E v e r g r e e n I n d i a n a C i r c u l a t i o n E x e r c i s e s P a g e | 1

Evergreen Indiana Circulation FOR ATTENDEES PRACTICE EXERCISES

Hostname: training.evergreen.lib.in.us Username: admin Password: open-ils

INSTRUCTIONS: Work through the exercises in groups of two. One partner is the staff member and one partner is the patron. When you get to the end, switch partners so each has an opportunity to practice the policies, procedures and software.

EXERCISE ONE – PATRON REGISTRATION

1. A new patron comes into the library and wants to sign up for a library card. Ask for ID and proof of residency and create a new patron account by following the steps below. a. Create Patron Account (shift + FI). Write down the information entered into the Patron Account below. The patron will need this information later in the exercise. b. Name

c. Barcode (Make up a 14 digit barcode to use.)

d. PIN (automatically assigned)

e. Save the account and close the tab (Control + W). 2. Search for the patron account (F4) you just created by entering first, last and middle initial into the Search form. a. Open the patron account.

EXERCISE TWO – CHECK OUT

3. Patron has several items they want to check-out. a. Check out (F1) 2 items to the patron using the list of sample item barcodes provided. i. Item barcodes

b. Check out at least 1 non-catalogued item. i. Choose paperback, select number of items. c. Check out 1 pre-catalogued item. E v e r g r e e n I n d i a n a C i r c u l a t i o n E x e r c i s e s P a g e | 2

i. Make up a 14 digit barcode to use. Enter the following prefix and fill in the rest of the digits to make 14: 303061XXXXXXXX ii. Add title, author, and ISBN. iii. Item barcodes

4. Several days later your patron comes into the library and reports that they lost one of the items you checked out to them. Mark the item Lost. a. Go to “Items Out.” b. Click on item. c. Click “Actions for selected item.” d. Mark Item Lost. e. Be sure to remind them that if they pay any portion of the lost bill, policy dictates that they do not receive on what they paid later if they find the item. If they pay for the full lost bill, they are entitled to keep the item if they find it later. 5. The same patron comes into the library and claims to have already returned one of the items you checked out to them. a. Staff member verifies that their library is the owning library of the item the patron is claiming to return. i. If the staff member’s library is the owning library, they can mark the item claims returned. If the staff member’s library is NOT the owning library, they need to put the patron in contact with the owning library. b. Staff member then explains the Claims Returned policy to the patron, explains that the patron is still responsible for the item until it turns up and therefore encourages them to look for the item at home and the library will do the same. c. Staff member asks for the date the patron claims to have returned the item and titles of other items that were returned at the same time. i. Staff member writes down the patron barcode, item barcode of claimed returned item, date claimed returned and titles claimed returned with on a sticky note or form. When there is time later, staff member should look up the other titles that patron claimed to have returned and finds out the status. 1. If other items have been checked in, the assumption is that it would be more appropriate to assume the patron did return the item and it is a valid claims returned item. ii. Staff member should also consider adding an item alert to the item with the patron name and date the item was claimed to be returned. [HINT: Ask a copy cataloger to help with this if you don’t know how.] d. Several days later, the patron returns to the library, has not found the item and staff member wants to mark the item Claims Returned. i. Go to “Items Out.” ii. Click on item. iii. Click “Actions for selected item.” E v e r g r e e n I n d i a n a C i r c u l a t i o n E x e r c i s e s P a g e | 3

iv. Mark the item Claimed Returned and use the date given by the patron to backdate the claims returned date.

EXERCISE THREE – NOTES AND BILLING

6. Patron has left their umbrella in the library. Staff wants to put an alert on their account so they are reminded to bring it home next time they are in the library. a. Go to “Edit” i. Add “Alert Message.” ii. Remember to Save.

b. Add a few notes just to be sure they receive the message. Go to “Other."

i. Click "Notes." ii. Add two new notes. 1. Patron Visible. 2. Staff Visible.

7. Patron used the copy machine and staff want to charge them $1.00. Go to “Bills.” a. Add a bill. i. Add amount & note (include staff initials and library). ii. Submit. b. Patron wants to pay $5.00 from their lost bill. i. Enter $5.00 Cash payment. ii. Click in Annotate Payment and Submit. iii. Don’t print receipt.

EXERCISE FOUR – CHECK IN 8. Check-In a. From Patron Record. i. Select Item. ii. Actions for Selected Item. 1. Check-in. b. Staff wants to checkin items from their bookdrop from the previous day. i. Open Check-In screen (F2). E v e r g r e e n I n d i a n a C i r c u l a t i o n E x e r c i s e s P a g e | 4

ii. Change check-in date to the previous day (backdating). iii. Open Item Status screen (F5). iv. Remember to ALWAYS watch the screen for holds and notes. v. Checkin all items which were checked out to the patron in Number 3 (except non-cataloged items). c. Your patron has found the item they reported as lost in Exercise #4 above. Find the item barcode and check it in. i. Note: The lost fines and fees are not deleted from the patron’s account automatically.

