PRAIRIECAT CIRCULATION COMMITTEE

AGENDA August 22, 2017

10:00 a.m. Reddick Public Library

1010 Canal Street Ottawa, IL 61350-4899

The PC Circulation Committee will meet Tuesday, August 22, 2017, 10:00 am at the

Reddick Public Library. Those unable to attend in person can also call in via the

PrairieCat conference call service: 800-747-5150, 6234314#

Committee charge: The 11 member elected standing group discusses circulation and OPAC

topics. It is empowered to make decisions on procedure and some policy decisions, and to make

recommendations to Administrative Council for higher-level policy decisions. It also reviews

circulation procedures and works together to resolve circulation issues.

1. New Circulation Committee housekeeping:

a. Final roster

2. Pending Projects/Updates/New Business: a. Pink condition slips – review of memo and accompanying procedures b. Uniform Circulation Rules follow-up from Resource Sharing Committee

c. Possible topics for Circulation Forum at PUG Day / Member Updates 1) Non-residents vs non-PC reciprocal borrowers

2) Reregistering patrons 3) Patron searching? Suffixes, etc? 4) Address is required field

5) Duplicate patrons 6) Holds and paging (including freezing holds, removing NWB date)

7) ILL system-level patron records 8) Other?

d. Skills checklists from Training Committee

e. Strategic Plan initiatives – User Experience Committee, Badging program idea f. Membership update

g. Revised procedures for Long In Transit / Missing / In Process. h. New FY2018 projects

1) scopes for adult and teen

3. Other?

4. Next Circulation Committee meeting: Tuesday, October 24, 1:00 p.m., GoTo Training

PrairieCat Circulation Committee

FY2018

Seat Office Name Email Library Term

Expires

At Large Sarah Alexander salexander@geneseo.lib.il.us Geneseo Public

Library District (GP) Jun 30, 2019

Tier 3 Public Cindy Bahr forlib@frontier.com Forreston Public

Library (FO) Jun 30, 2018

At Large Nancy Baker nbaker@mokena.lib.il.us Mokena Community

Public Library

District (MK)

Jun 30, 2018

Tier 2 Public Lisa Butler lbutler@wilmingtonlibrary.org Wilmington Public

Library (WL) Jun 30, 2019

At Large Jody Studer jody@homerlibrary.org Homer Township

Public Library

District (HD)

Jun 30, 2018

Tier 1 Public Chair Jennifer

Christiansen

JChristi@molinelibrary.org Moline Public

Library (MX) Jun 30, 2020

At Large Rici Dale eddale@reddicklibrary.org Reddick Public

Library District (RL) Jun 30, 2020

Tier 2 Public Tammi Slazyk teslazyk@peotonelibrary.org Peotone Public

Library District (PE) Jun 30, 2020

Tier 3 Public Vice-Chair Patti Smith pdsmith@rwrlibrary.org Robert W Rowe

Public Library

District (RO)

Jun 30, 2019

Tier 1 Public Desnee Thompson dthompson@lions-online.org Kankakee Public

Library (KK) Jun 30, 2019

Academic/Special

/School

Laura Watson Laura.Watson@highland.edu Highland

Community College

(HC)

Jun 30, 2020

3 terms expiring 2018: Cindy Bahr, Nancy Baker, Jody Studer

4 terms expiring 2019: Sarah Alexander, Lisa Butler, Patti Smith, Desnee Thompson

4 terms expiring 2020: Jennifer Christiansen, Rici Dale, Tammi Slazyk, Laura Watson

220 W. 23rd Avenue

Coal Valley, IL 61240

(877) 542-7257

http://support.prairiecat.info

Date: September 1, 2017

To: PrairieCat Libraries

From: Judy Hutchinson, Member Services Supervisor Re: Pink Slips for Tracking Damage

PrairieCat has procedures in place for noting when material has been

damaged, and either can continue to circulate, or needs to be returned to the owning library. These procedures are used to track the damage as soon as it is first noticed, to better ascertain when the damage occurred, and to protect a future

patron if the damage existed before they use material.

In order to facilitate easy adherence to these procedures, PrairieCat has purchased “sticky” pads of the pink condition slips for use by all members. Enclosed is your library’s initial allotment of pink condition slips, as well as a copy of the

damaged procedures. The pink slip should be filled out and put inside the front cover of the material as soon as the damage is noted.

Additional pads of pink slips can be requested at any time by contacting me

at judy.hutchinson@railslibraries.info and indicating how many pads you would like.

Please share this information with all staff that handle materials so they can

properly follow procedures. If you have any questions, feel free to contact me, Gail Lien (gail.lien@railslibraries.info) or John Slanicky (john.slanicky@railslibraries.info) at PrairieCat. Thank you for your continued adherence to these procedures.

