PCCLD Circulation Policies and Sirsi

1. Circulation Boot Camp
October 2017 by Kayci Barnett

2. Robots are great…
when things go smoothly.

3. We need people to solve
problems.

4. OPAC-Online Public Access Catalog

5. Integrated Library System - ILS
Company is called SirsiDynix, and the program we use is called Workflows
Log in to Workflows
S10CIRC
PIN 082015

6. Circulation Topics

7. Circ Policies
Circulation Training Modules
• Available on the Portal
• Become familiar with
– what is in each module
– How to find things in a PDF
• open document, use CTRL F, type in
search term
• Table of Contents is clickable

8. Module 1 Introduction to Circ
Circ Policies

9. Library Code of Ethics -
A public library may not disclose patron records or information about
library use unless:
- needed for library operations;
- the user consents;
- required through subpoena or
court order;
- a custodial parent/guardian has
access to a minor’s library card
or authorization number.
Disclosure by a library official, employee
or volunteer commits a class 2 petty offense,
with up to $300 fine if convicted.

10. Only disclose account information if…
• They have the library card or
the number
• They have a picture ID that
matches the account
• They have a picture ID that
matches the parent name in
the c/o (care of field) in
Workflows.

11. Questions
1. What does ILS stand for?
2. What is the name of the ILS program we
use?
3. What does a customer need in order for
us to tell them details about their
account like titles and fines?
4. What should you do if a police officer
comes in and asks for account
information?

12. Module 4 User Registration
Circ Policies

13. Requirements for a Card
• A Picture ID
– Driver’s License (Current or Expired. Expired driver’s
licenses may not be used as proof of address.)
– State issued ID Card (may be a state other than
Colorado)
– Employer ID
– Military ID
– School ID
– Passport
– Permanent Resident Card
– Alien Registration Card

14. Requirements for a Card
• Proof of Address
– Current Driver’s License
– Anything like bills or paperwork with their
name and address printed on it
– Mail postmarked within the last 30 days
– Printed Personal Checks
– Letter from shelter for group home on letterhead
– Items that can be self-generated, such as business
cards, are not acceptable for address verification.
– Proof of PO Box is acceptable. If customer has a PO
Box, please record physical address in Address Field
2, though proof is not required.

15. • Go to Modify User
• Click on person w/ magnifying glass icon
Check Workflows for a
previous account

16. • Change search to Keyword
• In Index field open drop down menu and
change to Birth Date
• Type in eight digit DOB Month/Day/Year
Check Workflows for a
previous account

17. Previous Account
• In Modify User
– Address Tab
update customer address and phone number

18. Scan New Card into User ID field

19. Registering for a new card online
Everything with an * must be filled in.

20. Temporary ID
Type in the temp ID # into modify user, and
Account will pop up, or search by name or DOB.

21. Change the Profile type
When you change the status and save
It will automatically update the privilege.
Scan in a library card

22. Profile Type Resident Adult/Minor
• Resident- Reside or own property in Pueblo
County.
• RESADULT -Customers 18 years of age and
older
• RESMINOR - Customers 17 and younger.

23. Profile Type Nonresident Adult/Minor
Nonresident - Customers who live outside
Pueblo County, but within Colorado. They
cannot access downloadable content (ebooks)
and certain licensed databases, and are not
eligible for Interlibrary Loan services.
NONRESADLT – Over 18
RESMNR– Under 17

24. Minors Only
• Ask the adult with them
if they are the parent or
guardian, and will take
responsibility for the
acct.
• Check their parent’s acct,
if over $10 in fines do not
issue a new acct.
• Put the parent’s name in
the c/o field above the
address.

25. Profile Type Unverified
• proof of address was not provided at the time
of registration
• there are issues with the account and staff
have changed the account status.
• Allows the customer to check out two items at
a time and access to some library services may
be limited. The privilege expires 30 days from
the registrations date.

26. Profile Type D60 or D70
• ConnectEd is a program that gives students a
library card based on their Student ID #
• http://www.pueblolibrary.org/connected
• Access to e-content
• 5 – Book type items, and 1 AV type item

27. Profile Type Homebound
• Extended loan periods are available to
customers who are physically unable to visit
the library regularly. All Homebound library
accounts are created and monitored by the
Homebound coordinator Kathy Kearny (RRA).
Refer to the Library’s website
http://www.pueblolibrary.org/node/706 for
the application and more information.

