South Dakota Library Network

South Dakota Library Network
ALEPH Basic Circulation Training South Dakota Library Network 1200 University, Unit 9672 Spearfish, SD 57799 © South Dakota Library Network, 2008 ©Ex Libris (USA), 2004 Modified for SDLN Version 16.02

ALEPH Circulation Overview Basic functions: Patrons Items Loans
Due Dates Returns Offline circulation Hold Requests Cash Management

ALEPH Circulation Overview
The ALEPH Circulation module enables you to register and monitor the various circulation activities of the library (loans, returns, holds, photocopy requests), according to each library's policies. The system supports different circulation periods, based on the status of an item, the status of a patron and due date formulas. These three elements can be defined by the library to suit its circulation policies and can be changed as the need arises. When an item is loaned, the system checks both the item and the patron. If there are any restrictions on either one, the librarian is notified. When an item is returned, the system checks whether there is an outstanding hold or photocopy request and whether the item was returned late.

ALEPH Circulation Patrons
Each patron has one global record, and one or more local records linking him/her to libraries. The Patron record is broken down into four parts: Global Patron record: General Patron information that is relevant to the entire library system, such as name, title and IDs (one record only). Local Patron records: Information that is relevant to the local library only, such as circulation privileges and expiration date (can have more than one record). Patron Address records: Various addresses listed for a patron, such as school- year and home addresses (can have more than one record). Additional ID’s: Various IDs per individual local library.

There are four steps in defining a new patron in a library: Creating a Global Patron record Creating Local Patron record(s) Creating Patron Address record(s) Adding additional IDs

There are three ways to create a Global Patron: Click on the New Patron Icon On the menu bar, select Patrons | New Patron Ctrl+F7

ALEPH Circulation Global Patron Record – tab 1
If FastPatronRegistration=N is set in library circ.ini file

ALEPH Circulation Global Patron Record – tab 2

ALEPH Circulation Fast Patron Registration
If FastPatronRegistration=Y is set in library circ.ini file

ALEPH Circulation Global Patron Record
Once you click Update, the entered information will appear in the top pane. At this point, you can : Update global patron information Send a letter to the patron Load patron’s photo

ALEPH Circulation Letters to patrons
Current predefined options for sending letters to patrons include:

ALEPH Circulation Local Patron Information To create new
Local Patron Records, select the Local Patron Information node in the left pane.

ALEPH Circulation Local Patron Information
Select a sublibrary for which you wish to grant privileges to the patron, and fill in or edit the bottom pane.

ALEPH Circulation Patron Status
Within the Local Patron record, specify the patron status:

Once you do so, the Get Defaults button becomes active:

For each library, there are defaults defined for each Patron Status. After selecting Patron Status, click Get Defaults to apply those defaults, based on the table setup in Tab31.

Tab31 defines default parameters by Patron Status:

ALEPH Circulation Get Defaults
When you click Get Defaults, the system will populate fields using information in Tab31:

ALEPH Circulation Get Defaults
Additional defaults from Tab31 populate the Local Privileges tab:

ALEPH Circulation About defaults
It is important to note that when you create the Local Patron record, you can change any of the defaults within the Patron record.

ALEPH Circulation Local blocks and notes
Local blocks and notes can be included in the second tab of the Local Patron record:

ALEPH Circulation Patron Addresses
Patron addresses are stored in the address records. More than one address record can be assigned to a patron record. Letters to the user will use the address record that is relevant at the time of sending/printing.

To add an address for the patron, select the Address Information node in the left pane:

The address form appears in the lower pane:

Different address types can be entered for the same patron.

ALEPH Circulation Additional IDs
To add additional IDs for a patron, select the Additional IDs node in the left pane:

ALEPH Circulation Additional IDs To add an additional ID, click Add ID

ALEPH Circulation Additional IDs
Currently, options exist to add a Local ID, a Registration ID, a Permanent ID and a Previous ID for the Patron.

ALEPH Circulation Searching for Existing Patrons
You may search by one of three methods: Patron ID (Aleph assigned number) Patron Barcode Patron Name

ALEPH Circulation Searching for Existing Patrons
Use the patron search field, or open the Patron List and browse:

ALEPH Circulation View details of patron’s activity
Once you have located the patron, his/her various activities in the library are displayed in nodes in the left pane, and the relevant details in the upper and lower right panes.

