1. CIRC
System Librarian

2. $alephe_tab - MUST tables
tab_sub_library.eng -> sub-libraries list effects:
Names of the sub_libraries display in WEB OPAC and Client modules
Library types ( regular, borrowers only, delivery, reading room)
Item statuses ( tab15)
Loan Policy (tab16)
Open hours ( tab17)
Borrower record
tab_attr_sub_library -> defines loan/return authorization (by IP
address)
tab_sub_library_address.eng -> defines addresses for printouts
(used in conjunction with
form_sub_library_address )
CIRC system librarian

3. $alephe_root pc_server_defaults --> defines default values
for the PC server. See Web Guide/System Librarian
section for the entries relevant for CIRC module
www_server_defaults --> defines default values
for the Web OPAC. See Web Guide/System Librarian
CIRC system librarian

4. CIRC tables (XXX50/tab) tab10 CIRC related entries
tab Item Re-shelving Time
tab15.eng Item Statuses
tab Due dates, fines & limits
tab Library open hours
tab18.eng Cash transaction types
tab25.eng Material types
tab Borrower registration renewal
tab Borrower statuses (default settings)
tab Overdue notices
CIRC system librarian

5. CIRC tables (XXX50/tab) tab34 Lost material costs
tab Hold requests configuration
tab Photocopy requests configuration
tab Hold request's daemon configuration
tab40.eng Collection codes
tab Photocopy request's daemon configuration
tab Reserved Items Schedule
CIRC system librarian

6. CIRC tables (XXX50/tab)
tab_delinq.eng Delinquency codes and restrictions
tab_hold_request Checks make by the system when
hold request is placed
tab_photo_request Checks make by the system
when photo request is placed
tab_check_circ Checks for loan/return/renew
tab_block_circ Parameters for blocking loans
check_circ_override Minimum user level for
Override
CIRC system librarian

7. CIRC tables (XXX50/tab) Display relevant tables:
pc_tab_circ_fast_cat.eng
pc_tab_exp_field.eng
pc_tab_exp_field_extended.eng
pc_tab_fast_circ
tab_z30_sort
tab_item_history.eng
CIRC system librarian

8. Patron Record Global Patron Record Local Patron Record
ID Record
ID number
Type 00
z308
Address Record
Mailing Address
Type 02
(Z304)
Global Patron Record
Name, Title
(Z303)
ID Record
Barcode
Type 01
z308
Address Record
Permanent Address
Type 01
(Z304)
ID Record
Additional ID
Type 02-99
z308
Address Record
Additional Address
Type 03-99
(Z304)
Local Patron Record
Sub-Library
Privileges
z305
Local Patron Record
Sub-Library
Privileges
z305
CIRC system librarian

9. Due Dates, Fines & Limits
CIRC policy for combination of
item status(tab15) and borrower status (tab31)
Rules for due dates, fines, limits :
tab16, tab17, tab10 (switch 18, 34)
REMEMBER line 99 in tab16
(defines the global limit on the number of loans and
hold requests a patron is allowed to have at a given
time).
CIRC system librarian

10. tab16 99 line You can define the 99 line to relate to a certain
borrower status or it can be defined as a global limit
relating to all borrower statuses with a specific
wildcard.
The relevant parameters that need to be taken into
account are:
Borrower status, column 4.
Max number of items, column 12.
Max number of hold requests, column 13.
CIRC system librarian

11. tab16 99 line An example of a 99 line relating to a certain
borrower status:
16A 99 ##
An example of a 99 line relating to all borrower
statuses:
16A 99 ## ##
CIRC system librarian

12. tab16 99 line Remember not to leave blank spaces for the other
columns but to put in zeroes according to the number
of positions in each column except for columns 1, 2,
4, 12 and 13. If you leave blank spaces, the system
will not know how to relate to them.
If you leave the borrower status column blank, the
system will not know that it should refer the limits
set in this line to all borrower statuses.
CIRC system librarian

13. tab16 99 line The global limits definition is available at two levels:
A global limit that applies to a sub-library.
A global limit that applies to the ADM library.
CIRC system librarian

14. 99 line of the ADM library To set up this line, you should:
Define a separate Group ID in tab16 for the
ADM library.
Enter this Group ID in column 7 in
tab_sub_library.eng in the line that defines the
Column 7 determines to which group of definitions
in tab16 this ADM library refers.
CIRC system librarian

15. 99 line of the ADM library The line from tab16:
16D 99 ## ## A
The line from tab_sub_library.eng:
UNI50 2 UNI50 L UNI D UNI50 ALEPH
CIRC system librarian

