Horizon Check Out (CKO)

Transcription

1 Horizon Check Out (CKO) In Checkout, you will scan borrower s barcode (if barcode does not scan, make sure the cursor is flashing in the white bar) or search for borrower in F4. Make sure the borrower s name is at the top of screen. Press key All Items Out every time a new borrower is entered to see how many items the patron has out. Scan book (s). The books will appear on screen after scanning the barcodes on back of books. Blocks Students may have a block appear on their account. A block is a warning letting you know some action needs to be taken pertaining to the user. Examples of Blocks: overdue books and lost book needs payment Each school and grade level will deal with blocks differently. Please check with the policies at your school. There are two options with blocks: CKO and NO CKO (if you are allowing the student to still check out books, click CKO; if you are not allowing them to check out, click NO CKO and then the screen will be ready for another student. Renew There are two options available for renewing books in CKO. First, scanning the book will renew it once you click on the prompter that appears asking if you wish to renew the item. Second, once the student is entered, select the item he wishes to renew by clicking on it and then at the top click on CKO and Renew or Renew All if you wish to renew all the items they have checked out. 7/06 1

2 Adding a New Borrower Student The borrower database will be updated weekly. Be sure to search the system using the student s name before attempting to add a record. To add a student borrower, the following data must be entered: location (This is your 2-digit building code; use the codes button if you wish.) name district ID (this is the student ID number 9 digits) The borrower database update will key on this number; be sure to enter it accurately. btype (Generally, this is grade level; use the codes button to select the appropriate btype code.) Adult Most of your faculty and staff will already be in the borrower database. However, there are some exceptions. You will have to add the following kinds of borrowers: Special School District staff Some support staff (secretaries, CRSs, other TAs, for example) Volunteers Others (anyone else to whom you choose to lend materials) For these borrowers you must add the following data unless you get their PARKWAY number. location (This is your 2-digit building code; use the codes button if you wish.) name district ID (This must be 9 characters long.) o user-category + building-code + leading-zeroes as necessary + sequentialnumber-assigned-by-library-staff User-category codes are: S for Parkway staff not already in the system SSD for special school district staff V for volunteers O (alpha oh for Other types of borrowers) Building-code is the 2-digit Parkway school code Leading zeroes added here to make the barcode 9 characters long Sequential number (Keep a log of which numbers you ve used. You may want to start with the number 101.) btype (use the codes button if you wish) o staff (circulation period is generally 45 days) o res (circulation period is the same as for student borrowers) phone number and type of phone number click on codes to see the options so that you can contact this person any additional information that you think would be useful SUGGESTED STANDARDS FOR ADDING NEW BORROWER 7/06 2

3 Below are some suggestions to follow in order to keep some consistency in our barcodes in the Horizon library system. 1. Follow the instructions in the Horizon document Adding a New Borrower. When creating numbers, be consistent. First should be S or SSD or V or O, followed by your two digit school code, followed by one or several zeros, followed by the assigned number. These should all add up to 9 digits. For instance, a West High Special School District employee would look like SSD Please use all caps. If you have any questions, call the Library System Support Specialist, IF you are able to get a District ID for staff members, this is the best number to use. The ID is the 9 digit number directly above your name on your paycheck stub. Since we use 9 digits in Horizon, simply replace the first zero with an S, keeping the remaining numbers the same. The District ID number is also used in Workforce. It is the 4 digit number in parentheses after your name. Simply add an S and 4 zeros before the 4 digits. Using the District ID will insure that information in the borrower record will be regularly updated. At this point we are not able to update Support Staff, but this is definitely something we are working toward, so having the correct number will be beneficial in the long run. It is not necessary to add your school code when using a District ID number. 3. Please get some contact information for the borrower. It s best to get a home address and a phone number. You can also add notes in the borrower record. 4. The barcode needs to be added to the borrower record in TWO places. On the first page under *District ID, also on the last page in the Barcode field. 5. I m including instructions for deleting a borrower. There have been a few additions/changes. 7/06 3

