Evergreen Indiana Basic Circulation Class

Professional Development Office

Intro to Evergreen Indiana

• Project launched in December 2007– Goal is Resource Sharing• Hardware, software, patron and MARC records

• Executive Committee elected August 2008– Consortium parameters set

• Lending periods and limits• Fines and fees• One library card

• First library went live: August 2008

Evergreen Indiana at 100

• 100 libraries across the state of Indiana.• Peabody Public Library #100

• Current service population: 962,000• 3 million bibliographic records• 8.3 million items• Hundreds of thousands of items transit each year• Opportunity to use Unique Management, Inc. and

OverDrive• Additional InfoExpress day subsidized by ISL

Logins

• All libraries are assigned three generic logins on go live day: circ1, cat2 and localadmin

• Principle of least privilege.• Participants in this class will use a generic

circ1 login.– Training server

• Generic vs. individual staff logins

Code of Ethics

• Membership agreement and Code of Ethics• What you do affects all patrons in consortium• Learning policies and procedures for customer

service

Basic Definitions• Owning library: Library that owns the item in question• Circulation library: Library from which an item has

been checked out• Patron: An individual who has an Evergreen Indiana

patron account• Home library: Library associated with a patron’s

account• In good standing: Fines and fees are not above the

consortium maximum of $10.00

General policies

• Fine structure• Where you can pay• Grace day/backdating• Holds

Navigation

• Control + T to create tab• Control + W to close tabe• Quick keys

Issuing a library card• Valid ID includes a current address.– Valid Indiana Driver’s license– Valid Indiana State ID– Current Government issued photo ID

• Proof of residency.– Valid voter registration card– Current government issued ID (military, passport)– Bank statement issued w/in last 60 days– Utility bill issued w/in last 60 days– Property tax receipt

Patron Registration• Recommended: Paper

registrations• Upper and lowercase• Required fields• Barcode and OPAC/Staff

Client User name• Password/PIN• Birth date• Primary ID• Juvenile• Email address• Phone numbers

Patron registration

• Home library• Main profile

(permission group)• Internet Access Level• Active• Barred• Alert message

Patron registration• User Settings– Hold notification settings

• Address

Statistical Categories

• Patron stat cats• PLAC Home Library• Saving• Cloning

Searching for a patron

• Why might you need to search for a patron?– Legacy patrons at your library– Patron moves from one EI district to another– Patron confidentiality policy

• Choice of fields to search– Search by barcode (F1)– Search by patrons (F4)

Searching for a patron

• Begin live demo• Include inactive patrons?• Limit results to patrons

in Evergreen Indiana• Fill in at least Last, First

and Middle Name• Filter by Permission

Profile (if necessary)• Enter

• Column picker > Save columns

• Click on a patron and a summary appears on the left side

• Retrieve patron or Search form (to go back to the search form)

Searching for a patron

• Alert message• Color-coding of patron

Checkout

• Begin live demo• Column picker• Receipts• Due date• Pre-cataloged items• Non-cataloged items

Items out• Items Out box• Lost, Claimed returned, Long overdue, Has

unpaid billings box• Click on an item to highlight and then go to

Actions for selected items

Holds

• Start live demo.• Placing holds– Staff holds– Patron holds

• Show canceled holds

Bills

• Creating a bill– Begin live demo– Current bills summary at the top– Column picker > List Actions > Save Columns– Bill patron– History– Apply payment– Actions for selected transactions– Receipt

Edit

• Change patron information• Change barcode• Reset PIN• Clone the patron’s information

Other

• Messages• Stat Cat• Groups

Check in

• Setting up check in screen• Take your time and watch the screen!• Open Item stats screen at same time• Effective date– Backdating– Amnesty mode

• Auto print hold slips

Check in – Actions for selected items

• Show last few circulations• Retrieve last patron who circulated the item• Mark item damaged

OPAC

• Searching• Search results– More details– Facets

• My Account• My Lists

Holds

• Actions for selected holds• View holds• Number of holds on a record• Browse hold shelf• Pull list for hold requests• Capturing holds• Cancelling holds• Retargeting holds

Hold notification options

• Patrons can choose how they will be notified– Phone– Email– SMS/text message

• Tips for helping patrons when they report an issue with receiving their hold notification– Phone– Email– SMS/text message

Offline Transaction Management

• Used during upgrades or locally when needed• In offline mode:– DO checkout– DON’T checkin

• No database connection therefore:– No live patron data about checkouts, fines and

fees, blocked or not

Offline Mode• Click on Standalone Mode

Offline Mode• Click on Check Out• Make sure the date on the left end of the menu bar

is correct.• Scan patron library card.• Check that due date is correct for the item.• Scan in item barcode and hit ENTER after each item

barcode is entered.

