Staff Client Help v7.3 - v8.0
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<h1><a name="XREF_70528_Assign_a_special"></a>Assign a Special Loan Period</h1>
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<p><a name="kanchor4380"></a><a name="IX_assigning"></a><a name="kanchor4381"></a><a name="IX_special_loan_periods"></a>The usual loan period for an item type is specified through Polaris Administration. However, sometimes you need to change an item’s loan period at check-out or renewal. Perhaps a patron is going on vacation, or you want to override an end-of-term due date. At check-out or renewal, you can create a special loan period for items assigned to your branch if you have the appropriate permission (<MadCap:conditionalText data-mc-conditions="Primary.Hidden,Primary.Online"> <a href="../../Patron_Services_Admin/PDPreceipts/Setting_Up_eReceipts.htm" class="MCXref xref"><span style="color: Blue;" class="mcFormatColor">Setting Up eReceipts</span></a></MadCap:conditionalText>). </p>
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<p>To change the standard loan period before the items are checked out or renewed:</p>
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<p class="NoteShade"><b>Note:<br /></b>Your library may allow you to reset due dates <span class="FM_Emphasis">after</span> items have been checked out. See <a href="Reset_due_dates_of_checked-out_items.htm#XREF_19259_Reset_due_dates_of">Reset due dates of checked-out items</a>.</p>
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<ol>
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<li value="1">Display the Check Out workform and input the patron’s barcode. See <a href="Check_out_an_item.htm#XREF_97950_Check_out_items">Check out an item</a>.</li>
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<li value="2">Click <b>Special</b> in the Loan Period area of the workform.</li>
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</ol>
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<p class="indent2">The Special Loan dialog box appears.</p>
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<li value="3">Set the due date by one of these methods:<ul><li>To specify the exact date, select a date on the calendar. The loan period appears in the <b>Loan period</b> boxes to the right of the calendar.</li><li>To specify the loan period, type the number of minutes, hours, or days in the <b>Loan period</b> value box, and select the loan interval (minutes, hours, or days) in the <b>Loan period</b> interval box. These boxes are located to the right of the calendar. The due date is calculated and highlighted on the calendar. The system takes closed days and dates into account when calculating the due date.</li></ul></li>
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<ol start="4">
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<li value="4">Choose one of the following options to specify the application of the special loan period:</li>
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<p class="NoteShade"><b>Important:<br /></b>The special loan period must be set <span class="FM_Emphasis">before</span> you scan the affected items.</p>
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<blockquote>
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<ul type="disc">
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<li>To apply the loan period to the patron’s next item only, select <b>Apply to next item only</b>.</li>
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<li>To apply the loan period to all the items for this patron, select <b>Apply to all items for this patron</b>.</li>
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<li>To apply the loan period to all items being checked out during the current session, select <b>Apply to all checkouts</b>. If you select this option, the setting remains in effect until you click <b>Reset</b> on the Checkout workform or close the workform.</li>
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</blockquote>
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<ol start="5">
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<li value="5">Click <b>OK</b> on the dialog box. The Check Out workform appears, and the loan period or due date (depending on the selection method) appears in the <b>Loan Period</b> box. </li>
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<li value="6">Scan the item barcode in the Item barcode box, or type the barcode and press <b>ENTER</b>. The status bar indicates that the checkout was successful. The item information appears in the Items Checked Out list.</li>
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</ol>
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<h4>Related Information</h4>
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<ul type="disc">
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<li><span class="FM_BulletHead">Special loan periods at renewal - </span>You can also assign special loan periods when you are renewing items from the Patron Status workform. See <a href="Renew_items_from_the_Patron_Status_workform.htm#XREF_52934_Renew_one_or_more">Renew items from the Patron Status workform</a>.</li>
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<li>
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<p><span class="FM_BulletHead">Automatic shortened loan periods</span> - Your library may choose to shorten an item’s loan period automatically under the following circumstances:</p>
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<ul type="disc">
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<li>A specified number of hold requests are placed for the item. </li>
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<li>The due date is past an end-of-term due date. </li>
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</ul>
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</li>
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</ul>
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<p class="indent2">You may see a message that the loan period has been shortened.</p>
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<ul type="disc">
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<li><span class="FM_BulletHead">Hourly loans</span> - Your library determines whether hourly loans of 23 hours or less are due at closing time or due on the next day the library is open. Whether your library allows automatic overnight loans or blocks overnight hourly loans, your library can also set additional time so that items do not become overdue immediately upon the library’s opening. </li>
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<div>Polaris Version <span class="mc-variable III_Variables.VersionNumber variable">7.7</span></div>
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<h1><a name="XREF_63116_Checking_Out"></a>Check-Out and Renewal</h1>
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<p>Circulation transactions such as checking out an item record are recorded in both the patron record and the item record, and information from both records is readily available. You can typically link to and work with these records without leaving your basic process, so you can readily resume checking out items or other circulation activities.</p>
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<p>If your library has set the <b>Check Out: Charge Options</b> Patron Services parameter to charge for check-outs and/or renewals, patrons may be charged for check-outs and renewals. </p>
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<p class="NoteShade"><b>Note:<br /></b>EContent cannot be checked out or renewed from the Polaris staff client. These titles are circulated through the PAC. </p>
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<p>See also:</p>
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<ul>
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<li><a href="Checking_Out_Items_to_Patrons.htm" class="MCXref xref"><span style="color: Blue;" class="mcFormatColor">Checking Out Items to Patrons</span></a>
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</li>
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<li><a href="Checking_Out_Uncataloged_Items.htm" class="MCXref xref"><span style="color: Blue;" class="mcFormatColor">Checking Out Uncataloged Items</span></a>
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</li>
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<li><a href="Renewing_Items.htm" class="MCXref xref"><span style="color: Blue;" class="mcFormatColor">Renewing Items</span></a>
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<h1 style="page-break-before: always;"><a name="kanchor1887"></a><a name="XREF_97950_Check_out_items"></a>Check Out an Item</h1>
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<p><a name="kanchor1888"></a><a name="IX_procedure_5"></a>This procedure describes how to check out an item. The procedure is the same when you are working offline, although the workform differs somewhat. For information on messages that may appear, see <a href="check_out_blocks_msgs.htm"><a href="check_out_blocks_msgs.htm" class="MCXref xref"><span style="color: Blue;" class="mcFormatColor">Check-Out Blocks and Messages</span></a></a>.</p>
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<p>To check out items:</p>
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<p class="NoteShade"><b>Note:<br /></b>Your library may use Polaris Quick-Circ to circulate uncataloged items that will never be fully cataloged. You can create Quick-Circ item records directly at checkout. See <a href="../PPquickcirc/Circulating_Ephemeral_Items.htm#XREF_68346_Unit_Title_heading" class="MCXref xref"><span style="color: Blue;" class="mcFormatColor">Circulating Ephemeral Items</span></a>. <br /></p>
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<ol>
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<li style="mc-hyphenate: never;" value="1">Select <b>Circulation, Check Out</b> from the Polaris shortcut bar, click <img alt="but_chko.gif" style="width: 32;height: 18;" id="image1" src="but_chko_32x18.gif" class="imginline" /> on the shortcut bar, or press <b>F3</b>. The Check Out workform opens.</li>
