Circulation



Borrowers


Borrowers (students and staff) are downloaded nightly from Campus into TLC. If there are any mistakes or problems with a borrower record in TLC, changes should be made in Campus; the changes will appear in TLC the next day. Contact your enrollment secretary about making changes in Campus.


Student photos

Student photos are loaded by Jeffcat into TLC. Normally, the photo vendor will provide Jeffco's IT department with digital copies of the student photos. IT makes them available to Jeffcat. We then load them into TLC, usually once or twice a week during the fall semester.

It can take the photo vendors a number of weeks to get the photos to IT. If you have had your pictures taken and are still not seeing them in TLC after a month or more, or if you notice any incorrect photos, please contact the help desk. We will try to track down the photos and correct any problems.

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Duplicate borrower records

When duplicate records get created for a student in Campus, those records flow into TLC. The folks who manage Campus resolve these duplicates and let Jeffcat know which record should be retained as the 'official' one. When we get these notifications, we delete the duplicate records from TLC. If the student's current photo is attached to the duplicate record, we will move it to the official record.

If the duplicate record has books checked out on it or fines attached to it, we cannot delete it. In that case, we enter a comment on the borrower record like the one in this image:

OR Jeffcat will email you to ask you to "move" the checked out items to the correct record so that the duplicate can be deleted.

When you see one of these comments, please go to the official record to do any check outs. Please DO NOT delete these comments. Once the duplicate record is cleared of check outs and fines, Jeffcat will delete it.

If a student's official record has something incorrect on it, please talk to your enrollment secretary about making the correction in Jeffco Connect, which feeds into Campus. back to top

Creating new parent/community or room/department borrowers

If parents or community members wish to borrow books from the library, you can create borrower records for them. You can also create room or department borrower records, which can be useful if you have items that normally stay in a classroom or department. Instructions are the same for both types of borrowers, with the exception of the recommended practice for assigning borrower ID numbers.

  1. In Borrower Services, search for a borrower (it doesn’t matter who – I usually use myself).
  2. If your search results in a Borrower Search screen, click on the New Borrower button at the bottom right of that screen.
  3. If your search results in an individual borrower record, click on the Borrower Info Tab, then click on the New Borrower button at the bottom right of the screen.
  4. A blank Borrower Info form will display, as shown in the example below.
  5. Complete at least the required fields (marked by an asterisk). We suggest using the following pattern for parent/community and room/department/grade level borrowers:
    • Name: Input the person’s first and last name; for room borrowers, use the word you want to search on in the Last name field (e.g., use Room for last name if you want to search Room to bring up your room/dept. borrowers).
    • Home: Select your school.
    • Type: Select “Parents/Community” or "Room or Department" as appropriate
    • ID for Parents: Begin all Parent or community borrower IDs with a capital P. This will distinguish parent/community borrowers from other types of borrowers and help prevent duplicate ID numbers. Follow the P with the borrower’s 10-digit phone number. If you have a second borrower with the same phone number, add a 2 to the end of the number; for a third, add a 3, and so on.
    • ID for Rooms and departments: Begin all Room/Dept/Grade level borrower IDs with a capital R. Follow the R with your 4-digit school location code. Follow the location code with a unique number and/or letter sequence.
    • Expiration Date: When you click in the Exp. Date field, a pop-up calendar will open. Select the date you want the borrower record to expire. (If you don’t get the calendar pop-up, you can type in the date in the format mm/dd/yyyy). You can’t have an open-ended expiration date, but you can set it many years ahead.
  6. Click Save at the bottom of the screen.

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Check out history

Loan history for books can be accessed in a number of ways:

  • Library staff can access a borrower's checkout history through LS2 Circ. Search for the borrower, click on Borrower Info, and go to the Loan History tab.
  • Staff can also generate a report for a borrower's history, and reports of the borrowers who have checked out a particular book. 
  • Students and their parents can access their checkout history through the My Account feature of LS2 PAC.

The loan history feature was turned on in January 2010, so you won't see any loans from prior to that date.

