh see the OPAC staff pocket reference guides available from LAS in leaflet form or the OPAC reader pocket reference guides in leaflet form or at http www lib ox ac uk olis You will then be able to display the item piece record using the item option from the Detailed Display screen If you are recalling an item indirectly while placing a reservation this means that it will be necessary to place a copy rather than a title hold We recommend the option of placing recalls through CREL as this will provide a clearer display of the resulting due date and time for a recalled item Please note that it is not possible to place a recall on an item unless it is currently checked out OLIS Circulation User Manual 1999 Chapter 7 Reservations and Recalls 7 28 Recall through CREL Step 1 Type or select the option for crel and press lt Return gt at any menu in the circulation module A screen similar to the following will appear Telnet olis ts olis ox ac uk Of x File Edit View Settings Connect Commands Tools Help 15 MAY 1999 G
123. eration if you specify a contact method at individual borrower level at patron membership group level see Circulation Set Up Manual 7 15 9 23 4 or at notice code level see Circulation Set Up Manual 2a 6 7 which refers to a type of Address for which the reader s concerned do es not have an entry in their Addresses screen s For instance if you use contact methods M3 or E3 for a patron membership group you should ensure that you do have a reader postal address entered in field 3 for term time home address in the Addresses screen of affected readers To add an address select the line option type the relevant number e g 3 for term time home address and press lt Return gt An editing window will appear Telnet olis ts olis ox ac uk Ol x File Edit View Settings Connect Commands Tools Help PATRON ADDRESSES Patron Barcode 2022156 Name Peatling Gary Kenneth 1 Trinity College Broad Street OX1 3BH 2 Libraries Automation Service lt Home Term gt Fig 1 10 Patron Addresses screen with open window for term time home address You may enter up to four lines of data for the main body of the address Then type lt Esc gt and then lt e gt to exit the window The cursor will move to the postcode field where you may enter a postcode you will be asked if you wish to create a new record if you are entering a postcode not previously on the system see above 1 11 2 Then press lt Return gt to go back to the
124. erdy Alyson Susan 2161380 Options I EZEN Forward Backward Search jump New search Exit Fig 1 1 Borrower browse list The list will display the closest alphabetical matches to the surname you have entered on lines 1 2 If you mistype or for any reason a different part of this alphabetical list of readers displays it is possible to browse up or down the list by selecting the Forward or Backward options and pressing lt Return gt or to enter a new search term by selecting the Search Jump or New Search options and pressing lt Return gt OLIS Circulation User Manual 1999 Chapter 1 Borrower Registration 1 7 Tip Remember to try alternative spellings and be cautious of the order used in foreign names For example Bains and Baynes Smith and Smyth The Chinese name Duan Xiaoming starts with the family name and in Western style would be Mr Xiaoming Duan The surname should be under D but could have been incorrectly entered so try X too just in case Muslim names e g Aamir Ali Khan will almost certainly be entered with the final name as the surname but it will be worth checking using the first name as well Step 3 If you find the reader on the database under a former card number please use the Update barcode function to update their barcode number on OLIS to the number of the current card see below 2 18 9 Note that in such a case the reader will need to have a membership in your library before i
125. es in your library please consult the emailing of notices documentation Circulation Set Up Manual appendix I if your library is considering starting to use this feature When you have finished creating the new borrower registration it is essential to save your changes select the File option and press lt Return gt to do this The Completed Screen Depending a little which fields you have decided to use a completed patron registration screen would probably look like this Fie Edit View Settings Connect Commands Tools Help PATRON REGISTRATION Membership QEHDE Patron Barcode 2047316 Last Update Last Trans 1 Name Last F M Harris Neville Registered 2 College Lincoln College 3 Zip Postal Code OXFORD 0X1 3DR 4 Phone Number lt s 5 Department Department of Arachnology 6 Zip Postal Code OXFORD 0X1 2JF 14 Password HHHHH 7 Personal ID 15 Home Inst 8 ID Type 256 16 Home Subl 9 Patron Code RES999 Reader w 17 Housebound Y N Y 10 Expiration Date 30 JUN 1999 11 Comments 12 Rte Recipient N Std Contact Method 13 Rte Location Hol Contact Method Options i Enter neneci fied line ES Line by line dded borrowers Delete File Update barcode Second screen Item list Addresses Membership Notes Exit Fig 1 3 Completed Borrower Registration screen The registration process may be continued using certain options from the option ba
126. es outstanding for one reader will interrupt check in if the barcode of an item which has been on loan to a different reader is wanded in even if those items have been physically brought to your circulation desk by the same person The underlying logic is that a new reader has appeared at check in and checked in an item Bear in mind therefore that the person returning books at your circulation desk may not necessarily be the reader displayed on your checkin screen as owing outstanding fines There are three methods for registering the payment and waiving of fines 1 directly at check in using the fastpay or fastwaive procedures see below 2 at any stage by using the AP procedure through the Accounts Receivable screen where more options are available including viewing the account history of the borrower see 6 10 9 21 4 3 Using the fastpay fastwaive procedure through the patron registration CPR screen this option is rarely used In most cases the fastpay fastwaive method direct at check in will be used especially where the reader is able to pay overdue fines at the moment they are incurred OLIS Circulation User Manual 1999 Chapter 6 Fines 6 5 Fastpay Fast total payment of fine If a reader has accumulated fines on items that are currently being checked in or on past transactions and is able and willing to pay the total amount off on the spot please use the following guidelines Step 1 When you
127. ess each line in a screen in turn Press lt Return gt to move through the fields and finally return to the option bar If you wish to leave a field half way down the screen in this mode press the Spacebar once and then lt Return gt to get back down to the option bar and file or exit Always select File or Accept and press lt Return gt to leave a screen and save your changes Select Exit and lt Return gt to leave the screen only if you have made no changes you want to keep or there is no alternative From within a field lt Return gt takes you to a list of options behind a field lt Return gt takes you back up a line to rectify an error lt Return gt deletes data in the whole field to leave it blank lt Space gt lt Return gt takes you back to the option bar lt Ctrl H gt Backspace Delete where backspace delete key does not work lt Esc gt pause lt e gt exit a window lt Esc gt pause lt I gt go to the end of the line lt Esc gt pause lt o gt insert characters lt Esc gt lt o gt again reverts to overtype mode Chapter 1 Borrower Registration 1 1 Table of contents Borrower Registration 2 Introduction 2 Borrower Registration and Membership at a glance 3 Registration 4 Avoiding Duplicates 4 Registering a new Borrower 5 Filling in the Registration Screen 8 Basic Guide to Registration 8 The Borrower Record line by line 9 Creating a Postcode Record 11 The Completed Screen 16 Deleting Readers
128. ess of adding borrowers through check out is virtually identical to that through the borrower registration screen see above 1 30 2 you will be prompted to enter a name and then an ID for the added borrower and will then need to select the File option and press lt Return gt to save the new added borrower This will take you through to the item prompt with the registered borrower retrieved If you wish to delete a current added borrower via the added borrowers screen at check out select the Delete option type in the line number of the added borrower you wish to delete and press lt Return gt Again you will then need to select the File OLIS Circulation User Manual 1999 Chapter 4 Further functions from Check out 4 17 option and press lt Return gt to complete the process of deletion This again will take you through to the item prompt with the registered borrower retrieved Registering a new borrower It is possible though will rarely be necessary to register a new borrower through the checkout screen However it is important to remember to browse the OLIS patron file by name before registering a borrower in this way in order to avoid the risk of duplicates A new borrower registered through check out will initially be given a negative system assigned barcode Such a reader will be unable to borrow until given a physical reader barcode number but once you have given such a reader a membership in your library it will be possible t
129. essing lt Return gt at any menu in the circulation module The following prompt will appear Enter Patron Name or Barcode Step 2 Wand in the barcode number of any University card or card provided by another library or type in this number first seven digits excluding any final letter or check digit and press lt Return gt or alternatively type in the reader s name in the format peatling peatling g or peatling gary and press lt Return gt If you enter a barcode number if there is an exact match you will be taken straight to the patron registration screen of the borrower If there is no match the following message will display The record 2xxxxxx is missing from the PATRON file Do you want to create a new record Y N Please type N and press lt Return gt and check that the reader is not registered under a different number by searching using the reader s name before you create a new registration If you type in a borrower name a list of existing borrowers similar to the following will appear OLIS Circulation User Manual 1999 Chapter 1 Borrower Registration 1 6 Telnet olis ts olis ox ac uk File Edit View Settings Connect Commands Tools Help PATRON REGISTRATION Enter Patron Name or Barcode peatling g 1 Peart Melanie Clare 2108299 Trinity College 2 Peatling Gary Kenneth 2022156 Libraries Automation Service 78172 3 Peavoy Eoghan Diarmuid 2161463 4 Peay Jill Valerie 2126814 5 Peb
130. ete the character immediately to the left of the cursor i e wherever you would ordinarily use backspace Step 3 Select the File option and press lt Return gt to save your changes the item will then be checked out to the borrower and a due date and time will appear as normal Should you for any reason wish to abort the transaction and the conversion on the fly select the Exit option and press lt Return gt Viewing on the fly records created using the Continue option Please note that readers will not be able to see these on the fly records on the public OPAC Staff will however have access to these records via the dump file index This can be seen from the staff OPAC by typing dp search term or dpw search term and pressing lt Return gt at the search screen Please note that these index codes are not listed on any of the initial staff search screens but are still valid commands Conversion on the fly using Search Link 1 items not previously catalogued If you have decided to select then Search Link option at the first conversion on the fly screen for an item which has not previously been catalogued use the following guidelines Step 1 Select the Search Link option and press lt Return gt The first staff OPAC search screen will appear ol Telnet olis ox ac uk lel Es Connect Edit Terminal Help WELCOME TO OLIS the Oxford Libraries Information System Staff Use arrow keys to highlight selection then enter se
131. eted before any individual borrower record may be completely deleted See 1 24 above and the Circulation Set Up Manual H 8 11 if you wish to delete readers memberships for your library do not confuse this process of deleting a reader s membership at your library with the process of deleting their entire registration from OLIS If the borrower is still registered in any OLIS circulation library and you try to delete their registration the following warning message will appear All memberships must be deleted first Press lt Return gt OLIS Circulation User Manual 1999 Chapter 2 Updating the Borrower Record and keeping track of the Borrower _ 2 20 If no memberships exist then the following check message will appear Are you sure you want to DELETE this record Y N Type Y and press lt Return gt to delete the record permanently Item list Selecting the Item list option from the first CPR screen and pressing lt Return gt displays a list of items currently checked out or lost in the name of the borrower in your library It is not possible at this point to use the function made available through accessing the reader s item list at check out i e renew items flag items as lost or claimed returned add notes and access full checkout details see 3 26 7 4 13 5 11 2 7 9 below Information is available here for display only as to the status of the borrowers current loans Similarly the Line option within the Item Lis
132. ew this particular item Assuming that renewal for loans such as the current one has been permitted in your library s setup tables the system will calculate and display a new due date and time for the item If you type a and press lt Return gt the current item will again be renewed where possible However typing a also indicates to OLIS that further items will be renewed for this reader in this checkout session so that if and when further such renewals are made the above prompt will not display Answering n and pressing lt Return gt or just pressing lt Return gt produces no changes to any conditions associated with the item i e it will still be out on loan to the current reader with the former due date The cursor will go back to the item prompt Please see 3 24 30 below for further information about renewals OLIS Circulation User Manual 1999 Chapter 3 Check out 3 16 Overdue item When a borrower tries to check out an item that is already on loan to them and overdue a prompt similar to the following will display This item is OVERDUE and must be checked in Checkin and Renew Y N Type y and press lt Return gt to check in and renew the item If renewal is possible for the loan the checkin screen will first be displayed and any outstanding fines including overdue charges associated with this particular item will be calculated and displayed at this point and payment or waiving may be registered see above 6 5 10
133. f part waiving of multiple outstanding fines is registered at this point it is not possible to specify which fines have been fully or partly waived this must be done through the Accounts Receivable screen see below 6 17 8 OLIS Circulation User Manual 1999 Chapter 5 Check in 5 12 Enter ap to accept payment from the borrower Type ap at the checkin item prompt and press lt Return gt to access the Accounts Receivable screen for a borrower where it is possible to register the payment or waving of fines see 6 10 8 as well as view the accounts history of the reader see 6 21 4 If an item has just been checked in for a borrower typing ap and pressing lt Return gt will take you directly to that reader s Accounts Receivable screen If no items have previously been checked in during this checkin session typing ap and pressing lt Return gt will display a prompt where you may enter a reader barcode or name to retrieve the reader whose Accounts Receivable screen you wish to access Enter f to change Charging Fines from Yes to No or from No to Yes Type f at the checkin item prompt and press lt Return gt to change the Charging Fines field from Yes to No or from No to Yes By default this field will show Yes which means that OLIS will register and display any overdue charges incurred on each item that is checked in Payment or waiving of these fines may be registered at checkin see 6 5 10 or at a later date see 6 10 21 When th
134. f display Page Delete block Toggle Barcodes Forward Backward Exit Fig 6a 9 Patron Blocks screen with multiple blocks If one wished to delete the second Messages block in this screen it would be necessary to select the Delete block option type in 2 2 and then press lt Return gt Step 3 The block you wish to delete should be removed Select Exit and press lt Return gt to leave the reader s blocks screen Block cannot be manually deleted Certain kinds of block cannot be deleted directly i e using the Delete block option see the table on 6a 4 5 If you attempt to use this option to delete blocks that have charges attached or certain non charge related blocks the following message will display This Block cannot be manually deleted Please press lt ENTER gt Charge controlled blocks are automatically deleted when the full payment or waiving of the attached charge is registered see above 6a 12 3 Two types of non charge related block cannot be deleted directly but can only be deleted indirectly through other transactions e The Item Waiting for Collection block which can only be deleted either by the item for collection being checked out to the reader or by the reservation being cancelled e The Expired Card block which can only be deleted by the expiry period of the reader s membership being extended OLIS Circulation User Manual 1999 Chapter 6a Borrower Blocks 6a 16 Note that
135. for details of how readers can place holds over the OPAC Cancelling holds If it is necessary to cancel unfilled holds i e holds for which the item has not been returned before the reader decides that they no longer want the item you may cancel holds individually or cancel all holds on any one borrower s record NB There is a different procedure for cancelling holds which are filled i e where a copy is returned to the library before the reader decides that they no longer want the item see below 7 20 1 Cancel reservation Step 1 Type or select the option for hrt from any menu in the circulation module The Holds Processing screen will appear OLIS Circulation User Manual 1999 Chapter 7 Reservations and Recalls 7 17 Step 2 At the prompt Enter Patron Name or Barcode wand in the borrower s barcode or type in their name in the format surname first name e g peatl or peatling g and press lt Return gt If you have entered a name a browse list of reader s names alphabetically closest to your search term will display Locate the correct borrower type the line number and press lt Return gt NB Blocks against the borrower s name may display at this point If the blocks screen does appear select Exit and press lt Return gt to continue with placing the hold A screen similar to the following will appear Fig 7 10 Holds Processing screen File Edit View Settings Connect Commands Tools Help
136. ford If the barcode number is entered at check out at any circulation desk PC in Oxford the following message will appear This patron card has been marked as lost and cannot be used in the library Please press lt ENTER gt Found cards In the event of the reader reporting that they have the found the card again without their needing to obtain a replacement it will be possible for a library which has placed a lost card block to delete that block thus making it possible for the reader to use that card again to borrow from OLIS circulation libraries However clearly it would be advisable in such circumstances only to delete a lost card block if you are sure that the reader reporting having found the card is the original card owner For this reason it is not possible for a library other than that which added the lost card block to delete it To delete a lost card block in this way please use the following guidelines OLIS Circulation User Manual 1999 Chapter 2 Updating the Borrower Record and keeping track of the Borrower __2 17 Step 1 Type or select the option for CTU from any menu in the circulation module and press lt Return gt Step 2 At the prompt Enter Patron name or barcode wand in the barcode of the recovered card A screen similar to the following will appear Telnet olis ts olis ox ac uk File Edit View Settings Connect Commands Tools Help 05 57pm PATRON BLOCKS 07 APR 99 Enter Patron n
137. formation about these functions When a borrower record is uploaded from the university card database the reader s password will automatically become the seven digits of their university card number If however you are manually adding a new borrower into the patron file you will also need to add this password manually You are therefore advised in such cases to enter the seven digits of the reader s university or other card number in this field when creating a new borrower registration As this is a system wide practice this will enable informed staff at other libraries including non circulating libraries to help readers with any enquiries they might have about the patron functions However readers should be encouraged for security reasons subsequently to change their password from this default themselves Note that for security reasons a row of crosses will display before after and as you type in the reader s password An entered password will still be effective as long as you remember to save your changes by selecting the File option when leaving the patron registration screen having typed in the password Not used in Oxford Please leave blank OLIS Circulation User Manual 1999 Chapter 1 Borrower Registration 1 15 16 Home Subl 17 Housebound Y N 18 Std Contact Method 19 Hol Contact Method Not used in Oxford Please leave blank Required if the library wishes to keep a borrower history The defaul
138. gistered borrower s record first OLIS Circulation User Manual 1999 Chapter 3 Check out 3 12 A screen similar to the following will appear Fie Edit View Settings Connect Commands Tools Help 03 18pm CIRCULATION CHECKOUT 27 APR 99 Enter Patron Name or Barcode 2022156 Peatling Gary Kenneth Blocks 3 Fines 9 00 Items out 1 Holds 0 lt lt INSTITUTIONAL or ADDED BORROHER gt gt 1 Friend Imaginary NH373485A Options dd entries Retrieve Delete Forward Backward File Exit Fig 3 8 Added borrower screen at check out From here it is possible to add further added borrowers delete existing ones or check out or renew items on behalf of the registered borrower either to the added borrower or to the registered borrower themselves please see 4 15 7 above for details Patron blocks If the reader has any blocks against their name these will be displayed in the patron blocks screen see Fig 3 9 when you wand in a reader s University or other library card at check out Blocks contain information about a reader which it may be advantageous for staff to see when the reader is at the circulation desk such as fines outstanding items overdue reserved items awaiting collection see ch 6a below for further information about blocks OLIS Circulation User Manual 1999 Chapter 3 Check out 3 13 Telnet olis ts olis ox ac uk iojx Fie Edit View Settings Connect Commands Tools Help 05 21pm PATRON BLOCKS 20
139. h a date time to be effective for an entire session see above 3 7 8 Step 1 At the item prompt type the command ed and press lt Return gt The following prompt will appear Checkout Date Step 2 Enter the date which you wish to be effective as the checkout date for the next loan and press lt Return gt The formats DD MM YY DD MM YY DD MM YY etc will all be accepted by OLIS at this point as well as formats including four digits for the year although there is no need to enter the year if you wish to use a date in the current year If you are happy to use the current date at check out for the checkout session i e if you only wish to use a time different from the default just press lt Return gt at this prompt Step 3 The prompt Checkout Time will then appear Enter the time which you wish to be effective for the next loan in the format HHMM or HH MM and then press lt Return gt If you are happy for the current time to be used on whatever date you have entered previously just press lt Return gt The date and or time that you have entered will display at the top of your checkout screen in brackets If the due command see below has been used to specify a due date time for the session item before this ed command is used to alter the check out date and or time any check out date and or time you enter which is later than the entered due date time will not be effective due change the due date and time for th
140. h a different date time At the checkout borrower prompt if you type the command cd and press lt Return gt The following prompt will appear Checkout Date Enter the date which you wish to be effective as the checkout date during this checkout session and press lt Return gt The formats DD MM YY DD MM YY DD MM YY etc will all be accepted by the system at this point as well as formats including four digits for the year although there is no need to enter the year if you wish to use a date in the current year If you are happy to use the current date at check out for the checkout session i e if you only wish to use a time different from the default just press lt Return gt at this prompt The prompt Checkout Time will then appear Enter the time which you wish to be effective during this checkout session in the format HHMM or HH MM and then press lt Return gt If you are happy for the current time to be used on whatever date you have entered previously just press lt Return gt The date and or time that you enter will display at the top of your checkout screen in brackets OLIS Circulation User Manual 1999 Chapter 3 Check out 3 8 Fie Edit View Settings Connect Commands Tools Help 01 00pm CIRCULATION CHECKOUT 12 APR 99 Enter Patron Name or Barcode a Fig 3 5 Checkout borrower prompt after ed function has been activated Note that if you wish a different checkout date time to apply for a single
141. hanges and go back to the Patron Registration screen NB It is also possible to select line type a line number and press lt Return gt at this point if you wish to edit any field in the postcode record Selecting Exit and pressing lt Return gt will also take you back to the Patron Registration screen but will not save the new record for the postcode you have entered 4 Phone Number Optional Enter the borrower s telephone number For example 278172 This may be any number with five digits or more For Oxford numbers enter the six digit number for external numbers simply prefix the number with the area code Do NOT use spaces hyphens or brackets in this field Multiple phone numbers should be separated by commas 5 Second address Optional When you enter this field an editing window will appear This field is usually labelled Department Enter a departmental address here if known If you find that you frequently wish to enter a different type of address e g vacation home address in this screen in order occasionally to use when sending circulation notices to readers it is possible to change the default type of address for which you will be prompted see Circulation Set Up Manual 7 4 5 Three lines may be used for the address but only two will be displayed on the first borrower registration screen Please note that we do not advise that you enter town or city names or postcodes in this address field if you know the addre
