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Qwik Start Guide

For Destiny 9.5

MEDT 6468

Dr. Phyllis Snipes

Whitney Fletcher

Natalie Hamlin

Tiffany Johnson

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Table of Contents

Section I: In the Beginning

Page #

4 Setting up Patrons types

4 Adding or Updating Patrons

5 Assigning Passwords and Patron Numbers

Section II: Online Patron Access Catalog

6 How to Open the OPAC

6 Types of Searches

7 OPAC Results List

7 OPAC Item Record

8 Sorting Hit Lists

8 Printing Hit Lists

9 Reserving Materials Online

Section III: Cataloging

9 Opening the Cataloging Module

9 Setting Up Material Types

10 Deleting Materials

11 Adding Materials

14 Correcting MARC Records

14 Authority File For Subjects

Section IV: Circulation/ILL

16 Opening Circulation, Using passwords

17 Checking Out

17 Checking In

18 Setting Up for Student/Parent/Volunteer Check In

18 Changing Date & Time

20 Modifying Due Dates

21 Entering Fines, Reserves & Messages for Patrons

22 Looking Up Patron Information

22 Looking Up Materials/Patrons

24 Running Overdue Notices

27 Printing Bills, Fines & Receipts. (Samples)

29 Using Temporary Barcodes

30 Looking Up Circulation Logs

30 Doing ILL with Destiny 9.5

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Section V: Reports and Utilities

30 Backing Up Destiny 9.5

31 Running Circulation Reports (samples)

32 Inventory

33 Shelf Lists

34 Collecting Age Report (sample)

34 Bar Codes/ Spine Labels

35 Bar Codes sample

36 Custom Indexes (sample)

37 Unused Barcode Report

37 Rebuilding the System From Backup

Section VI: Troubleshooting

37-38 Troubleshooting tips

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Section I: In the Beginning

Setting up patron types (and what patron types are available)

To set up patron types, click on “back office”, then “library policies” on the left hand side of the

page. Click on the “patron type” button next to the icon that has the two people on it. Type the

name of your patron group (staff, first grade, parent, etc.) in the field next to “patron type”. You

can create as many patron types as you would like. Now you can edit the information on the page

according to your patron type (maximum # of items checked out at once, maximum # of holds, #

of days each type of item can be checked out). There is also a statement that says “Block check

outs and renewals if the patron has fines or overdue items “ that has an optional check box beside

it if you want to activate that feature.

Adding or updating patrons

a. Creating new patron records by entering them individually

To add a patron, click on the “back office” tab, then click “add patron”. Fields marked with an

asterisk are required. Be sure to choose “patron type” on the drop down menu provided.

b. Importing new patron records from a database

To import new patron records from a database, click on “back office”, then “import patrons”.

The first sentence says “Compare each incoming _____ to the patron barcodes in Destiny”.

Choose either “barcode” or “ID number” from the pull down box to complete the command.

If your patron records contain both a barcode and an ID number, choose whether to move the

unselected identifier to the User Defined 5 field, to the District ID field, or to discard it.

If your district requires that all patron records have District IDs, Import Patrons displays "Move

the unused ID to District ID (ID must be unique)" and automatically moves the unused ID to the

District ID field.

If an incoming record matches an existing record, choose the way you want the import to handle

duplicate records by clicking on the circle to the left of the options list. It can preserve your

existing record, merge the incoming information with the existing record, or replace the existing

record.

After specifying how you want the import to manage duplicate patron records, click “browse” to

locate the import file and then “import” to start the process. Important note: The file you're importing must not be larger than 500 MB.

Remain on the Import Patrons page until the message, “The patron import you requested has

been submitted”, appears. Once it appears, you may continue to use Destiny as normal.

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Updating existing patron records (students/faculty who’ve changed grades)

To update an existing patron‟s record, click on “back office”, then “find patron”. Type the

patron‟s name into the “find” field and hit “search”. Once the patron‟s name comes up, click the

edit icon under their name.

Deleting patron records (students/faculty who are no longer here)

To delete a patron record, or several at once, click on “back office” and then “update patrons”.

Click on the “delete” tab in the upper right corner. On the pull down menu, select “patron

records”. You can specify the criteria on which you want to base the deletions: graduation year,

grade level, homeroom or patron type. For patrons who are no longer at the school, you can

search by patron name by going down to the phrase “based on” and then choosing “list of

patrons” in the drop down menu. You can also search by barcode from the same drop down

menu. After you select the patron records you want to delete, click “yes” when the confirmation

message pops up.

Assigning passwords and patron numbers

To assign a password to a patron, click “back office” and then “manage patrons”. Type the

patron‟s name next to the “find” box and then hit “search”. When the patron‟s record pops up,

click “edit” on the right side of the page and then scroll down to “new password” to type the

password. You will also have to type it in the “confirm password” field.