EXERCISE FIVE – SEARCHING THE OPAC

9. We will use the live server to search through the OPAC and complete the exercises below.Open up an internet browser (example: Internet Explorer, etc.) and open the Evergreen OPAC (http://evergreen.lib.in.us/eg/opac/home). a. Does Adams Public Library System have the movie Heidi available? Y or N b. Search for the following barcode: 37521530033077 i. What format (book, audiobook, DVD) is this item?

ii. What library owns this item?

c. How many holds does the DVD The girl with the dragon tattoo directed by David Fincher have on it consortium-wide? i.

d. How many copies of Gone Girl on audiobook are owned within the consortium? i.

e. An elementary school student comes into the Hussey Mayfield Memorial Public Library and needs books on frogs. Search in the OPAC and create a short list of books for the student to use. i.

ii.

iii. f. There are many links to INSPIRE electronic resources in the catalog to make INSPIRE resources discover-able by patrons. E v e r g r e e n I n d i a n a C i r c u l a t i o n E x e r c i s e s P a g e | 5

i. Search for this e-Resource title: Medicine bags and dog tags. ii. Notice the link to the e-Resource.

EXERCISE SIX - HOLDS

10. Patron also asks staff to place an item on hold for them. a. In the patron’s account, go to "Holds.” b. Click "Place hold." i. Search for one of the titles from the item barcode sample sheet. ii. Place hold. 11. Patron wants to learn how to place a hold themselves in My Account. a. Staff opens an Internet Browser and goes to http://training.evergreen.lib.in.us b. Go to “My Account.” i. Teach patron how to update their password to make it more secure. ii. Search and place a hold. iii. Patron also wants to learn how to get a list of items they have checked out.

Homework  Review each of the following documents which can be found here http://www.in.gov/library/3382.htm: o Circulation Policy o Circulation Procedures o Circulation Matrix o Employee “Staff” Profile and Working Account Policy o Patron Confidentiality Policy  Write down questions and discuss with colleagues, supervisor and director. If the questions can’t be answered internally, contact the Evergreen Indiana Coordinator.  Practice by using the training server.

o Download the Evergreen software from the link at the Weekly Update blog > About page: http://blog.evergreen.lib.in.us/?page_id=89

o You may have to allow a security exception in order to use the training server. E v e r g r e e n I n d i a n a C i r c u l a t i o n E x e r c i s e s P a g e | 6

. To do this click on Add SSL Exception directly under the Hostname and choose Confirm Security Exception.

o After entering your username and password, you may have to register a workstation. Review pages 1-5 through 1-7 of the Circulation Manual to learn how to register a workstation:

o http://www.in.gov/library/files/Circulation_Manual_Chapter_1_Installing_Evergreen.pdf

Sample Barcodes

31951003243166 31951002286695 31951002126727 31951002836812

31951002850631 31951002402722 31951001094009 31951001449864

31951001662474 31951001662466 31951002905716 31951002905724

31951002905732 31951001684361 31951003178206 31951002711451

31951002711338 31951002127220 31951002105168 31951002127238

31951002095997 31951003070619 31951002096011 31951001996062

31951001996070 31951002020706 31951001941381 31951001950093

31951002920467 31951001996047 31951001996054 31951001844882

31951001817425 31951002106471 31951001803862 31951001804217

31951001897781 31951001844841 31951001795431 31951002181953

31951003388342 31951002538772 31951001802526 31951001801650

31951001902912 31951003298996 31951003271829 31951001822292

31951002296520 31951001897773 31951001931234 31951001902920

31951002538681 31951002393400 31951001662292 31951002296504

31951003340137 31951001679510 31951003027189 31951001685814

31951002088638 31951001672283 31951001909321 31951001711990

31951001766630 31951002088620 31951002088612 31951003009708 E v e r g r e e n I n d i a n a C i r c u l a t i o n E x e r c i s e s P a g e | 7

Evergreen Indiana Patron Matrix

User Expiration Max Items Out Fine Threshold Overdue Notes Date Threshold

Full access to consortium

Resident 2 years 100 $10.00 15

Resident- 2 years 100 $10.00 15 No rated R Limited Access audiovisual materials*

NonResident 1 year 100 $10.00 15

NonResident- 1 year 100 $10.00 15 No rated R Limited Access audiovisual materials*

PLAC 1 year 100 $10.00 15

PLAC-Limited 1 year 100 $10.00 15 No rated R Access audiovisual materials*

Temp 1 year 100 $10.00 15

Access to consortium limited to the EI library issuing the card

Reciprocal 1 year 100 $10.00 15 Borrower

Reciprocal 1 year 100 $10.00 15 No rated R Borrower- audiovisual Limited Access materials*

Student 1 year 100 $10.00 15

Student- 1 year 100 $10.00 15 No rated R Limited Access audiovisual E v e r g r e e n I n d i a n a C i r c u l a t i o n E x e r c i s e s P a g e | 8

materials*

Computer 1 year N/A N/A N/A Computer use Usage only; No check out

*Rated R audiovisual materials must be cataloged with a rated R circ modified in order for this policy to be enforced by Evergreen.