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||||
</ol>
|
||||
<p class="indent2">
|
||||
<img alt="pCheckOut.gif" style="margin-bottom: 0.000pt;border-left-style: solid;border-left-width: 0px;border-left-color: ;border-right-style: solid;border-right-width: 0px;border-right-color: ;border-top-style: solid;border-top-width: 0px;border-top-color: ;border-bottom-style: solid;border-bottom-width: 0px;border-bottom-color: ;width: 600;height: 302;" id="image2" src="CheckOutwkfm_600x302.png" /> </p>
|
||||
<p class="NoteShade"><b>Tip:<br /></b>From a Find Tool patron records results list, you can right-click a patron record and select<b> Check Out</b> from the context menu. The Check Out workform opens with the patron information filled in.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="2">Enter patron information using one of the following methods:<ul type="disc"><li>Scan the patron barcode in the <b>Patron barcode</b> box, or type the barcode and press <b>ENTER.</b></li></ul></li>
|
||||
</ol>
|
||||
<p class="indent4">If your library system allows you to use the last unique portion of a patron barcode, you can type this part of the barcode. If the unique part begins with one or more zeroes, these can be omitted. The system supplies the complete barcode, including any leading zeros. </p>
|
||||
<blockquote>
|
||||
<ul>
|
||||
<li><a name="kanchor1889"></a>If your library system has configured free text user-defined fields to be used as alternate IDs, enter the alternate ID in the <b>Patron barcode</b> box and press <b>ENTER</b>. For information on enabling check-outs with alternate IDs, <MadCap:conditionalText data-mc-conditions="Primary.Hidden,Primary.Online">see <a href="../../Patron_Services_Admin/PDPpatacct/Setting_Up_Free_Text_User_Defined_Fields_For_Alternate_IDs.htm">Setting Up Free Text User-Defined Fields for Alternate IDs</a>.</MadCap:conditionalText></li>
|
||||
</ul>
|
||||
</blockquote>
|
||||
<blockquote>
|
||||
<ul type="disc">
|
||||
<li>Click the <b>Find</b> button next to the <b>Patron name</b> box to display the Polaris Find Tool, and search for the patron’s record.</li>
|
||||
</ul>
|
||||
</blockquote>
|
||||
<blockquote>
|
||||
<p class="NoteShade"><b>Note:<br /></b>If no matching patron record is found, Polaris displays a message. You can express-register a patron at check-out. See <a href="Express-register_a_new_patron_at_check-out.htm#XREF_97787_Express_register_a" class="MCXref xref"><span style="color: Blue;" class="mcFormatColor">Express-Register a New Patron at Check-Out</span></a>. </p>
|
||||
</blockquote>
|
||||
<blockquote>
|
||||
<ul>
|
||||
<li>If the patron is checking out more materials after completing one transaction, select the arrow by the <b>Patron barcode</b> box or press <b>F4</b> and select the patron’s barcode from the list. The list contains up to two patron barcodes—the last two patrons. The list is cleared when you close the Check Out workform.</li>
|
||||
</ul>
|
||||
</blockquote>
|
||||
<blockquote>
|
||||
<ul>
|
||||
<li><a name="kanchor1890"></a><a name="IX_using_at_check_out"></a>If your library uses 3M™ smart cards, select <b>Tools, Read Smart Card</b> (or press <b>CTRL+ALT+S</b>)<b>, </b>and place the patron’s card in the reader.</li>
|
||||
</ul>
|
||||
</blockquote>
|
||||
<blockquote>
|
||||
<p class="NoteShade"><b>Note:<br /></b>To use the smart card reader on this workstation for the first time, you need to enable the smart card reader for the workstation. See <a href="../PPworkstn/Setting_the_Workstation_for_Smart_Card_Use.htm">Set the workstation for smart card use</a>.</p>
|
||||
</blockquote>
|
||||
<blockquote>
|
||||
<p class="indent2">The <b>Patron barcode</b>, <b>Patron name</b>, and other patron information are filled in. The specific patron fields on the workform are determined by Polaris Administration settings.</p>
|
||||
</blockquote>
|
||||
<blockquote>
|
||||
<p class="NoteShade"><b>Note:<br /></b>If your library uses patron photos in patron records and your workstation is set to display the photos, the patron’s photo is displayed on the Check Out workform.</p>
|
||||
</blockquote>
|
||||
<ol start="3">
|
||||
<li value="3">If you want to assign a loan period that is different from the default duration, create a special loan period. See <a href="Assign_a_special_loan_period.htm#XREF_70528_Assign_a_special" class="MCXref xref"><span style="color: Blue;" class="mcFormatColor">Assign a Special Loan Period</span></a>.</li>
|
||||
</ol>
|
||||
<p class="indent2">All daily and weekly loans are due at 11:59 PM on the due date.</p>
|
||||
<p class="NoteShade"><b>Tip:<br /></b>If you are checking out a number of items for a patron, some with barcodes and some with RFID tags, group the items so that you check out all of one type and then all of the other. This method is faster than repeatedly switching between the barcode scanner and the RFID reader.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="4"><a name="kanchor1891"></a><a name="IX_checking_out_tagged_items"></a>Enter item information using one of the following methods:<ul type="disc"><li>Scan the item barcode in<span style="font-size: 12.0pt;"> </span>the<span style="font-size: 12.0pt;"> </span><b>Item barcode</b><span style="font-size: 12.0pt;"> </span>box, or type the barcode and press <b>ENTER</b>. If RFID tags and barcodes are used, the security bit is not cleared for RFID items.</li><li>Select <b>Tools</b>,<b> RFID Checkout</b> (or press <b>F9</b>)<b>, </b>and place up to 10 items on the antenna tray. This method clears the security bit for each item.</li></ul></li>
|
||||
</ol>
|
||||
<blockquote>
|
||||
<p class="NoteShade"><b>Important:<br /></b>You must select <b>Tools, RFID Checkout</b> or press <b>F9</b>for all items you place on the RFID antenna tray. Verify the item record is <span class="FM_Emphasis">not</span> open before pressing <b>F9. </b>failure to do so could re-initialize the RFID tag.</p>
|
||||
</blockquote>
|
||||
<blockquote>
|
||||
<p class="NoteShade"><b>Tip:<br /></b>To see more information about an item, you can view an item record from the list of items checked out. Right-click an item in the list, and select <b>Open</b> from the context menu. Or select <b>Links</b> from the context menu to see choices related to circulation, holds, bibliographic, and other information.</p>
|
||||
</blockquote>
|
||||
<blockquote>
|
||||
<ul type="disc">
|
||||
<li>To find an item without the barcode, click the <b>Find</b> button next to the <b>Item barcode</b> box to display the Polaris Find Tool and search for the item record. </li>
|
||||
</ul>
|
||||
</blockquote>
|
||||
<blockquote>
|
||||
<ul>
|
||||
<li>If no item record exists, you can create an interim item record at check-out, provided interim template exists. See <a href="Create_an_on-the-fly_item_at_checkout.htm#XREF_65639_Create_an_item_on" class="MCXref xref"><span style="color: Blue;" class="mcFormatColor">Create an On-the-Fly Item at Checkout</span></a>. Use this method for items that will be fully cataloged eventually. If you have an item with no barcode that will never be fully cataloged, see <a href="../PPquickcirc/Checking_Out_Quick-Circ_Items.htm#XREF_18009_Checking_Out_Quick" class="MCXref xref"><span style="color: Blue;" class="mcFormatColor">Checking Out Quick-Circ Items</span></a>.</li>
|
||||
</ul>
|
||||
</blockquote>
|
||||
<blockquote>
|
||||
<p class="NoteShade"><b>Tip:<br /></b>If your library includes a title column in the list of items checked out, and a checked-out item is a serial, the serial designation (<a href="javascript:void(0)" class="MCTextPopup MCTextPopupHotSpot MCTextPopup_Open MCTextPopupHotSpot_ MCTextPopupHotSpot_Popup #text #textPopup">enumeration<span class="MCTextPopupBody popupBody"><span class="MCTextPopupArrow"> </span>The 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.</span></a> and <a href="javascript:void(0)" class="MCTextPopup MCTextPopupHotSpot MCTextPopup_Open MCTextPopupHotSpot_ MCTextPopupHotSpot_Popup #text #textPopup">chronology<span class="MCTextPopupBody popupBody"><span class="MCTextPopupArrow"> </span>The 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.</span></a>) is added to the title. You may need to expand the title column to see the designation.</p>
|
||||
</blockquote>
|
||||
<p class="indent2">When the item information has been entered, the status bar indicates that the check-out was successful. The item information appears in the list of items checked out. The specific data columns in the list are determined by Polaris Administration settings. </p>
|
||||
<ol start="5">
|
||||
<li value="5">Repeat the previous step until you have checked out all the patron’s items. The total number of items checked out appears in the status bar at the bottom of the workform.</li>
|
||||
</ol>
|
||||
<p class="NoteShade"><b>Note:<br /></b>Your library may allow you to reset the due dates of the items listed in the Check Out workform. See <a href="Reset_due_dates_of_checked-out_items.htm#XREF_19259_Reset_due_dates_of" class="MCXref xref"><span style="color: Blue;" class="mcFormatColor">Reset Due Dates of Checked-Out Items</span></a>.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="6">To complete this patron’s session, verify that the <b>Item barcode</b> box is blank, and press <b>ENTER.</b></li>
|
||||
</ol>
|
||||
<p class="indent2">Check-out receipt printing:</p>
|
||||
<blockquote>
|
||||
<ul type="disc">
|
||||
<li>If it is the library’s policy to always print check-out receipts, and the workform is set up to print check-out receipts, a receipt is printed automatically.</li>
|
||||
</ul>
|
||||
</blockquote>
|
||||
<blockquote>
|
||||
<p class="NoteShade"><b>Note:<br /></b>After installation, Polaris will need to be configured to print receipts and slips. See <a href="../PPworkstn/Setting_Up_Receipt_Printing_from_Workforms.htm#XREF_66208_Setting_Print" class="MCXref xref"><span style="color: Blue;" class="mcFormatColor">Setting Up Receipt Printing from Workforms</span></a>.</p>
|
||||
</blockquote>
|
||||
<blockquote>
|
||||
<ul type="disc">
|
||||
