CIRC System Librarian 1 CIRC system librarian alephetab
CIRC System Librarian 1 CIRC system librarian
$alephe_tab - MUST tables tab_sub_library. eng -> sub-libraries list effects: Names of the sub_libraries display in WEB OPAC and Client modules Library types ( regular, borrowers only, delivery, reading room) Item statuses ( tab 15) Loan Policy (tab 16) Open hours ( tab 17) Borrower record tab_attr_sub_library -> defines loan/return authorization (by IP address) tab_sub_library_address. eng -> defines addresses for printouts (used in conjunction with form_sub_library_address ) 2 CIRC system librarian
$alephe_root pc_server_defaults --> defines default values for the PC server. See Web Guide/System Librarian section for the entries relevant for CIRC module www_server_defaults --> defines default values for the Web OPAC. See Web Guide/System Librarian section for the entries relevant for CIRC module 3 CIRC system librarian
CIRC tables (XXX 50/tab) tab 10 CIRC related entries tab 14 Item Re-shelving Time tab 15. eng Item Statuses tab 16 Due dates, fines & limits tab 17 Library open hours tab 18. eng Cash transaction types tab 25. eng Material types tab 30 Borrower registration renewal tab 31 Borrower statuses (default settings) tab 32 Overdue notices 4 CIRC system librarian
CIRC tables (XXX 50/tab) tab 34 Lost material costs tab 37 Hold requests configuration tab 38 Photocopy requests configuration tab 39 Hold request's daemon configuration tab 40. eng Collection codes tab 41 Photocopy request's daemon configuration tab 43 Reserved Items Schedule 5 CIRC system librarian
CIRC tables (XXX 50/tab) tab_delinq. eng Delinquency codes and restrictions tab_hold_request Checks make by the system when hold request is placed tab_photo_request Checks make by the system when photo request is placed tab_check_circ Checks for loan/return/renew tab_block_circ Parameters for blocking loans check_circ_override Minimum user level for Override 6 CIRC system librarian
CIRC tables (XXX 50/tab) Display relevant tables: pc_tab_circ_fast_cat. eng pc_tab_exp_field_extended. eng pc_tab_fast_circ tab_z 30_sort tab_item_history. eng 7 CIRC system librarian
ID Record ID number Patron Record Address Record Type 00 z 308 Mailing Address Type 02 (Z 304) ID Record Global Patron Record Address Record Barcode Type 01 z 308 Name, Title (Z 303) Permanent Address Type 01 (Z 304) ID Record Address Record Additional ID Type 02 -99 z 308 Additional Address Type 03 -99 (Z 304) Local Patron Record Sub-Library Privileges z 305 8 CIRC system librarian
Due Dates, Fines & Limits • CIRC policy for combination of item status(tab 15) and borrower status (tab 31) • Rules for due dates, fines, limits : tab 16, tab 17, tab 10 (switch 18, 34) REMEMBER line 99 in tab 16 (defines the global limit on the number of loans and hold requests a patron is allowed to have at a given time). 9 CIRC system librarian
tab 16 99 line You can define the 99 line to relate to a certain borrower status or it can be defined as a global limit relating to all borrower statuses with a specific wildcard. The relevant parameters that need to be taken into account are: q Borrower status, column 4. q Max number of items, column 12. q Max number of hold requests, column 13. 10 CIRC system librarian
tab 16 99 line An example of a 99 line relating to a certain borrower status: 16 A 99 ## 08 + 0000 00000 04 03 An example of a 99 line relating to all borrower statuses: 16 A 99 ## ## + 0000 00000 04 03 11 CIRC system librarian
tab 16 99 line Remember not to leave blank spaces for the other columns but to put in zeroes according to the number of positions in each column except for columns 1, 2, 4, 12 and 13. If you leave blank spaces, the system will not know how to relate to them. If you leave the borrower status column blank, the system will not know that it should refer the limits set in this line to all borrower statuses. 12 CIRC system librarian
tab 16 99 line The global limits definition is available at two levels: q A global limit that applies to a sub-library. q A global limit that applies to the ADM library. 13 CIRC system librarian
99 line of the ADM library To set up this line, you should: Define a separate Group ID in tab 16 for the ADM library. Enter this Group ID in column 7 in tab_sub_library. eng in the line that defines the ADM library. Column 7 determines to which group of definitions in tab 16 this ADM library refers. 14 CIRC system librarian
99 line of the ADM library The line from tab 16: 16 D 99 ## ## + 0000 00 A 00000 05 05 The line from tab_sub_library. eng: UNI 50 2 UNI 50 L UNI 50 16 D UNI 50 ALEPH 15 CIRC system librarian
Loans When loaning an item, the system checks both the PATRON and the ITEM to verify that the loan is VALID 16 CIRC system librarian