28. Profile Type Group (for Organization
cards/accounts)
An Organization card is issued to an institution,
company, center, establishment or association
that is either profit or non-profit, and has
more than 5 employees, members, partners,
or associates. Local clubs or social groups are
not eligible for this card. All Organization
library accounts are created and monitored by
the Customer Relations Manager, Andrew
Bregar.

29. Profile Type Staff
• Issued to PCCLD employees, board members,
and retired employees.
• Not charged fines on overdue material, but
are responsible for lost items and damage to
library materials.
• They have *** in the
Title field

30. Extended Info
• In the created_by field put your initials/branch
• In the notify_via field change to phone or
email

31. Welcome to the Library
•Hand them a
welcome brochure
•have them sign the
card
•ask if you can help
them find anything.

32. Questions
1. What profile type do you give to customers who did not
bring proof of address?
2. The child doesn’t need to be present to get a library
card? T/F
3. How many print books can a ConnectEd card get?
4. How many digits is the Pin #?

33. Module 2 Checking Out Material
Circ Policies

34. Loan Rules
Material Type Loan Period Limit
Hold
Limit
Renewable Overdue Fees Grace
All Items Unlimited 50 6 $.10/day max $3 3 day
Books 3 Wks/21 days 100 50 6 $.10/day max $3 3 day
Audio Books, Magazines
(except current issues) Playaway
Audio, puppets
3 Wks/21 days 50/ea 50 6 No fines or damage fees
for children’s picture
books (JE) and Board
Books (BB) if returned.
3 day
Quick View DVDs 3 days 5 n/a, no
holds
No 3 day
DVDs 1 Wk/ 7 days 20 50 6 $.10/day max $3 3 day
Media: CDs, VideoGames,
Playaway Views
1 Wk/ 7 days 15/ea 50 6 $.10/day max $3 3 day
Wi-Fi Hotspots 1 Wk/ 7 days 1 1 No $5/day max $50 3 day
Community Passes 1 Wk/ 7 days 1 1 No Depends on Pass 3 day

35. Renewing Items
• Only if it doesn’t have holds
• 6 courtesy renewals
• Must have ID or Library card
– You can make an exception when they don’t have
their library card or photo ID, but you may not tell
the tittles that were renewed or provide a receipt.
You may only tell them item type and due dates.
i.e. “The DVDs that were renewed are due in 7
days.”

36. Renewing in Workflows
In Display User Checkout Tab, Right Click the item or items, click renew as seen
(don’t use renew as unseen, won’t allow any overrides).

37. Renewing in Workflows
If don’t have their card, but have the item
Click Renew Item
Scan the Item

38. Checking Out in Workflows
• ILLs or can’t use Check Out Station

39. Checking Out in Sirsi
Search by name
Scan in card
Scan in item

40. Modify Due Date for ILL
• Right click on due date, or click diamond for
calendar view.

41. • See module 2 for other status errors
– Unverified – 2 checkouts – mismatch, contact
problem
– Delinquent – Owes more than $10 in fines
– Collections – Owes more than $25 in lost materials –
MUST PAY DOWN TO $0!
– Barred – Probably behavior issues that resulted in
suspension, check notes
– User Not Found – probably got a replacement card,
check DOB, and issue replacement.
– Lost Card – customer reported a stolen card, must
have picture ID to get replacement
Limited Checkout – check profile
status

42. Add and Delete notes
Add Notes
• Click Modify User.
• Search for customer by name or user ID.
• Select Extended Information tab.
• Place cursor in the existing note field.
• User Before/After helper. The most current note should always be on top, so most often, you will
use the Before helper arrow.
• Click on the down arrow in the new field and select NOTE.
• Enter the note and click Modify User.
Delete Notes
• Follow steps1-3 above.
• Place cursor in note field to be deleted, or highlight note.
• Click Delete Row.
Add below
Add above
Delete

