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LibCal & Sentry Juno

Room Booking - LibCal

Study Room Booking Page

Booking a Study Room

Check availability on the Study Rooms Booking Grid page on the website

To check for bookings made on the Accessible Study rooms are on a separate page.

Show users how to find the page and how to book out available space:

Click on the start time, scroll down and select the end time.
You can demonstrate this on the self-help machine on the LSD.

Tell users that they will receive email confirmation of their booking.

Remind users to check-in using the QR code on the door OR the link in their email within the first 30 minutes of their booking otherwise the room becomes bookable by others.

NB The Hive study rooms are only accessible to Staff and PGR students.

The Accessible study rooms should be used by those who need it rather than for general bookings.

NB: Users can book rooms themselves using the Self-Help machine on the LSD.

Log into Libcal

https://sussex.libcal.com/admin/home

Use your usual Sussex username and password

Use the same username/password as LibChat. You may need to update your password on first login.

Check for existing bookings

You will need to log into LibCal using the username and password above.

Select 'Spaces' from the top menu
Select 'Booking Grid & Availability'
Change Category & Space to Group Study Rooms

This will show you the booking grid as seen on the website - if you hover over a booking it will show you the name and email of the user who made the booking.

Make a booking for a User

You can also make bookings for students using the 'availability grid'

Select the start and finish times
Ask the User to fill in their email address in order to receive confirmation and the 'check-in' code.

Cancel an existing booking

If a User needs to cancel a booking, follow the same steps as above.

Once you are in the booking grid, click on the relvant booking.
Select 'Cancel Booking' at the bottom of the screen.

Check-in for a User

If you need to check-in for a User who doesn't have access to a mobile phone or their emails you can do so on the Libcal booking portal.

You will need to log into LibCal using the username and password above.

Select 'Spaces' from the top menu
Select 'Booking Grid & Availability'
Change Category & Space to Group Study Rooms

Once you are in the booking grid:

click on the relvant booking.
Select 'Cancel Booking' at the bottom of the screen.

Check the status of a booking

You might need to check the status of a booking if there appears to be a clash or an issue with an existing booking.

You will need to log into LibCal using the username and password above.

Select 'Spaces' from the top menu
Select 'Booking Explorer'
Change Category & Space to Group Study Rooms

This will give you a list of all bookings made on the system including those that have been confirmed and cancelled. You will be able to filter the results to find what you are looking for.

Find the relevant booking and check the status:

Confirmed - User checked in.
Cancelled by System (Late Check In) - User failed to check-in to the space within 30 minutes.
Cancelled by User (Cancelled by Patron) - User cancellation

Log into Sentry

http://sha-libg-app-p1.lib.sussex.ac.uk:6580/

(works best in an incognito Chrome Browser)

Username: sha-libg-app-p1\juno_staff

Password: LINK (follow link)

Please remember to sign out when you have finished!

Juno Scratch Records

Juno should automatically pull information from ALMA when a card is scanned on the gates. If a User hasn't had to scan through the gates they may not have a Juno Record. If they need access to the Hive, Family Room or if access to the North Door is not working you will need to scratch the record.

Step One: Check ALMA

Bring up their ALMA account. You will need their barcode number, name, Username and expiry date to scrach a record in Juno

Step Two: Scatch the Record

Open Juno & open the Membership Enquiries box
Select 'Edit'
Add the Barcode number to 'Card No.' AND 'Member' boxes
Add Username to 'Secondary ID' Box
Add 'Name'
Match the Expiry date to the date on ALMA or their Library Card
Press the 'Tick' button to save.

Step Three: Test

Click the 'Query' button and scan the card - it should bring up the record you have just created.
Check Rights are set to 'Default' (for North Door access) or change the rights to allow access to the Family Room or the Hive.

Cancelling a Temporary Pass

A Sussex University user can use a maximum of 1 temporary pass a day. This will allow them access into the building and to the Hive/Family room should they have those rights activated but it will not be able to be used for borrowing.