142. harges can be registered once the appropriate block has been added to a reader s record see 6a 9 11 When an overdue item is checked in the checkin screen will appear similar to the following Telnet olis ts olis ox ac uk O x File Edit View Settings Connect Commands Tools Help 06 15pm CIRCULATION CHECKIN 16 MAY 99 Name Peatling Gary Kenneth Previous charges 7 20 Charging Fines Yes Command or Item Barcode This session 0 20 Amount 0 20 Detailed Display Mode ITEM TITLE 302250155 The political diaries of C P Scott 1911 1928 302250155 accepted Fig 6 1 Fines payable at Checkin first screen As explained above 5 9 10 different totals may display on this screen as they represent the charges from different combinations of transactions e The value in the Previous charges field is the total of all outstanding charges incurred prior to this checkin session This may include charges for damaged or lost items e The value in the This session field is the total of overdue charges accumulated on items checked in during this checkin session i e without interruption whether OLIS Circulation User Manual 1999 Chapter 6 Fines 6 4 through staff exiting check in or through any item being checked in for any other reader e The value in the Amount field is the overdue charge on the last item checked in If these different totals are found confusing it is possible to type the command r and
143. he following will then appear Enter CLOSING time for 25 OCT 1999 HH MM Type in a closed time for your library on the day referred to in the same format and press lt Return gt The following message will then appear Do you wish to continue Y N Type Y and press lt Return gt to continue with the checkout transaction using the times you have entered If you type N and press lt Return gt or just press lt Return gt you will prompted again for opening and closing times to be used in the transaction Item cannot be checked out A message similar to the following Loan period SOC Periodicals Membership Code SOCSTF This patron cannot check out this Item Do you wish to override Y N will appear when you wand in a book barcode at check out if the circulation code of the item has not been linked in the matrix to the patron membership group of the reader see Circulation Set Up Manual ch 8 especially 8 14 5 The codes will not have been linked probably in order routinely to prevent such readers from borrowing such items so you will probably wish to type N and press lt Return gt to prevent the loan However in exceptional circumstances you may wish to type Y and press lt Return gt in order to enable such a reader to borrow such an item the loan period picked up will be the default from the circulation code at the generic level in the table CCC see Circulation Set Up Manual ch 6 especially 6 8 9 OLIS Circulati
144. he option you wish to use and press lt Return gt Use the following guidelines when using the Continue option at this screen Step 1 Select the Continue option and press lt Return gt The conversion on the fly work screen appears Telnet olis ts olis ox ac uk Ol x File Edit View Settings Connect Commands Tools Help CONYERSION ON THE FLY Item ID 302250156 1 Format Type FL 2 Sublocation LAS Offices 3 Collection 4 Circ Code LAS BOOKS 1 on the fly title Also sprach Zarathsutra Fig 3 16 Conversion on the fly work screen Step 2 Both the title and shelfmark fields should be filled in Press lt Return gt to move from field 1 to 2 and down to the option bar when finished NB It is possible to move back up to the title field or from the title field back to the first conversion on the fly screen by typing a period lt gt and then lt Return gt Unfortunately neither the delete nor the backspace key will work in either of these fields If you make an error in typing in the title or shelfmark it is however possible to correct either by going back into either line from the option bar by selecting the Line option typing the line number concerned and pressing lt Return gt and typing OLIS Circulation User Manual 1999 Chapter 3 Check out 3 33 your corrections over the existing data or by using the Ctrl H function i e typing H while holding down the Ctrl key to del
145. he reader s Addresses screen see below OLIS Circulation User Manual 1999 Chapter 1 Borrower Registration 1 21 4 Hol Contact Method 5 ID Type 7 Access level 1 28 30 If you wish to send all of an individual reader s circulation notices by email enter the appropriate contact method in field 3 you will probably find E the most convenient contact method to use for email Please note that there are further preconditions for use of the emailing of notices please consult the emailing of notices documentation Circulation Set Up Manual appendix I if your library is considering starting to use this feature Optional It is possible to specify vacation or other exceptional dates in the table CIHP when you may wish notices to be generated for individual readers or patron membership groups using a contact method other than that used for them at other times see Circulation Set Up Manual 7 28 35 If this has been done for your library this field can be used for such periods as field 3 is for ordinary periods i e to override any default contact method set for the patron membership group in the case of an individual reader Please note that field 4 is currently almost always left blank by libraries Please do not use a contact method option including a number unless an appropriate address for the reader is entered in the corresponding field of their Addresses screen see below 1 28 30 If you wish to send all of an individua
146. he title Fig 5 5 First staff OPAC search screen From here you may use any search command to locate the required title e g t to browse by title c to browse for the shelfmark or i to search for the ISBN Please see the OLIS OPAC staff pocket reference guides available from LAS in leaflet form or the OLIS OPAC reader pocket reference guides in leaflet form or at http www lib ox ac uk olis Then access the item display screen for that title You should then locate the current copy if necessary by selecting the Forward option and pressing lt Return gt The status of the current copy should be DUE BACK DD MM YY If your library has several on loan copies of the item and you have any difficulty working out which is the current copy access the piece record of any likely OLIS Circulation User Manual 1999 Chapter 5 Check in 5 7 copy by selecting the line option typing in the line number of the likely copy and pressing lt Return gt The current borrower s name displayed around the middle of the screen at the point indicated in Fig 5 6 may assist you in distinguishing the correct copy Telnet olis ts olis ox ac uk ojx Fie Edit View Settings Connect Commands Tools Help Online Catalogue Holdings Display Local Control 10134837 Status Format BK Title The political diaries of C P Scott 1911 1928 Author Scott Charles Prestwich 1846 1932 Updated By circulation desk Patron Pe
147. his particularly on any large scale if you will later require statistics on numbers of borrowers and their activities during periods when such readers were borrowing from your library since it will not be possible to retrieve statistics on any such borrower once their membership has been removed We thus advise that you remove obsolete memberships every year in August after you have obtained any required annual borrower statistics It is possible for you to run a job called PEXPIRE which will provide you with a report on which memberships in your library are obsolete and will thus assist you in determining which memberships can be deleted at such a time The procedure and that for the deletion of readers memberships is explained in the Circulation Set Up Manual Appendix H 2 5 8 11 If you wish to delete a reader s registration outright i e not just their membership at your library from the OLIS patron file please see 2 19 20 below Optional Facilities This section describes facilities in the borrower registration screens in which it is possible to enter additional information during the borrower registration process which may be of use Please note that you will be unable to update any of this information before you give the reader a membership in your library If you attempt to do this the following error message will display Without membership you may not update this record Press lt RETURN gt Second Screen The second sc
148. his field select Accept and press lt Return gt to save your changes to the second screen Then select File and press lt Return gt at the first CPR screen to save your changes to the borrower record as a whole Some data concerning second screen fields completed centrally by LAS following the migration of data from DOBIS e g information on course or college may still occasionally appear in this field e g NB two different colleges named in separate migrated data from QEH and SOC OLIS Circulation User Manual 1999 Chapter 2 Updating the Borrower Record and keeping track of the Borrower _ 2 10 3 Notes visible only to staff in your library and to the reader These should be inserted in the Patron Membership Registration screen field 8 the field for Public note Telnet olis ts olis ox ac uk ol x File Edit View Settings Connect Commands Tools Help 06 APR 1999 Geac ADVANCE Library System 6 9 13 2 lasd Lib fut Srvce 15 38 Oxford University PATRON MEMBERSHIP REGISTRATION Patron Barcode 2022156 Last Update 06 04 99 Name Peatling Gary Kenneth Last Trans 06 04 99 Registered 27 11 98 1 Membership LASSTF 2 Expiry Date 27 NOY 2001 3 Std Contact method 4 Hol Contact method 5 ID type 6 ID 7 Access level 90 8 Public note Please pick up your umbrella left in the library 9 Staff note Options I ERE ems Line by line Accept Exit Master Fig 2 6 Patron Membership Registrat
149. hold code in CHC is set to a date in the past Default Hold expiry date parameter set to date prior to today This will not prevent you from placing the current hold but you are strongly advised in these circumstances to alter this field in your library s set up as soon as possible if this message appears as otherwise the placing of further holds will be unnecessarily inconvenienced See Circulation Set Up Manual 4 6 7 on how to change this field Reservations by readers Readers may also place holds themselves via the OPAC or GeoWeb However they have far less control over the variables which staff can alter in placing a reservation on behalf of a reader Readers may e reduce but not expand the expiry period of a hold placed over the OPAC e define the scope of the hold over the OPAC or the pickup location over GeoWeb as a single library In practice the effect is identical since it specifies that the hold can be filled by any copy of the chosen title at the selected library the reader is unable to specify either that the hold can only be filled by a particular copy of a title or that it can be satisfied by any copy of the title at more than one library If a reader wishes to place a hold which requires other hold conditions besides these you are advised to place it for them through the staff screens See the third OPAC reader pocket reference guide in leaflet form or at http www lib ox ac uk olis rpr3 index htm
150. hom this item has been checked out on this title at another library The item you have checked out to them has thus satisfied this hold without the reader needing to borrow an item from the library which placed the hold When this message appears just press lt Return gt and a due date and time for the loan will be calculated as usual Another item held for borrower If a message similar to the following appears as you check an item out to a reader Another item is held for this borrower Pickup location is Lib Aut Srvce LAS Offices Do you wish to cancel this hold booking Y N OLIS Circulation User Manual 1999 Chapter 3 Check out 3 19 This indicates that a copy of the same title is awaiting collection by the reader at another library of which they are a member It will usually be appropriate for the other library to cancel the reader s hold for its item in these circumstances but there may be cases in which the reader will still want the item at the other library held for them an example might be where this is a different item or issue number from the item they are currently checking out at your library We advise therefore that you type n and press lt Return gt at this prompt and then liase with the reader and the library mentioned in the message to advise them that they may wish to cancel the hold against their item Current Status Lost and Paid If the following message appears when you try to check an item out to a reade
151. ilable Press lt Return gt to go back to the item prompt OLIS Circulation User Manual 1999 Chapter 3 Check out 3 18 Please note that it is currently possible for readers to check out items which have been reserved for other readers if the current status of such an item is available Pending hold The following message display if the matrix field Held Circ Code see Circulation Set Up Manual 8 24 is being used to apply different loan policies to loans when items are reserved Pending hold s reduce loan period Y N This message indicates that there are outstanding reservations on this particular item e g a hold queue You are thus able to determine at this prompt whether you wish the ordinary loan rules for this circulation code patron membership combination to apply irrespective of reservations or whether you wish the loan rules from the Held Circ Code to apply Type y and press lt Return gt to have the loan rules from the Held Circ Code apply these may result in checking the item out for a shorter period Type n and press lt Return gt to apply the loan rules for the circulation code patron membership combination irrespective of reservations Item satisfies patron hold If the following message displays as an item is checked out This Item satisfies patron hold without capture to hold shelf Press any key to continue This indicates that a reservation with a system wide scope has been placed for the reader to w
152. ing Choose an option by selecting the first letter of the word Type a and press lt Return gt to see the list sorted by alphabetical order of author Type t and press lt Return gt to see the list sorted by alphabetical order of title Type s and press lt Return gt to see the list sorted by alphabetical order of the first subject heading of each item This subject heading will appear in place of the title if you select this sorting option Type d and press lt Return gt to revert to the default sequence Printing the borrower history NB Please note that by default printing within ADVANCE is not set to appear on a printer in your library but at LAS If you require regularly to print off borrower histories please contact LAS and we can arrange for such reports to print off in your library OLIS Circulation User Manual 1999 Chapter 2 Updating the Borrower Record and keeping track of the Borrower _ 2 23 Step 1 Use the Print option and press lt Return gt to print the current displayed list it will print in the sorted sequence which you currently have on screen The following message will appear Please type in a heading you would like on the printout This will identify the printout as being yours Enter your name heading Step 2 Enter a heading for the report and press lt Return gt Press lt Return gt again to send the report to the system printer or select Exit and lt Return gt to exit without pr
153. ing We advise you to make a note of the name of this borrower and of the date when the hold was filled so that it will be possible regularly to check if when holds have lapsed and to place the item on your reserves shelf Then type y and press lt Return gt to continue On Hold Shelf If an item is checked in which is registered on OLIS as on the hold shelf awaiting collection the following message will appear OLIS Circulation User Manual 1999 Chapter 5 Check in 5 18 This item 302250154 on hold shelf until 16 MAY 99 17 42 Enter Y to remove item from hold shelf or N to leave If this a mistake type n and press lt Return gt and then replace the item on your hold shelf so that it may be collected by the reader for whom it is reserved This option may be useful however for cancelling a filled hold i e removing a hold from the system if the reader decides that they do not want the item after it has been returned to the library or for removing a lapsed hold 1 e a held item not collected by the reader for by whom they have been reserved from the hold shelf Typing y and pressing lt Return gt at this point will make such an item available for other readers see 7 20 2 below for suggestions on how to deal with the subsequent prompts Recalled The following message appears when an item which has been recalled is checked in This item was recalled by the library Please enter Y to continue Telnet olis ts ol
154. ink or Continue 31 Conversion on the fly using Continue 32 Viewing on the fly records created using the Continue option 33 Conversion on the fly using Search Link 1 items not previously catalogued 33 Conversion on the fly using Search Link 2 items previously catalogued 35 OLIS Circulation User Manual 1999 Chapter 3 Check out 3 2 Check out Introduction This chapter describes the basic procedure for the check out and renewal of items to readers Guidelines on how certain settings e g the due date of items can be changed at check out are included There is also a guide on how to deal with the error messages and exceptions which can appear when you are trying to check an item out to a reader including the procedure for checking an item out which has not previously been catalogued The following chapter four will describe how other functions may be accessed through check out OLIS Circulation User Manual 1999 Chapter 3 Check out 3 3 Basic Check out Step 1 If you are not already at the checkout screen select the option for or type cout from any menu in the circulation module and press lt Return gt The following prompt the checkout borrower prompt will appear Enter Patron Name or Barcode Step 2 Enter the borrower s barcode either by wanding with a barcode reader or by typing it in manually and pressing lt Return gt NB Although it is possible to use alternative methods to retrieve a borrower s reco
155. inked to this record this code will display here Patron Barcode Contains the barcode which is attached to this borrower record A negative system assigned number will appear here if a real barcode number was not used in registering the reader Use the Update Barcode option to assign a real barcode See 2 18 9 Old Barcode This field will appear only if the Update Barcode option has been used in this record Any previous barcode number s associated with this reader will be displayed here Either a real barcode number s e g from lost cards or a system assigned negative number s may appear here Last Update Contains the date of the most recent changes to the borrower s patron record in your library Last Transaction Contains the date of the reader s most recent transaction s in your library A transaction could be an item checked in or out or a fine payment OLIS Circulation User Manual 1999 Chapter 1 Borrower Registration 1 11 Registered Indicates the date the borrower was first given a membership in your library Information may be entered in the numbered fields either by automatic downloading from the University card database or manual input Where you wish manually to input data you may select the line option type a field number and press lt Return gt to access that particular field and press lt Return gt when you have typed in the required data to go back to the option bar Alternatively you may select
156. int These details are also for display only the only option available from this second screen is to press lt Return gt to go back to the checkin item prompt Press lt Return gt once more to go back to a circulation menu OLIS Circulation User Manual 1999 Chapter 6 Fines 6 1 Table of contents Fines 2 Introduction 2 Creation and display of charges 3 Fastpay 5 Fast total payment of fine 5 Fast partial payment of fine 6 Waiving fines 8 Fast full waive 8 Deferring payment at Check in 10 AP Accounts payable procedure 10 1 AP procedure from Check out 11 Full payment from AP cash payment 12 Full payment from AP cheque payment 13 Partial payment from AP cash payment 14 Partial payment from AP cheque payment 16 Full waive from AP 17 Partial waive from AP 17 2 AP procedure from Check in 18 3 AP procedure from the patron blocks screen 19 Fine payment or waiving through CPR 19 Viewing the Account History 21 OLIS Circulation User Manual 1999 Chapter 6 Fines 6 2 Fines Introduction This chapter provides guidelines on dealing with fines The most common type of fine in OLIS circulation will be fines for overdue items but this chapter will also explain how replacement charges for lost items and charges levied for damage to items may be dealt with on OLIS Directions for registering the payment or waiving of fines either partially or fully are included The usual method will be to register the payment and
157. inting If your printer has been configured to print in landscape format the report can display the author title subject information and checkout date for the borrower s complete list If the report prints in portrait format it will display such details as will fit onto each line Housebound History Clear It is possible to clear all or part of this borrower history display for individual borrowers or all of your borrowers using a Housebound Patron History Clear function When this is used the past borrowing of affected readers up to a specified will no longer be stored on OLIS You should be warned that it may be found useful to refer to these lists e g in the event of a dispute with one of your readers as to whether they actually have borrowed a missing or damaged book It is therefore up to each library s discretion as to when lists are cleared the frequency with which it is run is likely to be inversely proportional to the lengths of your loan period The procedure is described in the Circulation Set Up Manual appendix H 11 6 Note that you will only be able to access this function using you personal userID and if you have sufficient permissions in OLIS circulation at least one person in your library will have sufficient permissions Please contact LAS if you require regular access to this Housebound Patron History Clear function The borrower history of a reader will automatically be deleted if their membership is deleted OLIS C
158. inutes without any activity and an item barcode is then entered the following error message will display Keyboard timeout Is the Patron ID still valid Y N This timeout acts as a check so that in the event of any distraction there will be less danger of checking items out to the wrong borrower by mistake OLIS Circulation User Manual 1999 Chapter 3 Check out 3 22 Fie Edit View Settings Connect Commands Tools Help 01 41pm CIRCULATION CHECKOUT 21 APR 99 Membership Code LASSTF Enter Patron Name or Barcode 2147039 Pemberton Susan Jane Blocks 0 Fines 0 00 Items out 0 Holds 1 ITEM TITLE DUE 1 302250155 Keyboard timeout Is the Patron ID still valid Y N ff Figure 3 11 Keyboard timeout prompt Type y and press lt Return gt to continue to check the item s out to the displayed borrower Type n and press lt Return gt to clear the screen and to go back to the checkout borrower prompt at which point you may enter a new borrower barcode Invalid barcode If the following message displays when you wand in an item barcode at checkout This is not an item barcode Press lt ENTER gt please attempt to enter the barcode again If the system refuses to accept the barcode several times it may be worth giving the item a new barcode and checking the item out using the third conversion on the fly method see below 3 30 5 or checking the item out by searching the database and retrieving the piece record
159. ion type in the relevant line number e g 2 and press lt Return gt OLIS Circulation User Manual 1999 Chapter 3 Check out 3 27 To renew some but not all of the items a reader has out on loan select the Renew line s option type in the relevant range of line numbers e g 1 3 or 2 3 and press lt Return gt To renew all titles select the Renew all option and press lt Return gt New due dates and times for all successfully renewed items will be displayed Error messages during renewals If any error messages are generated during your attempted renewal s please use the following notes for guidance Item overdue If an item is overdue and is selected for renewal the following prompt appears Item 300012345 is due 10 JUN 1996 17 00 This item is OVERDUE and must be checked in Checkin and Renew Y N oll Telnet olis ox ac uk Connect Edit Terminal Help 64 42pm CIRCULATION CHECKOUT 27 JUL 96 Enter Patron Name or Barcode 2124633 Jephcott Susan H Blocks 1 Fines 6 66 Items out 1 Holds 6 ITEM DUE 1 360012345 Item 3666012345 is due 16 JUN 1996 17 66 This item is OVERDUE and must be checked in Checkin and Renew Y N E Fig 3 14 Renewal Overdue prompt NB Confusion can arise particularly when renewing a large number of overdue items for the same reader it is possible to miss the fact that some items may have been reserved see below 3 28 9 Please pay close attention t
160. ion User Manual 1999 Chapter 6 Fines 6 9 Step 3 The cursor will appear in the amount field To waive the full amount just press lt Return gt The following prompt will appear Payment confirmed all outstanding charges cleared Press lt ENTER gt NB This message reads Payment confirmed rather than Waive confirmed because OLIS consistently treats waiving as a payment method The fact that such fines have been waived rather than paid will however be recorded on OLIS Step 4 Press lt Return gt and you will be taken back to a circulation menu or may proceed with registering the check in of the item you previously wanded in Fast partial waive If a reader has accumulated fines on items they are currently checking in or on past transactions and you wish to waive part of the amount owed on the spot please use the guidelines below NB Please note that if a reader has fines outstanding from several transactions waiving part of the amount owed through fastwaive does not enable you to specify which fine s have been waived This procedure will instead clear fines or as much of them as the amount waived covers in the order in which they were incurred If you wish to keep a record for any reason of which specific fines have been waived it will be necessary to use the Accounts Receivable screen to register the partial waiving of outstanding charges see below 6 17 8 Step 1 When you have checked in all the i