<li>To conserve resources, your library may opt to print a check-out receipt only when the patron requests one. If so, and you have set check-out receipt printing for the workform, instead of automatically printing a receipt, a prompt to print the receipt is displayed and you can ask the patron if he wants a printed receipt. This option applies only to online staff client operations; a checkout receipt with limited data is always printed during offline circulation. </li>
|
||||
<li>Your library may provide eReceipts (email and/or text message receipts) for patrons who prefer these instead of printed receipts. If so, and this patron receives an eReceipt, no receipt is printed and no prompt is displayed. For information about eReceipt settings in the patron record, see <a href="../PPregstr/Add_notification_data_to_a_patron_record.htm#XREF_98965_Add_notification" class="MCXref xref"><span style="color: Blue;" class="mcFormatColor">Add Notification and Receipt Preferences to a Patron Record</span></a>.</li>
|
||||
</ul>
|
||||
</blockquote>
|
||||
<p class="NoteShade"><b>Note:<br /></b>You can view and print a list of all the items a patron has currently checked out, regardless of when the items were checked out. See <a href="../PPuseacct/Displaying_All_Items_Out.htm#XREF_51735_Displaying_Items" class="MCXref xref"><span style="color: Blue;" class="mcFormatColor">Displaying All Items Out</span></a>.</p>
|
||||
<h4>Related Information</h4>
|
||||
<ul type="disc">
|
||||
<li><a name="kanchor1892"></a><a name="IX_finding_bibliographic"></a><a name="kanchor1893"></a><a name="IX_finding_at_check_out"></a>Finding bibliographic records: If a patron wants more information about a title, you can search for bibliographic records without leaving the Check Out workform. Click <img alt="FindBibBtn.gif" style="width: 33;height: 18;" id="image4" src="FindBibBtn_33x18.gif" class="imginline" /> in the toolbar or press <b>CTRL+B</b>. From the Find Tool results list, open the bibliographic record. This feature is also convenient for finding an item’s missing barcode. Right-click the bibliographic record in the results list, and select <b>Links, Item Records</b>.</li>
|
||||
<li><a name="kanchor1894"></a><a name="IX_finding_any_item_record_1"></a><a name="kanchor1895"></a><a name="IX_finding_any_item_record"></a>Finding any item record: You can search for any item record without leaving the Check Out workform and without entering patron information. Click <img alt="FindBibBtn00023.gif" style="width: 25;height: 18;" id="image5" src="FindBibBtn00023_25x18.gif" class="imginline" /> in the toolbar or press <b>CTRL+B</b>. and select <b>Item Records</b> from the Object list in the Find Tool. You can set the Find Tool so the results list is retained after you select and open an item in the results list. Select the Find Tool <b>Options</b> menu, and ensure the <b>Close on Open</b> is unchecked.</li>
|
||||
<li>Opening patron workforms: On the Check Out workform, you can select the buttons above the list of items to open the Patron Registration workform and specific Patron Status views. When you move the cursor over a button, you see a tooltip that identifies the button, and an equivalent shortcut key.</li>
|
||||
</ul>
|
||||
<ul type="disc">
|
||||
<li>Changing due dates<ul><li>Before checkout: See <a href="Assign_a_special_loan_period.htm#XREF_70528_Assign_a_special" style="font-size: 11pt;">Assign a special loan period</a><span style="font-size: 11pt;">.</span></li><li>After check-out - See<a href="Reset_due_dates_of_checked-out_items.htm#XREF_19259_Reset_due_dates_of"> Reset due dates of checked-out items</a>.</li></ul></li>
|
||||
<li>Automatic shortened loan periods: Your library may choose to shorten an item’s loan period automatically when a specified number of hold requests are placed for the item or the due date is past an end-of-term due date. In either case, you may see a message that the loan period has been shortened.</li>
|
||||
<li>Renewing items with hold requests: When you attempt to renew an item with a hold request placed on it, you may see a block message. With the appropriate permission, you can continue or cancel the renewal and trap the item to fill the hold request. See <a href="Renewing_Items.htm#XREF_80404_Renewing_Items">Renewing Items with Hold Requests</a>.</li>
|
||||
<li>Offline checkout: For offline circulation, the system calculates the due date by using the workstation branch’s setting for the Patron Services parameter <b>Standard loan period</b>. This is because there is no access to the database during offline circulation. However, the Loaning Branch recorded in the transaction and in the item record is the logged-on user’s branch. This allows libraries to gather statistics for different bookmobile stops based on user log on, while maintaining a consistent loan period for the bookmobile (the workstation branch). </li>
|
||||
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|
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<h1><a name="XREF_40278_Checking_Out_Items"></a>Checking Out Items to Patrons</h1>
|
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<p><a name="kanchor5958"></a><a name="IX_See_checking_out_items_1"></a><a name="kanchor5959"></a><a name="IX_See_checking_out_items"></a><a name="kanchor5960"></a><a name="IX_overview_27"></a>You check out items to a patron using the Check Out workform. As you work, the workform lists all the items checked out to a patron during the current session. For details, see <a href="Check_out_an_item.htm" class="MCXref xref"><span style="color: Blue;" class="mcFormatColor">Check Out an Item</span></a>. The upper right portion to the Check Out workform summarizes the patron’s registration information, and the upper left portion of the Check Out workform shows current patron status information and displays updates to the patron’s status as changes occur during checkout.</p>
|
||||
<p>See also:</p>
|
||||
<ul>
|
||||
<li><a href="Check_out_an_item.htm" class="MCXref xref"><span style="color: Blue;" class="mcFormatColor">Check Out an Item</span></a>
|
||||
</li>
|
||||
<li><a href="Assign_a_special_loan_period.htm" class="MCXref xref"><span style="color: Blue;" class="mcFormatColor">Assign a Special Loan Period</span></a>
|
||||
</li>
|
||||
<li><a href="Reset_due_dates_of_checked-out_items.htm" class="MCXref xref"><span style="color: Blue;" class="mcFormatColor">Reset Due Dates of Checked-Out Items</span></a>
|
||||
</li>
|
||||
<li><a href="Express-register_a_new_patron_at_check-out.htm" class="MCXref xref"><span style="color: Blue;" class="mcFormatColor">Express-Register a New Patron at Check-Out</span></a>
|
||||
</li>
|
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<li><a href="check_out_blocks_msgs.htm" class="MCXref xref"><span style="color: Blue;" class="mcFormatColor">Check-Out Blocks and Messages</span></a>
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<h1><a name="XREF_24058_Checking_Out"></a>Checking Out Uncataloged Items</h1>
|
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<p><a name="kanchor1897"></a><a name="IX_See_on_the_fly"></a><a name="kanchor1898"></a><a name="IX_checking_out_uncataloged"></a>Using the on-the-fly (OTF) function, you create minimal-level item and bibliographic records, according to the template the library has previously defined. This allows the uncataloged items to be checked out before they are fully cataloged.</p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>Your library may circulate materials that are never intended for full cataloging (ephemeral items). These do not require an on-the-fly template. See <a href="../PPquickcirc/Circulating_Ephemeral_Items.htm#XREF_68346_Unit_Title_heading">Circulating Ephemeral Items</a>.</p>
|
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<p>See also:</p>
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<li><a href="Create_on-the-fly_item_templates.htm" class="MCXref xref"><span style="color: Blue;" class="mcFormatColor">Create On-the-Fly Item Templates</span></a>
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<h1><a name="XREF_65639_Create_an_item_on"></a>Create an On-the-Fly Item at Checkout</h1>
|
||||
<p><a name="kanchor1714"></a><a name="IX_creating_items_on_the_fly_1"></a><a name="kanchor1715"></a><a name="IX_checking_out_uncataloged_1"></a><a name="kanchor1716"></a><a name="IX_creating_items_on_the_fly"></a>To create an item record on-the-fly for uncataloged items as you check them out:</p>
|
||||
<p class="NoteShade"><b>Important:<br /></b>You must have an on-the-fly item template already created to do this procedure. See <a href="Create_on-the-fly_item_templates.htm" class="MCXref xref"><span style="color: Blue;" class="mcFormatColor">Create On-the-Fly Item Templates</span></a>. Also, the Polaris permission <b>Create an on-the-fly item at checkout: Allow</b> must be set for your user name and workstation.</p>
|
||||
<ol>
|
||||
<li value="1">If you scan or type an item barcode at the Check Out workform and Polaris alerts you that the item is not linked to a record, confirm that you want to create a record on-the-fly by clicking <b>Yes</b>.</li>
|
||||
</ol>
|
||||
<p class="indent2">On-the-fly item barcodes cannot begin or end with spaces.</p>
|
||||
<p class="NoteShade"><b>Note:</b> <br />If you click <b>No</b>, the Check Out workform appears with the Item barcode box cleared, allowing you to check out other items.</p>
|
||||
<p class="indent2">The Brief Item Entry dialog box appears with the new barcode in the <b>Barcode</b> box.</p>
|
||||
<p class="NoteShade"><b>Tip:</b> <br />To make items easier to search for and find, type <b>OTF</b> in the <b>Title</b> or <b>Call number</b> boxes or add <b>OTF</b> to the call number field in the template.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="2">Type the title in the <b>Title</b> box.</li>
|
||||
</ol>
|
||||
<p class="NoteShade"><b>Note:<br /></b>Initial articles, such as <span class="FM_Emphasis">A</span>, <span class="FM_Emphasis">An</span>, or<span class="FM_Emphasis"> The</span>, are not observed when OTF titles are indexed. It may be advisable not to enter initial articles when typing a title.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="3">Type a call number in the <b>Call number</b> box, if appropriate.</li>
|
||||
<li value="4">Type an author in the <b>Author</b> box (optional).</li>
|
||||