To assign a patron number, again click on “back office” and “manage patrons”. Click on this

icon. You will see on the screen that pops up that a suggested patron barcode

number is there for you. To choose it, click on the dot next to “assign next barcode”.

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Section II: Online Patron Access Catalog

How to open the OPAC

Go to the school‟s web site. Click on “media center” on the left side of the screen. Click on the

“catalog” tab. No password is needed. In the media center, student computers have a “Catalog”

icon on the desktop. All they have to do is click the icon.

Types of searches and how to perform them

You can search the catalog by keyword, title, author, subject or series. Type in what you are

looking for next to “find” and then click one of the search icons below the “find” field. You can

narrow your search results by clicking on the drop down menus for: material location (which

school level), material type (book, kit, audio, video, etc.), award winner (Caldecott, Coretta Scott

King), reading level, interest level (by grade), or reading program (Reading Counts, Accelerate

Reader, etc.).

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Reading an OPAC results list

When you search for a material, the results list looks like the screen shot below. The results list

includes the material‟s title, author, publication date, call number, number of copies held by the

library and the number of copies checked in at that time. It sometimes includes a picture of the

material, reading level, interest level, and Lexile number.

Reading an OPAC item record

When you click on an item, the item record looks like the screen shot below. The item record

includes: title, author, illustrator, series name, brief summary, number of copies available at the

school library and at other libraries in the county, genre, publication details, reading grade level,

and Lexile level. There are also links to click if the patron wants a list of books by the same

author or on the same subject.

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Sorting the hit list

At the top of the hit list in the middle of the screen, it says “sort by” and there is a drop down box

with the sorting options. The hit list can be sorted by: title, author, date of publication, call

number, type of resource, status (checked in or checked out) and relevance to search term.

Printing a hit list

To print a hit list, click on the word “printable” next to the printer icon at the top right hand side

of the page. Here is a sample of an un-sorted printable hit list (it automatically puts the titles in

alphabetical order).

This is the same list sorted by publication date.

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Reserving materials online

To reserve an item, click the word “details” next to the magnifying glass icon, which is to the

right of the title in the hit list. Next, click on “hold it” next to the book icon. .

If a copy is available, a message tells you how long the library will hold it for you.

If a copy is not available now, the library will notify you when one comes in.

Section III: Cataloging

Opening the Cataloging Module

Open the media center home page and log into Destiny by clicking on “login” in the upper right

hand side of the page. Next, click on the “catalog” tab. To begin cataloging an item, click “add

title”, this is located on the left hand side of the page.

Setting up material types and designators

To set a material type, retrieve the record from the catalog. Click “edit title” on the right side of

the page. Under “material type” there will be a drop box of options to choose from including:

book, artifact, equipment, kit, music, video, etc. To choose a designator, click on “add title” on

the left side of the page and then “material type icon” in the top right corner. A list of icons will

pop up to choose from. An example of that page is listed below.

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Deleting materials

Deleting lost or discarded materials individually

To delete an individual discarded material, go to the catalog tab, then click on “update copies” on

the left side of the page. Scan the bar code of the material you are going to discard, then check

the box marked “track as weeded” and click “go”. To delete a lost item, go to the back office tab

then click “inventory” on the left side of the page. Click on the icon “view lost” on the right side of the page. Scroll down to find the individual item you want, and click

“delete”.

Batch deleting lost or discarded materials

To batch delete discarded materials, go to the catalog tab, then click on

“update copies” on the left side of the page. Click “batch delete” on the upper

right side of the page. You will see a box where you can search for a file of

discarded items. Upload the file and click the box marked “track as weeded”.

To batch delete lost items, go to the back office tab and click on “inventory”

on the left side. Click on the icon that says “view lost” on the right side of the

page. Scroll to the bottom of the page where it says “delete all copies marked

„lost‟ on or before” and fill in the date you want. Then click the icon on the

right side of the page that says “delete all”.

Adding Materials

To add materials to your collection, click on the cataloging tag and then on add title. Using the

drop down boxes, choose the type of material to search. Use the next drop down menu to

identify what type of search to perform. Search the database by title, author, subject, ISBN,

ISSN or LCCN to find the material in question.

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Once the search is complete, click on the material needed.

On the next screen, click add copies

Fill in the appropriate fields and click save copies. The material is now added to your database

collection.

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Importing Materials from a Vendor

To import book from a vendor you must start at www.titlewave.com and download and save the

records to your desktop.

To upload the new MARC records launch Destiny and select the catalog tab at the top of the

page and then on the import records tab on the right side of the page. Scroll down to the bottom

of the page and click browse to upload the MARC records downloaded from titlewave.com and

then select the Import button to add these materials to the database.

