Circulating Items

1) To check out an item click Check Out Items from the Circulation and Patrons toolbar, or select Circulation → Check Out.

2) Scan or enter patron’s barcode and click Submit if entering barcode manually. If scanning, number is submitted automatically.

3) Scan or enter item barcode manually, clicking Submit if manual.

4) Due date is now displayed.

5) When all items are scanned, click the Done button to generate slip receipt or to exit patron record if not printing slip receipts.

1) Go to patron’s Check Out screen by clicking Circulation → Check Out Items.

2) Scan the item barcode.

3) At prompt, enter the required information click Precat Checkout.

Circulation periods are pre-set. When items are checked out, due dates are automatically calculated and inserted into circulation records if the Specific Due Date checkbox is not selected on the Check Out screen. The Specific Due Date checkbox allows you to set a different due date to override the pre-set loan period.

Before you scan the item, select the Specific Due Date checkbox. Enter the date in yyyy-mm-dd format. This date applies to all items until you change the date, de-select the Specific Due Date checkbox, or quit the patron record.

The 'Strict Barcode' checkbox can appear next to barcode inputs on the checkout, checkin, renewal, and offline circulation pages.

If checked, it will examine the barcode value to see if it contains only digits and meets the "Mod10" checkdigit algorithm. This checkdigit algorithm is often used by library barcodes that use the "Codabar" symbology.

If the barcode does not meet the conditions, a "bad barcode" alert will be displayed. Staff are given the option to accept and continue using the barcode as input. "Strict Barcode" is only useful for libraries whose barcodes use the Mod10 checkdigit algorithm. However, several other checkdigit algorithms and symbologies are in use by libraries.

This feature allows patrons to receive checkout receipts through email at the circulation desk and in the Evergreen self-checkout interface. Patrons need to opt in to receive email receipts by default and must have an email address associated with their account. Opt in can be staff mediated at the time of account creation or in existing accounts. Patrons can also opt in directly in their OPAC account or through patron self-registration. This feature does not affect the behavior of checkouts from SIP2 devices.

1) To check in an item click Check In Items from the Circulation and Patrons toolbar, or select Circulation → Check In.

2) Scan item barcode or enter manually and click Submit.

3) If there is an overdue fine associated with the checkin, an alert will appear at the top of the screen with a fine tally for the current checkin session. To immediately handle fine payment, click the alert to jump to the patron’s bill record.

4) If the checkin is an item that can fill a hold, a pop-up box will appear with patron contact information or routing information for the hold.

5) Print out the hold or transit slip and place the item on the hold shelf or route it to the proper library.

6) If the item is not in a state acceptable for hold/transit (for instance, it is damaged), select the line of the item, and choose Actions → Cancel Transit. The item will then have a status of Canceled Transit rather than In Transit.

This is useful for clearing a book drop.

1) To change effective check-in date, select Circulation → Check In Items. In Effective Date field enter the date in yyyy-mm-dd format.

2) The new effective date is now displayed in the red bar above the Barcode field.

3) Move the cursor to the Barcode field. Scan the items. When finishing backdated check-in, change the Effective Date back to today’s date.

After an item has been checked in, you may use the Backdate Post-Checkin function to backdate the check-in date.

1) Select the item on the Check In screen, click Actions → Backdate Post-Checkin.

2) In Effective Date field enter the date in yyyy-mm-dd format. The check-in date will be adjusted according to the new effective check-in date.

1) Retrieve the patron record and go to the Items Out screen.

2) Select the item you want to renew. Click on Actions → Renew. If you want to renew all items in the account, click Renew All instead.

3) If you want to specify the due date, click Renew with Specific Due Date.

You will be prompted to select a due date. Once done, click Submit.

1) To renew items by barcode, select Circulation → Renew Items.

2) Scan or manually entire the item barcode.

3) If you want to specify the due date, click Specific Due Date and enter a new due date in yyyy-mm-dd format.

1) Retrieve the patron record and go to the Items Out screen.

2) Select the item you want to renew. Click on Actions → Edit Due Date.