161. ion screen OPAC Public note field 8 Notes entered here will again be visible to a reader making an OPAC patron enquiry see the OLIS Reader Pocket Reference Guide 3 in leaflet form or at http www lib ox ac uk olis rpr3 index htm on how such an enquiry is made but will not be visible to staff at other libraries When you access this field you will be taken into an editing window with practically unlimited entry space and several lines of data can be seen by the reader making a patron enquiry Type lt Esc gt and then lt e gt to exit the window Only 52 characters however will display in this Patron Membership Registration screen when you leave the editing window if there is further text not in view a plus sign will appear at the end of the line Use for notes such as Please pick up your umbrella left in the library When you have added a note in this field select Accept and press lt Return gt to save your changes to this membership screen Then select File and press lt Return gt at the first CPR screen to save your changes to the borrower record as a whole NB Data migrated from the borrower text field of the old DOBIS system may appear here This notes field can also be accessed through field 3 of the Notes screen in CPR see 2 12 below OLIS Circulation User Manual 1999 Chapter 2 Updating the Borrower Record and keeping track of the Borrower __2 11 4 Notes visible only to staff in your library but not to
162. irculation User Manual 1999 Chapter 3 Check out 3 1 Table of contents Check out 2 Introduction 2 Basic Check out 3 Retrieving borrowers at Check out 5 1 Enter borrower name 5 2 LST 5 3 Enter ID patron personal ID 5 Checkout session settings 5 1 Detailed and simple display 5 2 Changing the checkout date and or time for the whole checkout session 7 3 Changing the due date and time for the whole checkout session 8 for options 10 Error messages about the borrower 10 New ID 10 Lost card 11 Patron s membership expired 11 Patron not registered 11 Added Borrowers 11 Patron blocks 12 Administrative hold 13 Patron last updated 13 Borrower Status Line 14 Checkout messages and exceptions 15 Item already checked out 15 Checked out to current borrower 15 Overdue item 16 Checkout limits exceeded 16 Items on hold 17 Pending hold 18 Item satisfies patron hold 18 Another item held for borrower 18 Override due date 19 Wrong location 20 Missing book barcodes 20 Keyboard time out 21 Invalid barcode 22 Circulation calendar not up to date 22 Item cannot be checked out 23 Patron s card will expire 24 Renewals 24 To renew an item from Check out Method 1 24 To renew an item from Check out Method 2 25 Error messages during renewals 27 Item overdue 27 Item held 28 Item overdue and held 28 Maximum renewals 29 Remote renewals 30 Conversion on the fly 30 Introduction 30 Creating an on the fly record 31 Which should I use Search L
163. irst Patron Registration or CPR screen the Patron Registration screen will also appear in field 1 in this Addresses screen Any address entered in the fifth and sixth fields labelled Department of the first Patron Registration screen will also appear in field 2 in this Addresses screen It is however possible to change these defaults so that you will be prompted for different types of address in the first Patron Registration screen for instance vacation home address if you find that you frequently wish to use a different type of address when sending notices to readers see Circulation Set Up OLIS Circulation User Manual 1999 Chapter 1 Borrower Registration 1 29 Manual 7 4 5 If these defaults are changed entries you make in fields 2 and 5 of CPR first screen will appear in the appropriate fields of this Addresses screen This Addresses screen can also be used to enter any further addresses in the appropriately labelled fields that you wish to use in generating notices for readers By default any circulation notices generated for a reader will print displaying the reader s College address in field 1 of this Addresses screen Please note however that the numbering of these address fields refers back to the numbering in the contact methods which may be entered in fields 18 and 19 of the CPR first screen or in fields 3 4 of the Patron Membership Registration screen see above 1 15 6 20 1 You may encounter difficulties with notice gen
164. is field shows a No the system will not display or record any overdue fines which would have been charged against the borrower on each item that is checked in Most of the time you will probably wish Yes to display in this field as any individual fines that a reader incurs or the total of fines outstanding against a reader can in any case be registered as waived at the discretion of staff as they are incurred However it may be convenient to change the Charging Fines field to No for instance when a reader eventually returns a large number of items which they have been prevented from returning on time by exceptional circumstances Enter Ipd to display the patron record of the last borrower to return an item during this checkin session Typing lpd and pressing lt Return gt at the item prompt will display brief details of the last reader for whom an item was checked in during this checkin session A screen similar to the following will appear OLIS Circulation User Manual 1999 Chapter 5 Check in 5 13 Telnet olis ts olis ox ac uk File Edit View Settings Connect Commands Tools Help 02 28pm LAST PATRON DISPLAY 27 JUL 99 Command or Item Barcode 302250154 Last access by 2022156 Name Peatling Gary Kenneth Return date 27 JUL 1999 Display patron details Y N 2N Fig 5 10 Last Patron Display screen At the prompt Display patron details Y N You may press lt Return gt to go back to the checkin screen
165. is item has been checked out on this title at another library The item you have checked out to them has thus satisfied the hold without the reader needing to borrow an item from the library which placed the hold When this message appears just press lt Return gt and a due date and time for the loan will be calculated as usual e Ifamessage similar to the following appears as you check an item out to a reader Another item is held for this borrower Pickup location is Lib Aut Srvce LAS Offices Do you wish to cancel this hold booking Y N This indicates that a copy of the same title is awaiting collection by the reader at another library of which they are a member It will usually be appropriate for the other library to cancel the reader s hold for its item in these circumstances but there may be cases in which the reader will still want the item at the other library held for them an example might be where this is a different issue or volume number from the item they are currently checking out at your library We advise therefore that you type n and press lt Return gt at this prompt and then liase with the reader and the library mentioned in the message to advise them that they may wish to cancel the hold against their item Recalls Recalls may be placed on item s which are needed by readers other than their current borrowers or on item s required for library purposes such as repair or course reserve They may generate a noti
166. is ox ac uk O x File Edit View Settings Connect Commands Tools Help 03 36pm CIRCULATION CHECKIN 27 JUL 99 Charging Fines Yes Command or Item Barcode 302250152 Amount Detailed Display Mode ITEM TITLE 302250152 DOBIS LIBIS a guide for librarians and systems managers This item was recalled by the library Please enter Y to continue Fig 5 15 Checkin screen Recall message Type y and press lt Return gt If the item has been reserved as well as recalled a second message will display the name of the reader by for whom the item has been reserved OLIS Circulation User Manual 1999 Chapter 5 Check in 5 19 Telnet olis ts olis ox ac uk oO x File Edit View Settings Connect Commands Tools Help 03 36pm CIRCULATION CHECKIN 27 JUL 99 Charging Fines Yes Command or Item Barcode 302250152 Amount Detailed Display Mode ITEM TITLE 302250152 DOBIS LIBIS a guide for librarians and systems managers Hold for Patron Name Macklow Gillian Doreen Phone Not Available Address Not Available Status Action gt Awaiting Collection Lib fAut Srvce LAS Offices Please enter Y to continue Fig 5 16 Checkin screen On hold message Make a note of this reader and the date on which the item has been returned as is explained on 5 17 above Then type y and press lt Return gt to continue with the checkin transaction Circulation Notes Notes attached to a loan at check out or from the borr
167. it View Settings Connect Commands Tools Help 09 53am ACCOUNTS RECETYABLE 18 MAY 99 1_LAS 2022156 Peatling Gary Kenneth 278172 Libraries Automation Service 65 St Description Code Invoice Date Due date Ret date Due Paid fin introduction to compute LR 17 05 99 10 05 99 17 05 99 1 20 1 20 Multimedia CD ROM and com LR 18 05 99 12 05 99 18 05 99 1 00 The political diaries of C LR 18 05 99 12 05 99 18 05 99 1 00 0 60 LAST SCREEN 3 20 1 80 Payment Due 1 80 Balance Due 1 40 Enter amount tendered CASH I Fig 6 9 Final screen of partial payment procedure Step 4 The following prompt will appear Payment Due 1 80 Balance Due 1 40 Enter amount tendered CASH OLIS Circulation User Manual 1999 Chapter 6 Fines 6 16 Enter the actual amount paid e g 5 for five pounds and press lt Return gt The amount you enter here can be greater than the fine payment which you wish to register the reader as having made at this time since OLIS will calculate and display the change which should be given to the borrower Step 5 The following prompt appears Do you wish to process this transaction Y N Type y and press lt Return gt to register payment Type n and press lt Return gt to stop the payment procedure and leave all fines unpaid The AP screen will now display any outstanding fines the new total owing appearing at the foot of the Due column Select the option for Exit and press lt Retur
168. item at the wrong library The following message will display at such circumstances This item cannot be renewed here Return to library accepting xxx items Press lt ENTER gt The three letter code will indicate the appropriate checkout renewal location for the item hand the item back to the reader and suggest that they return the item to that location Pressing lt Return gt will take the cursor back to the item prompt Missing book barcodes A reader may wish to borrow an item which has been catalogued but the barcode of which is missing or can no longer be read by the barcode scanner It is still possible to issue the item in these circumstances we suggest that a new book barcode is inserted in the item and that the third conversion on the fly procedure is followed see 3 35 6 If it transpires out that the item has not been catalogued after all you may follow the first or second conversion on the fly procedures see 3 30 5 If for any reason you do not have any book barcodes easily available in your library it is possible to check the item out by conducting an online search for the item and retrieving the piece record Use the following guidelines in these rare circumstances OLIS Circulation User Manual 1999 Chapter 3 Check out 3 21 Step 1 Type or select the option for cout from any menu screen in the circulation module and press lt Return gt At the following prompt Enter Patron Name or Barcode wand in the
169. itle 5 Mailing Name 6 Course 7 College Notes 9 Cairns statistics 10 CED s statistics 11 Overwrite email address screen for any reader please do not leave any spaces in this field as this will cause any email notices generated for such a reader to bounce Enter an individual fax number here if desired Not yet implemented in Oxford Please ignore this field Enter the reader s title e g Mr Mrs Dr Professor etc here this can appear on notices and reports if required See Circulation Set Up Manual 2 25 9 on how notice formats can be set up to include patron titles A way of tackling the problem of changing the format of readers names so they will appear on notices as forename surname rather than surname forename as they are listed in the OLIS patron file is for the reader s name to be entered here as forename surname Please contact LAS if you would like further to explore this feature A course code may be entered here from an underlying table Type to see a list of options Select the Search jump Forward or Backward options and press lt Return gt on this list to see further options Please note that the accurate completion of this field will facilitate the running of certain kinds of report 1 e on borrowing of items by type of course A college code may be entered here from an underlying table Type to see a list of options Select the Search jump Forward or Backward o
170. ks against their patron record the following message will appear No Block Record present Do you want to enter a block Y N Type y and press lt Return gt to access the reader s blocks screen NB If you are already in checkout it is possible to access a reader s block screen without going through a circulation menu If a reader has blocks against their borrower record their blocks screen will be displayed when the borrower record is retrieved at the checkout borrower prompt Please proceed to Step 4 If the reader has no blocks against their borrower record type b at the item prompt and press lt Return gt The No Block Record present prompt will appear Type y and press lt Return gt Step 3 A screen similar to that overleaf will appear OLIS Circulation User Manual 1999 Chapter 6a Borrower Blocks 6a 7 Telnet olis ts olis ox ac uk O x File Edit View Settings Connect Commands Tools Help 02 31pm PATRON BLOCKS 31 MAY 99 Enter Patron name or barcode 2147039 Pemberton Susan Jane PATRON TRANSACTIONS AMT CNT DATE HEE NO BLOCKS LAST SCREEN Options I dd entries On off display Page Delete block Toggle Barcodes Forward Backward Exit Fig 6a 3 Blank Patron Blocks screen Step 4 Select the Add item option and press lt Return gt The following prompt will appear Enter block type code Step 5 Type and press lt Return gt to see the list of block type codes A s
171. l Please note that there are further preconditions for use of the emailing of notices in your library please consult the emailing of notices documentation Circulation Set Up Manual appendix I if your library is considering starting to use this feature Optional It is possible to specify vacation or other exceptional dates in the table CIHP when you may wish notices to be generated for individual readers or patron membership groups using a contact method other than that used for them at other times see Circulation Set Up Manual 7 28 35 If this has been done for your library this field can be used for such periods as field 18 is for ordinary periods i e to override any default contact method set for the patron membership group in the case of an individual reader Please note that field 19 is currently almost always left blank by libraries Please do not use a contact method option including a number unless an appropriate address for the reader is entered in the corresponding field of their Addresses screen see below 1 28 30 If you wish to send all of an individual reader s circulation notices by email during such an exceptional contact period enter OLIS Circulation User Manual 1999 Chapter 1 Borrower Registration 1 16 the appropriate contact method in field 19 you will probably find E the most convenient contact method to use for email Please note that there are further preconditions for use of the emailing of notic
172. l all of the outstanding reservations for a reader follow steps 1 to 3 in the procedure for cancelling a single reservation described above 7 17 8 Instead of step 4 select the option Cancel all and press lt Return gt The following message will appear Are you sure you want to cancel all holds for this patron Y N Type y and press lt Return gt An editing window will then appear in which it is possible to add a note on why the holds have been cancelled However it is more likely that you will simply wish to press the Escape key and then type e to exit the window The following prompt will then appear Do you want to save changes to note Y N E Edit Type y and press lt Return gt to save any changes or type n and press lt Return gt to leave the note blank You will be returned to the Holds by Patron screen and the status Cancelled will be displayed next to all the item reservations Any reservations which are cancelled have expired or have been collected will only appear in a reader s Holds by Patron list until a nightly processing job removes them Select Exit and press lt Return gt to go back to the Holds Processing screen from where you may press lt Return gt twice to go back to a circulation menu OLIS Circulation User Manual 1999 Chapter 7 Reservations and Recalls 7 21 Cancel at Check in It will not be possible to cancel a hold in this way if it is filled and there is an item awaiting the reader s coll
173. l reader s circulation notices by email during exceptional contact periods enter the appropriate contact method in this field you will probably find E the most convenient contact method to use for email Please note that there are further preconditions for the use of emailing of notices in your library please consult the emailing of notices documentation Circulation Set Up Manual appendix I if your library is considering starting to use this feature Optional If you enter an ID in field 6 below enter a description of the type of ID here For example if you enter a national insurance number in field 6 you could enter NI here Optional A Personal ID number including letters unique to the borrower such as a national insurance number may be entered Such a number could be used to retrieve this borrower at the Enter Borrower Name or Barcode prompt if entered preceded by ID However as a borrower s name or barcode number is more commonly used to retrieve the record it should very rarely be necessary to use fields 5 and 6 in this screen This number controls who is allowed to view the borrower s membership in your library By default this will be set to 90 Do OLIS Circulation User Manual 1999 Chapter 1 Borrower Registration 1 22 not change this 8 Public note Optional Notes can be entered here You will go into an editing window if you access this field which can be exited by typing lt Esc gt and then lt
174. l to refer to this screen to find out how many times a loan has been renewed by a reader at what times and dates it has been renewed and the method s used to renew it ISS indicates the date and time at which an item was initially checked out whereas a number in the same column indicates a renewal OPAC on such a line indicates a renewal via the OLIS OPAC Client indicates a renewal via an OPAC client such as GeoWeb while a blank space in this column indicates a transaction either a renewal or an original check out through staff This list of transactions will always display in reverse chronological order Press lt Return gt at this point to go back to the Full details screen If you wish then to go back to the checkout item prompt select Exit and press lt Return gt twice h allows staff to issue or review holds for a borrower Type h and press lt Return gt from the item prompt at check out to access the holds or reservations screens for the retrieved borrower From here you may place a new reservation for the reader or display and if desired edit or cancel any of their existing reservation s See 7 3 23 below for details OLIS Circulation User Manual 1999 Chapter 4 Further functions from Check out 4 10 b displays all borrower blocks Type b or bl and press lt Return gt from the item prompt at check out to display the blocks screen for the retrieved borrower If desired you may add edit or delete blocks thr
175. lag any of these items to indicate that the reader claims to have returned them see below 4 13 5 e Select the Exit option and press lt Return gt to go back to the checkout item prompt e Access a screen displaying further details of any of these loans To look at this screen select the Full details option type the line number of the loan in which you are interested and press lt Return gt A screen similar to the following will then display File Edit View Settings Connect Commands Tools Help 04 55pm CIRCULATION CHECKOUT 23 APR 99 Enter Patron name or barcode 2022156 Peatling Gary Kenneth Item 302250155 Title The political diaries of C P Scott 1911 1928 Author Scott Charles Prestwich 1846 1932 Port lasdesk User ID lasdesk Date 23 APR 99 16 55 Agency Lib fut Srvceloc LAS Officesenewals 1 CO key CO LASSTF LAS BOOKS Due 30 APR 99 17 00 Grace 30 APR 99 17 00 Next ntc LASO1 01 MAY 99 Notices Dates Notes Options Exit without saving modification Renewal periods Fig 4 6 Full details screen for an individual loan viewed from a reader s item list The due date and time and the end date and time of any grace period will be displayed on this screen respectively in the fields labelled Due and Grace The notice code of any overdue courtesy or recall notice due to be generated next for this loan and the date on which it is due to be generated will be displayed in the Next ntc field
176. led conversion on the fly Conversion on the fly enables an online record to be kept of the loan of in demand items which libraries have been unable formally to catalogue It thus may be particularly useful for libraries just taking up the circulation module or libraries which wish to circulate immediately items the receipt of which has been expected but delayed e g journal issues There are two options within the conversion on the fly screen e You may select Continue and enter onto OLIS brief details of the item which will typically include the item title and shelfmark but can include anything deemed necessary by your library to identify the item When such an item is subsequently returned to your library and checked in a message appears on the screen stating that the item is to be sent to cataloguing see below 5 22 Though it will be possible to issue the item again without adding to the brief record no piece record will appear in the OPAC until that record is upgraded by a cataloguer e You may select Search Link in order to link the new barcode you have just added to the item to an existing bibliographic record for the item thus creating a piece record for the item If there is a correct bibliographic record already in OLIS for the item whether put there by your library or another library this option will thus create a piece record for the item that will appear in the OPAC and no further cataloguing work will be necessary
177. linking can be performed from this screen Options I EZEN Search link Continue Exit Fig 3 15 Conversion on the Fly screen At this point one should select either of the two options for conversion Search Link or Continue Which should I use Search Link or Continue IE a you have a queue of readers select the Continue option see 3 32 3 b you have plenty of time and believe that there is a good chance of finding a bibliographic match for the item on OLIS use the Search Link option see 3 33 5 Also select the search link option if you know the item has been catalogued previously but not barcoded the former barcode has become unusable see 3 35 6 If you cannot then find a bibliographic item record it is possible to go back and select the Continue option OLIS Circulation User Manual 1999 Chapter 3 Check out 3 32 Conversion on the fly using Continue NB If you have decided to select the Continue option it is possible at this point if desired to change the sublocation or circulation code respectively in lines 2 or 4 of the above screen since the circulation code will affect the loan period of the item this may particularly be of use If you wish to change either of these codes at this point select the Line option on the option bar type in the line number which you wish to change and press lt Return gt You may then type and press lt Return gt to see the available options and type in the line number of t
178. lnet olis ts olis ox ac uk oO x File Edit View Settings Connect Commands Tools Help 11 25am CIRCULATION CHECKIN 17 MAY 99 Name Peatling Gary Kenneth Previous charges 2 40 Charging Fines Yes Command or Item Barcode This session 0 40 Amount 0 40 Detailed Display Mode ITEM TITLE 302250154 Multimedia CD ROM and compact disc a guide for users and Outstanding charges of 2 80 for borrower Peatling Gary Kenneth Press lt ENTER gt to continue or enter lt PAY gt to PAY lt HAIVE gt to WAIVE E E Fig 6 3 Fastpay and fastwaive options Type pay at this point and press lt Return gt Step 2 A prompt showing the total amount owing similar to the following will appear Amount 2 80 to quit NB If at this point you wish to abort the transaction type and press lt Return gt The full charges will still be outstanding against the reader s record Step 3 The cursor will appear in the amount field To register the payment of part of the fine owed type in the actual amount paid e g 2 for 2 2 4 for 2 40 8 for 80p over the full amount owed and then press lt Return gt Step 4 The following prompt will appear Payment confirmed Press lt ENTER gt Step 5 Press lt Return gt and you will be taken back to a circulation menu or may proceed with registering the check in of the item you previously wanded in OLIS Circulation User Manual 1999 Chapter 6 Fines 6 8 W
179. logued a shelmark search i e c may be particularly useful Locate the bibliographic record which matches the current item Step 3 When you are sure that the bibliographic record is a match for the item locate the piece record for the current item on the list of pieces on the Item Display The status of the current copy will be your library s default status i e Available or blank NB if your library has several available copies of the item and you have any difficulty working out which is the current copy it may be necessary to check on your shelves Then select the Retrieve option type in the line number of the current copy and press lt Return gt Step 4 The Holdings Display screen will appear and the barcode that you have wanded in will automatically appear in field 1 replacing the former system generated or physical barcode number Itis possible to edit other field in the piece record for instance to add a shelfmark but it is unlikely you would need to To access any field select the line option and press lt Return gt OLIS Circulation User Manual 1999 Chapter 3 Check out 3 36 Step 5 Should you wish to abort the transaction and the conversion on the fly for any reason select Exit and press lt Return gt to go back to the first conversion on the fly screen Otherwise when all fields are correct select File and press lt Return gt to save your changes You will then be asked if you wish to update the ow
180. lt Return gt Step 4 Then the system will give a final prompt Are you sure this is correct Y N _ OLIS Circulation User Manual 1999 Chapter 1 Borrower Registration 1 32 Answer Y and press lt Return gt if correct The name and ID of the Added Borrower will appear in the list at the top of the screen The prompt Borrower s Name or Barcode will display and you can enter the name and details of further added borrowers if desired again using the above notes When you have finished linking added borrowers to this patron record press lt Return gt at this point to go back to the option line Step 5 Finally it is essential to select File and press lt Return gt to save the added borrowers and to go back to the first CPR screen Then also select File and press lt Return gt to save your changes to the borrower record as a whole Editing or Deleting Added Borrowers To remove an added borrower linked to a registered borrower access the Added Borrowers screen of the registered borrower select the Delete option type the line number of the added borrower you wish to delete and press lt Return gt When you have finished making changes to this screen select File and press lt Return gt to save your changes If you wish to alter any of the details for an existing added borrower it is necessary to delete their existing added borrower record in this way then to create a new record using the above notes Whe