Reports
There are several different reports that can help you to find the check out history for items and/or borrowers. Here are three that you may find useful.
  •           Single Borrower Check Out History (Public Folders > Borrowers > Lists) gives you a list of what a borrower has checked out. You will need their borrower ID (student or staff ID number) to run this report
  • Single Item Circulation History (in Public Folders > Items - Titles > Activity - Counts) gives you a list of all the borrowers who have checked out a particular item. You will need the item barcode to run this report.

Student/Parent access

Students and parents can access their loan history from the My Account feature in LS2 PAC. See the Public Access Catalog (PAC) page for instructions on logging into and using My Account.

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Fines


As of the 2016-17 school year, the district no longer will charge fines for overdue items. Borrowers can be charged a replacement cost for lost items.

For End Of Year procedures and more precise details of Lost items and fines, see End Of Year Procedures.


Handling fines - End of Year


Procedure - Lost and overdue items:
  • Mark overdue books lost after global due date (May 11 for grades K-11, May 4 for grade 12)
  • Run report “Borrowers with Lost Item Links by Location(s) and Lost Date, charges owed” (in Public Folders > Jeffco > Overdues & Fines). Tip: KEEP this report so when and if a student returns a lost item, you can alert the financial secretary so she can remove the fine from the student's record.
  • Give a copy of the report to your Financial Secretary by May 30 to add the fines to the students' records
  • Clear these fines from the library system. Mark lost book fines PAID,whether they have been paid yet or not, so that if the book is returned, the system will alert you that the student has been charged for the book.

IMPORTANT!
  • Lost book fines of any amount can be given to your financial secretary.
  • Any fines not cleared from a student's library record by June 4 will be cleared over the summer and will not be reported to your financial secretary.

You may allow students to work off their fines, pay their fines in canned goods or products to be donated to charity, or hold a fine amnesty day.

Handling return of lost books:
If a student returns a book after you have submitted the fine to the Financial Secretary, you will need to alert your Financial Secretary that the fine should be removed or refunded. Here is one option for managing this process:
  • When a student returns a book, mark on the list of outstanding fines that the book was returned. When school ends (or periodically toward the end of the year), give this list to your financial secretary to remove the fines from the students' records.

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Offline Circulation


In the event that the Internet is not working, you can continue to check out materials using Offline Circulation, a program installed on your Circulation computer.

  1. From your computer's Start button, go to All Programs > Library.Solution > Circulation Utilities > LS Offline Circulation.
  2. Set up the Offline Circulation window as follows:
    • Branch #: your 4-digit school location code. Look it up here if you don't know it.
    • User: username of person doing the checking out
    • Station Prefix: leave on ST1
    • Transaction: set to Check Out (Offline Circ should only be used to check out books; set aside check-ins for when the network comes back up)
    • For Checkout Transactions: use Promised Due Date if you want to assign a due date other than the default.
    • Borrower ID: this is where you scan or type in the student ID #
    • Item ID: this is where you scan the item barcode number.
  3. To check out a book, scan or type the borrower ID into the Borrower ID field, then scan the book barcode into the Item ID field. The checked-out item will show up in the grid.

Syncing transactions

When the internet is back up again, you can upload, or sync, your check outs.
  1. First you'll need to make sure your upload settings are correct. In Offline Circ, go to File > Settings.
  2. In the Settings box, enter (or confirm) your settings as follows:
    • Server IP: 10.2.152.77 (exactly as typed, with periods but no spaces between the groups of numbers)
    • Server Port: 1521
    • Instance: L1D4
    • Branch Number: your 4-digit school location code, which you used in the Branch # of the offline circ set up.
    • Station Prefix: ST1
    • Do not check Use Alternate IDs or Print out Check Out Slips
  3. Click OK
  4. When your settings are correct, you are ready to sync your transactions. In Offline Circ, go to Utilities > Sync Transactions
  5. You will need to login. The Username is circ, password is silver
  6. The program will upload the offline circ transactions with the live database. If all transactions went through with no problems, you will see a "Synchronization Complete" message. If there were problems with the transactions, you will see a message saying "one or more errors occurred during synchronization. Please check the sync.err file for details."
  7. Click Exit when finished.

