Item Record Workform

To access the Item Record workform, select Cataloging > Item Records, or press Ctrl+Alt+F9 and search for an item. Double-click an item in the search results to open the Item Record workform. The Item Record workform includes cataloging, circulation, notes, notice history, and source information for an item record. If your library uses course reserves functionality, the Item Record workform includes reserve circulation information and linked course reserve records. You can specify the view that appears when you first open the Item Record workform using the Polaris Administration Staff Client profile Default view selected when item record opened. See Setting Preferred Workform Views. If the item record is for an integrated eContent item, the eContent check box is checked and a barcode is generated automatically. See EContent Item Records.

Use the toolbar or menu on the Item Record workform to:

• Create a new item record manually - If you want to create a single item record, select File > New or click . The New Item Record dialog box appears. Select Clear Work Form > Copy Existing Work Form, or Use Existing Template. The New Item Record Options window appears. See Create a single new item record manually.

• Create multiple item records simultaneously - If you want to create multiple item records that are linked to the same bibliographic record as the open item record, select Tools > Create Item Records. See Create multiple item records for a single title.

• Open another item record - Select File > Open or click . The Find Tool appears with Item Records selected in the Object box.

• Print information about the item record - Select File > Print or click the arrow next to the printer icon and select one of the following options:

  • Current View to print the displayed view.
  • All Views to print every view of the item record.
  • Item Full to print the item record.
  • Item Brief to print the brief view of the item record.
  • Item & Parent to print the item record and its primary (parent item).
  • Item & Children to print the item record and its subordinate (children) items

• Print a routing slip for a serial item - Select File > Print > Route Slip. See Print a route slip.

• Print a single spine label for the item record - Select File > Label Request > Single Label or click . See Print spine and pocket labels from an item record.

• Print multiple spine labels - Select File > Label Request > Multi-label or click . See Print spine and pocket labels from an item record.

• Refresh the workform - Click .

• Check in the displayed item - Select Tools > Check In or click . See Doing Normal Item Check-Ins.

• Create a hold request to reserve the item - Click Tools > Place Hold or click . See Placing Hold Requests.

• See all items linked to the same bibliographic record - Select Links > All Item Records or click . If there is only one other item record linked to the same bibliographic record, the Item Record workform appears. If there are multiple item records all linked to the same bibliographic record, a list box appears showing all the linked item records. Select an item to open it.

• See the linked bibliographic record - Select Links, Bibliographic Record, press Ctrl+G, or click .

• Print receipts or slips - Select Tools, Options, click , or press Ctrl +T. The Tools, Options dialog box appears. Select the option for the type of receipt or slip you want to print, and click OK. See Setting Up Receipt Printing from Workforms.

• Set Radio Frequency IDentification (RFID) options before you initialize the RFID tag for the item. Select Tools, RFID Options and enter the information required depending on the RFID vendor you are using. For vendor-specific entries, see Options Dialog Box, RFID Options Dialog Box.
• Initialize the RFID tag for an item. Place the item with the RFID tag on the antenna tray, and select Tools, Initialize RFID Tag or press F9.

• Add an item to a route list - Select Tools, Add to Route List. See Add a serial holdings record or an issue to a route list.

• Remove the item from a route list - Select Tools, Remove from Route List.

• Place the displayed item on course reserve - Select Tools, Add to Course Reserve. See Borrow By Mail Circulation.

• Add the item record to a record set - Select Tools, Add to Record Set, New or Existing. The Find Tool appears already set to search for existing Item Record Sets by name. Just enter the name of the existing record set and click Search. If you select New, a new Item Record Set workform appears with the one item listed. Type a name for the new record set and save it. For more information on record sets, see Creating and Using Record Sets.

• Link to other records - Select Links, and select a record type.

• View the item’s cataloging information - Select View, Cataloging, or click . See Item Record Workform - Cataloging View.

• View the item’s circulation information - Select View, Circulation or click . See Item Workform - Circulation View.

• View the item’s import source and/or acquisitions information - Select View, Source Acquisition, or click . See Item Record Workform - Source and Acquisition view.

• View the item’s notes and notices - Select View, Notes and Notices, or click . This icon’s color changes to yellow if notes are entered in the Notes and Notices view. It changes to red if blocks are entered. See Item Record Workform - Notes and Notices View.

• View the item’s circulation history - Select View, History, or click . See Item Record Workform - History View.

• View the item’s course reserve information - Select View, Reserve or click . See Item Record Workform - Reserve View.