4 EDIT A BORROWER RECORD (F6 at CKO) You will not usually need to edit a borrower record yourself. The record will be updated from CIMS on a regular basis. You edit a borrower record at the Checkout window. The option to edit a borrower record is on the Borrower menu. The F6 key is the shortcut assigned to editing an existing borrower record. Follow the steps below to edit an existing borrower record. 1. Open the Checkout window. 2. Identify a borrower. Click Borrower in the toolbar, then Find borrower in the dropdown menu, or use the F4 key. 3. If blocks are present, press CKO 4. Click on Edit under Borrower on the toolbar, or press F6 to edit the recor. 5. Edit the applicable fields on the record. Use the Page down and Page up buttons to access all fields on the record. 6. When you have completed your editing, press Save and then Close. The system will prompt you if you attempt to close the record without saving changes. 7. Horizon returns you to the Checkout window, with the newly edited borrower identified as the current borrower. 8. Check out items to the borrower, if applicable. If you do not want to check out items to this borrower, simply scan in the next borrower, or press F4 and search for the next borrower. DELETING A BORROWER Horizon has a trigger which will not allow borrower records to be deleted unless ALL current blocks are resolved AND ALL items are checked in. Once all blocks are resolved and all items checked in, a borrower record may be deleted. To delete: 1. Open CKO 2. Search for Borrower (F4) 3. Select Borrower> Edit Borrower from the menu bar (F6) 4. Select Borrower> Delete Borrower from the Menu bar (Edit Borrower window must be open for Delete to be an option) Please be careful when deleting borrowers. Do not delete borrowers with a legitimate DISTRICT ID or STUDENT ID number. If they are moving to another location, you can just change the location. If you are not sure, it s best to leave them alone. If you ve given them a unique barcode number for you school, feel free to delete them. 7/06 4

5 Fast Adds for New and/or Uncataloged Items 1. Enter a borrower. 2. Scan the (new) item barcode. The system will respond with the "Item Not Found / Fast Add" dialog box. 3. Click on "Find Bib" in the dialog box. 4. Attempt to locate a bib record for your item. Be careful! Try the ISBN on the title page for books. 5. Bib records have been added for many magazines. The cataloging department has used a consistent format when creating these magazine records. Each one is listed under the magazine title and the following word bracketed: [MAGAZINE] There are still several bogus magazine records in the catalog, so be careful that you do not add your magazine to one of these. For example: look for Sports Illustrated [MAGAZINE], not just Sports Illustrated. This process will keep our catalog neat and will make searching a lot more efficient. 6. If you find a bib record, press F10 (or click on "Send To" button) and add your item by scanning the barcode again. 7. Carefully fill in the available fields. Note that the collection code is hardcoded to FA for fast add, so that these records can be reviewed by cataloging later. 8. Select an itype (this controls the circulation rules). Click OK. 9. If you DON'T find a matching bib, you must add your item to a generic bib record. Generic bibs are: a) MAGAZINES b) AV EQUIPMENT and c) UNCATALOGED 10. If you have gone through steps 1-5, and you do not find a matching bib, you must do a title BROWSE on one of the GENERIC titles, a), b), or c). 11. Once you find the GENERIC bib record, press F10 (or click on "Send To" button). Be sure to add your copy to the GENERIC bib record. Do not go into the copy record and add to someone else s Fast Add record. 12. Click on "Edit: Fast Add." Click OK. 13. Scan the barcode again. 14. For MAGAZINES: In the call number field, enter the full title of the magazine FIRST, then the issue date or number (whichever you prefer). Remember, your item records will display in the catalog so try to be consistent in this field. For instance, for date, decide on a format; 9/2005 or Sept or 2005, Sept. The collection code is hard-coded to FA for Fast Add, so these records can be reviewed by cataloging later. Select an itype (this controls the circulation rules). Use [per] for periodical. Click OK. 7/06 5

6 15. For AV EQUIPMENT: In the call number field enter appropriate information, item, serial number, etc., whatever you want to search by. Try to be consistent. The collection code is hard-coded to FA for Fast Add, so that these records can be reviewed by cataloging later. Select an itype (this controls the circulation rules). Click OK 16. For UNCATALOGED (books and other items): enter the title, author, and ISBN. The call number field will hold only 50 characters, so abbreviate as necessary, but be sure to include the ISBN. The collection code is hardcoded to FA for fast add, so that these records can be reviewed by cataloging later. Select an itype (this controls the circulation rules). Click OK. Cataloging will be adding a bib record for each magazine title that is on our periodicals holdings list. Many of them are complete so you should first look for and try to add your item to the appropriate title. If you have already added some FA's, they will continue to work. Cataloging will eventually move them to the appropriate bib. Other records will be reviewed and updated as well. 7/06 6

7 Renewing an Item During Checkout In Circulation, you can renew one or more items at a time for a borrower. These conditions govern whether a borrower can renew an item and for how long: Renewal Limits. This limits the number of times a borrower can renew a library item. If a borrower attempts to renew an item more times than the limit allows, Horizon prompts you that the maximum has been reached. You can check the book back in and check it out again to the same borrower, or you can override the renewal limit. A borrower can also renew an item by phone. As with in person renewals, Circulation allows only a certain number of phone renewals to be made for a selected item. The number of phone renewals allowed may be different than the number of regular renewals. Renewal Due Date. Depending on the borrower s and the item s classifications, the renewal loan period may be shorter than the original checkout loan period. Your system administrator sets up these conditions as determined by library policy. To renew an item during checkout 1 In the Checkout window, identify the borrower. 2 Click All Items Out. Horizon displays a list of all items checked out to the borrower. 3 Do one of these options: To do this Do this Or this Renew one item 1 Scan the item barcode or enter it in the Item or Barcode field. 2 Click Yes when Horizon asks if you want to renew the item. Highlight the item you want to renew and choose CKO, Renew. Renew more than one item 1 Scan the item barcode or enter it in the Item or Barcode field. 2 Click Yes when Horizon asks if you want to renew the item. 3 Repeat steps 1 and 2 for each item that you want to renew. Highlight the items you want to renew and choose CKO, Renew. 7/06 7