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Troubleshooting Sync Transactions

Problem: When logging into sync transactions, you get a message saying "Error: Cannot connect to database. Io exception: The Network Adapter could not establish the connection."

Solution: There is probably a mistake in the Server IP address. In Offline Circ, go back to File > Settings and check the Server IP. It should read 10.2.152.77



Problem: You closed the Offline Circ window before syncing transactions, and now that you have opened it again, you do not see any transactions in the grid to sync.

Solution: This is actually normal behavior for Offline Circ. The program retains all transactions in a file on the computer, but it isn't able to show you transactions from a previous session. If there are un-synced transactions in Offline Circ, you will get a message asking whether you want to Append or Overwrite new transactions when you open the program again. Choose Append to save the existing transactions.



Problem: You get a message saying there were errors with some of the transactions.

Solution: Follow the instructions below for accessing the sync.err file that will tell you what the errors were.


Sync.err file

If you had any errors during the synchronization, you can see what they were by viewing the sync.err file. Follow these steps to access this file:

  1. Open Notepad on the computer that you used to do the offline circulations
  2. In Notepad, click File > Open
  3. Select My Computer from the left side or the drop-down menu at the top
    • Tip: You will be navigating to C:\Program Files\The Library Corporation\Library.Solution\Circ - the following steps outline how to do that.
  4. Double-click the Local Disk (C:) 
  5. Double-click the Program Files folder
  6. Double-click the The Library Corporation folder
  7. Double-click Library.Solution
  8. Double-click Circ
  9. In the File Name box at the bottom, type sync.err and click Open.

This is a cumulative file of all Offline Circ sync errors on that computer, so you may see more than one date. Scroll to the bottom of the file to see the most recent date. You will see a listing of the errors that occurred during the sync transactions process.


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Requests


The Requests button on borrower records is used to place items on hold for a borrower. You can also view current requests, cancel requests, and change the priority of a request.

To access Requests, bring up the borrower’s record and click on the Requests button, or hit F6. The Requests button has two sub-tabs: Place Requests and Current Requests. The Place Requests sub-tab will display by default. Click the Current Requests sub-tab to see what the borrower currently has on request. If the borrower has an Arrived Request, a note will appear in the upper right box (indicated by red arrow in image at left). The number of Arrived and Pending Requests also appears in the borrower info box at the top of the borrower’s record. 

A couple notes:
--The system is set up to allow requests to be placed only on books from your collection. Because we don't have a robust inter-school courier system, we have not implemented 'interlibrary loan' through the requests system. 
--It is possible to place requests on 'available' (checked in) books through the Circ system. When a request is placed on an available book, the book is automatically put into "In Transit" status.
--Students cannot place requests on available items through the PAC. They will get a message telling them the book is available in the library and to contact a staff member to help them.

To place a request

  1. Open the requesting borrower's record, and click on the Requests button.
  2. On the Place Requests sub-tab, search for the title by typing a search term in the Title Search box and clicking Search. You can search by author, ISBN, or other criteria by clicking on the Smart menu and changing the search type before clicking Search.
  3. A Title Search window with the search results will open. Double-click on the title you want to request. The window will close and the title will appear below the search box.
  4. Select the request type you want. The options are discussed below.
    • First Available: The system default. Pulls the first copy available at your location. If copies are currently available, will pull one at random, put it "In Transit", and add a message to the Messages page in Staff Services indicating which one it has put on request.
    • Location Specific: Shows your location at the top of a list of all Jeffco locations, indicating number of copies owned and number on shelf. You can only request items from your location. If you request an item that is on the shelf, the system will automatically put it "In Transit" and give you a notice to pull the item for a request. The system will not add a message to the Messages page.
    • Item Specific: Shows you the specific items at your location with the barcode numbers. Useful for multi-volume sets where the borrower wants a specific volume. Treats available items as for Location Specific.
    • Multiple Copies: Use only with titles that you own more than one copy of. Functions as First Available for multiple copies.
  5. The pickup location will default to your location. The system will give you an error if you change it.
  6. You can change the priority for the request if you want. Students' default priority is 5 (the lowest); default priority for staff is 4.
  7. The default expiration date is one year from the request date. You can change the date by clicking on the date box and selecting a new date from the calendar.
  8. Click on Place Request. You will hear a ding and a yellow bar indicating the request has been placed will appear below the sub-tabs. The request will now show up on the Current Requests tab.

