Alma & Processing

Find the Fulfilment > Manage Patron Services page on Alma 

• Scan the user’s card or enter their user ID  

  • Scan the item’s barcode  

    • Manually remove security on the tag pad machine

Find the Fulfilment > Returns page on Alma 

• Scan the item’s barcode  

  • • Reactive security using the tagpad machine

  • Place the item in the correct trolley at the book sorter  

Find the Fulfilment > Manage Patron Services page on Alma 

• Scan the user’s card or enter their user ID   

  • Select the item(s) to be renewed  

    • Select 'Renew Selected' (or 'Renew All') 

If a user asks for an extended loan for an item that has 24 hour, 7 day or not to be borrowed loan periods follow the instructions below. Check the table on this page for maximum loan lengths. 

Find the Fulfilment > Manage Patron Services page on Alma 

• Scan the user’s card or enter their user ID   

  • Scan the item(s) and override any blocks that appear

    • Manually alter the due date adhering to the maximum loan lengths as detailed below.

• Add a Pop Up Note to the user account: Bespoke loan agreed on item 1234567

• Inform the user that the item must be returned and will not renew automatically. If they need to renew the loan they can do this at the LSD.

NB They may receive email letters saying the item is due back ‘in the next hour’ – these can be ignored – please ask users to look to the due date on any letter.   

We have HDMI cables and Headphones available for students to use in the drawers at the back of the LSD. These are added to accounts and borrowable for 24 hours. They must be returned to the LSD and cleaned. 

Issuing Headphones & HDMI Cables: 

• Collect a cable/headphones from the drawer at the back of the LSD

  • • Find the Fulfilment > Manage Patron Services page on Alma 

• Scan the user’s card or enter their user ID  

  • Scan the item’s barcode  

Returning Headphones & HDMI Cables at the LSD: 

• Find the Fulfilment > Returns page on Alma 

• Scan the item’s barcode  

  • • Replace in the drawer 

Please clean headphones using a wipe before returning to the drawer

Returning Headphones & HDMI Cables out of hours: 

Should a user need to return a cable oustside of staffed hours they can leave them with security at reception and Library staff will discharge them in the morning. 

• Find the Fulfilment > Returns page on Alma 

• Scan the item’s barcode  

  • • Remove any fines / overdue notice on the item

      • Replace in the drawer (Clean headphones before returning to the drawer)

Users have access to small lockers next to the main entrance to store belongings. Keys can be collected and returned at the LSD. 

Locker keys are borrowable for 24 hours.

Each key is assigned a barcode recorded on a directory sheet in the LSD Cupboard. The barcode needs to be entered/scanned into Alma.

Find the Fulfilment > Manage Patron Services page on Alma 

• Scan the user’s card or enter their user ID  

  • Scan the item’s barcode directly from the sheet. 

Each key must be returned to the LSD and returned on Alma 

Find the Fulfilment > Returns page on Alma 

• Scan the item’s barcode  directly from the sheet. 

  • 1. • Place back in key box in the LSD cupboard

Make sure the machine is on the 'Library Portal' with the SUPA PV Goodstuff app showing. Place the items on the scanner underneath the screen. 

• Select 'Activate' to add security

• Select 'Deactive' to remove security  

This has to be done at the LSD and all staff can override the issue of 7-day DVD loans to external members. 

You will need to set the due date manually and let the user know that these items do not renew automatically and must be returned on time. 

• Issue the DVD as usual

  • Override the “Loan blocked” pop up  

    • Manually change the due date  (7 days from today - can be 14 days at your discretion). 

      • Explain that the item will not auto renew and must be returned on time  

If you are unsure, refer to librarian / senior manager in Collections.  

If there is no RFiD tag in the book, or it appears ‘empty’ on the Snork Maiden or Book Sorter it will need to be converted or replaced. 

New RFiD tags can be found in the drawers at the LSD.

• Stick the new tag inside the back cover of the book, close to the spine. 