8 To do this Do this Or this Renew all items 1 Scan the item barcode or enter it in the Item or Barcode field. 2 Click Yes when Horizon asks if you want to renew the item. 3 Repeat steps 1 and 2 for each item. Choose CKO, Renew All. OR Highlight all the items and choose CKO, Renew. Horizon displays a message asking if the items are present. Do one of these options: If the items are present, click Yes. Horizon renews the items and displays the new due date in the list box. If the items are not present, click No. Horizon counts the renewal as a phone renewal. Horizon displays only the renewed item in the current checkout display. If you print a receipt for the current session, the receipt lists only items checked out or renewed during the session. A message displays if the borrower has reached his or her limit for the selected item. You can override the renewal limit if you are authorized to do so. 7/06 8

9 EDIT ITEM INFORMATION IN CHECKOUT Once you have checked out items to a borrower, you can edit certain field on the item record at the Checkout window. Common workflow examples include: Changing a barcode on an item record Adding a Checkin note Changing the due date Note: Another very helpful use of the Edit Item window is that it displays a lot of item information and current circulation information like current and previous borrower. This is a quick way to see lending information about this item. Follow the steps below to edit an item in checkout: 1. Open the Checkout window. 2. Identify the borrower. 3. If blocks are present, press CKO. 4. Scan in the item barcode. 5. Press the Edit Item button to open the item record for edition. 6. Edit the appropriate field on the record. 7. Press Save to save changes. 8. Press Close to close edit window. NOTE: If there are any checkin notes they will appear on screen. 7/06 9

10 Changing Due Date for a Group of Items 1. Check out all the items the teacher wants. 2. Highlight everything you want to change the due date on. 3. At the button of the screen is a button edit item, click on it. 4. You will get a small screen asking, Do you want to do a batch edit?, Click on Yes. 5. In the new screen, put in the due date you want. 6. Save and close. 7/06 10

11 MARKING AN ITEM LOST OR CLAIMED RETURNED Following are the instructions for marking an item LOST or CLAIMS RETURNED: 1. Open CKO 2. Identify the borrower 3. If blocks are present, present CKO 4. Click ALL ITEMS OUT 5. Select the item you want to mark lost or claims returned 6. Check the price in the item record by clicking on the EDIT button* 7. Make changes as necessary 8. Save 9. From CKO menu, select the lost or claimed returned option 10. click OKAY * When charging patrons for a lost item, the Horizon system checks first for a price in the item record. If that is 0.00 then it uses the default price in the collection code. To charge a different price on a lost item, you must insert the desired price in the item record BEFORE changing the item s status to lost. MARK AN ITEM MISSING OR WITHDRAWN To mark an item missing or withdrawn: 1. Open Horizon 2. On the Navigation Bar double click on the Group Editor folder. 3. Double click on the Item Group Editor 4. When the Search screen comes up, search by barcode 5. When the item comes up, click Edit or double click on the item 6. Status button is at the bottom of the screen. Click on codes to see the options. 7. [m] is item missing. [wd ] is withdrawn 8. Click save When you mark an item MISSING Horizon severs the link between the Borrower and the Item. No information can be recovered from the Item Detail. So if you think you may need borrower information at some point, mark the item Trace or Lost. Withdrawn items are purged once a month. 7/06 11

12 Viewing Borrower Payment History There are times when you may need to go into a borrower s payment history to see how he or she has ben handling their association with the library. Likewise, there are times when a patron might want to know what has transpired for a given time period that affects his or her borrower record. Follow these steps to view a borrower s payment history: 1. Open the CKO window 2. Identify the borrower 3. Select Borrower> payment history. A window like this appears: 4. Enter a date into the Since date field and press OK. A Payment History List screen appears, giving a history of all payments since the date specified. On this screen you can use these buttons: Close: Close the payment history window. Display: change the display order and colmns displayed in the window. Since: Change the since date setting to redirect the history information that is displayed. Select Fee Code: Opt to look at history entries for just a given fee code instead of all fee codes. 5. Press Close. Horizon closes the Payment History window. 7/06 12