ALEPH Circulation View details of patron’s activity
From the various nodes in the left pane you can view details of the patron’s: Loans Cash transactions Hold, photocopy & ILL requests Reserve (Advance) booking requests Proxies/sponsor Reading room items Routing lists

ALEPH Circulation Patron Activity

ALEPH Circulation Items
The Item is the ALEPH ‘atom, ’ or the single unit where item information is stored. An Item in ALEPH is a physical unit with a unique identifier, which is the barcode. Two identical copies of a book = two items. An item must belong to a sublibrary.

ALEPH Circulation Item List
The Item List allows viewing of item-related information. To modify items or to create new ones, you must go to the Cataloging module (click Push to Items on the Item List).

ALEPH Circulation Item List

ALEPH Circulation Item Definitions
The Item Status is based on tab15.eng. Tab15.eng allow you to set up definitions for a status which determine if an item can be loaned, requested, renewed, etc. An Item Status may be used by one sub-library or shared by a group of sub-libraries. The actual due date is based on combinations of patrons and items (defined in Tab16).

ALEPH Circulation Tab15.eng

ALEPH Circulation Loans Loan Mode

Loans ALEPH Circulation To loan an item, open the Loan tab
Enter the patron’s ID number The system will run checks on the record If a problem exists, it will be listed in the lower pane. If the library has ‘override’ privileges, s/he may proceed. If not, the loan cannot take place Enter the item’s barcode The loan transaction will be completed once the item details display in the Loan Session tab of the lower pane. Continue with item barcodes, one by one. End the session with the current patron.

ALEPH Circulation Loans Type/wand in the patron’s ID:

ALEPH Circulation Loans Type/wand in the item barcode:

ALEPH Circulation Loans The charged item is displayed in lower pane:

ALEPH Circulation Loans
When you’re finished with the transaction, “End Session” will remove the patron record from the screen:

ALEPH Circulation Loan Checks
When loaning an item, the system checks both the patron and the item to verify that the loan can take place. The system checks that the patron: Has the right to borrow the item Has a registration that has not expired Has no delinquency codes Has not exceeded his overdue items or fines limit Has not reached his limit of items that may be checked out The system also checks that the item: May be borrowed Has no hold requests

Any problems with the loan will be listed in the lower pane under the Blocks tab.

If you have override privileges, you may be able to override problems such as those listed above. The button will not be active if no override privileges exist. Cancel Loan will cancel the loan transaction.

Table setup decides which problems, and at what severity, will stop a patron from taking out a loan. Tab31 determines patron borrowing and renewal permission. Tab16 determines patron limits for the amount of material borrowed. Tab_block_circ determines limits for number of overdues or fines owed by a patron. Tab15.eng determines item lending and renewals permission.

ALEPH Circulation Loan Session
Within the Loan/Blocks area, loan receipts can be printed, due dates can be changed, and loan notes can be added.

ALEPH Circulation Loan Session Receipt After selecting the
Print option, a new window will appear on the screen displaying the receipt.

ALEPH Circulation Loan Session Notes
Selecting the Loan Notes option will bring up a new window prompting you to enter up to two notes per loan.

ALEPH Circulation Loan Session History
To view the workstation’s loan history, open the History node on the left pane. The history is per current workstation only.

ALEPH Circulation Loan Setup Options
To modify various loan options, on the menu bar Select Aleph | Options | Set up loan options.

ALEPH Circulation Setup Loan Options
Display Circulation Note – If checked, the Circulation Note that was entered in the Item Record will be displayed when the item is loaned. Display “Item(s) on Hold for This Patron” Message – If checked, a message will be displayed if the patron has an item on hold awaiting him. Display “Item is Requested” Message – If checked, a message will be displayed if the loaned item has been requested by other patrons.

ALEPH Circulation Setup Loan Options
Patron Verification Required – If checked, it will be necessary to input the patron’s verification code in order to perform a loan. Display Process Status – If checked, the Item Process Status of the item will be displayed when performing the loan. Note that most items do not have an Item Process Status. Override Button as Default – If checked, the Override and Cancel Loan buttons will be highlighted by default if the patron does not have the permission to borrow the item.