181. may be used in the emailing of notices Please note that if an email address appears in this field 1 it does not necessarily mean that any notices generated in your library for this reader will be sent by email the default is in fact to generate printed notices and you can control the contact method used for this reader elsewhere see above 1 15 6 or 1 20 1 As the email field in CPR will be shared by all the libraries at which a reader has a membership ordinarily it will not be advisable for librarians to alter this information although circumstances may arise in which this is necessary You will be able to enter a non University email address for any reader in this field or to clear this field of any University email address by typing and then lt Return gt but as the data upload from OUCS is performed regularly any University email address for the reader would be loaded back into this field overwriting any manual entered address unless you enter N in field 11 in this screen see below Please note however that since this field may be used by any circulating libraries at which this reader has a membership it would be best first to ascertain that such a reader does not wish to receive emailed notices from any of these libraries If you do enter a non University email address in field 1 of CPR second OLIS Circulation User Manual 1999 Chapter 1 Borrower Registration 1 26 2 fax number 3 Allow ILL Y N D 4 T
182. me of the reader in whose name the item has just been returned will appear at the top of the screen and depending on checkin session settings the barcode and title of the returned book will also display The message 30xxxxxxx accepted will appear at the bottom of the screen If any fines are owing these will also display on this check in screen Please see below 5 9 12 6 5 10 on how to deal with fines at checkin Step 3 The cursor will return automatically to the command or item barcode prompt or checkin item prompt You may now enter the barcode of the next returned book Details of only one item i e the title and barcode of the last item checked in can be displayed on the screen at any one time Step 4 When you have finished checking in items simply pressing lt Return gt at the checkin item prompt will take you back to a circulation menu unless the last reader to check in an item has any fines outstanding in which case the total of these fines will display See 6 5 10 on how the payment or waiving of fines may be registered at this point If you do not wish to register the payment or waiving of any fines here simply press lt Return gt once more to go back to a circulation menu Commands which can be used from Check in A number of commands can be entered direct from the checkin item prompt OLIS Circulation User Manual 1999 Chapter 5 Check in 5 3 for Options As at checkout it is possible to type a ques
183. n gt Otherwise type in the amount owing e g 8 for 80p 5 for 5 10 4 for 10 40 and press lt Return gt You are taken back to the Patron Blocks screen where the new block will display OLIS Circulation User Manual 1999 Chapter 6a Borrower Blocks 6a 11 Telnet olis ts olis ox ac uk iol x File Edit View Settings Connect Commands Tools Help PATRON BLOCKS Enter Patron name or barcode 2022156 Peatling Gary Kenneth PATRON TRANSACTIONS AMT CNT DATE 1 Lost Books 1 fin introduction to computer based librar 7 99 31 05 99 LAST SCREEN Options Accept fine payment Gesu Add item On off display Page Delete block Toggle Barcodes Forward Backward Exit Fig 6a 6 Charge related block lost book block Charge related blocks like Lost Books blocks Damaged Book blocks and Late Return Fines blocks can only be edited or deleted through registering payment waiving If the amount outstanding in charge related blocks exceeds a level which is determined in a library s setup tables an administrative hold will also be automatically added to the borrower s record see 6a 16 below Displaying the item barcode in a block If for any reason you wish to check the barcode of an item displaying in a block s select the option Toggle Barcodes from the reader s Patron Blocks screen and press lt Return gt The barcodes of any items featured in the reader s blocks will then display OLIS Circulation
184. n gt to display only the piece record for any given copy of the item held in any library If your library has a copy of the item you will be able to select a Retrieve option type in the line number of such a copy and press lt Return gt and to make changes to the piece record If you wand in an item barcode at the Enter item barcode or search command prompt or type in an item barcode and press lt Return gt you will retrieve the piece record directly of the item with that barcode A screen similar to the following will appear OLIS Circulation User Manual 1999 Appendix B_ CEHI B 2 Telnet olis ts olis ox ac uk ojx Fie Edit View Settings Connect Commands Tools Help TOMI CNRS Local Control Number 10629902 Status Format BK Title BookshelF a guide for librarians and systems managers Author Fisher Shelagh 1953 Updated By Peatling Gary Patron Last out 01 06 99 Update Date 26 02 99 11 57am Due Date Created 27 11 98 Inventory Due Time Circ Cnt 47 52 1 Barcode 302250151 Owning Data Lib Aut Srvce 2 Institution Lib flut Srvce Librar LAS Offices 3 Bldg subloc LAS Offices 65 St Gi LAS SHORT 4 Collection 10 Pend Action 5 Call Prefix 11 Circ Code LAS SHORT 6 Call Number LAS TEST 12 Statistics 7 Copy Number 13 Actual Cost 45 00 8 Yolume Part 14 Placeholder N 9 Call Suffix Current PO Options Enter specified line number Line
185. n gt to exit Check in 6 Enter s to search and or retrieve an item from OLIS 6 Enter cd or bdt to change the checkin date and or time for all items to be checked in 8 Enter d or dt to activate the simple display of each item checked in 9 Enter r to clear the fine Amount to blank 9 Enter pay to register fine payment 10 Enter waive to register the waiving of fines 11 Enter ap to accept payment from the borrower 12 Enter f to change Charging Fines from Yes to No or from No to Yes 12 Enter lpd to display the patron record of the last borrower to return an item during this checkin session 12 Checkin Information Messages 14 3xxxxxx Barcode Accepted 14 Patron Blocks 14 Outstanding charges 15 Already Checked in 16 Continue Prompt 16 Invalid Barcode or not in the system 16 Invalid Command 16 On Hold 17 On Hold Shelf 17 Recalled 18 Circulation Notes 19 Claimed Returned 20 Lost Item found 20 Incorrect Location 21 Incomplete Return to Cataloguing 21 Last patron display 22 OLIS Circulation User Manual 1999 Chapter 5 Check in 5 2 Check in Introduction The return of a loaned item is registered in OLIS circulation by wanding in the item barcode through the checkin screen This chapter describes this basic procedure of check in and explains the commands which can be used at the checkin prompt This chapter also lists some exception messages which might appear at the point of check in These messages will inform staff for instance
186. n gt to go back to the checkout item prompt If you wish to go back to a circulation menu press lt Return gt twice more Partial payment from AP cheque payment If you select option 2 cheque from the list of payment methods the procedure will be identical to that for cash except that at the prompt Enter amount tendered CASH OLIS will query any amount entered greater than the sum of the amounts that you have indicated will be paid on each line in the Paid column Once you have entered an amount here the following prompt will appear Enter payment comment CHEQUE Please just press lt Return gt at this prompt as although it is possible to enter a comment it cannot later be retrieved The prompt Do you wish to process this transaction Y N will appear Type y and press lt Return gt to register payment or type n and press lt Return gt to stop the payment procedure and leave all fines unpaid The AP screen will now display any outstanding fines the new total owing appearing at the foot of the Due column Select the option for Exit and press lt Return gt to go back to the checkout item prompt If you wish to go back to a circulation menu press lt Return gt twice more OLIS Circulation User Manual 1999 Chapter 6 Fines 6 17 Full waive from AP If you wish to waive fines in full using AP the procedure is very similar to that for full payment Do not be confused by the fact that OLIS treats wai
187. n of items to readers a number of other functions can also be accessed from the item prompt at the checkout screen This chapter includes guidelines on how to access and use those functions from the checkout screen It also includes guidelines on using registered borrowers with added borrowers at check out OLIS Circulation User Manual 1999 Chapter 4 Further functions from Check out 4 3 Further functions from check out Most functions which are not directly to do with basic checkout procedure which are accessible through the checkout screen can be listed by typing and pressing lt Return gt at the item prompt The following list then displays Telnet olis ts olis ox ac uk iof x File Edit View Settings Connect Commands Tools Help 1 Enter item barcode to checkout an item to this patron 2 Enter S to search and retrieve item from the database 3 Enter CD to change the issue date time for only the next transaction 4 Enter DUE to change the due date time for only the next transaction 5 Enter IT or LIST to display all the items checked out by this patron 6 Enter H to issue or review holds for the patron 7 Enter BL to display all patron transactions Press lt ENTER gt to continue J Fig 4 1 First Help screen at Check out Press lt Return gt to see further options Telnet olis ts olis ox ac uk Iof x File Edit View Settings Connect Commands Tools Help 8 Enter P to display edit the patr
188. n will appear Telnet olis ts olis ox ac uk Ol x File Edit View Settings Connect Commands Tools Help PIECES SUMMARY Holds LIBRARY SHELFMARK STATUS DUE DATE 1 LAS CIRCTEST WIL DUE BACK 17 05 99 1 2 Bodley 22891 d 188 Available 3 Corpus 92 Sc W Available 4 HistFL K 803 Scot fivailable 5 Magd 320 941 SCO WIL fivailable 6 Nuffld DA 566 9 S 7 SocStu U85 12 Available 8 StHugh 942 082 fivailable Last Screen Options Retrieve specified item piece record j Previous screen Trace Recall Fig 7 6 Pieces Summary Holds screen Step 7 Locate the copy that you wish to reserve Forward and Backward options will be available if the copies on OLIS fill more than one screen NB note that for some issues of journals the listing of copies may appear indiscriminate and the correct copy may be extremely difficult to locate if there are many copies on the system Then OLIS Circulation User Manual 1999 Chapter 7 Reservations and Recalls 7 9 select the Retrieve option type in the line number of the copy e g 1 and press lt Return gt The Hold Detail screen reappears with the following entry in the Scope field Scope Copy hold for 3xxxxxxxx In other words the single copy you have selected will become the scope of your hold and only the return to the library of that copy would fill the hold Step 8 If all information in the Hold Detail screen is accurate and correct place the re
189. n you have finished again select File and press lt Return gt to save your changes Saving changes to Borrower Registrations The following three options can be used in the borrower registration screens when determining whether to save changes that you have made to borrower registrations Accept This option appears at several of the secondary screens which can be accessed from the first CPR screen Select this option if you wish to save any changes you have made in such a screen However you must then also select the File option at the first CPR screen before you leave the borrower record in order to save your changes File You must select this option and press lt Return gt to save any changes made in the borrower s details in most of the patron registration or membership screens It is thus good practice to choose the File option whenever it appears this will ensure that all changes are secured on exiting any screen If however you decide that all the changes you have made to a particular screen since last accessing it are incorrect you may select the Exit option to leave the screen without saving the changes If there is no OLIS Circulation User Manual 1999 Chapter 1 Borrower Registration 1 33 File option in a particular screen select the Accept option to save your changes If there is neither a File nor an Accept option in a screen saving will not be necessary at that level so simply select the Exit option you will be a
190. name OLIS Circulation User Manual 1999 Chapter 5 Check in 5 15 Telnet olis ts olis ox ac uk Of x File Edit View Settings Connect Commands Tools Help 03 26pm PATRON BLOCKS 27 JUL 99 Enter Patron name or barcode 2135545 WMacklow Gillian Doreen PATRON TRANSACTIONS AMT CNT DATE 1 x Item Haiting for Collection 1 DOBIS LIBIS a guide for librarians and 27 07 99 LAST SCREEN Options Accept fine payment esa ELGA Add item On off display Page Delete block Toggle Barcodes Forward Backward Exit Fig 5 13 Patron Blocks screen Item Waiting for Collection Block It would be advisable to make a note of the item s displayed and or the reader so that the item s can be retrieved from your hold shelf and checked out to the reader before they leave your circulation desk First it is necessary to continue with registering the checkin of the current item however so select the option for Exit on the blocks screen and press lt Return gt Note that if you are checking in a series of items for a reader who has an item awaiting their collection this block will continue to interrupt the checkin of each item until the item awaiting collection is checked out to the borrower or until the hold is cancelled see 7 20 1 on cancelling filled holds For this reason the display of this block may occasionally be found intrusive A solution to this problem is being sought Outstanding charges If there ar
191. nd to go back to the item prompt If limit 2B on the total amount of items from any circulation code that a reader can have in their possession at any one time is exceeded the following warning is displayed The total number of items allowed in possession has been exceeded Do you still wish to check out this item Y N N Type Y and press lt Return gt to override the limit and to continue checking the current item out Type N and press lt Return gt or just press lt Return gt not to check the current item out and to go back to the borrower prompt NB Owing to a bug these messages can occasionally appear when the limits established in your library s setup tables have not been reached This can occur if a reader has just renewed some items and is then having new loans checked out OLIS may err by counting the renewal as two separate loans at this point and thus display an inaccurate error message A solution to this bug is being sought In the intervening period it may be necessary to override inaccurate messages Note that a limit on the maximum number of consecutive times a particular item can be renewed by the same reader may also be invoked Please see below 3 29 for details Items on hold If for any reason a reader attempts to check out an item which is on the hold shelf for another reader the following message will display This item is held for another patron Press any key to continue No override option is ava
192. neth Press lt ENTER gt to continue or enter lt PAY gt to PAY lt HWAIVE gt to WAIYE M Fig 5 8 Outstanding charges display at check in See below 5 15 6 on dealing with this Outstanding charges prompt at check in In this example this total is 5 60 the sum of the 4 60 previous charges and the 1 00 charges for the current checkin session Normally the fines totals at check in will not be quite this varied but if such a screen is found confusing it is possible to reset the Amount field to blank after the checkin of each item by typing r and pressing lt Return gt Note that this does not waive the charge which will remain registered on OLIS When the next item is checked in any charge incurred on that item will again appear in this field though r may again be entered to blank out this field Enter pay to register fine payment Typing the command pay and pressing lt Return gt at the checkin item prompt will provide a quick option to register the payment of all or part of any outstanding fines owed by the last reader to check an item in A screen similar to the following will then appear OLIS Circulation User Manual 1999 Chapter 5 Check in 5 11 Telnet olis ts olis ox ac uk oO x File Edit View Settings Connect Commands Tools Help 02 27pm CIRCULATION CHECKIN 27 JUL 99 Name Peatling Gary Kenneth Previous charges 5 60 Charging Fines Yes Command or Item Barcode pay Amount Detailed Di
193. ning data it is necessary to type Y and press lt Return gt if you have altered the circulation code from the default The item will now be checked out to the borrower and a due date and time will appear as normal No further cataloguing of such items is required OLIS Circulation User Manual 1999 Chapter 4 Further functions from Check out 4 1 Table of contents OLIS Circulation User Manual Further functions from Check out 2 Introduction 2 Further functions from check out 3 s search the database 4 cd change the checkout date for next individual item to be checked out 5 due change the due date and time for the next individual item to be checked out 5 it display items on loan to the retrieved borrower 7 h allows staff to issue or review holds for a borrower 9 b displays all borrower blocks 10 p displays the borrower record 10 in leads to the checkin screen 10 Adding item notes 11 Method 1 n note at check out 11 Method 2 Note option from a reader s item list 12 ap accept a fine payment 12 Invalid entry 12 Wanding in a reader barcode at the checkout item prompt 12 Claimed returns 13 Adding a claimed return flag to an item 13 Deletion of a claimed return flag at Checkin 14 Lost items 15 Added Borrowers 15 Registering a new borrower 17 1999 Chapter 4 Further functions from Check out 4 2 Further functions from Check out Introduction Although the checkout screen is primarily useful for registering the loa
194. niversity PATRON MEMBERSHIP REGISTRATION Patron Barcode 2047316 Last Update Name Harris Neville Last Trans Registered Membership a Expiry Date Std Contact method Hol Contact method ID type ID Access level 90 Public note Staff note ON OMTARWNME Enter a valid Membership code Fig 1 6 Patron Membership Registration screen Note that at the top of this screen the information generated in the registration process or generated by other transactions on the system which appears at the top of the first CPR screen will be duplicated Step 3 The cursor will appear in field 1 in this Patron Membership Registration screen in order to be able to file the new membership see the brief guide below 1 19 20 However it is possible to enter data in other fields at this point if desired see the detailed line by line notes on 1 20 2 Brief guide Step 4 With the cursor in field one type in the patron membership code you wish to use if you know it and press lt Return gt Alternatively you may type a and press lt Return gt to see the list of patron membership codes To go to the part of the index listing the patron membership codes for your library you should then select the option Search Jump and press lt Return gt type in your library s three letter code in upper case and then press lt Return gt again Locate the patron membership code to which you wish to link this reader
195. o any error messages when renewing a batch of overdue items Type y and press lt Return gt to check in and renew the item If renewal is possible for the loan the checkin screen will first be displayed and any outstanding fines including overdue charges associated with this particular item will be calculated and displayed at this point and payment or waiving may be registered see above 6 5 10 OLIS Circulation User Manual 1999 Chapter 3 Check out 3 28 The checkout screen will then be redisplayed and the new due date time for the item will be shown If you wish to check the item in but not to renew it tying n and pressing lt Return gt or just pressing lt Return gt at the above overdue prompt will produce no change in the status of the item You can then check the item in if desired Any overdue fines will be displayed at checkin see below 5 3 4 9 12 Item held If an attempt is made to renew an item which has been reserved by another reader a message similar to the following will display Item 302250152 is due 29 APR 1999 17 00 This item is on hold Renew Y N or H to show holds Type H and press lt Return gt to display summary information about the reservation the reserver s name will not be displayed here Type Y and press lt Return gt to renew the item to the current borrower Type N and press lt Return gt or just press lt Return gt if you do not wish to renew the item for the current borrower The
196. o process this transaction Y N Type y and press lt Return gt to register payment Type n and press lt Return gt to stop the payment procedure and leave the fine s unpaid A blank Accounts Receivable screen should appear i e containing no outstanding fines Select the option for Exit and press lt Return gt to go back to the checkout item prompt If you wish to go back to a circulation menu press lt Return gt twice more Full payment from AP cheque payment If you select option 2 cheque from the list of payment methods the procedure will be identical to that for cash except that at the prompt Enter amount tendered CASH OLIS will query any amount entered greater than that owed Once you have entered an amount here the following prompt will appear Enter payment comment CHEQUE Please just press lt Return gt at this prompt as although it is possible to enter a comment it cannot later be retrieved The prompt Do you wish to process this transaction Y N will appear Again type y and press lt Return gt to register payment or type n and press lt Return gt to stop the payment procedure and leave the fine s unpaid A blank Accounts Receivable screen will appear i e containing no outstanding fines Select the option for Exit and press lt Return gt to go back to the checkout item prompt If you wish to go back to a circulation menu press lt Return gt twice more OLIS Circulation U
197. o use the Update barcode function to do this without leaving check out Use the following procedure Step 1 At the checkout borrower prompt i e Enter Patron Name or Barcode type n or new and press lt Return gt The following message will appear Enter Patron name Surname Firstname Step 2 Enter the borrower s name in the format indicated A blank borrower registration or CPR screen will appear with a system assigned negative borrower barcode number Step 3 You must enter an address for the borrower in field 2 enter a borrower type usually RES999 in field 9 and then given the reader a membership at your library Other fields can be completed edited at this point or at another time as is desired registration of a new borrower is explained in more detail at 1 8 16 above Step 4 Select the Update barcode function and press lt Return gt At the prompt Enter New Patron Barcode you may then wand in the reader s physical barcode from their University or other library card Step 5 Select the File option and press lt Return gt to save the new borrower record This will take you through to the checkout screen and you will be able to check items out to the newly registered borrower if desired OLIS Circulation User Manual 1999 Chapter 5 Check in 5 1 Table of contents Check in 2 Introduction 2 Checking in returned items 3 Commands which can be used from Check in 4 for Options 5 Press lt Retur
198. ocedure with all items to be checked out to this reader When finished simply press lt Return gt at the item prompt to go back to the prompt Enter Patron Name or Barcode From here you may retrieve a different borrower record in order to check items out to a different reader If you wish to access a different function in circulation press lt Return gt once more to go back to a circulation menu NB The due dates and times calculated for items and displayed in the checkout screen when items are checked out are based on the parameters completed in your library s circulation set up If you find that different due dates and times are being calculated from those you anticipated please e Check the matrix first screen for the circulation code patron membership combination s concerned see Circulation Set Up Manual ch 8 especially 8 19 20 e Check any current periods entered in the Special Loans screen of the matrix for the circulation code patron membership combination s concerned see Circulation Set Up Manual 8a 2 17 e Especially if all checkout transactions at your library are producing curious results check your library s circulation calendar see Circulation Set Up Manual ch 1 OLIS Circulation User Manual 1999 Chapter 3 Check out 3 5 Retrieving borrowers at Check out At the checkout borrower prompt Enter Patron Name or Barcode you will find that you mostly use the barcode from readers University or other lib
199. ocks screen of such a reader the following message will display This patron is on administrative hold Do you wish to override Y N It is possible to type Y and to continue with the checkout transaction but you will probably wish to type N to prevent further renewals check outs by this reader until they have taken action to remove the administrative hold see 6a 16 7 for further information on administrative holds Patron last updated The message Patron record last updated on MM DD YY Please press lt ENTER gt will display if no data in the reader s membership screen for your library has been updated within a given period It is possible to continue with the checkout transaction s simply by pressing lt Return gt Occasional appearances of this OLIS Circulation User Manual 1999 Chapter 3 Check out 3 14 message may be found helpful in prompting staff to check whether the reader s details e g addresses have changed but if the message is found intrusive and unnecessary a high value should be entered in the Frequency to check patron field in CPMC second screen for appropriate patron membership s see Circulation Set Up Manual 7 15 Borrower Status Line The checkout screen will display the checkout time and date which will be used in the next transaction i e the current date and time unless you have specified that a different date and time should be used see above 3 7 8 the reader s name barcode and patron