<li value="5">If you want to type a note, type the information in the <b>Free text</b> block.</li>
|
||||
<li value="6">Review the default settings in the remaining boxes and change them, if necessary.</li>
|
||||
</ol>
|
||||
<p class="NoteShade"><a name="kanchor1717"></a><a name="IX_on_the_fly_items"></a><b>Note:<br /></b>By default, <b>Set OTF Block</b> is checked. When this option is selected, and a previously uncataloged OTF item is checked in, a block message notifies you that it requires full cataloging. You can override the block to check in the item and allow it to circulate. However, the item will be blocked at circulation until it is fully cataloged, or until you save the item record and choose to stop blocking the item. When the block is cleared, the First Available Date fields for the item and linked bibliographic records are set. </p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="7">Click <b>OK</b> to submit your settings.</li>
|
||||
</ol>
|
||||
<p class="indent2">If <b>Set OTF Block</b> is checked, you see a message indicating that the item was created on-the-fly and requires full cataloging. Click <b>OK</b> to continue. The item is created with the Polaris-assigned block.</p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>If <b>Set OTF Block</b> was checked, the item will be blocked at circulation until it is fully cataloged, or until you save the item record. Upon saving the record, a prompt appears. Click <b>No</b> to stop blocking the item.</p>
|
||||
<p class="indent2">The Check Out workform appears with the item information in the Items Checked Out list. The status bar indicates that the checkout was successful.</p>
|
||||
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|
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<div id="copyright"><a href="../../../FrontMatter/LegalNotices.htm">© 2025 Innovative (Part of Clarivate)</a><![CDATA[
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<h1><a name="XREF_76196_Create_an_OTF"></a>Create On-the-Fly Item Templates</h1>
|
||||
<p><a name="kanchor482"></a><a name="IX_template_creating"></a><a name="kanchor483"></a><a name="IX_On_the_fly_creating"></a>If you will circulate on-the-fly items, you must first create an on-the-fly template. To create the template for uncataloged on-the-fly items:</p>
|
||||
<p class="NoteShade"><span class="FM_NoteHeader" style="font-style: normal;font-weight: bold;color: #000000;text-decoration: none;letter-spacing: 0.00em;">Notes:<br /></span>Each branch that allows uncataloged items to be checked out needs an on-the-fly template as described here. You need to do this procedure only once for each branch.<br />You need a separate template for ILL items. See <a href="../PPill/Receiving_Interlibrary_Loans.htm#XREF_96810_Receiving">Receiving Interlibrary Loans</a>.</p>
|
||||
<ol>
|
||||
<li value="1">Select <b>File </b>><b> New</b> from the Polaris shortcut bar to display the New dialog box.</li>
|
||||
<li value="2">Select <b>Item Template</b> from the Objects list, and click <b>OK</b>. The Item Template workform - Cataloging view appears.</li>
|
||||
</ol>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="3">Type <b>On the fly</b> in the <b>Name</b> box.</li>
|
||||
</ol>
|
||||
<p class="NoteShade"><b>Important:<br /></b>Name the template exactly as it appears here.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="4">Select <span class="FM_Emphasis">your branch</span> (not yourself) in the <b>Template owner</b> box.</li>
|
||||
<li value="5">In the <b>Circ status</b> box (<b>Identification</b> section of the workform), select <b>In</b>.</li>
|
||||
<li value="6">Make the following settings in the <b>Circulation parameters</b> section of the workform:<ol style="list-style-type: lower-alpha;"><li value="1">Select the material code in the <b>Material type</b> box.</li><li value="2">Select the loan period code in the <b>Loan period </b>box.</li><li value="3">Select the fine code in the <b>Fine code</b> box.</li><li value="4">Set the number of times an item can be renewed in the <b>Renewal limit</b> box.</li></ol></li>
|
||||
</ol>
|
||||
<ol start="7">
|
||||
<li value="7">Make the following settings in the <b>Call number</b> section of the workform:<ol style="list-style-type: lower-alpha;"><li value="1">Select the shelving system in the <b>Scheme</b> box.</li><li value="2">(Optional) To track on-the-fly records more easily, type <b>OTF</b> in the <b>Class</b> box. <b>OTF</b> is then automatically inserted in the item’s call number when the item record is created.</li></ol></li>
|
||||
</ol>
|
||||
<ol start="8">
|
||||
<li value="8">If you want to input or change information in other boxes (such as <b>Assigned</b> [branch] or <b>Collection</b>), type or select the information.</li>
|
||||
<li value="9">Select a branch in the <b>Home branch</b> field. This field is used in floating collections processing. If your system does not use floating collections, set the <b>Home </b>branch to the same organization as the <b>Assigned </b>branch. </li>
|
||||
<li value="10">If your system uses floating collections, and your branch does not float OTF items, select <b>Do not float</b>.</li>
|
||||
<li value="11">Select <b>File </b>><b> Save</b> to save the template.</li>
|
||||
</ol>
|
||||
<p class="indent2">Once you have created the appropriate template, you can check out on-the-fly items. See <a href="Create_an_on-the-fly_item_at_checkout.htm#XREF_65639_Create_an_item_on">Create an on-the-fly item at checkout</a>.</p>
|
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<h1><a name="XREF_97787_Express_register_a"></a>Express-Register a New Patron at Check-Out</h1>
|
||||
<p><a name="kanchor4514"></a><a name="IX_express_registration_1"></a><a name="kanchor4515"></a><a name="IX_at_check_out_1"></a><a name="kanchor4516"></a><a name="IX_express_registration"></a>With the appropriate Circulation permission (<b>Patron registration: Create <a href="javascript:void(0)" class="MCTextPopup MCTextPopupHotSpot MCTextPopup_Open MCTextPopupHotSpot_ MCTextPopupHotSpot_Popup #text #textPopup">express registration<span class="MCTextPopupBody popupBody"><span class="MCTextPopupArrow"> </span>Entering patron information during the check-out process as a service to new, unregistered patrons.</span></a> record</b>), and if express registration is enabled for your branch, you can register a patron from the Check Out workform. The new patron can check out items immediately upon registering, but your library may have a block placed automatically on the new patron record so that the registration information is reviewed and the block cleared before further circulation transactions occur.</p>
|
||||
<p> To register a patron at check-out:</p>
|
||||
<ol>
|
||||
<li value="1">Select <b>Circulation </b>><b> Check Out</b> to display the Check Out workform.</li>
|
||||
<li value="2">Select <b>Tools </b>><b> Express Registration</b>, click <img alt="pExRegIcon.gif" style="width: 30;height: 18;" id="image14" src="pExRegIcon_30x18.gif" class="imginline" />, or press <b>CTRL</b><span style="font-size: 9.0pt;">+</span><b>G.</b> The Express Registration workform appears. The Express Registration workform has the same fields as the Patron Registration workform, but your library specifies values that automatically appear on the Express Registration workform and required fields. </li>
|
||||
</ol>
|
||||
<p class="NoteShade"><b>Tip:<br /></b>Tab between boxes on the workform to speed data entry. In each drop-down box, you can type the first letter of an option, rather than selecting it from the list.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="3">Fill in the workform with the appropriate data (see <a href="../PPregstr/Create_a_patron_record.htm#XREF_11620_Create_a_patron">Create a patron record</a>). </li>
|
||||
</ol>
|
||||
<p class="NoteShade"><b>Note:<br /></b>These fields are always required: <b>Barcode</b>; <b>Last name</b>; <b>First name</b>; <b>Registered at</b>; <b>Patron code</b>; <b>Expiration</b> term/date; <b>Address check </b>term/date; <b>Notification option</b> and corresponding notification field (for example, <b>Voice phone 1</b> and the telephone number).Your library may require additional fields. Required fields are displayed in bold type.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="4">Select <b>File </b>><b> Save</b> or press <b>CTRL+S </b>to save the record. The Check Out workform appears with the <b>Patron barcode</b>, <b>Name</b>, and <b>Registered at</b> boxes filled in, and you can continue checking out the item.</li>
|
||||
</ol>
|
||||
<h4>Related Information</h4>
|
||||
<p><span class="FM_BulletHead">Express registration blocks</span> - A Polaris Administration setting controls whether a Verify Patron block is placed on a patron record created through express registration. <MadCap:conditionalText data-mc-conditions="Primary.Online,Primary.Hidden"><a href="../../Patron_Services_Admin/PDPpatacct/Set_express_registration_default_values_and_required_fields.htm" class="MCXref xref"><span style="color: Blue;" class="mcFormatColor">Set Express Registration Default Values and Required Fields</span></a>.</MadCap:conditionalText> For information about clearing the block, <a href="../PPblocks/Resolve_a_Verify_Patron_block.htm#XREF_55711_Verify_patron_self" data-mc-conditions="Primary.Online,Primary.Hidden">Resolve a Verify Patron block</a>.</p>
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<h1><a name="XREF_52934_Renew_one_or_more"></a>Renew Items from the Patron Status Workform</h1>
|
||||
<p>If your library charges for checkouts and renewals, and you are renewing an overdue item, you can resolve the overdue and renewal charges at once. See <a href="Resolve_fines_and_renewal_charge.htm" class="MCXref xref"><span style="color: Blue;" class="mcFormatColor">Renew Overdue Items - Resolve Fines and Renewal Charges</span></a>.</p>
|
||||
<p><a name="kanchor3098"></a><a name="IX_from_the_Patron_Status_1"></a>To renew items from the Patron Status workform:</p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>For information on messages and dialog boxes that may appear while you are renewing items, see <a href="check_out_blocks_msgs.htm">Check-Out Blocks and Messages</a>.</p>
|
||||
<ol>
|
||||