ALEPH Circulation Setup Loan Options Loan Receipt Printing
You can determine whether or not the system will automatically print loan receipts. If you wish to have the system automatically print receipts, you can choose whether: They should be printed after each loan transaction, or Only at the end of a session with a patron.

ALEPH Circulation Due dates Due dates calculation
The actual due date is based on tab16, which contains different combinations of patrons and items, e.g.: Patron status x can take item status y for 3 days, but Patron status z can take item status y for 14 days. Two sets of due date/hour are defined there: For regular, non-requested items (col.5-10) For requested, or on-hold, items (col.15-18)

ALEPH Circulation Due dates Due dates modification
You may change the due dates for: A specific patron/item combination All current loans A specific loan

The system calculates due dates daily for each combination of Item/Patron Status (optionally taking into account days the library is closed). The daily results of this calculation may be viewed under the Active Due Dates node in the Loan mode. Choose a sublibrary, and the Active Due dates definitions for that sublibrary will be displayed.

ALEPH Circulation Due dates Due dates modification You may override
any calculated due date using the form in the lower pane. There are two date- hour options for non-requested, and for requested items.

To change due dates for all current loans, on the menu bar select Aleph | Dates | Change due dates of current loans. Indicate the range of due dates to be amended and the new due date for these loans.

To change a due date for a specific item, in the Loan Session mode select the Change Date option. A new window will appear which will prompt you to enter a new due date.

Additionally, you can change a due date for a specific item in the Patron mode in the Loans node.

ALEPH Circulation Renewals Loans may be renewed:
By the librarian in the Circulation module or By the patron in the Web OPAC System checks will be conducted to be sure the patron and item are eligible for the renewal process.

ALEPH Circulation Renewals The system checks that the patron:
Has renewal permission Has not exceeded his maximum number of renewals Has an expiration date that is later than the new due date Has not been blocked from loans/renewals due to other problems Has not exceeded his cash limit.

ALEPH Circulation Renewals The system also checks that the item:
May be renewed Has no hold requests Is not overdue

ALEPH Circulation Renewals
Renewals in the Circulation Module can be made through the Patron’s Loans list in the Loans node

You have the option of renewing a selected item, or renewing all items. If the system finds a problem with the renewal of some loans when using the Renew All command, a window will pop up with the reason. Depending on setup, it may be possible to override the error.

A second method of renewing items through the Circulation module is to go the menu bar and select Circulation | Renew loan by barcode. The system will prompt you for the barcode of the item you wish to renew.

ALEPH Circulation Renewals After entering the barcode,
you will receive a second screen displaying item and patron information, as well as the renew date. You are able to alter this date if you wish.

Patrons can renew their own loans if they have login access to their account on the Web OPAC through the “My Library Card” option. These renewals are subject to the same checks as described earlier.

Patrons also have the option of renewing all their loans on the top bar of the “Items on Loan” option. The system will inform the patron which loans couldn’t be renewed due to blocks or other problems.

ALEPH Circulation Returns To return an item, enter the Return mode.
Enter the item’s barcode The return transaction will be completed when the returned item’s details display in the Item tab of the lower pane. Continue with item barcodes, one by one The session with the current patron ends when an item barcode returned by another patron is entered or when Clear button is clicked on lower pane.

ALEPH Circulation Returns Patron Info Item/Bib Info

ALEPH Circulation Returns
The system enters the current date and time for each return. To globally override these, click Update. This action should be performed BEFORE the actual returns.

ALEPH Circulation Returns This override will be in place until you
click the Clear Override button which will appear in the lower pane. If the Clear Override button is not clicked, the option will expire automatically after a preset period.

ALEPH Circulation Returns Return History
To view the workstation’s return history, open the History node in the left pane. The return history is per current workstation only.

ALEPH Circulation Returns Setup Return Options
To modify various return options, on the menu bar select Aleph | Options | Set up return options.

Print Return Receipt – If checked, the system will automatically print a receipt for each return transaction. Print Return Receipt Transfer – If checked, the system will automatically print a receipt for each return transaction even if the item will be transferred to another sub-library. Display List of Hold Requests – If checked, the system will automatically display a list of hold requests for the returned item.

