Workflows - Basic Circulation 6-7-2018

SirsiDynix Workflows:
Circulation

Basic Circulation Functions

(Revised 6/8/2018)

Patron Searches .......................................................................................................................................................2
Issuing a Library Card ...............................................................................................................................................3
Stolen Library Card ..................................................................................................................................................6
Replacing a Lost Card ..............................................................................................................................................7
Adding Money to Pay for Print Account and Print Job Refund/Credit ...................................................................8
Paying a Bill ..............................................................................................................................................................9
Paying for a Lost Item Not Yet Declared Lost in Workflows .................................................................................11
Paying for a Lost Item Set to Lost in Workflows ...................................................................................................12
Claims Return ........................................................................................................................................................13
Claims Never checked Out ....................................................................................................................................14
Return of a Claimed Item ......................................................................................................................................15
Return of a Lost Item .............................................................................................................................................16
Damage Item Returned .........................................................................................................................................17
Failed Call/Text Reasons .......................................................................................................................................18
Failed Email Notifications Reasons .......................................................................................................................19

1

 When searching for a patron always do two searches ID and name. Use the birthdate column, from the
results page, too.

 In the Display User search by driver’s license number. Change the Index to License, type the license
number in the Search for box. Match the name and the birth date displayed.

 In the Display User search by name, use Browse for name searches, not Keyword. Change Type from
Keyword to Browse, this defaults the Index to Name. Match the name and the birthdate displayed.

2

 User Registration Wizard: Scan the library card barcode in User ID>Enter. Complete the entire registration
in uppercase.

 Basic Info Tab: Title Mr. Mrs. Miss or Ms. is optional. Enter the first name, middle name (optional), last
name and Suffix is optional (Jr. Sr. II. III.). Select the appropriate profile name. Leave preferred names fields
blank.

 Privilege Tab: enter the pin code 4-10 letters and/or numbers only. No characters or spaces. Enter zz or
xx override.

 Demographics Tab: Select age group in User cat1 and enter birth date MM/DD/YYYY.

3

 Address Tab: Enter contact phone number in the Homephone field, enter street or P.O. Box in Street field,
enter apartment number/letter preceded by #, enter city, state field, enter zip code, enter up to two email
addresses in email field separated by only a comma (no space), enter secondary phone number in
dayphone.

 Never add any new fields in the Address tab section doing so may affect notice delivery.

4

 Extended Tab: Comment field enter your first initial followed by your last name.
 Notify Via either PHONE or EMAIL. If there is no phone or email leave it blank.
 License-California Driver’s license number only.
 Other ID- enter whatever was used for photo ID and proof of address.
 Guardian: for minor applicants enter parent/legal guardian’s last name, first name.

 Select Check Duplicate User button, investigate if you get results.
 If you get no results select Cancel and select Save.

5

 When a patron contacts the library to report their wallet was stolen, you BARR the library card.
 Use the Modify User Helper in Display User or use Modify User. Verify the patron by using their ID

on the registration or date of birth.
 Go to the Privilege Tab, change the Status to BARRED enter xx for the Override.

6

 Patron must provide their photo id when replacing their library card.

 Go to Display User to search for patron using their driver’s license, name, phone number, street address,
email address or phone number.

 Make any changes to their registration using the Modify User Helper in Display User or use Modify User.
Verify their age if they are no longer a minor update their profile to Adult, and ask for their driver’s license
or other form of ID. Remove parent/guardian’s name and driver’s license. Verify/Update their address,
phone number and email address.

 Renew the library card.

 Go to the User Lost Card Wizard + . Enter the lost library card number. Scan their new library card
in the New User ID field.

 Enter the lost library card number in UAM check to see if there is any money in their printing account. If
there is Remove Value and put the money in the new library account. Save the receipt write Credit on the
top and place the receipt in the cash register.

 Merge their lost library card and new library card in OverDrive MarketPlace

7

 Adding money with a credit card: Open the eCommerce Client >enter patron’s library card number

and PIN>OK. Select Access Account>Select Add Funds to AAM Deposit Account>Pay From Credit Card>Swipe
Card>Enter Amount>OK.

 Adding money with cash or check: Open User Account Manager (UAM)>Enter library card

number>Enter key>Enter amount>Add Value>Enter Key. Enter amount in the cash register using Key 2.

 Refunds/Credit for bad print jobs: Open User Account Manager (UAM)>Enter library card

number>Enter key>Enter amount>Add Value>Enter Key.

 Click Print Copy of Last Receipt >write CREDIT on the top of the receipt and place in the cash register,
DO NOT ring up the amount.