<li value="1">Open the patron’s rec ord in the Patron Status workform. See <a href="../PPstart/Find_patron_services_and_related_records.htm#XREF_60305_Find_a_record_in">Find patron services and related records</a>.</li>
|
||||
</ol>
|
||||
<p class="NoteShade"><b>Tip:<br /></b>If a checked-out item is a serial, the serial designation (<a href="javascript:void(0)" class="MCTextPopup MCTextPopupHotSpot MCTextPopup_Open MCTextPopupHotSpot_ MCTextPopupHotSpot_Popup #text #textPopup">enumeration<span class="MCTextPopupBody popupBody"><span class="MCTextPopupArrow"> </span>The 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.</span></a> and <a href="javascript:void(0)" class="MCTextPopup MCTextPopupHotSpot MCTextPopup_Open MCTextPopupHotSpot_ MCTextPopupHotSpot_Popup #text #textPopup">chronology<span class="MCTextPopupBody popupBody"><span class="MCTextPopupArrow"> </span>The 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.</span></a>) is added to the title. You may need to expand the title column to see the designation.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="2">Select <b>View, Items Out</b> or click <img alt="ItemsOutBtn.gif" style="width: 30;height: 18;" id="image18" src="ItemsOutBtn_30x18.gif" class="imginline" /> to display the Items Out view.</li>
|
||||
</ol>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="3">Choose one of the following options:<ul type="disc"><li>If you are renewing one or multiple items, select the items in the Items Out list, and click <img alt="pRenewIcon.gif" style="margin-bottom: -4.000pt;width: 29;height: 18;" id="image20" src="pRenewIcon_29x18.gif" class="imginline" /> or press <b>CTRL</b><span style="font-size: 9.0pt;">+</span><b>R.</b></li><li>If you are renewing all items, click <img alt="pRenewAllIcon.gif" style="margin-bottom: -4.000pt;width: 29;height: 18;" id="image21" src="pRenewAllIcon_29x18.gif" class="imginline" /> or press <b>CTRL+A</b>.</li><li>If you are doing a special renewal, select the appropriate items in the Items Out list, and click <img alt="pSpecRenewIcon.gif" style="margin-bottom: -4.000pt;width: 29;height: 18;" id="image22" src="pSpecRenewIcon_29x18.gif" class="imginline" /> or press <b>CTRL+E</b>. The Special Loan dialog box appears. See <a href="Assign_a_special_loan_period.htm#XREF_70528_Assign_a_special">Assign a special loan period</a>. The permission of “Modify renewal period” is required to select this option.</li></ul></li>
|
||||
</ol>
|
||||
<p class="indent2">The new due dates are displayed.</p>
|
||||
<h3 style="font-size: 12pt;">Receipt Printing</h3>
|
||||
<ul type="disc">
|
||||
<li>A receipt prints automatically if it is the library’s policy to always print the check-out receipt and you have set this workform to print check-out receipts.</li>
|
||||
</ul>
|
||||
<p class="NoteShade"><b>Note:<br /></b>For the first time after installation only, you need to set up Polaris to print receipts and slips. See <a href="../PPworkstn/Setting_Up_Receipt_Printing_from_Workforms.htm#XREF_66208_Setting_Print">Setting Up Receipt Printing from Workforms</a>.</p>
|
||||
<ul type="disc">
|
||||
<li>If it is your library’s policy to print a check-out receipt only when the patron requests one, select <b>Tools, Options </b>and uncheck the <b>Check out receipt</b> option. If the patron requires a printed receipt, print the Items Out list by clicking the printer icon above the list (or press <b>CTRL+ALT+</b>).</li>
|
||||
</ul>
|
||||
<p class="NoteShade"><b>Note:<br /></b>The library can specify the information included on the printed Items Out list. See<MadCap:conditionalText data-mc-conditions="Primary.Online,Primary.Hidden"><a href="../../Patron_Services_Admin/PDPreceipts/Set_Items_Out_receipt_options.htm" class="MCXref xref"><span style="color: Blue;" class="mcFormatColor">Set Items Out receipt options</span></a>.</MadCap:conditionalText></p>
|
||||
<ul type="disc">
|
||||
<li>Your library may provide eReceipts (e mail and/or text message receipts) for patrons who prefer these instead of printed receipts. For information about eReceipt settings in the patron record, see <a href="../PPregstr/Add_notification_data_to_a_patron_record.htm#XREF_98965_Add_notification">Add notification data to a patron record</a>.</li>
|
||||
</ul>
|
||||
<h3 style="font-size: 12pt;">Related Information</h3>
|
||||
<p><span class="FM_BulletHead">Change due dates without renewal</span> - See <a href="Reset_due_dates_of_checked-out_items.htm#XREF_19259_Reset_due_dates_of">Reset due dates of checked-out items</a>.</p>
|
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<div>Polaris Version <span class="mc-variable III_Variables.VersionNumber variable">7.7</span></div>
|
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|
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<h1><a name="XREF_64663_Renewing_at_Check"></a>Renewing Items</h1>
|
||||
<p>When you renew an item for a patron, the new due date is calculated automatically, based on the library’s standard policies. However, you can also assign a special loan period for the renewal (see <a href="Assign_a_special_loan_period.htm#XREF_70528_Assign_a_special">Assign a special loan period</a>). </p>
|
||||
<p>If your library has enabled automatic renewal, items that are checked out and eligible to be renewed are renewed automatically.</p>
|
||||
<p>You can do a renewal from the following locations in Polaris: </p>
|
||||
<ul type="disc">
|
||||
<li><a name="kanchor118"></a><a name="IX_at_check_out_overview"></a><span class="FM_BulletHead">Check </span><span class="FM_BulletHead">Out workform</span> - When you attempt to check out an item that has already been checked out to the selected patron, Polaris prompts you for renewal confirmation. See <a href="Check_out_an_item.htm#XREF_97950_Check_out_items">Check out an item</a> for this method.</li>
|
||||
<li><a name="kanchor119"></a><a name="IX_from_the_Patron_Status"></a><span class="FM_BulletHead">Patron </span><span class="FM_BulletHead">Status workform - Items Out view</span> - If you want to renew one or several items checked out to a patron, you can do the renewal from this location. This method is convenient because you can select and renew multiple items without scanning the barcodes. See <a href="Renew_items_from_the_Patron_Status_workform.htm#XREF_52934_Renew_one_or_more">Renew items from the Patron Status workform</a> for this method.</li>
|
||||
</ul>
|
||||
<p class="NoteShade"><b>Note:<br /></b>Your library may allow patrons to renew items from the PAC or by telephone. If so, the library may set special conditions for these patron-initiated renewals. </p>
|
||||
<h3><a name="TOC_Renewing_Items_with_Hold"></a><a name="XREF_80404_Renewing_Items"></a>
|
||||
</h3>
|
||||
<p>If your library has set the <b>Check Out: Charge Options</b> Patron Services parameter to charge for renewals and prompt the user regarding the charge, the renewal charge appears on the same dialog box as the overdue charge when renewing overdue items. See <a href="Resolve_fines_and_renewal_charge.htm" class="MCXref xref"><span style="color: Blue;" class="mcFormatColor">Renew Overdue Items - Resolve Fines and Renewal Charges</span></a>.</p>
|
||||
<h2>Renewing Items with Hold Requests</h2>
|
||||
<p><a name="kanchor120"></a><a name="IX_holds_block"></a>If you try to renew an item with Active, Inactive, or Pending requests for that title, the renewal may be blocked and a message displayed.</p>
|
||||
<p>Your library can control this blocking message at the System level using the Patron Services Administration parameter <b>Renewals: Block if there are holds</b>. When this parameter is set to <b>Yes</b>, the block message is always displayed when there are requests for the title. When set to <b>No</b>, the block message is displayed only when the item being renewed is the only item available to fill the request. If other holdable and potentially eligible items are In, no dialog box appears and the item can be renewed. </p>
|
||||
<p>When you see the block message, with the appropriate permission you can renew the item or cancel the renewal and trap the item to fill the hold request.</p>
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<h1><a name="XREF_19259_Reset_due_dates_of"></a>Reset Due Dates of Checked-Out Items</h1>
|
||||
<p><a name="kanchor1275"></a><a name="IX_changing_after_checkout"></a>Your library may allow you to change the due dates of selected items after they have been checked out. (The items must have a status of Out.) For example, a patron may realize that she will be out of town on the original due date, so you make the item due a few days later. You can reset the due dates from the list of checked-out items in the Check Out workform or the Items Out view of the Patron Status workform if you have the appropriate permissions (see <MadCap:conditionalText data-mc-conditions="Primary.Online,Primary.Hidden"><![CDATA[ ]]><a href="../../Patron_Services_Admin/PDPreceipts/Set_Items_Out_receipt_options.htm" class="MCXref xref"><span style="color: Blue;" class="mcFormatColor">Set Items Out receipt options</span></a></MadCap:conditionalText>).</p>
|
||||
<p> To reset due dates:</p>
|
||||
<ol>
|
||||
<li value="1">Select the item or items in the item list of the Check Out workform or the Patron Status workform:
|
||||
<ul><li><span class="FM_BulletHead">Check Out workform</span> - Select the items in the list view, then select <b>Tools, Reset Due Date, </b>click<b> </b><img alt="ResetDateIcon.gif" style="width: 18.781pt;height: 18.809pt;margin-bottom: -6.000pt;" id="image9" src="ResetDateIcon.gif" /> on the toolbar, or press <b>CTRL+ALT+D</b>. (You can also right-click a selected item and select <b>Reset Due Date</b> from the context menu.)</li><li><span class="FM_BulletHead">Patron Status workform - Items out View</span> - Select the items in the list view and select the Reset Due Date icon <img alt="ResetDateIcon00024.gif" style="width: 18.781pt;height: 18.809pt;margin-bottom: -6.000pt;" id="image11" src="ResetDateIcon00024.gif" /> above the list view (or press <b>CTRL+ALT+D</b>). You can also right-click a selected item and select <b>Reset Due Date</b> from the context menu.</li></ul></li>
|
||||
</ol>
|
||||
<p class="indent2">The Reset Due Date calendar control opens.</p>
|
||||