3) Enter a new due date in yyyy-mm-dd format in the pop-up window, then click OK.

As of 3.8, there is new work which streamlines handling of overridable events encountered in the Patron Items Out interface of the staff client. The main user-visible part of this work is a new Action Override modal which is presented to the staff user when an overridable action is encountered.

The primary target of the work is for actions from the Items Out part of the Patron interface, but due to code sharing the Checkout interface benefits as well.

There are two kinds of overrides addressed in this work, both in the Patron interface:

In the case of both overrides, this work attempts to minimize the number of times a staff user has to click through an error. Specifically, if a staff member overrides an exception, they will in most cases be able to instruct Evergreen to “remember” this override for as long as the staff member is working on a specific patron record.

Similarly, if a supervisor enters a permissions override for a specific permission-denied alert, Evergreen will “remember” this override for as long as the staff member is working on a specific patron record.

Both action overrides and permission overrides will be “forgotten” once the patron record is closed and/or the staff user navigates away from that patron record.

The Override modal has been changed to include new actions as well as a new checkbox for “Automatically override for subsequent items?”

There are three possible actions in the new Override modal:

An example of the new Override modal is shown below. In this example, the PATRON_EXCEEDS_FINES exception has been set to automatically override for subsequent items. This means that the next time Evergreen encounters this exception in this specific patron session, Evergreen will automatically attempt to override it. The MAX_RENEWALS_REACHED exception has NOT been set to automatically override for subsequent items. This means that the next time Evergreen encounters this exception in this specific patron session, it will ask again about an override.

In stock Evergreen, the following states will present an exception (i.e. ask for an override) on checkout and/or renew:

Certain events are not able to be batch-overridden, such as when an item with an existing open circulation is presented at checkout. Other events are not able to be overridden at all, including ACTOR_USER_NOT_FOUND and ASSET_COPY_NOT_FOUND.

Stock penalty codes (STAFF_C, STAFF_CH, STAFF_CHR, STAFF_H, STAFF_HR, STAFF_R) that can be encountered as events are auto-overrideable by default, and may present an Action Override modal.

If a patron believes an item was erroneously checked out on their account and staff cannot locate it to check it in the item can be marked as claims never checked out.

If a patron believes an item out on their account was returned and staff cannot locate it to check it in the item can be marked as claims returned.

A claimed returned items is resolved when it is checked in or when the status is updated to Missing or Lost following local library policy. An alert displays on check in to let staff know a claimed returned item has been found. If there is an outstanding bill associated with it, the item will not disappear from the Items Out screen. It will disappear when the outstanding bills are resolved. When an item is located staff may wish to adjust the patron’s Claims-returned Count accordingly on the Edit tab.

If a patron damages an item it can be marked as damaged at check in, via the Item Status interface, or from within a patron’s account.

A damaged item is resolved when it is checked in to return it to circulation, when the status is updated to Discard/Weed, or when the item is deleted. An alert displays on check in to let staff know a damaged item has been checked in.

If an item is slated to be removed from the collection it can be marked as discard/weed at check in or via the Item Status interface. Libraries may wish to use the Discard/Weed status when items to be discarded need to be reviewed before being deleted.

A discarded item is resolved when it is checked in to return it to circulation or deleted from Evergreen.

If an item cannot be located it can be marked as missing via the Item Status interface or from within a patron’s account.

A missing item is resolved when it is found and checked in or when it is deleted from Evergreen.

If an item is returned with pieces missing it can be marked as missing pieces from Check In or the Scan Item as Missing Pieces interface. The feature currently functions slightly different depending on which interface it is accessed through.

1) To mark items Lost, retrieve patron record and click Items Out.

2) Select the item. Click on Actions → Mark Lost (by Patron).

3) The lost item now displays as lost in the Items Checked Out section of the patron record.

4) The lost item also adds to the count of Lost items in the patron summary on the left (or top) of the screen.

If an item is returned after a lost bill has been paid and the library’s policy is to void the replacement fee for lost-then-returned items, there will be a negative balance in the bill. A refund needs to be made to close the bill and the circulation record. Once the outstanding amount has been refunded, the bill and circulation record will be closed and the item will disappear from the Items Out screen.