200. ok more closely at any individual fine and how when it has been paid and or waived by selecting the line option typing the line number e g 39 and Telnet olis ts olis ox ac uk FX File Edit View Settings Connect Commands Tools Help 06 52pm ACCOUNTS RECEIYABLE 18 MAY 99 1_LAS 2022156 Peatling Gary Kenneth 278172 Libraries Automation Service 65 St Bill 45 Date created 16 MAY 99 Invoice 114590000365 16 MAY 99 Last statement 16 MAY 99 Status Paid Item Desc 302250154 Title Multimedia CD ROM and compact disc a guide for users and developers Issued 21 APR 99 Due 28 APR 99 17 00 Date Time Charge Paid Type Owing Receipt No 16 MAY 99 15 18 2 40 0 00 14 2 40 1 16 MAY 99 16 09 1 20 CASH 1 20 1_LAS 28 2 17 MAY 99 11 09 1 20 FASTPAY 0 00 1_LAS 32 Press lt ENTER gt to continue pressing lt Return gt A screen similar to the following will appear Fig 6 14 A fine history display from the Account History screen OLIS Circulation User Manual 1999 Chapter 6 Fines 6 24 This screen displays information as to when a fine was created and how and when it was paid waived off In the example above the fine of 2 40 was incurred on 16 May 1999 paid off in two instalments one in cash i e through AP later the same day and one through fastpay i e presumably through checkin the next day Transactions are listed in date order This screen is for display only information cannot be edit
201. on s record 9 Enter IN to checkin an item 10 Enter N to enter a checkout note for the last item checked out 11 Enter AP to accept a fine payment 12 Enter a patron barcode to continue checkout function under another patron Press lt ENTER gt to continue Fig 4 2 Second Help screen at Check out OLIS Circulation User Manual 1999 Chapter 4 Further functions from Check out 4 4 Most of these commands and functions are explained on the following pages s search the database Type s at the item prompt and press lt Return gt and the staff OPAC first search screen will appear pe Telnet olis ox ac uk Connect Edit Terminal Help WELCOME TO OLIS the Oxford Libraries Information System Staff Use arrow keys to highlight selection then enter search terms Or type command then enter search terms e g t moby dick Look for the First Word s in Look for Keyword s in Title Title Keyword tu Author a Author Keyword a Subject Subject Keyword Su Journal Title jt Notes nw All Indexes all All Keywords w Number Searches Highlight for ISBN ISSN i Further Search Options 2nd Screen Antiquarian Search Terms 3rd Screen Press Return for more help or type E and press Return if you wish to Exit Enter the first word of the title Fig 4 3 First staff OPAC search screen Use the arrow keys to move between the indexes or use a search command and term to interrogate the database For example
202. on User Manual 1999 Chapter 3 Check out 3 24 The message This item cannot be checked out will appear if the circulation code of the item and the reader s patron membership have been linked in the matrix with a zero loan period see Circulation Set Up Manual 8 14 5 No override option will be available here Patron s card will expire If a message such as the following appears when you check an item out to a reader This patron s card will expire on Friday 23 04 99 The above date will also be the due date for this item This indicates that the loan period of the item has been reduced to take account of the fact that the reader s membership in your library is about to expire note that in spite of the reference to the patron s card expiring this error message in fact refers to the imminent expiry of the reader s membership in your library Press lt Return gt to accept this adjusted date If you wish to enable the reader to borrow the item for the full duration of the usual loan period it will be necessary to extend their period of membership type p and press lt Return gt to access their patron registration screen type 10 and press lt Return gt to access the Expiration date field type in the new expiry date and press lt Return gt and then select File and press lt Return gt It will then be possible to renew the loan see below 3 24 7 on renewals Renewals Renewals extend the loan period on an item already on loan to
203. option bar Select Accept and press lt Return gt to OLIS Circulation User Manual 1999 Chapter 1 Borrower Registration 1 30 go back to the first CPR screen Here it is essential to select File and press lt Return gt if you wish to save your changes If you wish to edit or change one of a reader s existing addresses select the line option type the relevant number and press lt Return gt An editing window will open containing the existing address You may then overtype a new address or use the lt Esc gt lt o gt function i e press Escape and then 0 if you wish to insert further characters within the text of an existing address When you type lt Ese gt and then lt e gt the cursor will again go into the postcode field where you can make any changes desired Then select Accept and press lt Return gt to go back to the first CPR screen Here it is essential to select File and press lt Return gt if you wish to save your changes Added Borrowers An added borrower is usually an assistant of some description to a registered borrower who can borrow items for and on behalf of that borrower A separate borrower registration and barcode should not be given to an added borrower though in some cases they may already be registered on OLIS e g in the case of student assistants to faculty members they can instead be registered on the system by being added to the registered borrower s record at the membership level All checkouts
204. or waiving of fines direct from the checkin screen as overdue items are returned However if more detail is desired or if a reader is unable to pay their fines on the spot a full Accounts Receivable screen is also available where it is possible to enter more precise details of which fines have been paid waived and which have not Through this screen it is also possible to access a full record of a reader s past fines in your library OLIS Circulation User Manual 1999 Chapter 6 Fines 6 3 Creation and display of charges Charges for items returned after they are due are the most common type of fine in Oxford libraries If an item is returned to your library after the due date fines will be calculated on the basis of any fine rule in field 12 of the link in the matrix between the relevant patron membership and circulation code see Circulation Set Up Manual 8 9 12 22 If there is no fine rule in this field at this or at the generic circulation code level no overdue fine will be calculated This field should therefore be edited if you wish to change the fine rates incurred in your library NB Grace periods entered in fields 5 and 6 of the appropriate parts of the matrix will also influence the fine rates charged in your library see Circulation Set Up Manual 8 20 1 Overdue fine payment or waiving can be registered from the point of the overdue item being checked in but not before The paying or waiving of lost or damaged item c
205. orrower Registration 1 8 The system will automatically assign a negative borrower number to the new record This number can be changed later by the use of the Update Barcode option see 2 18 9 for detailed guidelines on this procedure In most cases a new borrower will have a university or other card number which should be used at this point Step 5 Filling in the Registration Screen Either follow the Brief Guide to Registration below 1 8 9 or type L and press lt Return gt for the Line by Line option of entering data and work through the screen using the detailed notes on 1 9 16 for guidance Brief Guide to Registration These are the minimum entries required to register a new borrower Step 1 The cursor will default to the line option on the option bar at the bottom of the screen Choose field 1 by typing 1 and pressing lt Return gt Field 1 is for the borrower Name which is a required field Type in the family name first followed by a comma Then enter the first name and middle names if known E g Neate Geoff P and press lt Return gt Step 2 Choose field 2 by typing 2 and pressing lt Return gt Field 2 is for the borrower first address and is a required field An editing window will appear Enter an address here This field will usually be labelled College If you find that you frequently wish to enter a different type of address e g departmental address when registering readers in order to use when
206. orrower record at check out The circulation checkout screen will appear OLIS Circulation User Manual 1999 Chapter 4 Further functions from Check out 4 14 Step 3 At the item prompt type it and press lt Return gt The item list for the retrieved borrower will appear Step 4 Select the Claim return option on the option bar at the bottom of the screen type in the line number of the item you wish to flag as claimed return e g 2 and press lt Return gt A Claimed Return status will appear in the Due date column see fig 4 11 below and also in the status field on the piece record on the staff side of OLIS On the OPAC the status of an item which has been flagged as claimed return will display as Missing Search File Edit View Settings Connect Commands Tools Help 09 45am CIRCULATION CHECKOUT 27 APR 99 Enter Patron name or barcode 2022156 Peatling Gary Kenneth ITEMS CHECKED OUT by Peatling Gary Kenneth 2 of 2 displayed Num Call number Notices Title Date due 1 LAS Offices CIRCTEST BOT Multimedia CD ROM and compact DUE 06 APR 9 3 Botto Francis 17 00 2 LAS Offices CIRCTEST WIL The political diaries of C P R30 APR 9S 0 Scott Charles Prestwich 1846 Claimed Return Options Enter specified line number Note EMBERS Renew line s Renew all Claim return Lost item Backward Forward Exit Full details Fig 4 11 Claimed Return flag on a reader s item list Deletion of a claimed return flag at Checkin
207. ough this screen See ch 6a below for details p displays the borrower record Type p and press lt Return gt to see the borrower record of the retrieved borrower which will appear similar to the following screen File Edit View Settings Connect Commands Tools Help PATRON REGISTRATION Membership LASSTF Patron Barcode 2147039 Last Update 26 02 99 Last Trans 21 04 99 1 Name Last F M Pemberton Susan Jane Registered 18 02 99 2 College 3 Zip Postal Code 4 Phone Number s 5 Department 6 Zip Postal Code 14 Password HHH 7 Personal ID 15 Home Inst 8 ID Type 25 16 Home Subl 9 Patron Code RES999 Reader w 17 Housebound Y N Y 10 Expiration Date 22 FEB 2000 11 Comments 12 Rte Recipient N 18 Std Contact Method E Email 13 Rte Location 19 Hol Contact Method Options Enter specified line number Line by line Added borrowers Delete File Update barcode Second screen Item list Addresses Membership Notes Exit Fig 4 8 Patron Registration screen accessed through check out Changes may be made to the borrower record at this point either in this screen or any of the connecting screens accessible via the option bar see 1 9 33 and 2 8 19 above on editing and updating the borrower record Please remember to select File and press lt Return gt to save your changes when going back to the check out screen in leads
208. out during your checkout session e Enter a discretionary due date and time to apply to items checked out during your checkout session NB Changes to any of these parameters will take effect throughout the current checkout session i e until you have returned to a circulation menu or until the settings are changed again The default settings at check out are respectively e The detailed display e For the current date and time to be used as the checkout date and time e For the due date and time to be calculated using the data entered into the relevant parts of your library s matrix 1 Detailed and simple display Entering the command dt and pressing lt Return gt at the checkout borrower prompt will allow you to switch between a detailed checkout display including the title OLIS Circulation User Manual 1999 Chapter 3 Check out 3 6 File Edit View Settings Connect Commands Tools Help 11 48am CIRCULATION CHECKOUT 19 APR 99 Membership Code LASSTF Enter Patron Name or Barcode 2135545 Macklow Gillian Doreen Blocks 0 Fines 0 00 Items out 2 Holds 0 ITEM TITLE DUE 1 302250151 BookshelF a guide for librarians and s 19 04 99 05 30pm 2 302250152 DOBIS LIBIS a guide for librarians and 26 04 99 05 00pm 3 Fig 3 3 Checkout screen detailed display and a simple display including just the item barcode and the due date and time Telnet olis ts olis ox ac uk File Edit View Settings Connect Commands
209. ower Registration 1 9 Step 4 The system will prompt you for a Membership code Type in the required code if you know it and press lt Return gt or type to see the list of patron membership codes behind this field To go to the part of this index listing the patron membership codes for your library you should then select the option Search Jump and press lt Return gt type in your library s three letter code in upper case and then press lt Return gt again Your choice of code will depend on your library s policy towards different borrowers the codes have descriptions attached to help you identify the appropriate borrower group Type in the line number of the patron membership you wish to use and press lt Return gt NB Do not rely on memorising such list numbers as they may change as more codes are added Step 5 To save your changes and create the new borrower record you must select the File option and press lt Return gt Entries in fields 1 2 and 9 name first address and patron and membership codes are required before you save a new borrower record If you try to save a new record having not completed any required field s the following message appears An entry is required at the xxx field The Borrower Record line by line There are other optional fields which you may wish to complete before saving this record to enable further use of the functions of OLIS circulation at your library in connection with this p
210. ower s item list see above 4 11 2 will display when the item s barcode is entered at check in Only three lines of a note are displayed at a time the first line of the note will include the date and time that the note was entered along with the title of the item but there may be more of the note in which case the following message will display More of this note press lt RETURN gt Press lt Return gt to display more of the note When the end of the note is reached the following message will appear End of note press lt RETURN gt Please observe that such a note will not be saved for subsequent display any action suggested in the note for instance repair of the item should thus be carried out before the item is loaned again Pressing lt Return gt will take you back to the checkin item prompt OLIS Circulation User Manual 1999 Chapter 5 Check in 5 20 Telnet olis ts olis ox ac uk oO x File Edit View Settings Connect Commands Tools Help 03 40pm CIRCULATION CHECKIN 27 JUL 99 Charging Fines Yes Command or Item Barcode 302250152 Amount Detailed Display Mode ITEM TITLE 302250152 DOBIS LIBIS a guide for librarians and systems managers NOTES 27 07 99 03 39pm DOBIS LIBIS a guide for librarians and systems m nagers Please repair on return to the library End of note press lt RETURN gt Fig 5 17 Checkin screen display of note attached at check out Claimed Returned If
211. pleted in this way select the option Pickup location and press lt Return gt The Library Locations screen will appear Select the line option type 1 and press lt Return gt OLIS Circulation User Manual 1999 Chapter 7 Reservations and Recalls 7 10 Step 8 Select the Commit reservation option and press lt Return gt to place the hold If the hold is successfully placed you will be taken back to the Holds Processing screen Press lt Return gt twice to go back to a circulation menu NB When placing a reservation with a system wide scope you will be alerted not just if a copy of the title is available in your library but in any OLIS circulation library at which the reader has borrowing permissions A warning similar to the following will display There IS an item available at Corpus Chr Continue Y N It will still be possible to place a reservation on this item if desired by typing y and pressing lt Return gt this option may be useful if the reader is not present as you are placing the hold However please note that if you place a reservation on an item which has a copy or copies available other readers will still be able to borrow these copies the hold will not be filled until a copy of the item is checked back in If copies are available and you do not wish to place the hold press lt Return gt or type n and press lt Return gt and inform the reader where that the item is available The following prompt will
212. press lt Return gt OLIS will not accept a date later than the current date If such a date is entered an error message similar to the following will appear Date cannot be greater than current date 15 05 99 And the system will prompt for a different checkin date to be entered Once a valid date has been entered press lt Return gt The following prompt will appear Checkin Time Press lt Return gt if you are happy to use the current time on whatever date you have previously entered otherwise enter a time in the twenty four hour format HHMM or HH MM The time and date you have entered will appear at the top of your checkin screen respectively on the left and the right where the current time and date usually display and will remain effective until you exit check in If you need to change the checkin date and or time for a single item use the bdt or cd commands and then check in the single item You should then press lt Return gt to exit check in and go back to a circulation menu If you need to check in further items using the current date time you can then go back into check in by typing or selecting the option for CIN OLIS Circulation User Manual 1999 Chapter 5 Check in 5 9 Enter d or dt to activate the simple display of each item checked in Entering d or dt at the checkin item prompt will activate the simple display mode This mode will not display the title of items as they are checked in but will simply di
213. ptions and press lt Return gt on this list to see further options Please note that the accurate completion of this field will facilitate the running of certain kinds of report 1 e on borrowing of items by reader s college Notes can be entered here Please note that this field is visible to all circulation library staff in Oxford but not to the reader You are advised to consult 2 7 12 for more information about the various notes fields available before entering data in this field Please leave blank unless you work at Cairns Please leave blank unless you work at Continuing Education If you wish to email circulation notices to a reader who does not have current regular access to the University email address automatically loaded into OLIS because they are away on a OLIS Circulation User Manual 1999 Chapter 1 Borrower Registration 1 27 12 University Card expiry date 13 University Card identifier research trip for instance but does have regular access to a different email account you could type this address in field 1 so that they would receive any emailed notices at that address It would also be necessary to enter N in field 11 to ensure that this address is not overwritten by any University email address in the regular uploads from OUCS data Also enter N in this field if you have removed the email address in field 1 in this screen and do not wish it to be written back in However since the information in
214. r Step 2 At the prompt Enter Patron Name or Barcode wand in the borrower s barcode or type in their name in the format surname first name e g peatl or peatling g and press lt Return gt If you have entered a name a browse list of reader s names alphabetically closest to your search term will display Locate the correct borrower type the line number and press lt Return gt NB Blocks against the borrower s name may display at this point If the blocks screen does appear select Exit and press lt Return gt to continue editing the hold A screen similar to the following will then appear OLIS Circulation User Manual 1999 Chapter 7 Reservations and Recalls 7 13 Fie Edit View Settings Connect Commands Tools Help 15 MAY 1999 Geac ADYANCE Library System 6 9 13 2 Peat Lib fut Srvce 16 14 Oxford University Blocks 0 Fines 0 00 Items out 0 Holds 3 Enter Patron Name or Barcode 2147039 Pemberton Susan Jane Enter command a Type in a statement to search the database Type S to get to the OPAC search screen Type B to check the patrons blocks Type IT or LIST to view checked out items Type P to update the patron record Type SH to show the holds for this patron Type ILL to review ILL requests for this patron Type for a more detailed help screen Fig 7 7 Holds Processing screen NB If you are at the checkout screen with the borro
215. r The Current Status for this item is Lost and Paid This item may NOT be checked out Press lt ENTER gt On some previous occasion the item will have been registered as lost and a charge paid for its replacement The item status can be cleared and the item checked out to the current reader if the item barcode is first wanded in at the checkin screen Override due date It is possible to set up a loan policy for the borrowing of some items by some readers in your library which will prompt staff to override the default loan period at the point of check out If such an item is wanded in at check out to be borrowed by such a reader a message similar to the following will appear Loan period BLAS100 Date Due 26 APR 1999 Due Time 10 00am Do you wish to override this due date Y N A bort Type n and press lt Return gt or just press lt Return gt to check the item out using the default due date and time shown Enter a and press lt Return gt to abort the transaction and to go back to the item prompt without checking the item out Enter y and press lt Return gt to override the default due date and time shown and to check the item out using a discretionary loan period The following prompt will appear Please enter a use period code Valid entries C ontinuous D ays H ours M inutes Enter type of period for which you wish to loan this item This will usually be D or H but may also be M Then press lt Return gt
216. r a partial block i e does not prevent borrowing or renewals by the reader e Where the block will display especially whether it will display in checkin The following table is a brief summary of the available types of block Table of block types Block type Administrative Hold Messages Item Waiting for Collection Notices Late Return Fines Lost Books Damaged Book Claimed Returned Lost Card Charges future use Overdue Items Expired Card Fig 6a 2 Table of block types Notes Can be placed Can be deleted Full manually directly Charge related Displays 1 Charge related blocks cannot be edited or deleted apart from the waiving paying of fines see below 6a 12 3 OLIS Circulation User Manual 1999 Chapter 6a Borrower Blocks 6a 5 2 Administrative hold blocks are triggered by certain misdemeanours which readers may commit in your library and have some of the features of a full block see below 6a 16 7 3 Although Administrative holds are not in themselves charge related they may be attached to patron records because of outstanding charges It may therefore be the case that a specific Administrative hold block can be edited deleted through registering the full partial payment waiving of fines see below 6a 17 4 Do not confuse the Claimed Returned and Lost Books blocks respectively with the claim return and lost item flags see above 4 13 5
217. r at the bottom of the screen which are described further on in this chapter Deleting Readers If you wish to prevent a reader from borrowing in your library you do not need to delete the entire registration but just their membership in your library Please consult the guidelines in Circulation Set Up Manual appendix H 8 11 If for any reason you need or wish to delete an entire borrower registration please consult the guidelines on pages 2 19 20 OLIS Circulation User Manual 1999 Chapter 1 Borrower Registration 1 17 Membership A reader in Oxford who is registered on the University card database will be registered on the OLIS database as soon as the University card details are uploaded However there will be no membership details for your library in place until that reader comes into your library to register their membership Until the reader is given a membership in your library they will be unable to borrow there through OLIS circulation and you will be unable to edit any of the details in their borrower record First library staff must check that the borrower is registered on OLIS and then create a membership as outlined below Checking the Borrower Registration Record Step 1 Access the patron registration screen by typing or selecting the option for CPR at any menu in the circulation module The following prompt will appear Enter Patron Name or Barcode Step 2 Wand in the reader s barcode or type in their name
218. r at the bottom left of the checkin screen These messages will alert you to any exceptional circumstances concerning the item just checked in Note that several of these messages may appear in succession in respect of the same checkin transaction pe Telnet olis ox ac uk Connect Edit Terminal Help 68 21pm CIRCULATION CHECKIN 62 AUG 96 Name Hamlet Previous charges 0 00 Charging Fines Yes Command or Item Barcode J Amount 6 66 Detailed Display Mode ITEM TITLE 3621688 68 Land of the Torreones 362168868 accepted Fig 5 12 Checkin screen with barcode accepted message no fines 3xxxxxx Barcode Accepted OLIS will confirm that an item has been checked in by displaying the message 3XXXXXXXXX accepted This message means that OLIS has recognised the barcode wanded or typed in and has registered the return of the item Other exception information messages which are described in this section may appear at checkin before this barcode accepted message displays The return of the item will not be registered on OLIS until this barcode accepted message has appeared Patron Blocks If a reader has certain blocks against their name the checkin of any item registered as out on loan to them will be interrupted by the display of a blocks screen This is most frequently the case if item s that they have reserved is are awaiting their collection and they thus have an Item Waiting for Collection Block s against their
219. rary cards to retrieve borrower records We do not advise that you check items out to a reader unless s he can present a valid University or other library card at your circulation desk However there are other ways in which you can retrieve a borrower record at check out 1 Enter borrower name The borrower name may be entered in the format surname forename You do not need to enter the whole name as a browse list of those patron names alphabetically closest to the term you enter will appear so you only need to enter enough to enable you to access the correct part of this index e g peatl or peatling g Then select the line number of the current borrower from the browse list and press lt Return gt 2 LST You may retrieve the last borrower record accessed anywhere in the circulation module within the current ADVANCE session by typing Ist and pressing lt Return gt 3 Enter ID patron personal ID If an ID number has been entered in field 7 of a reader s first patron registration screen this can be used to retrieve the borrower record at the checkout borrower prompt Type ID followed by the reader s ID number then press lt Return gt Checkout session settings At the checkout borrower prompt i e It is possible to use three commands which respectively will enable you to e Toggle between a detailed and simple display within the checkout screen e Enter a discretionary check out date and time to apply to items checked