<ol start="2">
|
||||
<li value="2">Select the new date on the calendar, and click <b>OK</b>.</li>
|
||||
</ol>
|
||||
<p class="indent2">The new date must be in the future. If the selected date is a closed date or day, the system displays a message, and you can accept the new date or cancel the operation. You may also see messages for the following item blocks: system-assigned blocks; library-assigned blocks; free text blocks; non-circulating item blocks; ILL items. See <a href="../PPblocks/Manage_item_blocks_at_circulation.htm#XREF_33474_Manage_item_blocks">Manage item blocks at circulation</a>.</p>
|
||||
<p class="indent2">When you click <b>OK</b>, the calendar closes and the new due date for the item or items is displayed in the item list view.</p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>When you reset due dates from the Check Out workform, the check-out receipt lists each item with the original due date, with a note at the end stating the new due date. If the date has been changed more than once, the last date chosen is noted. If different dates have been set for multiple items, the date of the last item changed is printed.</p>
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<h1><a name="XREF_94629_Resolve_a_fine_at"></a>Resolve a Fine at Renewal</h1>
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<p><a name="kanchor1004"></a><a name="IX_resolving_at_renewal"></a><a name="kanchor1005"></a><a name="IX_resolving_fines_at"></a><a name="kanchor1006"></a><a name="IX_resolving_fines"></a>If your library charges fines for overdues, Polaris automatically calculates the fine amount. When you attempt to renew an overdue item at the Check Out workform or the Patron Status workform - Items Out view, a message indicates that the patron owes a fine for the item. You need permission to renew overdue items to renew the items and resolve the charge. If your library charges for renewals and overdues, see <a href="Resolve_fines_and_renewal_charge.htm" class="MCXref xref"><span style="color: Blue;" class="mcFormatColor">Renew Overdue Items - Resolve Fines and Renewal Charges</span></a>.</p>
|
||||
<p>To pay, waive, or charge a fine when you renew an overdue item:</p>
|
||||
<p class="NoteShade"><b>Important:<br /></b>If your library uses Active Payment Manager (Class Point of Sale) to manage payments, you cannot pay a fine from the Check Out workform or the Patron Status workform - Items out view. Instead, you must charge the fine to the patron’s account, then pay it from the Patron Status workform - Account view.</p>
|
||||
<ol>
|
||||
<li value="1">Renew an overdue item from the Check Out workform (see <a href="Check_out_an_item.htm#XREF_97950_Check_out_items">Check out an item</a>) or the Patron Status workform - Items Out view (see <a href="Renew_items_from_the_Patron_Status_workform.htm#XREF_52934_Renew_one_or_more">Renew items from the Patron Status workform</a>). The Overdue Fine dialog box appears.</li>
|
||||
</ol>
|
||||
<p class="NoteShade"><a name="kanchor1007"></a><a name="IX_auto_waiving_fines_at_1"></a><a name="kanchor1008"></a><a name="IX_auto_waiving_fines_1"></a><b><b>Note:<br /></b></b>If your library automatically waives overdue fines at renewal, the Overdue Fine dialog box does not appear. However, an auto-waive transaction line item appears in the patron’s account in the Transaction Summary dialog box. See <a href="../PPuseacct/Display_completed_account_transactions.htm#XREF_45729_Display_reconciled">Display completed account transactions</a>.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="2">If you want to <span class="FM_Emphasis">pay</span> the fine and allow the renewal, follow these steps:<ol style="list-style-type: lower-alpha;"><li value="1">Click <b>Pay</b>. The Pay dialog box appears.</li><li value="2">Type the amount to pay in the <b>Amount</b> box (maximum $2,000,000.00), if you are paying an amount other than the exact amount of the fine:</li></ol></li>
|
||||
</ol>
|
||||
<blockquote>
|
||||
<blockquote>
|
||||
<ul type="disc">
|
||||
<li><span class="FM_BulletHead">Partial payment</span> (less than the fine) - The payment will be recorded as a partial payment on the fine, and the Account Transaction list in the patron’s record will show a balance for the charge. See <a href="../PPuseacct/Pay_charges_from_the_Account_view.htm#XREF_33555_Pay_or_waive_a">Pay charges from the Account view</a>.</li>
|
||||
<li><span class="FM_BulletHead">Overpayment</span> (more than the fine) - If your library allows overpayments to be recorded as account credits, a dialog box appears that alerts you to the overpayment and provides the choice of crediting the account or not. Click <b>Yes</b> to credit the patron’s account. Click <b>No</b> to pay the charge without recording a credit.<br /><br />If your library does not allow overpayments to be recorded as credits, a message indicates how much change you should give the patron. Click <b>OK</b> on the message box.</li>
|
||||
</ul>
|
||||
</blockquote>
|
||||
</blockquote>
|
||||
<blockquote>
|
||||
<ol style="list-style-type: lower-alpha;" start="3">
|
||||
<li value="3">Select a payment method in the <b>Method</b> box, and click <b>OK</b>.</li>
|
||||
</ol>
|
||||
</blockquote>
|
||||
<blockquote>
|
||||
<p class="NoteShade"><b>Note:<br /></b>If your library accepts credit card payments, and the patron wants to pay with a credit card, select <b>Credit card</b> in the method box. For more information about taking credit card payments, see <a href="../PPuseacct/Take_credit_card_payments_for_fines_and_fees_-_PayPal_Payflow.htm#XREF_47024_Take_credit_card">Take credit card payments for fines and fees - PayPal Payflow Pro</a> or <a href="../PPuseacct/Take_payments_for_fines_and_fees_-_Comprise_SmartPAY.htm#XREF_82879_Take_credit_card">Take payments for fines and fees - Comprise SmartPAY</a>.</p>
|
||||
</blockquote>
|
||||
<p class="indent2">A record of the charge and payment appears in the Transaction Summary dialog box for the patron account. If the fine was only partially paid, or if an overpayment was credited, the transactions appear in the Account Transaction list for the patron account. See <a href="../PPuseacct/Viewing_Patron_Financial_Accounts.htm#XREF_25997_Performing_a">Viewing Patron Financial Accounts</a> and <a href="../PPuseacct/Processing_Charges_and_Payments.htm#XREF_54418_Charges_and">Processing Charges and Payments</a>.</p>
|
||||
<ol start="3">
|
||||
<li value="3">If you want to <span class="FM_Emphasis">waive</span> the fine and allow the renewal, click <b>Waive</b>. The dialog box closes. A record of the waiver appears in the Transaction Summary dialog box for the patron account.</li>
|
||||
<li value="4">If you want to <span class="FM_Emphasis">charge</span> the fine to the patron’s account and allow the renewal, click <b>Charge Account</b>. The charge appears on the Patron Status workform - Account view. To resolve the charge later, you must pay or waive the fine from the Account view. See <a href="../PPuseacct/Pay_charges_from_the_Account_view.htm#XREF_33555_Pay_or_waive_a">Pay charges from the Account view</a>.</li>
|
||||
</ol>
|
||||
<p class="indent2">If you set Polaris for fine receipt printing at this workform, a fine receipt prints (see <a href="../PPworkstn/Setting_Up_Receipt_Printing_from_Workforms.htm#XREF_66208_Setting_Print">Setting Up Receipt Printing from Workforms</a>).</p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>Your library may suppress fine receipts for waive transactions. </p>
|
||||
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|
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<div id="copyright"><a href="../../../FrontMatter/LegalNotices.htm">© 2025 Innovative (Part of Clarivate)</a><![CDATA[
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<h1><a name="kanchor4284"></a>Renew Overdue Items - Resolve Fines and Renewal Charges</h1>
|
||||
<p>If your library has set the <b>Check Out: Charge Options</b> Patron Services parameter to charge for renewals and prompt the user regarding the charge, the renewal charge appears on the same dialog box as the overdue charge when renewing overdue items. </p>
|
||||
<p>To resolve overdue fines and renewal charges:</p>
|
||||
<ol>
|
||||
<li value="1">Renew an overdue item from the Patron Status or Check Out workform. The Renew chargeable overdue item dialog box opens.</li>
|
||||
</ol>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="2">Select the actions for the checkout and overdue charge. If you select <b>Pay</b> for both the checkout and overdue amounts, the payment amount is totaled at the bottom of the dialog box.</li>
|
||||
</ol>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="3">Select <b>OK</b> to renew the item and take the selected actions for the check-out and overdue charges.</li>
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<div id="copyright"><a href="../../../FrontMatter/LegalNotices.htm">© 2025 Innovative (Part of Clarivate)</a><![CDATA[
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<h1><a name="XREF_23468_Viewing_Item"></a>Viewing Item Records</h1>
|
||||
<p><a name="kanchor2462"></a><a name="IX_opening_from_circulation"></a>As you do circulation transactions, information in the affected item records is updated. This information appears on the Item Record workform. From the Item Record workform, you can link to relevant patron records, hold requests, and other information.</p>
|
||||
<p>This section is a summary of item record features. Your Polaris administrator can set a preferred opening view for the item record workform. <MadCap:conditionalText data-mc-conditions="Primary.Hidden,Primary.Online">See <a href="Display_item_record_information.htm#XREF_35266_Display_item">Display item record information</a>.</MadCap:conditionalText></p>
|
||||
<p><b>To display the Item Record workform</b>
|
||||
</p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>You need specific permission to access item records, and to modify the various Item Record workform views.</p>
|
||||
<ol>
|
||||
<li value="1">Right-click an item in the Patron Status workform - Items Out view, the Check Out workform, or the Check In workform, and select <b>Open</b> from the context menu. The Item Record workform opens.