They can use the day-pass machine to generate the pass by typing in their Sussex username and password.

If they have lost their temporary pass, or find their existing card it will need to be cancelled on the system:

Search for them on Sentry:

Select Search
Use 'Secondary ID' and type in their Sussex username
Select 'Cancel Temp Pass' at the bottom of the screen. This will allow them to generate a new temporary pass on the machine by the gates.

Updating Barcodes

If a users card is not scanning correctly then the barcode is not being recognised. This could be due to them using a new or replacement card. You must replace the existing barcode in Alma and on Juno to prevent the user's card becoming blocked. Please edit the existing barcodes on the systems rather than just adding a new one.

To update a barcode:

Step One: Alma

Find the Fulfilment > Manage Patron Services page on Alma

Enter their user ID 
- - - Click on their name to enter their account
      1. Click on their ID on the right hand side of the screen
        Select 'Open for Updates' at the top of the screen and select 'Yes' in the pop window.
        Open the Identifiers tab, find the barcode and click on the actions (…) and then edit.
        Add the new barcode and press save.

Step Two: Sentry Juno

You should now be able to scan the card on the gates and this will update the Sentry Record. But if that doesn't work:

Open the Sentry App (or webpage) and open the membership enquiries window.

Click Search and use the 'Secondary ID' box to search using their Sussex username.
- If multiple accounts appear delete the most recent.
  - Double click to select the account and then press 'Edit' in the new screen
    - Add their new barcode number to the Card No. and Member boxes
      - Click the little tick to save the changes.

Updating Barcodes - BSMS Students

If a BSMS user cannot access the library with their BSMS student card it will need to be updated on Sentry Juno.

The Barcode Number must begin with 63 followed by a space and then the visible number on their card.

You must replace the existing barcode in Alma and on Juno to prevent the user's card becoming blocked. Please edit the existing barcodes on the systems rather than just adding a new one.

To update a barcode:

Step One: Alma

Find the Fulfilment > Manage Patron Services page on Alma

Enter their user ID 
- - - Click on their name to enter their account
      1. Click on their ID on the right hand side of the screen
        Open the Identifiers tab, find the barcode and click on the actions (…) and then edit.
        Add the new barcode including [63space] and press save.

Step Two: Sentry Juno

You should now be able to scan the card on the gates and this will update the Sentry Record. But if that doesn't work:

Open the Sentry App (or webpage) and open the membership enquiries window.

Click Search and use the 'Secondary ID' box to search using their Sussex user ID.
- If multiple accounts appear delete the most recent.
  - Double click to select the account and then press 'Edit' in the new screen
    - Add their new barcode number to the Card No. and Member boxes including the 63[space] at the beginning of the number.
      - Click the little tick to save the changes.

Updating User Access - Sentry

Use this dashboard to change user rights without having to log into Juno: https://www.sussex.ac.uk/library/tools/change_access_group.php

A User may ask you to update their access within the building.

This is normally to gain access to the Hive (staff and PGR students only) or the Family Room.

For Hive Access Only:

Check the User's credentials on Alma:

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

Open Sentry
Make sure the 'zone' in the top right is set to Library
Scan the User's card (if you cannot find them you will need to create a scratch record in Juno).
Check the details & select 'Rights'

Select the 'Group Name' drop down menu
Find the appropriate selection from the list
(Main & Hive / Main Hive Family)

Summer School Hive Access

Some Undergraduates are offered an opportunity to take on research based projects during the summer. These act as tasters for taking on a research based postgraduate and are 'sold' to them as 'you will be treated like a postrgraduate researcher'. This includes access to the Hive.

There is no way to check on the university system to see if they have been enrolled on this programme other than potentially an email sent directly to the user.
Please grant Hive access based on trust. If they know about this it will be because they have enrolled on to a relevant project.

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