Print Photocopy Requests Slips Automatically upon Return Display “Item is Not on Loan” Message – If checked, you will be notified of the return of an item that the system has no record of having been checked out. Display Circulation Note – If checked, the Circulation Note that was entered in the Item Record will be displayed when a patron returns the item. Display Item Process Status – If checked, the item’s process status will be displayed.

ALEPH Circulation Returns Setup Return Options Late Return Message
No Message is Displayed Per Each Loan At the End of Session with Current Patron

ALEPH Circulation Offline Circulation
The Offline Circulation option allows you to record loan and return transactions on your local computer in case there is a disruption between your computer and the server. Your transactions will be saved in a file which you may send to the server when the connection has been re-established.

ALEPH Circulation Offline Circulation
To activate this function, on the menu bar select Circulation | Offline Circulation. The following form will be displayed:

ALEPH Circulation Offline Circulation Options
Loan/Return – Select which of the two you wish to perform. The top button will reflect your choice. Loan Return

ALEPH Circulation Offline Circulation Options
Send File – Once connection to the server is restored, click here to send the loan/return file to the server for checking. Import File – This option allows you to import the offline circulation file to the Circulation module if you are using the stand-alone version of Offline Circulation.

ALEPH Circulation Offline Circulation Check
Once the data has been sent to the server, the system will then check the transactions and produce a Check Report. The system checks: If the item exists If there is a patron record If any problems with loan/return were encountered (such as if the item was already on loan)

ALEPH Circulation Offline Circulation Check
The Check Report will be displayed on the second tab of the Offline Circulation form, and can be printed for manual processing.

ALEPH Circulation Hold Requests
When a patron places a hold request for an item, he is reserving that item for his use. In most cases, a hold request will be placed on an item by a patron because that item is out on loan with another patron. In some cases, a hold request will be placed on an item that is not currently on loan (available copy). When a requested item is returned, a note will inform the librarian of the fact.

ALEPH Circulation Hold Request Checks
Among other things, the system checks that the patron: Has permission to place a hold request Has not exceeded the maximum number of hold requests that he is allowed to place Has permission to place a hold request on an available copy (if such copy is available) Has not passed his expiration date

ALEPH Circulation Hold Request Checks
The system also checks that the item: May be requested Has other hold requests – if so, is it possible to place multiple hold requests for this item?

ALEPH Circulation Placing Hold Requests Hold requests may be placed:
By the librarian from the Menu Bar By the librarian from the Item List (after retrieving a record by the barcode or call number) By the patron on the Web OPAC, if he has been given that privilege

ALEPH Circulation Placing Hold Requests
The librarian may place a hold request on behalf of a patron by going to the Menu bar and selecting Requests | Hold Requests | Create Hold Request. A box will come up asking for item and patron information.

ALEPH Circulation Placing Hold Requests Once the information
is entered, a workform is displayed. If problems are found with the request, they will be displayed.

ALEPH Circulation Placing Hold Requests Options
From / To Date – The default dates cover a period of one year; these may be changed manually. Pickup Location – Choose the location where the patron will receive the material. Options can include the library, home delivery, mailbox or a specific reading room. Recall Type – Choose 01 (regular) or 02 (rush) to determine level of urgency for recall. Choose 03 for no recall.

Priority – You can determine the position of the hold request in the queue by assigning it a priority. Highest priority is 00, the lowest is 99 Regular requests in the Circulation Module receive 20 A recall defined as rush will automatically receive 00 The priority value can be changed manually

The second tab is Item Filter Information. Use these fields to define the pool of items from which the hold request may be filled (i.e. like or similar items).

Within the filter, you may enter “#” to mean any, or leave the field blank to mean none. For example, use “#” in the Collection field to indicate that it doesn’t matter which collection is used to fill the request. Check the Only Selected Item box if you want the request to be filled only by the specific copy.

The librarian may also place a hold request on a specific item from the Item List node in Items mode. Select the item, and click the Hold Request button.

The librarian may place a hold request on a specific item from the Item List node in Items mode. Select the item, and click the Hold Request button. A box will appear prompting you for the patron ID.

ALEPH Circulation Placing Hold Requests Once a patron ID is
entered, a workform appears. The fields are similar to those explained before.