Checking the Patron Has loan privilege (tab 31) NO YES E X NO I NO T NO NO 17 Loan!!!!!! Has privilege to borrow this item (tab 16) YES Has no delinquencies (tab_delinq. eng, Z 305) YES Has no overdue items or fines (Z files) YES Has not reached the limit of items that can be checked out (tab 16) CIRC system librarian
Checking the Patron E X I T NO NO User’s Override NO NO Privilege NO YES OVERRIDE 18 Loan NO Has loan privilege YES Has privilege to borrow this item YES Has no delinquencies and no block date YES Has no overdue items or fines YES Has not reached the limit of items that can be checked out CIRC system librarian
Checking the Item ITEM NO Can be loaned (tab 15, tab 16) EXIT YES Has hold requests (Z files) 19 NO Loan!!!! CIRC system librarian
Checking the Item ITEM EXIT Can be loaned NO NO YES Has hold requests NO 20 User’s Override Privilege YES Loan CIRC system librarian
Loans When a loan transaction is successful, a Z 36 Oracle record is created by the system. The Z 36 contains vital details concerning the transaction, including: record number; user ID; sub-library; loan date; due date; item status; etc. 21 CIRC system librarian
Loans 22 CIRC system librarian
Renewals The system checks that the user: • has renewal permission (tab 31) • has an expiry date that is later than the new due date (tab 31, Z 305) • has no delinquency codes (Z 305, tab_delinq. eng)) • has not reached his cash limit (tab 31) 23 CIRC system librarian
Renewals The system checks that the item: • may be renewed (tab 15) • has no hold requests (Z 37) • is not overdue (Z 36) 24 CIRC system librarian
Delinquencies tab_delinq. eng is the table that defines the patron's delinquencies for Circulation purposes on two levels: . § Global Level: Type 1 - the patron will be blocked in all the sub libraries that belong to the system, on the ADM level. Type 1 refers to the patron's Z 303 record. § Local level: Type 2 - the patron will be blocked in a particular sub-library. Type 2 refers to the patron's Z 305 record. 25 CIRC system librarian
tab_delinq. eng Global Delinquency Codes Delinquency code type 1, Z 303 Global delinquencies, is not related to a sub_library or to the patron's permissions but rather to the patron on the ADM level. As a result, the mere fact that the patron has a Z 303 delinquency code attached to his record, traps all circulation transactions he tries to perform, with the exception of placing hold or photocopy requests. 26 CIRC system librarian
tab_delinq. eng The various Z 303 delinquency codes have the same functionality. 27 CIRC system librarian
tab_delinq. eng Local Delinquency Codes On the Local level, delinquency code type 2, the librarian can determine for each code, which circulation privileges will be blocked for patrons having this delinquency code, in addition to his loan and renewal privileges. Type 2 codes refer to the patron's Z 305 record that belongs to a specific sub-library. 28 CIRC system librarian
tab_delinq. eng Use "N" to list the privileges you wish to block (a-h). Otherwise leave the space blank. 29 CIRC system librarian
Hold Requests A Hold Request is a reservation of an item. The system checks both the user and the item to verify that the hold request is permitted. 30 CIRC system librarian
Hold Requests The system checks that the patron: - Has permission to place a hold request (tab 15/col. 8) - Has not exceeded the number of hold requests he/she is allowed *on items of an exact status (tab 16) *global limit (99 line in tab 16) - Has permission to place a hold request on an available copy (if a copy is available) (tab 31) - Has not passed his expiry date (tab 31, Z 305) 31 CIRC system librarian
Hold Requests The system checks whether the item: - May be requested (tab 15, tab 10 -1, 2, 26) - Has other hold requests -- if so, is it possible to place multiple hold requests for this item? (tab 15) - May be picked up from chosen location (tab 37) 32 CIRC system librarian
tab_hold_request This table contains the various checks performed by the system before / after a hold request is placed: The checks can influence: • Display (or not) of the Request link on the list of items • Display of information regarding the group of items and the patron's place in the request queue • Display of meaningful messages concerning the 33 reason why a request is refused. CIRC system librarian
tab_hold_request Tab_hold_request columns: COL 1 Defines when check procedure is performed COL 2 What check procedure to be performed 34 CIRC system librarian
tab_hold_request 35 COL 1 Defines when check procedure is performed There are 5 separate instances defined for when a check is made: 1. PRE check is performed in the WEB OPAC, before showing request link on the list of items. This check usually does not depend on user identification. 2. PRE_Client check is performed in the Client OPAC, before showing request button on the list of items. Usually does not depend on user identification. 3. INFO is used when displaying the hold request fill-in form. 4. POST check is performed when the user sends the request to the server in the Web OPAC (user identification is present). 5. CIRC is used in the Circulation client (user identification is present). CIRC system librarian