220. rculation User Manual 1999 Chapter 7 Reservations and Recalls 7 23 Step 3 A screen similar to the following will appear Fie Edit View Settings Connect Commands Tools Help 14 57 HOLD QUEUE DISPLAY 16 MAY 1999 LCN 11029024 No of holds 1 No of pieces 2 TITLE Multimedia CD ROM and compact disc a guide for users and develop AUTHOR Botto Francis TYPE PR HOLD ITEM TYPE PATRON ID NAME GROUP HOLD DATE EXP DATE 1 H 30 302250154 2022156 SOCS 16 05 99 30 05 99 LAS Item waiting Peatling Gary Kenneth 14 57 23 59 x End of list Options I AZEN te cue mes Backward Forward Previous screen New search Fig 7 14 Hold Queue Display with line option selected Locate the hold with the message Item waiting displaying in the HOLD ITEM TYPE column NB this will almost always be the first hold in the queue but will not necessarily be the only hold in the queue Then select the line option type in the line number of the hold and press lt Return gt Step 4 A Hold Detail screen similar to the following will appear OLIS Circulation User Manual 1999 Chapter 7 Reservations and Recalls 7 24 File Edit View Settings Connect Commands Tools Help 16 MAY 1999 Geac ADYANCE Library System 6 9 13 2 Peat Lib fut Srvce 15 03 Oxford University HOLD DETAIL SCREEN Author Botto Francis Title Multimedia CD ROM and compact disc a guide for users and develope Patron Peatling Gary Kenneth Id
221. rd at COUT see below 3 5 we do not advise you to check items out to readers through OLIS circulation unless they present a valid University or other library card at your circulation desk A screen similar to the following will appear File Edit View Settings Connect Commands Tools Help 02 39pm CIRCULATION CHECKOUT 16 APR 99 Membership Code LASSTF Enter Patron Name or Barcode 2135545 Macklow Gillian Doreen Blocks 0 Fines 0 00 Items out 0 Holds 0 ITEM TITLE DUE Fig 3 1 Checkout screen with borrower selected The cursor will appear at the item prompt i e in the column headed ITEM Step 3 Wand in an item barcode and press lt Return gt The Due date and time and depending on the screen set up possibly also the title will automatically appear to the right of the item barcode OLIS Circulation User Manual 1999 Chapter 3 Check out 3 4 File Edit View Settings Connect Commands Tools Help 02 59pm CIRCULATION CHECKOUT 16 APR 99 Membership Code LASSTF Enter Patron Name or Barcode 2135545 Macklow Gillian Doreen Blocks 0 Fines 0 00 Items out 1 Holds 0 ITEM TITLE DUE 1 302250152 DOBIS LIBIS a guide for librarians and 23 04 99 05 00pm 2 Fig 3 2 Checkout screen check out of item complete The cursor will appear at the item prompt on the next line ready for you to wand in the next item barcode if there are further items to check out to the same reader Step 4 Repeat this pr
222. reen in CPR holds additional information on the reader which is shared by all OLIS circulation libraries from which the reader can borrow Select Second Screen and press lt Return gt to see a screen similar to the following OLIS Circulation User Manual 1999 Chapter 1 Borrower Registration 1 25 Telnet olis ts olis ox ac uk ojx Fie Edit View Settings Connect Commands Tools Help PATRON REGISTRATION SECOND SCREEN Patron ID 2022156 Peatling Gary Kenneth email addresS 1 gary peatling libraries automation sery fax number ssesssssnsennens Allow ILL YZNZD 1 D Default Y se E E A E ava OE SOON DONARWNHE e H e e oQ pat 3 o Cairns statisticS 1 10 CED s statistics eeeceeees 11 Overwrite email address 12 University Card expiry date 20020910 13 University Card identifier 10024228 Options I EZEZ Line by line Accept Exit Fig 1 8 Patron Registration Second Screen To edit any field select the line option type the line number of the required field then press lt Return gt Then type in the required data and press lt Return gt to go back to the option bar All of these fields are optional but those listed with an below are most useful I e mail address Updated information regarding the university email addresses of readers is automatically uploaded regularly from OUCS data into this field and
223. retrieved Search the OPAC and retrieve an item from the catalogue Access brief details of any items awaiting collection for the reader Change the checkin date time for all items to be processed CD or BDT Activate the simple display of each item checked in D or DT Entering this command again within the same checkout session will restore the display to detailed Clear the fine Amount to blank Rss Change Charging Fines from Yes to No or from No to Yes F Register full or part payment of total outstanding charges W A Waive total outstanding charges in full or in part AIVE Go to the Accounts Receivable screen Exit checkin go back to a circulation menu Notes 1 If the item barcode is wanded in it is not necessary then to press lt Return gt 2 From here it is possible to access the reader s item list from where it is possible to renew their existing loans and patron record OLIS Circulation User Manual 1999 Index X 1 INDEX A Accounts History readers 6 21 4 Added borrowers 1 30 2 4 15 7 Addresses readers 1 8 11 12 28 30 Adminstrative holds 6a 16 7 4 5 At check Out ccceeeececeeeeeee sees 3 13 Another item held for borrower message at check out 3 18 9 7 26 B BIGCKS3 4 ae ak chapter 6a Adding 5 Glad nri evens 6a 6 11 Charge related 6a 4 5 9 11 12 3 Deleting 24 cacacasebe sausetanentieand 6a 12 5 Display a
224. rians and 29 04 99 05 00pm Last renewal If an attempt is made to renew an item consecutively more times than the permitted limit the following message will display Maximum renewals for this Item have been reached It is not possible to override this final limit If it is desired to leave the item in the reader s possession it is necessary to check the item in and check it out again to the same reader OLIS Circulation User Manual 1999 Chapter 3 Check out 3 30 Remote renewals It is also possible for readers to renew items remotely i e over the OPAC or through GeoWeb without involving staff See the third reader pocket reference guide in leaflet form or at http www lib ox ac uk olis rpr3 index htm on how to renew items over the OPAC Please note that it is not possible for readers remotely to renew items which have been reserved by other readers and or which are overdue It is possible for libraries to attach special conditions to the remote renewal of items by readers e g a maximum specific to the consecutive remote renewal of items by readers or to turn off the facility altogether in their libraries Please see Circulation Set Up Manual 8a 17 23 for details Conversion on the fly Introduction When items presented for check out have not previously been catalogued it is possible to enter enough item or bibliographic record onto OLIS to enable an online record of the item s circulation to be kept This process is cal
225. ron Name or Barcode 2022156 Peatling Gary Kenneth Blocks 3 Fines 9 00 Items out 1 Holds 1 lt lt INSTITUTIONAL or ADDED BORROWER gt gt 1 Friend Imaginary NH373485A 2 Hand Helping NH393280B Options Retrieve Delete Forward Backward File Exit Fig 4 12 Added borrowers screen at check out Added borrowers added by any library at which the reader has borrowing privileges will be displayed at this point but it is up to the discretion of individual libraries as to whether they will allow added borrower s to check items out on behalf of the registered borrower or whether they will only check items out to the borrower in person If you wish to check an item s out to the added borrower on behalf of the registered borrower select the Retrieve type the line number of the added borrower and press lt Return gt The added borrower s name appears in brackets next to the name of the registered borrower on the checkout screen and items may then be checked out as normal Note that all loans made to an added borrower remain the responsibility of the registered borrower If you wish to check an item s out directly to the registered borrower select the Exit option from the above added borrowers screen at check out Fig 4 12 and press lt Return gt The ordinary checkout screen will then display If you wish to link a new added borrower to this record select the Add item option and press lt Return gt The proc
226. rrant the temporary suspension of their local borrowing privileges and of their ability to use remote functions A very common example is OLIS Circulation User Manual 1999 Chapter 6a Borrower Blocks 6a 17 when a loan is sufficiently overdue to generate a suspension invoice or final overdue notice Ultimately it is hoped that it will be possible for an Administrative Hold block automatically to be placed against a reader in these circumstances but in the intervening period it is possible for LAS to send libraries regular reports on request listing those readers for whom such notices have been generated Deleting Administrative Holds Depending on how the administrative hold has been applied to a reader it is possible to delete the Administrative Hold block in one of two ways 1 If the Administrative Hold block has been applied automatically through other blocks against a reader s record the Administrative Hold block will automatically be removed when the other blocks are sufficiently edited and or deleted to take the reader below the maximum which they had initially breached This will not necessarily mean that all or any of their other blocks must be deleted in order to delete the Administrative Hold block For instance if the reader initially incurred an Administrative Hold block by breaching the maximum debt outstanding the Administrative Hold block can be deleted by registering the payment waiving of enough of their outstanding
227. rror so that OLIS did not register the fact that the item was out on loan As the item has now however been returned to the library no further action is required press lt Return gt when this message appears to continue Continue Prompt The following Continue prompt appears in tandem with certain messages at check in Please enter Y to continue This prompt is intended to help draw the attention of staff to the associated message before continuing with the checkin transaction Type Y and then press lt Return gt to continue when you have read the full displayed message Invalid Barcode or not in the system When an item s barcode which is not recognised by OLIS is entered at check in either of the following messages may appear The Item x x has an invalid barcode Please try again The Item 376895432 is NOT in the system Please try again This might occur because of an error or omission in cataloguing or because the barcode is damaged or has deteriorated to the point where it is illegible to the barcode reader or because the barcode s number has been keyed in incorrectly Re enter the barcode try typing it in if wanding has not worked or vice versa After a number of tries if the system will not accept the barcode it would be advisable to type s at the item prompt and to search OLIS to retrieve and check in the item see above 5 6 7 It would then be advisable to give the item a new barcode Invalid Command A me
228. ry alternative spellings or formats for the name OLIS Circulation User Manual 1999 Chapter 2 Updating the Borrower Record and keeping track of the Borrower 2 4 When you have finished updating any details of the borrower record select File and press lt Return gt and you will be returned to the browse list You can e Locate another borrower record Select the option for New search and press lt Return gt and the prompt for a patron name or barcode will appear e Return to a circulation menu by selecting Exit and pressing lt Return gt Entering a barcode Select the option for or type CPR and press lt Return gt from any menu screen in the circulation module At the Enter Patron Name or Barcode prompt you may wand in a reader s barcode or type in the barcode and press lt Return gt The borrower record will display directly if an exact match for the barcode is found If no exact match is found the following message is displayed The record 2xxxxxx is missing from the PATRON file Do you want to create a new record Y N Please type N for no and press lt Return gt and attempt to locate the borrower by name before you create a new record for them Once you have updated the borrower record select File and press lt Return gt to save your changes and you will be prompted to enter another borrower name or barcode Press lt Return gt again to go back to a circulation menu Entering LST LST is a useful shor
229. ry for staff to use the Update barcode function from the CPR first screen to assign the new barcode number to them and enable them to borrow Update Barcode Assigning New Barcodes Step 1 Type or select the option for CPR from any menu in the circulation module and press lt Return gt Step 2 At the prompt Enter Patron Name or Barcode enter the name in the format surname forename or old reader number i e not the number on the new University or library card and press lt Return gt to retrieve the borrower record The system will either go directly to the borrower record if a barcode is entered or to a borrower browse list if a name was entered In the latter case locate the current borrower type in the line number and press lt Return gt and the first Patron Registration screen will appear Step 3 Select the option Update barcode and press lt Return gt At the prompt Current Patron Barcode 2147039 Pemberton Susan Enter new patron barcode Wand in the barcode from the new university or other library card The new barcode will be linked to the patron record NB If you do not want to assign a new physical barcode to the reader at this time just press lt Return gt at the above Enter new patron barcode prompt and the system will automatically assign a negative barcode number for example 106615 to the reader The reader s patron record must be retrieved and their barcode updated again to a physical barco
230. s 0 ITEM TITLE DUE Fig 2 2 Circulation Check out screen with the command p entered Step 2 Type p and press lt Return gt at the Item prompt and the borrower record will appear At this point you will able to make any desired changes to the first CPR screen or to any of the subsequent screens for the retrieved reader Step 3 Once you have updated the borrower record select File and press lt Return gt to save your changes This will take you back to the checkout screen for the borrower Editing the Borrower Record You have retrieved a borrow record by you may update it as desired If you wish to update a field in the first screen type the number of the line you wish to edit and press lt Return gt The cursor will appear in the field ready for editing If you wish to update one of the other screens in the patron record select the appropriate option on the option bar and press lt Return gt to access the required screen Refer to the sections indicated below for guidance On the first CPR screen see 1 9 16 On Added Borrowers see 1 30 2 On adding or editing a reader s Addresses see 1 28 30 On editing a reader s Membership in your library see 1 17 24 On adding and editing Notes see 2 7 12 On the Second screen see 1 24 7 On updating Barcodes see 2 18 9 OLIS Circulation User Manual 1999 Chapter 2 Updating the Borrower Record and keeping track of the Borrower 2 7 Bi Telnet olis ox ac uk Connec
231. s set up for each borrower group will automatically appear in this field when you enter a patron membership code in field 1 You may accept this default simply by pressing lt Return gt or edit this system assigned expiry date at this point by overwriting the date shown and pressing lt Return gt The formats DD MM YY DD MM YY DD MMLYY etc as well as formats including four digits for the year will all be accepted though any date you enter will be displayed in the format 31 DEC 2000 The default expiry date for each patron membership code can be controlled in the circulation set up tables for your library see Circulation Set Up Manual 7 12 3 21 3 Std Contact Optional Contact methods to be used when generating Method circulation notices for individual readers can be entered in Fields 3 and 4 These fields can be left blank as the system will then pick up any default entry for the entire patron membership see Circulation Set Up Manual 7 15 9 23 However you should enter a contact method in field 3 if you wish to use a contact method other than this default entry in the case of this individual reader Type in the required code if you know it and press lt Return gt or type and press lt Return gt to see a list of the available contact method options These options are explained in Circulation Set Up Manual 7 16 8 You should not enter an option including a number unless an address is entered in the corresponding field of t
232. see 3 11 and can only be removed by extending the expiry date in the reader s patron record see 1 13 4 20 We advise that other kinds of block e g the Mail Returned block should not be used OLIS Circulation User Manual 1999 Chapter 6a Borrower Blocks 6a 6 Adding borrower blocks As the above table shows only some blocks can be added manually There are also slightly different procedures for adding charge related and non charge related blocks Adding a non charge related block Example adding a Messages block Messages blocks will display to staff in your library at check out and to the reader when they are undertaking a borrower enquiry via the OPAC or GeoWeb These blocks can thus be used to display brief information which may be of interest to the reader and to staff Step 1 Type or select the option for ctu and press lt Return gt from any menu in the circulation module At the Enter Patron name or barcode prompt wand in the reader s barcode or type in the readers name in the format surname forename and press lt Return gt If you use the reader s name you will be presented with a browse list of reader s names alphabetically closest to the term you entered Type in the line number of the borrower record you wish to retrieve and press lt Return gt Step 2 If the reader currently has blocks against their patron record these will then display Please proceed to Step 4 If the reader has no bloc
233. see above 3 21 Circulation calendar not up to date If opening and closed times for your library have not been entered in its circulation calendar to cover the date calculated as the due date time for an item at check out a message similar to the following will display Circulation calendar is not up to date Addition option H oliday Enter OPENING time for 28 OCT 1999 HH MM This is most likely to occur if you are at the start of a special loan period and are loaning items for some time into the future OLIS Circulation User Manual 1999 Chapter 3 Check out 3 23 In the immediate case it is possible to enter on the fly open and closed times for your library on the date in question thus enabling the current item or items to be checked out However since this will be a time consuming process until your library calendar is updated we strongly recommend that your library s circulation calendar is extended at the very least to cover your current loan periods See Circulation Set Up Manual 1 5 6 on how to extend your library s calendar please note that it will then be necessary to contact LAS so that a processing job can be run so that your updates to the calendar can take immediate effect To continue with checking out the current item and any other items in the intervening period when the above message appears type in an opening time in the format HHMM or HH MM for your library on the day in question A message similar to t
234. sending circulation notices it is possible to change this default see Circulation Set Up Manual 7 4 5 Three lines may be used for the address but only two will be displayed on the first borrower registration screen Please note that we do not advise that you enter town or city names or postcodes in this address field if you know the address postcode these should then be entered as part of a postcode record see below 1 11 2 Use lt Esc gt lt e gt i e press the Escape key and then type e or press lt Return gt several times to exit the window Step 3 Choose field 9 by typing 9 and pressing lt Return gt Field 9 designates the borrower type in respect of reservations and is a required field Type in the required code if you know it and press lt Return gt or enter and press lt Return gt to see the list of options behind this field There are currently two applicable options RES999 Reader with unlimited reserves and RESNON Reader with no reserves The appropriate option will usually be RES999 as otherwise the reader will be unable to place reservations against the holdings of any library using OLIS circulation it is possible to prevent a group of readers from placing remote reservations against the holdings of your particular library elsewhere on the system see Circulation Set Up Manual 7 25 6 Type 1 and press lt Return gt to select the code RES999 from the list OLIS Circulation User Manual 1999 Chapter 1 Borr
235. ser Manual 1999 Chapter 6 Fines 6 14 Partial payment from AP cash payment Step 1 From the reader s AP screen select the option for Partial payment and press lt Return gt The list of available payment methods will appear Step 2 Choose the relevant payment method from this list by typing its line number e g 1 for cash and press lt Return gt The most common payment method at this point will be cash option 1 please see 6 16 7 below on using the payment method cheque option 2 A screen similar to the following will then appear File Edit View Settings Connect Commands Tools Help 09 53am ACCOUNTS RECETYABLE 18 MAY 99 1_LAS 2022156 Peatling Gary Kenneth 278172 Libraries Automation Service 65 St Description Code Invoice Date Due date Ret date Due Paid fin introduction to compute LR 17 05 99 10 05 99 17 05 99 1 20 j Multimedia CD ROM and com LR 18 05 99 12 05 99 18 05 99 1 00 The political diaries of C LR 18 05 99 12 05 99 18 05 99 1 00 x LAST SCREEN 3 20 0 00 lt SPACE gt Exit lt ENTER gt Forward Please press lt Back Amount of Payment Full Payment ENTER gt after each selection Fig 6 8 Accounts Receivable partial payment screen The cursor will appear in the Paid column to the right of the first fine It is here that you may enter the quantity of each fine that you wish to register as paid by the reader enter a figure e g 5 for 50p 1 for 1 1 2 for 1 20 to
236. servation by selecting the Commit reservation option and pressing lt Return gt Step 9 If the hold has been successfully placed you will be returned to the Holds Processing screen Press lt Return gt twice to go back to a circulation menu 2 Widening the scope of a reservation By default the scope of your hold will usually be your library as will be indicated by the appearance of its three letter library code in the Scope field of the Hold Detail screen However it is possible to widen the scope of a hold so that it would be satisfied by the return of the first copy at any OLIS circulation library at which the reader has borrowing permissions this should only rarely be necessary but might be desirable for instance if a reader requires the title particularly urgently This is done by giving the hold a system wide scope To place a system wide reservation follow steps to 5 from the above guidelines 7 3 6 for placing a title reservation then proceed as follows Step 6 At the Hold Detail screen select the Scope option The cursor will appear in the Scope field Then type an asterisk and press lt Return gt System wide will appear in the scope field Step 7 When placing such a system wide hold it is important that Pickup where held is entered in the Pickup field in the Hold Detail screen Unless this is done confusion is possible on different parts of the system when the hold is filled If this field is not com
237. splay Mode ITEM TITLE 302250154 Multimedia CD ROM and compact disc a guide for users and Amount Ry C to quit Fig 5 9 Fine payment at checkin At this point it is possible to e Register full payment of all of the reader s outstanding fines by pressing lt Return gt e Leave the reader s total of outstanding fines unchanged by typing and pressing lt Return gt e Register the partial payment of the reader s outstanding fines by typing in a figure e g 5 for 50p 1 for 1 or 1 2 for 1 20 and pressing lt Return gt Note that if part payment of multiple outstanding fines is registered at this point it is not possible to specify which fines have been fully or partly paid this must be done through the Accounts Receivable screen see below 6 14 6 Enter waive to register the waiving of fines Typing the command waive and pressing lt Return gt at the checkin item prompt will similarly provide a quick option to register the waiving in full or part of any outstanding fines owed by the last reader to check an item in At this point it is again possible to e Register full waiving of all of the reader s outstanding fines by pressing lt Return gt e Leave the reader s total of outstanding fines unchanged by typing and pressing lt Return gt e Register the partial waiving of the reader s outstanding fines by typing in a figure e g 5 for 50p 1 for 1 or 1 2 for 1 20 and pressing lt Return gt Note that i
238. splay a confirmation or any appropriate error or warning message The default detailed display mode displaying the title of loaned items as they are checked in can be restored either by entering either of these commands again or by pressing lt Return gt to exit the session and then going back into checkin by typing or selecting the option for CIN NB As only one item the item just checked in can be displayed at any point at check in it is less likely that you will find the simple mode useful at check in than at check out Enter r to clear the fine Amount to blank Several pieces of information may display in the checkin screen relating to fines owed by the reader Each may be based on a slightly different calculation Telnet olis ts olis ox ac uk Of x File Edit View Settings Connect Commands Tools Help 02 16pm CIRCULATION CHECKIN 27 JUL 99 Name Peatling Gary Kenneth Previous charges 4 60 Charging Fines Yes Command or Item Barcode Jf This session 1 00 Amount 0 40 Detailed Display Mode ITEM TITLE 302250153 fin introduction to computer based library systems 302250153 accepted Fig 5 7 Checkin screen showing different possible displays of fines owed In this example the reader has just returned a second overdue item during this session He owed 4 60 from transactions prior to this checkin session which may include fines for overdue damaged and or lost items The first overdue item check