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The MARC records imported are now available to view or edit to fit your media center‟s needs.

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Correcting MARC Records

To edit MARC records in the Destiny system you click on the cataloging tab and then click on

the add title tab and enter the material being edited and finally click go. Next, select the MARC

view tab. The information highlighted in blue are the only fields that are available to edit. To

change the information, click on the highlighted information and insert the new information and

save.

Once the information has been saved, recommendations will be given to correct the MARC

record. You have the option to accept or decline the suggestions. If accepted the record will be

automatically updated and saved.

Authority File for Subjects

After selecting the MARC view option click on the “add site-specific heading” tab. Use the drop

down menu to choose which type of heading will be added. Choose from a general,

chronological, geographical or form heading. Fill in the next field to add a heading. Or use the

“find heading” tab to search headings for a specific title. However, you cannot change authority

headings if you are not a district user.

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If you are using the “find heading” tab to search headings for a specific title, click on the

heading you wish to add.

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Opening Circulation Using Passwords

To open circulation using passwords you must first launch the Destiny program. Once Destiny is

opened, click on your school name.

Use your given log in information to sign in.

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Checking Out Materials

Check out materials to a patron by clicking on the circulation tab at the top of the page and then

on the check out tab on the side panel of the page.

To find patrons use the drop down box to choose the category in which to search for a patron.

The drop down box categories includes first name, last name or barcodes.

To check out the material, scan the barcode. The material checked out will now be added to the

Items out list at the bottom of the page.

Checking In Materials

To check in materials, start by clicking on the Circulation tab at the top of the page and then

click on the Check-in tab on the panel on the side of the page.

Scan the barcode on the material checked in and a list is created that includes the materials

checked in previously during the day. The list includes material turned in and the patron‟s

information. (Screen shots were omitted to keep identities of patrons confidential)

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Setting Up for Student/Parent/Volunteer Check In

For students, parents or volunteers to check in materials they must first create an account and log

in. However, this function is blocked and is not accessible because we are an elementary school

media center.

Changing Date and Time

To change the date and time, click on the back office tab located on the top row of tabs on the

page. Then, click on the calendar/hours tab to view the calendar. To change the time of operation select

the hours link at the bottom of the page.

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To change the hours of operation enter an opening and closing time and click save. Then confirm

the save by clicking yes.

To change the days of operation, click on the “closed” link at the bottom of the calendar page.

Then, select the days in which the media center will be closed. Don‟t forget to save your

changes and confirm the changes you have made by clicking yes.

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Modifying Due Dates

To modify due dates for patrons, you must first click on the back office tab and then on the

library policies tab. You can edit due dates for patrons by clicking on the edit tool.

When modifying due dates you can also chose to set due dates for different types of materials.

To edit due dates by circulation type, click on the circulation types tab and select the editing tool

to make changes.

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Entering Fines

To enter fines for a patron, first select the circulation tab found at the top of the page. Next,

enter the patron‟s names. On the patron‟s information page click the “fines” link to add fines.

Once on the fines page, the patron information will show the amount of money the patron owes.

Here you have the option of adding a fine to the patrons profile by selecting “add fine”.

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Looking Up Patron Information

Patron information can be found several different ways. One way to look up patron information

is to select the reports tab at the top of the page and then the patron tab on the right side of the

page. Next, select a link to look up a specific topic about a patron or to see a specific patron‟s

statistics.

Looking Up Materials for Patrons /Placing Holds for Materials

To look up materials for patrons first select the circulation tab at the top of the page. Then,

select the Holds/ILL tab on the right. Next, enter the patron you wish to hold materials for and

select the add holds button at the bottom of the page.

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Next, search for the specific material to hold for the patron by entering the title of the material.

A list of materials available will be created. Finally, click on the material to hold and that

material will be added and saved to the patron‟s profile.

Creating bibliographies is another feature Destiny has for patrons. To create a bibliography for a

patron select the reports tab at the top of the page and then select the library tab on the right side

of the page. Then, select the bibliography link.

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Now you can begin creating a bibliography for a patron by filling in the appropriate fields and

then clicking on the save setup button.

Running Overdue Notices

To run an overdue notice, begin by selecting the reports tab at the top of the page and then

selecting the patron tab on the right side of the page. Next, select the Current Checkouts/Fines

link.

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Now, create the format in which to create an overdue notice by selecting the appropriate fields

and then clicking on the continue button at the bottom of the page.

Then, limit the results by selecting the appropriate fields and selecting the continue button at the

bottom of the page.

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Finally, add the details that will be printed on the overdue notices by completing the appropriate

fields. Here you have the option of running overdue notices by homeroom teacher, grade level

or by a specific patron.