43. • When you try to check it out, it will say there
is a hold on the item.
– If just says Item has holds or In-Transit it’s okay to
override (type “o”), and
checkout to
customer at
desk, b/c no
one was
notified.
Holds

44. • If says Item has available hold only check out
to that customer, they’ve already been
notified hold is available.
Holds

45. • Other common Hold issues – A
customer has cards for
multiple family members.
Placed a hold on one account,
but that account has reached
it’s limit.
– Check item out on the account
they want, but make sure to
remove the hold from the other
account.
Remove Holds

46. • Item not found in catalog?
– Scan the barcode into the Item Search field of Sirsi
– If gives the following error message, add the item
back into Sirsi and check out to customer
Add Brief Title

47. Questions
1. What does Delinquent mean?
2. What is the code to override?
3. What type of hold is okay to override?
A. Item has holds
B. Item has available holds
C. One that you’d like to see
4. At what fine amount can people with the Collections
status check out?

48. Module 3 Checking In Materials
-Workflows uses the word Discharging for check in.
Circ Policies

49. AMH - Automatic Material Handling
• Most items get discharged through the AMH
except for:
– ILL
– No longer in system, discarded, or other issues
– Customer reports problem

50. Discharging Book drop
• The only way to backdate items is to use this
task
Click for calendar

51. Discharging
• Check the Route/Transit to for the status of
the returned item.
– Discard – weed the item
– Cataloging, Techsvcs, or No/error in the Record –
send to TS

52. Interlibrary Loan
1. Write on the label “Returned”
2. Send to Circ at Rawlings
3. If at Rawlings, place the item on the ILL shelf in
the Circulation work area.
– When items are not picked up, send them to Circ
with “Not Picked Up” written on the label.

53. Questions
1. Which option will allow you to backdate?
A. discharging
B. discharging bookdrop
2. What does ILL stand for?
3. Where do items go that say Youth in the Route/Transit
to column?

54. Module 6 Handling Items
Circ Policies

55. Looking for a specific item
1. Click Item Search and Display
2. Type the Keyword into the Search For: field

56. Looking for a specific item
3. Look through the results, and double click the
one the customer wants

57. Placing a Hold
4. In Left column, choose place hold, and last
customer, and last item show up in box
5. Ask them for their preferred pick-up location

58. In-Transit Delivery between branches
• If people want that day they may want to go
to branch where it is at.
• Call that branch to make sure item is there
before sending customer (catalog isn’t always
right!)
• If customer can wait tell them they will be
notified
• If checked-in transit items will typically be
there 1-2 business days.

59. Checking out to Special Accounts
• If the item isn’t staying on the previous user
account, but is not ready to go on the shelves:
– 1Discard – for weeded items, or over 50
checkouts
– 1Techsvcs – for items with cataloging errors
– 1repair – for items that are being repaired

60. Damaged, Incomplete, or Unknown
• Forms for Item Repair available in the
Documents section of the Portal

61. Return on Investment
• We Discard items with more than 50 checkouts rather then
spend time and energy on an item that has gotten a lot of
use, and probably isn’t in good condition.

62. The DVD didn’t work!
Sometimes a customer will include a note with a
CD, DVD, or video game indicating that it did
not work. If you receive a disc that does not
work:
1. Complete the Repair slip
2. Check the item out to 1REPAIR
3. Send to Rawlings

63. Problems with Checking In/Discharging
Problem items are materials
that are returned or found
missing pieces or damaged.
These slips have specific
directions to guide you
through the process.
Complete the form section for
the appropriate
circumstance.

64. Missing Mismatch
• Over 50 – checkout to 1Discard
• Under 50 – Change customer to Unverified, put note on
account, and renew item. Place item on mismatch shelve
alphabetically, and await return.

65. Missing Mismatch
When customer returns: do an item search to see if
it is still on account or discarded. If still on there
account retrieve from problem item shelf, delete
note, and check in item.

66. Damaged
• JE picture books and board
books are not charged
• If major damage caused by
customer, and under 50
checkouts
– Bill them for item, right click item,
and choose Mark Item Lost, and
yes to billing user.