|
||||
|
||||
<p class="NoteShade"><b>Note:<br /></b>You can also open an item record by searching for it with the Find Tool. Select <b>Cataloging, Item Records</b> on the Polaris Shortcut Bar.</p><p class="NoteShade"><b>Tip:<br /></b>You can see a summary of useful circulation and other information in the item record’s property sheet. In a Find Tool results list, right-click the item record and select <b>Properties</b> from the context menu. On the Item Record workform, click <img alt="PropBtn.gif" style="margin-bottom: -8.000pt;width: 33;height: 32;" id="image25" src="PropBtn_33x32.gif" />.</p></li>
|
||||
<li value="2">Select a view:
|
||||
<ul><li>Select <b>View, Cataloging</b> or click <img alt="CatBtn.gif" style="width: 29;height: 18;" id="image26" src="CatBtn_29x18.gif" class="imginline" /> to see circulation and request settings, and call number details.</li><li><a name="kanchor2463"></a><a name="IX_linking_to_borrower"></a>Select <b>View, Circulation</b> or click <img alt="CircBtn.gif" style="width: 29;height: 18;" id="image28" src="CircBtn_29x18.gif" class="imginline" /> to see current and past circulation data, hold information, and details about In Transit and Transferred transactions. To open the current or last borrower’s record in the Patron Status workform - Items Out view, select <b>Links, Borrower</b>, or double-click the patron barcode in the <b>Current borrower</b> or <b>Last borrower</b> field. If the item is being held for a patron, you can open the patron’s record in the Patron Status workform - Requests view. Select <b>Links, Held For</b>, or double-click the patron barcode in the <b>Held for patron</b> field. The <b>Held at</b> field shows the pickup branch when the request status is Held, Unclaimed, or Shipped. See <a href="../PPholds/Working_with_Hold_Requests.htm" class="MCXref xref"><span style="color: Blue;" class="mcFormatColor">Working with Hold Requests</span></a>.</li><li>Select <b>View, Source and Acquisition</b> or click <img alt="SourceBtn.gif" style="width: 30;height: 18;" id="image30" src="SourceBtn_30x18.gif" class="imginline" /> to see acquisition information such as price, funding, and order details, information about the imported bibliographic record, if any, and donor information, if any. This view also shows circulation statistics, the item’s first available date, and the item’s last inventory date.</li><li>Select <b>View, Notes and Notices</b> or click <img alt="NoteBtn.gif" style="margin-bottom: -6.000pt;width: 28;height: 29;" id="image32" src="NoteBtn_28x29.gif" /> to see an item’s notice history, notes, and blocks. When an item has a note, the Notes and Notices icon changes to yellow <img alt="NotesBtnYellowItem.gif" style="width: 24;height: 18;" id="image33" src="NotesBtnYellowItem_24x18.gif" class="imginline" />. When an item has a block, the Notes and Notices icon changes to red <img alt="ItemBlockIcon.gif" style="width: 24;height: 18;" id="image34" src="ItemBlockIcon_24x18.gif" class="imginline" />. See <a href="../PPblocks/Working_with_Blocks_Stops.htm#XREF_36202_Working_with">Working with Blocks (Stops)</a>.</li></ul><ul type="disc"><li>Select <b>View, History</b> or click <img alt="itemrechistvw.gif" style="width: 30;height: 18;" id="image36" src="itemrechistvw_30x18.gif" class="imginline" />to see the circulation history of an item as it circulates, including the method by which the item was checked out or renewed. This view also shows the item’s home branch and whether it is allowed to float, information that is useful if your system uses floating collections.
|
||||
|
||||
|
||||
|
||||
<p class="NoteShade"><b>Note:<br /></b>Your library may choose to remove patron ID information from the item record history after a specified period of time.</p></li><li>Select <b>View</b>, <b>Reserves</b> or click <img alt="ResBtn.gif" style="width: 30;height: 18;" id="image38" src="ResBtn_30x18.gif" class="imginline" />to see circulation settings that apply to the item if it is placed on reserve for a course, and a list of the linked course records. If the item is on reserve, this view opens first. See <a href="../PPcourseres/Managing_Course_Reserves.htm" class="MCXref xref"><span style="color: Blue;" class="mcFormatColor">Managing Course Reserves</span></a>.</li></ul></li>
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<div id="copyright"><a href="../../../FrontMatter/LegalNotices.htm">© 2025 Innovative (Part of Clarivate)</a><![CDATA[
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<h1><a name="TOC_Check_Out_Blocks_and"></a><a name="XREF_30521_Check_Out_Blocks"></a>Check-Out Blocks and Messages</h1>
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<p><a name="kanchor5827"></a><a name="IX_messages_and_dialog_boxes"></a>Messages and blocks may appear during check-out and renewal:</p>
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<p class="NoteShade"><b>Note:<br /></b>Specific permissions are required to override many types of circulation blocks. </p>
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<h2>Patron and Item Blocks</h2>
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<ul type="disc">
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<li><span class="FM_BulletHead">Patron blocks</span> - You may see the Patron Blocks dialog box during check-out. Patron blocks relate to patron record conditions, such as overdue fines or the need to verify patron data. The Patron Blocks dialog box may also list blocks on associated patron records. See <a href="../PPblocks/Manage_patron_blocks_at_circulation.htm#XREF_35786_Manage_patron">Manage patron blocks at circulation</a>.</li>
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<li><span class="FM_BulletHead">Patron has unread messages</span> - If a patron has unread messages, an alert message appears in the Patron Blocks dialog box. You can continue the check-out operation or cancel it, and you can also click the block text to open the Patron Status workform - Notes view. The alert message does not place any blocks on patron activity in the PAC. For more information about patron messages, see <a href="../PPregstr/Posting_Patron_Messages.htm#XREF_35384_Posting_Patron">Posting Patron Messages</a>.</li>
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<li><span class="FM_BulletHead">Item blocks</span> - During check-out, you may see the Item Blocks dialog box. An item block may indicate that an item should not be checked out, or that it requires special handling. See <a href="../PPblocks/Manage_item_blocks_at_circulation.htm#XREF_33474_Manage_item_blocks">Manage item blocks at circulation</a>.</li>
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<li><span class="FM_BulletHead">Non-circulating items</span> - You may see a message regarding restricted circulation. Your library may designate some items as non-circulating to all patrons, or may allow some items to circulate only to certain patrons. You can override the library policy and continue the check-out, or cancel the check-out for this item.</li>
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<li>Minimum age alert - The patron does not meet the minimum age requirements for this material type. This message appears if your library has set up age-related loan policies, and you attempt to check out an item to a patron who does not meet the age requirement defined for that <a href="../../Patron_Services_Admin/PDPitems/Add_a_material_type_entry.htm#mattype">material type</a>. You can override the block and check out the item or cancel the checkout. For more information on this feature, see "Using Age-Related Loan Policies" in the Leap documentation.</li>
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</ul>
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<h2>Overdue Fines</h2>
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<ul type="disc">
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<li><a name="kanchor5828"></a><a name="IX_at_check_out"></a><a name="kanchor5829"></a><a name="IX_paying_at_check_out"></a><span class="FM_BulletHead">Overdue Fine dialog box</span> - This dialog box appears if there is a fine on an item that has already been checked out. You can accept payment and renew, waive the fine and renew, charge the patron’s account and renew, or cancel the transaction. For details, see <a href="Resolve_a_fine_at_renewal.htm#XREF_94629_Resolve_a_fine_at">Resolve a fine at renewal</a>. If the fine is on another patron’s account, the Pay option is not available. </li>
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<li><a name="kanchor5830"></a><a name="IX_auto_waiving_fines_at"></a><a name="kanchor5831"></a><a name="IX_auto_waiving_fines"></a><span class="FM_BulletHead">Automatic fine waivers</span> - Your library may choose to automatically waive overdue fines at check-out. For example, a patron may check out an item, and a message indicates the item is already checked out to another patron. If the item is also overdue, the library may want to simply forgive the fine. If Polaris is set to waive the fines, the Overdue Fine dialog box does <span class="FM_Emphasis">not</span> appear during check-out. </li>
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</ul>
|
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<h2>Checkout/Renewal Charge</h2>
|
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<ul>
