Polaris & Circulation FAQs

FAQS ON POLARIS

- How do I check in an ILL?

Press F2 to bring up the Check In function. Manually enter in the barcode number located on the top of the cover sheet on the item. A window will pop up saying that the item is an “Interlibrary Loan” – click ok. Return the item to the ILL office in Circulation.

- What do I do if an item checks in as Lost?

If a pop-up asks for further instructions, please waive the bill and processing fees. Do not choose refund.

- How do I print a long form receipt of checked in items for a patron?

In the Check In window highlight the items that the patron checked in. Then click on the print icon in the top right menu bar. Choose “Check out Receipt” from the options and make sure it prints to the receipt printer.

- How do I change the sort location of an item that was sorted incorrectly?

After the item has been checked in highlight the item in the Check In window and then go to the screwdriver & hammer icon (it says "Manage Item" when you hover over it) in the top menu bar. Click on the box for the collection area you want to change (a drop down menu will appear and you can click on the correct collection area). Then click OK. A window will pop up saying that the status of the item has been updated. Now you may run it back through the sorter and it should drop into the correct bin.

- How do I check out an ILL?

Once you have the patron’s account open in Polaris and in the Check Out function manually enter in the ILL’s barcode number (located on the top of the cover sheet). You will need to manually reset the due date for the item since it is different than the City Library’s loan period so right click on the item and choose Reset Due Date - a calendar will pop up. Choose the date that is marked in RED on the ILL sheet on the front cover of the book. Do this for each ILL item because sometimes each item will have a different due date even though they are being checked out by the same patron.

- What do I do if someone turns in a Missing/Lost Item?

You'll need to manually check the item in. Missing items will just check in and be marked as available when checked in. After manually checking items in they can then be scanned through the sorter.

- What do I do if a patron says they can't use the Self Check?

Open up their account and look in their "Patron Status" and check for any notes they may have or remove blocks. Also make sure to ​check the expiration and notification dates on their REGISTRATION window.

If a patron is on a Contract where can I find their transaction history?

Open up their account by scanning their card. In the “Links” menu option choose “Patron Status”. Then from there choose the icon with the dollar sign to bring up the patrons fines and fees. Click on the “Transaction Summary” icon on the right end of the small icon menu bar just above the fees list. That will give you the payment and transaction history (fines paid, waived, etc.).

- What can I use to verify a patron's address and update in Polaris?

Official mail such as a utility bill

Lease agreement

A print out of a billing statement is also fine

Digital verifications such as online bank accounts or lease agreements are acceptable

Once address has been verified change the membership type from Basic to Expanded and make sure to remove the verify address block.

- What if I find out that a patron I already entered into a new account has an account in Polaris?

Avoid making a duplicate account! Verify all the information you have on the previous account to make sure it is the same patron and update that information on their previous account. Do not save/create a new account for them. If you do create a duplicate account the accounts will need to be merged - send all relevant information (Name, DOB, card numbers for both accounts, Current address, etc.) to Amy so that she may merge.

- Why can't I "fix" the shelf location of this book?

If the item is from another branch than what you originally logged in with you'll need to log out of Polaris and then log back in this time choosing the correct branch. After you are done "fixing" item (setting it to WITHDRAWN, DAMAGED, IN-REPAIR, etc.) make sure you log out and log back in as your as your current location.

- Why won't this item check in?

Make sure you have the 3M workstation program turned on. NOTE: if the 3M tagging program is on then the workstation will not open up properly since the two programs are incompatible (you can only have one of the 3M programs open - either the tagging program or the workstation so you can scan items).

- Why won't this item scan in at the inducting machine?

It may be Lost, Missing, or improperly tagged - and must be checked in manually.

- What do I do if a patron says the disc didn't play?

Make sure to check it in for them and if there is another copy of the item offer to place a hold for the patron or direct them to the AV department or correct shelf. Then once you've assisted the patron highlight the checked in item and go to the "Manage Items" icon (looks like a screwdriver and hammer) and check the "Circulation Status" box and choose "In-Repair" in the drop down menu. Then you can put a note on the case saying that the disc needs to be polished and take it to AV or drop it in the "Discs to be Buffed" box in the Circulation office area (by the breakroom).