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When all steps are completed a job list screen will appear and give you the option to print the

notices. Click on the appropriate items and then select the run notices button and then on view

list link. The final report will show in a new window as a PDF file for you to print.

Creating and Printing Receipts

To print a receipt for paid fines, select the circulation tab at the top of the page and the check out

tab on the right side of the page. After entering the patron‟s barcode, first or last name, the

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patron‟s information will appear in a new page. Here media specialists are able to view any fines

a patron may have. Next, enter the amount being paid in the field provided and click on the

update button. The receipt will show in a new window for you to view before electing to print

the receipt.

(Trude Hinson gave permission to use her patron information for this screen shot.)

Sample

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This is a sample of an overdue notice. All bills, fine and receipts are shown in PDF files to

preview before printing. Receipts print all patron and material information including barcode

numbers for both the patron and material. The receipts also show the amount owed by the patron

as well as the amount paid.

Using Temporary Bar Codes

To assign a temporary Bar Code you must be logged into Destiny and in the circulation tab.

Once you are in the circulation tab, you click in the Title box. You must fill in the information in

the form. Then, you need to check the box that says “Title is deleted when checked in “. This

will assign a temporary bar code and then delete it when the material is checked back in.

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Look up circulation logs

Doing ILL with automation system

•The Henry County School System does not have access through Destiny for the Interlibrary

Loan System.

Section V: Reports and Utilities

Backing up the system

•The feature is not accessible to Henry County system through Destiny.

•The Henry School System completes backups to the system through the central office off site.

•The individual schools do not have access or abilities to back up the automation s ystem.

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Running Circulation Reports (sample)

Example of a circulation report for a person

(Permission was given by Trude Hinson to use her circulation report.)

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Inventory

To retrieve an inventory within the Destiny System, you click on the back office tag. Once you

are in the Back Office area, you will then click on the inventory tab on the left hand side of the

screen. Current and past inventories are stored here. If there is an inventory available, you can

click to view it.

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Shelflist

To view a shelflist, you click on the report tab. Then click on library. You will then see a tab for

shelflist. The shelflist will show books in the exact order that they should be in on the shelves.

The shelflist is great to use when completing an inventory each year.

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Collection Age Report

To view a collection age report, you click on reports, then the library tab. Then you click the

collection statistics tab. You can view copies with dates, and average age according to the range.

Bar Codes

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To obtain bar codes, you must be under the report tab in Destiny. Click on the Library tab on the

left hand side of the page. Click on the barcode link and you can select from used to unused

barcodes to search the reports. You can also put in the range of call numbers to find.

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Spine/pocket label

To create spine or pocket labels, you need to click on reports, library and then spine/pocket

labels. From there you can make spine labels from list or date. Then you can print them for the

books.

Custom Indexes

To generate a custom index report, you must first click on the Reports tab at the top of the screen

in Destiny. Then click on the library tab. Once you are in the library tab, you click on

bibliography. Click, “create bibliography”. You can search by any criteria. For this example, it

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shows a report by call numbers. It will generate the report for you, and you can just click, “view”

to see the report on a custom index for call numbers.

Unused Barcode Report

To retrieve unused barcode reports, go to my library. Then click on library, click barcode list,

and then click on used barcode list report. There you view the barcodes that have not been used.

Rebuilding the system from back up

•The Henry County School System completes all the backups at the county level. The media

specialists within the actual schools do not complete any of the backups for the system. So

rebuilding the system from back up is not possible with in the media center.

Section VI. Troubleshooting

-Basic problem solving

Whenever a problem may arise it is important to remember that help is not far away. When you

have questions about a specific application remember to use the on page help. To access the on

page help, click on the “?” located in the top right corner of the page.

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-Students not showing up in the Destiny Database

Note: Each night Destiny updates through Infinite Campus. So any new students or withdrawn

students are updated every evening.

First, see if the student came from within county. If they did, then you can find them through a

search at their other school. To do this, go to the check out screen and search for the student.

Make sure “only my patrons” is not checked that it will search the entire database. IF the student

is new, the system may not have updated the students‟ information yet. If the student has been

enrolled in the school for a few days, verify all the students‟ information to make sure spellings

and information is correct, and the student has been fully withdrawn from the other school. IF the

student still does not appear, contact the media department at the county office to put in a work

order to have the database looked at.

-Unable to maintain circulation data when internet is down

To avoid not being able to use your system if the internet connection goes down, be sure to

download Follett Remote to your desktop. Follett Remote allows you to continue to keep a

record of circulation data when the internet is down. To download, log into Destiny, click “help”

in the top right corner, and in the question box type “Follett remote”. Choose “how do I get

Follett Remote”. Instructions will prompt you to load the program onto your desktop.