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<li><a name="kanchor5832"></a><a name="IX_paying_at_checkout_and"></a><b>Patron checkout charge dialog box - </b>Opens when you scan an item at checkout or renewal, the item’s assigned branch has placed a charge on the item for checkout or renewal, and your library has set this dialog box to appear. You can accept payment and continue the transaction, waive the charge and continue the transaction, charge the patron’s account and continue the transaction, or cancel the transaction. If your library charges for renewals, and you are renewing an overdue item, the Renew chargeable overdue item dialog box opens. See <a href="Resolve_fines_and_renewal_charge.htm" class="MCXref xref" xrefformat="{color blue}{paratext}{/color}"><span style="color: Blue;" class="mcFormatColor">Renew Overdue Items - Resolve Fines and Renewal Charges</span></a>.</li>
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<li><b>Renew chargeable overdue item dialog</b> - If your library has set the <b>Check Out: Charge Options</b> Patron Services parameter to charge for renewals and prompt the user regarding the charge, the renewal charge appears on the same dialog box as the overdue charge when renewing overdue items. See <a href="Resolve_fines_and_renewal_charge.htm" class="MCXref xref" xrefformat="{color blue}{paratext}{/color}"><span style="color: Blue;" class="mcFormatColor">Renew Overdue Items - Resolve Fines and Renewal Charges</span></a>.</li>
|
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</ul>
|
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<h2>Item Belongs to Another Library</h2>
|
||||
<p>You may see the following messages regarding an item’s assigned branch:</p>
|
||||
<ul type="disc">
|
||||
<li><span class="FM_BulletHead">This item is assigned to </span><span class="FM_Emphasis">library</span><span class="FM_BulletHead">. Do you want to continue with this transaction?</span> - The item does not belong to your branch. You can continue or cancel the check-out. If you cancel the check-out, a message asks if you want to put the item in-transit to the assigned branch. You can put the item in-transit to the item’s assigned branch, or you can keep the item at your branch. </li>
|
||||
<li><span class="FM_BulletHead">This item is in transit to </span><span class="FM_Emphasis">library</span><span class="FM_BulletHead">.</span> - The item’s status indicates that it has been put in-transit to its assigned branch. However, you can still continue the check-out, or cancel it.</li>
|
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</ul>
|
||||
<h2>Holds Messages</h2>
|
||||
<p>During check-out or renewal, the following messages may appear relating to holds (see <a href="../PPholds/Working_with_Hold_Requests.htm" class="MCXref xref" xrefformat="{color blue}{paratext}{/color}"><span style="color: Blue;" class="mcFormatColor">Working with Hold Requests</span></a>):</p>
|
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<ul type="disc">
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<li><span class="FM_BulletHead">This item satisfies a hold...Do you want to hold the item?</span> - The item satisfies a hold request for another patron. You can designate the item to fill the request (and stop the check-out), or override the request and continue with check-out. If you override the hold, a message asks if you want to reactivate the hold request for the patron whose hold request was overridden. This message will only display if the hold request option “Trap at check-out” is set for your branch. If your library has not set this option, the item will check out to the patron and the hold request will remain as it was for the requesting patron.</li>
|
||||
</ul>
|
||||
<p class="NoteShade"><b>Note:<br /></b>If you trap the item to fill the request, and hold slips are printed from the Check Out workform, a hold slip prints at the end of the check-out session. For information on setting your workstation to print hold slips, see <a href="../PPworkstn/Setting_Up_Receipt_Printing_from_Workforms.htm#XREF_66208_Setting_Print">Setting Up Receipt Printing from Workforms</a>.</p>
|
||||
<ul type="disc">
|
||||
<li><span class="FM_BulletHead">This item cannot be checked out, because it is being held </span>- The item is being held for another patron. You can override the hold and continue with check-out, or stop the check-out process. If you override the hold, a message asks if you want to reactivate the hold request for the patron whose hold request was overridden.</li>
|
||||
<li><span class="FM_BulletHead">Transfer this item to </span><span class="FM_Emphasis">library</span><span class="FM_BulletHead"> for hold?</span> - The item fills a hold request for a patron at another library. You can override the hold and continue with check-out, or stop the check-out process and transfer the item. If you override the hold, a message asks if you want to reactivate the hold request for the patron whose hold request was overridden.<span style="color: #000000;"> </span>This message will only display if the hold request option “Trap at check-out” is set for your branch. If your library has not set this option, the item will check out to the patron and the hold request will remain as it was for the requesting patron.</li>
|
||||
</ul>
|
||||
<p class="NoteShade"><b>Note:<br /></b>If you transfer the item, and in-transit slips are printed from the Check Out workform, an in-transit slip prints at the end of the check-out session. For information on setting your workstation to print in-transit slips, see <a href="../PPworkstn/Setting_Up_Receipt_Printing_from_Workforms.htm#XREF_66208_Setting_Print">Setting Up Receipt Printing from Workforms</a>.</p>
|
||||
<h2>Circulation Messages</h2>
|
||||
<p>You may see the following messages related to item circulation:</p>
|
||||
<ul type="disc">
|
||||
<li><span class="FM_BulletHead">Item is over the renewal limit</span> - Renew the item anyway, or cancel the renewal.</li>
|
||||
<li><span class="FM_BulletHead">The item is already checked out to this patron</span> - Renew the item, or cancel the renewal.</li>
|
||||
<li><span class="FM_BulletHead">This item is already checked out to another patron</span> - Check in the item and then check it out to the current patron, or cancel the check-out. For information about check-in, see <a href="../PPckin/Doing_Normal_Item_Check-Ins.htm#XREF_20651_Checking_Items_In">Doing Normal Item Check-Ins</a>.</li>
|
||||
<li><span class="FM_BulletHead">Item has an unexpected status </span>- Items with a status such as Withdrawn must be checked in before checking out.</li>
|
||||
<li><span class="FM_BulletHead">Item is due at library closing time</span> - Allow the item to circulate overnight, or make the item due at closing time.</li>
|
||||
<li><span class="FM_BulletHead">Item is on reserve for two or more courses</span> - Select the course for which the item is being checked out, or select no course.</li>
|
||||
<li><a name="kanchor5833"></a><a name="IX_routed_serial_items"></a><span class="FM_BulletHead">Routed serial item</span> - If you try to check out a routed serial item, you receive an error message. Check the item in to change its circulation status from Routed to In (see <a href="../PPckin/Doing_Normal_Item_Check-Ins.htm#XREF_20651_Checking_Items_In">Doing Normal Item Check-Ins</a>), and then check it out. Or, go to the Notes view on the linked Issue record and change the issue’s status to Returned or blank <a href="../../Serials/PSrecev/Change_an_issue_or_part_status.htm" class="MCXref xref" xrefformat="{color blue}{paratext}{/color}" data-mc-conditions="Primary.Online,Primary.Hidden"><span style="color: Blue;" class="mcFormatColor">Change an Issue or Part’s Status</span></a>). The item record’s circulation status will be changed to In.</li>
|
||||
<li><a name="kanchor5834"></a><a name="IX_dispenser_unit_warning"></a><a name="kanchor5835"></a><a name="IX_warning_message_at"></a><span class="FM_BulletHead">Dispensing unit</span> - If your library circulates certain items from a media dispenser, you may see an alert message (<b>Please retrieve items from the dispensing unit</b> or a similar message) when a dispenser item is checked out. Click <b>OK</b> to acknowledge the message, remind the patron to go to the dispenser unit to pick up the item, and continue. </li>
|
||||
<li><span class="FM_BulletHead">Resolve lost/billed item dialog box</span> - This dialog box appears when an item has been declared lost, but the item is found at circulation. See <a href="../PPlost/Resolve_a_lost-and-unpaid_item_at_circulation.htm#XREF_52854_Resolve_a_lost">Resolve a lost-and-unpaid item at circulation</a> and <a href="../PPlost/Resolve_a_lost-and-paid_item_at_circulation.htm#XREF_43460_Resolve_a_lost_and">Resolve a lost-and-paid item at circulation</a>.</li>
|
||||
</ul>
|
||||
<h2>Outreach Services Patrons</h2>
|
||||
<p><a name="kanchor5836"></a><a name="IX_messages_at_normal_check"></a><a name="kanchor5837"></a><a name="IX_Outreach_Services_patron"></a>You may see the following messages related to Outreach Services patrons.</p>
|
||||
<p>See <a href="../PPoutreach/Outreach_Services_Processing.htm#XREF_58531_Outreach_Services">Outreach Services Processing</a>.</p>
|
||||
<ul type="disc">
|
||||
<li>If a specific item has been checked out to an active outreach services patron in the past, a message appears. You can continue to check out the item, or cancel the check-out. </li>
|
||||
<li>Your library may display a prompt to update an active Outreach Services patron’s next service date if the item is not on the patron’s pick list. If you choose to update the next service date from the prompt, the patron’s Next Service Date and Last Service Date are updated based on the Outreach Services delivery schedule set for that patron. If no prompt is displayed, or if you choose not to update the service date, the patron’s next service date is not affected. </li>
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