16. to verify that the loan is
Loans
When loaning an item,
the system checks both
the PATRON and the ITEM
to verify that the loan is
VALID
CIRC system librarian

17. E X I T Loan!!!!!! Checking the Patron NO YES NO YES NO NO YES NO YES
Has loan privilege (tab31) NO
YES E X I T
Has privilege to borrow this item (tab16) NO
YES
Has no delinquencies (tab_delinq.eng, Z305) NO NO
YES
Has no overdue items or fines (Z files) NO
YES
Has not reached the limit of items that can be checked out (tab16)
Loan!!!!!!
CIRC system librarian

18. Patron Loan Checking the Patron E X I T NO YES NO NO YES NO
Has loan privilege NO
YES
Has privilege to borrow this item NO NO
YES NO
User’s Override
Privilege
Has no delinquencies and no block date NO
YES
YES
Has no overdue items or fines
OVERRIDE NO
YES
Has not reached the limit of items that can be checked out
Loan
CIRC system librarian

19. EXIT Checking the Item ITEM Loan!!!! NO Can be loaned (tab15, tab16)
YES
YES
Has hold requests
(Z files) NO
Loan!!!!
CIRC system librarian

20. Loan ITEM EXIT NO YES Checking the Item NO YES
Can be loaned NO NO
YES
User’s Override Privilege
YES
Has hold requests
YES NO
Loan
CIRC system librarian

21. Loans
When a loan transaction is successful, a Z36 Oracle record is created by the system.
The Z36 contains vital details concerning the transaction, including: record number; user ID; sub-library; loan date; due date; item status; etc.
CIRC system librarian

22. Loans
CIRC system librarian

23. Renewals The system checks that the user:
has renewal permission (tab31)
has an expiry date that is later than the new due date (tab31, Z305)
has no delinquency codes (Z305, tab_delinq.eng))
has not reached his cash limit (tab31)
CIRC system librarian

24. Renewals The system checks that the item: may be renewed (tab15)
has no hold requests (Z37)
is not overdue (Z36)
CIRC system librarian

25. Delinquencies tab_delinq.eng is the table that defines the patron's
delinquencies for Circulation purposes on two
levels:.
Global Level:
Type 1 - the patron will be blocked in all the sub
libraries that belong to the system, on the ADM
level. Type 1 refers to the patron's Z303 record.
Local level:
Type 2 - the patron will be blocked in a particular
sub-library. Type 2 refers to the patron's Z305
record.
CIRC system librarian

26. tab_delinq.eng Global Delinquency Codes
Delinquency code type 1, Z303 Global
delinquencies, is not related to a sub_library or to the
patron's permissions but rather to the patron on the
ADM level. As a result, the mere fact that the patron
has a Z303 delinquency code attached to his record,
traps all circulation transactions he tries to perform,
with the exception of placing hold or photocopy
requests.
CIRC system librarian

27. tab_delinq.eng
The various Z303 delinquency codes have the same functionality.
CIRC system librarian

28. tab_delinq.eng Local Delinquency Codes
On the Local level, delinquency code type 2, the
librarian can determine for each code, which
circulation privileges will be blocked for patrons
having this delinquency code, in addition to his loan
and renewal privileges. Type 2 codes refer to
the patron's Z305 record that belongs to a specific
sub-library.
CIRC system librarian

29. tab_delinq.eng Use "N" to list the privileges you wish to block (a-h).
Otherwise leave the space blank.
CIRC system librarian

30. Hold Requests A Hold Request is a reservation of an item.
The system checks both the user and the item to verify that the hold request is permitted.
CIRC system librarian

31. Hold Requests The system checks that the patron:
- Has permission to place a hold request (tab15/col.8)
- Has not exceeded the number of hold requests he/she is allowed
*on items of an exact status (tab16)
*global limit (99 line in tab16)
- Has permission to place a hold request on an available copy (if a copy is available) (tab31)
- Has not passed his expiry date (tab31, Z305)
CIRC system librarian

32. Hold Requests The system checks whether the item:
- May be requested (tab15, tab10-1,2,26)
- Has other hold requests -- if so, is it possible to place multiple hold requests for this item?(tab15)
- May be picked up from chosen location (tab37)
CIRC system librarian

33. tab_hold_request This table contains the various checks performed
by the system before / after a hold request is placed:
The checks can influence:
Display (or not) of the Request link on the list of items
Display of information regarding the group of items and the
patron's place in the request queue
Display of meaningful messages concerning the reason why a request is refused.
CIRC system librarian

34. tab_hold_request Tab_hold_request columns:
COL Defines when check procedure is performed
COL 2 What check procedure to be performed
CIRC system librarian

