Circulation+Services

== See also Job Descriptions -> Shared Responsibilities for detailed procedures re managements of Holds/Reservations, Overdues, Boxes of Books etc. Macleod College library operates on the BiblioTECH Library Management software. All borrower details are kept and updated on-line.

· **New staff**: enter name on-line directly · **Student Teachers, CRTs & Exchange Students**. In Patrons Module, enter patron’s surname followed by category in [ ] e.g. SMITH [Exchange Student] Enter extent of stay in Admin Trap, & enter address & phone number – in case of exchange student enter Host family details In desk diary, enter date of departure a few days before hand to enable loans to be retrieved by person responsible for that group  · **New students**: enter name and form. Other details will be entered by CASES. · Record all new patrons manually entered in book at front desk.

it  students
· Issue letter if overdues are present · Change status to “exit with loans” in Patrons Module · Enter date when letter was sent in Admin-Trap in Patrons Module · Return/make missing overdue item after one month in Circulation Module · Delete student in Patrons Module


·  Use borrower “Holding…Staff” for items on Holding Shelves. Includes Reservations, Holds etc. <span style="font-family: Symbol; mso-bidi-font-family: Symbol; msobidifontfamily: Symbol; mso-fareast-font-family: Symbol; mso-ansi-language: EN-US; msofareastfontfamily: Symbol; msolist: Ignore; msoansilanguage: EN-US;">·  Use borrower “Mending…Staff” for items removed for repair. <span style="mso-bookmark: _Toc488828863;"><span style="font-family: Symbol; mso-bidi-font-family: Symbol; msobidifontfamily: Symbol; mso-fareast-font-family: Symbol; mso-ansi-language: EN-US; msofareastfontfamily: Symbol; msolist: Ignore; msoansilanguage: EN-US;">·  Use borrower “Processing…Staff” for items in workroom, following this through-put : <span style="mso-bookmark: _Toc488828863;"><span style="mso-fareast-font-family: Tahoma; mso-ansi-language: EN-US; msofareastfontfamily: Tahoma; msolist: Ignore; msoansilanguage: EN-US;"> 1. Technician lends item to Processing…Staff. <span style="mso-bookmark: _Toc488828863;"><span style="mso-fareast-font-family: Tahoma; mso-ansi-language: EN-US; msofareastfontfamily: Tahoma; msolist: Ignore; msoansilanguage: EN-US;"> 2. Items then put on display in staffroom. <span style="mso-bookmark: _Toc488828863;"><span style="mso-fareast-font-family: Tahoma; mso-ansi-language: EN-US; msofareastfontfamily: Tahoma; msolist: Ignore; msoansilanguage: EN-US;"> 3. All items RETURNED before displaying or shelving in Library. <span style="mso-bookmark: _Toc488828863; msoansilanguage: EN-US; msobookmark: _Toc488828863;"> <span style="mso-bookmark: _Toc488828863;">** These guidelines apply to all library staff, so that whoever handles an item should lend it to the relevant area. **

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<span style="font-family: Symbol; mso-bidi-font-family: Symbol; msobidifontfamily: Symbol; mso-fareast-font-family: Symbol; msofareastfontfamily: Symbol; msolist: Ignore;">· Enter student’s name in Borrower. Every student has an ID photo on-line, which is updated yearly. <span style="font-family: Symbol; mso-bidi-font-family: Symbol; msobidifontfamily: Symbol; mso-fareast-font-family: Symbol; msofareastfontfamily: Symbol; msolist: Ignore;">· Wand barcode on the item to be borrowed. <span style="font-family: Symbol; mso-bidi-font-family: Symbol; msobidifontfamily: Symbol; mso-fareast-font-family: Symbol; msofareastfontfamily: Symbol; msolist: Ignore;">· Stamp date due slip. Student borrowers get 2-week loans on books and magazines and overnight on DVDs & AV equipment; staff members normally get 4-week loans on books, unless a longer loan period is requested. If the return date is not a default date, you can force the date or modify the return date using the F9 key on the keyboard and write in the desired return date on the date due slip. <span style="font-family: Symbol; mso-bidi-font-family: Symbol; msobidifontfamily: Symbol; mso-fareast-font-family: Symbol; msofareastfontfamily: Symbol; msolist: Ignore;">· Desensitise using security device. <span style="font-family: Symbol; mso-bidi-font-family: Symbol; msobidifontfamily: Symbol; mso-fareast-font-family: Symbol; msofareastfontfamily: Symbol; msolist: Ignore;">· Hand item to borrower.