To process a request

When a requested book is returned and checked in, the system will generate a notification message like this:
If the borrower has an e-mail address in their record, the system will automatically send them a message telling them their request is available. You can print the Check In message by clicking on the Print button. Otherwise, click OK to return to the check in screen. On the check in list you'll see a red triangle in the Action column for this item. Clicking on this red triangle will re-display this notification message.

The book should be set aside for the borrower. The title will now be listed on the Requests shelf page under Staff Services. When the book is checked out to the requesting borrower, it will be removed from the Requests Shelf list.

If you check out the requested item to a different borrower, you will get an "Are You Sure?" message notifying you that the item is on request for another borrower. You can either cancel the check out or continue with it. If you continue with the check out, the book will be checked out to the current borrower, but the request will remain on the other borrower's record. When the book is returned, you will again be notified that the book is on request.

To cancel a request

You can cancel requests from the borrower’s record or the Requests Shelf page.

From Borrower’s Record
You can cancel Pending, In Transit, and Arrived requests from the borrower’s record.
  1. Bring up the borrower’s record and click on the Requests button, then on Current Requests.
  2. Select the request you want to cancel, and click Cancel Request at the bottom of the screen.
  3. You will be asked for an override password. Type in your library’s override password and click OK. Contact Jeffco if you do not know the override password for your location.
  4. The message you receive when canceling the request will depend on the status of the request.
    • Arrived requests will instruct you to put the book back on the shelf
    • In Transit requests will need to be checked in to clear the In Transit status.

From Requests Shelf page
You can only cancel Arrived requests from the Requests Shelf page.
  1. In Staff Services, click on the Requests Shelf button.
  2. Select the request you want to cancel by clicking on the title. NOTE that if you click on the underlined Item ID or Borrower name, the system will take you to that respective page.
  3. Click Cancel Request at the bottom of the page. Type in your override password into the override box and click OK.

What happens when...

I place a First Available request on an available item (one that is checked in and on the shelf)?

You'll see a message telling you that the item is available in your library:

You can click Cancel to abort the request at this point, or click OK to continue placing the request. If you click OK, the system will:

1. Place the request
2. Put the item "In Transit"
3. Add a message to the Messages page in Staff Services that says "Please Transfer This Item". See Working with Messages (below) for instructions on what to do next.






I place a Location Specific request on an available item?
  1. The system will automatically place the request without warning you in advance.
  2. You'll see a Request Message telling you that the item should be retrieved to fill a request:
  3. The item will automatically be set to "In Transit".
  4. *No message will be added to the Messages list.* You will need to run a report to see the items that should be retrieved for these requests.
  5. On the reports tab, go to Public Folders > JeffCo > Holds/Requests.
  6. Click on Shortcut to Holds by Type.
  7. Select your school, the type of hold you want (usually Active). The hold status should be T (T=In Transit; AR=Arrived; PE=Pending). Select Request Date for date type, and then the earliest and latest request dates you want. Click Finish.
  8. The report will show you the In Transit holds for your location. This can include In Transit items that are on your Messages list.
  9. You can print out this list to retrieve the items. Once retrieved, check them in to process the requests.

Working with Messages

The Messages option under Staff Services displays a list of current items waiting for transfers, to fulfill requests, or to be re-shelved.  You can open Messages by clicking the Envelope symbol message-icon-32_2.jpg or the message count displayed next to the envelope at the top of the LS2 Staff interface, or clicking the Messages option under Staff Services.