  Note:
  To make changes to the item record header information, you must have the following permissions for the Item records: Access and Modify header.

• Enter or view the title information for the item record - If a link has been established with a bibliographic record, the Title, Author, and Bib Control fields are filled in automatically. In addition, the Call No information is filled in if the staff profile Bring classification and cutter #s from bib to item record when link is made is set to Yes. If the title information is not filled in, click Find to search for and select the bibliographic record to link to the item record.

• Indicate if you want the item to display in the PAC - Select the Display in PAC box to display the item in the public access catalog. If you do not want to display the item record in the public access catalog, clear the check box.

• Enter or view the price for the item - Type a dollar amount in the Price box.

• View the parent item’s number - If the item has a parent item, it appears in the Parent box.

  Tip:
  The Temp box is used as a flag for staff members and is not visible in the PAC. The Temp location is not a specific access point for searching for item records. However, you can search for all your item records that have a temporary shelf location using the following SQL search:
  SELECT ItemRecordID AS RecordID FROM ItemRecordDetails WITH (NOLOCK) WHERE TemporaryShelfLocation IS not NULL

• View or enter the item’s identification and location information - Select the Owner, Assigned (branch), Collection, Shelf location and Circ status. If you want to specify a temporary location, type it in the Temporary location box.

Item Record Workform - Cataloging View

The Cataloging view contains information regarding the physical location of the item, its material type, call number, and the parameters that control its circulation.

Note:
To make changes on this view, you must have the following permissions for the Item records: Access and Modify cataloging view

Use the Cataloging view to:

• View or enter the item’s shelving scheme and call number information - Select a shelving scheme from the Scheme box, and enter the call number information in the Prefix, Class, Cutter, and Suffix boxes. If the Cataloging profile, Bring classification and cutter #s from bib to item record when link is made is set to Yes, the classification and cutter numbers are filled in automatically from the bibliographic record, if the bibliographic record contains them.

• View or enter the item’s circulation parameters - Select the appropriate values in the Material type, Loan period, Find code, Renewal limit and Stat code boxes. If applicable, type a name in the Name of piece box to indicate the title of a supplement or index.

• View or enter the item’s copy information - Type the volume and copy numbers in the Vol. and Copy boxes.

• View or change the item’s interlibrary loan setting - If you want the item to be eligible for interlibrary loans, select Loanable outside system. If this check box is not selected, the item cannot be loaned outside your library system.

• View or change the item’s mail to patron setting - If the Do not mail to patron check box is checked, the item cannot be mailed to a patron.

• View or specify the controls regarding holds on this item - If you want to allow holds to be placed on this item, select Holdable and specify any limits you want on the holds. You can limit the pickup of the held item to certain branches or patrons. See Restrict Holds on Specific Items.

• Identify the linked issue - If the item is for a serial issue, the Issue box displays the enumerationThe designation reflecting the alphabetic or numeric scheme used by the publisher on an item or assigned when the holdings statement is created to identify the individual bibliographic or physical parts and to show the relationship of each unit to the unit as a whole. and chronologyThe date(s) used by the publisher on a serially-issued bibliographic unit to help identify or indicate when it was published. The chronology may reflect the dates of coverage, publication, or printing..

Item Workform - Circulation View

The Circulation view displays the current check out information if the item is checked out, whether it is being held, and whether it was transferred. Use the Circulation view to:

• Review current circulation information - If the item is currently being circulated, the branch where the item was checked out, the date it was checked out, the due date, the checkout or renewal method, and the borrower’s name are displayed. If the current check out was a renewal, the original due date, number of renewals, and renewal limit are displayed.

• Review the most recent check-in information - The Check-in at box displays the location where the item was last checked in, the Date box displays the date of the last check in, and the Wks/User displays the workstation and user that checked the item in. The information in these fields is updated when the item record changes from any status to In.

• Review the previous check out information - The name of the patron who last checked out the item might be displayed in the Last borrower box. The branch where the item was last checked out is displayed in the Loaning branch box. The date and time of the last check out is displayed in the Last circulated box.

  Note:
  Last borrower information may not be visible if your library has limited the number of days that last borrower information is kept.

• Review transfer information - If the item was transferred, the From box displays the library that transferred the item, and the Sent box displays the date it was sent. The To box displays the library that received the item and the Rec’d box displays the date it was received.

• Review the holds information - If there is a hold on the item, the patron’s name appears in the Held for patron box and the library at which the item is being held appears in the Held at box.