<span style="font-family: Symbol; mso-bidi-font-family: Symbol; msobidifontfamily: Symbol; mso-fareast-font-family: Symbol; msofareastfontfamily: Symbol; msolist: Ignore;">· If student has an overdue item, then they are unable to borrow. <span style="font-family: Symbol; mso-bidi-font-family: Symbol; msobidifontfamily: Symbol; mso-fareast-font-family: Symbol; msofareastfontfamily: Symbol; msolist: Ignore;">· P-1 1 book <span style="font-family: Symbol; mso-bidi-font-family: Symbol; msobidifontfamily: Symbol; mso-fareast-font-family: Symbol; msofareastfontfamily: Symbol; msolist: Ignore;">· 2-4 2 books <span style="font-family: Symbol; mso-bidi-font-family: Symbol; msobidifontfamily: Symbol; mso-fareast-font-family: Symbol; msofareastfontfamily: Symbol; msolist: Ignore;">· 5-6 3 books <span style="font-family: Symbol; mso-bidi-font-family: Symbol; msobidifontfamily: Symbol; mso-fareast-font-family: Symbol; msofareastfontfamily: Symbol; msolist: Ignore;">· Years 7-10: Maximum 4 items. <span style="font-family: Symbol; mso-bidi-font-family: Symbol; msobidifontfamily: Symbol; mso-fareast-font-family: Symbol; msofareastfontfamily: Symbol; msolist: Ignore;">· Years 11 & 12: Maximum 6 items. 

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<span style="font-family: Symbol; mso-bidi-font-family: Symbol; msobidifontfamily: Symbol; mso-fareast-font-family: Symbol; msofareastfontfamily: Symbol; msolist: Ignore;">· Issue books under box number. <span style="font-family: Symbol; mso-bidi-font-family: Symbol; msobidifontfamily: Symbol; mso-fareast-font-family: Symbol; msofareastfontfamily: Symbol; msolist: Ignore;">· Call up Patrons module, search box number & tab to Admin-Trap. <span style="font-family: Symbol; mso-bidi-font-family: Symbol; msobidifontfamily: Symbol; mso-fareast-font-family: Symbol; msofareastfontfamily: Symbol; msolist: Ignore;">· Enter message as follows: <span style="font-family: Symbol; mso-bidi-font-family: Symbol; msobidifontfamily: Symbol; mso-fareast-font-family: Symbol; msofareastfontfamily: Symbol; msolist: Ignore;">· Topic <span style="font-family: Symbol; mso-bidi-font-family: Symbol; msobidifontfamily: Symbol; mso-fareast-font-family: Symbol; msofareastfontfamily: Symbol; msolist: Ignore;">· Teacher’s initials <span style="font-family: Symbol; mso-bidi-font-family: Symbol; msobidifontfamily: Symbol; mso-fareast-font-family: Symbol; msofareastfontfamily: Symbol; msolist: Ignore;">· Number of Books <span style="font-family: Symbol; mso-bidi-font-family: Symbol; msobidifontfamily: Symbol; mso-fareast-font-family: Symbol; msofareastfontfamily: Symbol; msolist: Ignore;">· Retention date <span style="font-family: Symbol; mso-bidi-font-family: Symbol; msobidifontfamily: Symbol; mso-fareast-font-family: Symbol; msofareastfontfamily: Symbol; msolist: Ignore;">· Print list of loans to box and include Teacher’s initials, topic, number of books and duration of loan and insert in plastic A4 pocket and attach to box. <span style="font-family: Symbol; mso-bidi-font-family: Symbol; msobidifontfamily: Symbol; mso-fareast-font-family: Symbol; msofareastfontfamily: Symbol; msolist: Ignore;">· Keep a check on dates on boxes & check with relevant staff member if necessary before disbanding the box <span style="font-family: Symbol; mso-bidi-font-family: Symbol; msobidifontfamily: Symbol; mso-fareast-font-family: Symbol; msofareastfontfamily: Symbol; msolist: Ignore;">· Remove message from Admin-Trap in Patrons’ Module, when items have been returned from the box and are ready to be reshelved. <span style="font-family: Symbol; mso-bidi-font-family: Symbol; msobidifontfamily: Symbol; mso-fareast-font-family: Symbol; msofareastfontfamily: Symbol; msolist: Ignore;">· Boxes are booked and loaned to individual classroom teachers via the Front Desk daily diary.