If you need to balance a bill with a negative amount, you need to add two dummy bills to the existing bills. The first one can be of any amount (e.g. $0.01), while the second should be of the absolute value of the negative amount. Then you need to void the first dummy bill. The reason for using a dummy bill is that Evergreen will check and close the circulation record only when payment is applied or bills are voided.

-Available: Item is available for checkout.

-Checked out: Item is checked out to a patron account. This status does not indicate whether or not the item is overdue.

-Claims Returned: item has been claimed as returned by the patron. This option as an item status is controlled by a library setting.

-Bindery: Manually set for items that are being sent out to be re-bound.

-Lost: Item has been checked out past a due date threshold or is no longer in a patron’s possession while they’re still responsible for the item. Can be automated based on due date, or manually set by staff.

-Missing: Item cannot be found on the shelves - either manually set, or applied upon “claims returned” (as well as claims never checked out?)

-In process: An item is newly cataloged and waiting to be checked in.

-In transit: Item has been checked in and is being sent to a different library, whether as a return to its home library, or to fulfill a hold.

-Reshelving: A transitional status for items that have been checked in, and need reshelving.

-On holds shelf: Item is captured for a hold of a patron at their pickup location and waiting to be checked out.

-On order: A title has been ordered, but the physical copy has not yet been processed and added to the catalog. Can allow patrons to discover forthcoming acquisitions, and to place holds prior to the library receiving the item in question.

-ILL: Inter-library loan.

-Cataloging: An item has been pulled to be edited by a cataloger.

-Reserves: In reserves collection.

-Discard/Weed: Item has been manually flagged for removal from the collection, but has not yet been deleted.

-Damaged: Item is damaged and the patron was billed.

-On reservation shelf: Used with room/booking module. When an item has been booked/reserved, it is placed in a unique location, ready for pick-up.

-Long Overdue: Item has been checked out past a due date threshold.

-Lost and Paid: Item was marked lost and the patron paid the replacement cost.

-Canceled Transit: Item that was in transit status but was then canceled.

-Available: checking in an item that isn’t eligible for a hold

-Claims Returned: item is marked as claimed returned via the patron account

-In Transit: item is captured for a transit to another location at check in

-On reservation shelf: Item is captured for reservation through the Booking module.

-On order: Items is created via activating a purchase order in Acquisitions.

-In process: An item is newly cataloged and waiting to be checked in. Also, item is received in acquisitions.

-Damaged: Marked Damaged needs to be executed on a screen

1) To check the status of an item, select Search → Search for copies by Barcode.

2) Scan the barcode or type it and click Submit. The current status of the item is displayed with selected other fields. You can use the column picker to select more fields to view.

3) Click the Detail View button and the item summary and circulation history will be displayed.

4) Click List View to go back.

1) To view past circulations, retrieve the item on the Item Status screen as described above.

2) Select Detail view.

3) Choose Recent Circ History. The item’s recent circulation history is displayed.

4) To retrieve the patron(s) of the last circulations, click on the name of the patron. The patron record will be displayed.

1) To mark items damaged or missing, retrieve the item on the Item Status screen.

2) Select the item. Click on Actions → Mark Item Damaged or Mark Item Missing.

3) Following the above procedure, you can check in and renew items by using the Check in Items and Renew Items on the dropdown menu.

The Edit Item function on the Actions dropdown list allows you to edit item records. Here, we will show you how to insert item alert messages by this function. See cataloging instructions for more information on item editing.

1) Retrieve record on Item Status screen.

2) Once item is displayed, highlight it and select Actions → Edit → Item.

3) The item record is displayed in the Holdings Editor.

4) Click the Item Alerts button in the Add Item Alerts box under the Miscellaneous column.

5) A window appears, where you can select the alert type, i.e., when the alert should appear for staff. Select the Temporary checkbox if you would like the alert to be removed after that specific action for the item is complete. Type in the message then click Apply Changes.

6) Back in the Holdings Editor, click Apply All & Save or Apply, Save & Exit.