Item Record Workform - Source and Acquisition view

Note:
To make changes on this view, you must have the following permissions for the Item records: Access and Modify source and acquisition view

Use the Source and Acquisition view to:

• Review the information regarding the import - If the item record was created automatically when a bibliographic record was imported, the number for the bibliographic record from which the item record was created is displayed in the Bib record box. The Source box displays the number of the import, and the Imported box displays the date of the import. For more information on creating item records automatically during importing, see Set import options for item records.

• Review the Acquisition information - If there is a purchase order line and/or invoice line item segment linked to the item record, the following information is copied from the Purchase Order Line Item or Invoice Line Item workform:

  • Funding - Fund that was used to purchase the item
  • Ordered - Library that ordered the item
  • PO - Purchase order number
  • Price - The Unit Price for the item on the purchase order line item
  • Invoice - The invoice number.

  For more information on creating on-order items when releasing a purchase order, see Release a purchase order. For more information on creating item records after receiving them from an invoice, see Receiving Orders.

  If there is no linked purchase order or invoice line item segment, you can enter a funding source and a price.

• Review the donor information - If the item was paid for using a donated fund, the donor’s name or the corporate name appears under Donor. This information comes from the Fund record if there is a linked purchase order line item or invoice line item. If the item has no linked purchase order or invoice line item, you can enter donor information, if applicable. For more information on donor funds, see Add donor information to a fund.

• Review the item’s circulation statistics - Circulation statistics appear for the current year, the previous year, and the total lifetime circulations. In addition, the First available date displays the date when the item was first available for circulation. You can search for item records in the Find Tool by First available date.

Item Record Workform - Notes and Notices View

Use the Notes and Notices view to:

Note:
To make changes on this view, you must have the following permissions for the Item records: Access and Modify notes and notices view.

• Review the dates that notices were sent out regarding this item - These include bills, hold, reminder, and overdue notices.

• Review or enter the blocks associated with this item - You can select a library block in the Library assigned box or type a reason for the block in the Free text box. You cannot enter or change a System block. Library assigned blocks are set in System Administration, see Designating Floating Collections.

• Review or enter notes - If you want the note to appear in the PAC, type it in the Public note box. If you want only staff to see the note, type it in the Non-public note box. If you want to enter a note regarding the condition of the item, type it in the Physical condition box.

Item Record Workform - History View

The History view of the Item Record workform appears when you select View, History or click . Use the History view of the Item Record workform to view the item’s circulation history and changes in status. In addition to the circulation history, the view includes a Do not float option and a Home Branch selection. Select Do not float if you do not want the item to be part of floating collections. When item records have the Do not float option checked, it means that the Assigned Branch cannot be changed. If you have the permission, Modify history view, you can modify these fields.

The History view also shows the method by which an item check out or renewal occurred, such as phone, PAC, Mobile PAC, self-check, and other actions.

For a list of the transactions that are displayed in the Item Record’s Circulation History, see Item Circulation History.

 Item Record Workform - Reserve View

A Reserve Item Record is a special view of the item record linked to a course reserve record. You can search for Reserve Item Records using the Polaris Find Tool. Information regarding the reserve item is stored in a reserve item “record.” See Borrow By Mail Circulation for detailed information.

Use the Reserve view to:

Note:
To make changes on this view, you must have the following permissions for the Item records: Access and Modify reserves view.

• View and edit reserve-specific circulation information - Select the assigned branch, assigned collection, shelf location, loan period code, fine code, renewal limit, and holds information. These settings can be different from those in the primary item record.

• View and edit copyright information - If the material is copyrighted, and there is a fee, you can indicate that the fee was paid. Select CCG (Copyright Compliance) for photocopied journal articles if the article is dated within the last five years, and your library does not own the journal title, and this is the fifth or fewer request made for this item within the current calendar year. Select CCL (Copyright Compliance) for all photocopies that do not fall under CCG; for example, if the article is older than five years, or your library owns the journal title, or this is the sixth or greater request within the calendar year and your library is paying royalties to the Copyright Clearance Center or a document delivery vendor.

• View and edit ownership information about the item - Select Library (Copy owner) to indicate that the library (not the instructor) owns the item. Select Instructor (Copy owner) to indicate that an instructor (not the library) owns the item.

• View and edit the instructions for the item after the reserve - Select the option in the Action when done column. These options change depending on your selection in the Copy owner column.

• View the linked course reserve item information - At the bottom of the Reserve view, you can see the course, the reserve status, the dates of the reserve, and the number of circulations (check outs and renewals) of the item while on reserve for that course. You can double-click the course to open the Course Reserve workform.