35. tab_hold_request CIRC system librarian
COL Defines when check procedure is performed
There are 5 separate instances defined for when a
check is made:
1. PRE check is performed in the WEB OPAC, before showing request link on the list of items. This check usually does not depend on user identification.
2. PRE_Client check is performed in the Client OPAC, before showing request button on the list of items. Usually does not depend on user identification.
3. INFO is used when displaying the hold request fill-in
form.
4. POST check is performed when the user sends the request to the server in the Web OPAC (user identification is present).
5. CIRC is used in the Circulation client (user identification is present).
CIRC system librarian

36. tab_hold_request
CIRC system librarian

37. tab_hold_request
CIRC system librarian

38. tab_hold_request
CIRC system librarian

39. tab_hold_request
CIRC system librarian

40. tab_hold_request If a check that requires patron information is
used as a PRE check, then the patron must first
be identified, and you must set
check_hold_request_l as a PRE check as well.
CIRC system librarian

41. tab_hold_request CIRC system librarian Multiple possibilities, BUT………
When setting PRE checks, take into account the system resources required for checks that are made when the items list displays.
If the checks require comparing item records and existing requests, and there are many item records, this can create an undesirable load on the server.
If a check is listed for PRE, it need not be listed for INFO or POST, since the INFO/POST scenario will not happen.
CIRC system librarian

42. Recall functionality
Recall process can be initiated by Recall type (01-regular or 02-rush) inserting when hold request is created.
tab16 -- define the fine method, the recall period and the minimum guaranteed loan period
CIRC system librarian

43. Recall functionality
While the Circulation librarian or the Web OPAC user may request an item, it is not actually recalled until the “Recall Items on Hold” (p_cir_13) function is run in the Web Services module.
If your policy is to use recall functionality, it is recommended that you run this function every day.
CIRC system librarian

44. Recall functionality “Recall Items on Hold” (p_cir_13) generates:
- new due date (according to tab16)
- recall letters to users
- update display (the Item List and Borrower's List of Loans will be updated, indicating that the item has been recalled. The List of Loans will show both the original due date and the new due date, now that the item has been recalled)
CIRC system librarian

45. Photocopy requests As with Hold requests
- the system checks that the user has permission to place a photocopy request (tab31)
- the system checks if the item may be requested (tab15)
- photo checks are set in tab_photo_request
CIRC system librarian

46. CIRC table-driven checks
tab_check_circ - sets the checks that will be performed when an
item is loaned or renewed.
/alephe/error_eng/check_circ - text of messages associated
with the checks
tab_block_circ - sets values for overdue (9a, 9b) checks
check_circ_override - sets the minimum password level to
override checks
CIRC system librarian

47. Configuration example:
None of the definitions in tab15.eng, tab16, z305, tab37, tab38 , tab_block_circ are NOT functional automatically.
These definitions become functional only after the appropriate checks are set in tab_check_circ, tab_hold_request, tab_photo_request
CIRC system librarian

48. Configuration example:
In order for the system to know to relate to the 99
global limit in tab16, you need to set the matching checks in two tables:
tab_check_circ for the limits placed on the number of loans.
tab_hold_request for the limits placed on the number of hold request.
CIRC system librarian

49. Configuration example:
In tab_check_circ there are two checks defined for the global
limit:
4_b: check borrower loan limits (99 line)
4_c: check borrower loan limits (99 line) - total
for ADM
These checks should appear in the LOAN section of
the tab_check_circ table.
LOAN check_circ_4_b
LOAN check_circ_4_c
CIRC system librarian

50. Configuration example:
In tab_hold_request there are two checks defined
for the global limits:
check_hold_request_q
(check for max number of hold requests for the
sub-library)
check_hold_request_t
ADM library)
CIRC system librarian

51. Configuration example:
These checks are relevant in sections CIRC and
POST.
The checks for placing a hold request in the
Circulation client are in CIRC.
Web OPAC are in POST.
CIRC system librarian

52. Configuration example:
For example:
POST check_hold_request_q
POST check_hold_request_t
CIRC check_hold_request_q
CIRC check_hold_request_t
CIRC system librarian

53. Overdue / lost / cash Overdue notices policy :
tab32, tab10 (switch 20), WWW Services
Lost material charges - tab34
Cash Transactions set up: tab18
CIRC system librarian

54. Circulation Services
Many circulation batch reports and services are available from the Services menu.
Some are simply plain reports (e.g. Borrower List) while others perform a function (e.g. Recall).
CIRC system librarian

55. Circulation Client circ.ini influences behavior of CIRC client
All sections are described in
Web Guide/CIRC/System Librarian
CIRC system librarian