Declaring an Item Damaged

Determining whether an item is “damaged” is subjective, and PrairieCat has agreed that it is the owning library of the item that ultimately determines whether something is damaged enough to remove it from circulation and/or bill a patron for damage. PrairieCat has guidelines for using common sense to determine whether material is indisputably damaged or has questionable damage. Please refer to the extensive procedural instructions for determining if another library’s material is damaged and how to proceed, found in the Circulation Users Group Policy and Procedures Manual.

It is, however, the patron’s home library that should contact the patron and add a bill to their account if needed. Because items frequently travel between PrairieCat libraries and can also be damaged on route, it is very important for member staff to follow PrairieCat procedures in indicating damage when it is first noticed, and to work together with other members to follow the proper procedures for damaged materials.

Damaged Patron in Sierra

Each PrairieCat library has a “Damaged” patron in Sierra. This patron record should be used when an item that belongs to another library arrives at your library (not checked out to a patron) and has obvious damage, OR if your patron returns it and reports previous damage. The barcode for the damaged patron is the library’s two-letter Sierra code, followed by damaged, e.g., aadamaged. The item then appears as a regular checkout until it can be repaired and checked back in, or otherwise processed by the item’s home library.

For another library’s material that arrives at your library (not checked out to a patron) with obvious damage:

1.) Checkout the item to the item’s home library damaged patron, and route the item to the item’s home library with a pink Condition Report slip noting the damage. You will need to re-add the hold for your patron – the hold that the material was arriving to fill.

For another library’s material that arrives at your library with questionable damage:

1.) If the material has questionable damage and you believe it is OK to circulate it to your patron, add the pink Condition Report slip to the item noting the damage that existed before checkout to your patron, and check the material out to your patron.

For another library’s material that your patron returns and reports previous damage when they received it (staff weren’t aware of damage and no pink Condition Report Form is present):

1.) Check the item out to the item’s home library’s damaged user (e.g., fpdamaged), and route the item to the item’s home library with a pink Condition Report Form noting the damage.

NOTE: The exception to this policy is that no damage will be assessed for magazines/periodicals that are more than two years old.

NOTE: Since determination of damage varies per library, see the Circulation Users Group Policy and Procedures Manual for guidelines on what constitutes questionable damage and proper procedures.

2

Procedures for An Item Belonging to Another Library, Returned by Your Patron with Questionable Damage

1.) If an item is returned by your patron with questionable damage that you think should no longer circulate, an “Assess for Damage / Previous Damage” (yellow) form should be filled out, and a note added to the patron’s account (form is found on the PrairieCat support website, under Resources, Policy & Procedure).

2.) The item should be left checked out to the actual patron until the item’s home library can assess the damage. It could be that the patron will be billed for that item and therefore it is best not to break the item-patron connection.

3.) Route the item to the owning library via delivery.

4.) The item’s owning library will determine whether they believe the item is damaged sufficiently to warrant a charge to the patron.

5.) If they determine it is not sufficient damage, they can check the item in to return to shelf or route to fill the next hold.

6.) If they believe the damage is sufficient to charge the patron, they should contact the patron’s home library to discuss adding a charge to the patron’s record. The patron’s home library can then use the Mark Damaged Item function as described below to add a charge to the patron’s record. A note should be added to the patron record with information on the damaged item the patron is being billed for.

7.) If the patron is to be charged for the item, it may need to be sent back to the patron’s home library for the patron to see the item and/or keep the item after they have paid for it.

Mark Damaged Item Functionality in Sierra

There is a “Damaged” status and “Mark Damaged Item” functionality in Checkout in Sierra. This functionality should be used when your patron returns material with indisputable damage and needs to be charged for the material (whether or not they pay immediately). It can also be used when an item with questionable damage has been determined to be damaged after communication has occurred between the item’s owning library and the patron’s home library as described above.

For your library’s material, or another library’s material with indisputable damage (the patron is present and wants to pay, or should definitely be charged for the material after communication with the item’s owning library):

1.) Retrieve the patron’s record and click the Checked Out Items tab.

2.) Select the item by clicking the checkbox for the appropriate line and clicking the Mark Damaged Items button.

3.) The Mark Damaged Items pop-up window displays.

3

4.) Choose Mark Damaged And Add Charge.

5.) The Add Charge dialog box displays, allowing you to add a manual charge to the patron's record. You can adjust the amount as needed. Notice the barcode and title of the material are automatically added to the manual charge.

6.) Once you choose OK to add a charge to the patron's record, the item's STATUS is changed to damaged.

7.) You can collect the payment from the patron, or the manual charge remains on their account until paid.

8.) If the item belongs to another library, PrairieCat procedure is that it is permissible to hold the item for 1 week to give the patron time to view the item. Once the patron pays for the item, they have the right to keep the item if desired. If the patron does not pay for and keep the item within one week, it should be returned to the owning library with a Missing/Obvious Damage Item form, indicating that the patron has already been billed for the material (form is found on the PrairieCat support website, under Resources, Policy & Procedure).

