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III. Patron Registration Procedures

GUIDELINES FOR EDITING PATRON RECORDS WITH PROBLEMATIC NAMES

  1. Last names with spaces (examples: Van de Heis, La Page) should ideally be entered (VANDEHEIS, LAPAGE) with no spaces.
  2. A last name with an apostrophe (examples: O'Conner, O'Day) should be entered (OCONNER, ODAY) with no space and no apostrophe.
  3. Many people with Hispanic names have two last names. Example of Hispanic Names:
    1. Father: Jorge Santiago Alvarez (Santiago – Father’s last name, Alvarez - Mother’s last Name)
    2. Mother: Maria Garcia Santiago (Garcia – Maiden name, Santiago – Husband’s last name)
    3. Son: Juan Santiago Garcia (Santiago – Father’s last name, Garcia – Mother’s last name)
    Correct way to put in Millennium:
    1. SANTIAGO ALVAREZ, JORGE
    2. GARCIA SANTIAGO, MARIA
    3. SANTIAGO GARCIA, JUAN
  4. It is recommended that if a patron has a Jr, Sr, I, II, III, etc. that it be written: SMITH JR, JOHN
  5. It is recommended that all CAPITOL letters are used when entering patron names.


DETERMINING HOME LIBRARY
Before the patron completes a registration form, inquire if the person is registered at any library in the Arrowhead Library System.

If the patron is registered at more than one Arrowhead library, determine the home library based on residence. If the patron does not have a card, issue the patron a library card and verify that Pcode 4, Patron Agency, Patron Type and Home Library within the patron record match the municipality in which the patron lives.


GUIDELINES FOR ASSIGNING PATRON MUNICIPALITIES
The lists of patron statistical categories should be consulted when assigning a municipality to a patron record. Generally, a patron record is assigned the municipality for the city, village or township where the patron lives. A municipal resident in a city/village with an ALS library should be assigned the code for the specific jurisdiction where he/she lives. When updating a record, verify that the municipality field (PCode4), Home Library, Patron Agency, and Patron Type all match the same library.


INSTITUTION CARD PROCEDURE
When entering data for the Institution card use the following procedures:

  1. Enter the name of the Institution in the name field.
  2. Enter the address of the Institution in the address field.
  3. Enter the name of the person who has signed for the card.

PIN INFORMATION
PINs are required in any action in which the patron is required to validate (e.g. view patron record, place a hold, etc) in RockCat. If the record does not presently contain a PIN, RockCat will ask the patron to enter a new one.

The minimum length of a PIN is set to 3. PINs are created by patrons, but can also be created by staff in Millennium. In RockCat, if there is no PIN in their record, patrons get two prompts. One is for the PIN and the second is for confirmation. Library staff are unable to read the PIN once entered, as it is encrypted in Millennium. Staff may clear a PIN over the phone and in person after verify patron information.

REPLACEMENT FEE
Each library may determine the replacement cost for their library cards.


IV. General Circulation Procedures

FINDING A DUPLICATE RECORD
Before creating a patron record, check to see if the patron already has a record in the system. If another record is found that matches the name, the duplicate record will pop up on top of the new patron entry form. When this happens:

  • Check the duplicate record to see if this is the same patron.
  • If you wish to use the old record and stop creating the new record click Use Patron Record.
  • Clicking Use Patron Record will cancel the new record and bring up the existing record.
  • Clicking the Close icon will close the duplicate record and return you to the new record. When you are done entering the information, click the Save/Close icon.


RETURN OF LIBRARY MATERIAL

  1. ROCKCAT materials may be returned to any ALS library. To process materials owned by other libraries, check them in. Use the ALS routing slips to route materials to other ALS libraries.
  2. 2. When damaged or incomplete material arrive place a Problem Returned Materials notice. Route the damaged materials to the owning library. Follow the holds procedure if these items have holds.


CLAIMS RETURNED PROCEDURES
If a patron claims that they have returned an item a note automatically appears on the patron record. Three active “claims returned” notes are allowed before patrons may be denied card privileges. Staff may mark any ALS libraries’ material as claims returned.


CONVERTING ON-THE-FLY ITEMS
If a library allows on-the fly checkouts, items “not on file” or without barcodes may be checked out. To circulate an on-the-fly item:

  1. Barcode the item, then scan the barcode in patron checkout.
  2. An Item On Fly screen will pop up.
  3. You will be prompted to enter information including:
    1. Item Type
    2. Location Code
    3. Call Number

When the item comes back in, it will pop up as Item-on-fly. Print the message and give to cataloging to process.


INTERLIBRARY LOAN REQUESTS
Patrons can request ILLs at any library. If there is a problem or abuse of ILLs, a note should be added to the patron’s record.


V. Fines, Fees and Replacement Costs Procedures

LOST ITEMS PROCEDURES
Libraries may use Mark Item Lost when a patron indicates that items were lost/damaged. Using Mark Item Lost generates a bill and gives the item a Lost status. Mark an item lost only if the patron is absolutely sure the item is lost; if they are not sure, ask them to wait to be billed for the item. If marking an item lost, patrons must pay for the item at that point.


RECEIVING PAYMENT FROM PATRONS FOR ITEMS OWNED BY ANOTHER LIBRARY
If a library collects money before billing for a lost/damaged item owned by another library and there is no price in the item record, contact the owning library to get correct price.

Libraries will keep fees of money they collect, no matter who owns or circulated the materials, with the exception of billed or lost items over $10.00. Checks or cash can be sent directly to the receiving library with a completed ALS Lost Item Receipt form. A check can be made out to ALS if the patron owes money to more than one library. Send the check with the ALS Lost Item Receipt form and ALS will send the owning libraries the payment.