Offline Mode• Select Print receipt? so a receipt will print.• Click Save These Transactions? VERY

IMPORTANT!• Click the Exit button when finished for the day.• Tips– Group like items together so you need to change the

due date only a few times.– You may choose to print a receipt for both the patron

and the library. Click Last Receipt to print the last patron receipt for the library’s records.

– Before using offline mode, check the offline mode receipt in the Receipt Template Editor to make sure desired information appears.

Creating a Backup File• At the end of each day,

you must Export the Transactions to create a backup file.

• Evergreen will tell you it’s a good idea to let the system delete any other copies of the data. DO NOT let the computer do this. Select No!

Resources• Slide 6: Membership agreement and Code of Ethics (

http://www.in.gov/library/files/Membership_packet.pdf)• Slide 7: Circulation Policy, Page 1• Slide 8: Circulation Policy, Checkout, Loss of Privileges, Fines/Fees, Pages 4-5• Slide 9: Staff Training Documents website (http://www.in.gov/library/3380.htm)• Slide 10: Circulation Policy, How to issue an Evergreen Indiana Library card, pages 2-3. Circulation

Procedures, How to issue an Evergreen Indiana Library card, pages 2-6.• Slide 11: Patron Registration (Circulation Policy, How to issue an Evergreen Indiana Library card,

pages 2-3. Circulation Procedures, pages 2-6. Circulation Manual, Chapter 2, Registering a patron).• Slide 12: Patron Registration (Circulation Policy, How to issue an Evergreen Indiana Library card,

pages 2-3. Circulation Procedures, pages 2-6. Circulation Manual, Chapter 2, Registering a patron).• Slide 13: Patron Registration (Circulation Policy, How to issue an Evergreen Indiana Library card,

pages 2-3. Circulation Procedures, pages 2-6. Circulation Manual, Chapter 2, Registering a patron).• Slide 14: Statistical Categories and Save (Circulation Policy, How to issue an Evergreen Indiana

Library card, pages 2-3. Circulation Procedures, How to issue an Evergreen Indiana Library card, pages 2-6, Circulation Manual, Chapter 2, Registering a patron.)

• Slide 15: Searching for a patron (Evergreen Indiana Patron Confidentiality Policy. Circulation Manual, Chapter 2, Registering a patron.)

Resources• Slide 16: Searching for a patron (Evergreen Indiana Patron Confidentiality Policy. Circulation

Manual, Chapter 2, Registering a patron.)• Slide 17: Searching for a patron (Evergreen Indiana Patron Confidentiality Policy. Circulation

Manual, Chapter 2, Registering a patron.)• Slide 18: Checkout (Circulation Manual, Chapter 3, Checkout)• Slide 19: Items out (Circulation Procedures, Lost items, Claims Returned, Renewals.

Circulation Manual, Chapter 4, Marking items lost or claims returned.)• Slide 21: Bills (Circulation Manual, Chapter 5.)• Slide 22: Edit (Circulation Policy, How to issue an Evergreen Indiana library card. Circulation

Procedures, Patron Account Management, My Account. Circulation Manual, Chapter 2.)• Slide 24: Checkin (Circulation Procedures, Checkin, page 10. Circulation Manual, Chapter 3,

Checkin. Circulation Manual, Chapter 4, Marking items damaged or missing.)• Slide 26: OPAC (Help link in OPAC)• Slide 27: Holds (Circulation Policy, Holds and Inter-Evergreen Indiana lending, pages 5-6.

Circulation Procedures, Holds and Inter-Evergreen Indiana lending, pages 12-15. Cataloging manual, Chapter 21, Holds.)

• Slides 29-33: Offline mode (Circulation Manual, Chapter 9, Offline mode.)