8

 Paying by cash: Use the Pay Bill Wizard or Pay Bill Helper. If paying entire amount, enter the amount in the
Payment field and hit enter. Give the patron the receipt, enter the amount in the cash register.

 Paying a Specific Item’s Bill: select the item, enter the amount in the payment column and enter. Do not
enter the amount in the top Payment well that will deduct amounts from top to bottom. Give the patron
the receipt.

 Paying with check: Use the Pay Bill Wizard or Pay Bill Helper. Write the patron’s library card number on the
front of the check, make sure patron’s fills out the check with the appropriate amount, date and signs it.
Endorse the check immediately. Change the payment type to CHECK.

9

 Paying with credit card: Use the eCommerce Client. Enter the patrons card number and PIN (Modify
User> Privilege tab).

 ***Important always ask if they’d like to pay the full amount before clearing full amount.

 Select Pay Fines/Fee>Pay From Credit Card>Swipe Credit Card and change amount if patron isn’t paying the
full amount>OK

 Paying using money from Printing Account: Use the eCommerce Client. Select Pay from AAM Deposit
Account>OK

10

 Maximize the renewals, do a shelfcheck.

 Mark the item Lost when patron is ready to pay.

 Go to Display User enter patron’s ID. Right-click on the title of the item to be marked lost. Select Mark
Item Lost, select the Bill User button, click OK.

 Use the Modify User Helper, go to the Extended Info tab. Select the Comment field write “Paid for lost
book (Title, barcode). (Branch Mnemonic date first initial last name) example AV 11/13/13 MSMITH

 Go to Pay Bills if paying by cash/check enter the amount owed, select Cash or Checks in Payment type and
hit enter for receipt. Give receipt to patron.

Important ask if they’d like to pay the full amount before clearing full amount. NEVER take
credit card information over the phone.

 How to use money from printing account, open up the eCommerce Client. Select Pay from AAM Deposit
Account>Click OK.

 No replacement in lieu of payment is allowed.
 Items in lost status can be marked claims returned.

11

 Maximize the renewals and do a shelfcheck.
 Go to the Pay Bill Wizard if paying by cash or check.
 Use the eCommerce Client for credit card payments.

Important ask if they’d like to pay the full amount before clearing full amount. Do not take credit
card information over the phone.
 How to pay using money from printing account, open up the eCommerce Client. Select Pay from AAM
Deposit Account>Click OK.
 Add a Comment on patron’s account “Paid for lost book(Branch date 1st initial and last name)
 No replacement in lieu of payment is allowed.

12

 Patrons are allowed to place any/all active checkouts in claims return one incident every three years.
 DO A SHELFCHECK. Call any other branch where the item(s) may have been returned to and have staff do a

shelf check, too.
 Exhaust renewals. Use Display User in the Checkout tab right click the title(s) to be claims returned and

select claims return.
 In the Claims Returned column open up the calendar gadget and select the actual due date. Both the due

date and the claims returned date should match, to avoid “ghost” charges and ghost overdue fines on the
item.

 Go to the Modify User Wizard >Extended Info>Comment field add the following “Negative shelf check
Title, item ID placed on Claims Return. (Branch date 1st initial and last name).

 Go to the Edit Item Wizard, in the Type field change to CLAIMSRET, click SAVE this will prevent holds.

13

 Patrons are allowed to place any/all active checkouts in claims never checked out once every three years.
 DO A SHELFCHECK. Ask the patron if they lent their library card out, perhaps it was used for a school visit

or borrowed by a friend.
 After exhausting renewals and after negative shelfchecks you can proceed placing the item(s) in claims

never checked out.
 Mark the item(s) lost because there is no Claims Never Checked Out Wizard. Go to Display User enter

patron’s ID. Right-click on the title of the item to be marked lost. Select Mark Item Lost, select the Bill User
button, click OK.
 Go to Pay Bills and waive the cost of the item, processing fee and any applicable overdue fines.
 Go to the Modify User Helper, go to the Extended Info tab. Select the Comment field write “Title, ID due
on date was placed on Claims Never Checked Out. Waive lost overdue fines if item is returned. (Branch
date 1st initial and last name)
 Next select the Privilege Tab, change the number 0 in the Claims Return box to number of items being
claims never checked out.

14

 Claims Returned Item: When checking in a claims returned item a pop-up will display “A user claims to
have returned this item. User Name, Date of claimed returned. Check box to open the user record for
editing.” Check the box and select Discharge.