Collection payments can be made at any library. If partial collection payments are made, the collection fee must remain until all the collection amount is paid. All collection fees, with the exception of any replacement fees for that library, should be sent to the collection library.


VI. Holds Processing Procedures

DO NOT RESERVE ITEMS
Loaning material is reciprocal. If you do not accept holds on certain kinds of items, then you should not ask to reserve them. See Appendix D for the list of items and locations of non-circulating material.


SHORT LOANS OR JACKPOT ITEMS
High demand items may be given a short loan period. “Short Loan” or “Jackpot” stickers are placed on the item near the barcode label. These stickers are removed by the owning library according to their own policy. Libraries using a short loan period with a special location code will change the location code when the sticker is removed.


PATRON PLACED HOLDS
Patrons may reserve or place holds on materials with staff at a library facility, from a library facility computer, by calling a library facility or via the Internet from a remote computer. Patrons are allowed to place and cancel holds and change pickup locations in RockCat.


STAFF PLACED HOLDS
Only Staff will be allowed to place item holds with the exception of items that have a volume field. Patrons will be able to place item level holds on items with a specific volume number in RockCat. The order and priority of holds should not be manipulated.


DELETED HOLDS NOTICE TO PATRON
If a library changes the status of an item to lost or missing and it is the last item available in ROCKCAT then the library will notify the patron using the automated canceled holds option.


TITLE AND ITEM HOLDS
When a patron places a hold, RockCat automatically determines the proper level of hold – title or item. Patrons cannot place item holds except on the following:

  • Issues of a magazine
  • Multi-volume sets
  • Items owned by your library that need to be retrieved for technical processing
  • Retrieving a specific item for a patron, such a specific edition of a book.

Only library staff are allowed to place item holds on all other items. When placing holds in Millennium, staff must be careful to choose Copy Returned Soonest unless item fits one of the item hold exceptions.


MATERIALS ON ORDER
Materials that are on order may be reserved. If the only copy of the title proves to be unavailable, patrons will be notified by the ordering library.


MULTI-PART VIDEOS
Multi-part videos that are one bibliographic entity are not all handled the same way. Some are packaged together with one barcode and others are packaged separately with multiple barcodes. When placing holds on multi-part videos/DVDs, place an item hold on the set or individual pieces that are desired. In Millennium, select the item and choose Hold Selected Item.


CIRCULATING ITEMS ON THE HOLD SHELF
Items should be checked out to the same patron barcode number that was used in placing the hold. A specific item is trapped to fulfill a hold for a specific patron. Patrons may pick up held materials for family members if they have the library card of the patron who placed the hold.


ON-SHELF HOLDS PROCEDURES
Each library can prepare their item and title paging lists from the Notices mode of the circulation client. The title paging list should be prepared at least once a day. The item paging list should be prepared at least once a day. Detailed instructions for processing the paging lists can be found in Appendix E.


ROUTING MATERIALS
All materials (with the exception of problem returns) that enter your library should be checked in. When items with holds are checked in, patrons will be notified if the hold is for pickup at your library or another library. See Appendix E for detailed instructions.


CLEAR HOLDS PROCEDURE
If a hold is not picked up by the expiration date, the hold will be cleared and moved to the next patron on the list. Each library will designate staff to look at expired holds for their libraries and take appropriate action if the patron has not picked up a hold in the required time. The hold shelf must be cleared each day your library runs the clear holds notices. Print out the clear hold shelf report and follow the instructions to fill other holds or return items to the other libraries or your library’s shelves. See Appendix E.

CHANGING OF PICKUP LOCATION FOR AN ON HOLDSHELF ITEM
If an item has a status of “On Holdshelf” the pickup location cannot be changed. If the patron wants, the hold can be cancelled and replaced. If no other holds exists, the patron may pick the item up at the new requested location. Otherwise, the patron will need to wait until the other holds are fulfilled.


VII. Missing Parts, Lost Parts, Damaged Items Procedures

HANDLING MULTI-PART MATERIAL
Before sending out multi-part material in transit, verify that there are no missing parts. Also check to make sure the correct items are inside and that personal items have not been returned by mistake. Put a message on the item record to indicate that items or parts are missing.


IN TRANSIT MATERIALS
Check for missing parts before putting in transit. Also check to make sure the correct items are inside and that personal items have not been returned by mistake. Put a message on the item record to indicate that items or parts are missing.


MISSING OR LOST PARTS
Do not check in items with missing parts. If item is checked in, check item back out to patron. Staff can use the Circulation History table to see the previous patrons. Place a Missing Parts note clearly on the item and return material to owning library to the attention of the missing/lost items contact listed below. Owning library will contact patron and advise them of the missing part and bill the patron if necessary. If the missing part has been returned to a library and sent through the delivery, put a note in the record that it has been returned and is in transit.

Missing/Lost Items Contacts:
Beloit – Michael DeVries/Nicole Ballok
Clinton – Mary Bieber
Edgerton – Sherry Machones
Eager Free – Megan Kloeckner
Hedberg – Michelle Dennis
Milton – Stacey Schultz
Orfordville – Sarah Strunz


DAMAGED ITEMS
Do not check in damaged items. If item is checked in, check item back out to patron. Staff can use the Circulation History table to see the previous patrons. Place a Damaged note clearly on the item and return material to owning library. The owning library will contact the patron, advise them of the damage, and bill if necessary.

If item is damaged at the library by library staff, library owned materials or machines, that library is responsible for reimbursement of the item to the owning library. If an item is damaged at a remote drop box, the owning library is responsible for the damage.


NOTING DAMAGE
Damage to items/missing parts should be noted on the items so that multiple patrons do not get accused of the same damage. Damage/missing parts can be noted in an Item Message.



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