239. ss postcode these should then be entered as part of a postcode record in the next field Use lt Esc gt lt e gt i e press the Escape key and type e or press lt Return gt several times to exit the window OLIS Circulation User Manual 1999 Chapter 1 Borrower Registration 1 13 6 Postal Code 7 Personal ID 8 ID type 9 Patron code 10 Expiration Date Optional A postcode for the borrower s second address entered in field 5 can be entered here A new postcode record can be created if the postcode has not already been stored on the system see above 1 11 2 Optional A personal ID number including letters unique to the borrower such as a national insurance number may be entered here Such a number could be used to retrieve this borrower at the Enter Borrower Name or Barcode prompt if entered preceded by ID However as a borrower s name or barcode number is more commonly used to retrieve their record it should very rarely be necessary to use fields 7 and 8 in this screen Optional Enter a description here of the type of any ID entered in the Personal ID field For example if you have entered a national insurance number in field 7 you could enter NI here Required Use to designate the borrower type in respect of reservations Type in the required type if you know it and press lt Return gt or type and press lt Return gt to see the list of options behind this field There are currently two
240. ssage similar to the following will appear if you key in a few digits as many as five at the checkin item prompt which are not recognised by OLIS as one of the valid commands listed above see 5 6 14 The command B is NOT valid Type for HELP OLIS Circulation User Manual 1999 Chapter 5 Check in 5 17 On Hold A message in the following format will appear in the centre of the checkin screen when a checked in item satisfies a reservation placed by or for the named reader Hold for Patron Name Peatling Gary Kenneth Phone 278172 Address Libraries Automation Service 65 St Giles Telnet olis ts olis ox ac uk Ox File Edit View Settings Connect Commands Tools Help 03 33pm CIRCULATION CHECKIN 27 JUL 99 Charging Fines Yes Command or Item Barcode 302250152 Amount Detailed Display Mode ITEM TITLE 302250152 DOBIS LIBIS a guide for librarians and systems managers Hold for Patron Name Peatling Gary Kenneth Phone Not Available Address Libraries Automation Service 65 St Giles Status Action gt Awaiting Collection Lib Aut Srvce LAS Offices Please enter Y to continue i Fig 5 14 Checkin screen On hold message If this message appears depending on your library s setup see Circulation Set Up Manual 4 5 a notice for the reader for by whom the reservation was placed should be generated the next time the notice production job is run which will be the following morn
241. t The following prompt will appear Enter amount of payment Step 2 Type in the amount which the reader wishes to pay e g 5 for 5 00 2 4 for 2 40 7 for 70p and press lt Return gt A screen similar to the following will appear Fie Edit View Settings Connect Commands Tools Help 12 45pm ACCOUNTS RECETYABLE 17 MAY 99 1_LAS 2022156 Peatling Gary Kenneth 278172 Libraries Automation Service 65 St Description Code Invoice Date Due date Ret date Due Paid PAYMENT METHODS 1 CASH 2 CHEQUE 3 FASTPAY 4 FASTHAY 5 TCHEQUE 6 WAIVE Enter payment methods or E xit J Use a to separate each different payment type Fig 6 7 Payment Methods screen Step 3 Choose the relevant payment method from this list by typing its line number e g 1 for cash and press lt Return gt The most common payment method at this point will OLIS Circulation User Manual 1999 Chapter 6 Fines 6 13 be cash option 1 please see below 6 13 4 on using the payment method cheque option 2 A prompt similar to the following will appear Payment Due 2 40 Balance Due 0 00 Enter amount tendered CASH Step 4 If you have selected the payment method cash enter the actual amount paid again e g 5 for a five pound note and press lt Return gt Step 5 A prompt similar to the following will appear showing the amount of change to be given in cash if appropriate Change 2 60 Balance Due 0 00 Do you wish t
242. t wee eeeeeeeeeeeees 3 24 Pending hold Message at check out PAE ee ore E et ae 3 18 Postcode records Creating 1 11 2 R Readers names Format for notice 1 26 Readers titles ciencias 1 26 Recalled items at check in 5 18 9 ReCall svn Saeki 7 26 31 Automatic occccccccccccceesseceeceeeeees 7 26 Due dates of recalled items bed ds sovascdsasaccareevasee eased 7 26 29 30 Indirect onrein enana 7 30 31 NOCES lras aaan 7 26 29 Through CREL e 7 28 30 Renewals ccccceeeeeeeeeeees 3 24 30 15 Claimed returns c 008 3 29 Details for a particular loan 4 9 Error Messages seee 3 27 30 Items on hold wo 3 28 9 Maximum ccceeeeeecce cece ee 3 29 30 Overdue and held items 3 28 9 Overdue items eee 3 27 9 Recalled items eee 3 29 Remote see a o a 3 30 Status billed as lost wo 3 29 Reservations Accessing via check out 4 10 Activation date 711 2 By TCACEIrS cccccsccsteecsersvercatescsee 7 16 Cancellation 7 16 22 26 Cancellation by readers T22 Cancellation of for items awaiting collection essessesseeeeseesses 7 21 2 Cancelling all wee 7 20 1 Capture to hold shelf 7 26 CODY EEEE EES 7 7 9 Editing sninn 7 12 4 Expiry date 0 0 7 10 1 16 Eapsed ss autrnsatathcnsce Ena 7 22 4 On available items 0 7
243. t Edit Terminal Help PATRON REGISTRATIO Patron Barcode 2113235 Last Update 27 67 96 Last Trans 1 Name Last F M Badley Trevor Registered 27 67 96 2 College Pembroke College 3 Zip Postal Code OXFORD 0X1 1DW 4 Phone Number s 5 Department 6 Zip Postal Code 14 Password I 333333 7 Personal ID 15 Home Inst 8 ID Type 16 Home Subl 9 Patron Code RES999 Reader w 17 Housebound N Y 16 Expiration Date 31 DEC 2616 11 Comments 12 Rte Recipient N 13 Rte Location Options fj fe Line Line by line Added borrowers Delete File Update barcode Second screen Item list Addresses Membership Notes Exit Fig 2 3 The borrower record ready for editing When you have finished making any changes in these subsequent screens select the Accept or File option whichever is available and then press lt Return gt Make sure that you also select File at the first screen when exiting the first CPR screen in order to save your changes It is good practice to choose the File option whenever it appears this will ensure that all changes are secured on exiting any screen The following sections describe some typical changes you might wish to make to the borrower record of a reader who has a membership in your library Notes There are four notes fields in patron records on OLIS There are specific restrictions on the visibility or invisibilit
244. t Method E Email 13 Rte Location 19 Hol Contact Method Options Display your blocks AREE Item list Membership Message Display Password change Exit Fig 2 4 First screen of borrower record as seen from the OPAC Notes entered here will be visible to a reader making an OPAC patron enquiry see the OLIS Reader Pocket Reference Guide 3 in leaflet form at http www lib ox ac uk olis rpr3 index htm on how such an enquiry is made This is the quickest way to leave a note visible to the reader There is a limit of 125 characters in this field This note is always visible to readers and therefore should be used with caution as a staff note It could be used to indicate to staff that another confidential note is available on the Second Screen e g See note on second screen If you have added a note in this field select File and then press lt Return gt NB University card database notes will be inserted in this field where they exist 2 Notes visible to staff in any OLIS circulation library but not to the reader These should be inserted in the Patron Registration Second Screen Field 8 the field labelled Notes OLIS Circulation User Manual 1999 Chapter 2 Updating the Borrower Record and keeping track of the Borrower 2 9 Telnet olis ts olis ox ac uk ojx Fie Edit View Settings Connect Commands Tools Help PATRON REGISTRATION SECOND SCREEN Patron ID 2022156 Peatling Gary Kenneth email a
245. t barcode for a damaged item if you do not already have it also use the line option from the reader s item list where possible or search the catalogue by selecting or typing the keywords SEARCH or CEH at any menu in the circulation module see Appendix B on CEH When adding a charge related block such as a Lost book block follow steps 1 to 4 above 6a 6 7 from adding a non charge related block Then use the following guidelines Step 5 At the prompt Enter block type code OLIS Circulation User Manual 1999 Chapter 6a Borrower Blocks 6a 10 Either type in the correct block type code if you know it 2 in the case of the Lost Books block or type and press lt Return gt to see the list of block type codes type in the line number of the required block for example 6 for a Lost book block and press lt Return gt Note that the block type code is not necessarily the same as its line number in the list of blocks Step 6 A prompt similar to the following will appear Enter Item Barcode Lost Books Step 7 Wand in the item barcode or type in the item barcode or other information depending on the prompt and press lt Return gt Step 8 If you have entered a barcode the title of the item specified will display beneath the following prompt Enter charge amount It is possible to abort the adding of the block if desired here by pressing lt Return gt then typing N in upper case and pressing lt Retur
246. t check in 5 14 5 6a 4 Display at check out 3 12 3 4 11 Patron blocks screen accessing E des ees ETA 6a 3 Table of block types 6a 4 5 Borrower history 1 15 2 20 3 Deleting receipes 2 23 PHIM esearo 2 22 3 Borrower record Accessing from check out 4 11 Addresses screen 60 1 28 30 Editing renoneer 2 6 7 First screen detailed notes 1 9 16 Membership screen 1 17 24 Retrieving diss c3accssacanastecae needs 2 3 6 Second Screen c cccceeeeeeeeee 1 24 7 Borrower registration For borrowers not previously in the OLIS patron file oe 1 4 16 Brief guide cccisscscsseidestssveess 1 8 9 Saving changes eeeee 1 32 3 SUMMIALY nals Geiser 1 3 Through check out eee 4 17 Borrower status line cc eee 3 14 Borrowing permissions Giving to readers 1 17 22 Brief guide g cajses sirsacnanacan 1 18 20 Removing from readers 1 16 C Calendar not up to date message at check Out esescsscsessesssescen 3 22 3 Cancelling reservations 7 16 22 Cannot be renewed here message at check outs scan elie etenivoes 3 20 Cards About to expire message at check OU an a a E 3 24 F d rnn uishe 2 16 7 LOStit eroin eTA TA A 2 13 9 Lost card at check out 3 11 Lost card block 2 13 7 Other library acecistrscadseaeuriensess 1 4 Replacement s lt 5 cs0 lt ccie esa
247. t here is set to Y for yes This will enable OLIS to retain a record of all the materials borrowed by the reader in your library which staff will be able to access see 2 20 3 You are advised therefore not to change this setting If you go into this field the Patron registration Housebound Patron screen will display This screen itself is not used in Oxford so simply select the Exit option and press lt Return gt Optional Fields 18 and 19 can be used to specify contact methods to be used when generating circulation notices for individual readers These fields can be left blank as the system will then pick up any default entry for the entire patron membership see Circulation Set Up Manual 7 15 9 23 However you should enter a contact method in field 18 if you wish to use a contact method other than that default entry in the case of this individual reader Type in the required code if you know it and press lt Return gt or type and press lt Return gt to see a list of the available contact method options These options are explained in Circulation Set Up Manual 7 16 8 You should not enter an option including a number unless an address is entered in the corresponding field of the reader s Addresses screen see below 1 28 30 If you wish to send all of an individual reader s circulation notices by email enter the appropriate contact method in this field you will probably find E the most convenient contact method to use for emai
248. t item prompt However this will mean that OLIS will still use the time from when you were last at the checkout borrower prompt in calculating due dates If your library does not use booking patterns or hourly loan periods this is unlikely to make any difference and wanding in reader barcodes at the item prompt may be a useful shortcut but if you do use booking patterns or hourly loan periods or are in any doubt we advise that you go back to the checkout borrower prompt to retrieve a new borrower Claimed returns If a borrower claims that they have returned an item which is still registered as checked out to them on OLIS it is possible to note this fact on OLIS by flagging the item as claimed return This is done from the reader s item list accessible from the check out cout screen Please note that OLIS will still calculate overdue fines for items which have been flagged claimed returned so if the item is eventually checked in overdue charges will be levied against the reader Libraries may wish at their discretion to waive such charges or insist on their being paid Adding a claimed return flag to an item Step 1 If you are not already in the checkout screen select the option for or type cout from any menu in the circulation module and press lt Return gt The following prompt will appear Enter Patron Name or Barcode Step 2 Wand in the borrower barcode and press lt Return gt see also 3 5 for other ways of retrieving a b
249. t this window The following prompt will then display Do you want to save changes to note Y N Type y and press lt Return gt to save the note An example of the display of notes at check in is shown on 5 20 below ap accept a fine payment Type ap and press lt Return gt at the item prompt at check out to access the Accounts Receivable screen for the current borrower Here the payment and waiving of current fines may be registered and the borrower s Account History may be viewed See 6 10 8 21 4 Invalid entry If you mistype one of the available commands at check out the following message will display Invalid entry Type for help or press lt ENTER gt to continue Wanding in a reader barcode at the checkout item prompt If you have retrieved one borrower record through check out it is possible to access a second borrower record in order to check items out to a different reader without returning to the checkout borrower prompt simply by wanding through the reader barcode not typing in their name at the item prompt OLIS Circulation User Manual 1999 Chapter 4 Further functions from Check out 4 13 File Edit View Settings Connect Commands Tools Help 09 10am CIRCULATION CHECKOUT 18 AUG 99 Membership Code LASSTF Enter Patron Name or Barcode 2022156 Peatling Gary Kenneth Blocks 1 Fines 5 60 Items out 1 Holds 0 ITEM TITLE DUE 1 21355459j Fig 4 10 Borrower barcode entered at the checkou
250. t will allow you to display the piece record for any item checked out to a reader but you will not be able to update any cataloguing information here An Item list display facility similar to the one offered through the CPR screen is available to readers when they make an OPAC borrower enquiry although they may be able to renew items they have out on loan here if this is permitted in your library see the Readers Pocket Reference Guide 3 in leaflet form or at http www lib ox ac uk olis rpr3 index htm on how OPAC renewals may be performed See Circulation Set Up Manual 8a 17 23 on how OPAC renewals may be controlled If you select this option when the reader does not have any items on loan from your library the following message will display This patron does not have any items checked out Press lt ENTER gt Blocks display This option will display if the reader has any blocks against their patron record See ch 6a on blocks Pay charges Waive charges These options will display if the reader has any outstanding fines against their record and could be used to waive or pay off such fines Please see 6 19 21 below on fines Borrower History You can maintain a history or list of items that have been borrowed by any borrower in your library These lists can be displayed through the Borrower History Display CHBD option NB The system keeps track of these items only if the Housebound field in the borrower s registration
251. t will be possible for you to update the barcode so you will need to give them a membership on their old barcode number before you can update the barcode If however you establish that it is appropriate to create a new registration for the reader select the option for New Search and press lt Return gt The following prompt will re appear Enter Patron Name or Barcode Step 4 Either wand in the new barcode from the reader s University or other card or from your library s supply from LAS or type it in and press lt Return gt This must always be an official barcode number i e a seven digit number beginning with the number 2 and obtained from LAS The following message will reappear The record 2xxxxxx is missing from the PATRON file Do you want to create a new record Y N __ Type Y and press lt Return gt to confirm that you wish to register the new reader The system displays a blank patron registration screen See Fig 1 2 on page 1 10 Answering N returns you to the initial patron registration prompt NB It is possible to create a new borrower record for a reader without a barcode although as you will not be able to issue items to such a reader until they have obtained a university or other card or are assigned a barcode it is rare that this will be necessary To access this function type N and press lt Return gt at the prompt Enter Patron Name or Barcode OLIS Circulation User Manual 1999 Chapter 1 B
252. t year but will appear in the format 12 JUN 1999 it is not necessary to enter the year if the expiry date falls in the current calendar year Then press lt Return gt Step 8 The cursor will then appear in the field for expiry time It is unlikely that you would need to alter this so just press lt Return gt to accept the default Step 9 The cursor will go back to the option bar You may change any other conditions of the hold desired or you may select the Commit reservation option and press lt Return gt If the hold is successfully placed you will be taken back to the Holds Processing screen and may press lt Return gt twice more to go back to a circulation menu NB If you find that you are frequently changing the expiry date at this point in placing a hold it may be advisable to change the rules which determine the default expiry date in fields 11 and 12 in the relevant hold code in the table CHC see Circulation Set Up Manual 4 6 7 b Changing the activation date In very exceptional circumstances it may be desirable to place a hold which is not effective until some time in the future In these circumstances follow steps 1 to 5 from the above guidelines 7 3 6 for placing a title reservation then proceed as follows Step 6 From the Hold Detail screen select the Activation info option and press lt Return gt The cursor will appear in the Active field Step 7 Type in the date from which you wish the hold
253. tcut command which can be used in several places in OLIS to retrieve the last record accessed anywhere within the current module within the same session It can be used through CPR to retrieve the patron record of the last borrower accessed through any screen in the circulation module for instance check out Type or select the option for CPR and press lt Return gt from any menu screen in the circulation module and then type Ist and press lt Return gt at the Enter Patron Name or Barcode prompt The system will display the record directly Once you have updated the borrower record select File and press lt Return gt to save your changes and you will be prompted to enter another borrower name or barcode Press lt Return gt again to go back to a circulation menu OLIS Circulation User Manual 1999 Chapter 2 Updating the Borrower Record and keeping track of the Borrower 2 5 Entering an ID If an ID has been entered in field 7 of a reader s first CPR screen or field 6 of their membership screen see above 1 13 21 you can use this to retrieve their borrower record Type CPR and press lt Return gt from any menu screen in the circulation module At the Enter Patron Name or Barcode prompt enter id and then the complete ID number exactly as it has been entered in the borrower record and press lt Return gt The borrower record will display directly if found If you have entered the ID incorrectly or for any reason it
254. te 2 18 9 Check in BaSi s aeaaaee 5 3 4 Functions accessible through re et nee eee Re EA 5 5 14 Check out Basics a e aa e o E 3 3 4 Date and time changing 3 7 8 4 5 Detailed and simple displays 3 5 7 Functions accessible through POE E A EAE ETSE 4 3 13 Check out limits ccc ee 3 16 7 Claimed returns At check in sessesseessesssessssesceee 5 20 Blocks voce cc eeeeeeeeee 6a 4 5 5 20 FLAGS yok ote Race ete 4 13 5 Ttem status w cccccceeeeeeeeeeeees 4 14 5 Colleges readers For reports 1 26 Contact method for notices Individual patron level ELEL E E A 1 15 6 20 1 29 Conversion on the fly 3 30 6 Items not previously catalogued E AEE E 3 30 5 Items not previously barcoded E tai A E 3 35 6 Courses readers for reports 1 26 D Damaged items BICK S inna 6a 4 9 11 Charges crai 6a 9 11 6 19 Default hold expiry date 7 16 Deleting readers from OLIS 2 19 20 Due dates for items OLIS Circulation User Manual 1999 Index X 2 Anomalies sic ccistasesclnseedsddesiens 3 4 Last patron display Changing at check out 3 8 9 4 5 6 At check in wecccccccccceeeeeceeececeeee 12 4 Duplicate patron records 1 4 8 Subsequently f ccccadicier tee 5 22 3 E Lost items Email addresses readers o n At check in sessesssessesssssssscsceee 5 20 Bes ia adh nites 1 25 6 27 2 9 Blocks ossis 644 5
255. ted screens at this point through the Borrower Registration Screen CPR There are four ways of going into the borrower record through the borrower registration screen Entering a Borrower s Name Select the option for or type CPR and press lt Return gt from any menu screen in the circulation module At the prompt Enter Patron Name or Barcode type all or part of a borrower s name in the format surname forename e g peatling g or peatling or peat and press lt Return gt A browse list of borrowers whose names are alphabetically closest to the term you enter will appear The closest match will appear at lines 1 2 on this list Telnet olis ts olis ox ac uk iol x File Edit View Settings Connect Commands Tools Help PATRON REGISTRATION Enter Patron Name or Barcode peat 1 Peart Melanie Clare 2108299 Trinity College 2 Peatling Gary Kenneth 2022156 Libraries Automation Service 278172 3 Peavoy Eoghan Diarmuid 2161463 4 Peay Jill Valerie 2126814 5 Peberdy Alyson Susan 2161380 Options Enter specified line number Forward Backward Search jump New search Exit Fig 2 1 Browse list of borrowers Select the correct borrower from the browse list by typing the appropriate number e g in this case number 2 and press lt Return gt The first Patron Registration screen will appear If you cannot locate the current borrower on the list remember to check that you have entered the name correctly and to t
256. tems which the reader is returning type waive at the checkin item prompt Alternatively you may press lt Return gt as if to exit check in As you press lt Return gt or check in an item which has been on loan to a different reader a screen similar to the following will appear Outstanding charges of 1 60 for borrower Peatling Gary Kenneth Press lt ENTER gt to continue or enter lt PAY gt to PAY lt WAIVE gt to WAIVE Type waive at this point and press lt Return gt Step 2 A prompt similar to the following will appear Amount 1 60 to quit OLIS Circulation User Manual 1999 Chapter 6 Fines 6 10 NB If at this point you wish to abort the transaction type and press lt Return gt The full charges will still be outstanding against the reader s record Step 3 The cursor will appear in the amount field Type in the amount of the fine you wish to waive e g 1 for 1 8 for 80p over the full amount owed and then press lt Return gt Step 4 The following prompt appears Payment confirmed Press lt ENTER gt NB This message reads Payment confirmed rather than Waive confirmed because OLIS consistently treats waiving as a payment method The fact that such fines have been waived fully or partially rather than paid will however be recorded on OLIS Step 5 Press lt Return gt and you will be taken back to a circulation menu or may proceed with registering the check in of
257. ter 7 Reservations and Recalls 7 5 o Telnet olis ox ac uk Connect Edit Terminal Help WELCOME TO OLIS the Oxford Libraries Information System Staff Use arrow keys to highlight selection then enter search terms Or type command then enter search terms e g t moby dick Look for the First Word s in Look for Keyword s in Title t Title Keyword tu Author a Author Keyword av Subject s Subject Keyword su Journal Title jt Notes nw All Indexes all All Keywords w Number Searches ISBN ISSN i Further Search Options 2nd Screen Antiquarian Search Terms 3rd Screen Press Return for more help or type E and press Return if you wish to Exit Enter the first word of the title Fig 7 3 Staff OPAC search screen From here you may use any search command to locate the required title e g t to browse by title c to browse for the shelfmark or i to search for the ISBN Please see the OPAC staff pocket reference guides available from LAS in leaflet form or the OPAC reader pocket reference guides in leaflet form or at http www lib ox ac uk olis DTip It is possible to bypass the staff OPAC search screen by directly entering any appropriate online searching command at the Enter command prompt on the previous screen For example type t political diaries at this prompt and press lt Return gt Step 4 Then access the Detailed Display screen for the title you wish to reserve Choose the
258. the following will display RETURNING ITEM AT INCORRECT LOCATION Return to Social Studies Faculty Main Library Please enter Y to continue If the reader is still at your circulation desk point out the error to them and ask them to return the item to the correct library If the reader is no longer at your circulation desk it would be appreciated if you could have the item returned to the correct library Type y and press lt Return gt to continue If the item incorrectly returned to your circulation desk is from a non circulating library a message similar to the following will display Item must be returned at Lady Marg H If the reader is still at your circulation desk point out the error to them and ask them to return the item to the correct library If the reader is no longer at your circulation desk it would be appreciated if you could have the item returned to the correct library Type y and press lt Return gt to continue In more exceptional circumstances an item from another circulating library registered on OLIS as not on loan may be erroneously returned to your library In those circumstances the following message will display Status Action gt ON ROUTE Social Stud Please enter Y to continue In this rare case the status of the item is changed by checking it in at your library so that it is particularly important that the item is returned to the correct library Please contact LAS if you are