There are two different message screens you can view: General Messages or Cancelled Requests. Cancelled Requests will display the Borrower Name who cancelled the request from LS2 PAC, along with the Destination of the item; Circulation (back to the stacks), RequestsShelf (for a different borrower) or transfer to another Location.  Select the appropriate option for what you want to view.  When using the Cancelled Requests view, the Collapse Groups/Group by Collection buttons are disabled. 

How to Remove Messages by Scanning/Typing Item ID

  1. Click Staff Services, and then Messages to open the list of Item IDs, or click the Envelope symbol or Count number in the header at the top of the screen.  Select General Messages or Cancelled Requests to view the associated Item IDs.   

  2. Scan the barcode of the item to automatically remove the item, or type the Item ID in the Select Item to Fill Message box, and then click Select.

  3. A yellow message banner displays at the top of the screen advising, Message filled for Item [Item ID].  The associated Item ID is removed from the table.  If the Item ID is not on the list, a pop-up message advises, This item is not on the Messages list.
     
    Note: The system will review both General Messages and Cancelled Requests for the item entered in the Select Item to Fill Message box.  You do not have to specifically be on one screen or the other to remove an Item ID.
     

How to Manually Remove Messages

  1. To manually remove individual items, highlight the row containing the Item ID you want to remove, and then click the minus sign ls2_circ_new_minus_sign_eh.jpg on the far right.

  2.  An Are You Sure? pop-up displays, You are about to delete the message. Click OK.

  3. A yellow message banner displays at the top of the screen advising, Message(s) deleted successfully.  The message is removed from the list.
     

How to Export Messages

  1. The Export All button at the bottom of the screen will export all of the items in the table to a spreadsheet.  The information is exported in the displayed column order.  Click Export All to download the table.

  2. Depending on the browser in use, you will be provided choices to Open and/or Save the .csv file.  Select the desired option.

How to Print Messages

  1. The Print All button at the bottom of the screen will print all of the items in the table.  If you want to print an alphabetical list, click Title in the column heading to sort alphabetically.  Remember, sorting ignores the articles The, An, and A.

  2. After clicking Print All, a pop-up displays a preview of the Item IDs and related information.  A separate Print dialog displays.  Proceed accordingly.

  3. The Destination, Collection, Call Number, Title, Author and Item ID will print.  If the Borrower ID matches the current logged in location, the Borrower Name, Borrower ID, and Phone number will also print.
     

How to Mark an Item Missing

  1. Highlight the row containing the Item ID you want to mark as missing. The Mark Missing button at the bottom of the screen is enabled. 

  2. Click the Mark Missing button.

  3. If the Item ID is not part of an existing request, the Item ID will be removed from the list and marked as missing.

How to Group By Collection
  1. To make locating items on your shelves easier, group the Collection column.  Click the Group by Collection button found at the top right of the screen.  This can only be done if you are on the General Messages screen.  The number of items in each Collection is shown in parentheses next to the Collection.  Click the Collapse Groups or Expand Groups buttons to toggle between the two views.

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Override passwords


Each school has an override password for their circulation system. If you need to find out your override password or change it, please contact Jeffcat. These passwords are maintained in a central place that is only accessible to Jeffcat staff. 

NOTE: There are a few cases in which you are asked for an "Authorized Borrower ID." In these cases, the system is asking for your staff ID number (with the A at the beginning, e.g., A123456). You'll see this when you refund a credit and when you pay for a charge with a credit. 


Handling Lost Items


This section outlines the processes involved in handling lost books, whether or not checked out to a student.

Marking a book lost that is checked out to a student

  1. Bring up the student's record in Borrower Services
  2. On the Check Out screen, select the item that was lost by clicking in the box to the left of the title.
  3. Click on the Mark Selected drop-down arrow, and choose Lost:
  4. You will get a message window that asks you to determine the fine for the item. You can retain the default amount or input a different price. You can also add a comment, which will appear with the fine on the Charges screen of the student’s record:
  5. Once you click OK, the item will move from the Check Out screen to the Charges screen, on the Unpaid Charges tab.
  • If you leave the Amount box empty, no charge will be added to the Charges screen.
  • If you do not want to charge the student for the lost book, you can either leave the Amount box blank, or choose Claims Returned or Claims Never Out instead of Lost (neither Claims Returned nor Claims Never Out charge fines, though they do mark the book lost)
  • Books marked Lost will appear on your Check In list
  • If the book is overdue when you mark it lost, an overdue fine will automatically be added as well - see below

Marking a book lost or missing that is NOT checked out

Use this process to mark a book lost (or missing - see below for more info) if it's not checked out but you can't find it.