• Follow the 'Converting a Tag' instructions to programme the new tag.

• Using the LSD Tag pad machine (Snork Maiden) in Library Mode, click on:

•  ‘Convert tags’ in the ‘Select Function’ box. This will bring up the tag converter window.

If the ‘Select Function’ box is not present you will need to ensure Goodstuff2 is running.

• Scan the book’s barcode using the Snork Maiden scanner.

• Place the book on the tray (it will come up as ‘Empty Tag’ or with the old barcode no.)

• Press ‘Enter’ on the Snork Maiden Keyboard

The Item ID should now match the barcode - the tag has been successfully converted.

If an item comes up as 'Item not Found' when trying to scan the barcode it means the barcode is out of date. 

• Search for the item on Alma - change the search parameter to 'All Titles' and type in the name of the item. 

  • • • • If there are multiple copies available try any of the others

          • • If there continues to be a problem, or there is only one copy find the specific item using the identifiers and copy the barcode. 

              1. • Paste the barcode into Fulfilment > Manage Patron Services page on Alma

When the book is returned it will go into the exceptions bin and be picked up by the collections team who will replace the barcode

If a user has a temporary pass they will not be able to check books out using the self-service machines. It will return the error message 'User Not Found'

Find the Fulfilment > Manage Patron Services page on Alma 

• Enter their user ID  (first part of Sussex email)

  • Scan the item’s barcode  

    • Manually remove security on the tag pad  

Encourage the user to download the Sussex CampusM App which has a digital version of their Librarcy card allowing them to access the building and use the self-service machines.

If a user is not found after you have tried their user name and ID number you will need to scratch a record. Follow this LINK for instructions. 

A user may report that they cannot find a book on the shelf.   

• Find the item in the library catalogue to check the shelf-mark and the availability of the book   

  • Walk the user to the shelf to conduct a brief search together  

    • If the book cannot be found it may be missing. 

Conduct a more thorough search:   

• Check the loan history on Alma - more details can be found in the item next to this. 

  • Click on the actions (…) and then items.   

    • Click on the barcode for each instance of the book and select history  

If the book has been in use recently and has been returned search the book sorter / trolleys. If it remains missing it could be in the process of being reshelved – ask the user to try again later in the day/next day.   

Consider whether the item is likely to be in use within the library (popular text book or the last available copy).

If the book remains missing then it needs to be reported as ‘suspected missing’   

• Find the item in Alma and click the actions (…) button to bring up the ‘work order’ menu.  

  • Select ‘Suspected Missing’ from the process type drop down list.   

    • • • 1. • Uncheck the 'Do not pick from shelf' option if it is needed for the user

               1. • Leave a note explaining the situation and include borrower information so they can be contacted should the item be found.    

        • If there are other copies on loan place a request for these items for the user.  

Find the barcode of the item you are searching for. This can be found on the catalogue.

• Use the top search bar to find the item - select 'Physical Items' and 'Barcode' as you search parameters and copy and paste the barcode from the catalogue. 

  • • Select Edit Item on the right hand side and then select the 'History' tab. 

      • • • Select the filter 'Fulfilment activities' to bring up all the loans, returns and in-house uses of this particular item. 

If you do not know the barcode of the book you are looking for you can search in Alma for all copies: 

• Use the top seach bar to find the item - select 'All Titles' and type in the name of the book. 

• • Click on the actions (…) button on the correct title and then 'items' from the drop down menu.   

    • Click on the barcode for each instance of the book and select the 'History' tab  

If a user says they have lost an item then please use the ‘claimed return’ action but add notes to say it has been lost.  

Do not use the ‘Lost’ option in the list.   

Explain to the user that the overdues team will be in touch and they may be invoiced for the lost item.

We cannot accept replacement copies directly from the user.