Signed-in patrons may create hold requests from the Web OPAC. The system runs various checks on the patron and item similar to those described earlier. If the request is possible, the Place Hold link will be displayed in front of the item in the Holdings list.

ALEPH Circulation Placing Hold Requests If all the checks
are met with the patron and item, the hold request form is displayed.

After the form has been filled out, an indication will appear both on the OPAC: and in the Circulation Module that this item has requests:

ALEPH Circulation Hold Requests - Recalls
A recall means asking the patron who currently has an item on loan to return it to the library earlier than its original due date. This may be caused by another patron (or the librarian) placing a hold request for this item.

The only way to initiate the recall of an item is by creating a hold request for it. A library may choose not to use recalls at all. Depending on the library setup, actual recalls occur either when the service “Recall Loans” is run or when the hold request was placed (immediate recall).

When a recall is initiated, the following takes place: A new due date is calculated for the item, and the patron/item loan lists are updated with “recalled” A recall letter will be sent to the patron A different fine method is applied to the late return of recalled items.

ALEPH Circulation Viewing Hold Requests
Hold requests may be viewed from the Hold Requests node for a specific item in Item mode:

Hold requests may also be viewed from the Hold Requests node in the Patron Activity in Patron mode:

In the Web OPAC, signed in patrons may view their hold requests from My Library Card.

ALEPH Circulation Hold Requests - Printouts
Two kinds of letters may be manually sent to patrons: Hold request filled Hold request not filled A Hold Slip is also printed for those requests that were filled, to place inside the book on the Hold Shelf.

ALEPH Circulation Hold Requests - Printouts
To print one of these letters, on the Menu Bar select Requests | Hold Requests | Print Letter – Hold Request Filled (or / Not Filled). Slips may also be printed automatically when the Service Call Slips for Hold Requests (cir-12) is run.

ALEPH Circulation Hold Requests - Printouts Hold Request Filled letter

ALEPH Circulation Hold Requests - Printouts Hold Slip

ALEPH Circulation Cash Management
It is possible to charge a user for most library transactions (e.g. hold requests, photocopy requests, loans, renewals). Standard charges for transactions are table-driven, but may be overridden by the librarian. Staff may also add ad hoc transactions, such as lost books’ replacement charges.

ALEPH Circulation Cash Management Excerpt from Tab18 – Cash Table:

ALEPH Circulation Cash Transactions
You may view the patrons’ cash transactions from the Cash node under Patron Activity in Patron mode:

You may choose which transactions to view by opening the relevant tab: All transactions Cash history (paid and partly paid transactions) Active (unpaid) transactions Canceled transactions Note: paid transactions will appear in green font, while unpaid transactions will appear in red font.

ALEPH Circulation Cash Transactions - Options
Pay Sum – If the patron wants to pay the total amount due, click this button. If he wishes to pay less than the total amount due, first enter the amount he intends to pay in the Sum to Pay field and then click the Pay Sum button. Pay Selected – If the patron wants to pay for one or more specific transactions, highlight them using Shift or Ctrl, and click this button.

New – Register new, ad hoc, cash transactions for the patron (debit or credit). You may choose from a selection of standard transaction types and rates, or enter a different amount. Waive – To cancel non-credit transactions, using Shift or Ctrl, and click the Waive button. A form will be displayed for you to enter the reason for this waiver.

Print – If all transactions are displayed, all will be printed. If the window is currently displaying a filtered view, you will be asked whether you want to print all of the patron’s transactions, or just those in the filtered view. By Sublibrary – To view cash subtotals by sublibrary.

ALEPH Circulation Cash Transactions - Receipts
A receipt can be printed for payments (partial or full) made by the patron.

Cash transactions can also be conducted at the time an item is loaned or returned. When a patron ID is entered in either mode, cash payment information appears.

Similar options exist to those discussed earlier. New Cash – A new debit or credit transaction can be added to the patron’s record. Pay Cash – A patron can pay all or part of the amount owed to the library. Be certain to fill in the amount before selecting this button. Patron’s Cash – This option will take you to the Cash option in the Patron Activity section of Patron mode.

Patrons may view their own list of cash transactions in the Web OPAC, once they have signed in.

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