Basic Fine and Fee Structure

$0.25 per day per item for overdue items for all items with a one day grace period. Items returned after the grace period will include a $0.25 fine for the grace period day (i.e., an item returned 3 days after its due date will have a $0.75 fine).

A $10.00 cap per item for fee accruals.

A patron will be “blocked” by the system when a patron has 15 items overdue. It is 50 for Outreach patrons.

Borrowing limits

 DVD/Video limit 10 per card

 Art limit 6 per card

 100 total limit per card

Overdue Notices

Users will receive via email a three day pre-due date notice and a date due notice. Users will receive an email and print notice, 7, 14, 28 and 45 days after the due date. The 45 day notice will reference that additional charges may be added for library collection services as the item is considered lost after 45 days.

Replacement Card Fee: $2.00

Number of Holds in the System: May have up to 10 unfilled holds in the system.

Holds Matrix

Five Basic Uniform Hold Rules

 No holds by any user group on three circ modifiers: Reference, ILL, and Best Seller No-Hold

 All user groups, other than Computer Usage, may place holds on circ modifiers not listed in Rule 1 and there is no age protection between a library and its own branches.

 User groups of other Evergreen libraries may place holds on the following circ modifiers subject to a six month age protection on the following: bestseller, book, book new, kit magazine and E v e r g r e e n I n d i a n a C i r c u l a t i o n E x e r c i s e s P a g e | 9

music. This means that the materials of the owning library are holdable only by the users of the owning library and its branches for the first six months of ownership.

 Other Evergreen libraries may never place holds on the following circ modifiers (this means no hold may be placed by a non-owning library user group):

art audiobook

cd-music dvd new

dvd equipment

media realia

software talking book

video new video

 Maximum number of unfilled holds per user in the system is 10.

Other limits on when holds can be placed

Holdable Unholdable

Available Bindery

Checked-out Cataloging

In Process Damaged

In Transit Discard/Weed

On Holds Shelf ILL

On order Lost

Reshelving Missing

Reference

Temporarily Unavailable E v e r g r e e n I n d i a n a C i r c u l a t i o n E x e r c i s e s P a g e | 10 E v e r g r e e n I n d i a n a C i r c u l a t i o n E x e r c i s e s P a g e | 11

Circulation Matrix

Circ Modifier Check Default Renewal Option Option Holdable? Transitable out (normal) Count 1 (short) 2 (long) Y/N outside owning Limits Duration library system? (Other Y/N than 100) art 6 3 months 1 3 months 3 Y N months audiobook 21 days 1 7 days 14 days Y Y (includes playaway) bestseller 7 days 0 14 days 21 days Y N bestseller no hold 7 days 0 14 days 21 days N N book 21 days 1 21 days 21 days Y Y book new 14 days 1 7 days 21 days Y N cd-music 14 days 1 7 days 21 days Y N dvd new 10 7 days 0 3 days 14 days Y N dvd new r-rated 10 7 days 0 3 days 14 days Y N dvd 10 7 days 1 14 days 21 days Y N dvd r-rated 10 7 days 1 14 days 21 days Y N equipment 7 days 1 1 day 3 days Y N e-resource 28 days 1 14 days 21 days N/A N/A government 28 days 1 14 days 21 days Y Y document ILL N/A N/A 0 N/A N/A N/A N/A kit 21 days 1 7 days 14 days Y N media (filmstrip, 21 days 1 7 days 14 days Y N film, record, tapes, LPs, slides, microfilm, etc.) music (sheet) 21 days 1 7 days 14 days Y Y realia (toys, 21 days 1 7 days 14 days Y N puppets, models, cake pans, etc.) reference N/A 0 0 0 0 N N serial (formerly 7 days 1 14 days 21 days Y Y magazine, newspaper, newsletter, periodical) software 7 days 1 14 days 21 days Y N software gaming 1 7 days 1 14 days 21 days Y N software gaming 1 7 days 0 3 days 14 days Y N new special collection 7 days 1 3 days 14 days Y N talking book 30 days 1 30 days 30 days Y Y video new 10 7 days 0 3 days 14 days Y N video new r-rated 10 7 days 1 3 days 14 days Y N video 10 7 days 1 14 days 21 days Y N video r-rated 10 7 days 1 14 days 21 days Y N