If your library’s material is damaged, but you want to confer with your patron before adding a manual charge, you should leave the material checked out to the patron. Then when you are ready, you can use the Mark Damaged Item function to add a manual charge.

NOTE: if the item is checked in, the status will return to “Available” or “In Transit,” depending on where it is checked in.

NOTE: if an item is checked in, and will be withdrawn due to damage, staff will need to update the item record for withdrawal.

UNIFORM CIRCULATION RULES

APPROVED BY ADMINISTRATIVE COUNCIL 4/6/12,

Revised

We learned during our implementation with Innovative Interfaces that there are limits at this time to some of the policies in Sierra. These limits may be increased in the future, but we see this as an opportunity to reduce/standardize the number of different circulation rules in use by PrairieCat libraries for the good of our end users.

Loan periods: Each library may choose up to three loan periods of 7, 14 or 21 days. Outside this three loan period rule are course reserves, in-house checkouts such as for ILL, technical services, etc.

One day grace period for all materials, all libraries

Fine rates – libraries may choose up to 3 per agency

Maximum fine = $10 for all “regular” items; $50 for equipment

Block amount: $5 for all “regular” patron types Renewals = maximum 2 (all items) with overrides OK for local materials for local patrons if no holds

Uniform “adult” age is 18 – to automatically flip ptype from juvenile or YA to adult. Your library/agency can choose to have the "adult" age lower, but you will need to manually flip the profiles then. Some libraries are currently using YA already. Libraries can choose to use this category or not. If you choose to use the YA designation, you will need to manually flip from juvenile to YA.

Courtesy notices are required where applicable

Notices will be produced in print format only for those users who do not have an email address or for libraries that don’t use phone notification or text notices, or if any of those notices fail in transmission. Bill and collection notices will be produced in print format for all libraries.

Hold shelf limit: items may remain on the holds shelf at public libraries for a maximum of 6 business days. Can extend for local materials for local patrons if no holds.

220 W. 23rd Avenue

Coal Valley, IL 61240

(877) 542-7257

http://support. prairiecat.info

SE: Sierra Essentials Training Manual; EB: Encore Basic Training Manual; TB: Technical Bulletin; SS: Searching Sierra Effectively training

handout; BW: Bells & Whistles of the PrairieCat Catalog training handout; CM: Circulation Policy & Procedures Manual; C1: Circulation 1

Training Manual; C3: Cataloging Item Entry Training Manual; VH: Volume Holds Essential training document

SIERRA/ENCORE GENERAL SKILLS CHECKLIST BASIC INTERMEDIATE EXPERT

Know the basic operating system used at your library, especially on staff computers.

Know how to access / login to Sierra and Encore. SE:4; EB:12

Be able to move between functions in Sierra. SE:4-7

Be able to navigate through various tabs, screens or to the next set of records in Encore and Sierra.

Know how to search and display patron data in Sierra. SE:9, 16-17

Know how to search and display bibliographic and item data in Sierra and Encore. SE:9-16; EB:3-6

Be able to place holds in Sierra and Encore. Follow all PrairieCat holds policies. EB: 9-10; C1:20-31; CM:23-25

Be able to recognize multi-volume records and select volumes correctly when placing holds or adding items that need to be linked to a volume. Holds: C1:25-30; VH Linking: C3:31-34

Know how to log in to the PrairieCat Help Desk. TB#3

Know how to access the PrairieCat and RAILS websites and PrairieCat YouTube channel, to find answers to questions, find policies and procedures, and find training materials. http://support.prairiecat.info http://www.railslibraries.info https://www.youtube.com/channel/UCGw3EuLdv-pi6sm1iI3nZSA

Know how to access online Help features in Sierra (via the Help menu or directly at: http://csdirect.iii.com)

Be proficient in advanced searching strategies using all available resources, qualifiers, sorts, etc., in Sierra and Encore. SE, EB, SS and BW

Use PrairieCat resources pertinent to your area of responsibility: https://support.prairiecat.info/documentation

Have a Library Learning (L2) login. Refer to the L2 PrairieCat training calendar: http://www.librarylearning.info/?LibSys=PCAT

Be able to modify Sierra settings to add barcode scanner, receipt printers, regular printers, select default templates, and adjust other workstation settings. TB#2

Be able to download Sierra software or offline client software from the PrairieCat support website. https://support.prairiecat.info/downloads

Understand and manage reports using the Reports Skills Checklist (to be developed).

Understand and manage reports using the Decision Center Skills Checklist (to be developed).