259. the item you previously wanded in Deferring payment at Check in When a reader has accumulated fines on items they are currently checking in or items that they have returned late lost or damaged in the past the fastpay prompt i e Outstanding charges of 5 00 for borrower Peatling Gary Kenneth Press lt ENTER gt to continue or enter lt PAY gt to PAY lt WAIVE gt to WAIVE will appear If the reader is unable and or unwilling to pay off any part of their fines on the spot and you do not wish to waive any of these charges just press lt Return gt at this prompt As when fines are only partially paid or waived at this point any outstanding charges including any outstanding lost or damaged item charges will remain linked to the borrower s record and can be retrieved later so that payment or waiving may be registered using any of the following methods e through the AP procedure in the reader s Accounts Receivable screen see below e through fastpay via the reader s Patron Registration screen CPR see 6 19 21 e when checking in items which have been loaned to the reader in future deferred fines will appear as previous charges and you will be able to register payment or waiving of this amount through checkin along with any further incurred charges This procedure is identical to that described above 6 5 10 AP Accounts payable procedure It is best to use the AP procedure when you need to register the parti
260. the reader These should be inserted in the Patron Membership Registration screen field 9 the field for Staff note Telnet olis ts olis ox ac uk of x File Edit View Settings Connect Commands Tools Help 06 APR 1999 Geac ADVANCE Library System 6 9 13 2 lasd Lib fut Srvce 16 03 Oxford University PATRON MEMBERSHIP REGISTRATION Patron Barcode 2022156 Last Update 06 04 99 Name Peatling Gary Kenneth Last Trans 06 04 99 Registered 27 11 98 1 Membership LASSTF 2 Expiry Date 27 NOY 2001 3 Std Contact method 4 Hol Contact method 5 ID type 6 ID E 7 Access level 90 8 Public note 9 Staff note Please check with reader if research now finished Options Enter specified line number Line by line Accept Exit Master Fig 2 7 Patron Membership Registration screen Staff note field 9 This field can be used to enter notes which will only be of interest to staff at your library When you access this field you will be taken into an editing window with practically unlimited entry space Type lt Esc gt and then lt e gt to exit the window Subsequently staff will only be able to see 52 characters of any message when they first access this screen but a plus sign will display if there is more text in this field than is immediately visible The remaining text can then be displayed by selecting the line option typing 9 and pressing lt Return gt This field might be used to remind staff
261. this fits your requirements Telnet olis ts olis ox ac uk Ox File Edit View Settings Connect Commands Tools Help 05 06pm PATRON BLOCKS 19 MAY 99 Enter Patron name or barcode 2022156 Peatling Gary Kenneth Number of records 58 Code Description of code 1 1 ADMINISTRATIYE HOLD 2 10 Messages 3 il Item Waiting for Collection 4 12 Notices 5 14 Late Return Fines 6 2 Lost Books 7 25 Damaged Book 8 3 Claimed Returned 9 30 Lost Card 10 4 Mail Returned 11 5 Charges Future use Options Enter specified line number Print Forward Backward Search jump Exit Fig 6a 1 List of block types displayed through a Patron Blocks screen Block types are configured with certain characteristics in order to fit the circumstances in which they are used There are five particular features which vary from block to block e Whether the block has charges associated with it and thus can only be edited or deleted through registering of the payment or waiving of fines e Whether or not the staff can add the block manually or whether it is created automatically through other transactions on OLIS OLIS Circulation User Manual 1999 Chapter 6a Borrower Blocks 6a 4 e If staff can delete the block directly or whether it can only be deleted indirectly through other transactions taking place e Whether it is a full block 1 e prevents borrowing or renewals by the reader until a specific transaction is performed o
262. this screen can be used by any circulation library you should not set this field 11 to N unless you know that the reader does not wish to receive circulation notices from any OLIS circulation library via their university email account In the vast majority of cases you should leave this field blank Indicates the expiry date on the reader s current University card in the format YYYYMMDD Data from the University card database is uploaded daily so although some delay is possible the display here should be as up to date as possible Do not alter this field The date displayed here may be of some guidance when the expiry date of a reader s membership is set in the Membership screen Where applicable the reader s SISYS number or unique identifier from the University card system will appear here Do not alter this field If this field is blank this indicates that the reader does not currently or has not previously had a University card i e that they have previously been manually loaded into the OLIS patron file using an LAS supplied barcode or local library card Data from the University card database is uploaded daily so although some delay is possible the display here should be as up to date as possible and may be of some guidance in giving memberships in your library to readers whose history is uncertain Whenever you have finished making any changes to this screen select Accept and press lt Return gt to save your changes to go ba
263. tion User Manual 1999 Chapter 7 Reservations and Recalls 7 31 You will be taken back to the Hold Detail screen Select the option Commit reservation and press lt Return gt If successful a copy hold and a recall will be placed on the item and you will be returned to the Holds Processing screen Press lt Return gt twice to return to a circulation menu OLIS Circulation User Manual 1999 Appendix A Quick Guide to Borrower Registration A l Appendix A Quick Guide to Borrower Registration When you wish to give a reader borrowing permissions in your library firstly look for them in the OLIS patron file see 1 5 7 Jf you are sure that you cannot find them create a registration for them manually Use the following guidelines further details may be found on 1 8 16 Is the new reader a university card holder or a local library visitor University card holder Local visitor Wand in the University Wand in barcode Card barcode at the number from local borrower registration library card or LAS supplied sticky barcode at the borrower registration prompt 1 Name 2 Address 9 Patron Code RES999 or RESNON At Membership prompt type to see codes Search jump to the codes for your library Choose the correct one for the reader type Fill in required yee fields 14 Password _ Same as barcode Fill in optional fields Dp 18 Contact Method Select an option if r
264. tion mark and press lt Return gt at the checkin item prompt in order to display most of the available options Telnet olis ts olis ox ac uk OL x File Edit View Settings Connect Commands Tools Help HELP OPTIONS FOR CHECKIN Enter the item barcode number to be checked in Press lt ENTER gt to exit Enter S to search and retrieve an item from the database Enter CD or BDT to change the checkin date and or time for all items to be processed Enter D or DT to activate the detailed display of each item checked in Entering this command again deactivates the detailed display Please press lt ENTER gt to continue J Fig 5 3 First Help screen at Check in Press lt Return gt at this point to see further possible commands Telnet olis ts olis ox ac uk Of x File Edit View Settings Connect Commands Tools Help 6 Enter R to clear the fine Amount to blank 7 Enter AP to accept payment from the patron 8 Enter F to change Charging Fines from Yes to No or from No to Yes 9 Enter LPD to display Last Patron Details Please press lt ENTER gt to continue ff Fig 5 4 Second Help screen at Check in OLIS Circulation User Manual 1999 Chapter 5 Check in 5 6 Press lt Return gt to exit Check in If you wish to leave the checkin screen at any point just press lt Return gt at the checkin item prompt This will take you back to a circulation menu unless the last reader to
265. to be filled by any item which is checked in within its hold scope This date can be entered in the formats DD MM YY DD MM YY or DD MM YY etc as well as formats including a four digit year but will appear in the format 12 JUN 1999 it is not necessary to enter the year if the expiry date falls in the current calendar year Then press lt Return gt Step 8 OLIS Circulation User Manual 1999 Chapter 7 Reservations and Recalls 7 12 The cursor will then appear in the field for activation time By default this will appear as the current time Type in a new time in twenty four hour time in the format HHMM or HH MM or e g 9 for 9 00 a m or press lt Return gt to accept the default Step 9 The cursor will go back to the option bar You may change any other conditions of the hold desired or you may select the Commit reservation option and press lt Return gt If the hold is successfully placed you will be taken back to the Holds Processing screen and may press lt Return gt twice more to go back to a circulation menu Changing the conditions of a hold after it has been placed Once a hold has been placed it is possible to go back to at a later stage to change the attached conditions e g widen the scope or extend the expiry date etc Use the following guidelines to retrieve an existing hold Step 1 Type or select the option for hrt from any menu in the circulation module The Holds Processing screen will appea
266. to check queries about details of the membership with the reader e g Please check with reader if research now finished When you have added a note in this field select Accept and press lt Return gt to save your changes to this membership screen Then select File and press lt Return gt at the first CPR screen to save your changes to the borrower record as a whole NB Any migrated data from the borrower notes field from the DOBIS system will appear here This notes field can also be accessed through field 2 of the Notes screen in CPR see below OLIS Circulation User Manual 1999 Chapter 2 Updating the Borrower Record and keeping track of the Borrower 2 12 Editing notes through the Notes option The third and fourth type of note described above are thus specific to the reader s membership in your library A Notes option will thus appear on the first Patron Registration or CPR screen of any borrower who has a membership in your library and this can be used to add edit or display either of these types of note To access this screen select the Notes option from the first Patron Registration screen and press lt Return gt File Edit View Settings Connect Commands Tools Help 07 APR 1999 Geac ADYANCE Library System 6 9 13 2 lasd Lib fut Srvce 15 16 Oxford University PATRON MEMBERSHIP NOTES Patron Barcode 2022156 Last Update 06 04 99 Name Peatling Gary Kenneth Last Trans 06 04 99 Registered 27 11 98 1 Ac
267. transaction If limit 1A on the amount of items within one circulation code that a reader can check out during an uninterrupted checkout session is exceeded the following warning is displayed Limit of XX xxx items just checked out to this patron Continue Y N Type Y and press lt Return gt to override the limit and to continue checking the current item out Type N and press lt Return gt not to check the current item out and to go back to the item prompt OLIS Circulation User Manual 1999 Chapter 3 Check out 3 17 If limit 1B on the total amount of items from any circulation code that a reader can check out during an uninterrupted checkout session is exceeded the following warning is displayed Limit of X items just checked out to this patron Continue Y N N Type Y and press lt Return gt to override the limit and to continue checking the current item out Type N and press lt Return gt or just press lt Return gt not to check the current item out and to go back to the item prompt If limit 2A on the amount of items within one circulation code that a reader can have in their possession at any one time is exceeded the following warning is displayed Too many items for this Patron Group Circ Code Continue Y N Type Y and press lt Return gt to override the limit and to continue checking the current item out Type N and press lt Return gt or just press lt Return gt not to check the current item out a
268. u place a reservation on an item which has a copy or copies available in your library other readers will still be able to borrow these copies you will not be warned about the existence of the hold until a copy of the item is checked back in If copies are available however it will frequently be more convenient simply to inform the reader To abort placing the hold in these circumstances press lt Return gt or type n and press lt Return gt The following prompt will then appear No copies of this title may be held Continue Y N n Press lt Return gt once more or type n and press lt Return gt Then select Exit and press lt Return gt to go back to the Holds Processing screen Press lt Return gt twice to return to a circulation menu Reserving variations It is possible to alter some of the conditions of a hold when placing it within the Hold Detail screen This might particularly be desired when restricting the scope of a reservation to a single copy or when widening the scope of a reservation I Placing a copy reservation If a title reservation is placed on a journal or a multi volume title the hold could be filled by any volume in the set It is more likely that a reader would be interested in reserving a particular issue volume in these circumstances It is possible when staff place reservations for an individual copy to be selected in the Hold Detail screen Note that as this option is not currently available to re
269. uk olis for hints on further searching techniques From the Detailed Display screen for the item in which you are interested select the Retrieve option and press lt Return gt Any outstanding holds will be displayed in a screen similar to the following Fie Edit View Settings Connect Commands Tools Help 18 20 HOLD QUEUE DISPLAY 12 JUN 1999 LCN 10134837 No of holds 3 No of pieces 9 TITLE The political diaries of C P Scott 1911 1928 AUTHOR Scott Charles Prestwich 1846 1932 TYPE PR HOLD ITEM TYPE PATRON ID NAME GROUP HOLD DATE EXP DATE 1 H 30 Title Hold 2135545 LASS 12 06 99 26 06 99 LAS Macklow Gillian Doreen 17 32 23 59 2 H Title Hold 2147039 LASS 12 06 99 26 06 99 Pemberton Susan Jane 17 47 23 59 3 H 302250155 2022156 SOCS 12 06 99 26 06 99 Peatling Gary Kenneth 17 47 23 59 Options I AZEN Backward Forward Previo Fig 7 9 Hold Queue Display N Hold scope information Note that the format of this screen will be a little different if you access it using the Queue display option Holds are listed in the order in which they were placed The scope of each title hold is indicated on the second line of the TYPE column for each hold if your library s three letter code copies at your library will fall within the scope of the hold If System wide appears here copies at your library will fall within the scope of the hold if the reader has borrowing permissions at your library If an
270. urn gt twice and the recall will be placed NB In certain circumstances depending on your library s set up the default due date time displayed here may be further into the future than the due date had no recall been placed In these circumstances it is possible to replace this default with a closer due date time if the default is accepted although no error message is displayed the item will not be recalled and no notice will be generated If you wish to use a due date time different from the default and earlier than the original due date before the recall was placed you may type such a date over the default the formats DD MM YY DD MM YY or 30 SEP 99 will all be accepted at this point but the entered date will be displayed in the format DD MM YY Then press lt Return gt NB If your library is closed on the date you enter according to its circulation calendar the following message will display as you press lt Return gt OLIS Circulation User Manual 1999 Chapter 7 Reservations and Recalls 7 30 Library closed on 29 05 99 Moving to next open date The next library open date will then appear in the field for due date The cursor will then drop down to the time field and your library s closed hour on the date you have entered will display Press lt Return gt to accept the default or type a new time in the field in the twenty four hour format HHMM or HH MM you may wish to type in a different time if you are rec
271. use if necessary by selecting the line number and pressing lt Return gt The following prompt will then appear File this status Y N Depending on the change you have made the prompt Enter STATUS code to delete Current STATUS may then appear Type an asterisk and press lt Return gt to complete the status change OLIS Circulation User Manual 1999 Appendix B_ CEHI B A Select Exit and press lt Return gt to display the Pieces Summary of all OLIS copies of the item Then select Exit and press lt Return gt once more to go back to the Enter item barcode or search command prompt 3 Add alter or delete copy notes Select the Notes display option and press lt Return gt You may then Insert a new note Select the Insert after option type in the line number of the note after which you wish to insert a new note type 0 if there are no current copy notes and press lt Return gt Then add your new note Edit an existing note Select the line type in the line number of the note you wish to edit and press lt Return gt Then make any changes to the note Delete an existing note Select the Delete type in the line number of the note you wish to delete and press lt Return gt Select the Accept option and press lt Return gt to save any changes you make in this Notes screen OLIS Circulation User Manual 1999 Appendix C Summary of Functions at Check out Cl Appendix C Summary of Functions
272. ving as a method of payment fines that are waived will be stored on OLIS as waived rather than paid Step 1 Select the Full Payment option from the Accounts Receivable screen Step 2 At the prompt Enter amount of payment Enter the total amount of the fines that you wish to waive e g 5 for 5 00 2 4 for 2 40 7 for 70p and press lt Return gt Step 3 At the list of Payment methods we recommend that you select option 4 for Fastwav Type 4 and press lt Return gt Step 4 The following prompt will appear Do you wish to process this transaction Y N Type y and press lt Return gt to register waiving Type n and press lt Return gt to stop the waiving procedure and leave all fines unwaived A blank AP screen should appear i e containing no outstanding fines Select the option for Exit and press lt Return gt to go back to the checkout item prompt If you wish to go back to a circulation menu press lt Return gt twice more Partial waive from AP If you wish to waive part of a reader s outstanding fines using AP the procedure is very similar to that for registering the partial payment of fines Do not be confused by the fact that OLIS treats waiving as a method of payment fines that are waived will be stored on OLIS as waived rather than paid Step 1 Select the Partial Payment option from the AP screen OLIS Circulation User Manual 1999 Chapter 6 Fines 6 18 Step 2 At the list
273. was placed and of the date when the hold was filled and place the item on your reserves shelf see above 5 17 Depending on your library s setup see Circulation Setup Manual 4 5 a notice for the reader for by whom the reservation was placed should be generated the next time the notice production job is run which will be the following morning Each item that is awaiting collection on your library s hold shelf must be collected within a certain period or the hold will lapse In each case this period lasts from your library s closing hour on the day when the hold is filled until the period specified in field 4 of your library s relevant hold code in the table CHC has elapsed see Circulation Setup Manual 4 4 5 It is advisable to check your hold shelf each day and to remove any filled holds which have lapsed Such items for which the holds have lapsed should be wanded in at the checkin screen just as cancelled holds are see 7 21 2 above This will make the item available either for the next reader in the hold queue whose name will be displayed in the checkin screen to collect or for general circulation If you have no record of the date when the hold on an item awaiting collection is due to lapse use the following guidelines Step 1 Select the option for or type chq from any menu in the circulation module and press lt Return gt Step 2 At the prompt Enter search command Wand in the barcode of the current item OLIS Ci
274. wer for whom you wish to edit a hold retrieved it is possible to go straight to this screen by typing h at the item prompt and pressing lt Return gt As listed on this screen the command p can be entered at the prompt to access the borrower record the command it to access the reader s list of items currently out on loan the command s to search the catalogue to retrieve an item to reserve for the reader see above 7 3 12 or the command b to access their blocks screen Step 3 At the prompt type sh and press lt Return gt The Holds by Patron screen will appear OLIS Circulation User Manual 1999 Chapter 7 Reservations and Recalls 7 14 File Edit View Settings Connect Commands Tools Help 04 14pm HOLDS BY PATRON 15 MAY 99 PATRON BARCODE 2147039 PATRON NAME Pemberton Susan Jane TOTAL NUMBER OF HOLDS 3 TYPE CALLNO BARCODE TITLE AUTHOR STATUS ACTION 1 7 The political diaries of C P Scott Charles Prestwich 20 fin introduction to computer Tedd Lucy A 3 T Multimedia CD ROM and compat Botto Francis Options Enter specified line number Queue display BRIS Cancel reservation Cancel all Exit Fig 7 8 Holds by Patron screen Step 4 Locate the hold you wish to edit select Forward and press lt Return gt if it is not on the first screen Then select the line option type the line number of the hold you wish to edit and press lt Return gt The Hold Detail screen for this hold will appear Step 5
275. with placing the hold A screen similar to the following will then appear File Edit View Settings Connect Commands Tools Help 07 MAY 1999 Geac ADYANCE Library System 6 9 13 2 socde Social Stud 17 08 Oxford University Blocks 0 Fines 0 00 Items out 0 Holds 2 Enter Patron Name or Barcode 2022156 Peatling Gary Kenneth Enter command e Type in a statement to search the database Type S to get to the OPAC search screen Type B to check the patrons blocks Type IT or LIST to view checked out items Type P to update the patron record Type SH to show the holds for this patron Type ILL to review ILL requests for this patron Type for a more detailed help screen Fig 7 2 Holds Processing screen NB If you are at the checkout screen with the borrower for whom you wish to place a hold retrieved it is possible to go straight to this screen by typing h at the item prompt and pressing lt Return gt As listed on this screen the command p can be entered at this prompt to access the borrower record the command it to access the reader s list of items currently out on loan the command sh to display and edit or delete the reader s current holds see below 7 12 4 16 21 or the command b to access their blocks screen Step 3 At the prompt type s and press lt Return gt The staff OPAC search screen will appear OLIS Circulation User Manual 1999 Chap
276. y are undertaking a borrower enquiry via the OPAC or GeoWeb This chapter explains the types of borrower blocks on the system which include full blacklisting and partial display blocks The procedure for adding editing and deleting different kinds of block is described as well as the circumstances in which different blocks will display OLIS Circulation User Manual 1999 Chapter 6a Borrower Blocks 6a 3 Types of block A reader s blocks can be displayed and blocks added edited or deleted by accessing the reader s Patron Blocks screen This screen will be displayed e By selecting the option for or typing the keyword ctu and pressing lt Return gt at any menu in the circulation module and retrieving the borrower or e By typing the command b and pressing lt Return gt at the checkout item prompt e By selecting the Blocks display option and pressing lt Return gt at the first Patron Registration or CPR screen In addition depending on the type of blocks against a borrower record a reader s blocks screen may be displayed e When accessing the holds processing screen HRT or through the command h at checkout see 7 3 4 below e When an item is checked in for them When you are adding a block it is possible to type a and press lt Return gt to display a list of blocks and block type codes The blocks that are most commonly used are those in the first screen However library specific blocks can be set up and edited if
277. y of each of these to staff and reader By selecting a particular field in which to insert a note you will thus be able to determine who will be able to see it It is thus best to determine who you wish to see a note before you decide where to enter it DNB It is felt advisable that only staff who entered system wide notes should delete them Otherwise it is best to leave notes as they appear as they may still be relevant to other libraries 1 Notes visible to staff in any OLIS circulation library and to the reader These should be inserted in the Patron Registration or CPR first screen field 11 the field for Comments OLIS Circulation User Manual 1999 Chapter 2 Updating the Borrower Record and keeping track of the Borrower 2 8 File Edit View Settings Connect Commands Tools Help Membership SOCSIF Patron Barcode 2022156 Last Update 06 04 99 Last Trans 30 03 99 1 Name Last F M Peatling Gary Kenneth Registered 16 08 96 2 College Libraries Automation Service 65 St Giles 3 Zip Postal Code 4 Phone Number s 278172 5 Department Libraries Automation Service 65 St Giles 6 Zip Postal Code 14 Password HHHHH 7 Personal ID 15 Home Inst 8 ID Type 25 16 Home Subl 9 Patron Code RES999 Reader w 17 Housebound Y N Y 10 Expiration Date 18 AUG 1999 11 Comments Please contact your tutor 12 Rte Recipient N 18 Std Contac
278. year Step 3 The prompt Checkout Due Time will then appear Enter the time which you wish to be effective for the next loan in the format HHMM or HH MM and then press lt Return gt If you are happy for the default time to be used on whatever date you have entered previously just press lt Return gt Please note that any due time you enter will not be effective unless you have entered a due date at the previous prompt The date and or time that you enter will display near the top of your checkout screen beneath the borrower s details If the ed command see above has been used to specify a checkout date time for the session item before the due command is used to alter the due date and time you will not be able to enter a due date and time earlier than the entered checkout date time OLIS Circulation User Manual 1999 Chapter 4 Further functions from Check out 4 7 it display items on loan to the retrieved borrower File Edit View Settings Connect Commands Tools Help 04 34pm CIRCULATION CHECKOUT 23 APR 99 Membership Code LASSTF Enter Patron Name or Barcode 2022156 Peatling Gary Kenneth Blocks 3 Fines 9 00 Items out 2 Holds 0 ITEM TITLE DUE Fig 4 4 Command it at the item prompt If the borrower status line indicates that the current borrower has any items out on loan typing it at the item prompt and pressing lt Return gt will display a screen similar to the following File Edit View Settings

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