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Incoming Summit

updated 2010-01-22

Retrieve bags from ILL office

    Find the gray Summit bags from the ILL office and bring them to the Summit processing area.  Also take the brown ILL bags with Boley Law Library written in the Attn: field on the label and put them on the top shelf of the Law cart. Leave the rest of the brown ILL bags and the mail bins on the table in the ILL office.

 

Unload bags and sort items

    1. Unload gray bags & sort items into two piles: RECEIVED (items for our hold shelves) and RETURNED (L&C items coming back to us).
    2. Remove the courier labels from each bag and file accordingly.  Sort the bags into the boxes below the table

 

Log in to NRE staff interface

    • Barcode: OLPstaff
    • Password: (ask staff if the password is not automatically entered)

 

Process RECEIVED items

    For each RECEIVED item (one coming from other schools to our patrons):

    • Update the request to RECEIVED in NRE:
      1. Click Batch Update at the top of the screen
      2. Select Received in the Action drop-down menu
      3. Scan the item barcode; it will be entered in the Shipped Item Barcode field AND the Circulating Item Barcode field. 
      4. Press ENTER or click on SUBMIT
      5. The screen will refresh so you can process the next item. If it did not work, you will see an error message
While you process all the received items in NRE, records are created for each item and then a hold is placed on those items for the requesting patrons.
    • Check in using Millennium
      • As you check each item in, write the patron name (last, first) and the current date on the Summit label as it appears on the screen. Recycle the paging slips if the item is going to the Watzek hold shelves.
      • If the item is to be picked up at the Law Library or the Grad School, you'll see a prompt at this point to set the item in transit.  Keep these separated from the materials held here at Watzek and, for these items, leave the Summit slip in the book!
    • Place everything in the proper spot
      • Watzek: hold shelves
      • Grad School (Rogers): shelf above the scanning computer
      • Boley: top shelf of the Law Cart


Process RETURNED items

    For each RETURNED item (our materials coming back from other libraries)

    1. Update request to "CHECKED IN" in NRE.
        1. Click Batch Update at the top of the screen
        2. Select Checked In in the Action drop-down menu
        3. Scan the item barcode
        4. The screen will refresh so you can process the next item.  If it did not work, you will see an error message
    2. Check in using Millennium
      • If the item belongs at Boley, stop here and put it on the top shelf of the Law Cart
    3. Remove the Summit label/strap
    4. If the item is a book, sensitize it
    5. Sort accordingly

 

Let the patrons know that their books are here

    1. Select Notices in Millennium .
    2. Highlight ‘Hold Pickup Notices.’
    3. Select Prepare (in the upper-right corner).
    4. Make sure WatCirc Laser is selected and click Print.
    5. Select Send Notices and then click OK in the confirmation box.
    6. When asked if you’d like to clear all email notices, select Yes and close out of Notices mode.


Essential details:

  • Check for all parts, especially DVDs and CDs, before processing.  If we update a request to Checked In and then notice that pieces are missing, we can’t track down the culprit.

  • Please pay close attention to the pick-up location when checking in the items using Millennium (they're also listed on the paging slips). If we deliver materials to the wrong location, we end up with some very upset patrons.

  • If an item is headed to Rogers Hall or Boley, make sure to leave the paging slip in the book. This ensures that the Grad Delivery person will know where it belongs.

  • If an item is headed to our hold shelves, please recycle the paging slip after writing the vital information on the Summit label.

  • Speaking of vital information, don't forget to write the date at the bottom of the Summit label

  • Write legibly! Everyone has to be able to decipher your work, not just you. Print, please.

  • Peel Summit labels off of returned items very carefully.  Make sure not to peel off any call-number or due-date labels.  Also make sure you get the whole Summit label off the piece.

  • Point out anything unusual. If you see an error message, or don't see the message you should be seeing, refer it to a supervisor.

  • File the courier labels.  Don’t leave them in the bags or leave them in a pile for someone else to file.

  • Media boxes also need to be sorted onto the shelves in the back. An important part of this step is to recycle or toss out packaging other than the white CD/tape/DVD boxes supplied by Summit. ALL other boxes should be flattened and recycled. No envelopes or any sort of bubble wrap should be kept back there either.

  • Don't forget to send the notices.
Page maintained by Rick Peterson rjp@lclark.edu.