<span style="font-family: Symbol; mso-bidi-font-family: Symbol; msobidifontfamily: Symbol; mso-fareast-font-family: Symbol; msofareastfontfamily: Symbol; msolist: Ignore;">· In circulation module, call up Returns function on computer and wand item barcode. <span style="font-family: Symbol; mso-bidi-font-family: Symbol; msobidifontfamily: Symbol; mso-fareast-font-family: Symbol; msofareastfontfamily: Symbol; msolist: Ignore;">· If item comes up with a Reservation message, write information (student’s name, form) with ON-LINE RES on a post-it and place it on the Holding shelf at the Circulation Desk <span style="font-family: Symbol; mso-bidi-font-family: Symbol; msobidifontfamily: Symbol; mso-fareast-font-family: Symbol; msofareastfontfamily: Symbol; msolist: Ignore;">· Place returned items on trolley for reshelving after sensitising.

<span style="font-family: Symbol; mso-bidi-font-family: Symbol; msobidifontfamily: Symbol; mso-fareast-font-family: Symbol; mso-ansi-language: EN-US; msofareastfontfamily: Symbol; msolist: Ignore; msoansilanguage: EN-US;">·  Check Reservations Manager weekly, check whereabouts of reserved items not in Holding Library and update list in Reservation Manager as necessary. <span style="font-family: Symbol; mso-bidi-font-family: Symbol; msobidifontfamily: Symbol; mso-fareast-font-family: Symbol; mso-ansi-language: EN-US; msofareastfontfamily: Symbol; msolist: Ignore; msoansilanguage: EN-US;">·  Any reserved item more than 2 weeks overdue refer to relevant library staff to chase up. In the case of student who has a reserved item that is still overdue after 1 month, send a letter home requesting payment for overdue item. If a patron has a reserved item that is still unavailable after a month, explain delay and ask if item is still required. <span style="font-family: Symbol; mso-bidi-font-family: Symbol; msobidifontfamily: Symbol; mso-fareast-font-family: Symbol; mso-ansi-language: EN-US; msofareastfontfamily: Symbol; msolist: Ignore; msoansilanguage: EN-US;">·  Replace missing item if considered necessary to collection. <span style="font-family: Symbol; mso-bidi-font-family: Symbol; msobidifontfamily: Symbol; mso-fareast-font-family: Symbol; msofareastfontfamily: Symbol; msolist: Ignore;">· Reservations are taken at Circulation desk and entered on-line in Reservations function under Reservations mode. <span style="font-family: Symbol; mso-bidi-font-family: Symbol; msobidifontfamily: Symbol; mso-fareast-font-family: Symbol; mso-ansi-language: EN-US; msofareastfontfamily: Symbol; msolist: Ignore; msoansilanguage: EN-US;">·  Lend items on Reserve shelf to “Holding…Staff” <span style="font-family: Symbol; mso-bidi-font-family: Symbol; msobidifontfamily: Symbol; mso-fareast-font-family: Symbol; msofareastfontfamily: Symbol; msolist: Ignore;">· When the requested item becomes available, if the borrower is a staff member, the item is issued out and either delivered to the staff member or put into the appropriate pigeonhole. In the case of student borrowers, the Daily Bulletin will be used for notification. <span style="font-family: Symbol; mso-bidi-font-family: Symbol; msobidifontfamily: Symbol; mso-fareast-font-family: Symbol; msofareastfontfamily: Symbol; msolist: Ignore;">· The item is automatically cancelled out of Reservations when it has been borrowed and subsequently returned. Regular updating of Reservations in Reservations Manager is necessary. Reservations that are not collected must be cancelled on-line before being returned to the shelves. <span style="font-family: Symbol; mso-bidi-font-family: Symbol; msobidifontfamily: Symbol; mso-fareast-font-family: Symbol; msofareastfontfamily: Symbol; msolist: Ignore;">· For students who have overdue items, a desired item may be held at desk on request for a maximum of a week pending return of the overdue. No on-line reservation is made in this case. After a week, an item not collected is returned to the shelves.

<span style="font-family: Symbol; mso-bidi-font-family: Symbol; msobidifontfamily: Symbol; mso-fareast-font-family: Symbol; msofareastfontfamily: Symbol; msolist: Ignore;">· Less than 2 weeks overdue, renew online if requested providing item is not reserved.