tab_hold_request 36 CIRC system librarian
tab_hold_request 37 CIRC system librarian
tab_hold_request 38 CIRC system librarian
tab_hold_request 39 CIRC system librarian
tab_hold_request If a check that requires patron information is used as a PRE check, then the patron must first be identified, and you must set check_hold_request_l as a PRE check as well. 40 CIRC system librarian
tab_hold_request • Multiple possibilities, BUT……… • When setting PRE checks , take into account the system resources required for checks that are made when the items list displays. • If the checks require comparing item records and existing requests, and there are many item records, this can create an undesirable load on the server. • If a check is listed for PRE, it need not be listed for INFO or POST, since the INFO/POST scenario will not happen. 41 CIRC system librarian
Recall functionality Recall process can be initiated by Recall type (01 -regular or 02 -rush) inserting when hold request is created. • tab 16 -- define the fine method, the recall period and the minimum guaranteed loan period 42 CIRC system librarian
Recall functionality • While the Circulation librarian or the Web OPAC user may request an item, it is not actually recalled until the “Recall Items on Hold” (p_cir_13) function is run in the Web Services module. • If your policy is to use recall functionality, it is recommended that you run this function every day. 43 CIRC system librarian
Recall functionality “Recall Items on Hold” (p_cir_13) generates: - new due date (according to tab 16) - recall letters to users - update display (the Item List and Borrower's List of Loans will be updated, indicating that the item has been recalled. The List of Loans will show both the original due date and the new due date, now that the item has been recalled) 44 CIRC system librarian
Photocopy requests As with Hold requests - the system checks that the user has permission to place a photocopy request (tab 31) - the system checks if the item may be requested (tab 15) - photo checks are set in tab_photo_request 45 CIRC system librarian
CIRC table-driven checks tab_check_circ - sets the checks that will be performed when an item is loaned or renewed. /alephe/error_eng/check_circ - text of messages associated with the checks tab_block_circ - sets values for overdue (9 a, 9 b) checks check_circ_override - sets the minimum password level to override checks 46 CIRC system librarian
Configuration example: • None of the definitions in tab 15. eng, tab 16, z 305, tab 37, tab 38 , tab_block_circ are NOT functional automatically. • These definitions become functional only after the appropriate checks are set in tab_check_circ, tab_hold_request, tab_photo_request 47 CIRC system librarian
Configuration example: • In order for the system to know to relate to the 99 global limit in tab 16, you need to set the matching checks in two tables: q tab_check_circ for the limits placed on the number of loans. q tab_hold_request for the limits placed on the number of hold request. 48 CIRC system librarian
Configuration example: In tab_check_circ there are two checks defined for the global limit: 4_b: check borrower loan limits (99 line) 4_c: check borrower loan limits (99 line) - total for ADM These checks should appear in the LOAN section of the tab_check_circ table. LOAN check_circ_4_b check_circ_4_c 49 CIRC system librarian
Configuration example: In tab_hold_request there are two checks defined for the global limits: • check_hold_request_q (check for max number of hold requests for the sub-library) • check_hold_request_t (check for max number of hold requests for the ADM library) 50 CIRC system librarian
Configuration example: These checks are relevant in sections CIRC and POST. The checks for placing a hold request in the Circulation client are in CIRC. The checks for placing a hold request in the Web OPAC are in POST. 51 CIRC system librarian
Configuration example: For example: POST check_hold_request_q check_hold_request_t CIRC check_hold_request_q check_hold_request_t 52 CIRC system librarian
Overdue / lost / cash • Overdue notices policy : tab 32, tab 10 (switch 20), WWW Services • Lost material charges - tab 34 • Cash Transactions set up: tab 18 53 CIRC system librarian
Circulation Services Many circulation batch reports and services are available from the Services menu. Some are simply plain reports (e. g. Borrower List) while others perform a function (e. g. Recall). 54 CIRC system librarian
Circulation Client circ. ini influences behavior of CIRC client All sections are described in Web Guide/CIRC/System Librarian 55 CIRC system librarian
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