SE: Sierra Essentials Training Manual; EB: Encore Basic Training Manual; TB: Technical Bulletin; SS: Searching Sierra Effectively training

handout; BW: Bells & Whistles of the PrairieCat Catalog training handout; CM: Circulation Policy & Procedures Manual; C1: Circulation 1

Training Manual; C3: Cataloging Item Entry Training Manual; VH: Volume Holds Essential training document

Subscribe to the appropriate PrairieCat email mailing lists: https://support.prairiecat.info/members/email-lists

Know when and how to contact PrairieCat support. https://support.prairiecat.info/support

CM: CUG Policy & Procedures Manual; C1: Circulation I Training Manual; C2: Circulation II Training Manual; TB: Technical Bulletin;

SE: Sierra Essentials Training Manual

SIERRA CIRCULATION SKILLS CHECKLIST BASIC INTERMEDIATE EXPERT

General Skills Checklist. Know and follow all PrairieCat circulation

policies. CM generally Know how to check out items and use

change due date feature C1:15-16 Know how to check in items and use the

backdate feature C1:38-40 Know two ways to renew items. C1:19

o Within the patron record o Using the Renew No Patron function

Know how to view estimated fines. C1:19 Know how to recognize damaged or

incomplete items and handle/forward them appropriately. CM:9-13

Know how to view recent patrons. C2:3 Know how to view an item’s circulation

history. C2:4-5; TB#4 Know how to enter new patron records.

C1:9-14 Know how to copy patron records C1:14 Know how to modify existing patron

records. CM:15-21 o Renew a patron expiration date

CM:15 o Re-register existing record from

another library. CM:15-16 o How to reset pin number. C1:13

Understand the difference between a note, a message, and a web message. C1:13

Know how to place title level, volume level and item level holds in Sierra, and understand the proper use of each type. C1: 20-31

Regularly completed all duties on the Required/Optional circulation duties checklist. CM: 4-7

Understand templates for new patron entry and request changes as needed. SE: 18-22

Know PrairieCat reciprocal borrowing policies and know how to enter records for non-PrairieCat reciprocal borrowers CM:27-28; TB#5

Know how to format the name fields in the patron records to account for preferred names vs. legal names, suffixes, and how these impact patron name searches C1:10-11

Know how to format unique ids in patron record C1:12; TB#67

Know how to enter multiple email addresses in patron record C1:12

Know how to add charges to a patron account C1:18-19

Know how to handle claims returned items and PrairieCat policies for claims returned C2:15-16

Know how to use the Lost and Damaged functions in Sierra, and change an item status to missing. C2: 16-20

Know how to delete patron records. C1:14

Know how to access and print the Zimbra paging list. TB#14

Know how to process the View Outstanding Holds report. C2:10-11

Know how to use the create lists module to identify patron records with data entry problems, identify new patrons, etc.

Have a thorough understanding of the annual patron purge process.

Know how to use the offline circulation system and transfer files when needed TB#71

Know how to send emails to patrons directly through Sierra. C1:12

Know how to rearrange the order of note fields in patron record. C2:6

Understand how the linked patrons feature works C2:7-8

CM: CUG Policy & Procedures Manual; C1: Circulation I Training Manual; C2: Circulation II Training Manual; TB: Technical Bulletin;

SE: Sierra Essentials Training Manual

Know how to fill holds for ILL Barcode and Share-Illinois libraries. TB#25

Know how to manage fines. C1:17-19 o Pay fines partially/completely. C1:17 o Waive fines. C1:19 o View paid fines. C1:17-18

Know how to view Teleforms History. C2:22

View patron’s notice history ??

Know how to use the Clear Expired Holds and Holdshelf function C2:11-13

EB: Encore Basic Training Manual; SS: Searching Sierra Effectively training handout;

BW: Bells & Whistles of the PrairieCat Catalog training handout

ENCORE CATALOG SKILLS CHECKLIST BASIC INTERMEDIATE EXPERT

Know how to perform a basic search. EB:3 Know how to use facets to refine

searches. EB:3-4 Know how to utilize the Advanced Search

interface. EB:4-5 Be able to determine the location and

status of an item. EB:5-6 Know how to link to enriched content

features such as author biographies, summaries, reviews, etc. EB:6-7

Know how to access the Novelist Select series and read-alike content. EB:7

Know how to use the “Bookcart” function to group items for emailing, printing or placing holds. EB:10-11

Know how to place a hold on a title or volume. EB:9-10

Know how to review account information and change contact information, renew materials, modify or cancel holds, pay fines, access reading history, etc. EB:13-16

Know where to find end-user brochures on the PrairieCat support website. https://support.prairiecat.info/documentation

Be proficient in advanced searching strategies using all available resources, qualifiers, sorts, etc., in Encore. EB, SS and BW

Use PrairieCat resources pertinent to your area of responsibility: https://support.prairiecat.info/documentation