 This takes you directly to Modify User, go to the Extended Info, piggy-back on the existing claims return
comment add the following “****Claims returned item today in Bookdrop/in person” (Branch date 1st
initial and last name)

 Go to the Edit Item Wizard and change the Type from Claimsret to the original type.
 Claims Never Checked Out: Upon discharging the item a pop-up message “Warning!!! This item was

reported as lost or assumed to be lost” displays, click OK.
 In the Discharge Wizard right click on the discharged item and select Display User, copy and paste the

patron’s User ID.
 Paste the patron’s ID into the Modify User Wizard. Go to the Extended Info tab and look for the Claims

Never Checked Out comment. Add the following comment to the existing one “Item returned through
book return/in person, waived $$$.” (Branch date 1st initial and last name).
 Go to the Pay Bill Wizard and waive any fines for that item.

15

 While discharging an item the following note appears “Warning!!! This item was reported as lost or
assumed to be lost”, click OK.

 Right-click on the title and select Display User, copy the patron’s User ID and paste it in Modify User, go to
the Extended Tab look for a note or comment mentioning the paid item. If there is no note/comment go to
the Display User Helper>Bills tab>change the Display options of the Bills (on the bottom of window) from
Unpaid to Paid. Click on the column heading Title to alphabetize titles, search for the item. When found go
across to the Owes column and click on the $0.00.

 Check the Payment type if it says CASH, CHECK or CREDITCRD this indicates the item was paid for. Look at
the date of the payment if it’s within one year, you must fill out a Refund Request form for the patron and
email the completed form to the Circulation Coordinator. The form is on the Circulation Services site on the
Intranet.

 Check the Payment type if it says CANCEL this indicates the item was in lost status and never paid for. The
replacement cost bill is cancelled and replaced with the maximum overdue charge. Check the actual cost of
the item if it is less than the overdue you need to adjust the fine to the cost of the item.

16

 Discharge the item and write down the previous patron’s ID.
 Charge the full amount when the item is damaged beyond repair, even if the item belongs to another

library. Go to Bill a User use DAMAGE as the reason for the bill, charge the cost of the item.
 Go to Edit Copy, enter the barcode. Change homelocation to Discard and Save.
 Fill out a Damage Form. If the item belongs to another branch email their Librarian letting them know you

are charging the full replacement cost.
 Let the patron know it will be held at your branch for 7 days. You can take a picture of the damage, in case

the patron shows up after the 7 days.
 All wet items should be placed in a zip lock bag.
 Go to Modify User > Extended Info tab add a note explaining damage charged and how patron was

notified.
 Once the item is paid for give it the patron.
 No replacement in lieu of payment is allowed.

17

The SVA system calls patrons with overdue materials and ‘available’ holds every day between 9:00 a.m. to 7:00
p.m. SVA will call 3 times in one day, 1 hour apart, before deciding it is a “failed call”.
Failed call= No answer after 9 rings, line busy, fax tone detected, no answering machine, answering machine is
off/full or operator intercepted call.

Reasons why patrons may not have notified BY PHONE:

 Check to see if the NOTIFY_VIA field has PHONE. This must be typed in UPPERCASE.
 Ask patrons if they block non Caller ID lines, star 82. SVA has no way of reaching these patrons.
 They may have call waiting and ignored the “beeps”.
 They may have dial up service for their Internet, the system will allow the phone to ring 9 times before deciding it is

a failed call.
 The telephone number is not in the HOMEPHONE field, please correct. SVA dials only the number in that field.
 Check to see that there is an actual ‘available’ hold or 'overdue’ item. Look at the Notified date on the available

hold if it is blank the hold was checked in that same day, patron would be notified the next business day.
 If you’ve checked all of the items above contact the Circulation Coordinator to investigate.

Reasons text messaging failed:

 Phone number must be a mobile number.
 Numbered entered incorrectly.
 Label must say MOBILE.
 All boxes must be checked.
 If you’ve checked all of the items above contact the Circulation Coordinator to investigate.

18

Reasons why patrons may not have been notified BY EMAIL:
 Check the accuracy of the email address.
 Check to be sure that there are no spaces in the email address.
 If there are two email addresses they must be separated by a comma. ( no space between comma)
 Patrons have to make sure they are accepting mail from [email protected].
 They may have to put our address on their ‘buddy list’ or ‘allow list’.
 Mailbox is full
 Have patron check with Internet Provider to see if allowing emails. If an email address isn’t being used the
Internet Provider can purge the email address.
 The way our email is sent, it will appear to be spam because it is bulk mail and not specifically addressed to
one person. Ask patron to check spam folder

If you’ve checked all of these items and would like us to investigate further, email
[email protected] to open up a Sirsi ticket. Include the patron’s ID, email address and dates
notifications should have been emailed. Sirsi retains email logs for 30 days only.

19