67. User Has too many charges
• They’ve reached the limit for the item type
– Usually this only happens with 20 DVD limit
– Go through items, renew items they left at home
– Sometimes they insist the item was returned, and
we call this Claims Return

68. Claims Return
1)Ask them to double check at home.
2)Ask which branch they think they turned it into
3)If your location, and time allows, look on the shelf
4)If found, using Discharging Bookdrop to check in before due date.
5)If couldn’t find, or if they returned to another location fill out this form available from
Links on the portal http://portal.pueblolibrary.org/claimsreturn
6)Access their account
a. Check the account “Alerts” :
-if more than 10 refer to supervisor
-if less than 10 – you can take item off their account

69. Claims Return
To take the item off of their account after the
search, and they have less the 10 claims
return.
1. In Display User, right click the item, and
choose “claims return”
2. After clicking claims return click the
diamond to choose the claim return date
(choose a date before due date).
3. Right Click item and choose “Missing” to
remove it from their account

70. Questions
1. It’s okay to send a customer to another branch to pick up an item if it says
available in the catalog? T/F
2. At how many checkouts do we go ahead and discard an item because we
feel we’ve had a good return on investment?
3. What do we change a customer’s profile to when we are trying to get
them to return a missing disc?
4. How many claims return is a customer allowed, and where do you find
how many they’ve had?

71. Module 5 Customer Bills
Circ Policies

72. Fines & Fees –
• Fines and Fees can be a
sore spot for customers, but
being empathetic can help ease
their pain.
Thank them for supporting
the library by paying their fines.
• The following slides explain how customers get
fines, and what to do if they don’t want to pay
them.

73. Overdue Fees
• We do not charge late fees for JE picture
books and board books!
• All other items are only 10 cents per day.
(Previously $1 per day on DVDs)
• Tablets & WiFi are $5 per day

74. Lost or Damaged Items
• If a customer looses an item they must pay
the price of the item listed in Workflows, plus
a $5 processing fee.
– Right click item &
choose Display Item
to see price.

75. Replacement Item
• Customer can provide a BRAND NEW copy of
the exact same thing.
– Always follow the Replacement Item instructions
on page 11 in Module 6 when a replacement item
is brought in by a customer

76. Paying Bills
• Should be done in Checkout Station, but if
paying with check must be done in Sirsi
• Choose paying bills in Common Tasks
Put full amount in here and will remove fines from top to bottom
Choose type in drop down menu
Type in amt here to pay
Specific fine.

77. Forgive or Cancel
• Two Categories for Waiving Fines:
– Forgive – means we are removing the fines even
though it was the customer’s fault. Examples:
roads were icy, funeral, family emergency
– Cancel – we are removing the fines because it was
staff or computer error. Examples: didn’t renew,
backdate, didn’t check out.

78. Staff can forgive or cancel up to $5
• Show empathy for their point of view. “I hear that you believe this
fine is not your fault, let me look at your account to see what I can
do”
• Review the history of paid fines and notes, so you can have a better
understanding of what is going on with the account. If there is a
history of fine waiving then refer to a Manager. “It seems we have
previously waived fines, if you want this fine waived you will need to
speak to my manager. I can check out 2 items to you, but you will
need to contact them before your next checkout.” (make sure to
notate acct that you allowed 2 checkouts)
• Staff can forgive or cancel a maximum of $5. Explain to them a way
to avoid this in future, and remove charges. Example “2/14/14
customer couldn’t return items because of ice on the road. Forgave
$5, and explained phone or online renewal system. Kbarnett/ra”

79. Manager can forgive or cancel
any amount over $5
• If they want more than $5 removed refer to
manager by having them fill out
customer resolution form, and give form to your
Manager.

80. How to remove charges
Choose Paying
Bills in Sirsi
Type in card #
Type in amount, and then select forgive
or cancel in drop down menu. Don’t
use if amount will go into a collection
fee. If so, then use the individual
payment options below.

81. Questions
1. How much can staff forgive or cancel?
2. It’s okay to not leave a note about waiving a
fine?
3. What is the overdue charge on all of our items
except devices and picture books?
4. What is the name of the form to use if a
customer would like more than $5 waived
from their account?

82. Congratulations, you’ve earned your
Circulation Badge!