  1. Go to the Check In screen in Borrower Services
  2. Click the Special Status button. If you have multiple items to mark lost, also click the Leave On check box.

  3. Enter the barcode of the item. You can type it in, or copy and paste it from the item record in Staff Services.
  4. You'll get a Select Special Status message window, as in the image below. The options will include Missing: Staff Action, Lost: Staff Action, and Damaged. Once you select the status and click OK, the item will appear in the check out list below.

What's the difference between Missing and Lost?

In general, Missing is used for 'soft' losses - the "we think it's around here but just can't find it right now" kind. When you run the Inventory process, the system marks books it can't find as Missing.

Lost is used for 'hard' losses - "we know it's gone and most likely it's not coming back". The system uses Lost for items that are lost by borrowers.

"Staff Action" indicates that a staff person manually marked the item missing or lost through the process described above.


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Marking a book damaged at check-in

When a book is returned and has been damaged, you have the option to mark it damaged at the point of check in. This is especially helpful when, 1) the book can be repaired, and/or 2) you will continue circulating it, and/or 3) you wish to charge the student for the damage.

  1. On the check in screen and before checking in the book, click the Special Status radio button. If you have more than one damaged book to check in, click the Leave On box to keep Special Status selected after the first check in.
  2. Check in the book
  3. A Select Special Status box will open. Select Damaged (or another optionfrom the drop-down menu at the top.
  4. Fill in whichever options you choose, depending on the situation:
    • Charge Amount: The default is the cost of the book (the price listed in the item record, or the default cost for the type of material). You can change this amount to whatever you want, including 0 (zero) if you do not wish to charge the student for the damage.
    • Charge Comment: This comment will appear in the borrower's record on the Charges screen, next to the amount charged.
    • Edit Item Condition: The information in this field will appear in the item record of the book, in Staff Services. Use it to indicate the condition of the book. This allows you to add information to the item record without having to go to Staff Services and pull up the record.
    • Send to Repair Location: Check this box if you wish to temporarily move the item to the Repair location. Your repair location code is your 4-digit location code plus BIND; e.g., Adams' repair location code is 0250BIND. Moving a book to Repair Location will automatically give it the status of Being Repaired.
  5. When you are finished, click OK.
  6. If you checked Send to Repair Location, you will get a Check In message saying the book should be moved to the repair location for repair.
  7. Click OK to finish. The checked-in item will show a red warning triangle in the Action column. You can click on this triangle to view the check-in message again.


Results of marking a book damaged

Depending on the options you filled in when you checked in the damaged book, you will see different results, explained below.

  • If you charged the borrower for the damage, the charge will appear on the borrower's record on their Charges screen. Any comment you added will appear in the Comment column. In the Type column you will see a "D" for damaged.

  • If you entered a statement in the Edit Item Condition field, that information will appear in the Item Details section of the item record in Staff Services. The condition information is automatically set to display when the book is checked in or out. You can make any additional edits to the Condition field by clicking the edit item icon.
  • If you selected Send to Repair Location, the status of the item will automatically be set to "Being Repaired." The status "Being Repaired" will also show for users looking at the Public Catalog. Once the item has been repaired, simply check it in to re-set the status to Available.

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Self Service Check Out


The self service check out mode allows you to set up a workstation for students and staff to check out their own materials. You don't need to install any extra software on the workstation; it just needs a browser where you can login to the LS2 Circ/Staff system. The Self Service Mode is access through LS2 Staff, from a teacher librarian or circ aide login.

Click here for instructions for using the Self Service Mode.