Damaged items will need to be reported directly to the overdues team in the back ground floor office  

If a damaged item is returned to the desk:  

• Do not discharge it on Alma  

  • Place the item in the reports tray at the LSD or take directly to overdues. Put a note on a paper green form kept on the LSD and slip it inside the cover.  Make sure you have the user’s name and borrower number as well as information about the item and how it was damaged.   

Explain to the user that the overdues team will be in touch and they may be invoiced for the damaged item. 

We cannot accept replacement copies directly from the user. 

 To add a note onto a Library account:

Find the Fulfilment > Manage Patron Services page on Alma 

• Scan the user’s card or enter their user ID 

  • • • Click on their name or ID number on the side of the screen 

        • • Select 'Notes' from the top menu

            1. • Select 'Add Note' and add type (Library) 

                 • Select 'Pop up' option

                 • Write your note and save

A user may require more books than their current limit allows. 

Limits begin at 35 but can be increased to 50 or 100.  

Staff can overide this limit each time a user takes a book. 

• Search for the User on Alma using the search bar at the top 

  • Click on the 'User group*' drop down menu and select the correct group e.g. Undergraduate (50) / Staff (100) 

    • Press 'Save' in the top right hand corner of the screen. 

Please see the Membership and Student Support page for more details.

A User may ask to have their access within the building updated to gain access to the Hive (staff and PGR students only) or the Family Room. 

Check the User's credentials on Alma (For Hive Access Only):

• Scan the User's card or look them up in the system

  • Select Update User / User Details

    • Check the 'Job Description' entry. If the course code ends with an 'r' or they have a staff job title then you can update their access to the Hive on Sentry

On Sentry: 

• Scan the User's card

  • Check the Credentials

    • Select 'Rights'

      • Select the 'Group Name' drop down menu

        • Find the appropriate selection from the list

          • Check the 'Permitted Entry/Exit Points' 

Currently associate members are restricted to borrowing 5 loan items only. 

If an associate member of staff requests additional items and has a 'Staff' ID card we can change their User Group access to 'Staff' in Alma. This will give them access to 35 items at a time. 

All University Members and external members with borrowing rights have a Library Account accessible through the library website: https://www.sussex.ac.uk/library/account/ 

External users will need to either use their personal email address OR their User number (primary identifier) and password to access their accounts.

If their account does not work, or does not exist then this can be created / edited on Alma.

Find the Fulfilment > Manage Patron Services page on Alma 

• Scan the user’s card or enter their user ID 

  • • Select their User number from the right hand side of the screen

      • Navigate to 'Contact Information' and make sure their email is up-to-date

        • Navigate to 'General Information' and reset the password as '[Surnamelibrary]' 

Ask the user to try to access their library account again.

To add a charge onto a Library account:

Find the Fulfilment > Manage Patron Services page on Alma 

• Scan the user’s card or enter their user ID 

  • • Click on ‘Active Balance’ on the right hand side of the screen 

      • Select 'Add Fine or Fee'

        • Select the right 'Fee type' from the drop down menu 

        • Enter the amount

        • Press Add and Close 

Lost Property is brought to and kept at the LSD or in the safe at the Reception desk. 

If the item is identifiable (ID card, named etc) then every effort should be made to contact the user via their Sussex Email address. 

Items should be kept safely in the lost property box at the LSD or personal/identifiable/expensive items should be left in the safe at Reception (key in LSD Cupboard).

Lost Property is transferred to Bramber House once a week. The Security office is accessible through the North entrance (closest to the Student Centre).

Freepost

If a user is still in the UK and has one or two items to send they can make use of our Freepost service: 

'Freepost University of Sussex Library' 

NB: Post codes should not be included on any Freepost returns, as these will not make their way back to us. 

NB: Freepost mail can go directly into a postbox or over the counter in a post office - there is no need to pay for postage.

Other Methods

If you is outside of the UK or has a lot of books to return they will need to use our full address and pay for postage:

University of Sussex Library 

Falmer Hill, Falmer, 

Brighton BN1 9QL